Minutes - Stables Committee

 MINUTES OF THE JANUARY 2019 BUSINESS MEETING OF

THE ELDORADO STABLE COMMITTEE

  1. Time and place. The January 2019 business meeting of the Eldorado Stable Committee (“the ESC”) was held on January 15, 2019 at the ECIA Community Center, and was called to order at 7:05 pm by the Chair of the ESC. Copies of the Agenda, Chair Report, and past meeting Minutes were available.
  1. Quorum, Attendees, Agenda. A quorum of ESC members was present, specifically Amelia Adair, Mike Ault, Gretel Underwood, Elsa Kloess, and Karla Lauritsen. In addition to ESC Members, ESC Board Liaison Libby McLaren, Alternate Liaison Joseph Gutierrez, ECIA staff-member Anna Hanson, and the following barn owners or sharers were present: Carol Loewy, Jennie Dunn, Liz Matthews, Jacqueline Garcia, and Jessica Stewart. Amelia Adair presided as chair of the meeting. Mike Ault served as Secretary. The Agenda was adopted as submitted.
  1. Minutes. The Minutes of the October 2018 ESC Business Meeting were previously approved by e-mail; there were no corrections to those Minutes.
  1. Stable Story. Amelia recognized and thanked all the Holiday Party organizers Bonnie Mamp and Dorothy Holland, and Joe Loewy for his work on water billing issues. Mike recognized and thanked Maureen Maloney and Dina Siegel taking care of Patrisha Mayer’s horses (feeding, watering, mucking) during a recent illness.
  1. Open Forum. No issues or questions were raised at this time.
  1. Chair’s Report. Amelia provided a printed report in lieu of a spoken recap. There was a request for more information about which camera(s) were not working and what they were intended to record. Mike Bullock is working to repair or replace all cameras.
  1. ECIA Report:

 ECIA Project Manager Mike Bullock has found another leak. The maintenance team will be continuing to test individual meters for leaks in barn hydrants. Amelia illustrated the issue with leaking valve on hydrant found in prior leak(s) and encouraged barn-owners to be careful about turning off faucets.

 Joseph provided data on year end 2018 Stable expenses ($45K) vs budget ($41K)--main issue was higher charges for water over budget. Amelia noted that the expenses for road maintenance appears to be incorrect. She will get a copy of the year end financial report from GM Julie Navarro and provide corrections.

 Several water meters appear to be inaccurate. Anna confirmed that Board is looking into historical water billing and actual average horse consumption to figure out how to create fair water bills. Will likely involve estimating based on # of horses and typical consumption not meter readings--going back to 2017 baseline.

 Joseph asked that the ESC work with Julie and Anna to come up with a proposal ASAP to resolve meter and billing issues, with goal of getting all bills current in next 60-90 days. Anna will send her analysis to Mike A.

  1. Election of Officers. The Stable Committee must elect its officers annually. Amelia and Mike volunteered to run for the same offices that they currently hold for a second year. Amelia called for any other nominations from the floor. None were received. Gretel moved to approve Amelia Adair as Chair and Mike as Secretary. Karla seconded. Motion passed unanimously.
  1. Maintenance & Repair Issues: Gate stanchions are in and upper arena work is underway. Completion of both projects are dependent on weather.
  1. Old Business. The following items of old business were discussed:

 We need cell phone #'s on the roster (circulated to all barn owners) so we can support emergency text message alerts. Mike will implement DialMyCalls when we have that. Also please provide an equine emergency contact if at all possible.

 Stable rules: Please get written feedback to Amelia on the draft Rules by Jan 31. We will devote time at next meeting to discuss and hopefully formalize rules

11. New Business. The following items of new business were discussed:

 We are seeking nominations for new Stable Committee members. Between 1-3 seats are available.

  1. 12. Action Item Summary: The following action items were assigned during the meeting:

Action Item

Responsible Person

Deadline

Get more info about non-functioning cameras

Amelia (from Mike B)

Next Meeting

Send corrected roads expense data to ECIA

Amelia

1/24/19

Provide details on historical water billing proposal to Mike A

Anna

1/18/19

Develop plan to resolve backlog of billing issues and send to ECIA

ESC and GM

1/31/19

Add 5 year plan for the Stables to next meeting’s agenda

Amelia

Next Meeting