Friday, August 3, 2018
Wednesday, June 27, 2018
Minutes from 5/21/18 Meeting (approved 6/25/18)
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 21st, 2018
President Stapp called the meeting to order at 6:00 PM and Director Low led the group in the flag salute. Four of five directors were present (Stapp, Schendel, Hayhurst, and Low). Director Jacobs was unable to attend due to family obligations. There was one guest in attendance, Terri Peralta, who is employed by the City of Barstow as the Robert A. Sessions Memorial Sportspark Supervisor.
Special guest presenter, Terri Peralta, addressed the Board. She thanked the Directors for the great job they have been doing and added that the “new park improvements are shining and are not going unnoticed by the community.” She explained that she had been invited by Director Hayhurst to come educate the Board about some of the upgrades and improvements the City currently has in the works, specifically the new restrooms that are being installed. She was invited to present so the Board could gather information and ask questions to help them determine if similar new restrooms at the Districts’ parks might be an improvement to consider in the future. She shared details about the “drop-in” pre-fabricated restroom facilities the City was in the process of purchasing (from the Public Restroom Company), including their approximate costs. The new restrooms already in place at Fogelsong Park, that are also being planned for Dana Park, Sturnacle Park, and Lillian Park, will meet new gender-neutral requirements (and are thus, title 24 unisex compliant), will be fully ADA compliant, and will also include parking lots and pathways to them that meet all ADA requirements, as well. They are graffiti-resistant inside (diamond-plated stalls and surfaces that wipe clean easily and/or are easy to re-paint) and can be set to lock automatically from the outside at 9pm or whatever time they might wish to close them to the public at night. The Board expressed their gratitude to Terri Peralta for her informative presentation and she left the meeting at 6:37 PM.
The consent items were reviewed. Director Low motioned to accept the minutes of the April 23rd, 2018 meeting, along with the financial reports for April of 2018, as presented. Director Schendel seconded the motion. The motion carried unanimously, with one Director (Hayhurst) abstaining from the vote.
The correspondence file was passed around for review. President Stapp noted that a letter from State Compensation Insurance Fund indicated a “modest” 6% rate increase. He was also concerned that the policy received still listed the former secretary, Debbie Garvin, as the contact person. The secretary will contact them again to request that they update their records to include the current/correct employee.
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. Director Jacobs continues to keep the ground squirrel population under control. President Stapp updated the board about the completion of the shade cover project. The installer had returned on Friday morning 5/18 to re-stretch and re-install the shade cover at BHP that wasn’t fitting properly before. The Directors informed the secretary that she should be receiving some kind of “notice of completion,” from the County and/or the contractor, and that the Board would need to have that certification (in writing) on hand before they can review and accept the project as completed, and before she can make the final payment. Some concerns about whether the other two shade canopies at Venner Park were also installed properly (tight enough) were also voiced and will need to be inspected again. The secretary reported that the three additional new trash cans are in the process of being ordered. All that was left for her to do was to get a check and the order confirmation form signed and returned to the manufacturer in the coming week. She had also received an email confirmation from John Rowe that he would add the solar light installation job to his schedule and let her know, as soon as he was certain, when that work can begin. Director Low confirmed that the two newly-replaced pepper trees were both alive and well.
Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The board was very happy with how healthy and green the grass was currently looking.
The office building and compound was addressed. The board was very pleased with how great the yard was looking since the general manager had hired Al Fierro to do the weeding and upkeep around the office building bi-monthly. The secretary confirmed that he had trimmed the bushes, had done very detailed weeding and debris removal, and had gone above and beyond, even removing weeds from alongside the fence inside the parking lot, as well as, inside the water tower compound (a water company employee let him in, since the area is usually locked).
Potential capital improvements (Restrooms FY 2018-19) were discussed briefly. The board was happy to have been given so much information from Terri Peralta, that clarified and gave them a better idea of more possibilities and options they can consider. Other ideas shared and discussed briefly as possible capital improvements to consider included: sidewalks and curbs, bathroom upgrades instead of a full replacement, new roofing on the office building, new/upgraded playground equipment, and a decomposed granite foundation laid for a bounce house area (once the water tower is removed).
The 2018-19 FY Budget Workshop was held at 6:55 PM.
The general manager had nothing new to report that hadn’t already been covered.
President Stapp asked if there were any directors reports. Director Hayhurst thanked President Stapp for stepping up to take on the responsibilities of President.
President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Hayhurst 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, June 25th at 6:00 PM. The meeting adjourned at 7:27 PM.
Submitted by:
Jen Rubio
Secretary/General Manager
Friday, June 22, 2018
Agenda for 6/25/18 Board Meeting
A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, June 25th, 2018 - 6:00 PM
1. Call to Order and Flag Salute
2. Roll Call and Recognition of Guests
3. Public Comments/Questions
4. Consent Items: Minutes – May 21st, 2018
Financial Reports – May of 2018
5. Correspondence
6. Parks: Barstow Heights: Safety Check List and Ground Squirrels
Shade Cover Project (review)
Trash Cans - 3 additional (on order)
Solar Lighting - for the basketball court (update)
Venner Park: Safety Check List
7. Office Building & Compound
8. 2018-19 Budget Resolution 2018-1
9. Long Range Plans List (and Capital Improvements)
10. General Manager’s Report
11. Directors’ Reports
12. Bills: Edison - $ 100.11
Terminix - $46.00
Stewart’s Business & Tax Service - $150.00 (quarterly accounting)
State Compensation Insurance Fund - $158.63 (deposit premium)
U.S. Postal Service - $214.00 (annual P.O. Box rental fee)
Frontier Communications - $90.03
Al Fierro - $65.00 (monthly yard clean-up)
State Compensation Insurance Fund - $102.10 (payroll report payment)
S.D.R.M.A. - $2219.88 (pre-paid insurance)
R.J. Thomas Manufacturing Co. - $1308.00 (3 trash cans)
13. New Business
14. Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1
15. Adjournment
Friday, May 25, 2018
Minutes from 4/23/18 Meeting (approved 5/21/18)
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, April 23rd, 2018
President Jacobs called the meeting to order at 6:00 PM and Director Schendel led the group in the flag salute. Four of five directors were present (Jacobs, Schendel, Stapp, and Low). Director Hayhurst was unable to attend. There were no guests in attendance.
The election of new board officers was discussed. 1). President Jacobs nominated Director Robert M. Stapp as the new President. Director Schendel seconded the nomination. 2). Director Stapp nominated Director Jeanette Hayhurst as the new Vice President. Director Schendel seconded the nomination. 3). President Jacobs nominated Director Gene Low as the new Safety Officer. Director Stapp seconded the nomination. 4). President Jacobs motioned that Director Jeanette Hayhurst also continue to keep her current position as Clerk. Clerk duties include the reviewing and signing of the financial statements that are reconciled and prepared by the accountant each month. Director Low seconded the nomination. There were no objections and all four nominations were agreed to unanimously. Former President Jacobs continued to preside over the remainder of the meeting for one last time.
The consent items were reviewed. Director Schendel motioned to accept the minutes of the March 26th, 2018 meeting, along with the financial reports for March of 2018, as presented. Director Stapp seconded the motion. The motion carried unanimously.
The correspondence file was passed around for review. President Jacobs read a letter (vacation request) from the Secretary/General Manager that was included in the file. President Jacobs motioned to approve her request for one week of paid vacation time during the week of June 12-14, 2018. Director Low seconded the motion. The motion carried unanimously. President Jacobs also called attention to a letter from the Community Action Partnership of S.B. County asking for public officials to nominate any candidates interested in serving as a representative on their board of directors.
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 continues to keep the ground squirrel population under control. Director Stapp updated the board about the progress of the shade cover project. There were a few unanticipated challenges that resulted in delays and the installation ended up taking 3.5 weeks, instead of the 5 days that had been planned for. The shade canopies are now up successfully, aside from one more issue that was just discovered. Director Stapp noticed that the canvas cover was flapping around in the wind a lot. He took some video of it and sent it to the installer, who agreed that it should fit much tighter and not move in the wind that much at all. The installer will be returning on Friday 4/27 to remove the canvas and have it cut smaller, re-sewn, and re-stretched, so it can be attached properly. Director Stapp was uncertain if that can all be done in one day or if it will require more time to fix. In response to Director Schendel and Director Low’s concerns that the shade canopy at BHP was not large enough to cover all the playground equipment, Director Stapp explained that the reason was because the canopies cannot be safely engineered any larger than the one that is in place now. He suggested that replacing/reconfiguring the arrangement of the playground equipment underneath and/or adding another small shade cover would be some possible solutions to consider in the future. President Jacobs expressed his great appreciation to Director Stapp for all the hard work, extra time, and effort he gave to make such a huge project happen.
President Jacobs updated the board that the cost of the 3 additional new trash cans that the general manager had been directed to order would be $1,308, plus $950 for labor/installation, which was equivalent to the same price per trash can that had been paid the last time they had been ordered (22 trash cans were purchased in mid-October 2017).
The proposal from JDR Construction to provide and install a solar light with a pole at Barstow Heights Park (near the Southeast end of the basketball court), as per the specs provided to him, and including a concrete fitting that will be 2 feet wide by 2 feet deep with a rebar cage, was reviewed and discussed. Director Low motioned to accept and approve the bid as presented. President Jacobs seconded the motion. The motion carried unanimously.
The secretary had nothing new to report about when the dead pepper tree would be replaced. The last she had been told, a new tree had been ordered and would be replaced as soon as possible.
Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Stapp voiced his concerns about something the contractor (shade canopy installer) had discovered when working there recently. He could see that some of the swing set poles were rusting (underground) and would likely need to be replaced soon. The secretary was directed to contact Mark Gerardi at the City and ask him to have his crew inspect the swing sets and give us their recommendation also.
The office building and compound was addressed. The secretary reported that she had hired Al Fierro on Wednesday 4/18 to come and do the weeding and yard clean-up around the office building. He will be coming to do the work at least every two weeks during the Spring and Summer. She was very impressed by what a great job he did (very detailed, even the tiniest weeds were removed), and was happy to now have a good solution for keeping the landscaping up and looking it’s best all the time.
The general manager reported that a new friend, Sherry Baily, would be offering and leading Qi Gong Tai Chi at Barstow Heights Park occasionally. She would be offering a free lesson/meditation/practice to the community at 10am on Saturday 4/28 in honor of World Qi Gong and Tai Chi Day. She also reported that she will be sharing more information with the public about that on Facebook very soon.
President Jacobs asked if there were any directors reports. Director Stapp reported that he had some new information to share. When he was completing his required ethics training course online a few months prior, the instructor mentioned some details about conflict of interest laws that pertain to the current board. There are some limitations that apply to any board member who might live or own property within 500 feet of a district-owned entity, like Director Low does. He contacted the CSDA and inquired further about the situation with their legal analyst. An “excess of caution” was recommended and it was advised that Director Low might prefer to abstain from voting for any future actions taken by the board that might be seen as something that could potentially increase his property value (specifically large capital outlay projects/improvements only).
President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Stapp 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 a week earlier than usual, Monday, May 21st at 6:00 PM, since the fourth Monday in May falls on the Memorial Day holiday. The meeting adjourned at 6:43 PM.
Submitted by: Jen Rubio
Secretary/General Manager
Secretary/General Manager
Friday, May 18, 2018
Agenda for 5/21/18 Board Meeting
A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 21st, 2018 - 6:00 PM
1. Call to Order and Flag Salute
2. Roll Call and Recognition of Guests
3. Public Comments/Questions
4. Special Guest Presenter – Terri Peralta, City of Barstow
5. Consent Items: Minutes – April 23rd, 2018
Financial Reports – April of 2018
6. Correspondence
7. Parks: Barstow Heights: Safety Check List and Ground Squirrels
Shade Cover Project (review upon completion)
Trash Cans - 3 additional (in progress)
Solar Lighting - for the basketball court (in progress)
Pepper Trees (both are alive and well)!
Venner Park: Safety Check List
8. Office Building & Compound Bi-monthly Yard Clean-up
9. Capital Improvements – Restrooms (FY 2018-19)?
10. 2018-19 Budget Workshop
11. General Manager’s Report
12. Directors’ Reports
13. Bills: Edison - $ 116.41 Terminix - $46.00
Frontier Communications - $99.44
14. New Business
15. Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1
16. Adjournment
Wednesday, April 25, 2018
Minutes from 3/26/18 Meeting (approved 4/23/18)
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, March 26th, 2018
President Jacobs called the meeting to order at 6:02 PM and Director Low led the group in the flag salute. Three of five directors were present (Jacobs, Schendel, and Low). Directors Stapp and Hayhurst were unable to attend. There were no guests in attendance.
President Jacobs reminded the board that the Countywide Plan Survey was due in just a few days (by 3/30). President Jacobs clarified that the purpose of the survey is to give the County some input for their long-range planning. The Secretary gave another printed copy of the survey to Director Low.
The consent items were reviewed. Director Schendel motioned to accept the minutes of the February 26th, 2018 meeting, along with the financial reports for February of 2018, as presented. Director Low seconded the motion. The motion carried unanimously.
The correspondence file was passed around for review. A bid from JDR Construction (to install solar lighting by the basketball court at Barstow Heights Park), had just been received and was included in the file. President Jacobs recommended that the item be added to next month’s agenda for further consideration when more Directors are expected to be present.
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. The report stated that new shade structures were in the process of being installed. President Jacobs informed the board that there were a few issues currently causing the project to slow. The contractor had never been out to the actual site to inspect it ahead of time (as Director Stapp had suggested and requested), so the shade canopies were engineered to be installed on a flat landscape and therefore, the installers were unprepared to deal with the grade they encountered once on site (at Venner Park). Some parts of the structure had to be returned to the manufacturer to be modified, to ensure that the poles would fit at the correct height. This also meant that a County inspector would now be required to come to the site to approve the adjusted site plans, as well. The secretary posted signs requesting that the public stay out of the fenced in areas for their safety, once she realized that the project was going to take longer than the 5-7 days that had been expected. President Jacobs reported that the ground squirrels continue to be under control, but he anticipated possibly seeing more of them as soon as the weather starts to warm up again. The dead pepper tree was discussed. The secretary confirmed that the landscaper had come by to inspect the tree a few weeks prior; but was uncertain how soon it would be replaced. She believed that the new tree was still on order. She then reported that Unique Landscaping had been at the office to clean up the yard outside the office building on Friday afternoon 3/16. The weeding was a big job and took several hours, since it hadn’t been done for a while. When asked about the trash cans, the secretary reported that she had confirmed with John Rowe that he does still have the 3 left-over pedestal mounts, so the three trash cans can now be ordered, minus the need to order the mounts.
Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that the new shade structures were in the process of being installed. President Jacobs reported that the missing blue caps that needed replacing (up high on top of the fitness equipment/poles) at Venner Park, were there again. The Secretary had been researching where to get the replacement caps, but then they had mysteriously reappeared back in place about three weeks prior. She suspected that either a City grounds-keeper or possibly whoever might have taken them in the first place was responsible for replacing them.
The general manager reported that after several weeks of experiencing technical difficulties with the DIR website (Department of Industrial Relations), she finally had success submitting the form PWC-100 for the shade canopy project on 3/21. The “ShredYourDocs” company had come to the office on 3/15 and shredded 15 boxes of old documents. She reported that she was currently working on re-submitting the SCR (State Controller’s Report) and mailing the form 700’s to the County (that are due in the coming week). Lastly, she reported that she had been receiving a lot of phone calls from the public inquiring when the parks would be open again. She reported telling people that the goal and the plan was for construction to be done and the playgrounds open again by Easter weekend (Friday 3/30), but she couldn’t promise that for certain.
President Jacobs asked if there were any directors reports. There was nothing more to report.
President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. President Jacobs 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, April 23rd at 6:00 PM. The meeting adjourned at 6:27 PM.
Submitted by:
Jen Rubio
Secretary/General Manager
Thursday, April 19, 2018
Agenda for 4/23/18 Board Meeting
A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, April 23rd, 2018 - 6:00 PM
1. Call to Order and Flag Salute
2. Roll Call and Recognition of Guests
3. Public Comments/Questions
4. Election of Board Officers
5. Consent Items: Minutes – March 26th, 2018
Financial Reports – March of 2018
6. Correspondence
7. Parks: Barstow Heights: Safety Check List and Ground Squirrels
Shade Cover Project (update)
Trash Cans - 3 additional (prices confirmed)
Solar Lighting - for the basketball court (new bid)
Pepper Trees
Venner Park: Safety Check List
8. Office Building & Compound
9. General Manager’s Report
10. Directors’ Reports
11. Bills: Edison - $ 116.41 Terminix - $46.00
Frontier Communications - $99.44 Petty Cash - $100.00
12. New Business
13. Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1
14. Adjournment
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