PHELAN PIÑON HILLS COMMUNITY SERVICES DISTRICT
SPECIAL BOARD MEETING – September 17, 2008
Phelan Community Center
9463 Sheep Creek Road, Phelan
MINUTES
Board Members Present:
Mark Roberts, President
Charlie Johnson, Vice President
Al Morrissette
Ken Anderson
Board Members Absent:
Mike Adams
1.
Called to Order
President Roberts called the meeting to order at approximately 7:06 p.m. and the Pledge of Allegiance
was conducted.
2.
Roll Call
Mike Adams was absent. All other Board members were present.
3.
Approval of Agenda
Vice President Johnson moved to approve the agenda with the changes below:
1. Item #12 – This item is for the L.A. County Adjudication.
2. Item #8 – Remove.
Director Anderson seconded and all were in favor.
4.
Public Comments
Don Krowel spoke to the Board about keeping the Dark Ski’s Ordinance. He’d like to do a presentation
to the Board to raise community awareness. Vice President Johnson stated it would be valuable to
understand the ordinance and feels this is a community education issue. Director Anderson added that
the Board has no authority on this issue. The Board agreed to place this item on the Agenda for the
October 8, 2008 meeting. The presentation will be limited to 15 minutes with 5 minutes for questions.
Dave Roberts asked if this issue would be more appropriate for the Parks, Recreation, and Street
Lighting Committee. Vice President Johnson stated this item was more for public awareness and felt
that it would be better served at the Board meeting.
Nancy Cosgrove spoke about the Board moving back to the Snowline School District location and stated
she felt more comfortable at the Phelan Community Center.
Captain Bob Kettlemen introduced Battalion Chief Rick McClintock. Captain Kettlemen briefed the Board
on the plan for the new Fire Station. He stated the old buildings have been spoken for. He also stated
they will be moving in with Station so there will be a delay in response time to the community. Chief
McClintock reported the construction on the new building will begin on October 22, 2008. He stated this
Office (760) 868-1212
Fax
(760) 868-5072
Phelan Piñon Hills
Community Services District
P.O. Box 294049, Phelan, CA 92329
E-mail: PPHCSD.org
PPHCSD Board Meeting Minutes – September 17, 2008
Page 2 of 4
will be the fourth generation of the building. Construction length is estimated to be approximately 300
days.
5. – 6. Consent Calendar
The Board asked for the following change to be made to the September 10, 2008 minutes:
 Page 5, third paragraph from the bottom should, 1st sentence should read Mr. Bartz
reported the preliminary appraisal for the “park” (not part).
Director Johnson noted the dates are incorrect on the High Desert Underground (HDU) invoice for the
General Manager. The bill should reflect a period of one week ending August 15, 2008.
Director Anderson asked if Mr. Bartz could answer questions regarding the HDU bill. Mr. Bartz stated he
could answer general questions. Director Anderson inquired on the Accounting Services. He asked if
that was for Phil Waller. Mr. Bartz stated it was.
Director Anderson asked where the Operations Manager position was located on HDU’s original
proposal. Mr. Bartz stated it was listed in the proposal as Operations Supervisor.
Director Anderson asked what the on-call guy on the Operations bill referred to. Mr. Bartz explained
there is someone on call to answer calls for leaks, no-water, etc.
Vice President Johnson asked if the HDU bill should be placed on the agenda as a separate item. Mr.
Bartz asked if it would be appropriate to approve the bill with the consensus that it would be discussed
and adjusted at another time. Director Anderson asked if Mr. Bartz reviewed the invoice and was
comfortable with it. Mr. Bartz stated he was comfortable with the hours worked by staff; however, he
did not compare them to HDU’s proposal. President Roberts asked if Director Anderson would like this
agendized for the October 8th Board meeting as an action item. Director Kennedy stated he was
comfortable with the Board approving the bill with the exception to reviewing it at a later date and
making any adjustments necessary. Director Morrissette felt having the minutes and expenses on the
consent calendar might not be a good idea since they have had a lot of questions and/or changes on
them. Mr. Bartz suggested leaving the minutes on the consent calendar and moving the expenses out
from under the consent calendar. Director Anderson felt eventually these items will become a consent
item once everyone is comfortable with them.
Director Anderson asked who the Eagle Eye Management Company was on the expenses. Mr. Bartz and
Mrs. Bishop explained that is the Property Management Company for the office.
Director Anderson questioned the amount of the Desert Community Bank Visa Credit Card. Mr. Bartz
stated it should be broken down for the Board and it will be in the future.
Director Anderson motioned to approve the consent calendar with the consensus that the HDU bill
would be reviewed and adjusted, if appropriate, at another time. Director Morrissette seconded and all
were in favor.
Office (760) 868-1212
Fax
(760) 868-5072
Phelan Piñon Hills
Community Services District
P.O. Box 294049, Phelan, CA 92329
E-mail: PPHCSD.org
PPHCSD Board Meeting Minutes – September 17, 2008
Page 3 of 4
7.
PPHCSD Contract with the County of San Bernardino Fire Department
Mr. Kennedy briefed the Board on the status of the contract with the County of San Bernardino Fire
Department. He stated there was a question regarding ownership of the property. The APN number on
the lease was incorrect. The proper APN number has been transferred to the PPHCSD. The APN number
on the contract needs to be amended. He also stated Exhibit A attached to the contract was different
than the one submitted with the original proposal. The new map does not depict the lease premises.
This item will need to be resolved.
Director Anderson moved to approve the contract with the above changes.
Director Morrissette asked about section 18 and asked if subletting would include when the Fire
Department shares the building with the US Forestry. Mr. Kennedy pointed out that the beginning of
the section states, “with the exception of the US Forestry.”
Vice President Johnson moved to approve the contract with the above changes. Director Anderson
seconded and all were in favor.
8.
Board to Consider the Purchase of a Temporary Office Building from the Fire Department Removed
9.
Committee Reports
Engineering Committee – The next Engineering Committee Meeting will take place on September 30,
2008.
Parks, Recreation & Street Lighting Committee – Director Morrissette stated they are still receiving
proposals for park property. He stated the Committee met with the Piñon Hills Chamber of Commerce
today and he will defer the report of the meeting to the General Managers report.
Finance Committee – The next meeting is the third Wednesday of October. Mr. Johnson stated he
received a binder from the California Infrastructure regarding the CIEDB loan which he then gave to Mr.
Bartz.
10.
General Manager’s Report
Mr. Bartz reported:
1. Staff has been working on the Personnel Manual as well as gathering information on Health
Benefits. He asked for a Personnel Committee to be formed to review them. Mr. Bartz stated it
would be helpful to have Committee members that are available to meet during the day. He
asked the Board to consider Director Morrissette and Director Adams for the Committee. The
Board agreed to create the Committee as an Ad Hoc Committee with an ending date of
December 1, 2008.
2. Staff received CD’s from the County with drawings and GIS overlays for the District.
3. Staff met with the County Road Department regarding the paving of Duncan Road from Oasis to
Wilson Ranch Road.
4. Staff has a meeting with a vendor for radio read meters. A business plan was put together
which showed the District has a 20% loss of water which is approximately 800 acre feet of
water. Mr. Bartz stated the repayment rate for the new meters would be four years if the
District picked up 10% of the water lost. Director Anderson asked how Mr. Bartz would obtain
Office (760) 868-1212
Fax
(760) 868-5072
Phelan Piñon Hills
Community Services District
P.O. Box 294049, Phelan, CA 92329
E-mail: PPHCSD.org
PPHCSD Board Meeting Minutes – September 17, 2008
Page 4 of 4
the proposal. Mr. Bartz explained there would be two proposals. One for the installation of the
meters and one for maintenance.
5. The Emergency Response Plan provided to the Board was a copy of the one submitted to the
Health Department. He stated a more comprehensive plan would be done in the future.
6. The Parks, Recreation & Street Lighting Committee met with the Piñon Hills Chamber of
Commerce regarding the proposal for the Piñon Hills Park. The appraisal for the park was
$54,000. For the parking lot it was $24,000. Mr. Bartz asked Mr. Kennedy whether the building
needed to be demolished. Mr. Kennedy stated he will discuss this item with him off line.
11.
Reports
President’s Reports – Nothing further to report.
Directors –
Anderson – Nothing further to report
Johnson – Director Johnson asked Mr. Bartz the status of the website. Mr. Bartz stated staff is
currently working on the calendars, working with DCB to be able to take online payments as well
as transferring the information from the unofficial website. Director Johnson felt the
information on the unofficial website would fit on a memory stick.
Director Johnson noted his disappointment that not all Directors were able to attend next
week’s Conference. He stated there are two or three Conferences aimed at what they do and
attending them would help the Board members to serve on the Board better.
Roberts – President Roberts inquired on an Ad Hoc Committee for the future building. Mr. Bartz
feels a Committee is necessary and recommended a Standing Committee. Director Anderson
stated he would like to be on this Committee. Director Morrissette also volunteered. The Board
agreed and the Standing Committee was formed. The Board asked Mr. Bartz to contact Mr.
Adams to see if he would be interested in being on this Committee. If so, then one of the other
members would drop off.
12.
Set Agenda for Next Meeting
Regular Meeting Agenda for October 8, 2008
 Dark Sky’s Presentation by Don Krowel
 Review of HDU Bill
 Guidelines for the Community Buildings
 Master Plan/Urban Management Water Plan – RFP’s
 Attorney for L.A. County Adjudication
 Dry Tablet Chlorine Presentation
Regular Meeting Agenda for October 22, 2008
 Final Budget
13.
Adjourn
With no further business, the meeting was adjourned at approximately 8:37 p.m.
Office (760) 868-1212
Fax
(760) 868-5072
Phelan Piñon Hills
Community Services District
P.O. Box 294049, Phelan, CA 92329
E-mail: PPHCSD.org