Agenda for 10/8 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, October 8th, 2018 - 6:00 PM
(re-scheduled from 9/24/18)

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Consent Items:      Minutes – August 27th, 2018

                               Financial Reports – August of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels

                                      Solar Lighting - remote control update

                                                            3 newest Trash Cans - liners are in

                                                            Trash Can Lids - corrosion

                         Venner Park:              Safety Check List and Goat Heads

                                                            Playground Inspections - estimate received

7.   Office Building & Compound         New Roofing - including fascia boards

                                                            Removal and Reinstall of AC/Heating Unit

                                                            Kitchen Renovations - trim molding fixed by Dick Jacobs

8.   General Manager’s Report

9.   Directors’ Reports

10.  Bills:          Edison - $117.24

                        Terminix - $46.00

                        Frontier -$92.13

                        Stewart’s Business & Tax Service - $150.00 (quarterly accounting)

                        Al Fierro - $65.00 (yard work)

                        Cash - $100.00 (petty cash)

                                   

11.  New Business

12.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

13.  Adjournment

Minutes from 6/25/18 Meeting (approved 8/27/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, June 25th, 2018

President Stapp called the meeting to order at 6:14 PM and Director Jacobs led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There were no guests in attendance.

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the May 21st, 2018 meeting, along with the financial reports for May of 2018, as presented. Director Low seconded the motion. The motion carried unanimously, with one Director (Jacobs) abstaining from the vote.

The correspondence file was passed around for review. President Stapp called attention to a letter from Golden State Water Company welcoming the District as new customers. Prior to this, the District office building had been unmetered. In preparation for the removal of the water tower located in front of the building, the water company will now need to measure and charge for any future water usage, even though the amount of water used at the building is very minimal. It had been the water company’s decision in prior years to allow the district office building to remain unmetered.

Barstow Heights Park was addressed. The safety checklist 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. He will be stopping by the office building soon to re-stock his supply of gas cartridges that he uses regularly. At 6:22pm the meeting was briefly interrupted by a park guest who opened the door to ask if there was a water spigot nearby that he could use.

President Stapp reported on the completion of the shade cover project. He and the secretary had been corresponding by email with several employees of APC Play in recent weeks. The District had requested signed inspection reports that verify the completion of the project and final approval by the County. As soon as these reports are submitted to the District, the board will review them, and the secretary will pay the 2nd and final invoice. When asked for an update on the three additional new trash cans that had been ordered for BHP, the secretary reported that she hadn’t yet received confirmation of the exact date they are to arrive, but that she did anticipate that they would be shipped to John Rowe very soon. She also reported that John Rowe had received the new solar light and would be installing it the next day. A Director asked if a permit would be required to install the light. She responded, that she didn’t believe it would be, but that she would ask John to be certain about that.

Venner Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The secretary will keep trying to get an appointment with Sanchez Roofing for an estimate to perform maintenance on the roof of the office building.

The 2018-19 Budget Resolution 2018-1 was addressed. Director Hayhurst motioned to approve the budget, as presented. Director Schendel seconded the motion. The budget passed unanimously, and the budget resolution was then approved and adopted by the following roll call vote:

Robert M. Stapp, President                Aye

Richard P. Jacobs                                Aye

Daryl R. Schendel                                Aye

Jeanette L. Hayhurst                           Aye

Gene Low                                            Aye

The resolution was then signed, and the secretary will submit copies of it to the County of San Bernardino Auditor/Controller, the Clerk of the Board of Supervisors, and the auditor, as is the standard procedure.

The long-range plans list (and potential capital improvements) were discussed. The board agreed that the roof of the office building and new playground equipment would likely be their next priorities. Director Schendel volunteered to oversee the possible restroom upgrades (including doors on the stalls) as well. The secretary was directed to make an appointment with an installation company to come inspect the playground equipment to help determine what pieces are most in need of replacement.

The general manager reported on some of the new questions that arose the week prior regarding Desert Community Bank, which had been bought out by another larger bank, resulting in some unexpected changes including not having received monthly statements for the savings account during the past two months, as well as, small fees per every check written. She reported that she would get answers and have those issues resolved by the next meeting. She then thanked Director Jacobs for his many years of service as the board President and presented him with a thank you card that had been signed by everyone present.

President Stapp asked if there were any directors reports. Director Jacobs reported his concerns about the recent broken window and break-in attempts at his neighbor’s home. Director Hayhurst reminded the secretary to have a new low-flow toilet installed at the office (as had been previously discussed at a prior meeting), once the water tower is removed as is expected by late fall or early winter.

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

The possibility of “going dark” and not holding a meeting during the month of July was discussed. The board agreed that a meeting might be held on the fourth Monday of July (7/23) IF deemed necessary, but unless there is urgent business to handle at that time, the board agreed that the next regular board meeting be scheduled for Monday, August 27th, 2018 at 6:00 PM.

There was no new business to address, but a closed executive session was requested to address personnel and the secretary left the meeting at 7:12 PM.

The secretary returned at 7:20 PM to discuss her annual employee evaluation with the board. The meeting then reconvened to open session at 7:21 PM. The board informed her officially that they had decided to increase her pay by $1 an hour starting July 1st, 2018. She thanked them, and the meeting adjourned 7:22 PM.

Submitted by:           Jen Rubio

Secretary/General Manager

Agenda for 8/27 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, August 27th, 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 – June 25th, 2018

                               Financial Reports – June and July of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:     Safety Check List and Ground Squirrels

                                    Shade Cover Project (paid final invoice 8/14)

                                    Solar Lighting - for the basketball court (done 7/11)

                                                         Trash Cans - 3 additional (done 8/13)

                         Venner Park:              Safety Check List

                                                            Playground Equipment (both parks?)

7.   Office Building & Compound         Roofing Estimate

8.   Long-range Plans List (and Capital Improvements)

9.   Safety Review Report

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:         Edison -           $99.93 (July)                $113.41 (August)

  Terminix -        $46.00 (July)                $46.00 (August)

                        Frontier -         $89.99 (July)                $92.09 (August)

                        Al Fierro -        $65.00 (July)                $65.00 (August)

                        San Bernardino County Treasurer - $173.01 (annual LAFCO fees)

                        Geo Services - $97.00 (water leak repair on 7/17)

                        State Compensation Insurance Fund - $1537.90 (final 2017 premium)

                        Golden State Water Company - $38.85 (first bill)

                       

13.  New Business

14.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

15.  Adjournment

Notice of Election

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

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

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