Minutes from 9/25/17 Meeting (approved 10/23/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, September 25th, 2017

President Jacobs called the meeting to order at 6:00 PM and Director Hayhurst led the group in the flag salute. Four directors were present (Jacobs, Schendel, Hayhurst, and Low). Director Stapp was unable to attend. There were no guests in attendance.

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the August 28th, 2017 meeting, along with the financial reports for August of 2017, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. Director Hayhurst called the board’s attention to an article she had read in the CSDA magazine she had just received in the mail (Sept-Oct 2017 issue, page 20). She wanted to inform the board that as per the article, “Districts are no longer required to hire department registered contractors or file a PWC-100 form for projects under $25,000 for new projects and under $15,000 for maintenance projects.” The Secretary was directed to make sure that a form 100 is filed for the shade cover project that is still in the works.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. President Jacobs reported that the ground squirrels are still under control, as he has continued to not see any for several months now.

The secretary had no new progress to report regarding the street lamp near the basketball court the board was still interested in, only that there were copies in the correspondence file of the reminder emails she had sent to the potential installer. Director Low brought up his observation that both pepper trees recently planted were not looking good. The secretary will contact the landscaper to let them know that the two new trees didn’t survive and will need replacing.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported. The check list did inform the board that the City had replaced a seat on a swing set that had been vandalized during the past month. The secretary was not yet certain as to whether a bill for that repair would be coming (if the replacement had cost the City more than $200) or not (if it was under $200).

The shade cover project (three canopies to shade the playground equipment at both parks) was addressed next. President Jacobs reported that Director Stapp had informed him that the project was moving along as expected. The Board then discussed the color options for the metal support poles and the canvas covers. The Board agreed upon “aquatic blue” for the canvas shade covers and “almond” for the poles.

The installation of 22 new trash cans (9 for BHP and 13 for Venner park) was discussed. The board reviewed the proposal from JDR Construction to install them. The work would include the digging of the footings and the concreting-in of the posts/bases for each of the 22 trash cans. The job includes John Rowe’s preference to have the shipment sent directly to him (his yard), where he will unload the freight shipment with a forklift, assemble, and then transport them back to the job sites to install. Director Hayhurst motioned to approve the bid of $6,140 to do the job. Director Low seconded the motion. The motion carried unanimously.

The office building and compound were addressed next. The board reviewed and discussed the two bids received for the kitchen renovation job. Director Low motioned to accept the bid from JDR Construction for $8,350 to do the work as listed on the proposal dated 9-22-2017. Director Hayhurst seconded the motion. The motion carried unanimously. The secretary was directed call Sanchez Roofing company to request a roof inspection and estimate to re-do the roof of the office building.

The general manager reported that she had copied the “best practices of capitalization thresholds for capital assets” document (that the board had adopted at the last meeting), on to district letterhead and had the board president sign it so she could send an official copy of that on to the Auditor, as well as, include a copy in the policy and procedure manual. She also reported that she will have jury duty in Victorville on Tuesday 10/3 so will need to miss work that day. The board recommended that she go ahead and serve jury duty if selected, and she can make up any office hours she may have to miss when she is able to.

President Jacobs asked if there were any directors’ reports. Director Hayhurst reminded everyone that October 7th is Spanish Trail Day at the Desert Discovery Center. Director Schendel reported that there are still trees growing in his road (in the cracks full of dirt) near his home. Director Low expressed his disappointment that so many of the potholes weren’t filled in before the roads were re-paved, which resulted in the new roads still being full of large bumps in many spots. Director Jacobs reported that he had recently learned that the MWA (Mojave Water Agency) is releasing a little more water to the area. He’d also observed on a few occasions (mornings) the County working to fill in cracks on some of the East/West streets.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Schendel motioned to pay all the bills, as presented. Director Low seconded the motion. The motion carried unanimously.

There was no new business to address and no executive session requested. The next regular meeting was scheduled for Monday, October 23rd at 6:00 PM. The meeting adjourned at 6:44 PM.

Submitted by: 

Jen Rubio
Secretary/General Manager