Minutes - ECIA Governing Board

Eldorado Community Improvement Association, Inc.

Board of Directors Meeting

November 20th, 2017

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Monday, October 23rd, 2017 at the Community Center, Railroad room.

CALL TO ORDER:

President John Henriksen called the meeting to order at 7:01 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: John Henriksen (President), Antone Forneris (Vice-President), Mike McDowell (Secretary), Joseph Gutierrez (Treasurer), Jody Price (Director), and David McDonald (Director), & Pam Henline (Director).

STAFF MEMBERS PRESENT: Isabel Ugarte-ECIA GM

ANNOUNCEMENTS

President John Henriksen announced the following:

  • There will be a Special Board Working meeting on November 21st at 3pm to discuss the 2018 Draft Budget.
  • 2018 Budget Open Forum will be on Saturday, December 2nd at 10am.

General Manager Isabel Ugarte announced the following:

  • ECIA office will be closed Thursday, November 23rd and Friday, November 24th. The office will reopen on Saturday, November 25th.
  • GM also announced that she will be taking off the 22nd through 28th of November.
  • ECIA offices will also be closed Monday, December 25th and Tuesday, December 26th. The office will reopen on Wednesday, December 27th.

AGENDA

President Henriksen made the following change to the agenda:

  • 67 Camerada Loop in home business application to be moved to December Board Working Session

Motion to approve agenda as amended made by Director David McDonald and seconded by President John Henriksen and passed unanimously.

OPEN FORUM

Homeowner Name, Owner’s Address

 

None

 

 

CONSENT AGENDA:

11.15.01         Approval of October 2017 Board meeting Notes & Minutes

11.15.02         Approval of October Covenant Compliance Report

11.15.03         Approval of October Financial Report

11.15.04         Approval of General Manager’s Report

11.15.05         Approval of variance at 2 Joya Court to allow for an existing fence that was in place when the current owner purchased the property

11.15.06         Approval of variance at 27 Cagua Road to allow for a non compliant color to remain on the home 

A motion to approve the Consent Agenda was made by Secretary Mike McDowell.. Motion was seconded by Director David McDonald. Motion was passed unanimously.

                      

Copies of these documents are available upon request at the ECIA offices.

NEW BUSINESS

                                                                                                                                                  

11.20.01         President John Henriksen moved that the ECIA Board of Directors authorize staff to have the day after Thanksgiving (11/24/17) and Christmas (12/26/17) off as a paid day for the 2017 onsite fulltime hourly staff.  

The motion was amended to read:

President John Henriksen moved that the ECIA Board of Directors authorize paid days off for the Friday, November 24th and Tuesday, December 26th for fulltime onsite hourly staff.

This motion was seconded by Secretary Mike McDowell and passed unanimously.

11.20.02         Secretary Mike McDowell moved that the ECIA adopt the attached Records Retention and Management Policy.

The motion was amended to read:

Secretary Mike McDowell moved that eh ECIA Board of Directors adopt the ECIA Records Retention, Destruction, and Management Policy.

           

This motion was seconded by Director David McDonald and passed unanimously.

11.20.03         Vice President Antone Forneris moved that the ECIA Board of Directors approve the formation of an ad-hoc environmental advisory committee for the purpose of advising the ECIA Board on:

  • A proposed policy for Integrated Pesticide/Herbicide Management practices, to include public outreach guidelines;
  • A proposed policy outlining environmental practices for new construction and facility maintenance; and
  • Guidelines for preforming an annual environmental audit.

The ad-hoc environmental advisory committee will report to the ECIA Board and remain in effect until these proposed policies, practices and guidelines are adopted by the Board.

The ad-hoc environmental advisory committee members to be appointed are as follows:

Bob Blanchet (Road Committee)

Paul Drumwright (Owner/Resident)

Gerald Gulseth (Conservation Committee

Patty Mann (Owner/Resident)

Karen Murphy (Facilties and Grounds Committee0

Ann Netzow (Owner/Resident)

           

This motion was seconded by Secretary Mike McDowell and passed unanimously.

11.20.04         Treasurer Joseph Gutierrez moved that the ECIA Board of Directors request a monthly statement through HOAMCO from Alliance Bank documenting all activity for the month for all ECIA accounts

This motion was seconded by Director Pam Henline and passed unanimously.

11.20.05         Treasurer Joseph Gutierrez moved that the ECIA Board of Directors require details through HOAMCO of indemnification for the ECIA for any and all third parties or subcontractors with authorization to write checks against ECIA accounts, particularly including HOAMCO’s present payroll processing subcontractors, and to provide ECIA a copy of those third party agreements.

This motion was seconded by Secretary Mike McDowell and passed unanimously.

           

11.20.06         Treasurer Joseph Gutierrez moved that the ECIA Board of Directors approve the Finance Committee’s recommendation to appoint David Sorkin to the Finance Committee. David Sorkin has met the Finance Committee meeting requirement and is a member in good standing.

This motion was seconded by Director Jody Price and passed unanimously.   

DISCUSSION  ITEMS

Drone Operation and ECIA Regulation Options

Draft Drone Policy has been tabled until legal counsel submits their review of the draft policy.

 ADJOURNMENT OF MEETING

Motion to adjourn meeting was made by President John Henriksen and seconded by Secretary Mike McDowell and passed unanimously.

Meeting was adjourned at 8:15 pm.

Submitted By: Gloria Silva

Recording Secretary                        Gloria Silva                                        Date 11/20/2017