Minutes - Information Committee

Minutes of the Information Committee Meeting, Aug 22, 2017

Present: Gershon Siegel (Interim Chair), DiAna Gutierrez, Marilyn Farrell, Carol Leyba (Editor/Designer of Vistas), Jody Price (Board Liaison), and Pam Henline (Alternate Board Liaison).  Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Jody Price)

  • Dag Ryen was approved by the Board as member of the Information Committee.
  • There is a moratorium on equine burials at the stable, brought about by a concern from the water company (EAWSD) about contamination of Eldorado’s water resources. A notice about this will be posted on the website and will be covered in the October Vistas; an article has been submitted by Board President Henriksen.

 

More on ECIA Communications

  • HOAMCO is planning to move forward in seeking a public outreach/communications professional to handle eblasts, website, social media communications, Vistas, etc. Currently HOAMCO does not allow its employees to be a homeowner resident, so there will probably be some negotiation to release this restriction, in order to hire an Eldoradoan for this position.
  • Dag sent a memo, as promised, outlining his ideas about how to move forward with publishing Vistas, etc. More on this below.
  • There was some discussion about the suggestion that the Board should have a table at events such as the Fire Dept. barbecue, the Agora’s Halloween celebration, and the like, in order to interface with the public. Jody said he would discuss this with the ECIA president, John Henriksen. Pam H. also supports this idea.

Webmaster’s Report:

Jack’s Webmaster Report for July/August 2017 included these highlights:

  • There were 3,018 unique visitors in July, and 2,047 so far in August, numbers largely consistent with earlier months but slightly lower than a month ago.
  • Pages most frequently accessed were the Vistas newsletter (1059), Contact Us (238), pool information (234), Main page articles (page 2) (251), Amenities: facilities (234), road upgrades (197), Amenities: Community Center (180), Community Center Information (141), Board meeting agenda (167), Board info (142), and Eldorado FAQs (138).
  • Eblast stats: 820 subscribers, 52.6% of whom opened the email, and 20.5% of whom clicked on the link to the newsletter. Unsubscribers: 3.
  • In the July/August time frame, Jack updated and added articles; updated MailChimp email list and sent current Vistas; updated/repaired agendas; researched options for upgrading the Facilities Problem Report, with members of the F&G committee; updated slideshow photos; uploaded current Vistas; repaired calendar interface; monitored site security; communicated with staff, community, and committee members; updated the calendar; posted/repaired minutes; waiting for remaining Board director bios.

Carol suggested that the committee actively review the website regularly in order to give feedback to Jack (and ECIA staff) about any problems, outdated articles, etc. Marilyn noted that in a recent review of eldoradosf.org, she noticed that the list of board liaisons was incorrect.

Makeup of the October 2017 issue of Vistas:

  • Article on community garden harvest (DiAna will write). Can Trond Peersen take a photo?
  • Blurb on Fall Arts show?
  • Notice on Emma Cameron, who won national equestrian competition. Pam will send info.
  • Article on the Info Committee (article on hand from DiAna)
  • Photo from Tom Brimacombe of bear in the Eldo Preserve (Dag has sent photos.)
  • Message from a Board director (David McDonald)
  • Profile of recently appointed ECIA director (Marilyn will write on either John Henriksen or Mike McDowell)
  • Stable Community Day (Oct. 22)
  • Board Actions
  • An article from DiAna from Eldorado 285/Recycles.
  • Article from Windmills & Dreams on the Community Center, if needed.
  • Regular articles from Flora & Fauna, and the Library are expected.
  • Paws in the Pool happens on Oct. 1. Can Trond take photos?

Discussion of Dag’s memo of August 17

First, there was some dismay expressed that Dag held a meeting to brainstorm the recommendations to put forward, but did not include Information Committee members other than Gershon.

Nonetheless, there was broad consensus about the elements presented in Dag’s memo—namely, that Vistas and the website both need to be redesigned, refreshed, re-envisioned to be more contemporary; that a social media presence for ECIA should be investigated; and that Vistas could and should be published every other month rather than monthly, as soon as seems possible/reasonable. There was no support for the idea of bundling Vistas with Eldorado Living. And there was no disagreement about the need for a full-time person to handle community outreach/communications.

Regarding the production of Vistas during the time frame between Carol’s retirement and the hiring and ramp-up of a new staff outreach person (if there is a gap), it seems that the solution may be to acquire a Mac computer with the basic layout program, Pages (free software), and someone (perhaps Gerson?) will undertake the work. Carol suggested that the November issue, her last scheduled production, be shadowed/duplicated in Pages to work out any kinks.

Carol also reminded that group that an Annual Report must be produced in March, for distribution by April 1.

Jody took notes on this discussion and will send the committee’s recommendation to Gershon, who will put this in a memo to the Board.

The meeting was adjourned at 8:45 pm.

Thanks to Marilyn for bringing popcorn!

Drop-dead due date for articles is Friday, Sept 14.

The next meeting is scheduled for Tuesday, Sept 26.

Respectfully submitted,

Carol Leyba

July 26, 2017

Minutes of the Information Committee Meeting, July 25, 2017

Present: Gershon Siegel (Interim Chair), DiAna Gutierrez, Marilyn Farrell, Dag Ryen, Bill Dunning, Carol Leyba (Editor/Designer of Vistas), Jody Price (Board Liaison), and Pam Henline (Alternate Board Liaison).  Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Jody Price)

  • The Board has not formally discussed the options for moving forward with Vistas after Carol’s retirement. However, Isabel Ugarte, General Manager, did look into what obligations HOAs have for communicating with their members. Apart from disseminating information on annual meetings and HOA elections, there are no official requirements for outreach by mail.
  • The Pool is reopening tomorrow after some repairs. The e-blast about pool status was sent out a week too late to be as helpful as possible.
  • A public forum on changes in the Stable amenity policy is scheduled for August 26. An announcement of such should be placed on the website.
  • Dag asks Jody: Regarding the pesticide policy, is it going to simply be reaffirmed or will it be examined? Jody: The Board is going to check with the policy’s originators, Jean Stokes and Ann Campbell, to see if it’s still valid.

 

More on ECIA Communications

Dag mentioned HOAMCO’s search to staff a new ECIA position in Public Outreach. This person would serve as the staff liaison to the Information Committee, would write web posts and e-blasts, and would help with public events. If/when such a position is filled, it would change the communications profile of the ECIA, part of a potentially larger change that will be under discussion for the period 2018 and forward.

            Jody asserted that in order for the Board to consider how to move forward with Vistas in the short-term, they will need a specific proposal from the Info Committee. Dag said he would put together his thoughts on the matter and will circulate this to committee members, who can give him feedback; from this, he will draft a proposal. Dag’s initial thoughts can be expected within the next 10 days or so.

Marquee on 3rd Entrance

Dag met with Isabel to determine a specific location for the marquee on Avenida Eldorado. They found a good spot 200 feet into Eldorado, on the same side of the street as the Stable, a location that could be electrified, if so desired. This project is now in Isabel’s hands.

Webmaster’s Report:

Jack’s Webmaster Report for June/July 2017 included these highlights:

  • There were 3,075 unique visitors in June, and 2,396 so far in July, numbers consistent with earlier months.
  • Documents downloaded most frequently in June were Covenants (253), Pam’s Birds of Eldorado article (215), Guidelines for Covenants (104), weed handbook (87), Greenbelt Map (134), July Vistas (206), proposed budget draft (992), handy phone numbers (97), Santa Fe welcome kit (68), and annual report (51). Pages most frequently accessed were the Vistas newsletter (1242), pool information (379), Contact Us (286), Main page articles (page 2) (283), Amenities: facilities (224), Amenities: Community Center (180), Eldorado FAQs (180), July 4 events (175), road upgrades (142), community websites (126), Map (134), Architecture Committee (124), Board of Directors (123), and Board meeting agenda (106).
  • Eblast stats: 812 subscribers, 49.7% of whom opened the email, and 20.9% of whom clicked on the link to the newsletter. Unsubscribers: 3.
  • In the June/July time frame, Jack updated and added articles; updated MailChimp email list and sent current Vistas; updated/repaired agendas; updated the Welcome Packet; updated slideshow photos; uploaded current Vistas; monitored site security, now running a daily site scan; communicated with staff, community, and committee members; updated the calendar; posted/repaired minutes; waiting for remaining Board director bios.

Follow-up on requests from June: added a link to the EAWSD regarding water contamination from the manure from the ECIA’s stable amenity.

Items to be added to website (Jody to ask office staff to provide copy):

  • June 28’s (and any others scheduled) Movie at the Pool, with a blurb describing this summer program.
  • Aug.  26 public forum on Stable policy

Also, the committee requests that all e-blasts be dated.

New Business

A motion was passed, seconded, and unanimously approved to have Dag Ryen become a member of the Information Committee.

Makeup of the September 2017 issue of Vistas:

  • Blurb on Fall Arts show?
  • Article on Emma Cameron, who won national equestrian competition. Pam will send info.
  • Fire Department Barbecue. Carol to ask Fire Chief Wendy Servey to supply stats from Fire department.
  • Article on the Election Committee or the Info Committee
  • Photo from Tom Brimacombe of bear in the Eldo Preserve (Dag to ask Tom about this.)
  • Food Drive? Ask Gloria.
  • Message from a Board director (who ??)
  • Profile of recently appointed ECIA director (Marilyn will write on either David McDonald or Mike McDowell)
  • News regarding problem with Well 19 in Eldorado; Gershon will write
  • Board Actions
  • An article from DiAna from Eldorado 285/Recycles (on hand).
  • Article from Mark Young
  • Article from Windmills & Dreams on the Community Center.
  • Regular articles from Flora & Fauna, and the Library are expected.

Trond Petersen gathered the Info Committee members in the living room for picture-taking.

The meeting was adjourned at 8:20 pm.

Drop-dead due date for articles is Friday, August 10.

The next meeting is scheduled for Tuesday, August 22.

Respectfully submitted,

Carol Leyba

July 26, 2017

Minutes of the Information Committee Meeting, June 27, 2017

Present: Gershon Siegel (Interim Chair), DiAna Gutierrez, Dag Ryen, Bill Dunning, Carol Leyba (Editor/Designer of Vistas), Jody Price (new Board Liaison), Pam Henline (Board Director).  Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Jody Price)

  • Next month’s Message from the Board (for Vistas) will come from Mike McDowell.
  • The Board has also asked the general manager, Isabel Ugarte, to contribute a column, Message from the General Manager
  • A Board motion passed in 1998 regarding pesticide use in Eldorado is being reviewed again by the Board, to see if it is still applicable, and/or if it needs to be updated. Jody says the wording of this motion, as passed in 1998, should be published in Vistas. Following is the current wording:
  • . This policy was first put into effect on September 15, 1998. This policy states:

    1) The ECIA will use the least toxic materials for pest control, as cost allows, by employing principles of integrated pest management (IPM).  Basic IPM principles include

    1. a)  prevention of pest problems
    2. b) monitoring of pest problems
    3. c) using non-chemical means to control pests whenever possible

    2)  The ECIA will use the least toxic materials for maintaining its community property and facilities, as cost allows

    3)  The ECIA will, whenever possible, notify Eldorado residents when pesticides or other toxic chemicals will be used or have been used by the ECIA    "

  • The Board is planning to consider the options for publishing and distributing Board communications after the retirement of Vistas Editor/Designer, Carol Leyba. Right now they would like to have the new personnel overlap with Carol’s work for one issue of Vistas.
  • There was a general discussion of the database(s) of Eldorado residents’ addresses and email addresses. There should be a single database for both the US mail recipients of Vistas and those who receive the newsletter solely via email/online. That said, the list of e-blast recipients is a separate list, which is maintained by the webmaster, Jack Arnold. Dag asked, does New Mexico allow a homeowners association to satisfy the requirement to keep residents informed strictly through a website, or is a mailable form of communication required. Jody said he would ask Isabel to find out.

Webmaster’s Report:

Jack’s Webmaster Report for May/June 2017 included these highlights:

  • There were 3269 unique visitors in May, and 2617 so far in May, numbers which are consistent with earlier months.
  • Documents downloaded most frequently in May were Covenants (227), Pam’s new Birds of Eldorado article (218), Guidelines for Covenants (151), weed handbook (137), welcome packet (134), Greenbelt Map (126), June Vistas (125), proposed budget draft (112), handy phone numbers (95), and Santa Fe welcome kit (81). Pages most frequently accessed were the Vistas newsletter (1314), pool information (455), Contact Us (336), Main page articles (page 2) (282), Amenities: facilities (226), Amenities: Community Center (175), Eldorado FAQs (171), Map (144), Architecture Committee (139), Board of Directors (136), Architecture plan submission form (135), and Board meeting agenda (131).
  • Eblast stats: 810 subscribers, 51.2% of whom opened the email, and 21.4% of whom clicked on the link to the newsletter. Unsubscribers: 4.
  • In the May/June time frame, Jack updated and added articles; updated MailChimp email list and sent current Vistas; updated agendas; uploaded current Vistas; monitored site security, now running a daily site scan; communicated with staff, community, and committee members; updated the calendar; posted minutes; created/revised new Board Director emails; and updated information on the pool amenity and added info on July 4 activities; waiting for remaining Board director bios.

Jack is currently working with Gloria on calendar updates; posted info on July 4 activities; posted request for ECIA volunteers; and deleted outdated articles.

Carol asked that committee members each take a look at the website over the next month, to scan for outdated material or broken links.

Jack: Please add a link on our website to the EAWSD regarding water contamination from the manure from the ECIA’s stable amenity. *webmaster note: link is https://docs.wixstatic.com/ugd/bba201_02343e81ae0143cbbbd9bf06fc4107f3.pdf

Marquees:

Dag wanted to report that he hopes there will be progress on the installation of a new marquee on Avenida Eldorado. There is space for it in the stable area, but a specific site has not been identified. Dag will follow up with Isabel.

Comment on July Vistas:

Dag noted that in the Board Actions article, there was no mention of which votes were unanimous, and if not unanimous, who voted which way. Jody will mention this to President John Henriksen, who prepared the article.

 

Makeup of the August 2017 issue of Vistas:

  • Article on Conservation Committee (in hand)
  • Blurb about $5 fee from Waste Management (Pam will write)
  • Blurb encouraging sign-up for emailed Vistas, to ensure that residents get news of first half of the month, on time
  • Back to school (DiAna will write)
  • Message from a Board director (Mike McDowell)
  • Profile of recently appointed ECIA director Jody Price (ask Marilyn if she will write this)
  • News regarding problem with Well 19 in Eldorado; Gershon will write
  • Board Actions
  • An article from DiAna from Eldorado 285/Recycles.
  • Article from Mark Young
  • Short article, or schedule, for summer roadwork in Eldorado using millings (ground-up asphalt). Ask Felicia Probert to write (which roads will be upgraded, and when).
  • Article from Windmills & Dreams on the Community Center.
  • Regular articles from Flora & Fauna, and the Library are expected.

Carol asked for input on whether it was permissible to include a blurb on the Bobcat Inn, a for-profit business on Old Las Vegas Highway. One of its owners, Jessica, called Carol to ask if Vistas would carry news of its offer of a discount for Eldorado residents. While several committee members felt this comes close to the edge of Vistas policy of refusing to cover commercial businesses, as long as the blurb is minimal and stresses the discount, it would be acceptable this once.

Idea for future article:

  • Pam suggested possible article on sculptor Vincent Faust, who installs changing sculptures on Avenida Eldorado (near Casa del Oro) right off the hike/bike trail.

Thanks to DiAna for refreshments!

The meeting was adjourned at 8:15 pm.

Drop-dead due date for articles is Friday, July 14.

The next meeting is scheduled for Tuesday, July 25.

Respectfully submitted,

Carol Leyba

June 28, 2017


Minutes of the Information Committee Meeting, May, 2017

Present: Gershon Siegel (Interim Chair), DiAna Gutierrez, Marilyn Farrell, Carol Leyba (Editor/Designer of Vistas), Jody Price (new Board Liaison), and Pam Henline (Board Director).  Jack Arnold (Webmaster) submitted a report via email.

Message from the Board

Jody Price, the new liaison to the Information Committee, was introduced to the members of the committee. He is just getting to know the individuals he will be working with in his role on the ECIA Board.

            Jody mentioned that Isabel Ugarte (ECIA general manager) has selected a new vendor, Ambitions Consulting Groups (of Albuquerque), for printing Vistas, to replace Signature Offset. HOAMCO has agreed to work with Ambitions through the end of 2017. They will be printing Vistas in full color, rather than two color.

            Jody also clarified the new meeting schedule for the Information Committee, as this committee always meets as soon as possible after the Board’s regular monthly meeting, which has changed its schedule. The new schedule for the Information Committee, then, is to meet the Tuesday following the Board’s regular monthly meeting, which is the Monday following the third Wednesday of the month.

Webmaster’s Report:

Jack’s Webmaster Report for April/May 2017 included these highlights:

  • There were 6860 unique visitors in April, and 1,958 so far in May.
  • Documents downloaded most frequently in April were Pam’s new Birds of Eldorado article, Covenants, Greenbelt Map, Bus Schedule, and the May Vistas. Pages most frequently accessed were the Vistas newsletter list, Home Page articles, Windmills & Dreams, Amenities, Top ECIA Board Directors, FAQs, Committee and Board agendas, community websites, and Birds of Eldorado.
  • Eblast stats: 806 subscribers, 52% of whom opened the email, and 22.1% of whom clicked on the link to the newsletter.
  • In the April/May time frame, Jack updated and added articles; updated MailChimp email list and sent current Vistas; updated agendas; uploaded current Vistas; checked site security; communicated with staff, community, and committee members; updated the calendar; posted minutes; created new Board Director emails; added new general Eldorado photos to the home page (courtesy of Trond Peersen); added new staff and Board photos (also courtesy of Trond Peersen); and updated information on the pool amenity.

Jack is currently working on producing pages for each Board director. Pages will include bios, photos, and resumes, and will be published once pages are complete for all Board directors.

Need to add the following updates and new information to the website (Jody will meet with Isabel to request this be done):

  • Current pool information
  • Current agendas and minutes for all committees (currently the website is behind on many; Marilyn F. has compiled a full list)
  • Calendar on website is woefully incomplete; needs to be made current, including new dates for Information Committee meetings
  • Information on July 4 activities, and request for volunteers for the event
  • Request for volunteers for all committees (and to contact ECIA office if interested)

Deletions requested from home page articles:

  • Budget article
  • Oldest two articles on solar lawsuits (keep the one from April 21)
  • Article on rope string lights

Question for Jack: Is there an archive of articles that have been deleted from the website? If so, please archive these articles. If not, can you create an archive?

Makeup of the July 2017 issue of Vistas:

  • Message from a Board director
  • Profile of recently appointed ECIA director Joseph Gutierrez (by DiAna)
  • Article about July 4 event; Jody will request information from Isabel. Schedule can be put on the back page (and posted on website). The website should include request for volunteers for the event.
  • News regarding well use in Eldorado; Gershon will write
  • Board Actions
  • An article from DiAna from Eldorado 285/Recycles.
  • Legislative session: Gershon will report on any important news from the legislature.
  • Article from Mark Young.
  • Article from Windmills & Dreams on the Community Center.
  • Regular articles from Flora & Fauna, and the Library are expected.
  • Blurb about new business, Coffee Wheel; Marilyn will write.
  • Article on fire prevention; Carol to ask Fire Chief Wendy Servey
  • Pam suggested possible article on sculptor Vincent Faust, who installs changing sculptures on Avenida Eldorado (near Casa del Oro) right off the hike/bike trail.

Regarding an article on new businesses, Jody will ask the Board to discuss what ECIA resources they might want to put toward support of local businesses, and what might be an appropriate policy for Vistas to pursue, if different from the current policy of announcing only events and new business openings.

Discussion on future of Eldorado Vistas publication

At our meeting in April, we discussed possible changes once Carol retires from her position as Editor/Designer of Vistas. These included

  1. Continue publication as usual, perhaps with two people being hired, an editor and a compositor/designer.
  2. Publish online only.
  3. Possibly enter into a publishing agreement with Eldorado Living, such that the ECIA would essentially purchase 2 or 3 pages per month to publish the basic communications from the Board (Board Actions, Message from the Board, articles from the Compliance Rep, the Calendar; and election and other ECIA news as needed). Gershon has spoken to the editors of that publication, and was told that the cost per page would be in the range of $700–800. The monthly cost of producing Vistas (including editing/design services, printing, and mailing) is around $3500/month. The cost of a publishing agreement with Eldorado Living would have to be compared with only the printing/mailing portion of the current costs of producing Vistas.

At the current meeting, we discussed two additional options:

  1. Publish a simple, two-page information sheet, much like that mailed monthly by EAWSD to its customers.
  2. Create some mix of online and paper—perhaps a quarterly publication, and monthly online postings of calendar and other essential information.

By state statute, homeowner associations are required to communicate to their members all information about assessments, elections, changes in covenants and bylaws, and other similar matters. Some states accept online communications as sufficient, but New Mexico has not defined this one way or another. Snail mailed communications are the default method.

The meeting was adjourned at 8:43 pm.

Drop-dead due date for articles is June 14.

The next meeting is scheduled for Monday, June 27.

Respectfully submitted,

Carol Leyba

May 22, 2017


Minutes of the Information Committee Meeting, April 24, 2017

Present: Gershon Siegel (Interim Chair), DiAna Gutierrez, Marilyn Farrell, Carol Leyba (Editor/Designer of Vistas), Bill Dunning, and visitor Kathy Cashiola.  Jack Arnold (Webmaster) submitted a report via email. Board Liaison Dag Ryen was absent owing to illness.

No Message from the Board

New Business

New agenda item, brought up by Carol, who is retiring from her work on Vistas after the November 2017 issue: How would the Board like to proceed with its communication outreach, continue publication of Vistas and Annual Report as usual, just with different contractors, or develop a different approach?

The committee felt it was important to offer options to the Board. We discussed three possibilities:

  1. Continue publication as usual. That would likely entail hiring two people, an editor and a compositor/designer, two roles presently being undertaken by Carol.
  2. Publish online only, perhaps following a model used by HOAMCO for some of its other properties. Marilyn and DiAna have agreed to speak to Isabel Ugarte, our GM (and HOAMCO employee) about how they do this elsewhere.
  3. Possibly enter into a publishing agreement with Eldorado Living, such that the ECIA would essentially purchase 2 or 3 pages per month to publish the basic communications from the Board (Board Actions, Message from the Board, articles from the Compliance Rep, the Calendar; and election and other ECIA news as needed). The committee feels that a lot of the general interest stories currently being published in Vistas are now being made redundant by articles in Eldorado Living, and this would be a way to shorten our monthly communications and save on printing, mailing, and editorial & production costs. Gershon will speak to the editors of Eldorado Living to obtain a sense of the costs of such a contract. Of course, this does not address the production of the Annual Report.

The committee recognizes that there is some language in the ECIA Bylaws regarding requirements for communications outreach to the community, but no one present was knowledgeable about what this entails. Perhaps Dag can enlighten us?

Webmaster’s Report:

Jack’s Webmaster Report for March/April 2017 included these highlights:

  • There were 6615 unique visitors in March, and 6459 already for April. There were a total of 11393 visits to the site in March, so an average of (nearly 4000 of those visits came from just 5 users in Santa Fe/Albuquerque)
  • Documents downloaded most frequently in March were Pam’s new Birds of Eldorado article, Weed Handbook, Covenants, Vistas, Greenbelt Map, Bus Schedule, and Summary Judgment. Pages most frequently accessed were the Vistas newsletter list, Home Page articles, Contact Us, Amenities, Windmills & Dreams, Committee information, Birds of Eldorado; Board Agendas.
  • Eblast stats: 808 subscribers, 51% of whom opened the email, and 19.2% of whom clicked on the link to the newsletter.
  • In March/April time frame, Jack updated and added articles; updated email list and sent current Vistas; updated agendas; uploaded current Vistas and new Welcome Packet; updated Joomla components; checked site security; added new security plugin that limits failed login attempts, preventing brute force hack attempts; communicated with staff, community, and committee members; updated the calendar; and posted minutes.

In the course of committee discussion, it was noted that there is a lot of outdated material on the website. The process for review and deletion of outdated material seems to have fallen by the wayside. Carol suggested that the committee needs to do a regular review. She suggested that the committee members take a look at the site and send a list of outdated material to her; she will forward to Jack and Isabel.

Makeup of the May 2017 issue of Vistas:

  • Article on the election of the new Board, from Dag. Gershon will try to get a group photo at the Annual Meeting, after the new directors are announced.
  • A short message from the Board
  • Reminder about July 4 event
  • Board Actions. Whose responsibility will this be after Dag’s term as president is over?
  • An article from DiAna from Eldorado 285/Recycles (in hand).
  • Legislative session: Gershon will tackle the news from the legislature, including the veto by the Governor of the entire budget.
  • Article (in hand) from Mark Young on Revised Guidelines.
  • Pam H. has submitted an article from Windmills & Dreams (in hand).
  • Blurb about a new restaurant coming to the Agora, coming from Agora owner Steve Allison.
  • Regular articles from Flora & Fauna, and the Library are expected.

General Discussion

Kathy Cashiola visited the committee meeting partly to find out who was responsible for upkeep of some of the grounds around the Agora and along Vista Grande, areas that she feels look unkempt, unfriendly, and somewhat unsafe. Marilyn and DiAna informed her that those are county properties, and she could contact Felicia Probert of the ECIA Road Committee, who has good contacts with county personnel who deal with such matters.

This general discussion raised some questions about how the ECIA office staff is handling (or not) a variety of tasks. On the topic of keeping the community cleaned up, the ECIA used to sponsor a community cleanup day. What happened to that effort? (DiAna noted that Eldorado 285/Recycles held its own community cleanup on Earth  Day, April 22, from the 2nd entrance to the school.)  Other areas where committee members noted a lack of responsiveness on the part of the ECIA office include: timely posting of agendas and minutes from committee meetings (and reminding committees that they are required to submit these); keeping website calendar and office wall calendars up-to-date (e.g., the Info Committee meeting was not posted for May & June); reviewing the website for outdated information and either asking Jack Arnold (webmaster) to delete these, or having office staff make the deletions; allowing access to office personnel (the doors are sometimes locked, preventing residents from going to the upstairs office). There were also complaints expressed about misspelled marquee signs (and some missed opportunities to announce meetings/events), missing ballots, missing assessment letters, and about the strange occurrence of requiring the proxy statement (with the resident’s name) in the same envelope as his/her marked ballot in the recent election. So, the question was asked: Was there a review of HOAMCO prior to its contract renewal? Apparently there was not. There was a general feeling around the table that the presence of a professional management company rather than local ECIA staff had diminished the sense of community feeling, that no one was really engaged in maintaining the community esprit de corps engendered by prior, local management. Gershon explained that the Board had little choice in hiring a professional team, as they were unable to find a suitable general manager from the community when one was needed.

Ideas for future issues

  • Police stats on crime in Eldorado, during and after the security company patrolled Eldorado.

Marilyn brought tangerines. Thanks, Marilyn!

The meeting was adjourned at 8:50 pm.

Drop-dead due date for articles is May 10.

The next meeting is scheduled for Monday, May 22.

Respectfully submitted,

Carol Leyba

March 20, 2017

 

Minutes of the Information Committee Meeting, March 20, 2017

 

Present: DiAna Gutierrez, Marilyn Farrell, Carol Leyba (Editor/Designer of Vistas), and Dag Ryen (Board Liaison). Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Dag):

  • Election process is moving along smoothly after settling a dispute regarding whether a candidate’s check to pay his assessment for the year must clear the bank before he is considered in good standing and eligible to run for office, or whether having submitted his check (and having received a receipt from ECIA) is sufficient. After consulting legal counsel, the Board decided, in an emergency resolution, that receipt of the check was sufficient for now, but the Board may make changes to the rules for upcoming elections.
  • HOAMCO has entered into a year-round contract with a landscaping company, Heads Up, to take care of landscape of ECIA grounds. This reduces to one the (extra) staff needed for summer landscape work.
  • The ECIA has purchased a new riding mower.
  • Prairie dog removal/relocation begins in April; gophers are not so lucky; they are to be exterminated.
  • The Annual ECIA Meeting is on May 1; ballots for Board directors will be counted on April 27.
  • The pool opens on May 27; there will be some upgrade work done to the shower room and the guard shack prior to pool opening.

Webmaster’s Report:

Jack’s Webmaster Report for February/March 2017 included these highlights:

  • There have been 5,196 unique visitors in March already, compared with a total of 3,573 in the whole of February. The increase is due to a large number of “bots” searching for vulnerabilities, many from Russia and Ukraine. Jack ran a virus scan and checked site security; all was found to be well.
  • Documents downloaded most frequently in February were the Welcome Package, Covenants, Vistas, Greenbelt Map, and Proposed Budget. Pages most frequently accessed were the Vistas newsletter list, Home Page articles, Contact Us, Calendar, Community Center Amenity, and FAQs about Eldorado.
  • Eblast stats: 809 subscribers, 50.7% of whom opened the email, and 21.2% of whom clicked on the link to the newsletter.
  • In February/March, Jack updated and added articles; updated email lists; sent Vistas notification to subscribers; updated agendas; posted current Vistas; updated the calendar; updated Joomla components; created new menu items; checked site security; and communicated with staff, community, and committee members.

Makeup of the May 2017 issue of Vistas:

  • Marilyn’s profile of Joseph Gutierrez, the newly appointed Board director who is filling the position vacated by David Yard.
  • A short message from the Board (Dag’s last).
  • Reminder about July 4 event
  • Two months of Board Actions
  • Two articles from DiAna submitted in March (which wouldn’t fit in April)
  • Article on the pool opening, with info on the upgrades in shower room and guard shack, plus dates and times, pool pass info, etc., to be written by DiAna
  • Studio Tour publicity for page 1
  • Legislative session: Have asked Gershon (post-meeting; his absence was excused) to look into any acts of the legislature which would have bearing on Eldorado; also, will there be a special session to pass a new budget (which Gov. Martinez has vetoed)?
  • Article from Mark Young on Revised Guidelines is expected.

Ideas for future issues

  • Police stats on crime in Eldorado, during and after the security company patrolled Eldorado.

Marilyn brought cupcakes she made for St. Patrick’s Day. Delicious. Thanks, Marilyn!

The meeting was adjourned at 8:00 pm.

Drop-dead due date for articles is April 10.

The next meeting is scheduled for Monday, April 21.

Respectfully submitted,

Carol Leyba

March 20, 2017

 

Minutes of the Information Committee Meeting, February 20, 2017

Present: Gershon Siegel, Marilyn Farrell, Bill Dunning, Carol Leyba (Editor/Designer of Vistas), and Pam Henline (alternate Board Liaison). Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Pam):

  • There are three Board positions open which will be filled through the election: Pam Henline is running again, and Dag Ryen and Todd Handy are both leaving the Board. According to Pam, there are currently three candidates (including herself) for these three positions, but there may be others by the time the nominating petitions are due on March 1.
  • The ECIA has extended its contract with HOAMCO for one year. The new contract began Feb. 1.
  • Regarding the lawsuits against the ECIA by Claudia Daigle: The latest suit brought by Claudia has been dismissed by the judge in a summary judgment, and the complainant must pay the court costs. Because the ECIA has good insurance coverage against lawsuits, any recovered funds will reimburse the insurance company.

New Business

Gershon was contacted by John Jerbers, a La Paz resident who like to trim elm trees. He will be holding a tree-trimming workshop in March, but it’s too late to announce that in Vistas. Gershon will send a notice to Isabel Ugarte, ECIA GM, about such, to ask if it’s suitable to be announced on the ECIA website.

Webmaster’s Report:

Jack’s Webmaster Report for February 2017 included these highlights:

  • There were 3,666 unique visitors for January, an increase of 18.6% over December.
  • Documents that were downloaded most frequently over the year 2016 were the Welcome Package, Covenants, Greenbelt Map, and Summary Judgment. Pages most frequently accessed were the Vistas newsletter list, Home Page articles, Contact Us, Board minutes, the calendar, FAQs about Eldorado, Map, and Amenities.
  • In January/February, Jack updated and added articles; updated email lists; updated agendas; posted current Vistas; sent emails to unsubscribers who requested a print version of Vistas (and added 6 new addresses to date); updated the calendar, Joomla components; converted and uploaded some new pdfs; updated and created menu links for Election Committee documents; checked site security; and communicated with staff, community, and committee members.

Makeup of the April 2017 issue of Vistas, which will be mailed with the Annual Report, and will be limited to two pages:

  • Marilyn will write a short profile of Joseph Gutierrez, the newly appointed Board director who is filling the position vacated by David Yard.
  • Message from the President expected to arrive as usual.
  • Gershon to write something about the new dog registrations for the Dog Park.
  • A haiku or two from Bill Dunning
  • Calendar of Events

Ideas for future issues

  • Something on the upcoming costs for maintaining the ECIA pool (May?) and about the Pool Subcommittee’s search for lifeguards.
  • Police stats on crime in Eldorado, during and after the security company patrolled Eldorado.
  • May issue: From Dag, his last month as ECIA President, reviewing the past year or so under the current Board leadership

The meeting was adjourned at 8:05 pm.

Drop-dead due date for articles is March 7.

The next meeting is scheduled for Monday, March 20.

Respectfully submitted,

Carol Leyba

February 21, 2017

Minutes of the Information Committee Meeting, January 23, 2017

Draft: May be subject to revision

Present: Gershon Siegel, DiAna Gutierrez, Bill Dunning, Carol Leyba (Editor/Designer of Vistas), and Dag Ryen (Board Liaison). Jack Arnold (Webmaster) submitted a report via email.

Message from the Board (from Dag):

  • David Yard has resigned from the ECIA Board, as won a seat on the EAWSD (Water) board, which meets at the same time as the ECIA Board. His seat on the ECIA Board will be filled by appointment by the current Board, as opposed to by election.
  • The ECIA is talking with HOAMCO about some improvement in service, such as more timely reporting, and what the contract between HOAMCO and ECIA for 2018 will look like.
  • The Board held a retreat in January. Among the issues they discussed was communications, including
    • Keeping the website updated more frequently, with fresh, engaging new content
    • ECIA’s relationship with social media venues such as Nextdoor Eldorado
    • Whether ECIA should have a Facebook page
    • Interest in creating a professional survey that asks for residents’ views on our website and other issues
  • The Architectural Guidelines forum, part 2, will be held on January 29.

New Business

Gershon mentioned that it may be worth considering, at some time in the future, bundling the production and mailing of the ECIA newsletter (Vistas) with Eldorado Living, something that is done in other communities. This would save some production and distribution costs.

Webmaster’s Report:

Jack’s Webmaster Report for January 2017 included these highlights:

  • There were 3,089 unique visitors for December.
  • Documents that were downloaded most frequently over the year 2016 were Welcome Package, Covenants, Budget, Greenbelt Map, Stable Rules. Pages most frequently accessed were the Vistas newsletter list, Contact Us, Board minutes, the calendar, FAQs about Eldorado, Map, Amenities, Home Page articles.
  • In December/January, Jack updated and added articles, including an article about the Architectural Guidelines revision forum; posted the Nomination Petition for ECIA Board election; updated email lists; posted current Vistas; updated the calendar, core files, and add-ons; uploaded some new images and pdfs; checked site security; and communicated with staff, community, and committee members.
  • Posted an article on Nextdoor Eldorado requesting photos from Eldoradoans to be displayed on the ECIA website’s homepage. Jack intends to post the request on the ECIA website as well.

Jack asked the committee to advise him on using an eldoradosf.org email address to contact unsubscribers who have indicated their wish to reinstate their receipt of the print version of Vistas. The committee unanimously agreed that this was appropriate.

Makeup of the March 2017 issue of Vistas:

  • Flora & Fauna article, TBD
  • Library article; and Recycling article; expected to arrive as usual.
  • Message from the President expected to arrive as usual.
  • Two articles from Mark Young, one on Dogi-Pots; the other on trail damage, on hand.
  • Article about Neighborhood Watch, on hand.
  • Article about greenbelts and plans for restoration; on hand. Dag agreed to write something about greenbelt trail standards and about the completed portion of the rail trail.
  • Ask Mark Young about the final Architectural Guideline changes.
  • Gershon to write something about the kerfuffle in the Water District’s board election, in which one of the elected directors was challenged about his eligibility to serve on the board.
  • Photograph of the community garden (sent in by Obie Oberhausen but not used yet)
  • A haiku or two from Bill Dunning

Ideas for future issues

  • Something on the upcoming costs for maintaining the ECIA pool (March or April)
  • Police stats on crime in Eldorado
  • May issue: From Dag, his last month as ECIA President, reviewing the past year or so under the current Board leadership

The April issue will be the abbreviated issue (2 or 4 pages) mailed with Annual Report.

The meeting was adjourned at 7:55 pm.

Drop-dead due date for articles is February 9 (except for Board Actions, due on February 17). The job is scheduled to go to the printer on the morning of February 170.

The next meeting is scheduled for Monday, February 20.

Respectfully submitted,

Carol Leyba

January 24, 2017

Minutes of the Information Committee Meeting, December 19, 2016

Present: Gershon Siegel, DiAna Gutierrez, Marilyn Farrell, Bill Dunning, Carol Leyba (Editor/Designer of Vistas), and Dag Ryen (Board Liaison). Jack Arnold (Webmaster) submitted a report via email and was available, if needed, by phone.

Message from the Board (from Dag):

  • Director David Yard, a current Board member, may resign from the ECIA Board if he succeeds in winning a seat on the EAWSD (Water) board. If that occurs, there will be four vacancies on the ECIA Board open for election.
  • The status of Claudia Daigle’s current lawsuit remains the same as last month; the judge in the case will either schedule a hearing for January or decide the issue in December or January.
  • The ECIA’s contract with HOAMCO will be renegotiated in February to include some new performance standards.
  • The Stable community had wanted the ECIA to install new electronic gates at their facility, but it is too expensive for the Board to support.
  • The meeting on Architectural Guideline revisions was held recently; it was a good meeting, with many suggestions, but they were not able to work through the entire agenda, and so an additional meeting to cover the rest will be scheduled for January.

Webmaster’s Report:

Jack Arnold’s report noted a drop of around 600 unique visitors for November, down from 2015:

  • Regarding web postings that are old, he sent the committee a list of 15 potentially outdated articles. Dag reviewed the list and concluded that every item on Jack’s list could be removed from the active website.
  • There has there been progress on getting unsubscribers (from online delivery of Vistas) back on the US postal mailing list, per Isabel, who has directed the staff to collect physical addresses for all new subscribers to the online Vistas. Also, Jack is putting together an email to the unsubscribers, asking that, if they are still ECIA members but are no longer living in Eldorado, they be added back to the physical mailing list. Isabel plans to work on this project after their year-end work is complete.
  • Jack did take photos at the Paws in the Pool, one of which is posted on the website.

Jack’s Webmaster Report for November also included these highlights:

  • Site traffic for October 2016 was down by about 600 unique visits compared with October 2015.
  • As was the case in October, the Covenants file was the most-often downloaded, followed by the Vistas, the greenbelt map, the welcome packet, and Stable rules. The frequency of downloads is significantly higher than a year ago.
  • In November/December, Jack updated and added articles; updated email lists; posted current Vistas; updated Jomla components; updated the calendar, core files, and add-ons; uploaded some new images and pdfs; managed backups; checked site security; and communicated with staff, community, and committee members.
  • There were no action items and no new items to report.

The committee reviewed the website and noted the following:

  • Additional new images are needed for the home page; the fire truck image, and the image of Jack’s wife hiking in the Preserve have both been up a long time.
  • Jack should post a notice on the website seeking good Eldorado photographs from residents, to be posted in our slide show; any photographers wishing it will be credited. (This notice should also go in Vistas.)
  • Jack should post a notice on the website about the upcoming additional meeting to review revisions for the Architectural Guidelines.
  • The Nomination Petition needed by prospective candidates for the ECIA Board election must be posted by January 1.

Makeup of the February 2017 issue of Vistas:

  • Flora & Fauna article, TBD
  • Library article; and Recycling article; expected to arrive as usual.
  • Message from the President and article by Mark Young, expected to arrive as usual.
  • Request a short article from Felicia Probert (Chair of Roads Committee) on who to call to request road maintenance, including after snowstorms, and asking residents to be patient, as Santa Fe is a large county to keep cleared of snow.
  • Gershon to write page 1 article on legislation planned by our local representatives, Brian Egolf, Peter Wirth, Matthew McQueen, and Ed Moreno The article might include information on a planned bill affecting the permissible fees for disclosure documents charged by homeowners’ associations in the state.
  • Bird article from Pam
  • Photograph of the community garden (sent in by Obie Oberhausen but not used yet)

Ideas for future issues

  • Article on revised Architectural Guidelines.
  • Something on the upcoming costs for maintaining the ECIA pool (March or April)
  • An article with general, useful information about the ECIA’s hiking trails in the Preserve, e.g., which ones are best for beginners, what kind of terrain is on which trails, and the like. Dag may write this.
  • An article about ethnic and national diversity of the populace of Eldorado; interesting but difficult to research.

The April issue will be the abbreviated issue (2 or 4 pages) mailed with Annual report; therefore, much of the information pertinent to spring will have to go in the March or May issue.

Bill D. gave Carol a couple of haikus.

DiAna and Marilyn both brought refreshments! Many thanks!

The meeting was adjourned at 8:20 pm.

Drop-dead due date for articles is January 9 (except for Board Actions, due on January 20). The job is scheduled to go to the printer on the morning of January 20.

The next meeting is scheduled for Monday, January 23.

Respectfully submitted,

Carol Leyba

December 20, 2016

Minutes of the Information Committee Meeting, November 28, 2016

Present: Carol Leyba (Editor/Designer of Vistas), Gershon Siegel, DiAna Gutierrez, Marilyn Farrell, and Dag Ryen (Board Liaison). Bill Dunning continues to be absent on account of his wife’s health issues. Jack Arnold (Webmaster) submitted a report via email and was available, if needed, by phone.

Message from the Board (from Dag):

  • As reported in the December Vistas, Isobel Ugarte, who served as interim general manager, has been selected as permanent GM.
  • Claudia Daigle’s current lawsuit, contesting small accessory buildings she believes should not be permitted, is in the hands of the judge, who can decide to schedule a hearing or issue a decision from the bench. Either she will schedule a hearing for January or decide the issue in December.
  • Fences around the poisoned ground in the dog park have been pulled up (they were deteriorating), but it is believed that the poison has dissipated and is no longer hazardous.

Webmaster’s Report:

Jack Arnold’s report answered a number of follow-up questions:

  • Regarding web postings that are old, he sent the committee a list of 15 potentially outdated articles. Dag reviewed the list and concluded that every item on Jack’s list could be removed from the active website.
  • There has there been progress on getting unsubscribers (from online delivery of Vistas) back on the US postal mailing list, per Isabel, who has directed the staff to collect physical addresses for all new subscribers to the online Vistas. Also, Jack is putting together an email to the unsubscribers, asking that, if they are still ECIA members but are no longer living in Eldorado, they be added back to the physical mailing list. Isabel plans to work on this project after their year-end work is complete.
  • Jack did take photos at the Paws in the Pool, one of which is posted on the website.

Jack’s Webmaster Report for November also included these highlights:

  • Site traffic for October 2016 was down by about 600 unique visits compared with October 2015.
  • The Covenants file was the most-often downloaded, followed by the Vistas, the greenbelt map, the welcome packet, and Stable rules. The frequency of downloads is significantly higher than a year ago (e.g., covenants were downloaded 206 times vs. 72 last October).
  • In November, Jack updated and added articles; updated email lists; posted current Vistas; repaired Architecture Comm. documents; updated the calendar, core files, and add-ons; uploaded some new images and pdfs; managed backups; checked site security; and communicated with staff, community, and committee members.
  • Isabel (GM) asked to be the point of contact for website changes and additions, which is in keeping with a policy recommended by the Info Committee in the past. At this meeting, Dag (our Board liaison and ECIA President) also asked to be kept in the loop about website changes.

Makeup of the January 2016 issue of Vistas:

  • Flora & Fauna article, TBD
  • Library article; and Recycling article; expected to arrive as usual.
  • Ask Kathie Graham to write about the upcoming three vacancies on the Board.
  • Article about Isabel Ugarte, the new GM, by Gershon (with photo).
  • Short article on the two new Board members, John Henrickson and Michael McDowell, by DiAna (with photo, to be taken by Dag’s son Trond, of the whole Board, to go on back page).
  • Request a short article from Felicia Probert (Chair of Roads Committee) on who to call to request road maintenance, including after snowstorms, and asking residents to be patient, as Santa Fe is a large county to keep cleared of snow.
  • Request of Ed Moreno to write about his legislative goals related to Eldorado. Marilyn will contact Ed.
  • Photograph of the community garden (sent in by Obie Oberhausen but not used yet)

Other Business:

The committee approved a motion that Marilyn Farrell become a regular member of the Information Committee.

Ideas for future issues

  • Article on ECIA’s legislative outreach (for February)
  • Article on revised Architectural Guidelines.

The meeting was adjourned at 8:05 pm.

Drop-dead due date for articles is December 8 (except for Board Actions, due on December 16). The job is scheduled to go to the printer on the morning of December 16.

The next meeting is scheduled for Monday, December 19.

Respectfully submitted,

Carol Leyba

November 29, 2016

 

Minutes of the Information Committee Meeting, October 24, 2016

Draft: May be subject to revision

Present: Carol Leyba (Editor/Designer of Vistas), Gershon Siegel, DiAna Gutierrez, and Dag Ryen (Board Liaison). Marilyn Farrell’s absence was excused; Bill Dunning has been indisposed by health issues.

Frank Schober, our longtime chairman, passed away since the last meeting.

Jack Arnold, elected chair last month, has just moved out of the area (but still maintains his residence in Eldorado) but will continue his duties as webmaster and member of the committee. Given Jack’s physical absence, however, another new chair was required. After some discussion, Gershon agreed to act as chair temporarily. Carol entered a motion that he be nominated as Chair. The motion was seconded and passed.

Message from the Board (from Dag):

  • The Board is almost finished interviewing candidates for the position of ECIA general manager. There are six candidates. A decision should be made before the December issue of Vistas goes to press. Hoamco will make the choice, but the Board has veto power over that choice.
  • The Board has appointed two new directors, as mentioned in the Message from the President in the November issue.
  • Claudia Daigle has initiated another lawsuit, this time contesting something about small accessory buildings. Dag expects that the court will dismiss this suit; a decision should be forthcoming from the court in December.
  • A memorial for Frank Schober will be held at the Episcopal Church on Palace Ave (across from La Posada) on Nov. 12, at 10 am. This should be announced on the website, as Frank was chair of the Information Committee. Dag will ask the Board if an eblast is an appropriate means to announce the memorial as well.

Review of Last Month’s Minutes, to highlight follow-up on action items:

Update requests for Jack Arnold, who was not present:

  • Jack was going to check with Mark Young about deleting old documents from the web archive. Has this been done?
  • Has there been any progress on getting unsubscribers (from online delivery of Vistas) back on the US postal mailing list?
  • Were any photos taken at the Paws in the Pool?

Regarding the Welcome Letter: Carol was going to find Frank’s initial draft of a new welcome letter as well as Bill Dunning’s summary of the covenants, both of which were the starting documents for this new letter. [Since the meeting was held, she retrieved Bill Dunning’s summary, but has not found Frank’s draft of the letter.]

Website Review:

Jack emailed his Webmaster Report for October. The  highlights are:

  • Site traffic for September 2016 is down a bit from this year’s monthly average, and down compared to September 2015.
  • The current month’s Vistas remains the most-often downloaded file. Covenants and Covenant Guidelines are second and third.
  • In October, Jack updated home page articles; wrote an article about Frank for Vistas; updated committee membership lists; set up eldoradosf email accounts for new Board members; added some menu items; updated some documents; updated realtor information; added new photos to home page; updated software; and prepared October Vistas email blas.

Makeup of the December issue of Vistas:

  • Article on drones: Jack agreed to write this for November, but this was preempted by the In Memoriam article for Frank. Jack: Are you still interested in doing this?
  • Budget development, with specific highlights of new expenses, etc., and including the date of the upcoming public hearing--from Dan Drobnis
  • Article on the summary of changes recommended for the Architectural Guidelines and an announcement of the public meeting on the review draft; Mark Young: Can you get someone on the Architecture Committee to write this?
  • Flora & Fauna article, TBD
  • Photograph of the community garden (sent in by Obie Oberhausen but not used yet)
  • News on local election results, including the bond initiatives affecting Eldorado; Gershon will write.
  • Dag will announce the new GM.
  • Article on the staff, to include new and continuing staff, their names, titles, and general duties; DiAna to write; Gershon to take a photo.
  • For the holidays: A recipe for biscochitos or other holiday fare: DiAna to write or ask Marilyn to submit.

Other Business:

The printer for Vistas, Signature Offset, is undergoing some changes which may affect our “print window”—that is, our schedule. Carol will check with the new facilitators and will advise the committee of any required changes in schedule.

It was decided that it would be helpful if Jack could attend our meetings by phone. Dag will consult with the staff to see what is required to make that possible.

Ideas for future issues

  • Article on ECIA’s legislative outreach (for January?) 

The meeting was adjourned at 8:06 pm.

Drop-dead due date for articles is November 8 (except for Board Actions, due on November 18). The job is scheduled to go to the printer on the morning of November 18, unless changes at the printer require a departure from this schedule..

The next meeting would ordinarily be scheduled for Nov. 21, but Carol will be away and is seeking a consensus to meet instead on Nov. 28.

Respectfully submitted,

Carol Leyba

October 25, 2016

 

Minutes of the Information Committee Meeting, Sept. 19, 2016

Draft: May be subject to revision

Present: Jack Arnold (Webmaster), Carol Leyba (Editor/Designer of Vistas), Gershon Siegel, DiAna Gutierrez, Marilyn Farrell, Dag Ryen (Board Liaison), and Claudia Daigle (alternate Board Liaison).

Frank Schober, not present, recently submitted his resignation from the committee, for reasons of health.

Given Frank’s resignation, the committee had to elect a new Chair. Carol entered a motion that Jack Arnold be nominated as Chair. The motion was seconded and unanimously passed.

Message from the Board (from Dag):

  • The Board is in the process of interviewing candidates for the position of ECIA general manager. There are three official candidates, two of whom have already been interviewed. Interim GM Isabel Ugarte is not an official candidate.
  • The appointment of new Board members will not be finalized until mid-October. There may be time to insert a small mention of the appointments in the President’s Message in the November Vistas, but it is likely there won’t be enough time for a full article.
  • Demolition of the ECIA’s rental house has just begun.

Review of Last Month’s Minutes, to highlight follow-up on action items:

Jack still needs to follow-up with Mark Young about archiving of old documents that are still posted on the website.

Website Review:

  • Jack presented the site visitor statistics and stats on the most visited pages (Board agenda and minutes, community contacts, etc.) and the most often downloaded documents (Vistas, covenants, guidelines, welcome packet, greenbelt map). Also reviewed the stats on subscribers to eblasts and to online Vistas (for both, roughly 800 subscribers, roughly 50% open the emails, and roughly 21% click to open linked documents).
  • Diana noted that the school Fun Run, the Boy Scout Flea Market, and the Stables Open House are all happening in October. Jack will post these on the website.
  • Discussion of people who have unsubscribed from online receipt of Vistas and eblasts: People who want to unsubscribe can do so by clicking an Unsubscribe button at the bottom of the Mail Chimp-delivered email announcement, a button required by law. Those who unsubscribe via this mechanism are not being added back onto the postal mail list for receiving Vistas. To do that, we need to get a list of URLs of unsubscribers from Mail Chimp, and get that list to Gloria at the ECIA, who will have to compare the URLs against HOAMCO’s database and from that extract their mailing address (if they still own property and/or reside in Eldorado) for reinstatement on the Vistas mail list.

Welcome Letter

Dag raised the issue of the letter/brochure that the Info Committee was going to develop as a Welcome Letter for new residents. This was a project that the committee worked on last spring. According to Carol’s notes from a committee meeting in May 2016, Bill Dunning was going to prepare a summary of the most important covenants and guidelines, and Frank had submitted a draft of a welcome letter. These two documents were supposed to be given to the Board for review, before the project could be finalized. Apparently this project has slipped off the committee’s radar. Carol will contact Bill D. about his summary, and will try to find Frank’s draft of the letter, in order to move forward. Currently, the Welcome Packet is an electronic-only document made available by HOAMCO. This Welcome Letter is intended to be a friendly, personalized, printed and mailed document.

Makeup of the November issue of Vistas:

  • Article on drones: What are the new regulations? What are other HOAs doing about them? What do ECIA members feel about the presence (or regulations against) drones in the community? Jack agreed to write.
  • Article on the ECIA Rental House, assigned to Gershon, held over from October (with before and after photos)
  • Bird article, about the black-throated sparrow, by Pam Henline, held over from October
  • Budget development schedule for November, from Dan Drobnis
  • Article from Mark Young, on new Board rules on rope/string lights
  • Flora & Fauna article, TBD
  • Article on yoga (received and held over)
  • Photograph of the community garden (sent in by Obie Oberhausen but not used yet)
  • Blurb to be included in “In the Community” section about a new publication, Eldorado Living — Gershon to write
  • Article on fundraising efforts of library and school? DiAna will explore.
  • Article about El Dorado Community School: student enrollments, special curricula, and other interesting facts—Marilyn will take this on.
  • Paws in the Pool: Jack will get photos.
  • News on results of Recall of Board Director Claudia Daigle
  • New playground equipment being installed; get photos (Compadres Park and Community Center)*

*Claudia wanted the committee to develop an article questioning why all the playground equipment has been replaced, rather than just the dilapidated pieces. Committee members agreed that this was an issue for the Board to address (not the Info Committee). None of the voting members of the committee was willing to submit a motion requesting action of the Board or to otherwise address this question.

Ideas for future issues

  • Article on new ECIA employees (office staff Gloria and Regina; maintenance staff; new GM).
  • Article on ECIA’s legislative outreach (for December or January)

The meeting was adjourned at 8:05 pm.

Drop-dead due date for articles is October 10 (except for Board Actions, due on October 21); the job is going to the printer on the morning of October 21.

The next meeting is scheduled for October 24.

Respectfully submitted,

Carol Leyba

September 20, 2016