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Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

January 21, 2016

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, January 21, 2016 at the Community Center.

CALL TO ORDER:

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

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Pam Henline (Vice-President), Todd Handy (Treasurer), Greg Colello (Secretary), Jeanne Calzada (Director), David Yard (Director) and Antone Forneris (Director).

Absent: None

Staff Members Present: Brenda Leonard, ECIA General Manager

ANNOUNCEMENTS

President Ryen reminded all residents that the meeting was being recorded. The Board scheduled an open forum for the entire community on Wednesday, January 27th from 6 to 8 PM at the Community Center in the Railroad Building. It is an open agenda for the community.

AGENDA

Approved as presented.

OPEN FORUM

Four residents signed up for the open forum. President Ryen noted that open forum was limited to four minutes of discussion.

Deborra Berlin, homeowner of 3 Casa Del Oro Lane and owner of Stable #6 discussed the establishment of a stable neighborhood watch which is a separate entity than the Eldorado Stable Committee. Ms. Berlin was appointed Chair of the Eldorado Stable Committee. A copy of her comments is attached.

Carol Loewy, homeowner of 6 Monterey Road and owner of Stable #4 discussed the new requirements for stable owners to keep the gates closed at all times and formation of a new Stable Watch Program. A copy of her comments is attached.

Mr. Butch Martin, homeowner of 20 Avenida Azul discussed the increased number of speeders and tailgaters and suggested that ECIA look into supplying bumper stickers that addresses tail-gating and assistance in obtaining increased police presence in the community to ticket high speed drivers. The issue of driving 60 mph on a 30 mph zone brings danger to walkers, joggers, and trail walkers. Mr. Martin also suggested the formation of a Community Litter Cleanup Committee that would host community clean up on a more frequent basis. He also inquired if the Board was aware of a radon issue within the community. In response, President Ryen remarked that there had been no reports that he is aware of in regards to radon in the community. President Ryen further stated that he has noticed an increase of police patrolling the community over the last year and half and has confirmed that around Earth Day there is a scheduled litter pick up day throughout community. Director Handy added that the newly added bags trash dispensers will likely improve the situation. Director Calzada recommended that the suggestion for a community trash pick-up should be advertised through the VISTAS and Website.

Larry Cohen, homeowner of 3 Conchas Place would like the large No Trespassing signs on his neighbors property which are visible from his property removed. Mr. Cohen stated he had reported the signs earlier and wanted an update on the action taken. Mr. Cohen also stated that the road conditions of Conchas Loop is deteriorating due to recent weather and is in dire need of repair and should be paved. Director Handy stated that the signs are the legal standard size, but that ECIA Compliance would investigate the matter. Director Handy suggested that Mr. Cohen contact Santa Fe County about the condition of Conchas Loop and informed him that ECIA would also bring the condition of the road to the attention of the Road Committee. Director Calzada requested that Mr. Cohen’s signage concern be addressed immediately. Mr. Larry announced his desire to take on committee duties.    

CONSENT AGENDA:

Director Henline made the motion to approve the consent agenda, seconded by Director Handy.

Approval of December 17, 2015 Board Meeting Minutes

Approval of December Covenant Compliance Report

Approval of December Treasurer’s Report

Approval of December General Manager’s Report

Variance Request for 9 Bonito Court, Setback Requirement

Variance Request for 1Frasco Place, Setback Requirement

Motion to Approve the Capital Improvement Project Request from the Facilities & Grounds to Purchase and Install 10 Additional Dogipot Stations

Motion to Approve Association Reserves’ Proposal for the Completion of a Reserve Study with the Loyalty Update Plan as Recommended by the Finance Committee

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

OLD BUSINESS

None

 

NEW BUSINESS

 

Motion to Appoint Robert Miller to the Architecture Committee. Director Forneris moved to approve Mr. Robert Miller, seconded by Director Handy. Motion passed unanimously.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 7:43PM.

Submitted By:

Linda Sosa

Recording Secretary                                                                                            

                                                                                                Date

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

December 17, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, December 17, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:02 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Pam Henline (Vice-President), Todd Handy (Treasurer), Greg Colello (Secretary), Jeanne Calzada (Director), David Yard (Director) and Antone Forneris (Director).

Absent: None

Staff Members present: Brenda Leonard, ECIA General Manager

ANNOUNCEMENTS

President Ryen reminded all residents that the meeting was being recorded. The Board scheduled an open forum for the entire community on Wednesday, January 27th from 6 to 8 PM at the Community Center in the Railroad Building. It is an open agenda for the community.

AGENDA

Director Handy requested 2 new items to be added to New Business, amending the agenda: 1) Stable issues and 2) the extension of Avenida Eldorado. The motion was moved to approve the amended agenda for 12-17-15; all were in agreement with this request and the agenda was unanimously approved as amended.

OPEN FORUM

Three residents signed up for the open forum. President Ryen noted that open forum was limited to four minutes of discussion.

Ms. Francine Kern, 115 Moya Road, a 28 year resident, addressed the Board with her concern of PNM’s upgrade obstruction of Avenida Vista Grande between Moya Place and Monte Alto on November 30, 2015. Ms. Kern’s concern is whether installation of new cable lines by PNM could be violating her private property. Ms. Kern did not receive any proper notification for the limited purpose. She contacted ECIA office and spoke with Mark Young who confirmed that PNM is working on upgrades. Furthermore, Ms. Kern made informal complaints in writing to the NM Public Regulation Commission who forwarded the letter to PNM, who asked what her resolution would be to see if the matter can be resolved. Ms. Kern requested that the semi-trucks stay off her property. The main concern for Ms. Kern is the semi-truck flat bed parked on her property near her house is tearing up her private property and stated whether or not PNM has violated any property easement agreement and requested that the ECIA Board verify and requested future notification from PNM utility work. President Ryen explained that he had spoken to the foreman of the project twice and confirmed that no notice was given to the property owners and the work will be completed in due time. President Ryen confirmed that PNM was within the easement; and reminded Ms. Kern the edge of the road to 20 feet was County property and there is a 10 foot easement within the utility easement of the property. President Ryen explained some of the concerns were valid and will assure any repairs to the hike/bike trails and seed and grade property next to the homes that have been impacted. President Ryen also explained that the PNM work crew will fix any construction on properties; they will follow-up with any repairs at the end of their project repairs of the conduit line and electrical cable project. A recommendation was made to have Ms. Kern take photos of the project for proof and request a PNM representative to attend next month’s meeting for further explanation of the project.

Homeowner Joe Eigner of 5 Verano Drive was acknowledged for being honored as one of the “Top Ten Individuals of Northern NM” - Eldorado being one of the leading communities for sustainability. Mr. Eigner addressed the Board with old and new business. Mr. Eigner addressed an old business issue of whether a letter of support had been drafted to support the waste management franchise and communicate the legal constraints endorsing a privately owned company. He is requesting the support letter before the January 26, 2016, County Commission meeting and requests a copy of the letter to be sent to County Commissioner Liz Stefanics. Resident Eigner requested an adoption of a resolution to support the franchise which would be sent to the County staff, the County Manager and Board of County Commissioners. Mr. Eigner updated the Board with announcement of the installation of the 90th worm composting system stating most of them are in Eldorado. Mr. Eigner commented that 5000 active worm systems were distributed at no cost. Mr. Eigner thanked the Board for advertising on the bulletin board for the collection of warm hats, gloves, scarves, etc and discarded Christmas lighting strings. A final announcement by Mr. Eigner was a change in leadership as he will be stepping down as Secretary from the 285 Recycles Group and replaced by Libby MacLaren. Karen Sweeney is stepping down as Chair and will be replaced by Sue Daniel. Co-Chair will be Sue Garfitt and the new Treasure will be Sheila Sullivan.

President Ryen confirmed a letter will be provided to the County on the issues brought up by Mr. Eigner before the January 26th County Commission meeting. In clarification of resolution authority this subject will be discussed at a future meeting.

Dr. Bob Yudin, homeowner at 37 Estambre Road, would like to discuss the Eldorado Community Covenants. Dr. Yudin has been dealing with the behavior of the property renters/neighbors next to his home who have been running a business from the home at night. For the past year his concern and frustration regarding the vagueness of the Covenants needs to be addressed. Dr. Yudin emphasized conversations with Mark Young.

President Ryen clarified that the Covenants were written in 1970 by the developers from New Jersey. President Ryen stated it requires a 51% of community members to make any changes to the covenants. 51 % of community members would need to vote in favor of changes.

Director Jeanne Calzada informed Dr. Yudin that the policy and procedures regarding restrictions can be enforced. Director Yard requested that a log from the resident would be helpful to document disturbances. President Ryen will follow-up on this matter.

CONSENT AGENDA:

Director Calzada made the motion to approve the consent agenda, seconded by Director Handy.

15-12-50.1   Approval of November 19, 2015 Board Meeting Minutes

15-12-50.2   Approval of Covenant Compliance Report

15-12-50.3   Approval of Treasurer’s Report

15-12-50.4   Approval of General Manager’s Report

15-12-50.5   Variance Request for 19 Valencia Loop, Height Requirement

15-12-50.6   Variance Request for 13 Descanso Road, Garage Setback

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

OLD BUSINESS

None

 

NEW BUSINESS

 

15-12-51      Variance Request for 3 Frasco Place to allow existing garage to intrude 9 feet 6 inches into the 20 foot side setback. This garage has been on the property since approximately 1984. Since the garage has been in place for over 10 years (approximately 31 years) and since the garage is well screened and hidden from neighbors, this variance is appropriate. Vice President Henline made a motion to the ECIA Board to grant the variance applied for by Susan Seaborn and Bill Cope. This motion was seconded by Director Yard and the motion passed unanimously.

15-12-52      Variance Request for 3 Frasco Place to allow an existing railroad tie retaining wall to intrude into the 20 foot side setback as far as the property line. Vice President Henline made a motion that the ECIA Board grant a variance applied for by Susan Seaborn and Bill Cope.

      The following stipulations apply:

  1. Owner shall be aware that a portion the retaining wall was built within the 10 futility easement and leaving this structure in this easement is at the ner’s risk. Should the utility companyneed to access this easement they may require the owner to remove this structure at the owner’sexpen
  2. The ECIA Board does not give permission for a portion of the retaining wall to extend onto the property of 1 Frasco Place. Leaving this structure s at the ner’s

                     This motion was seconded by Treasurer Handy and the motion passed unanimously

15-12-53      Acceptance of the 2016 Operating Budget from the Finance Committee

                     Treasurer Todd Handy made a motion that the ECIA Board adopt the Finance Committee's recommendation for the 2016 Budget for Recurring Operating Expenses of $1,000,813 including an Annual Assessment fee of $460 per year and the following additional items and transfers:

a.      Operating Contingency of $38,000

b.      Non-Recurring Operating Project for an outside examination of ECIA's Replacement Reserve items not to exceed $10,000

c.      Non-Recurring Operating Project for resolution of the former rental house not to exceed $30,000

d.      Transfer to the Replacement Reserve Fund of $225,137

e.      Transfer to the Capital Reserve Fund of $25,000 for a total Operating and Reserve Transfer Budget of $1,328,950.

                     This motion was seconded by Director Calzada and the motion passed unanimously. A roll call vote was taken and the motion passed unanimously.

15-12-54      Motion to accept 2016 Reserve Replacement Budget

                     Treasurer Handy made a motion that the ECIA Board Accept the Finance Committee's Recommendation to adopt a 2016 Replacement Reserve Maintenance Budget not to exceed (NTE) $116,931 in accordance to Table 1 included in their letter of Budget Recommendations to the ECIA Board and Membership, dated November 27, 2015. As appended herein.

                     This motion was seconded by Director Calzada and the motion passed unanimously.

15-12-55      Motion for instructions to the Association's Auditor: Year-end Surplus

                     Treasurer Handy made a motion that the ECIA Board Accept the Finance Committee's Recommendation to instruct the Association's Auditor to use the amount transferred at the end of the 2015 fiscal year to the Replacement Reserve Fund to adjust any remaining 2015 Operating Budget surplus, or deficit, to $0.

                     This motion was seconded by Director Calzada and the motion passed unanimously.

15-12-56      Motion for Instructions to the Association's Auditor: Capital Reserves

                     Treasurer Handy made a motion that the ECIA Board accept the Finance Committee's Recommendation to instruct the Association's Auditor to transfer an amount to the Capital Reserve Fund at the end of the 2015 fiscal year sufficient to bring it to a 2015 year end balance of $25,000.

                     This motion was seconded by Director Calzada and the motion passed unanimously.

15-12-57      Motion to Approve Election Petition Changes for Increased Clarity

                     Director Calzada made a motion that the ECIA Board of Directors approve and accept both the Information and Instruction Sheet for Becoming a Candidate for Election to the Eldorado Community Improvement Association, Inc. (ECIA) Board of Directors and the Nomination Petition for Board of Directors for a Term Expiring May 6, 2019 as submitted by the Elections Committee and represented by the attached copies of said documents.

                     The motion was seconded by Treasurer Handy and the motion passed unanimously.

Stable Issues: The Board discussed recent emails between ESC and the stable owners wherein, incorrect information and inflammatory accusations against the Board and Vice President were made. It was decided that a letter to the ESC will be drafted by Treasurer Todd Handy and Vice President Pam Henline to clarify the incorrect and inflammatory accusations and presented to the entire Board for review prior to distributing.

It was also noted that in the last thirty days three horses/donkeys were loose in the stable area and that the Board, for the safety and welfare of all, require that the gates be closed at all times.

A discussion was held about the extension of Avenida Eldorado and the Sunday newspaper article. Treasurer Handy commented that at the meeting held by Peter Wirth, Rudy Garcia informed those present that the road is a driveway that Rancho Viejo purchased from the State Trust Land and the driveway has a gate at the end which will be locked. The Board received emails from homeowners accusing them of involvement and not notifying the community. President Ryen commented, for the record, that the Board is appalled that they were not notified by any entity of the sale or the driveway and that any future development of the property will require notice to the community based on zoning and planning requirements which will allow the community to be able to express their concerns. There is a note on the ECIA website about this matter and noting that the Board had no prior knowledge.

 

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 8:40 p.m.

Submitted By:

Linda Sosa

Recording Secretary                                                                                                               

                                                                                                                        Date

 
 
 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

November 19, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, November 19, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:05 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Pam Henline (Vice-President), Todd Handy (Treasurer), Jeanne Calzada (Director), Antone Forneris (Director) and David Yard (Director).

Absent: Greg Colello (Secretary) was excused.

Staff Members Present: Brenda Leonard, ECIA Interim General Manager (GM)

ANNOUNCEMENTS:

President Ryen made two announcements: A public forum on the Proposed 2016 Budget will take place on Monday, December 7that 7 PM at the Community Center in the Railroad Building. The proposed budget will be posted on the website on December 1st.

Also to inform the public, on December 10ththere will be a meeting in the ECIA Railroad Building hosted by Senator Peter Wirth and District Representative, Matthew McQueen to talk about Capital Outlay and going into the legislative session.

APPROVAL OF AGENDA:

Director Calzada asked to remove item 10: Approve Distribution of Draft Revision of Bylaws from the Content stating it is a GM action item. All were in agreement with this request and the agenda was approved as amended unanimously.

OPEN FORUM:

David Chakroff, Eldorado Area Water & Sanitation District (EAW&SD) representative, addressed the Board to discuss the status of the SE Corner of the Horse Stable Property. Mr. Chakroff stated he was not aware of any formal agreements or easements on the property. Mr. Chakroff explained he was aware that the property had been dedicated exclusively to the water utility’s water systems to water storage tanks. Mr. Chakroff described that on the property there was a pumping station, a chemical treatment building, a chemical storage shed and it is frequently used for improvement projects. Mr. Chakroff stated he will be willing to grant an easement to execute an easement agreement with ECIA on the property so that it would be clear and legally set aside for the use of Utility and it wouldn’t be affected by the tax issues for the ECIA. Mr. Chakroff stated the plans to replace the chemical storage shed for a permanent facility required a concrete foundation for the pre-engineered building. Mr. Chakroff stated a letter of approval or a letter of non-objection from the ECIA would need to be provided to the contractor. Mr. Chakroff explained that after researching the property history, Mr. Chakroff found additional documentation that confirms an easement on the property during ownership property transfers from 1980-1990 the ECIA which was subject to a 3-acre easement for water utility purposes. Mr. Chakroff requested a letter of non-objection for the project to ensure the county does not have any other issues. The General Manager was provided authorization to write the letter of approval for the construction that is underway.

It was stated that a history of the property helped clarify the evaluation of the property tax assessed by the Assessor’s Office. A future meeting was requested for notifications and to make sure the ECIA is included in the insurance policy.

Homeowner Joe Eigner of 6 Verano Drive addressed the Board to discuss recycling. Mr. Eigner explained how glass in a recycling bin can contaminate the entire load of a truck which would have to be redirected to the landfill. Mr. Eigner stated that Waste Management had not made any effort to notify its recycling customers of Eldorado of the new rules which apply. Mr. Eigner updated the Board stating that plastic containers and cardboard could be taken to the convenient center as the same rule applies to the city and Waste Management. Mr. Eigner provided handouts, brochures and a 4- page handout from the Consultants Reports Recommendations to the County including a franchise contract. Mr. Eigner requested to move the approval from the Board for the consultant report to help provide a new ordinance for the upcoming January 29, 2016 meeting. Director Calzada stated that the La Tienda newsletter mentioned that the ECIA hosted a meeting. Director Calzada stated that there needs to be a clarification and retraction of the meeting. The Board clarified that the Board cannot speak on behalf of the County, however, the Board will ask the membership to look closely at the proposal and provide feedback to the County representatives and to Mr. O’Hare.

CONSENT AGENDA:

Director Calzada made a motion to approve the Consent Agenda. This motion was seconded by Treasurer Handy and the motion passed unanimously with all members in favor.

15-11-45.1       Approval of the October 15, 2015 Board Meeting Minutes

15-11-45.2       Approval of Covenant Compliance Report

15-11-45.3       Approval of Treasurer’s Report

15-11-45.4       Variance Request for 33 Altura Road, Ground Based Solar Array/Thermal Array

15-11-45.5       Variance Request for 4 Carlito Road, Ground Based Solar Array

15-11-45.6       Variance Request for 2 Monte Alto Place, Height Requirement

15-11-45.7       Variance Request for 8 Gavilan Road, Ground Based Solar Array

15-11-45.8       Variance Request for 1 Cerrado Way, Structure Setback

15-11-45.9       Approve Distribution of Finance Committee Recommended 2016 and 2017

                        Assessment, 2016 Budget Draft and 2016 Replacement Reserve

                        Schedule Draft to be posted on Website December 1, 2015

15-11-45.10     Approve Distribution of Draft Revision of Bylaws

15-11-45.11     HOAMCO Contract Amendment—Caliber Software

15-11-45.12     Motion to approve Consent Agenda. Motion was made by Director Calzada, seconded by Director Handy. All were in favor and Consent Agenda was approved unanimously.

OLD BUSINESS:

15-11-46          Variance Request for 114 Verano Loop, above ground Koi fish pond setback. Director Calzada made the motion to approve that the ECIA grant the variance, Motion seconded by Director Yard.

15-11-47          Variance Request for 9 Bonito Ct, fencing setback. Director Antone Forneris, moved that the ECIA deny this variance. The ECIA Board moved to deny the request for a variance as submitted and requested a renewed application with additional information regarding a confirmation of enclosed area on the lot. The motion was made by President Ryen and seconded by Director Handy.

15-11-48          Motion to appoint Ken Kleiber to the Road Committee. Director Henline moved to approve the appointment of Ken Kleiber to the Road Committee and it was seconded by Director Handy. All were in favor and the motion passed unanimously.

15-11-49          Motion to appoint Ray Nichols to Information Committee. All were in agreement with this request and the motion passed unanimously.

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

NEW BUSINESS:

There was no further business.

ADJOURNMENT OF OPEN MEETING:

The regular meeting was adjourned at 8:10 PM

Submitted By:

Greg Colello, Secretary _______________________Date: __________________________

 
 
 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

October 15, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, October 15, 2015 at the Community Center.

CALL TO ORDER:

Vice-President Henline called the meeting to order at 7:02 p.m.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Pam Henline (Vice-President), Todd Handy (Treasurer), Jeanne Calzada (Director), and Antone Forneris (Director).

Absent: Dag Ryen (President), Greg Colello (Secretary), David Yard (Director), all excused absents.

Staff Members present: Brenda Leonard, ECIA GM.

APPROVAL OF AGENDA

Treasurer Handy asked for approval of tonight’s meeting agenda, seconded by Director Forneris. All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS

Vice-President Henline reminded all residents that the meeting was being recorded.

Vice-President Henline stated that there is a proposed change in the water bill by the Eldorado Water Board. In the next 30 days, the Judge will review the proposal and will make his motion whether to approve, disapprove or makes changes to the proposal and will then go back to the Water Board.  

Director Calzada clarified that that the Eldorado Community Improvements Association and the Eldorado Water and Sewer Association are two agencies and not a part of each other. There is no connection between the 2 agencies.

Vice-President Henline confirmed that the Board negotiated and approved the HOAMCO contract; the staff members for the ECIA are HOAMCO employees. The approval was done at the ECIA Board Executive meeting. 6 members approved and 1 member voted against.

Vice-President Henline introduced the Interim Manager, Brenda Leonard.

OPEN FORUM

Homeowners were given 4 minutes each to address the Board.

Homeowner Barrie Brown of 11 Jornada Loop, addressed the Board, stating that she is part of the Eldorado Arts and Crafts nonprofit organization. Ms. Brown stated that the organization is planning on having a December holiday show and planned to have the event at the Community Center. Ms. Brown stated that the rental fee at the Community Center is more than expected and she was discouraged to realize that the requirements included renting 2 portable toilets. Ms. Brown requested the Board reduce the rental fee. Vice-President Henline recommended that the organization submit a letter of interest and need to the Board.

Homeowner Nan McMillan of 2 Bosque Loop, addressed the Board asking for a status report of the passive solar working group. Treasurer Handy stated that the issue is still in litigation and the Board will follow up with a report after receiving information from the working group.

Homeowner Rich Headley of Headley Construction (Sustainable Company) addressed the Board regarding the solar project at 33 Altura Road. Mr. Headley stated that he will be re-submitting a request for a variance approval that was recently disapproved for not properly screening the project. Mr. Headley stated that he will be submitting a more formal screening plan. The Board agreed with Mr. Headley, confirming that he will have to resubmit his plan and provide more information to assist with providing the homeowner with a comprehensive decision.

Homeowner Joe Eisner of 6 Verano Drive addressed the Board to discuss recycling. Mr. Eisner stated that he is the Secretary of the Eldorado Recycling Local Recycling Group. Mr. Eisner stated that the State of New Mexico is proposing changes to recycling in an effort to increase recycling throughout New Mexico and Mr. Eisner confirmed that Eldorado Recycling will continue to bring updates and information as it affects Eldorado to the Board.   Upon attending an all-day meeting, Mr. Eisner stated that the State of New Mexico, Solid Waste Department, the Recycling Prohibition Department is putting together a draft bill to present to the Legislature. Mr. Eisner explained that the State has a mandate to reach 50% recycling level by 2000 but the results are showing that the level is currently at 15%. The State is working on a policy that will assist at reaching the 50% levels. Mr. Eisner discussed some options that the State Recycling Department was considering. Mr. Eisner concluded by stating that there is a lack of funds for recycling under the State Solid Waste Bureau, and The Department is considering options to increase the funds to properly proceed with the recycling efforts.  

County of Santa Fe Chief Deputy of Santa Fe County Treasurer Eric Lujan addressed the Board, informing the Board that property taxes will significantly increase, beginning in the April, 2016 property tax invoice. Mr. Lujan explained that the Eldorado Air Water Sanitation District passed a resolution to increase the district property taxes. The Eldorado District turned the approved resolution over to the Department of Finance Authority who then turned it over to the County of Santa Fe. The tax increase will depend on the value of the homes in Eldorado and currently are valued high. The Board will host a special meeting to inform the Eldorado homeowners about the upcoming changes and invited Mr. Lujan to attend. Mr. Lujan agreed to attend a meeting to inform the Eldorado Homeowners of the upcoming property tax increase.

           

CONSENT AGENDA:

Director Calzada made a motion to approve the Consent Agenda. This motion was seconded by Treasurer Handy and the motion passed unanimously with all members in favor.

15-10-41.1       Approval of Covenant Compliance Report

15-10-41.2       Approval of Treasurer’s Report

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

OLD BUSINESS

Director Forneris made a motion to approve the amended September 17, 2015 Board Meeting minutes. This motion was seconded by Director Calzada. The motion passed. Treasurer Handy Abstained.

15-10-42.1         Approval of Amended September 17, 2015 Board Meeting Minutes

NEW BUSINESS

15-10-43          Treasurer Handy made a motion to accept the Auditor contract for the 2015 audit and tax return.  This motion was seconded by Director Calzada. The motion passed unanimously with all members in favor.

15-10-44          Treasurer Handy made a motion to approve the purchase a 2012 Subaru Impreza sedan in the amount not to exceed $14,719. The motion was seconded by Director Calzada. The motion passed unanimously with all members in favor.

The vehicle will be paid from the Reserve Replacement funds.

There was no further business.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 7:50 p.m.

Submitted By:

Greg Colello, Secretary _______________________Date: __________________________

 

Listen to a podcast of the October meeting

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

September17, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, September 17, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:11 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:  Dag Ryen (President), Pam Henline (Vice-President), Greg Colello (Secretary), Jeanne Calzada (Director), David Yard (Director) and Antone Forneris (Director).  Absent: Todd Handy (Treasurer), excused absent.

Staff Members present:  Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance.

APPROVAL OF AGENDA

President Ryen asked for approval of tonight’s meeting agenda.  All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS

President Ryen announced that Manager Denise Villanueva has submitted her resignation.  President Ryen sent out a huge “Thank You” to Ms. Villanueva for her service and efforts as Manager to Eldorado Community Improvement Association.  President Ryen confirmed that HOAMCO will be on board in the transition under the direction of Paul Skojec, as HOAMCO goes through the national search for a new General Manager.  President Ryen announced that the new Facility Manager, Mike Armijo will begin work on Monday.

President Ryen reminded all Homeowners of the Eldorado Fire Department barbeque, scheduled for Sunday, September 27, 2015 from 12 noon – 4 PM; to be held at the Eldorado Community Center.

President Ryen announced the School Fun Run scheduled for Saturday, September 26.  A portion of the greenbelt was mowed for the event.

OPEN FORUM

Homeowners were given 4 minutes each to address the Board.

Homeowner Jean Stokes addressed the Board on a follow up discussion regarding pesticides from last month.  Ms. Stokes stated that it is important to educate the community of the dangers of pesticides, acknowledging that the pesticide industry have little integrity about advising residents of the potential dangers.  Ms. Stokes stated that she, like 100 other Eldorado residents, are chemically sensitive and she has a concern about pesticide control, such as use along the bike path.  Ms. Stokes stated that the chemical in question is “Krovar”.  She stated that the County of Santa Fe did put up a warning sign but they were taken down by an unknown source.  President Ryen offered to put the signs back-up.  President Ryen stated that he was under the impression that the signs would be up for 30 days.  The Board stated that they will review the chemical usage policy and that for the next major project, the Board will be sure no chemicals will be used.   

Randa Phillips stated that she recently suffered a severe chemical reaction when driving in the community.  Ms. Phillips believes the reaction was caused by an individual with a truck parked on the side of the road that she suspects was applying pesticides/herbicide.  Ms. Phillips added that Krovar is not safe and the use does not comply with the Eldorado Chemical Usage Policy.  Ms. Phillips read a note from resident Anne Campbell addressing her concerns to chemical sensitivity.

CONSENT AGENDA:

Director Yard made a motion to approve the Consent Agenda.  This motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.

15-09-38.1                                                     Approval of August 20, 2015 Board Meeting Minutes

15-09-38.2       Approval of Staff Reports

15-09-38.3       Approval of Treasurer’s Report

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

OLD BUSINESS

None.

NEW BUSINESS

15-09-39          Director Forneris made a motion to accept the Architecture Committee’s recommendation to grant the variance for a ground based solar array to be placed more than 15 feet from the house applied for by 18 Abanico Road.  This motion was seconded by Director Yard and the motion passed unanimously with all members in favor.

                       

                        Director Yard made an amendment to the motion: This variance allows a ground based solar array to be placed more than 15 feet from the house.  In this case, 140 feet to take advantage of natural screening.  This motion was seconded by Vice-President Henline and the motion was passed unanimously with all members in favor.

15-09-40          Director Forneris made a motion accept the Architecture Committee’s recommendation to grant the variance for a ground based solar array to be screened with more than 74 feet of continuous fencing.  The motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.

                        Director Hemline made an amendment to the motion: This variance allows a ground based solar array more than 15 feet from the house that is 47 feet and a solar array to be screened with more than 50 feet of continuous fencing that is 74 feet.  This variance is granted due to the fact that this is the closest possible location to the house because of shading from trees and the house: natural vegetation and the fence will screen the array from neighbors.  This motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.

There was no further business.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 8:00 p.m.

Submitted By:

Greg Colello, Secretary _______________________Date: __________________________

                                                                                   

August 20, 2015 FINAL
Eldorado Community Improvement Association, Inc. Monthly Board of Directors Meeting August 20, 2015
TIME AND PLACE: A regular meeting of the ECIA Board of Directors was held on Thursday, August 20, 2015 at the Community Center.
CALL TO ORDER: President Ryen called the meeting to order at 7:05 p.m.
DESIGNATION OF QUORUM: The roll was called and the following members answered present: Dag Ryen (President), Greg Colello (Secretary), Jeanne Calzada (Director), David Yard (Director) and Atone Forneris (Director). Absent: Pam Henline (Vice-President), excused absent and Todd Handy (Treasurer), excused absent.
Staff Members present: Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance.
APPROVAL OF AGENDA President Ryen asked for approval of tonight's meeting agenda. All were in agreement with this request and the agenda was approved unanimously.
ANNOUNCEMENTS President Ryen reminded all residents that the meeting was being recorded.
President Ryen announced that the Eldorado Community Labor Day Picnic is scheduled for Saturday, September 5, 2015; to be held at the Community Center.
President Ryen announced that the Annual Barbeque and Open House, hosted by the El Dorado Volunteer Fire & Rescue Department is scheduled for Sunday, September 20, 2015.
President Ryen reminded all residents that school is back in session and to drive carefully throughout the community.
OPEN FORUM
Homeowners were given 4 minutes each to address the Board.
Homeowner Nora Yudin of 3 Gaviota Road requested assistance from the Board with a new resident (possibly a renter) who is her neighbor; she believes is working from the home and that the resident is conducting business at various times of the day and the noise from the home has been disruptive. Ms. Yudin stated that she made a formal complaint and immediately after that, the resident had sent her a very offending email and has since been very inconsiderate of her
1
August 20, 2015 FINAL
privacy. Mark Young confirmed that there is not a record of a home occupation application or approval. Ms. Yudin re-stated that she has made a formal complaint to the ECIA Board and to the County of Santa Fe Sheriff's Department.
Homeowner Paul Norvell of 3 Valencia Loop stated that he attended the Facility and Grounds Committee and requested installing a bocce court as recommended by the Board. Mr. Norvell stated that the Facility and Grounds Committee suggested that Mr. Norvell get a list of interested Eldorado Homeowners and he is wondering what the required number of interested homeowner's should be? Mr. Norvell wanted to let the Board know that he is still interested in the possibility of a bocce court to be installed at the Community Center. The Board recommended that Mr. Norvell provide the Facility and Grounds Committee with as much information as possible, such as the court dimensions, the cost of materials and labor in addition to a list of homeowner support.
Homeowner Claudia Dagle of 4 Conchas Place stated that she is here before the Board on behalf of her neighbors. Ms. Dagle stated that in her neighborhood, there is a Homeowner who has recently put up 5 "no trespassing" signs (approximately 2X4) around his property that are directly facing her neighbor's yard. Ms. Dagle requested that the Board address her concerns, stating that 5 signs should not be permitted and that one sign is sufficient. Ms. Dagle stated that she has also contacted Mark Young, Compliance Officer regarding the matter.
Ms. Dagle also stated that she spoke with Traffic Manager of District 5 Department of Transportation and was informed that to request signage, such as a caution sign in the community, the procedure is fairly easy. She stated that Eldorado would have to submit a Permit and Certificate of Insurance and a drawing of the location and dimension of the sign to the Department of Transportation for approval.
Homeowner Nan McMillan of 2 Bosque Loop, addressed the Board asking the question how and when will the Eldorado Community move from a passive solar to an active solar community? Ms. McMillan stated that she would like to see the community and the natural landscape preserved and she feels that allowing ground based solar does not protect the integrity of the community and is in direct opposition to the values that the community was based on. Ms. McMillan requested in her address that the Board reconsider the possibilities of ground based solar arrays installations. The Board thanked Ms. McMillan for her comments and added that the Board is not at liberty to discuss the specifics of the ground based solar array as this issue is currently in litigation.
CONSENT AGENDA: Director Yard made a motion to approve the Consent Agenda. This motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.
15-08-32.1 Approval of July 16, 2015 Board Meeting Minutes 15-08-32.2 Approval of Staff Reports 15-08-32.3 Approval of Treasurer's Report
Copies of these documents are available upon request at the ECIA offices.
2
August 20, 2015 FINAL
OLD BUSINESS 15-08-33 President Ryen made a motion to appoint Antone Forneris to become a member of the ECIA Board, filling the vacant position that expires in May, 2018. This motion was seconded by Director Calzada. The motion passed unanimously with all members in favor. 15-08-34 66 Encantado Road - Variance Director Forneris made a motion to reject the Architecture Committee's recommendation to accept the variance applied for by Aurelio and Percilla Roybal for 66 Encantado Road. The motion was seconded by Director Calzada. Discussion: Homeowner Aurelio Roybal addressed the Board. The variance request was for the approval for a variance to allow him to build two seven (7) feet tall coyote screening fences to remain on their lot to screen the view of their neighbor's house to the south. Mr. Roybal contends that the lack of privacy and unattractive cars on the neighbor's lot are preventing his family from selling their home. The Architectural Committee stated that the neighbor is in compliance with the parking issue but that the debris in the yard could possibly be addressed by the Compliance Officer. It was noted that a six (6) foot fence is within the Eldorado Community guidelines and Mr. Roybal can build a six (6) foot fence without needing a variance. The Board recommended that Mr. Roybal meet with the Architectural committee for consideration for an alternative solution. The motion passed unanimously with all members in favor.
15-08-35
15-08-36
1 Cerrado Way — Astrid Parris Director Forneris made a motion to reject the Architecture Committee's recommendation to accept the variances applied for by Astrid Parris for 1 Cerrado Way. This motion was seconded by Director Calzada. Discussion: Homeowner Astrid Parris addressed the Board. The variance request was to allow a shed to be located more than fifteen (15) feet from the primary residence and to allow a shed to exceed the eight (8) feet height. The Board stated that the shed was already purchased without prior approval. Ms. Parris stated that the shed is screened from the public except for one area. The Board recommended that Ms. Parris meet with the Architectural Committee for consideration for an alternative solution. The motion passed unanimously with all members in favor.
48 Camerada Road — Tom Sansom Director Forneris made a motion to reject the Architecture Committee's recommendation for a variance approval the variance applied for by Tom Sansom. This motion was seconded by Director Yard. Discussion: The variance request was to allow a ground based solar array to be located more than fifteen (15) feet from the primary residence and to the allow the screening for the solar array to be within the twenty (20) feet setback from the side property line. An alternative plan was submitted to the Board by Mr. Sansom. The Board stated that Mr. Sansom will have to resubmit an application
3
August 20, 2015 FINAL
to the Architecture Committee with the alternative plan for a recommendation for approval. The motion passed unanimously with all members in favor.
NEW BUSINESS
15-08-37
Director Calzada made a motion to appoint Carol Tapke to the Alternate Member position for the Election Committee. This motion was seconded by Director Yard. The motion passed unanimously with all members in favor.
The Board recognized all the Committee Members for the service as volunteers to the various Committees.
There was no further business.
ADJOURNMENT OF OPEN MEETING The regular meeting was adjourned at 8:29 p.m.
Submitted By:
Greg Colello, Secretary Date:
4

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

July 16, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, July 16, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:05 p.m.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:  Dag Ryen (President), Todd Handy (Treasurer), Greg Colello (Secretary).  Absent: Pam Henline (Vice-President), excused absent; Jeanne Calzada (Director), excused absent; David Yard (Director) excused absent.

Staff Members present:  Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance.

APPROVAL OF AGENDA

President Ryen asked for approval of tonight’s meeting agenda.  All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS

President Ryen welcomed newly elected Board Member Antone Forneris to the Board.

President Ryen reminded all residents that the meeting was being recorded.

President Ryen announced that there was a major water line break at the corner of Azul and Eldorado Loop and the leak was currently being repaired and should be repaired by the end of today.

Treasurer Handy announced that there is a Santa Fe County Capital Improvement Session scheduled for Wednesday, July 22, 2015 at 6:00 p.m., to be held at the Senior Center.  Treasurer Handy encouraged Eldorado homeowners to attend.

OPEN FORUM

Homeowners were given 4 minutes each to address the Board.

Homeowner Lynn deMartin of 1 Isidro, addressed the Board requesting that the Board be more diligent in informing the Eldorado Association Homeowners about meetings, specifically the Santa Fe County meetings in regards to the proposed Highway 285 Corridor development.  Ms. deMartin stated her concerns on the proposed development regarding the impact the residential art businesses could have from the decision on business zoning.  Secretary Greg Colello confirmed that he attends the Santa Fe County meetings and confirmed that there has not been any discussion or decision on residential businesses and zoning.  The Board stated that they will make it a point to communicate to the Eldorado homeowners about any upcoming meetings, but noted that the schedule and time of meetings from the Santa Fe County are not given in a timely manner and this makes it difficult to inform the Eldorado residents properly.   

Homeowner Paul Norvell of 3 Valencia Loop stated that he has been a resident in Eldorado for 25 years and appreciates the amenities that the Eldorado Association has provided.  He requested the Board consider installing a bocce court.  The Board stated that they will consider Mr. Norvell’s request and asked Mr. Norvell to bring information on constructing a bocce court, including the dimensions and an idea of the cost to the Facility and Grounds Committee meeting on Wednesday, August 5, 2015 at 4:00 p.m. for further discussion.  The meeting is held in the Conference Room.

Homeowner Eduardo Krasilovsky of 17 Lucero Road presented a self-composed letter to the Board, inviting the Eldorado Community Improvement Association to come together and: “to consider the effects of global warming on the South West and on the ecosystem we inhabit, the Galisteo watershed, and to develop initiatives geared towards helping homeowners develop the necessary knowledge to be able to cope successfully with climate change and thus to adapt to new climate systems”.  Mr. Krasilovsky stated that he wants to create a round table to explore ECIA situation and discuss options. 

CONSENT AGENDA:

Treasurer Handy made a motion to approve the Consent Agenda.  This motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.

 

15-07-30.1  Approval of June 18, 2015 Board Meeting Minutes

15-07-30.2  Approval of Variance – 86 Verano Loop

15-07-30.3   Approval of In-Home Profession Application  - 31 Monte Alto Road

15-07-30.4   Approval of In-House Profession Application – 37 Verano Loop

15-07-30-5   Approval of Staff Reports

        15-07-30.6   Approval of Treasurer’s Report

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

OLD BUSINESS

None.

NEW BUSINESS

15-07-31          President Ryen made a motion to appoint Eduardo Krasilovsky to the ECIA Information Committee.  This motion was seconded by Treasurer Handy and the motion passed unanimously with all members in favor.

15-07-32          President Ryen made a motion to appoint Gershon Siegel to the ECIA Information Committee.  This motion was seconded by Treasurer Handy and the motion passed unanimously with all members in favor.

There was no further business.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 7:33 p.m.

Submitted By:

Gershon Siegel, Secretary _______________________Date: __________________________

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

June 18, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, June 18, 2015 at the Community Center.                                        

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm. 

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:  Dag Ryen (President), Pam Henline (Vice President), Greg Colello (Secretary), and Jeanne Calzada (Director).  Todd Handy (Treasurer) arrived late and (Director) David Yard was an excused absence.  Staff members present were Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance Representative.  

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda.  All were in agreement with this request and the agenda was approved unanimously. 

ANNOUNCEMENTS:

President Ryen reminded all residents that the meeting was being recorded.  

RESIDENTS: 

There were 12 residents attending the meeting.

OPEN FORUM

  1.  Brian Cassidy, resident, read a whimsical metaphorical story to the Board and audience regarding the ongoing issue of allowing ground based arrays in Eldorado and his belief that they are a visual nuisance to the community at large.
  2. Mary Cassidy, resident, addressed the Board concerning her opinions on the Vistas Letters to the Editor as being inaccurate and does not reflect the opinion of the Board and community at large. She further stated that at least one of the recent Vistas Letters to the Editor articles did not have any kind of disclaimer attached to it stating that this was not the opinion of the ECIA Board.  Lastly she asked the Board to abandon the Vistas Letters to the Editor experiment in the future.
  3. Frank Schober, resident and Information Committee Chair, pointed out that while Letter’s to the Editor  have always existed in the Vistas, in the past there was an Information Committee sub-group that was able to decide what could be printed and that this editorial procedure was no longer in place. He asked the Board to consider allowing the Information Committee, in the future, to again have more input in the printing of the Vistas Letters to the Editor.
  4. Wilson Plowman, a new resident, stated that he had just moved here and came to the Board meeting to learn more about the community and introduce himself to the Board.
  5. Eduardo Krasilovsky, resident, spoke to the Board on his concerns that the Board is not being fully transparent and is withholding information from the residents.  Specifically he pointed out the fact that the Solar Working Group Reports have never been made available to residents.  He also pointed out that he was the author of one of the recent Vistas Letters to the Editor and that while he had listed his references, there was not adequate room and this was removed from the article. He stated that he feels that allowing residents to be able to write letters to the editors is a most important part of free speech and communication in a community like Eldorado.

President Ryen responded to Mr. Krasilovsky’s comments concerning the fact that the Solar Working Group report was not published and that this in part due to the fact of ongoing litigation over ground based solar arrays, and the fact that the ECIA was limited as to what could be discussed and published during this period of litigation.  As well, he pointed out that the result of the Solar Working Group’s work was two different and contrasting reports and that the Board had to determine to present these different reports to the community.

Vice President Henline further stated that the Solar Working Group had done a lot of work and that the Board will be discussing the publication of these reports at a future meeting.

Director Calzada then pointed out that the intent of the Vistas and Eldorado websites were to “put our best foot forward” and not to create tension in the community. She pointed out that she would like to have at least quarterly open agenda meetings, with residents, to allow for open dialogues on any subject.  She felt that this would provide for the needed open dialogue between the Board and residents.  President Ryen agreed with this concept and this will be discussed at the next Board working session.  

CONSENT AGENDA

Director Calzada made a motion to approve the Consent Agenda with the removal of item 4, Approval of Committee Reports, as such reports were no longer being written up by Board members and, instead, the Committee meeting minutes were available on the Eldorado website and at the EICA offices.  This motion was seconded by Secretary Colello and the motion passed unanimously with all members in favor.

  1. 15-06-26.1   Approval of May 21, 2015 Board Meeting Minutes
  2. 15-06-26.2   Approval of Staff Reports
  3. 15-06-26.3   Approval of Treasurer’s Report

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

OLD BUSINESS

  1. 15-06-27   President Ryen presented a motion for resolution regarding conversion of commercial properties in Eldorado.  He stated that it was the policy of the ECIA, as defined in 2001 letter to lot owner of all tracts designated as commercial lots, that any commercial lot that is converted to residential shall be deemed to be part of the Eldorado Community Improvement Association and shall be subject to all the building restrictions and covenants that apply to residential properties within the association.  This motion was seconded by Vice President Henline and was approved unanimously with 4 in favor.    This formal policy is on file with these minutes.  

UNFINISHED BUSINESS

There was no Unfinished Business. 

NEW BUSINESS

1.   15-06-28   Vice President Henline moved that the ECIA Board of Directors approve the Variance Request at 14 Chusco Road, Lars Hansen resident, to allow for a ground based array to be located 130 feet from the home. She stated that the Architecture Committee performed a site visit on May 27, 2015 and approved this site due to the fact that the arrays are behind and on land sloping down from the house and impedes no views at this location. They are well shielded from any house on Chusco Road. They are on the lot in a location where tree shading does not compromise efficiency.  A few houses quite a distance to the North may see the back side of the arrays. For this reason, the following stipulations were made:

a.) The resident, as per the approved screening plan, shall install two 6 foot tall wood screening fences (on the north side of each array), as soon as the arrays are in place.  These fences shall have the stringers on the array side of the fence.   The motion was seconded by Director Calzada  and was approved with three in favor and Treasurer Handy abstaining from the vote.

2. 15-06-29   Vice President Henline moved that the ECIA Board of Directors approve the Variance Request at 5 Cagua Road, Scott Hurwich resident, to allow for an existing wood fence to remain on the lot with a 6 foot encroachment into the 20 foot setback but not into the 10 foot utility easement.  This setback requirement is detailed in the Eldorado Guidelines Section 3 Lot size, Setbacks. 

This approval is recommended by the Architecture Committee because the fence has been in this position since 2003, well over 10 years, has minimal amount of encroachment (only a portion of corner of the fence is in setback) and is not a visual problem for neighbors.  The stipulation attached to this approval is that the owner shall be notified that this property is located in the Avila subdivision and that there may be other covenants that are in effect, that they are required to be in compliance with.    This motion was seconded by Treasurer Handy and passed unanimously.

FINAL ORDER OF BUSINESS:  

There was no further business. 

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 8:15 PM. 

Next scheduled meeting:  ECIA Board Working Session (WS1) Thursday July 9th, at 6 PM at the Community Center

Submitted By:

Greg Colello, Secretary _______________________Date: __________________________

 

 

 

Eldorado Community Improvement Association, Inc.            FINAL

Monthly Board of Directors Meeting

May 21, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, May 21st, 2015 at the Community Center.                                        

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:   Dag Ryen (President), Pam Henline (Vice President), Greg Colello (Secretary), David Yard (Director), Todd Handy (Treasurer), and Jeanne Calzada (Director). Staff members present were Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance Representative. Also in attendance was Paul Skojec from HOAMCO.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda. Vice President Henline moved to approve the agenda and this motion was seconded by Treasurer Handy. All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS:

President Ryen reminded all residents that the meeting was being recorded. He further announced that the Board had voted for Board Officers at their working session earlier in the week. The slate of officers chosen was as follows: Dag Ryen for President, Pam Henline for Vice President, Todd Handy for Treasurer and Greg Colello as Secretary.

He further congratulated Secretary Colello on his recent election to the Board for a 3 year term, expiring in 2018.

President Ryen then pointed out that ECIA GM, Denise Villanueva, was present at the meeting along with Staff CCR, Mark Young. He lastly welcomed back our interim GM and HOAMCO Representative Paul Skojec as well as HOAMCO Executive Director of Management Service, Stacy Maule.

Lastly President Ryen announced that the ECIA pool would be opening up this Saturday at 8 AM and that all was ready at the pool except for some work on a more secure front entry area, that the NM Environment Department wants the ECIA to work on, due to the current gate area being very easy to climb over.

 

RESIDENTS:

There were 10 residents attending the meeting.

 

OPEN FORUM

  1. Former ECIA Board Secretary and resident, Gerson Siegel, addressed the Board about his recent 12 month experience as an ECIA Board member and pointed out that while there were many contentious issues before the Board that all Board members acted in a professional manner and were able to find consensus on most issues. He further pointed out that it was his desire in running to bring some balance to the Board, especially in light of the pending Poultry Litigation as well as the recent Solar Litigation. He went on to state that while he had hoped that the Backyard Hens Litigation would have been resolved during his term on the Board, that to date both sides together have spent over $100,000.00 in legal fees and is still in the courts. He stated that part of the current issues are due, in part, to the fact that the Eldorado Covenants are over 40 years old and that they were written by a New York Attorney who was not in touch with rural life in New Mexico. He lastly stated that he was hopeful that the recent litigation over the approval of Ground Based Solar Arrays by the ECIA, in which the ECIA successfully defended these approvals, might just have helped to bring the Community closer together as a more sustainable place to live.  
  1. Resident Eduardo Krasilovsky asked the Board if they would consider the funding of a couple of Ping-Pong tables for the ECIA as he has found that playing Ping-Pong has many health benefits and with Eldorado being an aging population, this sport would be a healthy outlet for many aging Eldoradoans. He also stated that some of the areas that it provides benefit to area to residents with cognitive issues as well as those with other ailments.   He then handed out information on Ping-Pong resources to the Board. The Board members, especially Director Calzada were very receptive to this idea and President Ryen stated that they will have the staff do some research on purchasing a couple of tables.

CONSENT AGENDA:

Treasurer Handy made a motion to approve the Consent Agenda. This motion was seconded by Vice President Henline. The motion passed unanimously with all members in favor.

  1. 15-05-18.1   Approval of April 16, 2015 Board Meeting Minutes
  1. 15-05-18.2   Approval of Variance Request at 2 Eldorado Place for encroachment of existing split rail fence into 50 foot roadside setback.
  2. 15-05-18.3   Approval of Variance Request at 1 Conchas Court for rebuild of home due to fire into the 50 foot roadside setback.
  3. 15-05-18.4 Approval of Variance request for 3 Azul Place to allow 8 x 12 greenhouse structure to be located more than 15 feet from the home.
  4. 15-05-18.5   Approval of Staff Reports
  5. 15-05-18.6   Approval of Treasurer’s Report
  6. 15-05-18.7   Approval of Committee Reports

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

OLD BUSINESS

 

  1. 15-05-19:   Treasurer Handy made a motion to approve a transfer of $1000.00 in additional funds from the 2016 Budget to the 2015 Budget for the Island Landscaping. This motion was seconded by Director Calzada. After discussion as to the actual intent of the monies, a vote was called and passed unanimously.

UNFINISHED BUSINESS

 

There was no Unfinished Business.

NEW BUSINESS

  1. 15-05-20   Vice President Henline made a motion to approve of the Variance Request at 8 Domingo Court to allow for a ground based solar array to be located at a distance of 45 feet 9 inches from the house, need to prevent shading issues. This motion was seconded by Treasurer Handy and passed unanimously with all five in favor.
  1. 15-05-21   Vice President Henline made a motion to approve of the Variance Request at 8 Mariano Road to allow a ground based solar array to be located at a minimum distance of 35 feet from the house, so as to prevent shading issues. This motion was seconded by Treasurer Handy and passed unanimously with all five in favor.
  1. 15-05-22 Vice President Henline made a motion to approve the Variance Request at 1 Domingo Road to allow for a new Studio Construction to encroach 10 feet into the eastern setback and 4 feet into the northern setback.   After hearing from the applicant about their dream to have this studio become a reality, President Ryen pointed out that for the Board to approve any permanent building projects into the setbacks would create a legal precedent and that might require approval on similar variance requests in the future. Directors Colello and Calzada, as well as Vice President Henline all agreed with President Ryen's comments and pointed out the negative ramifications for voting in favor of such setback encroachments with new construction projects.  When a roll call was called by President Ryen the result was as follows:  With a vote tally of 1 against, 4 in favor, and 1 abstention, the motion was not approved. Voting yes on the motion was Director Yard. Voting no on the motion were President Ryen, Vice President Henline, Secretary Colello and Director Calzada. Treasurer Handy abstained from the vote. (Following the vote Director Calzada stated that it would be wise for the Board, in the near future, to meet with a Legal Counsel to review the legal implications of similar encroachment issues.)
  2. 15-05-23   President Ryen pointed out that the issue of approving the ECIA’s Commitment to Inclusion of Properties Moved from Commercial to Residential will be tabled due to the need for further discussions with the ECIA Attorney in the near future. He hoped that this matter may come before the Board at the June Board meeting.
  1. 15-05-24     Director Calzada made a motion to approve the appointment of new Election Committee Member, Dick Goldsmith. This motion was seconded by Director Yard and passed unanimously.
  1. 15-05-25   Director Yard made a motion to approve the new Road Committee Members: Antone Forneris, Bob Blanchet, Dan Davidson, Ken Kleiber, Russell Winslow,and Rob Wickham. He stated that all nominees have met the requirements of meeting attendance,and are indeed Association members in good standing. At that point Road Committee Chair Felicia Probert pointed out that Ken Kleibner had not attended the required 3 meetings and that he was not eligible to be a member yet. She also pointed out that Terry Reilly should have been listed as one of the new members. At that time Director Yard amended his motion to remove Ken Kleiber and add Terry Riley as members for approval.  This motion was seconded by Director Calzada and passed unanimously.

FINAL ORDER OF BUSINESS:

There was no further business.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 8:15 PM.

Next scheduled meeting: ECIA Board Working Session (WS1) Thursday, June 4th 7th, 2015 at 7:00 PM at the Community Center

Submitted By:

Greg Colello, Secretary _______________________Date: __________________________


 

 

DRAFT  VERSION

ELDORADO COMMUNITY IMPROVEMENT ASSOCIATION, Inc.

MINUTES OF 2015 ANNUAL MEETING

OF THE MEMBERS

TIME AND PLACE:     

The annual ECIA meeting was held on May 4th, 2014 at La Tienda in Eldorado.  ECIA Board President, Dag Ryen, called the meeting to order at 7:05 PM.

ATTENDANCE:

There were approximately 45 residents at this meeting.

OPENING REMARKS:

President Ryen thanked all for attending the meeting and asked everyone to please turn off their cell phones. He also reminded all that the meeting was being recorded and should residents want to speak under open forum, they should sign in on the sign-up sheet at the door.

INTRODUCTION OF THE BOARD:

President Ryen introduced the ECIA Board members who were present at the meeting. These members included Secretary Gershon Siegel, Treasurer Todd Handy, Vice President Pam Henline, Directors David Yard, Greg Colello and Jeanne Calzada.

ANNOUNCEMENT OF TELLERS:

Secretary Siegel stated that the tellers for this year were Joe Loewy, Kathy Graham, Carol Lachman, Betty Knight and Mary Cassidy. He reported that on May 1st, 2015 at 9 AM the Election Committee Tellers, as per the Election Policy and Procedures of Eldorado, counted the ballots cast for the 2015 Board Election.

DESIGNATION OF QUORUM:

Secretary Siegel stated that under the Eldorado By-Law requirements, a minimum of 10% of lot owners in good standing had to cast ballots in order to have a quorum. With a total of 2066 Ballots mailed out, at a 10% requirement, the required quorum number was 207 residents. With a total of 465 Ballots received and a total of 380 valid ballots received, a quorum had been met.

APPROVAL OF 2014 ANNUAL MEETING MINUTES:

Resident Joe Loewy moved to approve the 2014 Annual Meeting Minutes.  This motion was seconded by resident Mary Ann Hale. With none opposed the minutes were approved unanimously.

PRESIDENT’S REPORT:

President Ryen pointed out that we have a diverse community with many skilled persons as well as many wonderful amenities and that we were all fortunate to live in Eldorado. He further thanked all the hard working volunteers of the ECIA and pointed out that it was the volunteers’ hard work that kept things going at the ECIA.   President Ryen then introduced new Eldorado GM, Denise Villanueva, as well as ECIA Interim GM and Hoamco Representative Paul Skojec.

President Ryen then reviewed some of the major accomplishments in 2014 and 2015 beginning with the new partnership and management contact with Hoamco, and he stated that while it had been a major change, the new partnership was improving efficiency and accountability of the ECIA.

He then went on to state that a number of large projects were done in 2014, including pool repair work and renovations, extensive new landscaping at the Community Center, new playground equipment at Compadres Park, further work on the Hike/Bike paths, additional added security cameras at the ECIA Community Center and Barn with cameras to be installed at the stables and Compadres Park in 2015. Additionally, in 2015 it is hoped that certain sections of the Hike/Bike paths will be paved by the County.

President Ryen also pointed out that the ECIA has been working on a Document Imaging Scanning Project since 2014 and that the project is coming along well and is digitalizing all the architectural plans of the ECIA for the future.  

President Ryen also pointed out that from a legal perspective, the ECIA had won the case over ground based arrays in a recent decision and that the poultry litigation is still with the New Mexico Appellate Court and pending their review.

Lastly, President Ryen thanked the current Board for being such hard working individuals and that 2014 was a productive year for the Board. He stated that while it was a diverse Board, they all worked well together to accomplish the required tasks and find consensus on most issues

TREASURER’S REPORT:

Treasurer Handy stated the ECIA continues to receive monies relative to the embezzlement of 5 years ago, and that when all is done the ECIA will be fully reimbursed for all monies that were lost in this scandal.

He further pointed out that the ECIA has been working hard with County Tax Officials and our Attorney to ensure that the ECIA is not charged property taxes on our properties.

He reported that the ECIA continues to improve our positon of available funds in our Replacement and Reserve account, as required under state statues and under the recommendation of our accountant. He reported that the ECIA is still not where it should be in funding the R & R Account, but due to diligent management practices, it is improving and hopefully any assessment increase in 2016 will be minor. He lastly reported that year to date in 2015 there was $37,000.00 in uncollected assessments and that the ECIA would be attempting to re-coup these monies in 2015 with some new collection methods.

INTRODUCTION OF GUESTS:

There were no special guests present.

RECOGNITON OF ECIA STAFF:

President Dag Ryen introduced the ECIA staff members who were present, including Mark Young, DiAna Gutierrez and Karen Logan. He then thanked non-present staff members, Marilyn Farrell, Brian Bennett and Pete Martinez for their hard work.

RECOGNITON OF COMMITTEE CHAIRPERSONS:

President Dag Ryen asked committees chairs, who were present to speak briefly about their committees’ 2013-2014 activities.

Architecture Committee: 

Architecture Committee member Steve Taratula reported that 2014 was a busy year for the Architecture Committee with the review of 193 project plans over the course of the year. Of these 193 plans, 147 were approved with 39 requiring variances from the ECIA Board. Of these variance requests 4 were denied.

In addition to the two weekly meetings per month he stated that the committee also went out on numerous site visits to resident’s homes to verify if a variance was justified, or to confirm that the plans would be in compliance with the Eldorado Covenants and Building Guidelines, before any approval was made.

While there were no new home plans in 2014, there were many addition plans to existing homes, as well as a number of new garages, studios, ramadas, large and small accessory buildings, solar arrays, fences, and many other projects.

Steve stated that one noticeable trend that the Committee encountered in 2014 was a decrease in the number of ground based solar arrays approved (6) and an increase in the number of roof mounted solar PV systems approved ( 15).   Of these 15 roof based solar arrays, a number of these were the low angle, and ballast mounted systems which are less visible to neighbors and from roadways.  

Additionally, in 2014 due to the increase in the number of variance requests for 8 foot tall fences for RV screening, the Architecture Committee, with ECIA Board approval, updated the Guidelines for Protective Covenants and Building Restrictions for Eldorado at Santa Fe to allow for construction of these 8 foot tall fences, when being used for RV screening.

Also, to assist in the ease of reviewing plans, and in an attempt to make the review process more transparent and engaging for the residents, the Committee laid out plans to allow for the scanning and electronic review of all plans at the meetings on a large screen.   This electronic review process will begin in 2015. In conjunction with this effort, the ECIA staff started diligently in 2014 working to digitally preserve all existing and future architectural plans and compliance correspondence with the Digital Data Preservation Project.

Lastly Steve stated that the goals for 2015 were as follows: Ongoing Guidelines review work, the continued development of Solar PV system application and review procedures and ongoing member education, when opportunities arise.

Conservation Committee:

Co-Chair Cherry Payne reported that the hallmark project in 2014 was the building of the Greenbelt Pilot Project, a 2.6 mile trail in the Greenbelts that, while some were initially opposed to the project, it has proved to be a well-used resource for residents.   Other projects the committee completed in 2014 were:

  • Development of new Greenbelt Trail Maps
  • Design and production of new Preserve Trailhead Signs
  • A successful Eagle Scout Project
  • Removal of many blue posts on trial 301
  • Completion of reports on the wetlands to the Army Corps of Engineers
  • Four successful work days in the Preserve.
  • Educational Bat Talk
  • Support of the 2015 Earth Day Clean Up

Cherry then reported that in 2015 the committee had a successful work day on April 25th in the Preserve where much debris and invasive Tamarisk was removed in addition to the construction of anti-erosion rock and earthen structures. As well, a very successful bird talk was held in April with many attending.

In 2015 we will be working with the County on resolving some water drainage issues along County Route 51 that is causing damage to trail 201 in the Preserve. Also in 2015 the Committee has received a special funding request to work on repair of a cross-vein in the Preserve wetlands that was damaged in September of 2014 and is required to protect our investments in this major project. Lastly she reported that in 2015 the Committee will be working on a number of trail projects as well as working to protect areas of the new Greenbelt Trail. She encouraged any interested residents to come to a meeting and join in on one of our many trail days in the future.

Road Committee:

Chair Felecia Probert pointed out that the roads in Eldorado are maintained by the County but the committee worked hard to do two road inspections annually and prioritize required work with the County on the roads in general. She thanked resident Fred Raznick for his hard work with the committee over the years and for his work in recruiting new members to the committee in 2014.

She next reported that major projects that were completed in 2014 were the repaving of Herrada Road, as well as installation of new reflective road signs on many streets. Over the past year she stated that many miles of gravel roads have been regraded and many miles of chip sealed roads were resealed in 2014. She next reported that there had been many resignations in 2014 so there is a need for new Road Committee members and encouraged any interested residents to contact her. She finished by thanking Gershon Siegel for his hard work on the Board.

Stable Committee:

Stable member Alice Griffin reported that the Committee had a very successful Community Day in 2014 provided 64 pony rides. To date the stable inspections have been performed and she thanked all for their help with this annual requirement. She reported that the following projects were completed in 2014:

  • Ongoing Fly Predator Program
  • Ongoing manure composting project
  • Rewrite of Stable Policies

She lastly reported that the committee was trying a new structure of not having a Committee Chair and that this structure was working well and making meetings more productive and more respectful.

Election Committee:

Kathy Graham, Chair, reported that the Election Committee had been going through a transitional year with many changes in members. She stated that Betty Knight and Carol Lachman were new members in 2014 but that Carol had to resign recently leaving the committee with openings for two members. She further went on to thank long-time resident and former Election Committee member, Jeanne Crawford, for her service to the committee for many years. She pointed out that 2014 was a unique election year with the implementation of sequencing of Board terms, as required under the revised By-Laws. This year’s election was unique in that there was just one open candidate position. She pointed out that in 2015 the Committee will continue to work on updating the By-Laws and that the month of July will be the period for resident comment. This process will follow with some open Town Hall forums.

Finance Committee:

Committee Chair Dan Drobnis reported that the 2014 Annual Report and Audit were available on line, as well as at the ECIA offices, should anyone want a copy. He stated that the committee was responsible for managing Eldorado’s finances and worked with the Board to accomplish this in a professional and transparent manner. He stated that as costs of repairs and maintenance of our amenities will continue to rise in 2015, the Committee will be working on the budgeting process to ensure that the ECIA’s financial obligations were being met into the future and that any increases in assessments would be only what was required. He went on to provide a number of examples of other local Home Owners Associations in the Santa Fe area, such as Rancho Viejo, that had less amenities but with much higher annual assessments. Lastly he asked for residents to consider serving on the Finance Committee as there were very few members.

Facilities and Grounds Committee:

Committee Chair John Calzada thanked President Ryen for his comments regarding the major projects that had occurred in 2014.  He did state that 2015 would not be as ambitious a year as 2014 was with fewer projects. He spoke at length on the 2015 Commemorative Bench and Tree program that was open to residents and encouraged anyone interested to contact him.   These trees and benches will be placed in the open island area at the Community Center and now was the perfect time to do such planting of trees. He also asked for any interested members to consider joining the Facilities and Grounds Committee.

Information Committee:

Chair Frank Schober thanked the Board for all their hard work in 2014 and especially President Ryen who had to fill in as interim GM for many months.   He then pointed out that while they were a small group they accomplished a lot with the production of the Vistas as well as the Eldorado website. He pointed out that their work on the Vistas, and on the website, had to be non-controversial due to the timing and response factors of a monthly publication.   He further thanked Webmaster, Jack Arnold, and Vistas editor, Carol Leyba, for their hard work. He also acknowledged Elan Colello for his work on the development of the first website as well as his work on the updated website. Frank then thanked committee member Dan Drobnis for his work on the committee. Lastly he pointed out that there was a need for anyone who could write to consider joining this committee.

RESIDENT OF THE YEAR:

President Ryen announced that resident, John Calzada was chosen as the 2015 Resident of The Year and that he had been actively involved on many committees as well as the current chair of the Facilities and Grounds Committee. He further pointed out that John has lived a life of service to the nation and his communities both in the Military Service and as policemen for many years in Monterey, California.   John graciously accepted the award and thanked the community for giving him the opportunity to serve them.

COMMUNITY OPEN FORUM:

President Ryen opened the open forum part of the meeting and asked residents to be sure to limit their comments to four minutes. The only resident wanting to address the Board was resident Claudia Daigle.

Ms. Daigle stated that she was upset over the fact that while she had tried to get onto numerous committees in the past, that it was not a simple process and she feels that she should have been considered for many positions. President Ryen pointed out that the committee membership was dependent on a recommendation from each committee and it was not as simple as attending 3 meetings.

Ms. Daigle then proceeded to state that she felt that the Conservation Committee was spending too much money on projects in the Preserve and that those monies would be better spent on work on the monuments at the entrances to Eldorado. President Ryen pointed out to her that the monuments were a complex issue with multiple owners and in a State Road right of way and it was not as simple as just repairing them.

Ms. Daigle went on to complain to the board about the way that the Election Ballots are being done and that they should have the lot number and resident’s signature on both the ballot and envelope to be legal.

She questioned the Board on the status of resident Susan Billings in the pending poultry litigation and President Ryen stated that this was not a matter that could be discussed.

Resident Fred Raznick briefly spoke to clarify that in his opinion and the opinion of many of his clients, the Eldorado Preserve and Greenbelt trails were a vital and desired amenity and these were key selling features for many of his clients. He pointed out that the trails are used and loved by many Eldorado residents, including himself.

ELECTION RESULTS:

Secretary Siegel stated that there were 2066 Ballots mailed out and 465 returned to the ECIA. With 85 invalid ballots, that left a total of 380 valid ballots for Board Candidate Greg Colello. With an adequate number of ballots, Director Colello was elected to a 3 year term on the Board. He further stated that the Election Committee had followed due process and certified that the tallying of the ballets was in accordance with the governing documents of the ECIA. They further verified that the ballot totals were verified and were accurate.

CLOSING REMARKS:     

President Ryen congratulated Director Colello on his election win and thanked Secretary Siegel for his service to the Board. He pointed out that with only 6 members on the Board, the By-Laws require there to be an odd number of Directors. The Board will be starting to review possible Board Candidates in the next few months.

ADJOURNMENT:

With no further business the meeting was adjourned at 8:45 PM

______________________________________      ________________

Gershon Siegel, Secretary                                              Date

 

ELDORADO COMMUNITY IMPROVEMENT ASSOCIATION

Special Meeting of the Board of Directors Minutes

Tuesday, April 21, 2015 at 10:03a.m.

Community Center, Conference Room

 

Call to Order/Designation of Quorum

The roll was called and the following members answered present: Dag Ryen (President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Director), Greg Colello (Director) and Dir. Yard. Pam Henline (Vice President) had an excused absence. A quorum was determined to be present.

Staff members present were Mark Young, HOAMCO Vice President Paul Skojec and Eldorado GM Denise Villanueva of HOAMCO.

Reason for Special Session

The Board gathered to consider an urgent request to accept a variance as recommended by the Architectural Committee at 1 Domingo Road. The request comes from Gilbert & Wendy Montoya to complete the building of a separate studio whose slab was mistaken poured by the contractor well inside the setback.

Dir. Yard moved to approve the motion with the stipulation that the contractor make a lot line adjustment. Seconded by Sec. Siegel. After discussion, the motion was withdrawn by Dir. Yard.

Tres. Handy moved to table the request. Seconded by Dir. Yard. Friendly amendment by Yard was made to invite both the contractor and the resident to a subsequent meeting after a completed survey. Motion was passed unanimously.

 

Adjournment of Board Special Session 10:30am

                               

 

                                                                     

 

 

                         

                        Eldorado Community Improvement Association, Inc.              FINAL

Monthly Board of Directors Meeting

April 16, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, April 16th, 2015 at the Community Center.                                        

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:   Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), David Yard (Director), Todd Handy (Treasurer), Greg Colello (Director) and Jeanne Calzada (Director). Staff members present were Denise Villanueva, ECIA GM and Mark Young, Covenants Compliance Representative. Also in attendance was Paul Skojec from HOAMCO.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda. All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS:

President Ryen reported that the County would be paving a section of Avenida Amistad, from Monte alto Road to Avenida Buena Ventura, over the next few weeks, and that might create some traffic delays.

Director Yard announced the recent death of Eldorado resident and artist, Grace Burleigh, and said that she will be greatly missed.

President Ryen then reminded all present that the meeting was being recorded.

 

RESIDENTS:

There were 8 residents attending the meeting.

 

OPEN FORUM

1. Resident Wendy Montoya of 1 Domingo Road addressed the Board concerning the fact that she and her husband had recently received approval to build a studio at 1 Domingo Road on March 24th, 2015. When the contractor measured for the pouring of the slab, however, he measured from the wrong property marker and this resulted in the slab encroaching into the 20 foot setback and partially into the 10 foot utility easement.

Due to this encroachment the residents have re-designed the structure and plan to remove the slab from the utility easement but are still asking for the ECIA Board to grant a variance to allow for the structure to be built 10 feet into the 20 foot setback, but not into the 10 foot utility easement. Due to her husband’s poor health she asked the Board to consider approving this variance at this Board meeting. Vice President Henline confirmed that the Architecture Committee had recommended approval of this variance request at their most recent meeting and she also asked the resident if they might not want delay this variance request to think about alternative plans. The resident stated that they did not want to consider other options. At this time President Ryen pointed out that due to ECIA notification requirements, the variance could not be heard at this meeting and it would have to properly warned.

Director Calzada at that time moved that the Board hold a special session to address this request and this was seconded by Director Yard. When President Ryen asked for a vote all members voted in favor of holding such a meeting as soon as possible and that they would get back to the resident with a date for this meeting.

CONSENT AGENDA:

Director Calzada made a motion to approve the Consent Agenda. This motion was seconded by Treasurer Handy. The motion passed unanimously with all members in favor.

  1. 15-04-15.1 Approval of March 19, 2015 Board Meeting Minutes
  2. 15-04-15.2 Approval of March 12, 2015 Special Session Board Meeting Minutes
  3. 15-04-15.3 Variance Request for 28 Encantado Road – 6” Height Variance
  4. 15-04-15.4 Approval of Staff Reports
  5. 15-04-15.5 Approval of Treasurer’s Report
  6. 15-04-15.6 Committee Reports

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

OLD BUSINESS

 

There was no Old Business.

UNFINISHED BUSINESS

 

There was no Unfinished Business.

NEW BUSINESS

  1. 15-04-16   Vice President Henline made a motion to approve the Variance Request for 1 Azul Court to allow for a 29 panel, ground based Solar PV Array, to be located more than 15 feet from the home, and at a distance of 27 feet from the home. This distance is justified by the fact that this distance is needed to prevent shading of the system by the home. Additionally, as part of this motion, Vice President Henline also made a motion to approve the Variance Request to allow for an 8-foot tall coyote screening fence to screen the array from his neighbors from 3 sides. This motion was seconded by Director Yard and was approved unanimously.
  1. 15-04-17   Director Colello made a motion to approve $5000.00 in funding for repair of the cross vane in the arroyo at the preserve.   After reading the motion, Director Calzada pointed out the need to remove the vendors name from the motion as the vendor listed was not a preferred vendor and as such should not be named in the motion. After some discussion it was agreed to remove the 2nd page of the motion and all references to the vendor.   At this time Director Colello withdrew the original motion and re-read the corrected motion asking for the ECIA to approve $5000.00 to repair the crossvane and direct the GM to solicit bids for this work. This revised motion was seconded by Director Yard and was approved unanimously.

FINAL ORDER OF BUSINESS:

There was no further business.

ADJOURNMENT OF OPEN MEETING

The regular meeting was adjourned at 7:45 PM.

Next scheduled meeting: ECIA Board Working Session (WS1) Thursday, May 7th, 2015 at 7:00 PM at the Community Center

Submitted By:

Gershon Siegel, Secretary _______________________Date: __________________________

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

March 19, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, March 19th, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:   Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), David Yard (Director), Todd Handy (Treasurer), Greg Colello (Director) and Jeanne Calzada (Director). Staff member present was    Mark Young, and also in attendance was Paul Skojec from HOAMCO.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda.   Director Calzada pointed out that we still needed to show formal approval of the March special meeting for approval of the Audit and recommended that since it was not on the March Meeting Agenda, that it should be added to the April Board Meeting Agenda   All were in agreement with this request and the agenda was approved unanimously.

ANNOUNCEMENTS:

 President Ryen announced that there would be a TGIF party at the Community Center tomorrow evening and that all were welcome to attend.

President Ryen announced also that the ECIA Board Candidate Forum would be held this Saturday, March 21st, at 10 AM in the Railroad Room and all were invited to attend.

Lastly President Ryen announced that PNM would be continuing to do some major electrical line improvements along Avenida Vista Grande and that this construction would create a real disturbance along the hike/bike path and possibly Avenida Vista Grande for a number of weeks.

 

RESIDENTS:

There was 1 resident attending the meeting.

 

OPEN FORUM

Robert Blanchet, of 43 Balsa Road, addressed the Board as a recent new member to the ECIA Road Committee and he spoke of his concerns about a recent effort by other Balsa Road residents to get the County to either pave or chip seal Balsa Road.  His major concern about paving this road was that any paving would increase auto speeds along this road, which was not desirable.  He further stressed the importance of the ECIA ensuring that any future discussions about paving this road were open to the public and the public properly notified.  President Ryen confirmed that any community discussions about this matter would properly advertised and open to the public.   When Mr. Blanchet questioned the Board about the possibility of the County doing further pavement work in Eldorado,  President Ryen explained that there would be very limited funding for further road projects in Eldorado over  the next few years, so it is unlikely that any further paving will be done.  Lastly Mr. Blanchet discussed the issue of poor water drainage at the west end of Balsa Road and President Ryen agreed to speak with Road Committee Chair, Felicia Probert about this matter.

CONSENT AGENDA

Treasurer Handy made a motion to approve the Consent Agenda.  This motion was seconded by Director Yard.  The motion passed unanimously with all members in favor.

  1. 15-03-11.1   Approval of February 19, 2015 Board Meeting Minutes
  2. 15-03-11.2   Approval for Variance Request for 4 Taro Road to allow for courtyard wall to encroach into the 20 foot setback.
  3. 15-03-11.3   Variance Request for 1 Casa Del Oro Court to allow for 12 panel ground based array to be located at a distance of 20 ft. 8 inches from the home.
  4. 15-03-11.4   Approval of Staff Reports
  5. 15-03-11.5   Approval of Treasurer’s Report
  6. 15-03-11.6   Acceptance of Committee Reports

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

OLD BUSINESS

 

There was no Old Business.

UNFINISHED BUSINESS

 

There was no Unfinished Business.

NEW BUSINESS

  1.  15-03-12   Vice President Henline made a motion to approve the stable waiver from Stable Rule V. Part C, requiring barn owners to keep a horse at the barn which they own.   The first waiver was for Lisa Darling, Barn 29.   This motion was seconded by Treasurer Handy.  Director Calzada abstained from voting on this motion and the motion                      passed with 5 in favor and none opposed.
  1. 15-03-13   Vice President Henline made a motion to approve the stable waiver from Stable Rule V. Part C, requiring barn owners to keep a horse at the barn which they own.   The second waiver was for Arlene Mayer, Barn 13.  This motion was seconded by Treasurer Handy.  Director Calzada abstained from voting on this motion and the motion                      passed with 5 in favor and none opposed.
  1. 15-03-14   Vice President Henline made a motion to approve the stable waiver from Stable Rule V. Part C, requiring barn owners to keep a horse at the barn which they own.   The third waiver was for John Cox, Barn 34.  This motion was seconded by Treasurer Handy.  Director Calzada abstained from voting because she was not present for the discussion of this motion at the previous working session and the motion passed with 5 in favor and none opposed

FINAL ORDER OF BUSINESS:  

There was no further business.

ADJOURNEMNT OF OPEN MEETING

The regular meeting was adjourned at 7:35PM. 

Next scheduled meeting:  ECIA Board Working Session (WS1) Thursday, April 2, 2015 at 7:00 PM at the Community Center

Following the regular Board meeting the Board of Directors when into an Executive session to discuss litigation issues. 

Submitted By:

Gershon Siegel, Secretary _______________________Date: __________________________

Listen to a podcast of the meeting

 

 

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

February 19, 2015  FINAL

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, February 19th, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:  Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), David Yard (Director), Todd Handy (Treasurer) and Greg Colello (Director). Jeanne Calzada (Director) was an excused absence. Staff member present was Mark Young, and also in attendance were Paul Skojec and Justin Scott from HOAMCO.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda.   All were in agreement with the agenda and it was approved unanimously.

ANNOUNCEMENTS:

President Ryen reported that longtime resident, Barbara Raznick, had passed away yesterday. He recognized her for her service to the community and announced that there would be a memorial service at the Temple Beth Shalom in Santa Fe this weekend.

He also reported that PNM had started doing some surveying along Avenida Vista Grande to prepare for further electrical cable replacements along the roadway. Due to a potential conflict with the Eldorado hike/bike path, President Ryen reported that he has been in communication with them over this matter and made them aware of the need to repair the damage done to the path, as well as the need to re-seed the areas where they are working.

President Ryen also reported that Santa Fe County is beginning to work on the drainage ditches along Avenida Amistad, in preparation for resurfacing this road. Additionally he reported that the County also plans to resurface a portion of Monte Alto Road this spring and, if monies can be found, Avenida Buena Ventura may also get paved later in the year.

 

RESIDENTS:

There were 5 residents attending the meeting.

 

OPEN FORUM

Resident Jeanne Crawford spoke in remembrance of the late Barbara Raznick and shared a few stories about her involvement in early ERA meetings where she helped to establish the Eldorado Road Committee. She then shared a number of older photos with the Board of “Lake Eldorado” from the early days of the community. She then went on to discuss a number of needed improvements required at Compadres Park included the following:

  • More regular trash pickup
  • More regular ASI patrols
  • Redistribution of wood chips
  • Modifications to the swings to allow for easier use by smaller children  

She then went on to make some recommendations to the Board concerning the need to link the ECIA Community Center grounds with the Northeastern part of the greenbelts. While she had met with the Conservation Committee two years ago on this matter, this has not been addressed by the Board and she asked them to give this issue consideration. She then encouraged the narrowing of the bike path, for safety reasons. President Ryen responded that this would not be possible due to the County having to maintain certain minimum width standards for this path as required by law.

Lastly, Jeanne spoke about the fact that a bio digester waste feasibility study was considered for the 285 Corridor. However the result is the teaming of Reunity Resources and SFSWMA (SF Solid Waste Management Agency). She reported that a grant request was submitted to the USDA to study the volume and availability of manure and green waste in the 285 corridor for a future composting project.

CONSENT AGENDA:

Treasurer Handy made a motion to approve the Consent Agenda. This motion was seconded by Secretary Siegel. The motion passed unanimously with all members in favor.

  1. 15-02-03.1   Motion to approve January 15, 2015 Board Meeting minutes
  2. 15-02-03.2   Motion to approve Variance Request for 11 Sabroso Road set back Variance
  3. 15-02-03.3   Motion to approve Staff Reports
  4. 15-02-03.4   Motion to approve Treasurer’s Report
  5. 15-02-03.5   Motion to approve Committee Reports

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

OLD BUSINESS

 

  1. 15-02-04 Director Yard read a motion to approve of Robert Egemeier to serve on Conservation Committee. This motion was seconded by Treasurer Handy and passed unanimously with all 5 in favor.

UNFINISHED BUSINESS

There was no unfinished business.

NEW BUSINESS

  1. 15-02-05 Vice President Henline made a motion to require each barn owner and barn sharer at the Eldorado Stable to be required to carry $1,000,000.00 of liability insurance naming the ECIA as an additional insured.   This motion supersedes the requirements in the 3/20/2014 Stable rules section XIII, F, which required liability insurance coverage of $300,000.00.   This motion was seconded by Treasurer Handy and passed with 3 in favor and none opposed. Vice President Henline and Secretary Siegel abstained from the vote.
  1. 15-02-06 Treasurer Handy made a motion for the Board to authorize the allocation of Capital Reserve Funds, not to exceed $2,700.00 to purchase an Automated Chlorinator at the Kiddie Pool, and instruct the staff to pursue the acquisition and installation of this equipment as is seasonably possible. This motion was seconded by Director Henline and passed unanimously.
  1. 15-02-07 Treasurer Handy made a motion for the Board to recognize the request of the ECIA Bank, Western Alliance Bank, through its Alliance Association Bank Division to list the current check signers for the ECIA accounts as follows:

                 -Dag Ryen, President

                 -Pam Henline, Vice President

                 -Todd Handy, Treasurer

                 -Community Asset Management, LLC, dba as HOAMCO, as a Master Signer.

This motion was seconded by Director Colello and passed unanimously.

  1. 15-02-08  Treasurer Handy made a motion for the Board to recognize the request of our management company, Community Asset Management, LLC, dba as HOAMCO and to approve the application for a corporate credit card through the Bank of Nevada. The recommended current check signers for this ECIA account are as follows:

                 -Dag Ryen, President

                 -Pam Henline, Vice President

                 -Todd Handy, Treasurer

                 -Community Asset Management, LLC, dba as HOAMCO, as a Master Signer.  

This motion was seconded by Director Yard and passed unanimously.

  1. 15-02-09 Director Yard made a motion for the Board to designate a permanent “Date of Record” as it applies to Member in Good Standing. The date to be designated was March 1st at 5:00 PM, or the first following business day, no later than 5:00 PM.   This motion was seconded by Secretary Siegel and passed unanimously.
  1. 6.15-02-10 Director Yard made a motion for the Board to approve the requested amendments to the Election Policies and Procedures, relative to the section entitled "Acceptance Procedure for Submitted Nomination Petitions", as submitted by the Election Committee. The change to the Election Policies and Procedures will read as follows: Date of Record established by the ECIA Board.   This motion was seconded by Treasurer Handy and passed unanimously

FINAL ORDER OF BUSINESS:

There was no further business.

The regular meeting was adjourned at 7:35PM.

Submitted By:

Gershon Siegel, Secretary _______________________Date: __________________________

 

____________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting FINAL

January 15, 2015

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, January 15th, 2015 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director),Todd Handy (Treasurer) and Greg Colello (Director). Staff members present were Mark Young and Paul Skojec from HOAMCO.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda. Director Calzada asked for a few minutes before the meeting began to read a resolution into the minutes. All were in agreement with the agenda and it was approved unanimously.

ANNOUNCEMENTS:

President Ryen made the following announcements:

· The issue with an overcharge on the ECIA Buildings County Property Tax Bill is still pending due to the County Treasurer’s office misplacing the records. County representatives have assured the ECIA that this matter will be resolved as soon as possible.

· There are now a number of Christmas trees on the ECIA grounds that residents are dropping off and will eventually be mulched. That mulch will be used in the dog park.

· Staff member Brian Bennett has added solar lights to the marquee closest to the ECIA which illuminates the sign enough to be read at night. Due to the fact that it is not bright the ECIA has not received any complaints from the neighbors about the lighting of the sign.

Director Calzada read a formal resolution in recognition of the outstanding voluntary service of Board President, and Acting General Manager, Dag Ryen. This Resolution is attached to these minutes as a formal record.

Following Director Calzada’ s reading of the formal resolution, resident Frank Schober also congratulated President Ryen on the recognition of his service and read a congratulatory letter from the Mayor of President Ryen’s home town in Norway. He then presented a framed picture of it to President Ryen that depicted a Norwegian battle scene, in recognition of Dag’s Norwegian ancestry.

RESIDENTS:

There were approximately five residents attending the meeting.

OPEN FORUM

There were no residents to speak under the open forum.

CONSENT AGENDA :

Treasurer Handy made a motion to approve the Consent Agenda. This motion was seconded by Director Calzada. The motion passed unanimously with all members in favor.

1. 15-01-01.1 Motion to approve Board minutes from the December 18th meeting

2. 15-01-01.2 Motion to approve the Treasurer’s Report

3. 15-01-01.3 Motion to approve the Staff Report

4. 15-01-01.4 Motion to approve the Committee Reports

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

OLD BUSINESS

There was no old business.

UNFINISHED BUSINESS

There was no unfinished business.

NEW BUSINESS

1. 15-01-02 Treasurer Handy made a motion to adopt the fee schedule for HOA assessment certificates and HOA disclosure documents. Secretary Siegel asked for clarification on the matter of charges for duplicate assessment certificates from the ECIA in the future. Treasurer Handy pointed out that there may be a charge if it had been over 30 days since the original certificate had been requested and that there were charges to the ECIA associated with such a request. HOAMCO representative, Paul Skojec, stated that an updated status letter could be provided, at no charge, provided there was no change to the original requested letter. Director Colello asked for clarification from Treasurer Handy if these charges were in keeping with the signed contract with HOAMCO and Treasurer Handy confirmed that they were. Director Colello also questioned whether a home refinance would incur a certificate charge in the future and HOAMCO Representative, Paul Skojec, confirmed that a home refinance would incur a certificate charge, after HOAMCO took over on February 1st. This motion was seconded by Director Calzada and passed unanimously and the motion is attached to these minutes.

FINAL ORDER OF BUSINESS:

There was no further business.

The regular meeting was adjourned at 8:00 PM and the Board went into executive session to discuss litigation issues at that time.

Submitted By:

Gershon Siegel, Secretary _______________________Date: __________________________

COMMITTEE REPORTS

Finance Committee:

Committee Liaison, Todd Handyreported the Finance Committee held their regular meeting on Wednesday, January 7, 2015 at 9:30 AM. The Committee did have a quorum. The Board Treasurer was also present.

The Committee was presented with the status of the following by the Board Treasurer:

-GM recruitment with HOAMCO

-Ongoing coverage of managing ECIA

-HOAMCO conversion status

-Review of the documentation retention policy options

-Discussion of the internal audit

-Update of the status for the external year end audit

Treasurer's Report: The financial statements were reviewed and discussed including

-Accounts Receivables

-Work on account coding review and corrections

-Collection procedures

The Finance Committee reviewed the startup of the 2015 operational calendar

The Committee will next regularly meet on Wednesday, February 12, 2015, at their regularly scheduled date and time.

Information Committee:

There was no January meeting and no report.

Facilities and Grounds Committee:

Committee Liaison, Todd Handy, reported that the Facilities and Grounds Committee held their regular meeting on Wednesday, January 7, 2015 at 4:00 PM. The Committee did have a quorum. The Board Treasurer was also present as the alternate board liaison.

The Committee was presented with the status of the following by the Board Treasurer:

-GM recruitment with HOAMCO

-Ongoing coverage of managing ECIA

-HOAMCO conversion status

-Update of the status for the external year end audit, notably the 2014 Reserve and Replacement (R&R), Maintenance, and Capital items

The committee commented on a possible R&R item not showing up on the P&L, it was pointed out by the Treasurer that the item (Base course repair) could have been mis-coded on the invoice.

The committee discussed several general items including:

  • 2015 Base course repair, including the responsibility of the county's share with the recent MOU
  • Budget amounts for R&R, repairs and Capital projects
  • Snow removal on the basketball courts
  • New recreational programs such as "Disc Golf", etc.

The Committee will next regularly meet on Wednesday, February 4, 2015, at their regularly scheduled date and time.

Road Committee:

There was no January meeting and no report.

Conservation Committee:

Director Yard reported that Greg Colello stood in for him as ECIA board liaison at the January Conservation Committee,

The reported the Conservation Committee met on Tuesday January 6th 2015, with Tom Brimacombe, Tom Bredenberg, Mary Clark, Cherry Payne, John Cannella, John Parker, Jim Daniel, and Mark Young in attendance, Greg Colello as liaison, with Greg Egemeier and Arnold Atkins as guests.

Discussed were the status of the new preserve trail head signs, which have been held up at the vendor. Possibility of utilizing another vendor was considered if the signs are not complete by March 1, 2015.

Remediation of green belt areas with goats, and possible remediation grazing with goats, will be presented to the Board for consideration.

The Committee acknowledged receipt of $7800.00 as budgeted by the Finance Committee for 2015, which did not include funds to rebuild the Galisteo Creek damage incurred in September of 2014.The Galisteo Creek damages may require a federal Army Corp of Engineer permit and grant monies could be applied for.

Ecotone's prioritized list for 2015 will be presented to the committee in February. Tom Brimacombe offered a list of suggested projects to maintain, and repair trails 301.401,203, 201, and 105, as well as a master plan for 400, and 300 series trails. Mr. Brimacombe also recommended hand tool work on the trail in the green belt between Vista Grande Library, and the Rail Trail.

John Parker accompanied COLPAC on the newly acquired Thornton Ranch (by Santa Fe County), and recommended trail work to preserve sensitive archeology.

The County funded Rail Trail project has moved between Ave Vista Grande and Rabbit Rd, as well as the spur to the Community College.

The Committee reviewed its 2014-2015 goals, and considered a request for the Windmills and Dreams book to add the Conservation Committee’s contributions to the ECIA from 1996 -2014.

In other business Greg Colello brought up the issue of eroded and rogue header trails on the greenbelts. Steve Griego requested via e-mail a Gallina Park trail project slated for 2016. Arnold Atkins brought up concerns of erosion between the Rail Trail and Enebro Rd, and it was decided to utilize Mr. Atkins for some volunteer work in the area.

Robert Egemeier attending his 3rd. meeting and was nominated to serve on the Conservation Committee. The Committee is very pleased to have Rob in our service.

Next meeting will be held at 7:00 on February 3, 2015.

Stables Committee:

There was no January meeting and no report.

Election Committee:

Committee Liaison, Jeanne Calzada, reported that the Election Committee met on Wednesday, January 14, 2015 with the required quorum in attendance. Both the meeting agenda & minutes of the previous meeting were approved by unanimous vote. With no public in attendance, there was no open forum.

Following discussions regarding the Nomination Petition and the changes reflecting the accurate Date of Record as March 2, 2015 and general discussion regarding Open Meetings Act standards, the committee revisited their submission for inclusion in the Annual Report.

The committee discussed the 2015 election process and discussed tentative dates for two candidate forums. Dates will be forwarded to the ECIA Board for consideration and approval at the upcoming Board Retreat on Saturday, February 7, 2015. There was further discussion concerning a number of options for forum moderators.

The committee formalized election ballot language and discussed the proposed multi digit number on the ballot and mailing envelope to further enhance security.

Additional discussion focused on creation of a Non-Disclosure Statement for use with any vendor selected to print the ballots and the importance of such a statement for general use where necessary.

The committee’s final activity of the meeting was a comprehensive review & discussion of the By-Laws Review Action List.

The next meeting of the Election Committee will be on February 7, 2015 at 2PM in the Community Center Conference Room.

Architecture Committee:

Board Liaison, Pam Henline, reported that there was just one meeting since the last Board meeting on January 7, 2015. At this meeting four roof mount solar applications were approved. Other plans reviewed at this meeting were as follows:

· It was felt that solar on 2nd story roof at 1 Casa Del Oro Court could be a problem and a site inspection took place on January 10. It seemed that a ground location would be well screened and less intrusive. Resident will have to resubmit application for this change.

  • Addition of room and portal to house were approved.
  • Tear down and rebuild of fence was approved

· 2 Manzano Lane is allowed to have 2 satellite dishes. FCC regulations specify that as long as both dishes are needed and used, and one dish cannot get the desired reception, then those dishes are allowed. The board needs to look at policy regarding the covenants and AC rules and guidelines to reflect the FCC legal rules.

The AC committee voted to remove the necessity of providing electrical usage when applying for solar as according to the law, the ECIA cannot limit the amount of electricity generated.

ADHOC IT Committee

There was no report.

__________________________________

FINAL

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

December 18th, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, December 18th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director),Todd Handy (Treasurer) and Greg Colello (Director). Staff member present was Mark Young.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda with the change that the various portions of the 2015 Budget motions would be read and recorded as separate motions. Director Yard moved to approve the revised agenda and this was seconded by Director Calzada. All were in agreement with the agenda and it was approved unanimously.

ANNOUNCEMENTS:

President Ryen made the following announcements:

· There is currently a vacancy on the Santa Fe County CDRC (County Development Review Committee) due to current Eldorado member Dan Drobnis’s term expiring. President Ryen encouraged any interested Eldorado residents to apply for this position and that they could call the ECIA or the County for further details on this position.

· He further announced that the Herrada Road Project was completed ahead of time and under budget and that due to this the county has $100,000.00 still allocated for road work in Eldorado. The ECIA is, therefore, asking the county to use these monies to work on the deferred project on Avenida Amistad and possibly get this road chip sealed. He expected that they would hear back from the county early in 2015.

RESIDENTS:

There were approximately six residents attending the meeting.

OPEN FORUM

1. Resident Butch Martin spoke to the Board about the issue of tailgating in Eldorado and he feels this is a serious problem that needs to be addressed. He feels that the ECIA could work to help educate the residents about traffic safety. President Ryen and other Board members agreed with Mr. Martin and pointed out that he needed to communicate his concerns on tailgating to the Sheriff as well as the ECIA Road Committee as they both might be helpful in solving this ongoing problem. President Ryen also pointed out that public notification on the marquees, as well as in a future Vistas Newsletter, was a possibility. Mr. Martin then pointed out that there was a real need to do further trash pickup along Eldorado’s roads, especially along Avenida Vista Grande. President Ryen pointed out that the ECIA already does an annual Earth Day Clean up. Director Colello further clarified the fact that the Eldorado 285 Recycle Group does at least two clean ups per year and he encouraged Mr. Martin to contact him for further information on trash pickup.

2. Resident Casey Cronin addressed the Board about the matter of the HOAMCO contract approval at tonight’s meeting stating that he felt that the residents did not have ample time to review the proposed contract that was on the website, especially during this busy time of year. He further stated that he felt that there were hidden costs associated with the HOAMCO contract that the residents will incur, such as higher fees for documents, and he is concerned that this will result in negative feelings by the residents down the road once they learn about these fees.

3. Resident David Borton asked President Ryen if he would be able to share the results of the Board Executive Session that had occurred earlier this same evening, concerning the ongoing poultry litigation. President Ryen stated that due to this being a matter of litigation he was not able to speak on the issue publically.

CONSENT AGENDA :

Director Calzada made a motion to approve the Consent Agenda. This motion was seconded by Director Yard. The motion passed unanimously with all members in favor.

1. 14-12-89.1 Motion to amend Nominating Petition Deadline Date to March 2, 2015

2. 14-12-89.2 Motion to Amend Employee Manual Relating to Employee contributions to health costs

3. 14-12-89.3 Motion to approve November meeting minutes

4. 14-12-89.4 Motion to approve Committee Reports

5. 14-12-89.4 Motion to approve Staff Reports

6. 14-23.89.5 Motion to approve Treasurer’s Report

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

OLD BUSINESS

1) 14-12-90 Vice President Henline made a motion to approve the Variance Request for 6 Verano Drive (Joe Eigner) for a small ground based solar array to be located more than 15 feet from house. This variance is being recommended because the panels are being placed close to equipment needed which is part of an existing solar tracker system, saving money due to trenching etc. Also, location south of the house would result in shading of the panels impairing performance. The screening stipulations attached to this approval are as follows:

· Resident shall construct a 5 foot tall cedar plank screening fence which will be located between the new array and the existing tracker. The fence shall be 14 feet 4 inches in length.

  • This fence shall have its stringers on the south side of the fence.

This motion was seconded by Director Calzada and passed unanimously.

2) 14-12-91 Vice President Henline made a motion on instituting a $40 returned check charge. After extensive discussion by the Board, the amount was changed to $50.00 as was agreed upon in the previous Board meeting. Vice President Henline withdrew her previous motion and restated this motion on instituting a $50 returned check charge instead. This motion was seconded by Secretary Siegel and passed unanimously.

3) 14-12-92 Director Yard made a motion to approve HOAMCO contract. This motion was seconded by Secretary Siegel and passed with 5 voting in favor of the motion and Treasurer Handy abstaining from the vote.

4) 14-12-93 Treasurer Handy made a motion to Approve 2015 Budget. This motion was seconded by Director Calzada and passed unanimously.

5) 14-12-94 Treasurer Handy made a motion to adopt a fee schedule for liens for 2015. This motion was seconded by Vice President Henline and passed unanimously.

6) 14-12-95 Treasurer Handy made a motion to use the 2014 transfer to Replacement Reserve Fund and adjust any remaining 2014 Operating Budget Surplus or deficit to $0. This motion was seconded by Director Yard and passed unanimously.

7) 14-12-96 Treasurer Handy made a motion to adopt a Replacement Reserve 2015 maintenance budget not to exceed $95,813.00 in accordance with Table 1 of the Finance Committee Budget Recommendations dated November 13th, 2014. This motion was seconded by Vice President Henline and passed unanimously.

8) 14-12-97 Treasurer Handy made a motion to continue the option for assessment payment by credit card with a convenience fee of $10.00 per transaction. This motion was seconded by Vice President Henline and passed unanimously.

9) 14-12-98 Treasurer Handy made a motion to instruct the Association’s auditors to transfer $26,000.00 to the Capital Fund at the end of 2014. This motion was seconded by Director Calzada and passed unanimously.

UNFINISHED BUSINESS

None

NEW BUSINESS

None

FINAL ORDER OF BUSINESS :

There was no further business.

The regular meeting was adjourned at 8:00 PM.

The next scheduled Board meeting will be Working Session 1 which will be held on January 5th at 7 PM at the Community Center.

The next scheduled regular ECIA Board Meeting will be Thursday, January 15th, 2015 at 7:00PM in the Railroad Building

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________

COMMITTEE REPORTS

Finance Committee:

Report pending.

Information Committee:

Report pending.

Facilities and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee did not meet in December and there was no report.

Road Committee:

Board Liaison to the Road Committee, Gershon Siegel, reported that there was no December meeting and no report.

Conservation Committee:

Director Yard reported that the Conservation Committeedid not meet in December and that there was no report.

Stables Committee:

Vice President Henline reported that a Stable Committee meeting was held on December 9th. Topics discussed at this meeting were:

  • Some work to be and then was done on road #3 with a small area still due for some fill.

· The Board took proposal to stable owners and sharer for 1 million in insurance and asked for exact quotes if this caused a large increase in insurance payment. WS-1 in February will be used to discuss this topic.

  • Problems with gates and locks and emergency access discussed

· Board through Finance Committee interested in an automatic security gate for added security. This should be presented to Finance Committee

  • Some speeding, but seems to have been resolved
  • Bills for manure and fly predators going out week of December 15 with manure cost calculated per horse

The date for next meeting is tentatively scheduled for March 3, 2015.

Election Committee:

Director Calzada reported that the Election Committee met on December 3, 2014 at 2:00 PM in the Community Center Conference Room with the required quorum. Also in attendance was Lorelei Saneto, a new Eldorado resident, who expressed an interest in possibly becoming involved in ECIA community service efforts.

Following approval of the Committee's November meeting minutes, the December meeting agenda, introduction of guest attendee, and a brief Board Liaison report, the Committee was updated on the status of the recent ballots destruction status and the corrections to Committee related document location on the ECIA website.

Vice Chair Joe Loewy brought the Committee up to speed on the status of the Scan Ballot research efforts, reviewing several steps required and potential cost implications. He presented the Committee with a cover letter to the ECIA Board as well as the attached comprehensive side-by-side analysis of Proposed Scan Ballot Election for submission to the ECIA Board for review, discussion, and recommendations. (NOTE: the Board has since scheduled their review of the submitted materials for their first Working Session in January of 2015.)

The Committee selected routinely scheduled dates and times for 2015 meetings and determined to add the Bylaws Review as a static element of those meetings to effectively complete the review in a timely manner.

At the close of the meeting the Committee discussed a required amendment to the current Nomination Petition and Instruction Sheet to properly indicate March 2, 2015 as the deadline for submission for Nomination Petitions as that is the date that coincides with the Date of Record. The change of date will be facilitated by a Motion of the Board at the ECIA Monthly Board Meeting scheduled for December 18, 2014.

The Election Committee will meet again on Wednesday, January 14, 2015 in the Community Center Conference Room at 2:00 PM.

Architecture Committee:

Vice President Henline reported that the following activity for the Architecture Committee:

November 20, 2014: At the ECIA Board meeting the Board approved a POD (personal storage unit) usage policy for Eldorado.

November 25, 2014: Projects approved were a 6 foot tall wood post and wire fence and a ground based solar thermal system within 15 feet of house, with a site visit.

December 9, 2014: Project approved was two roof based solar systems and a 5 foot post and wire fence with gate. Also there were plans submitted to Board for December 18 meeting for a variance for ground based panels which are located more than 15 feet from home so as to be close to existing hookups with a solar tracker.

The next scheduled meeting will be January 7th at 7 PM.

ADHOC IT Committee

Vice President Henline reported that there was no report.

 

_______________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

November 20th, 2014 FINAL

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, November 20th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President), Pam Henline (Vice President), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director) and Greg Colello (Director). Todd Handy (Treasurer) had an excused absence. Staff members present were Mark Young & Raven Hicks.

APPROVAL OF AGENDA:

President Ryen asked for approval of tonight’s meeting agenda with the following required changes:

1. As per an earlier Board vote, the committee reports will no longer be read out loud at the Board meetings and are now added to the consent agenda for approval. These reports are still available both at the ECIA offices as well as on the ECIA Website.

2. Item number 4 under the Consent Agenda was moved to new business and replaced by Approval of Committee Reports.

3. An executive session, following the regular meeting, was added to the agenda to discuss legal matters.

All were in agreement with the agenda and it was approved unanimously.

ANNOUNCEMENTS:

President Ryen made the following announcements:

1. Treasurer Handy is taking a leave of absence, through the end of the year, due to personal reasons.

2. Information Committee member, Juliette White, has resigned from that Committee for personal reasons and the ECIA will miss her writing contributions to the VISTAS.

3. There will be a December 6t meeting at La Tienda at 2 PM to allow residents to ask questions of HOAMCO, the new Management Corporation with whom the ECIA is currently in negotiations.

4. Reminded residents to watch for black ice and to drive safely in the upcoming winter months.

RESIDENTS:

There were approximately eight residents attending the meeting.

OPEN FORUM

1. Resident Eduardo Krasilovsky said that he was not happy about having a large corporation, such as HOAMCO, run the ECIA in the future. He asked the Board for clarification on whether residents would be able to review the contract with HOAMCO before it was finalized. President Ryen stated that Eldorado residents will see the contract after it had been signed. Eduardo further stated that he is aware of the fact that HOAMCO is a large corporation and may have a monopoly in the HOA management industry in New Mexico and Arizona, which would not be good for the ECIA. He further stated that he was not pleased to think of the ECIA being run by a for-profit corporation and encouraged the Board to have a second lawyer review the contract before signing it.

2. Resident Steve Taratula thanked the Board for their service and asked them to update him on the status of the issues of the ECIA security, Solar Working Group results and the status of the ECIA 2015 Budget process. Vice President Henline pointed out that there was a Finance Committee Meeting on December 6th for residents to come and learn about the budget. President Ryen updated Steve on the security issue stating that there are now security camera installations at the ECIA offices, Stables, Barn and #2 La Hacienda Loop, as well as a new security system in the barn. He also responded on the Solar Working Group by stating that the Board had not had time to discuss the Solar Working Group Report, but that there was a meeting set for December 2 to discuss this further. (Due to conflicting schedules among the SWG, this date has been postponed to at least later into December.)

CONSENT AGENDA :

Vice President Henline made a motion to approve the Consent Agenda. This motion was seconded by Director Yard. The motion passed unanimously with all members in favor.

1. 14-11-84.1 Motion to approve Minutes of October 16, 2014 Monthly Board Meeting

2. 14-11-84.2 Motion to approve October 2014 Treasurer’s Report

3. 14-11-84.3 Motion to approve October 2014 Staff Report

4. 14-11-84.5 Motion to Approve the Committee Reports

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

OLD BUSINESS

1. 14-11-85 Vice President Henline made a motion to approve the Variance Requests for 5 Ortiz Lane, Jennifer Pruett, for proposed ground-mounted solar array. The reason for the first variance request is that the array is planned to be a minimum of 90 feet from the home. A second Variance Request is required to allow for a portion of the eastern side of the array, as well as a section of the eastern screening fence, to be located inside the 20-foot setback. These variances are subject to the screening requirements that were detailed in the Architecture Committee recommendations of November 11, 2014, which require screening fences on both ends of the array. The justification for allowing this array to be located 90 feet from the house, and partially into the 20-foot setback, is because this location is the most screened location on the lot. In addition, to not allow for the array in this location would cause shading issues and impair the systems performance. Jennifer was present and explained that theirs was an all-electric home and that the size of the array was actually small for such a home. She further reported that they had worked hard with their neighbors to site this array in the best possible location on the lot and that they had worked closely with the one neighbor to the north to come to an agreement on a screening fence. This motion was seconded by Secretary Siegel and was approved unanimously.

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-11-86 Vice President Henline moved that the following text be adopted as a policy about the use of PODS in Eldorado. This policy will become a part of the Guidelines for Protective Covenants and Building Restrictions for Eldorado at Santa Fe and applies to all lots.

Should a POD be on a lot when a resident is moving into or out of a home, the ECIA requires that the POD shall not be on the lot for more than 14 days. This requirement is in keeping with Article II, Section 13, Paragraph B of the covenants which is detailed as follows:

b ) No vehicles not licensed for use on a public road, nor any type of earth moving equipment, nor any tractor-trailer or part thereof, nor similar large vehicles, inconsistent with single-family residential use, shall be parked, stored or repaired outside of a building on any lot provided, however, such vehicles may be parked temporarily on a lot for a period not exceeding two weeks. Construction trailers may be parked on a lot during the period of the construction or alteration of a dwelling house on a lot.

Should, however, a POD be brought onto a lot due to an issue such as a home renovation, water leak or fire damage, and items are needed to be stored inside the POD for a limited time basis, PODS can be on a lot for up to 60 days, provided the resident contacts the ECIA to inform us the reason why it is on the lot and the anticipated date that it will be removed from the lot. When this occurs we do ask that the residents place the POD on the lot, where it is accessible, but in the most screened location possible.

Should a resident find that they cannot remove the POD within the required 60 day time period, the ECIA will require that they send a written request to the ECIA to keep the POD on the lot longer and such requests will be handled on a case by case basis.

Any problems or objections about PODS will be handled on a case-by-case basis.This motion was seconded by Director Yard and passed unanimously.

2. 14-11-87 Vice President Henline discussed the variance request for Steven Serr, at 40 Monte Alto Road, for a wall that was under construction, without ECIA approval, and located inside the 20-foot side setback and partially into the utility easement. Resident Steven Serr was present and explained to the Board that he was new to the community and he was unaware of the need for ECIA approval on what he though was a compliant wall. He also emphasized that the intent of the wall is mainly to provide privacy and to increase the value of the home. President Ryen as well as other Board Members emphasized that they could not approve the wall due to its encroachment into the 10-foot utility easement. Also attending the meeting was the neighbor at the adjoining lot, Margaret Brunn of 42 Monte Alto Road. She stated that she was fully supportive of the wall. Vice President Henline pointed out to Mr. Serr that a lot line adjustment would be the most logical way to correct this encroachment issue and she encouraged him to pursue this with the neighbor at 42 Monte Alto Road. Mr. Serr said that he has been speaking with the county on this idea and will pursue this further. At that point President Ryen called for a motion and Vice President Henline moved that this variance request be tabled at this time, pending the resident looking into the exact location of his septic field as well as the feasibility of a lot line adjustment with the neighbor at 42 Monte Alto Road. This motion was seconded by Director Yard and it passed unanimously.

3. 14-11-88 Director Calzada made a motion for the ECIA Board of Directors to approve the revised ECIA Elections Committee Charter and Mission Statement dated November 20, 2014 which has been amended, at the request of the ECIA Board of Directors, to include the following insertions under the heading "The Mission Statement":

To review the Bylaws every two years for possible amendment .

…and under the heading "Working Procedures":

Every two years the Elections Committee meets in advance of the Annual Meeting of the Members to review the Bylaws for possible amendment.

…and under the heading "Level and Scope of Activities":

and by reviewing the Bylaws every two years.

…and under the heading "Products and Reports Requirements":

Reviewing the Bylaws every two years in advance of the Annual Meeting of the Members and providing the Board of Directors with recommendations for possible amendment.

This motion was seconded by Vice President Henline and passed unanimously.

FINAL ORDER OF BUSINESS:

There was no further business.

The regular meeting was adjourned at 8:00 PM and the Board went into executive session.

Next Scheduled Meeting: Working Session 1, ECIA Board Meeting, Thursday, December 4, 7:00 pm, Railroad Building

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy was not present and there was no report.

Information Committee:

Alternate Board Liaison, Gershon Siegel reported that the meeting was called to order at 7p.m. by Committee Chair Frank Schober. Present were Dan Drobnis, Carolyn Leyba, Webmaster Jack Arnold and Board Alternate Liaison Gershon Siegel.

Under Old Business,Webmaster Jack Arnold handed out a document titled “Summary of Webmaster Tasks” which covered the period from 01/2014 – 11/2014. The summary consists of the extensive duties (numbering 48) included in the webmaster’s purview. Jack Arnold shared statistics gleaned from the website regarding number of unique visits, from what geographical areas they were coming from and what documents were accessed and downloaded.

As of November 2014 there were 695 subscribers receiving the online version of VISTAS. Of this number about 62% actually opened the VISTAS email. This provoked a discussion regarding those residents who were somehow taken off the printed version list even though they had not requested to be eliminated from it.

This in turn sparked another discussion about raising the number of community emails currently on file in order to reach a greater number of residents for email blasts. Dan Drobnis suggested this list might be a different list from those receiving VISTAS. Arnold suggested that incentivizing residents with a lottery contest might be effective in collecting a greater number of emails. The winner might receive a free 2015 assessment? Such an incentive would require Board approval.

Arnold projected the ECIA website onto the screen for the purpose of reviewing it. Several articles and photos were identified as out-of-date which Jack Arnold will be removing.

Arnold further reported that there were 30 individuals who downloaded the podcast of the September 14 Board meeting. It was suggested to mention in VISTAS that residents could now listen to Board meetings.

The Committee agreed to change the day of their meeting to first Monday after third Thursday instead of the first Tuesday after the third Thursday in order to accommodate the AC in the use of the AV equipment.

The Committee accepted Juliet White’s resignation. Personal reasons for the resignation were cited. The Committee will make a request in VISTAS for White’s replacement and would like a letter from the Board acknowledging her service. Additional requests for volunteer members for other committees (i.e. Road Committee) will be included in the notice.

The Committee Chair suggested that a notice go on the bulletin board at the Agora directing residents to the website in order to access Board meeting notes.

In order to accommodate the Christmas holiday, it was decided that the next meeting of the Committee happen on Monday, December 15.

Under New Business the following matters were discussed:

1) There was a status report on the progress for the updating of “Windmills and Dreams.” This included a list of possible additions for update. Other suggestions for additional chapters mentioned the histories of the Fourth of July Parade; VISTAS; the website; the Patty Adam Senior Center; the Incorporation Debate of 1998; the effort of creating the Water District for the purpose of buying the water system from AMREP. The Great Chicken Debate was also mentioned as a possible chapter candidate. The Board Alternate Liaison reminded the Committee that this particular chapter had not yet been concluded.

2) January VISTAS Prospective articles were discussed – The Board’s decision to hire HOAMCO and a profile of the company; landscaping around the community center; the commemorative tree as well as the commemorative benches. The Board Alternate Liaison volunteered to send in a picture he took in his backyard of “Phen,” the pheasant, for use as a graphic on the back page of the January VISTAS.

Facilities and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee met on Wednesday, November 5, 2014 at 4:00 PM with the required quorum in attendance. Facility Manager Brian Bennett addressed recently submitted Problem Reports received during the month of October.

He also informed the Committee that we have been advised by three separate pool companies that it would be best to maintain a higher water level in the pool over the winter to better protect and preserve plaster and tiles in the pool. This new procedure will be implemented at the close of the 2015 Pool Season as the pool has already been prepped for winter this year at the lower water level.

Brian also informed the Committee that staff now has written procedures in place detailing proper steps for opening and closing of the pool at the onset and end of each pool season.

There was discussion regarding the Avenida de Compares base course trail. The improved surface has been well received as exhibited by increased use as well as comments in support of the recent resurfacing by residents.

The Committee has also received numerous positive comments from residents regarding the newly installed play structure at Compares Park. Residents have also expressed an interest in seeing additional apparatus at the park.

The Committee voted to forego a December meeting.

The next Facilities and Grounds Committee meeting is scheduled for Wednesday, January 7, 2015 at 4:00 PM at the Community Center Conference Room.

Road Committee:

Secretary Siegel reported that the call to order was at 6:05 by Chair Felicia Probert. There was a quorum made up of Fred Raznick, Karen Murry, Paul Drumright and Pierre Bovis.

Agenda and Minutes

The agenda was adopted without modification. The minutes of the September 22, 2014 meeting were approved.

Chair Comments

Chairperson Probert asked the Committee to continue to look for a couple of additional members to help spread the workload and to assure a quorum at meetings. (This has become especially critical, as subsequent to this last meeting both members Drumright and Bovis has resigned from the committee.)

Even before these resignations, Felicia has explained that at the current member level there was “no margin for error; “no room to take on anything additionally”; “members were devoting more time than anticipated” and that “more members would level out the workload.”

ECIA Board Liaison Report to the Committee

As has been stated on the ECIA’s website, The Board has decided to enter into negotiations with a professional homeowners management company. This Thursday (October 30), the Board is scheduled to meet with Justin Scott, CEO of HOAMCO, to design a contract defining the company’s role and responsibilities regarding the administrative services it will provide to the community.

Probert remarked that the Board’s entering into a contract with a company after advertising for an individual GM may raise eyebrows.

Claudia Daigle has filed a civil suit in New Mexico District Court alleging that the association is in violation of its own covenants by allowing the construction of ground-based solar arrays. The Liaison explained that upon attorney advice, ECIA would answer the injunction but would not pursue its resolution, thus putting it back on Daigle to have it expedited.

Fred Raznick expressed concern in this regard, explaining that having the Daigle Injunction just sitting out there in the legal system will cause Realtors to have to disclose all potential sellers of properties as having ground-based arrays. In addition, all potential buyers of an Eldorado property will have to be alerted to the recorded injunction hanging over the community. This will be necessary, should the buyer ever intend to install a ground-based array. Raznick believes that Eldorado real estate market (as well as solar installers doing business in Eldorado) will suffer a very real impact until this recorded injunction is fully resolved. Raznick is asking the Board to expedite this problem ASAP.

A mediation meeting between the Board and the defendants in the Hen Lawsuit is scheduled for November 19th. If no settlement is reached at that time then the appeal will go forward as filed by the defendants. This process could go on for another 10-12 months.

Old Business/Open Action Items

Board Liaison advised that the updated Charter was approved by the Board at the October 16th Meeting.

New Business

Herrada Road Closeout – A walk through was scheduled on Thursday, October 30 with contractor and The County. There was mention of a controversy over the reflectors aiming the wrong way as installed at the end of all driveways. Probert will ask for side stripes as there are none now. She will also inquire to the County about whether amelioration could be done for the damage caused by the paving project to the side roads off Herrada.

Continuing the discussion regarding the Herrada Project aftermath, Karen Murry asked if the County might consider fixing the wear and tear on Avenida Eldorado from all the resulting truck traffic.

This comment lead to a discussion regarding the whole funding and planning process the County and State uses in deciding to which roads receive attending. Probert expressed the need to not miss any funding opportunities.

There was a discussion on what factors to weigh as to whether the Balsa area, with its over 100 houses should get paving priority over the arterials of Ventura and Amistad with just a few homes.

A question was asked as to whether the Committee can have access to maintenance records, grading schedules, etc. from the County.

Fall Road Inspection Results and Next Steps

A compiled list of the top ten roads in need of maintenance, repair was distributed.

Raznick remarked that the noise level on chip seal is much greater than is asphalt and expressed a wish that chip seal would not be used for main arteries.

Committee Round Robin

A suggestion was made to meet with County to find out what different road funding sources exist. There was a suggestion about consulting with Nolan Zisman in this regard. Someone mentioned that the Committee be prepared to go to the State in addition to the County for such funds. A question was raised as to what can be done to have immediate help with the “wash boarding” on many roads. A question was asked about the existence of an interim procedure short of full paving. Adding base course?

Next steps

Sit down with Robert Martinez (county road supervisor) Spotlight on a short-term fix for the bad shape of Balsa. Perhaps grading a crown on the road? What other are the methods?

Motion to adjourn at 7:30pm. Next meeting TBA. Submitted by g.s., November 5, 2014

.

Conservation Committee:

Director Yard reported that the Conservation Committeemet on Tuesday November 4th. In attendance were, Jim Daniel,Michael O’Farrell, Mary Clark, Cherry Payne, Pam Henline (standing in for David Yard), Jerry Gulseth, Tom Bredenberg, Tom Brimacombe. GuestsRob Egemeier (2nd meeting), Steve Griego, Jan-Willem Jansens, were also in attendance.

The October minutes, were reviewed, corrected and approved unanimously. Discussion arose concerning the following topics.

Recap of Greenbelt Pilot Project Trail: A report on the Pilot Project Trail was given, noting conditions, and that the trail is open and useable. Maintenance will be needed as we move through the year with (hopefully) precipitation. The trail is holding up well, and needs little attention at the moment. The head cut needs attention and has been brought to the attention of the county trails heads chairperson; additionally the Roads Committee will be notified. Recent precipitation has given good opportunity for more seeding, which has been planned, and will be implemented soon.

Status of New Preserve Trailhead Signs: Draft of preserve trail head signs have been put together for considered use. It was observed that the community’s trails are not rated for difficulty. Rating ideas and standards will be presented to the committee for consideration.

Ecotone: Jan-Willem put together the annual report for the US Army Corps of Engineers, and will ask the Army Corp of Engineers to consider reduction in our Communities reporting interval, which could represent a saving to the budget.

Trails: The following areas were identified as problems requiring trail work:

· The area of the junctions of 101 and 105 requires work, as does the area of Trail 101, between 1E and 1F. These were noted as high priority projects.

  • The 105 trail has a large head cut, that will need attention in the next decade, but some preemptive work was discussed.
  • Sections of trail 101 needs maintenance and a section needs to be rerouted.

· Trail head 3, has an erosion problem next to the county road. The county will be notified as the problem originated with water sheeting from the county road.

· Recent erosion in Canoncito was additionally discussed, as it has exposed some rocks that could be reused to control erosion, as well as maintenance issues for Trails 201, 202, and 401 and the meadow of Trail 302.

Wetlands:Recent work in the wetland area is now holding water. The wetlands saw a huge storm Sept. 23. Over the last few years there has been significant aggradation. There is a watermark that is 2 feet high, giving an estimated amount of 150-200 cfs during the Sept. 23rd storm. In the Canoncito arroyo the recent storm and its erosion was additionally discussed.

Budget Status, 2014: The committeediscussed its expenditures, and reserves, andscheduled its final 2014 budget meeting. Some additional hand tool purchases and maintenance thereof, was planned.

Budget and Project Needs, 2015: The budget will soon be submitted, which may include some game cameras purchased with left over 2014 monies. This purchase will allow the committee and residents to observe, and enjoy the benefits of the committee’s hard work in habitat improvement for our wild animal residents.

Other business discussed was the concept of a new Gallina Park trail between the rail trail and the Clubhouse, which could require realignment of the existing trail. Also discussed was to fix the short trail from the library to the rail trail, which the board will be asked to consider. COLPAC, and its connection to the community was discussed, as well as ID badges, or vests, for CC works to wear, when laboring on ECIA properties.

There will be no meeting in December. The meeting adjourned at 9:15, with all members unanimously voting to do so. The next planned meeting will be January 6, 2015 at 7:00 pm.

Stables Committee:

Vice President Henline reported that no Stable Committee meeting was held and there are no complaints outstanding. Two barns have been sold and at least one is for sale. One barn is undergoing extensive renovation.

The Board agreed to send bills for manure and fly predator costs to all barn owners as soon as possible after December 1. Several stable owners/sharers intend to supply the office with a horse count for July and December so that manure costs can be apportioned according to the manure generation. The costs of 2013 will be used for the cost of manure removal in 2014. Bills will be payable in 30 days.

Water meters will be read on December 31 and bills for water will be issued as soon as possible, payable in 30 days.

Election Committee:

Director Calzada reported that the Elections Committee met on November 12, 2014 at 2:00 PM with the required quorum in attendance.

The Committee voted to approve both the previous meetings minutes and the amended meeting agenda for November 12. As there was no resident attendance for the Public Forum portion of the agenda, the Committee reviewed and discussed the scan ballot research update.

The Committee discussed at length the submitted draft of the side-by-side document entitled "Analysis of Proposed Scan Ballot Election", which details Action Items, the information relative to Current Procedures: Mailed Ballots, discovery information relative to Proposed Procedures: Machine Scanned Ballots, and all pertinent comments relative to the side-by-side comparisons. The Committee also discussed and reviewed the submitted draft cover letter to the ECIA Board addressing the Scan Ballot Analysis. The Elections Committee expects to be able to forward all information and recommendations to Board following their December meeting.

There was continued discussion regarding the use of UBL or another appropriate numbering system for election ballots as yet another measure to ensure the security of the voting process along with additional measures such as the use of a watermark and special security paper.

The Committee also discussed the request by the ECIA Board that the task of reviewing the Bylaws every two years become the permanent responsibility of the Elections Committee and that the Committees Charter and Mission Statement be amended to reflect the addition of this duty. The motion to accept that the amended Charter and Mission Statement be presented at the ECIA Board Monthly Meeting on Thursday, November 20, 2014.

The Committee voted to appropriately dispose of elections materials, currently in storage, for election events occurring prior to 2012.

Pending approval by a quorum of returned member emails, the Committee will post he draft meeting minutes on the ECIA website.

The Elections Committee will hold their next meeting on Wednesday, December 3, 2014 at 2:00 PM in the Community Center Conference Room.

Architecture Committee:

Vice President Henline reported that meetings were held on October 28 and November 11. Details of the plans for these dates as follow:

October 28

  • Old business on solar at 5 Ortiz Lane was considered and tabled to get a final screening plan.
  • Roof solar at 16 Chapala Rd was approved.
  • Redwood outdoor stairway at 3 Sabroso Rd was approved.

November 11

· Old business on solar at 5 Ortiz Lane, screening plan completed and accepted by neighbor. AC recommended for approval with variance.

· Roof mount solar at 5 Lobo Lane approved after a site visit due to the fact that the array is mounted to be slightly higher than roof parapets.

  • Ground-based solar at 6 Verano Drive postponed for site visit and then further consideration.
  • Stucco wall at 40 Monte Alto Drive recommended for variance by committee for acceptance with provisions.
  • Roof-based solar 4 Antigua Road approved.
  • Cedar screening fence at 1 Avila approved

ADHOC IT Committee

Vice President Henline reported that there was no report.

END OF COMMITTEE REPORTS

 

 


Eldorado Community Improvement Association, Inc. FINAL

Monthly Board of Directors Meeting

October 16, 2014,

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, October 16th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director) and Greg Colello (Director). Pam Henline (Vice President) and Todd Handy (Treasurer) were excused absences. Staff member present was Mark Young.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting with the following changes:

· Moving the Motion to approve of the amendments to the ECIA Information and Instructions Sheet for Nomination Petition to the Consent Agenda.

· Moving the variance request for 75 Encantado Loop up to New Business and, due to the fact that the resident and a concerned neighbor were present at the meeting, moving this matter to the top of the agenda.

  • Moving the motion to allow for 8 foot fences for RV screening to Old Business.

All were in agreement with these changes to the agenda and it was approved unanimously.

ANNOUNCEMENTS:

President Ryen announced that the Board was taping all meetings and that the recording would be available on the website.

He further announced that the Board had decided to enter into negotiations with a professional Home Owners management firm to take over some functions. He further stated that the Board would still remain in control of all budgeting as well as policy matters. This will be announced on the Web and in Vistas.

Lastly President Ryen reported that there were two special guests at the meeting from the Santa Fe County Treasurer’s office and they were Patrick Varella, County Treasurer, and Eric Lujan, Deputy Treasurer. He said that they would speak to the community under the open forum.

RESIDENTS:

There were approximately 4 residents attending the meeting.

OPEN FORUM

County Treasurer, Patrick Varella announced that he and members from his office would be holding three separate outreach days at the Eldorado Community Center this fall on November 10th, November 17th and December 1st. The intent of these sessions is to take tax payments and answer any questions that residents may have about taxes. He did state that there would be a tax increase in Eldorado Property Taxes due the approval of a bond by the School as well as a bond for improvements to the Eldorado Water and Sewer System.

President Ryen pointed out that there are over 200 residents in Eldorado with their own wells and they are not hooked up to the Eldorado Water District and he wanted to be sure that these residents would not have to pay higher tax rates for a system they were not part of.

County Treasurer, Patrick Vanilla, responded to President Ryen that the boundaries for taxation likely did not take into consideration those with wells and that yes, their taxed might be affected by the increase due to this water system bond, but that residents were welcome to come to these outreach dates to discuss this matter further.

CONSENT AGENDA :

Director Calzada made a motion to approve the consent agenda with the previously approved changes. This motion was seconded by Director Colello. The motion passed unanimously with all 4 in favor.

1. 14-10-80.1 Motion to approve of Minutes of September 18, 2014 Monthly Board Meeting

2. 14-10-80.2 Motion to approve of September Treasurer’s Report

3. 14-10-80.3 Motion to approve of September Staff Reports

4. 14-10-80.4 Motion to approve the Variance at 3 Monte Alto Way, David Ginsberg for small ground-based solar array located more than 15 feet from home.

5. 14-10-80.5 Motion to approve the Variance at 31 Monte Alto Road, Lawrence Barton, for 10-foot tall at peak small accessory structure.

6. 14-10-80.6 Motion to approve the Approve revised Road Committee Charter

7. 14-10-80.7 Motion to approve the Approve revised Election Policies and Procedures

8. 14-10-80.8 Motion to approve of the amendments to the ECIA Information and Instructions Sheet for Nomination Petition as noted in the attached copy to this document.

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

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported thatthe Finance Committee held their regular meeting on Wednesday, October 8, 2014 at 9:30 AM.

The Committee did have a quorum. The Board Treasurer and the Board President were also present. There was new resident in attendance.

The Committee was presented with the status of the following by the Board President:

-GM recruitment

-Ongoing coverage of managing ECIA

-General maintenance concerns

-Avenida de Compadres bike/hike paving

-Compadres Playground

-County Bike/Hike trail work

-Herrada and Vista Grande paving by the County

CPEC:

There was no report.

Information Committee:

President Ryen reported that the Information Committee met on September 30 with five members and one guest present. Webmaster Jack Arnold gave the committee an update on ongoing upgrades to the ECIA website. Programming work on the upgrade is being performed by Elan Colello, who was involved in the original design of the site.

The committee discussed a series of proposals, including the possibility of putting solar powered lights on our marquee signs, adding an additional marquee at Avenida Eldorado, placing a historic plaque on the Railroad Building explaining its history as the station at Kennedy on what is now the Amtrak line, and coordinating volunteers to update the Windmills and Dreams book.

Finally, the committee discussed whether there was a need for a new committee to take on education and planning efforts for the ECIA. The consensus of the committee was that small working groups could coordinate with the Information Committee to fulfill these needs. As always, the committee reviewed the most recent issue of Vistas and brainstormed content for the November issue.

Faculties and Grounds Committee:

Director Calzada reported that the Committee met on Wednesday, October 1, 2014 with a quorum present.

Pool Manager, Julee White, provided the Committee with a post season Pool Review. The Pool season was well received and the staff did an excellent job despite a series of challenging mechanical difficulties. Julie and Facilities Manager, Brian Bennett, will be compiling and submitting a budget request for improvements to the Pool as follows:

* Tile work around the waterline for the Kiddie Pool

* A Kiddie Pool chemical feeder

* Safety strips for the bottom of the Kiddie Pool

* Safety strips leading from the Main Pool to the Kiddie Pool

Julee also reported that the new pool vacuum worked extremely well and addressed the possibility that the Pool will be opening a week earlier next May to accommodate the change in the school schedule. Other topics discussed were as follows:

  • "Paws in the Pool" was a successful event again at the end of the season and the Fire Department has drained the Pool.

· The base course maintenance contract for Avenida de Compadres with AFJ Paving was approved and work is scheduled to take place between October 22nd and 24th.

  • The Compadres Park Playground Project has been completed and opened to positive resident approval reviews thus far.

· Committee Member Lee Onstott prepared a Repair and Maintenance Schedule for the Hike/Bike Trail that runs through 2017. His report to the Facilities and Grounds Committee will be provided to the Finance Committee for inclusion in the Repair and Replacement Schedule.

The Committee meets again on Wednesday, November 5, 2014 at 4:00 pm in the Community Center Conference Room.

Road Committee:

Secretary Siegel reported that the Road Committee meeting was held on September 22, 2014. There was a quorum of committee members. In addition there were five residents representing homeowners from Balsa Road. They presented the Committee with a letter and the results of a partial door-to-door survey of residents from Balsa. Over 40 residents had signed the letter (so far) concurring to the poor condition of Balsa and the majority desire to see that road paved. Several Balsa Road residents did express concerns that paving the road would result in speeding as well as increase taxes. Additional comments addressed health hazards caused by dust on the road, the slippery conditions after a rain and the ineffectiveness of grading. There was also a question about how the Herrada Road paving project happened before Balsa that had once ranked as the number one County paving priority.

An additional two visiting residents came to express their concerns about the Vista Grande Chip sealing project. Some of those concerns regarded increased noise, increased tire wear, decreased suitability for bicyclists, lack of prior notification and lack of resident input. As it turned out the Road Committee had not been given advance notice of the chip sealing.

The chair reported having received a request from one resident affected by the Herrada Road paving to reduce the Saturday construction hours to 9-5. The Committee declined to act on this request because of the impacts to the projects schedule.

The Board liaison gave a brief update concerning the GM search.

The Fall Road Inspection was assigned to Road Committee members and these inspections should be completed before the next Road Committee meeting.

The Chair reported that no Eldorado Road projects had made the Top 5 list on the County Infrastructure Capital Improvement Plan for fiscal years 2016-2020.

Next scheduled Road Committee Meeting is Monday, October 27th at 6pm in the Conference Room.

Conservation Committee:

Director Yard reported that the conservation committee met at 7pm, on Tuesday October 7th. In attendance were Jim Daniel, Tom Bredenberg, Michael O’Farrell, Mary Clark, Cherry Payne, John Parker, Mark Young, Tom Brimacombe, and David Yard. The September minutes were, reviewed and approved. The following topics were discussed as follows.

· The Pilot project trail was reported as completed, and will be posted on the community’s website. A guided tour will be held in the New Year.

· New trail head signs were for preserve trails are underway. Concerns over the loss of pix-elation for the preserve map, and possible solutions were discussed.

· The discussion of the Ecotone report to the US Army Corp of Engineers in regards to the Gallisteo creek bed project was decided to be forwarded to Jan Willem to complete.

  • Trail 201 received 8-10- tons of rock-work on September 20th, and held the hillside in a local down pour 2 days later.
  • Budget status for 2014was discussed, and some monies are still in reserve. The group discussed its needs in the 2015 budget.

· The proposed new Committee CEPEC was discussed, and it was noted that the committee has offered in the past many educational topics to the community.

· The topic of a mountain bike patrol was forwarded by Steve Griego to the committee, and Mr. Griegos has offered to steward the pilot project trail for the community.

  • The subject of greenbelt maintenance was discussed briefly, as well as the topic of the General Manager search.
  • Please note that the rail trail from the Spur trail to Avenida Vista Grande is closed until May of 2015.

· Public notice was received from Santa Fe County, concerning erection of a utility building, on a property adjacent to the Preserve.

The next meeting was scheduled for November 7, and the committee meeting adjourned at 8:45pm.

Stables Committee:

Vice President Henline was absent and there was no report.

Election Committee:

Director Calzada reported that the Election Committee met on Wednesday, September 24 and again on Wednesday October 8, 2014. A quorum was present at both sessions.

At the September meeting the Committee Chair, Katie Graham confirmed that the Committee's recently revised and Board approved Mission Statement and Charter had been posted to the ECIA website.

Committee vice Chair, Joe Loewy informed the Committee of the current status regarding continuing research applicable to possible implementation of scanned ballots for ECIA elections. As there is still a significant amount of information to gather and compile, it was considered most prudent to wait for the County critique of the newly employed, Dominion Scanner Voting Machines Maiden Voyage, after the November General Election, prior to making any recommendation to the Board. It does, however, appear that there is no conflict with basic ground rules of security and that use of scanning machines is not in conflict with our governing documents. Residents would not be using the machines to vote. The Election Committee would continue to open envelopes, separate the Quorum/Proxy statements, separate valid from invalid ballots, after which the valid ballots would be fed into the scanning machine. The Committee reviewed their comments regarding the circulated proposed CPEC Mission Statement and Charter which their Chair forwarded to the ECIA Board.

At the October meeting there was continued discussion of additional information regarding conversations with representatives of both Dominion Voting Machines and AES Printing. At this stage of the research it appears that the cost may come in higher than that of the last year's election but the Committee is still awaiting some final cost projections in a couple of areas.

The Committee is hopeful that they can produce a final side-by-side comparison chart of their research for the second Board Working Session in November. There was some discussion of the possibility that the Bylaws review could foster changes to the document and the need to address any costs associated with that possibility in the budget process. The Committee successfully completed both a comprehensive review and revision of the ECIA Elections Policies and Procedures as well as an amendment to the Nomination Petition for the 2015 election. The Committee is still recruiting new membership and the next meeting is on Wednesday, November 12 at 2:00.

Architecture Committee:

In VicePresident Henline’s absence, Director Calzada reported that The Architecture Committee met on Tuesday, October 14, 2014. There was a quorum present. The Committee took eleven items under consideration including the following projects:

1. A variance request at 5 Ortiz Lane for a Ground Mounted solar array proposed for placement 90 feet from the residence which will appear on the ECIA Board Agenda in November

2. Construction of a new block stucco wall to create 300 square feet of enclosure space

3. Construction of a coyote screening fence

4. Construction of a 50 foot long coyote screening fence

5. Construction of a new block stucco wall

6. Construction of a coyote fence for utility trailer screening

7. Construction of a screening fence for a small accessory building

8. Construction of a new garage

9. Construction of a small 4 foot tall coyote screening fence

10. Construction of an all wood Ramada

11. A variance request at 75 Encantado Loop (continued from a previous AC Meeting and on the ECIA Board Agenda on October 16, 2014), for an 8 foot RV screening fence

The Committee will meet again on Tuesday, November 11, 2014 at 7:00 pm in the Community Center Foyer

ADHOC IT Committee

Vice President Henline

OLD BUSINESS

NONE

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-10-81 Director Yard made a motion to approve of the three associated Variance requests at 75 Encantado Loop, Fred Gross, for 8-foot RV screening fence these various motions are as follows

1. Variance request to allow for an 8 foot fence for RV screening which exceeds the 6 foot height allowed. (Variance to Guidelines, Section 13, Page 10.)

2. Variance to allow for the fence to be located inside the 20-foot setback. (Variance from Covenant’s Section 3 Lot Size and Setbacks.)

3. Variance to allow for the resident to add a screening fence to a lot that already has over 6000 square feet of enclosed space previously approved by the ECIA. (Variance from Guidelines, Fence Section 14 which stipulate that properties with existing fences and wells enclosing a total of four thousand (4000) squire feet of space shall not be allowed to have privacy screening fence added.)

The ECIA Board supports this variance request due to the fact that this plan as the most logical screening option on the lot. It should be noted that while it was the request of the most affected neighbors to have a 10 foot fence installed, due to Santa Fe County not allowing fences taller than 8 feet tall, this is most feasible option at this time. The associated stipulations to this recommendation are as follows:

  1. Stringers shall be on the inside of the fence.
  2. Location of the fence to be moved the side of the garage and incorporate the current boat screening fence.
  3. Resident shall contact the ECIA to verify that the plan does not encroach into the 10 foot utility easement, before construction begins.

After extensive discussions by the applicant, Mr. Gross and his neighbor at 73 Encantado Loop, as well as the Board, on other various options for screening more of this RV, President Ryen called for a vote and the result was 2 in favor (Director’s Calzada and Siegel) one opposed (Director Colello) and Director yard Abstaining. The motion carried.

2. 14-10-82 Director Calzada made a motion to not require the Board to read the minutes of each Committee meeting at the monthly meetings, and rather to have them included on the consent agenda. This motion was seconded by Director Yard. Director Colello asked that the motion be modified to additionally require that all Board Liaisons write and send an electronic report for their respective committee reports to the ECIA, as part of this motion. Director Calzada and other members were in agreement with this request and she modified the motion to include the requirement that all Committee reports were to be written and sent electronically to the ECIA. This revised motion was seconded by Director Yard and the motion passed unanimously with 4 in favor.

3. 14-10-83 Director Calzada made a motion that the ECIA Board of Directors alters the current guideline regarding fencing height for RV screening. The amended guideline should be added as Item #3 to Guidelines for Protective Covenants under Section 12 - Fences and Walls (Article II, Section 8) under subhead "Fences and Walls Height" and shall read: "Where a wall or fence is to be utilized as screening for an RV, the maximum height allowed shall be eight feet." This motion was seconded by Director Yard and passed unanimously with 4 in favor.

FINAL ORDER OF BUSINESS:

There was no further business.

The meeting was adjourned at 8:25 PM

NO EXECUTIVE SESSION:

Next Scheduled Meeting: Monthly ECIA Board Meeting, Thursday, November 21, 7:00 pm, Railroad Building

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________

 

________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

September 18, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, September 18th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:03 pm.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President) Pam Henline (Vice President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director). Greg Colello (Director) was an excused absence. Staff members present were Mark Young and Raven Hicks.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting with the following changes:

1.) The approval of the SPEC Charter would be moved to the October Board meeting agenda.

2.) There are actually two variances for the property at 11 Mimosa Road so there would have to be another motion added under the consent agenda.

All were in favor of these changes to the Agenda and it was accepted unanimously.

ANNOUNCEMENTS:

President Ryen announced that resident Phil Cohen is moving from Eldorado and had to submit his resignation from the Finance Committee. The Board is accepting his resignation and thanked Phil for all his hard work on that committee.

President Ryen also announced that the work on paving Herrada Road has begun and all is on track for this project to be completed by the end of October 2014.

President Ryen also reminded residents that the Eldorado Fire Department would be holding their annual fall Barbeque at the ECIA this Sunday. Treasurer Handy also thanked the Fire Department for their professionalism in putting out a recent large fire on Conchas Court.

Lastly President Ryen announced that work has begun on the new playground equipment at Compadres Park and that the old structure is being removed. They hope to complete this project by Monday, September 22nd, 2014.

RESIDENTS:

There were approximately 16 residents attending the meeting.

OPEN FORUM

· Resident Eduardo Krasilosky spoke on the issue that residents in Eldorado have limited opportunities to make public comments or have public discussions with the ECIA. He feels that the current open Forum at the Board meeting and the occasional ability to speak at Town Hall Meetings is not adequate. He urged the Board to look at other options to allow residents to openly speak out, such as in the “Vistas” or on the website. He mentioned the idea of holding a monthly round table type forum and for the Board to think of other avenues for public discourse. President Ryen did respond that effective January 2015, residents will be able to submit opinion letters for submission in the Vistas as a first step. He also mentioned that some of the GM candidates had mentioned the idea of hosting a weekly coffee chat with the GM.

· Resident Claudia Daigle spoke to the Board about the status of the SPEC Committee master plan and feels that it was very similar to the County Land Use plan. She further pointed out that the current process for changing the covenants is difficult and that with the covenants being a binding legal agreement, residents needed to comply with them. She lastly brought up the fact that it is her belief that solar ground based arrays are not allowed under the ECIA covenants and these arrays should not have been written into the Guidelines.

· Resident Charles Smith again addressed the Board on the matter of public notification and the need to have the minutes up on the website for the Board and Committees in a timelier manner, claiming that under New Mexico public law, all minute drafts should be up on the web within 10 days of the meeting. He further pointed out that all articles on the website should be date stamped so as to show when they were put up on the website. He then went on to speak at length about his opposition to the Green Belt Pilot Project and his feelings that the greenbelts should not have their trails developed due to the fact that this land was set aside by AMREP for flood control and that the creation of any formal trails could void the requirements set up for the Greenbelts by AMREP. He went on to discuss at length the fact that Native Americans once used these trails and that they should not be developed. He concluded his comments by giving a handout to the Board on Open Public Meeting law and this is attached to these minutes.

CONSENT AGENDA :

Director Calzada made a motion to approve the consent agenda as written. This motion was seconded by Treasurer Handy. The motion passed unanimously with all 6 in favor.

1. 14-09-75.1 Motion to approve the Minutes of August 21, 2014 Monthly Board Meeting

2. 14-09-75.2 Motion to approve the August Treasurer’s Report

3. 14-09-75.3 Motion to approve the August Staff Reports

4. 14-08-75.4 Motion to approve the Variance at 28 Monterey Road, Kent Magner, request for 8-foot privacy wall

5. 14-09-75.5 Motion to approve the Variance at 2 Redondo Court, Dale Knapp, previously constructed wall built up to the property line

6. 14-09-75.6 Motion to approve the Variance at 23 Antigua Road, Chris Zampach, driveway monument inside 50-foot roadside setback

7. 14-09-75.7 Motion to approve the Variance at 11 Mimosa Road, Bruce Morton, previously built garage inside front 50-foot roadside setback

8. 14-09-75.8 Motion to approve the Variance at 11 Mimosa Road, Bruce Morton, to allow for previously built garage to remain without a connecting architectural feature linked to the home

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

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported thatthe Finance Committee held their regular meeting on Wednesday, September 10, 2014 at 9:30 AM. The Committee did have a quorum. The Board Treasurer and the Board President were also present. There were no residents in attendance.

The Committee was presented with the status of the following by the Board President:

-GM recruitment

-Ongoing coverage of managing ECIA

-General maintenance concerns

-Composting project

-Compadres Playground

-County Multi-use trail work

He further reported that the committee has recommended to the Board that ECIA retain both the current bookkeeper and auditors. Both proposals are up for approval at the September 18 Board meeting. Additionally, the committee is continuing reviewing the creation of a Documentation Retention Policy, with a draft presentation provided by Gale Oppenheim-Pietrzak for consideration. Gale is reviewing suggestions from the auditors and bookkeeper for possible implementation into her draft proposal.

He also reported that the Finance Committee has started reviewing the current financial reports and have started drafting the 2015 ECIA Operating and Replacement Reserve Budgets. The Committee will next meet on Wednesday, October 8, 2014, at their regularly scheduled date and time. The Committee will also be holding a special evening meeting for the budget on Wednesday, October 22, at 7:00 PM.

CPEC:

Vice President Henline reported that CPEC (Community Planning and Education Committee) is still in the formulation process. A revised Charter was circulated to the board and all ECIA committee chairpersons. A discussion for Board Working Session 1 is planned for October 2, 2014 and this will be reviewed at that meeting.

Information Committee:

President Ryen reported that because several members were unavailable during the week, when the committee normally meets, there was no official meeting in August. Committee members brainstormed content for theOctober Vistas by email. Several committee members did meet, however, on September 9 topreview changes to the website and website formatting. Improvements to the website will be rolled out formally early next year.

Facilities and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee met on September 3, 2014 at 4:00 PM in the Community Center Conference Room. A quorum was present. The Committee discussed the status of the Multi-use Trails. Committee Chair John Calzada made arrangements for Committee Member Lee Onstott to meet with a representative from AFJ Paving to determine maintenance requirements for the base course trail on Avenida de Compadres. The proposal for that work has since been submitted to the ECIA Board President for approval. Funding for this project is already in place.

The ongoing Landscape Project at the Community Center complex continues with work on the Community Center island area underway. Security technology upgrades at the Community Center have been completed. The remaining installations to be addressed are the camera placement locations and installation at Compadres Park and the Stables. The Committee is also in the process of determining the most appropriate location for a Knox Box at the Community Center, the purpose of which is to secure facility keys for use by emergency service personnel. They are also in the process of selecting appropriate design and dimensions for security surveillance signage. The Committee will be establishing a sub-committee working group to develop a Contract Programs fee schedule as well as a facility rental form. Finance Committee Chair Dan Drobnis was present at the meeting to discuss and review the 2014 and 2015 Repair and Replacement Budgets. The next meeting of Facilities and Grounds is scheduled for Wednesday, October 1, 2014at 4:00 PM.

Road Committee:

Secretary Siegel reported that the Road Committee had not met since the last Board meeting in August. The next scheduled meeting was Monday, September 22 where it was expected that the upcoming road inspection would be divided up among committee members.

Conservation Committee:

Director Yard reported that the Conservation Committee met on Tuesday September 2, with Tom Brimacombe, Mary Clark, Cherry Payne, John Cannella, Jerry Gulseth, John Parker, and Mark Young in attendance. Guests were Paul Drumwright, Mike Schneider, and Rob Egermeier. Mike Schneider, representing the Eldorado PTA, requested some mowing be done on a quarter mile of greenbelt trail segment for the fun run on September 17th. A motion was made, and the approval of this passed.

Paul Drumwright asked about the Greenbelt Pilot Project, and encouraged similar trail maintenance be performed in the greenbelt near his home on Cuesta Road, given the trail deterioration in that Greenbelt. Mr. Drumwright expressed concerns as to pedestrian safety, and encouraged collaborations of both the Roads, and Facilities and Grounds Committees. Other items on the agenda were printing of our new green belt maps, reminder of the open forum on September 8th, scheduling of a workday on September 20th for rockwork in a greenbelt. Also discussed were the trespass issues of residents, using homeowner land to access greenbelt trails, instead of using trail heads and the actual right-of-ways. John Parker announced that the September 13 th I.M.B.A. (International Mountain Bike Association) trail building training and work project will be held on that day at the Santa Fe Ski basin. Committee members Mark Young and Tom Brimacombe will be attending this training day. John further discussed the status of the Rail Trail improvements from Rabbit Road to the spur trail. Lastly, it was determined that future Pilot Project trail updates will be only be posted on the website, and not sent out to residents in the mail, due to complaints by certain residents, as well as interruptions during monthly Board meetings.

Stables Committee:

Vice President Henline reported that the Stable Committee met on September 16, 2014

All committee members present and liaison Pamela Henline, Board President Dag Ryen, Facilities and Grounds chair John Calzada. Vice President Henline reported that temporarily, until other information may necessitate a change, the ban on burying horses on ECIA common property (in or outside of corrals) is lifted. Other options for dealing with horse remains were reviewed. She further reviewed the following other issues that were discussed at this meeting:

· Most paperwork has been received from barn owners and sharers, but not totally and NOT IN GOOD STANDING signs may be posted denying use of common property at the stables.

· A visit by a member of the County Assessor’s office the previous week was noted. If there is any attempt to tax the building/fences at the stables, the Office/Board will work to head off this event. The property at the barns is the only common property which is taxed each year, but this is a small amount and until now the ECIA has paid the bill.

· The timing of bills and payment of them for manure/fly predators and water was discussed. This is usually done annually even though the ECIA routinely pays the bills throughout the year. The ECIA would like to collect these bills earlier in the year. The January water bill from the EAWSD is needed before water bills can be computed. This also involves an ECIA staff person to read all stable water meters on December 31. A possible 2-part billing for these amounts was considered, i.e. mid-January and mid-February, but there was no resolution and discussion should continue.

· Weed control has been catching up. It was decided an area of about 3-4 feet just next to every barn/fence would not be done by the ECIA because equipment does not safely handle these areas. These areas would become the responsibility of each barn owner.

· Proposal for an electric gate will be submitted to the Finance Committee. During later security discussions, it was realized an automatic gate would enhance security and not require a security person to open/lock the gate at predetermined times.

  • Some new portable speed signs, to be located in the middle of roadways are going to be ordered.

· 2015 budget is under development and work on some roads was suggested at approx. $1800.00. Which roads and exact effort needs to be determined.

· Trench work and considerable effort is needed to fix the light not working at main gate. A solar powered motion sensor light will be installed as soon as possible.

· The Stable Rules will be clarified saying that hay storage is to be inside a building, under roof and protected from the weather. It was mentioned that the Ad Hoc rules Committee had this intent and the community was in favor of this interpretation.

· Adequate space for each horse (120 sq. ft. per horse, 3-sided shed with roof) has been questioned and is complicated by the fact that many barns have stalls that are occasionally closed off and also have large roof overhang areas, which may not be 3-sided. Any questions/concerns will go through the Stable Committee that will look at each particular corral/layout situation.

The Stable Committee will work with the ECIA to determine what paperwork will be required by renters to prove full-time residency in Eldorado as a renter. Stable Committee also will be involved when submission for this paperwork is done. Normally this will be required each year close to the time of the stable inspections and may be required sooner as this effort starts. Similar requirements are imposed for renters to use the ECIA pool and this will be consistent with that verification.

John Calzada provided a summary of recent events involving security around ECIA common property, including the value and timing of patrols by either ASI Security Company or the ECIA community services personnel. There was discussion of needs/problems of residents as homeowners and for particular needs at the stable. More thought by barn owners and input to the Stable Committee would help in formulating a final plan.

Election Committee:

Director Calzada reported that the Election Committee did not meet this month but would be meeting in October.

Architecture Committee:

Vice President Henline reported that the Architecture Committee met on August 26 and September 9. There were two site visits and a total of 18 plans, which included a host of projects including fences, walls, solar arrays, driveway monuments and many more. Also there were a few variance requests that will come before the Board tonight. These variances are for a number of issues including the following:

· A request to allow for existing garage to be located in the front 50-foot roadside setback and to not have a connecting feature to house

  • A shed that was built on lot without approval
  • A wall that is over 6 feet tall
  • A solar array more than 15 feet from the house

The Architecture Committee recommended Nina Harrison for membership as she meets all requirements. A short discussion of handling of 8-foot fencing for RV’s was held, no action. Some e-mail discussion occurred on the use of PODs for storage.

Ad Hoc IT Committee

Vice President Henline reported that there was no formal meeting this month but that members have now gotten together an RFP for the large scanning items in the Digital Data Project and this will be sent out to companies next week. As of this time around 10% of the files have been scanned.

OLD BUSINESS

NONE

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-09-76 Vice President Henline made a motion to approve the Variance request at 6 Gavilan Road, Susan Shakespeare, to allow for a ground–based solar array to be located 22 feet from the primary residence. This motion was seconded by Director Calzada and passed unanimously with all 6 Directors in favor. After the vote, resident Claudia Daigle stood up in protest of the vote stating that the Board had no authority to approve of ground based solar arrays and that she would be taking legal actions against the ECIA for ongoing approval of any ground based solar systems.

2. 14-09-77 Vice President Henline made a motion to approve the appointment of Nina Harrison to the Architecture Committee due to the fact that she was a resident in good standing and that she had attended the required three committee meetings. This motion was seconded by Treasurer Handy and passed unanimously with all six Directors in favor.

3. 14-09-78 Treasurer Handy moved that the ECIA approve the contract for bookkeeping, for Zlotnik, Laws, Sandoval PC. This motion was seconded by Director Calzada and passed unanimously with all six Directors in favor.

4. 14-09-79 Treasurer Handy moved that the ECIA approve the contract for audit services, i.e. Grieco & Swain Associates. This motion was seconded by Vice President Henline and passed unanimously with all six Directors in favor.

FINAL ORDER OF BUSINESS:

There was no further business.

The meeting was adjourned at 7:55 PM

NO EXECUTIVE SESSION:

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________

 

_________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

August 21, 2014

 

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, August 21st 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00pm

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President) Pam Henline (Vice President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director). Greg Colello (Director) was an excused absence. Staff member present was Mark Young

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor of these changes to the Agenda and it was accepted unanimously.

ANNOUNCEMENTS:

President Ryen announced that the Board would be trying a new digital recording of this meeting in hopes of being able to post these minutes, in full, on the website. He further asked that with days getting shorter and kids now back in school, that drivers should be watchful of pedestrians. He also updated the community of the need to not trespass on the Apache Springs Subdivision Lands in an attempt to access the Preserve. Lastly he stated that the search for a new General Manager was going well and that the ECIA would start interviewing semifinalists in a few weeks.

Other important upcoming events that were announced were as follows:

  • Labor Day Picnic on Monday Sept. 1st with 3 bands playing and all are invited to attend.
  • September 8th open Town Hall Meeting.
    RESIDENTS:

There were approximately 17 residents attending the meeting.

OPEN FORUM

Joe Newman, resident, spoke to the Board about the fact that residents who desire can purchase a hunting permit from the State Preserve Trust which would allow them to access the State Preserve trust Lands and hunt a variety of animals, including coyotes, rabbits and many other bird and animal species, within 150 yards of residents homes. He further showed the impact of various types of bullets at the distance of 150 yards and he urged the Board to take some actions with the State to prevent any such hunting in these Preserve trust lands. President Ryen stated that the ECIA was concerned as well over this matter and that the Board would take this under consideration, but that the ECIA had no legal standing in this matter.

Resident Betty Knight addressed the Board with a number of questions concerning the status of the Solar Working Group as to their mission, composition, status and more. President Ryen and Director Yard, liaison to the group, responded to her questions and assured her that the committee is diligently working on collecting data and that a finding of fact report will be presented to the Board later in September with a goal of having an open town hall meeting on solar this fall.

Resident Charles Smith spoke to the Board regarding his opposition to the Greenbelt Test Pilot Project and he was upset that the recent mailing to 26 adjoining homes was not sent to all Eldorado residents. He further complained about the fact that these lands are owned by all Eldorado residents and that there still needs to be better transparency. He concluded that the Greenbelts should be left in a natural state and no work should be done to the trails within them. President Ryen and Director Yard again responded to Mr. Smith’s comments and assured him that the ECIA is working to improve the communications on this matter.

Resident Joyce Hanmer also spoke against the Greenbelt Test Pilot Project and supported Mr. Smith’s comments.

Resident Claudia Daigle spoke to the Board of her feelings of a lack of transparency on the issues of Solar Arrays and other topics. She further stated that she has plans to sue the ECIA over the fact that the ECIA allows for ground based solar arrays and it is her opinion that the ECIA should not allow these structures. She went on to explain the legal basis for her suit and explained her legal opinions concerning the regulation of ground based solar arrays.

CONSENT AGENDA :

Treasurer Handymade a motion to approve the consent agenda as written. This motion was seconded by Director Calzada. The motion passed unanimously with 5 in favor.

1. 14-08-60.1 Motion to approve of the Minutes of July 17th, 2014 Regular Board Meeting.

2. 14-08-60.2 Motion to accept July Treasurer’s Report.

3. 14-08-60.3 Motion to accept July Staff Report.

4. 14-08-60.4 Motion to approve of variance request for 5 Sandia Lane (Leslie Gale) for a modified plan with a variant metal roof element 2 percent above the percentage amount allowed in the Eldorado Guidelines.

5. 14-08-60.5 Motion to approve of Home Occupation Request at 18 Abanico Road (Trillian Wright Johnson) for private Yoga sessions.

6. 14-08-60.6 Motion to approve of a variance request for construction of an 8 foot RV screening fence at 4 Rico Court (John Fitter).

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

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported that the Finance Committee held their regular meeting on Wednesday, August 13, 2014 at 9:30 AM. The Committee did have a quorum. The Board Treasurer and the Board President were also present. There were no residents in attendance.

The Committee was presented with the status of the following by the Board President:

-GM recruitment

-Ongoing coverage of managing ECIA

-General maintenance concerns, including pool mechanicals

-Composting project

-Compadres Playground

Information Committee:

President Ryen reported that the Information Committee met on July 22, with four members, both board liaisons and five guests present. The committee discussed a proposal to publish selected letters to the editor in Vistas, and ways to keep such letters civil and constructive in tone. Board liaison Dag Ryen presented a draft of a policy for letters to the editor that the committee will continue to discuss at its next meeting.

The committee also discussed the proposed revision and/or republication of the Eldorado history, Windmills and Dreams. Dan Drobnis informed the committee that the book’s text has been scanned and is now ready for proofreading and updating. He suggested that volunteers for the revision project be solicited through a notice in Vistas and on the website. Guest Greg Colello noted that the CPEC has indicated an interest in collaborating on this project.

There was discussion about the fact that individuals who did not ask to opt out have been dropped from the regular mailing. The acting general manager promised to talk to staff to ensure that those who want Vistas mailed will get it.

The committee continued its ongoing review of the website. Webmaster Jack Arnold is keeping track of suggestions for improvements and is reviewing the capabilities of our current platform to see if it is adequate for a proposed new and expanded website.

It was noted that an outside media outlet has been using copyrighted material from our website and republishing it without attribution. The committee asked that a letter be sent to this outlet asking it to cease using our copyrighted material. This has been done.

Finally, before brainstorming contents for the September issue of Vistas, the committee talked about the unusual layout of our offices, and floated the idea of a “You Are Here” map somewhere appropriate on the community center grounds. Staff is looking into this idea and getting cost estimates.

Faculties and Grounds Committee:

President Ryen reported that the F&G Committee met on August 6 with four committee members present and member David Lovro acting as chair. The acting general manager Dag Ryen reported on recent activities around the community center, including efforts by the gopher trapper who has eliminated more than 200 gophers from the property this summer. Mr. Ryen also informed the committee about a recommendation from our arborist consultant, Jim Freeman, who had identified twig beetle infestation in several of our pinon trees and recommends spraying.

Mr. Ryen also reported that a county project to repave the hike-bike or multi-use trail between the community center and the school was in design phase and should be started later this fall. County officials have promised to work closely with our resident paving expert and F&G committee member Lee Onstott.

David Lovro provided an update on the landscaping subcommittee and activities coming up this fall. Work will begin on the “island” in September and will include the spreading of compost from the stables, terracing and some seeding.

Road Committee:

The committee had not met and so there was no report.

Conservation Committee:

Director Yard reported that the Committee met on Aug 5th and discussed the final phase of the 2.3 mile pilot project trail. The map of the trail was submitted after this meeting and the crews are working on the final 6-tenths of a mile of the trail, adding more erosion structure, reseeding, and final grooming.

Unfortunately there are still problems with an individual who is not only making this work more difficult by blocking the trail with rocks, cholla cactus and branches but also removing erosion control structure, placing signs over the seeding signs and also removing flags for the final trail bed itself.

Yard further reported that the final phase of this project is nearing fruition and residents’ homes bordering the affected areas of the Pueblo Canyon Pilot Project Trail have been given notifications of the impending work. This Pilot Project Trail will have to include new trail-head identification as well as posts marking this trail at every tenth mile. The committee has chosen aged-cedar poles for the markers, to blend in with the natural landscape to preserve the natural beauty of the canyon. Reseeding continues in earnest to take advantage of the moisture from the prolonged monsoon, and preserve soils in affected areas.

It is important to understand that the recording of this trail and the marking was direct result of the stop work order the board received seven weeks ago and pertained to usage of motorized maintenance only. This motorized work permit at this time is either in hand, or soon will be, and there may be some work done with the small tractor.

Director Yard reported that the Board is holding a town hall meeting on September 8th where resident can air concerns, and ask questions as to the Pueblo Canyon Pilot Project, and future plans to maintain greenbelts within the community. Additionally, guided walks of the Pilot Project are available for anyone to attend on both Saturday August 23rd and Sunday August 24th; residents should meet at the trail head at the intersection of Vista Grande and the rail Road tracks. Information, maps, concerning the Pilot Project were posted on the www.eldoradosf.orgwebsite.

Stables Committee:

Vice President Henline reported that there was no committee meeting this month. She reported that the next meeting is Thursday Sept 25th. She reported that John Hays is reviewing current stable rules and comparing them to previous ones. Hays believes the Board can immediately initiate a “Not Member in Good Standing” when rules are not obeyed. Letters should announce this by the beginning of September and become effective immediately for those who haven't signed rules, submitted insurance, fixed corrals as per inspection or paid any ECIA bills. Additionally we can post signs on those barns. Other relevant points are as follows:

  • We are waiting to confirm that via County and NMED that horses cannot be buried on the grounds.

· If stables cleared, property reverts to AMREP. Also, the amount of taxes (or a portion) paid on the stable property should be paid by the barn owners.

· No serious violations although one owner moves her horse back and forth between corrals which is prohibited. This is not happening now.

  • Weeds are a constant problem, especially with recent rains.
  • Two corral panels on common property need to be fixed.

· Speeding signs at a cost of around $500 are to be ordered, with a bit more for installation, so that they are portable and can be put in the middle of the road to stop speeders.

Sustainability, Planning and Education Committee:

Vice President Henline reported that Steve Rudnick has resigned as chair of the Sustainability, Planning and Education Committee. Additionally she reported that the ECIA plans to disband this committee at August meeting. A charter for Community, Planning and Education Committee has been developed and circulated to Board for comment. Hopefully final changes can be made during working sessions in September so that the charter can be approved.

Election Committee:

Director Calzada reported that the Election Committee met on Wednesday, August 13, 2014 to continue their extensive review of the Committee's Policies and Procedures. That process is nearing completion and will then be forwarded to the Board for review and approval. The Committee should be commended for their thoughtful, comprehensive approach in executing and completing this project. The Committee completed the revisions to their Mission Statement and Charter for review and approval by Board Motion at the August 21, 2014 monthly Board Meeting. The Committee is continuing work on analysis of the possible institution of a scan ballot election process. Vice Chair Joe Lowey is serving as the lead in this project and is working with the appropriate County representatives to move research of this topic forward. The Election Committee meets again on Wednesday, September 24, 2014 from 2-4 pm in the Community Center Conference Room.

Architecture Committee:

Vice President Henline reported that at the last two meetings a total of approximately 25 distinct plans were acted upon. (See staff report for more details.) She stated that these generated several variance requests. The large carport was examined and the AC decided to treat the small building attached to the rear as a small accessory building and as such did not need a variance. Several outstanding problems stem from Ruud request for fence 19 feet into setback and a driveway moved from secondary road to Monte Also.

She additionally reported that the ECIA Board is considering routine allowance of max of 8 foot fences to screen RVs. Lastly she reported that the Solar Working Group has met twice to consider information they have received before consolidating that information and perhaps recommending a solar policy to the ECIA Board.

ADHOC IT Committee

Vice President Henline reported that they met on August12th and one consideration is keeping information current in ACCESS database and DocRecord database - i.e. such changes as phone number, new home owner, etc. Since databases don't have convenient methods for automating synchronization, a manual form will be used to transmit information that comes into the office from DiAna to Marilyn to Mark and Karen to get into the QuickBooks, Access and DocRecords databases. Other relevant points that were addressed were as follows:

  • Scanning and entering records into DocRecord is proceeding smoothly.

· The RFP for copying of large documents is awaiting information before it can be sent out. Actual format for the scanning contractor to use for information to be put into each large document record is under discussion so that the document can then be properly put into DocRecord database.

  • GM computer has been backed up and cleaned up. More robust UPS installed the week of August 4.

· Preliminary report on document retention to be presented to F&G committee. Development of employee IT policy has not started, but suggested policy has been submitted by Daniel Fiverson.

· Group discussed a routine set of visits for Daniel Fiverson rather than just to put out fires and this is being looked at by Daniel and committee.

· Physical inventory of computer equipment done by Raven. The possibility of buying and replacing some computers each year or periodically rather than all at once was discussed. This way, the costs would be spread over several years and a trickle down of equipment could be done.

OLD BUSINESS

NONE

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-08-61 Vice President Henline moved that the ECIA reconsider the denial of the variance request at 21 Juego Road (Stephen Ruud) to allow for a 19 foot encroachment of his fence into the roadside 50 foot setback. When a vote was called there was a tie with 2 in favor and two opposed with both Director Yard and President Ryen abstaining from the vote. The motion did not carry.

2. 14-08-62 Treasurer Handy then made a motion to approve of the same variance request at 21 Juego Road with the stipulation that the resident shall be required to remove the 19 feet of fence that encroached in the setback, when the homeowner either sold the home or moved from the home. This motion was seconded by Director Yard and passed with a vote of 4 in favor and 1 abstention. Director Henline abstained from the vote.

3. 14-08-63Vice President Henline moved that the ECIA deny the variance request to allow for a new driveway access off of Monte Alto Road, from the original access from Altura road. The Variance is being denied because Altura Road is the obvious secondary Road and Monte Alto Road is the primary road. Access from driveways to secondary roads is required under the covenants and is deemed much safer as compared to primary roads. This motion was seconded by Director Yard and passed unanimously with 5 votes in favor.

4. 14-08-64 Vice President Henline moved that the ECIA approve of the variance request at 36 Altura Road (Matthew Berning) for structural encroachment of a new garage 32 inches into the 20 foot side setback with the following stipulations:

1. All lighting shall be shielded downward.

2. Applicant shall notify neighbor at 34 Altura Road of project and date it will come before the ECIA board.

This first variance is being recommended because lot characteristics do not allow for a better location for the garage and the encroachment is very small. This motion was seconded by Treasurer Handy and passed unanimously.

5. 14-08-65 Vice President Henline then moved that the ECIA deny the variance request at 36 Altura Road (Matthew Berning) to allow for the use on non-compliant metal fascia on this structure. The second variance is being denied in order for the Architecture Committee to review the amount of metal fascia being used. This motion was seconded by Treasurer Handy but failed with 4 voting against this motion and Vice President Henline abstaining from the vote.

6. 14-08-66 Vice President Henline then made a new motion to approve of the variance request to allow the use of 90 linear feet of the metal fascia at 36 Altura Road. The use of this metal fascia required a variance due to the fact that such metal as a building material was only allowed in Mexican Colonial Style homes but this home was of the Spanish Pueblo style. The Architectural Committee, however, recommended approval of this material due to the fact that the material will be epoxy powder coated in a dark reddish color and the committee did not feel that this would be impactful and was in keeping with this homes more contemporary interpretation of the Spanish Pueblo Adobe style. This motion was seconded by Director Yard and the motion passed with 4 in favor and Vice President Henline abstaining from the vote.

7. 14-08-67 Vice President Henline moved that the ECIA approve of the variance request at 4 Verano Way (Nancy and Charles Kittredge.) This variance is required to allow for a metal spiral staircase attaching to a deck between house and studio. This staircase is already installed without a variance. A variance is need due to the restrictions under section 7 of the covenants relative to not allowing exposed metal in homes. Approval is recommended with stipulations that will mitigate the non-conforming structure and not be contrary to the intent of the covenants. The following stipulations apply:

1) Resident shall screen the staircase with 6 foot tall coyote fencing as shown between house and studio, stringers inside,

2) Resident shall not use screen fabric as proposed as this is not an appropriate material for screening.

3) Resident shall consider 2 additional screening items along the edge of the deck: a) extend the stucco of the house across the deck between the two structures for further screening and/or b) use half-round coyote fencing in front of railing as shown on submission to further screen staircase. Before implementation of a) or b) resident shall file plans with ECIA office.

4) Resident shall construct a railing on top of existing deck area so as to meet all local building codes and resident shall get the required permits for this work. Copies of permits to be filed with ECIA office.

This motion was seconded by Treasurer Handy and passed unanimously.

8. 14-08-68 Vice President Henline moved that the ECIA accept the resignation of Steven Rudnick as the chair of the Sustainable Planning and Education Committee. She further thanked him for his service in this capacity. This motion was seconded by Treasurer Handy and passed unanimously.

9. 14-08-69 Vice President Henline moved that the ECIA Board formally dissolve the Sustainable Planning and Education Committee due to changes in attendance and interest of community members. She thanked all members for their service. This motion was seconded by Director Calzada and passed unanimously.

10. 14-08-70 Director Calzada moved that the ECIA accept the proposal to adopt the revised Election Committee Charter. This motion was seconded by Vice President Henline and passed unanimously.

11. 14-08-71 Treasurer Todd Handy moved that the ECIA Board accept the amendments to the June Board meeting relating to fiscal and IT management. This motion was seconded by Director Calzada and passed unanimously.

12. 14-08-72 Treasurer Todd Handy moved that the ECIA Board approve of the new signatories for the Edward Jones Account. This motion was seconded by Director Calzada and passed unanimously.

13. 14-08-73 Treasurer Todd Handy moved that the ECIA Board approve of the 2015 Budget schedule. This motion was seconded by Vice President Henline and passed unanimously.

14. 14-08-74 Secretary Gershon Siegel moved that the ECIA Board change the Architectural Guidelines to allow for 8 foot tall screening fences for RV’s in Eldorado. This motion was seconded by Director Calzada. After extensive discussion on potential issues with previously approved fences at 8 feet in height, that had removal stipulations attached to them, it was decided that it might be best to have the Architectural Committee and CCR, Mark Young, further review the wording of such a Guideline change. Secretary Siegel then withdrew this motion from the floor.

FINAL ORDER OF BUSINESS:

There was no further business.

The meeting was adjourned at 8:50 PM

NO EXECUTIVE SESSION:

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________


___________________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

July 17th, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, July 17th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00pm

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President) Pam Henline (Vice President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director), Greg Colello (Director). Staff member present was Mark Young

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor of these changes to the Agenda and it was accepted unanimously.

ANNOUNCEMENTS:

President Ryen apologized to those present for the two pool closures this season and pointed out that they may have been due to power surges. He stated that the staff was doing all they could to keep the pool open and there is a chance that the pool season may be extended some due to these recent closures.

President Ryen also announced that the search for a new General Manager was moving ahead with 24 applications received to date. With an application deadline of July 23rd, the special Ad-Hoc hiring committee will soon be narrowing down the field and forwarding the top candidates to the Board for further review.

RESIDENTS:

There were approximately 7 residents attending the meeting.

OPEN FORUM

Resident Ray Nichols was the only person to address the Board and asked about the status of the chicken suit. Treasurer Siegel explained to Nichols that the defendants had filed a docketing statement at the end of June. This filing is the first step in starting the appeals process that is looking to overturn the Summary Judgment that is now demanding that they remove their chickens by September 30, 2014. A stay in that directive has been also filed that, should it be granted, allow the defendants to keep their chickens past that date should the appeal process still be in motion. The stay was agreed to by the ECIA attorney on condition that the defendants each post a S1K bond, guaranteeing they would not add any chickens to their flock. The defendants’ attorney has requested from the presiding judge to waive the bond and is awaiting a decision. Nichols inquired as to whether legal fees would be reimbursed to the ECIA. President Ryan said this would be discussed and that the appeal process could go into the late fall.

Director Calzada made a motion to approve the consent agenda as written. This motion was seconded by Vice President Henline. The motion passed unanimously with 6 in favor.

1. 14-07-51.1 Motion to approve of the Minutes of June 19th, 2014 Regular Board Meeting

2. 14-07-51.2 Motion to accept June Treasurer’s Report.

3. 14-07-51.3 Motion to accept June Staff Report.

4. 14-07-51.4 Motion to accept Ad Hoc Technology Committee Charter

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

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported that the Finance Committee had met on July 9th and they had a quorum. They discussed the status of the General Manager recruitment process, composting project, digital data preservation process and Treasurer’s Report. They also made a recommendation to the Board to continue to work with the existing bookkeepers and auditors going ahead into 2015. He further reported that they are looking into a financial document preservation project, as well as a formal policy for archiving the older records that are at the ECIA. Lastly he reported that the committee has performed their annual procedures audit and will be reporting back to the Board on their findings.

Information Committee:

President Ryen reported that the Information Committee met on June 24th with Frank Shober presiding and four members present. The Committee agreed to grant permission to the EAWSD to reprint certain articles from the Vistas and discussed more extensive distribution of print copies of the Vistas to area businesses and institutions. Display stands for this purpose have been ordered.

The committee continued its ongoing discussion of improvements to the website and discussed the possibility of publishing a new edition of “Windmills and Dreams,” the History of Eldorado which us now out of print. Finally the committee brainstormed content for the August issue of the newsletter.

Faculties and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee met on July 9th and discussed pool repair issues, pool vacuum issues, parking lot lighting remediation issues. They also reported that the new playground equipment has arrived at the ECIA but is not yet installed. Additionally she reported that here has been security upgrade to the Heritage House (proper name?) and that the landscaping sub group of the committee met and will soon be starting the island portion of the landscaping plans. Lastly she reported there will be a meeting with county officials on the status of further hike/bike path work. The next meeting is scheduled for Wednesday, August 6th.

Road Committee:

Secretary Siegel reported that President Ryen met with the county commissions on June 24th to let the commissioners know the community is fully behind the upcoming Herrada paving. The Herrada paving is supposed to be fairly high up on the agenda.

It appears, but it is not entirely certain, that the County has accepted the $1.2 million bid from Mountain Construction for the Herrada paving project. This amount is about 300K over what was originally estimated and set aside by the County for this project.

To cover this shortfall, the monies set aside (from a 2010 bond passed by the community) for the Amistad and Bueno Venture paving projects will be used for Herrada.

According to County attorneys, that Amistad/Bueno Venture paving bond just says road improvement in Eldorado. It doesn’t specify which road is to be improved so they believe there shouldn’t be a problem to move those monies to Herrada.

In addition, there was another 151k taken from the State’s 2013 budget that was earmarked for the County and Eldorado road maintenance. And then in this year’s state budget yet another 100K was set aside for the County, also earmarked for Eldorado. The caveat for the State’s $251K is that it is supposed to be used for road maintenance rather than capital improvement. However, it appears that if push comes to shove, it can go to this Herrada project.

The sequence for this project going forward is that the County approves the money, they then sign the contract with the company doing the construction and the construction company begins the project.

President Ryen says it then should take another couple of weeks before construction begins. However, he cautions that this is New Mexico and things can take longer than previously believed.

President Ryen updated his estimation of the Herrada project, saying he believed construction should begin by late September.

Conservation Committee:

Director Yard reported that the Conservation Committee had met on July 1st and the committee continues to work on the Greenbelt Test Pilot Project, which has upset some local residents. He reported that due to this resident opposition the County issued a cease work order and while we have been able to continue handwork on the trail, further work with the Kubota will require a county permit. He further explained that the ECIA would be working on submitting the permit application and that one of the requirements of the County will be placing makers every 1/10 mile along the trail for emergency response location reasons. He further pointed out that we will be working with the County to get the needed County regulations with respect to such a trail. It was also pointed out that there has been some vandalism by residents in opposition to the trail in terms of placing rocks and debris in the pathway. This is felt to be a possible safety issue and could make the ECIA liable if someone was to get hurt. Director Calzada suggested that the Board post a “Cease and Desist” notice on the website in an effort to avoid liability for anyone who is injured as a result of the “monkey wrenching.” The Committee will be discussing this and other issues at their next meeting on August 5th.

Stables Committee:

Vice President Henline reported that there was a Committee meeting on June 26 that was well attended with 13 people present. Various issues that were discussed are as follows:

  • Some discussion on signage and need for some additional speed signs.
  • Information on automatic gate is under investigation and would have to go to the finance committee.
  • Barn members are preparing for an open house on Aug 2, 10 AM - 1 PM with refreshments and pony rides.
  • Still having a problem with one light not coming on after dark.
  • A few bills still not paid and a good many people still have paperwork to turn in, including insurance liability.
  • There were no riders in July 4th parade.
  • Lower arena was worked by Ken Blake.
  • Weeds continue to grow!!!

· Several complaints with one serious violation of horse located illegally being pursued. Others have been handled with no real problems.

Sustainability, Planning and Education Committee:

Director Colello reported that an informalmeeting held to discuss charter/purpose etc. on June 25, 2014 and a draft charter is under development with the second draft ready for the Board to review.

The new committee name is proposed to be Community, Planning, and Education Committee (CP&E). He reported that this group would be picking up where SPEC left off and would be acting as a liaison to the county in terms of implementation of the Santa Fe County land use development codes.

Election Committee:

Director Calzada reported the Election Committee had met on June 30th and that possible new election policy procedures were reviewed with Joe Lowey getting formal ballet box training. She further reported that Director Colello will be working on developing a side by side analysis of paper ballets versus electronic ballets and review this with the committee.

Solar Working Group

Vice President Henline reported that the Solar Working Group had a solar forum on July 10th which was well attended by numerous professionals in the solar industry as well as Craig O’Hare from the county, Monte Ogdahl and independent consultant and Rob Althouse from Solarwise Santa Fe.

Architecture Committee:

Vice President Henline reported that the committee met on June 24th and July 8th with a total of 18 plan submissons and 13 being approved and one requiring a variance due to non-compliant materials. There was one plan that was modified so that it would not require a variance. Also discussed was the need for all plans to be submitted electronically as a pdf or jpg and in the maximum size of 11 X 14. Lastly the CCR reported that the Solar Working Group had held a workshop on July 10, 2014 that was very informative, mostly from viewpoint of installers. There were Santa Fe County members there to comment on their viewpoints as well.

OLD BUSINESS

1. 14-07-52 Director Yard made a motion that the ECIA Board deny the home business application, of Lisa and Bill Salopeck, residents of 1 Joya Court. The applicants are entitled to reapply for this variance when the following two requirements are fulfilled:

A. Board receives a copy of the county license granted to applicant for a home business for profit, with live animals.

B. Receipt by the Board of legal opinion from Esq. John Hayes in reference to the ability of the ECIA board granting such a request, given current ECIA Covenant and By Law’s regarding home business, for profit, with animals.

This motion was seconded by Treasurer Handy and it passed unanimously.

2. A motion was made by Secretary Siegel that the Road Committee Charter be approved and this motion was seconded by Director Calzada. After some discussion, however, it was decided that the motion should be withdrawn and moved to next month’s Board meeting. All were in agreement with this motion withdrawal and Director Siegel withdrew the motion.

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-07-53. Director Calzada made a motion regarding use the of 2 Hacienda Loop house. This motion was seconded by Treasurer Handy and passed unanimously.

2. 14-07-54. Vice President Henline made a motion that the ECIA Board appoint Tara Debevec to be a member of the Eldorado Stable Committee. She meets all requirements as stated in the Eldorado Stable Rules. This motion was seconded by Treasurer Handy and passed unanimously.

3. 14-07-55. Vice President Henline (Was this Henline or Yard’s motion???) made a motion that the Board accept the Architecture Committee's recommendation to allow the variance which has been applied for by Gregory Parish at 31 Moya Loop. This Variance request is to allow for an 8-foot tall wood fence, total 36 feet in length, including 5 foot high gate in order to screen an RV. Due to the maximum allowable height of fences in the Covenants being 6 feet, a variance is required, This covenant requirement is detailed as follows:

13. Fences and Walls

Fences and Walls Height:

1. The maximum height of a fence or wall shall be six feet.

This variance is being recommended because an 8 foot fence will more adequately screen the home owner's RV so that the vehicle is less visible to the community. The following stipulations apply:

a. All stringers are placed on the inside of the fence

b. Resident shall extend the screening on the east/southeast side of the RV

c. When the home owner no longer keeps or has the intention of keeping an

RV, or when the property is put up for sale, the fence will be removed or

lowered to 6 feet.

This motion was seconded by Treasurer Handy. After some discussion over the fact that this house was currently on the market, and the fact that a buyer could also own an RV requiring screening, Director Yard moved to withdraw her initial motion. Director Yard then restated the motion adding the following stipulation d: Resident and Seller may apply to the ECIA, on behalf of the buyer, to have the fence remain on the lot. This motion was restated by Director Yard, seconded by Treasurer Handy and passed unanimously.

4. 14-07-56 Vice President Henline made a motion that the ECIA Board of Directors should decline the variance request which had been applied for by 2 Moya Place residents Nancy Wood and Robert Johnson. This Variance request was to allow for T-111 siding to be used on the backside of a carport. This required a variance due to the fact that the Current Eldorado Architecture Guidelines require that any large accessory structures are also made of approved building materials, which T-111 is not. After some discussion with the resident present, the Board determined that it would be wise to not decline the variance but rather to table the variance request, pending further review and a site visit. Vice President Henline then moved to withdraw her motion as a denial and then restated her motion to table this variance request until Board members could get out to do a site visit to the property. This motion was seconded by Director Colello and passed unanimously.

5. 14-07-57 Treasurer Handy made a motion to amend the April 2014 edition of the ECIA Employee Manual, Chapter IV, Section 1, Sub-Section B, and Paragraph 3: Holiday pay, by deleting the words “full-time” from the paragraph. The purpose of this amendment is that by deleting the above mentioned words is to allow ECIA to pay ALL employees working on a holiday at the state rate of 1 ½ time his/her normal pay. This motion was seconded by Vice President Henline and passed with 5 in favor and only DirectorCalzada was opposed to the motion.

6. 14-07-58 Treasurer Handy made a motion that the ECIA Board of Directors recognize the previously acknowledged practice of "comp time" for ECIA employees accrued through April 17, 2014 and staff to continue the use of such time until December 31, 2014. All unused accrued "Comp Time" as of this yearend date will no longer be allowed. The purpose of this motion is to recognize that with the implementation of the April 2014 edition of the ECIA Employee Manual, several previously accepted "benefits" were removed from the benefits package provided to ECIA employees. The accrual of "Comp Time" was one of the benefits that previous administrations recognized and allowed, and therefore the Board has determined to recognize the balances accrued as of 4/17/2014 and to be disallowed after 12/31/2014. This motion was seconded by Vice President Henline and passed unanimously.

7. 14-07-59 Director Calzada made a motion that the ECIA Board of Directors should both approve and accept both the information and instructions sheet for Nomination Petition for Board of Directors for a Term Expiring May 7, 2018, as submitted by the Election Committee and represented by the documents on file with these minutes. This motion was seconded by Director Yard and passed unanimously.

FINAL ORDER OF BUSINESS:

There was no further business.

The meeting was adjourned at 8:50 PM

NO EXECUTIVE SESSION:

Submitted By:

Gershon Siegel, Secretary ___________________________Date: __________________________

_____________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

June 19th, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, June 19th, 2014 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00pm

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President) Pam Henline (Vice President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Directore), David Yard (Directore), Greg Colello (Director). Staff member present was Mark Young

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting with the addition of two new items under New Business, specifically one regarding the Employee Confidentiality Agreement and one dealing with the approval of funds for a new kiddie pool heater. All were in favor of these changes to the Agenda and it was accepted unanimously.

ANNOUNCEMENTS:

· President Ryen announced the ECIA has actively launched a search for a New General Manager on a nationwide basis and that there is a deadline of July 23rd established for applicants to apply. He also stated that the ECIA is also considering proposals from management companies in this search.

· President Ryen announced that every member of the ECIA Board has signed an agreement to serve and this will be posted on the website.

· President Ryen reported that there had been recent roadwork done on Avenida Azul and Caliente Roads, and urged residents to be patient while they are completed. He also stated that the work on Herrada Road should begin within the next 30 days.

· Lastly President Ryen reported that the ECIA was actively working with County officials on the Greenbelt Pilot Project and that the Conservation Committee will be re-evaluating the status of the project and reporting back to the Board with their proposal. In the interim, the ECIA has the approval of Santa Fe County officials to do hand work on the trails. No further mechanical work will be done at this time, pending the committees working with the county on this issue and obtaining any needed approvals.

RESIDENTS:

There were approximately 23 residents attending the meeting.

OPEN FORUM

  • Jim Warwick , of the New Mexico State Preserve Trust Land Office came to inform the community about the fact their office oversees over 9 million acres of public lands, which are administered by the Commissioner of Public Lands. He further pointed out that these lands are held in trust for the beneficiary of the Public Schools, Universities and Hospitals and that in 2013 over 850 million dollars of revenue were generated by proceeds from grazing, mining, oil and gas and other sources. These monies help to keep New Mexico’s taxes low and provide many acres of land on which to recreate. He pointed this out due to the fact that there are State Preserve Trust lands bordering the west side of Eldorado and that residents needed to be aware that in order to recreate on these lands, they were required to purchase an annual $25.00 permit from the Land office. On these public lands with a permit, residents can walk or bike. No motorized vehicles are allowed in these lands. He lastly pointed out that there are two actual entrances to these lands with one at the end of Avenida Vista Grande and Avenida Eldorado.
  • Resident Charles Smith spoke to the Board regarding how he did not understand how the Greenbelt Pilot Test Project got so far along with communicating with residents about this project. He further stated that community input should have been gathered before any work was done and he asked to meet with the Board President at length to discuss this further.
  • Resident Robert Johnson spoke in favor of the work being done in the Greenbelt Pilot Test Project and thanked the Board for taking the needed actions to improve the quality of the trails in the Greenbelt, making them more enjoyable for an older person. He further feels that this work will have a positive impact on real estate values.
  • Resident Nancy Wood also spoke in favor of the Greenbelt Pilot Test Project and said that the conditions of the trails in the Greenbelt by her home on Moya Place were terrible and that she feels this will be an asset to the community when completed.
  • Resident Joyce Hammond stated that she is not in favor of the trail work in the Greenbelts and that she is still upset about the lack of public notification with regard to this project.
  • Resident Lynn De Martin stated that she feels that there are already enough walking paths in Eldorado and she feels that what has been done is not a best practice; the seedlings will not grow and will be choked out by weed species. When she questioned how such a project could get approval by the Board and why this was not publicized on the website, President Ryen pointed out that since there was no expenditure of funds for this project, and it entailed all volunteer labor, that this was not required to go through the normal financial approval channels. Director Calzada pointed out that all committees did post their agendas on the Eldorado website, in advance of all meetings.
  • Resident Eduardo Krasilosky asked the Board to consider two motions at their next Board meeting in an attempt to improve communications. These motions are attached to these minutes and deal with adding a Community Opinion Page to the Vistas and adding aCovenant Implementation and Community Conflict Resolution Committee to help resolve violation conflicts. President Ryen explained to Resident Krasilosky that motions are not accepted from the floor except at the annual membership meeting and thank Krasilosky for his input.
  • Steve Taratula addressed the Board on his concerns over the fact that a month ago there were over 400 Eldorado residents behind in their assessments and he wanted to know what actions were being taken with regard to these delinquent residents. Treasurer Handy pointed out that at this time the number of past due accounts is down to 182 residents with 50 or so that are the most problematic. He further stated that the ECIA follows a formal set of procedures in trying to collect late assessments.
  • Residen t John Parker spoke on behalf of the Conservation Committee and pointed out that the committee, via volunteer labor, has been doing a lot of great work in the preserve and some in the Greenbelt, in conjunction with the Scouts and volunteers for many years. He apologized for the fact that the Greenbelt Pilot Project morphed into a more substantial project when it was determined that we could use some ECIA equipment to assist in this project. There should have been more effective communications in the early stages, according to John. He ended by stating that the trail systems in Eldorado are a great asset to the community and that this work in process will be a community asset when completed.
  • Resident Cherry Payne and Conservation Committee Co-Chair, apologized to all in attendance on behalf of the Conservation Committee and said that this had been a learning experience. She also pointed out that the trail still requires hand grooming at this time, which is allowable by the County. She further pointed out that the Committee is working with the county on getting all the necessary permits to complete the project. She further said this will be discussed at the July 1st Conservation Committee meeting and all were invited to attend to provide input.
  • Resident Claudia Daigle spoke on the importance of informing residents on projects such as the pilot project so as to maintain transparency in the community. She then went on to discuss her opinions relative to the ECIA and ground based solar systems and emphasized in her opinion that under current NM Solar Laws that the ECIA can not allow ground based solar arrays. She further discussed her opinion on the Solar Working Group and that she should have been asked to be a member of this working group. She completed her comments stating that she has circulated US Dept. of Energy Study results to the Board and ECIA staff to support her opinions about solar regulations in Eldorado.
  • Resident Patrick McGee Russell stated that he was not pleased with the work in the Greenbelts and feels that the project is ill advised and that he and other residents should have been make aware of this project. He further went on to discuss the fact that the goats should have been brought into the greenbelts for fire control. He said as a biologist, he is concerned about the health of the local coyote population, especially the domestication of the coyotes from breeding with domestic dogs. He feels that there should be a different approach to managing the coyotes of Eldorado. President Ryen pointed out that the ECIA could not allow for the goats in the Greenbelts this year due to the fact that the goat contractor is not carrying the required liability insurances, as required by all contractors of the ECIA.
  • Resident Stuart Kastle stated that he was very happy with the work being done on the Greenbelt test pilot project and that he appreciates the work of the Conservation Committee in this project as well as the support of the Board in this project.

Treasurer Handy made a motion to approve the consent agenda as written. This motion was seconded by Director Calzada. The motion passed unanimously with 6 in favor.

1. 14-06-39.1 Motion to approve of the Minutes of May 15th Regular Board Meeting

2. 14-06-39.2 Motion to accept May Treasurer’s Report.

3. 14-06-39.3 Motion to accept May staff report.

4. 14-06-39.4 Motion to approve of Variance Request at 2 Demora Court (Oden) to build and addition inside the roadside 50 foot setback.

5. 14-06-39.5 Motion to approve the Variance Request at 9 Torneo Road (Deutsch) to allow for existing large accessory structure to remain more than 15 feet from the house.

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

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported that the Finance Committee held its regular meeting this past Wednesday and that they were preparing for the general audit. Additionally, he said the Committee is continuing to work on the R & R Schedule and they are considering creating an Ad-Hoc Information working group to review information processing at the ECIA.

Information Committee:

President Ryen reported that the Information Committee met on May 20th with 4 members, including a staff liaison, board liaison and a guest present. He reported that the primary topic of the review of the website and ideas to prepare its usefulness. The Committee agreed that the site has three basic functions:

  1. To provide information from the Board of Directors and committees to ECIA members and Eldorado residents;
  2. To support home and property values in our community, and;
  3. To offer links to ECIA and other community resources.

It was also noted that many ECIA members have requested greater interactivity. The group reviewed some of the functionality of the website and determined that some items were buried too deeply; that outdated items are not regularity removed; that many items are undated; and that additional graphics would make the site more inviting.

The Committee will continue to review and tweak the website through the summer. Finally the Committee brainstormed content for the July Vistas which will be available for the Fourth of July Celebration at the Community Center.

Faculties and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee had met in June but there was not a quorum so actions could not be taken. They did, however, discuss the new playground equipment that would soon be coming to Compadres Park.

Road Committee:

Secretary Siegel reported that the next meeting of the Road Committee will take place on Monday, 23rd at 6pm.

Conservation Committee:

Director Yard reported that the Conservation Committee had met on June 3rd and additionally has met with County Officials, as well as the County Fire Division. He said it was learned that in the Greenbelt Pilot Project area, the ECIA is going to be required to place mileage markers every 1/10th mile for emergency response requirements. In addition the committee will be working with the county on a maintenance permit so that the ECIA can continue their work on the test pilot project with the Kubota Tractor. Director Yard feels that it is the Board’s responsibility to help maintain the Greenbelt trails and help to protect the dangers of wildfires in the greenbelts. Director Yard concluded that the current Greenbelt Project deserved the support of the Board.

Stables Committee:

Vice President Henline reported that there was no committee meeting in June yet with the next meeting scheduled June 26th. First stable inspection was held May 13th, she noted, with follow up inspections on June 19th. Seven people still owe on water/manure bills due by June 27th. A good many people have not returned all of required forms, including evidence of insurance. We will have to decide on penalties, she added. Two new NM liability signs installed. Some weeding has happened but several complaints as the weeds are growing steadily following rains. One electrical outlet was not working and need to be fixed and do follow-up on overall electrical. Compost has been watered down twice this month. A large hose was left out and grabbed by horse, causing damage. She issued a call of caution about leaving hoses near a corral. Ken Blake is supposed to turn soil at the lower turnout. Riders want to support the 4th of July parade but don't want same dangerous situations as caused last year by goats. However, there are no goats in the parade this year and if needed, ECIA can patrol and use signage to keep horse staging area safe. Lastly, she reported that one complaint had been logged.

Sustainabiity, Planning and Education Committee:

Director Colello reported that no formal meeting was held but that the Chair and Vice Chair did meet recently to determine the future of SPEC. They are going to hold a meeting on June 25th and discuss the possibility of creating a new Charter and may be planning a public forum in September or October of this year. They may come back to the Board with a revised Charter and Mission Statement after their meeting of June 25th. He said here was discussion on the need to publically notify the community of the June 25th meeting and it was agreed that it should at least be posted on the web events calendar.

Election Committee:

Director Calzada reported the Election Committee had met and later in the meeting will be discussing the appointment of two members to the committee as well as some reassignment of positions within the committee. They will be meeting on June 30th and working on paperwork relative to upcoming elections. It also was reported that member Elizabeth Ebner had resigned from the committee.

Solar Working Group

Vice President Henline reported that the Solar Working Group was planning a July 10th roundtable discussion and would be discussing new solar technologies at this round table meeting with representatives from the state, county and solar installation companies.

Architecture Committee:

Vice President Henline reported that there were nine items on the agenda of 5/27 with seven approved some with stipulations. One item was tabled for more info. An RV screening site visit in setback was held on 6/2. The AC is awaiting the results of the Solar Open Forum and thus it was decided that further detailed Guideline reviews should wait until the fall. The committee voted to allow for the ECIA Staff to approve basic Architectural plans such as re-stucco plans, without having to go to the Committee for review when such plans are well within the covenants or there is no issue of compliance or any architectural issues that would require the review of the committee. This would include re-stuccoing a home with a compliant stucco color or allowing for new windows if they were to match the existing windows in the home. All were in favor of this change and the vote was unanimous.

The next open forum on solar would be July 10th at 5:30 PM at the ECIA with the topic of new solar technologies, solar installation polices details on installation procedures and a host of other topics. After much discussion about whether residents should be able to provide questions for the guests attending, it was decided that if resident want to ask specific questions for the guests present that they should forward these to a solar Working Group member for them to review and possibly include. It was agreed that the open forum will be advertised on the web site and marquees in advance of the July 10th date.

The 6/2 site visit proved inconclusive as the owner had no information on lot lines, setbacks, etc. Four items approved and one sent on to board with approval of variance.

Seven items were on the agenda on 6/10. The committee voted to not recommend variance on Joya Ct for the RV screening into setback. Additionally a ramada plan was tabled for lack of details. Four items were approved and one variance sent on to board with recommendation to approve.

The committee discussed the revised forms and asked one minor revision to the Plan Submission form. In addition, there came up discussion about the role of the ECIA in terms of regulating the size of solar arrays. There are opinions that feel that our current procedures help to protect the beauty of Eldorado and others that believe we should not be regulating them so much. There was only discussion and no consensus among the committee.

OLD BUSINESS

1. 14-06-40 Director Yard made a motion to table the In Home Occupation request at 1 Joya Court (Salopek) due to the fact that the previous request had not been met. This motion was seconded by Treasurer Handy and passed unanimously.

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-06-41 Vice President Henlinemade a motion to approve the Variance request at 12 Balde Road (Ooley) to build an 8-foot wood screening fence to screen her RV. This motion was recommended by the Architecture Committee due to the fact that this fence will more adequately screen the RV making it less visible to the community. The stipulations of this recommendation that apply are as follows:

a. All stringers are placed on the inside of the fence;

b. When the homeowner no longer keeps or has the intention of keeping an RV, or when the property is put up for sale, the fence will be removed or lowered to 6 feet.

This motion was seconded by Treasurer Handy and passed unanimously.

2. 14-06-42 Director Calzada made a motion to approve the security equipment (e.g. cameras, alarms) for the Community Center. This motion was seconded by Treasurer Handy and passed unanimously.

3. 14-06-43 Director Siegel made a motion to appoint Juliet White to the Information Committee. This motion was seconded by Director Yard and passed unanimously.

4. 14-06-44 Director Calzada made a motion to appoint Bette Knight and Carol Lachman to the Election Committee and Jean Crawford as an alternate to the Election Committee. This motion was seconded by Treasurer Handy and passed unanimously.

5. 14-06-45 Treasurer Handy made a motion that the ECIA Board recognize the request of our bank, First National Bank of Santa Fe, to list the current check signers for the ECIA accounts. The following are recommended as the current list of check signers: Dag Ryen, President, Pam Henline, Vice President and Todd Handy, Treasurer. This motion was seconded by Director Yard and passed unanimously.

6. 14-06-46 Treasurer Handy moved that the ECIA Board recognize the request of our investment broker, Edward Jones, to list the current check signers for the ECIA accounts. The following are recommended as the current list of check signers: Dag Ryen, Acting President, Pam Henline, Vice President and Todd Handy, Treasurer. This motion was seconded by Director Yard and passed unanimously.

7. 14-06-47 Treasurer Handy made a motion to approve the change from a Debit Card to a Credit Card at Santa Fe National Bank. This motion was seconded by Director Yard and passed unanimously.

8. 14-06-48 Treasurer Handy made a motion to establish an ad hoc working committee on IT (Information Technology) for the ECIA. This motion was seconded by Director Yard and passed unanimously.

9. 14-06-49 Director Calzada made a motion to post the ECIA Employee Manual and ECIA Confidentiality Statement, with further direction that all current and future employees read and sign the confidentiality statement. Thus, those signed documents become part of the employees permanent personnel file. This motion was seconded by Treasurer Handy and passed with all 6 voting in favor.

10. 14-06-50 Treasurer Handy moved to accept the staff request to move monies, not to exceed $4000.00 to the current year to replace the heater in the Kiddies Pool. This motion was seconded by Director Yard and passed unanimously.

11. While no motion was made, Director Colello asked for advice on the ECIA considering using the County Scanning Equipment in the election process at the ECIA during future elections and voting. After some discussion, and the fact that this would be at no cost to the ECIA, it was determined that the Board was in agreement to allow for this electronic scanning system to be researched further. A comparison would need to be done with the current election processes, and that the Election Committee will be asked to do this research. Director Colello will report back to the Board on his findings.

FINAL ORDER OF BUSINESS

The meeting was adjourned at 9:24 PM

NO EXECUTIVE SESSION:

Submitted By:

_____________________________________________________ _____________________________________

Gershon Siegel, Secretary Date

Next Scheduled Meeting: Regular Monthly Board Meeting, 7pm, Thursday, July 17, 2014

__________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

May 15th, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, May 15, 2014at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:05 pm

DESIGNATION OF QUORUM:

The roll was called and the following members answered present:

Dag Ryen (President) Pam Henline (Vice President), Todd Handy (Treasurer), Gershon Siegel (Secretary), Jeanne Calzada (Director), David Yard (Director), Greg Colello (Director). Staff members present were Mark Young and DiAna Gutierrez.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor of these changes to the Agenda and it was accepted unanimously.

ANNOUNCEMENTS:

President Ryen announced that he had received a phone call earlier today from a resident who had seen a lot of cigarette butts in both the preserve and greenbelts and he wanted to remind all residents of the drought conditions we are in and of the danger in smoking in these areas. It was also reported that there was a lot of dog feces in these areas and President Ryen asked that all dog owners pick up after their dogs.

President Ryen announced that the 2013 Resident of the Year Award went to Fred Raznick. Mr. Raznick was present to accept the reward. Pres. Ryen relayed information about the state of the security company, explaining that ECIA has not canceled the ASI contract.

RESIDENTS:

There were approximately 40 residents attending the meeting.

OPEN FORUM

  • Cliff Wood – Question on amount spent on security. Treasurer Todd Handy tried to explain difference from website line item to mailed packet budget. Treasurer Handy clarified the large difference was due to Raven Hick’s salary not being included in one of the reports. Cliff pointed out that the amount is $11 per household per year.
  • Steve Solomon – Spoke in support of Eldorado Security services, pointing out that the older demographic would feel better if security were not cut.
  • Joe Durlack – Is the Board ready to cut security monies? President Ryen clarified the fact that this issue was still in the discussion phase and that the Board will likely have open forums on this issue in the future before any actions are taken.
  • Eduardo Krasiloski – Asked Board to change the corporate culture. Make serious efforts to engage the whole community to bring more humanity. He feels that the ECIA culture is heartless and only encourages Board members to leave their morality at home when they serve on the Board. He wants the board to develop a friendlier working environment.
  • Nancy Lehrhaupt – Supporting Raven and having security patrols. Asked for open forums on the issue of ECIA security.
  • Pat Hagan – Part-time resident. Supports security patrols. Asked to be better informed us about security situation. Asked for a report on what security does. Pres. Ryen explained ECIA nor ASI have no law enforcement authority andthat ECIA Security staff’s primary responsibilities of the was the protection of ECIA community owned properties and encouraged residents to always call the Sherriff in the event of an emergency.
  • Burt Koebl – A Neighborhood Watch Block Captain explained that Neighborhood Watch is to give us freedom from fear. He supports the current patrol by ASI. He also encouraged all residents to become members of Neighborhood Watch.
  • Marilyn Walker – Chair of Neighborhood Watch. Asked why ASI no longer responds to alarm calls. Pres. Ryen explained that ASI has not responded to alarms for a long time and that ECIA is looking at other security companies. Encouraged ECIA to consider other security alternatives if the cost of ASI is getting to expensive. Questioned the Board on the cost of the proposed security cameras. Pointed that ECIA Security patrols are a deterrent to crime and cameras will only capture the crime after it has occurred and that cameras were not a deterrent to crime. This point was debated between Board members Calzada and Handy and the resident. Director Colello questioned Ms. Walker as to whether Neighborhood Watch could act in a volunteer patrol capacity to help out. Ms. Walker stated that they had tried that and they generated little interest with such a program in the past. She felt Raven Hicks should be an active part of the security working task force and not just a consultant, due to his years of law enforcement experience. She encouraged all ECIA Board members to become block captains with Neighborhood Watch.
  • Robert Christie – Stated that ECIA communication is all one way. Proposing an editorial page in “Vistas” and on the website. What procedures can be put in place to improve communication and speak openly? Director Yard would love to see an op-ed on the website but not necessarily in “Vistas” since “Vistas” is more for public consumption. Pres. Ryen says that $200 can double the server space needed to provide public input. Director Calzada would like to see some opinion space in “Vistas” and on the website as well as quarterly town halls.
  • Judy Spain – Security is the one amenity that we can all use. Asked that the Board give careful consideration before changing the current security. Believes the patrols add to security and feels some residents should be part of the working security subcommittee. .
  • Jeanne Simonoff – Related an incident of a car break-in in her drive. Has a security system. VP Henline suggested that we might be able to have sheriff deputy spend more time in Eldorado.
  • Susan Aylward – Supports high quality security. Compadres has a lot of speeding and she believes that having the security truck present has acted as a deterrent. Director Yard suggests that NW is our best bet to add to security and also suggestedresearching the possibility of bonding Raven Hicks so that he can be more effective with helping out Eldorado residents in the case of emergencies.
  • Steve Taratula – Neighborhood Watch member asked if a law enforcement member on the Security Working Committee. He stated that there is very little sheriff liaison from ECIA, suggesting to increase it. Wants more people involved in Neighborhood Watch as well as a more comprehensive look at security needs before we spend a lot on hardware.
  • Nancy Wood - Asked what she could do to help out with respect to the security matter. President Ryen pointed out that the Board will hold a town hall open forum and encouraged her to attend, stating that the Board will also try to get the Sherriff’s department to attend this forum. President Ryen also pointed out that there has been a more noticeable presence of the Sheriffs in Eldorado this past year as evidenced by the increase patrols and speed control devices on the roads. Director Calzada reported that she feels any cameras would be a deterrent to crime and that the presence of the ECIA Security Patrols in Eldorado may be giving the Eldorado residents a false sense of security.

Treasurer Todd Handy made a motion to approve the consent agenda as written. This motion was seconded by Director Calzada. The motion passed unanimously with 6 in favor.

Recess/Break

Reconvene at 8:40

1. 14-05-34.1 Motion to approve April 17th , 2014 Regular Board Minutes

2. 14-05-34.2 Motion toaccept treasurer’s report.

3. 14-05-34.3 Motion toaccept Staff Report.

COMMITTEE REPORTS

Finance Committee:

Treasurer Handy reported that the Finance Committee held its regular meeting in May and is looking at the big-ticket items. Looking at the Replacement and Reserve schedule for 2015 and five years out. Looking at procedures. The committee is having a bookkeeper review those procedures and that this year’s budget would be more pro-active than in previous years.

.Information Committee:

President Ryen reported that the Information Committee met April 22 with 4 members present to review the previous edition of the “Vistas” and plans for the June issue. Webmaster Jack Arnold reported that there were more than 2,000 unique visitors to the site over the past month and that traffic is 80% local and it has doubled in the last three years. The committee discussed the need to upgrade the backup option from our provider, Site Ground at cost of about $200.00. There was no formal action taken.

Faculties and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee did not meet in May due to scheduling conflicts but the meeting is being rescheduled. She reported that the primary issue under discussion will be the Compadres Park playground equipment as they still need to work on choosing colors for this new equipment. Tuesday. May 20 is next meeting

Road Committee:

President Ryen reported that the Committee did not meet this month and there was no report.

Conservation Committee:

Presiden Ryen reported that the Conservation Committee had met on May 6th with nine members present and three guests. The visitors expressed concern about the Greenbelt Test Pilot Project. The committee agreed to focus work in the coming weeks on final grooming and packing of the new trail to show residents how the final trail will look. The committee approved continuing scheduled work with Ecotone, the wetlands and wilderness consultant, and accepted as satisfactory the Eagle Scout project conducted on Trial 101 by Scout Jaret Saums. The committee further reviewed ongoing work on the new Greenbelt trail map as well as the new Preserve Trail head signs. Mark Young reviewed the results of the 2014 Earth Day Clean-up efforts and some rehabilitation on the preserve trails.

Stables Committee:

Vice President Henline reported the Stable Committee did not meet in May. All barns were inspected on May 13, 2014. Letters are being sent out regarding any needed repairs and return of all paperwork is not yet on file.

Sustainabiity, Planning and Education Committee:

Vice President Henline reported that was no meeting held.

Election Committee:

President Ryen reported the Election Committee had met this past Tuesday (5/13) and reviewed the results of the recent election as well as public comments on the election. Additionally they reviewed the late ballots that were received.

Solar Working Group

Vice President Henline reported the Solar Working Group held its first round table discussion regarding legal and legislative issues, relative to Solar Systems. State House Representative Brian Egolf and State Senator Peter Wirth as well as Solar Working Group members attended this discussion. The group will be meeting on May 21st to begin planning the next round table discussion. Details of this meeting are included with these minutes.

Architecture Committee:

Treasurer Handy reported that the committee had met this past week and reviewed 20 architectural plans in this one meeting. The committee will again begin working on revisions to the Eldorado Building Restrictions and Guidelines this summer, and as of this time there are over 20 updates to the current 2011 version. The committee will have to wait, however, to work on the solar portions of the guidelines, pending possible new data resulting from the Solar Working Group round table meetings.

OLD BUSINESS

1. 14-05-35: Director Yard made a motion to accept the Architecture Committee's recommendation to deny approval of the Variance request for David Chavez, of 5 Antigua Place, to allow for the construction of a Geodesic Structure at 5 Antigua Road. This denial is due to the fact that the structure does not meet the following guideline requirements:

  1. The proposed structure will be more than 15 feet from the primary dwelling.
  2. The architectural design of the structure does not match the dwelling house and would not be made of approved materials.
  3. The structure is not visually integrated with the main home with any kind of integrating structures.
  4. The structure would not be the color of the home.

This motion was seconded by Director and passed with 4 in favor of the motion and Secretary Siegel and Director Colello abstaining from the vote.

UNFINISHED BUSINESS

NONE

NEW BUSINESS

1. 14-05-36 Vice President Henline made a motion to deny the variance request for Stephen Ruud at 21 Juego Road for the 19 foot encroachment into the 50 foot roadside setback. This motion was seconded by Treasurer Handy and passed unanimously with 6 in favor.

2. 14-05-37 Director Yard moved to approve of the variance request of Kennan Girdner) at 5 Ortiz Road to allow for the building of small accessory structure more than 15 feet from the house. This motion was seconded by Treasurer Handy and passed unanimously.

3. 14-05-38 Vice President Henline moved to table the application for an in home profession application at 1 Joya Court (Bill and Lisa Salopek). This was due to the applicants not being present at this meeting and as well as the many questions still unanswered about this application. This motion was seconded by Treasurer Handy and passed with 5 in favor and Director Yard abstaining from the vote.

FINAL ORDER OF BUSINESS

The meeting was adjourned 9:20PM

NO EXECUTIVE SESSION:

Submitted By:

_____________________________________________________ _____________________________________

Gershon Siegel, Secretary Date

Next Scheduled Meeting: Regular Monthly Board Meeting, 7pm, Thursday, June 19, 2014

________________________________________________________________________________


Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

April 17th, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, April 17th, 2014

at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:02 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Jan Pietrzak (Vice President), Pam Henline (Director), Karyn Mounsey (Secretary), Todd Handy (Treasurer) and Jeanne Calzada (Director). A quorum was determined to be present. Staff members present were Bill Donohue and Mark Young. David Perlmutter (Director) was excused due to being on vacation.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor of these changes to the Agenda and it was accepted unanimously.

RESIDENTS:

There were 4 residents at the meeting.

ANNOUNCEMENTS:

President Ryen announced that there was a meeting at the Eldorado Community School at 8 PM this evening to discuss a lot of local issues such as the La Bajada Mining plans and Lamy Oil Transport project. He encouraged all to attend if they were interested.

OPEN FORUM:

Vice President Pietrzak made a motion to approve the consent agenda as written. This motion was seconded by Director Calzada. The motion passed unanimously with 5 in favor.

1. 14-04-24.1 Motion to approve March 20 , 2014 Regular Board Minutes

2. 14-04-24.2 Motion to approve April 8, 2014 Special Board Meeting Minutes

3. 14-04-24.3 Motion to accept Treasurer Report

4. 14-04-24.4 Motion to accept Staff Report

5. 14-04-24.5 Motion to approve a variance request at 21 Domingo Road (Jeff and Lana Straight)- to allow for a garage to be built more than 15 feet from the residence and the height is greater than existing structure

6. 14-04-24.6 Motion to approve of an In-Home Profession Application (Julianne Zepada) – for a Personal Chef occupation.

7. 14-04-24.7 Motion to approve of variance request at 10 Torneo (Torsten Moest) for fence encroachment into the 20 foot side setback and into the 50 foot roadside setback.

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

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the Finance Committee held their regular meeting on Wednesday April 9th at 9:30 AM and did have a quorum. The Committee was presented with the status of the following by the GM:

  • Status update of the residential house.
  • Status update on the Boards’ security working group.
  • Document Project Update.

Information Committee:

President Ryen reported that the Information Committee met with Chairman Schoeber and three other Committee members. The Committee reviewed the shortened April issue of the Vistas and the Annual Report and discussed content for the May Vistas. The group also discussed the possibility of reworking the website using a directory forward system that would be more users friendly. It was reported that a couple of hundred recipients of the Vistas have opted out of receiving their printed copies and have supplied their e-mail addresses for future communication. The Committee also considered ways to respond to member queries on the website, using an FAQ type system based on actual answers. The Committee asked for guidance from the Board regarding a proposal from member Robert Christie to include more editorial content and letters to the editor in the Vistas. Board Liaison Dag Ryen indicated that the Board would discuss this issue further after the upcoming elections,

Facilities and Grounds Committee:

Director Calzada reported that the Facilities and Grounds Committee met on April 2nd with a quorum present. The following issues came under discussion:

· The Landscape Lighting Project: The Committee discussed locations in which lighting is to be placed and have been staked and time allotted for Committee members to view the locations and make any suggestions. The addition of landscape lighting will work with existing transformers and the installation is scheduled to occur on or about May 1st.

· The tennis court Walkway Project: Director Calzada reported that Reliable Concrete has been selected as the contractor for this project with a bid of $10.50 per sq. ft. The total project cost is approximated at $10,000.00 which is under the original $15,000.00 remaining from the installation of the new tennis courts and the resurfacing of the basketball court.

  • Swimming Pool Tarp Replacement: Director Calzada reported that the Committee has researched tarps and the selected product will come in under the allocated budget of $7,000.00 and have a longer guarantee than other similar products.

· Compadres Park Play Equipment Project: Director Calzada reported that after extensive research on the part of the F & G Sub Committee working on this project, a vendor and play structures have been selected and the price will be approximately $50,000.00 for the equipment and $10,000.00 for both the removal of the old equipment and installation of the new Experplay structure.

Lastly, Director Calzada reported that the next meeting for the F & G Committee is scheduled for May 7th at 4:00 PM.

Road Committee:

President Ryen reported that the Committee did not meet this month but the members are busy working on their road status inventories.

Conservation Committee:

Staff Member, Mark Young, reported that the Conservation Committee had met on April 1st with 5 members present as well as General Manager Bill Donohue. Mr. Donahue reported that Eagle Scout Candidate, Jaret Saums, presented a brief summary to the Committee on his Eagle Scout Project to improve a section of Trail 101 and he had scheduled a work day for April 26th. The Committee is also continuing to work on a pilot project to improve sections of the Greenbelts Trails for walking and biking and the Committee will be having work day on Wednesday April 23rd on a test area in the Pueblo Canyon Greenbelt. Additionally Mr. Donahue reported that the Committee had come to an agreement with contractor Ecotone for work in the preserve in 2014. He also reported that progress is being made on the Greenbelt Trail Maps as well as the Large Format Preserve Trail Head Maps and these will be reviewed at the next Committee meeting. Lastly theCommittee voted to support the Earth Day Clan up in Eldorado on Saturday, April 19 th and Mr. Donahue urged anyone to contact Mark to help with this project.

Stables Committee:

Director Henline reported that on March 20, 2014 the new Stable Amenity Rules and Stable Rules were approved by the ECIA Board at their regular meeting. Additionally, she reported that on April 9, 2014 the Stable Committee met. Ten members were present, including Committee members Gretel Underwood, Elsa Kloess, Alice Griffin, and Patricia Donahue. Committee member Karen Cameron was excused. Note that on Dec 21, 2013, Gretel Underwood resigned asCommittee Chair, but will remain onCommittee. As of April 14, 2014 Gretel has resigned from theCommittee. Pam Henline, liaison , and Brian Bennett, ECIA staff, were present. Director Henline reported that the minutes for the last meeting (August 2013) will be distributed within next week for comment/approval. The long time between meetings is due to an ADHOC Rules Writing Committee was appointed and this effort spanned 7 months.

As per reports from GM Bill Donohue, about half of manure generated annually will be composted. None of the costs associated with composting (labor, equipment, water) will be charged to barn owners. The costs for removal of remaining manure will be charged to barn owners. Director Henline than reported that water/manure/fly-predator bills can be paid as late as June 27. She then reported that on May 13, 2014, at 9:00 am, inspection of stables will begin and a trailer for debris will be parked at the stables starting May 8. A letter announcing the inspection and June 27 date, along with requests for new forms and permission letters from barn owners for sharers will go out within the week.

Brian Bennett indicated all stable lights are now working. Some additional trenching and electrical work probably will be needed. A resident complained that new lights are too bright. The offending light first and then others had baffles added to direct light downward. There was discussion of how long during the evening lights should be left on. Everyone likes to have lights for security. It might be better to have fewer lights that stay on - horses' hormonal systems are affected by hours of bright lighting. Another idea might be to have lights on a timer so they are not on all night. Even when light are out, all electrical sockets will function. No resolution was reached. Three barn owners (Arlene Mayer, Lisa Darling and John Cox) presented requests for a waiver to Rule V. Section C which requires that a barn owner also own a horse that is kept in their barn. The Committee voted to recommend to the ECIA Board that these waivers be approved. Discussion said with sharers more Barnes are utilized. Still 2 barns for sale, and no rush for them. Waiver Motions have been prepared. Director Henline lastly reviewed these other results of the meeting:

· Fly Predator will begin arriving around April 16. Tommie Brasel will coordinate this program this year. If people don't put them out, they won't get any more. Instead will be spread on manure piles etc

  • Pat Donohue will coordinate the open house, with a possible date of early August.
  • Two New Mexico liability signs will be installed, one at each gate. Exact and safe installation to be determined.
  • Revamp of signage still pending. Unsafe sign at main arena gate to be checked/fixed.
  • Electronic gate - someone will need to get info earlier assembled by Ed Moreno.

Sustainability, Planning and Education Committee:

Director Henline reported that there was no meeting held and no report.

Election Committee:

Director Pietrzak reported that the Election Committee had completed the candidate forums and the election is in full swing. He urged all to get out and vote and to tell your neighbors to vote.

Solar Working Group:

Director Pietrzak reported that he was not ready to begin reporting on the solar working group but he stated that they have met and are working on the format, mission statement and reviewing working options.

Architecture Committee:

Director Pietrzak, Board Liaison, reported that the Committee had 18 projects with accessory buildings, house additions, walls and fences, a solar system, garden structure, windows and door and Ramada’s. He also reported that some plans were sent back to the residents for further work. He welcomed new Committee members Dana Atkins and Steve Taratula.

OLD BUSINESS:

There was no old business.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

Vice President Pietrzak moved that the variance request for Mr. Chavez at 5 Antigua Place be moved ahead of other new business due to him Mr. Chavez being at the meeting. This was seconded by Director Calzada and all were in favor of this Agenda Change.

1. 14-04-25 Vice President Pietrzak made a motion to table the variance request at 5 Antigua Place (David Chavez) for a large accessory structure(a geodesic dome greenhouse) due to the fact that the Board has not had the opportunity to really review this variance in depth. This was seconded by Director Calzada and all were in favor of this tabling request. The resident was then asked if he could attend the May 1st Board working session to further discuss this variance matter and he agreed to try to attend that meeting.

2. 14-04-26 Treasurer Handy moved to not approve of the Employee Manual without reviewing certain issues, which would have to be done in executive session. He asked that the Board go into executive session immediately following the regular meeting. This motion was seconded by Director Henline and it passed unanimously.

3. 14-04-27 Treasurer Handy moved to approve of moving 2019 Replacement Reserve Funds for a well pump to the 2014 Replacement Reserves in an amount not to exceed $4,389.00. This motion was seconded by Vice President Pietrzak and it passed unanimously.

4. 14-04-28 Treasurer Handy moved to approve of an amount not to exceed $65,000.00 from the 2014 Replacement Reserve Fund for the replacement of the 5 to 12 year old play area at Compadres Park. This motion was seconded by Vice President Pietrzak and it passed unanimously.

5. 14-04-29 Vice President Pietrzak moved to approve of the changes to the Election Policies and Procedures, due to the fact that these corrections and additions are more in keeping with the current positions, policies and procedures of the Election Committee. Treasurer Handy pointed out that these policy changes were only for Board Member elections and not other Elections. He then seconded this motion and it passed unanimously.

6. 14-04-30 Director Henline moved to approve waiver at Barn #34 (John Cox). This waiver was from Stable rule V. Part C requiring barn owners to keep a horse which they own in their barn. This waiver is good for only one year and will require a review of the waiver each year. This motion was seconded by Treasurer Handy and passed unanimously.

7. 14-04-31 Director Henline moved to approve waiver at Barn #13 (Arlene Mayer). This waiver was from Stable rule V. Part C requiring barn owners to keep a horse which they own in their barn. This waiver is good for only one year and will require a review of the waiver each year. This motion was seconded by Treasurer Handy and passed unanimously.

8. 14-04-32 Director Henline moved to approve waiver at Barn # 29 (Lisa Darling). This waiver was from Stable rule V. Part C requiring barn owners to keep a horse which they own in their barn. This waiver is good for only one year and will require a review of the waiver each year. This motion was seconded by Treasurer Handy and passed unanimously.

9. 14-04-33 Vice President Pietrzak made a motion to table the variance request at 21 Juego Road (Steven Rudd) - for screening fence inside 50 foot roadside setback. This was due to the fact that the resident could not be present for this meeting and recent finding show that there is further encroachment into the setback than originally shown. The Board is requesting that the resident attend the May 1st Board Working Session 1 meeting to further discuss this variance. This motion was seconded by Treasurer Handy and passed unanimously.

FINAL ORDER OF BUSINESS:

The meeting was adjourned at 7:50 PM and the Board then went into executive session.

EXECUTIVE SESSION:

1. 14-04-34 Director Henline made a motion to approve of the April 2014 Edition of the Employee Manual. This motion was seconded by Jeanne Calzada and passed with 5 in favor and one absence.

Submitted By:

__________________________________ Date

Karyn Mounsey, Secretary

___________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

March 20, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, March, 20th 2014

at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Jan Pietrzak (Vice President), Pam Henline (Director), Dave Perlmutter (Director), Karyn Mounsey (Secretary) and Todd Handy (Treasurer). Jeanne Calzada (Director) was excused due to illness. A quorum was determined to be present. Staff members present were Bill Donohue and Mark Young.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. Vice President moved that item number 8 under new business be removed as the resident has cancelled this project and associated variance request. Additionally Director Perlmutter asked to add a new motion number 11 to new business to approve the nomination of Paul Drumright to the Road Committee. All were in favor of these changes to the Agenda and it was accepted unanimously.

RESIDENTS:

There were 36 residents at the meeting.

ANNOUNCEMENTS:

· President Ryen announced that there were two guests at tonight’s meeting and welcomed State Representative Dickey Perea as well as County Representative Julia Valdez.

  • President Ryen next reminded all present that on March 22nd there would be the Board Candidate Forum from 10 to 12 in the Railroad room at the ECIA.
  • President Ryen also reminder residents of the 2nd Board Candidate Open Forum on April 16th from 7 to 9 PM at La Tienda.
  • President Ryen than reported that Santa Fe County would be holding an open public forum on April 1st at 5:30 PM at the ECIA to discuss the upcoming Rail Trail Segment from Avenida Vista Grande to Avenida Eldorado. This project is scheduled to be done in 2015.

· Lastly, President Ryen mentioned that the ECIA and the ECIA Conservation Committee will be sponsoring the annual Eldorado Earth Day Clean up on Saturday April 19th from 9 to 12 and anyone wanting to adopt a road for this worthwhile event should contact Mark Young at the ECIA.

OPEN FORUM:

Robert Martinez and Chuck Vigil of the Santa Fe County Public Works Department were present to provide an update on the Herrada Road paving project that is slated to begin around June of this year and is scheduled to be completed within 60 days. They showed illustrations of the road design to those present and they will have copies of the plan design available at the ECIA offices, Vista Grande Public Library and the Eldorado Senior Center. There was much discussion on the fact that the road maximum speed will continue to be 25 MPH and they answered questions from concerned residents about how any speeding will be addressed by the county. Additionally they discussed the fact that there will be significant work on relocating utility lines, improving drainage, adding culverts, moving mailboxes to safer locations, and installing the required signage.

Treasurer Handy made a motion to approve the consent agenda as written. Director Henline seconded that motion. The motion passed unanimously with 5 in favor.

1. 14-03-14.1 Approval of Minutes of2/20/14Regular BoardMeeting.

2. 14-03-14.2 Approval of 3/6/2014 Special Board Meeting Minutes.

3. 14-03-14.3 Received February FinanceReports.

4. 14-03-14.4 Received Staff Reports.

5. 14-03-14.5 Approval of AC Charter.

6. 14-03-14.6 Approval of F & G Charter.

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

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the Finance Committee had two meetings in March with one being a joint meeting of the ECIA Board and the Finance Committee where the 2013 Audit was approved. The second meeting was the regular meeting on March 12th where the committee worked on regular financial business and discussed the status of the Rental House, Digital Data Project and they are already starting financial planning for the next fiscal year.

Information Committee:

Director Henline reported that the Information Committee discussed the following issues:

· There are no more issues of the Windmill and Dreams books and Dan Drobnis will attempt to scan the book so it could be put on the website.

  • It was questioned as to whether the Board might want some videos, such as the Candidate Forums placed on the website?
  • It was reported that the Eldorado Website was down for a while on February 17th due to hackers and that Jack Arnold will be getting estimates on how to make the website more secure.
  • It was reported that 11 Election Petitions were downloaded from the website and that the homepage gets the biggest hits.

· There was further discussion on opting out of printing the vistas. Staff member Marilyn will be taking down residents e-mails for this to happen in the future with some residents already opting out of getting the print version of the Vistas.

· It was reported that the Vistas will soon list the local Eldorado Radio Station Frequency on the Website, and it was pointed out that there should be someone designated by the Board to act as liaison to the radio station in the event of emergency or other significant news.

· Lastly there was discussion on the need for immediate feedback and communications and some ideas that are being discussed are a Vista Opinion Page, as well as a blog, but the committee is seeking the Board’s input on any such ideas.

Facilities and Grounds Committee:

Director Calzada was not present to report by Vice Chair Jeanne Crawford will provide details to ECIA for these minutes at a later date.

Road Committee:

Director Perlmutter, ECIA Board Liaison to the Road Committee reported that Fred Raznick opened the meeting with all in attendance signing in. Three attending Road Committee members approved the meeting agenda and approval of the January 13th meeting minutes.

Fred Raznick gave an update of the Santa Fe County Herrada Road Paving project. Herrada Road paving is scheduled to begin after the Eldorado Studio Tour May 17-18. Utilities, such as Comcast, Century Link, PNM, NM Gas Company, and EAWSD, have been contacted by Santa Fe County to begin relocating any utilities lines that need to be lowered before paving work can begin. Santa Fe County Engineers ordered potholing along the Herrada Road length to determine the depths of the utilities. Fred Raznick and Karen Murry have been attending the majority of the Santa Fe County Herrada Road Paving Planning meetings, twice a month in Santa Fe, and were able to help give an update about the plans and review of the final plan map. Santa Fe County will contact each homeowner, on a “one to one” basis, prior to, for relocation of mailboxes, and removal and installation of new 18” metal culverts. All side streets leading off of Herrada Road are scheduled to be given new culverts as well. All homeowner driveway entrances are to be flared and widened.

Fred reviewed the Santa Fe County General Obligation Bond Election, approved by the voters in 2012. Herrada Road paving was projected to cost $900,000.00. Avenida Amistad paving was projected to cost $194,000.00 and Avenida Buena Venture paving was projected to cost $91,000.00. Herrada Road paving will cost more than the projected cost to complete the entirety of the road. More funds may be needed to complete the entire Herrada Road paving project all at one time vs. 2 phases.

Santa Fe County is scheduled to meet with the ECIA at the next scheduled board meeting March 20th at 7 pm in the Rail Road building at the Community Center. Final plans for the Herrada Road paving project will be discussed at that time. It will be a public meeting and residents will be able to observe and politely ask questions.

Pierre Bovis asked when a utility relocation deadline was set. Fred mentioned it is up to the utilities to set their own relocation time frame, but would have to be done prior to any the paving.

Recommendations to the ECIA Board of appointment of three new members to the Road committee, Felicia Probert, John Reynolds and Pierre Bovis. Approved by Road Committee members and awaiting ECIA main board approval at next ECIA board meeting.

Fred Raznick mentioned that seven Road Committee members would probably be needed to conduct road inspections and evaluations twice a year. Nolan Zisman created a Road inspection template that has been used in the past. Felicia Probert has agreed to contact Nolan to set up the new Road Committee Eldorado road inspections and evaluations.

Fred mentioned that the Road Committee needs to elect a Chairperson and Secretary. Voting was tabled until the next meeting to await the ECIA board’s approval of the three newest members.

Next Road Committee meeting was scheduled for March 20th at 5:30 pm in the Rail Road Building in the Community Center. Robert Martinez of the Santa Fe Public Works Department will be invited to meet with the committee.

Anticipated next Road Committee Eldorado road inspection is tentatively scheduled for the first two weeks of April.

Conservation Committee:

President Ryen reported that the Conservation Committee had met on March 4th with 5 members present as well as Staff Member Mark Young and Board Liaison, Dag Ryen. He reported that Eagle Scout Candidate presented a brief summery to the committee on his Eagle Scout Project to improve a section of Trail 101 and he had scheduled a work day for March 22nd. The committee also discussed a possible pilot project to improve sections of the Greenbelts Trails for walking and biking and committee members have been meeting with Trail Volunteer Steve Griegos on this matter. He also reported that Committee member Tom Brimacombe presented a 1st draft of work he has been doing on the Greenbelt Trail Maps re-design. Lastly the committee voted to support the Earth Day Clan up in Eldorado on Saturday, April 19th and that Mark Young will act as the coordinator for this event.

Stables Committee:

Director Henline reported that there was no meeting held but the Stable Rules and Charter are ready for Board approval.

Sustainability, Planning and Education Committee:

Director Henline reported that there was no meeting held and no report.

Election Committee:

Director Pietrzak reported that the Election Committee had met on March 8th and discussed the final format for the upcoming Board Candidate Elections and Candidate Forums. They also met with the moderator for the 1st forum. The final outline was given to the candidates so they should be prepared for the upcoming forum on March 22nd at 10 AM in the Railroad Room at the ECIA.

Architecture Committee:

Director Pietrzak, Board Liaison, reported (via a report) that the committee had two meetings in February and had met with 16 lot owners with various projects including RV Screening Plans, accessory buildings, house additions, walls and fences and windows and doors. He also reported that the committee is putting together a select committee to look more in-depth at Solar Installations in Eldorado and they hoped to be talking with as many experts/resources as was possible and then reported back to the ECIA Board.

OLD BUSINESS:

There was no old business.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

1. 14-03-15 Treasurer Handy made a motion to approve the Finance Committee Charter. This motion as seconded by Director Perlmutter. Vice President Pietrzak brought up the issue of the committee not having the required quorum requirements but after some discussion a vote was taken and the motion passed with 4 in favor and 1 opposed.

2. 14-03-16 Director Henline made a motion to approve of the Stable Rules and Regulations. This motion was seconded by Treasurer Handy and passed with 3 voting in favor and 2 against.

3. 14-03-17 Director Henline made a motion to approve the Stable Committee Charter. This motion was seconded by Treasurer Handy and passed unanimously.

4. 14-03-18 Treasurer Handy made a motion to approve the Board Affirmation Oath. This motion was seconded by Director Henline and passed unanimously.

5. 14-03-19 Vice President Pietrzak made a motion to appoint Dana Atkins to the Architecture Committee. This motion was seconded by Treasurer Handy and passed unanimously.

6. 14-03-20 Vice President Pietrzak made a motion to appoint Steve Taratula to the Architecture Committee. This motion was seconded by Treasurer Handy and passed unanimously.

7. 14-03-21 Vice President Pietrzak made a motion to appoint Larry Lemmon as an alternate to the Architecture Committee. This motion was seconded by Treasurer Handy and passed unanimously.

8. The Variance Request at 8 Fonda Court(Marilyn and Paul Jacobs), to allow for a screening fence in the 20 foot setback, was withdrawn as the resident is not proceeding with this project.

9. 14-03-22 Vice President Pietrzak made a motion to approve of the Variance request at 3 Dulce Road (Sandy and Terry Vermillion)-fence located in the 20 foot setback. This motion was seconded by Secretary Mounsey and passed unanimously.

10. 14-03-23 Vice President Pietrzak made a motion to approve of the variance request at 5 Enebro Way (Lenny and Betty Oss)-pergola like structure made of metal. This motion was seconded by Director Perlmutter and passed with 4 voting in favor and one against.

FINAL ORDER OF BUSINESS:

The meeting was adjourned at 8:00 PM.

Submitted By:

__________________________________ Date

Karyn Mounsey, Secretary

__________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

ebruary 20, 2014

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, February 20, 2014

at the Community Center.

CALL TO ORDER:

Treasurer Handy called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Pam Henline (Director), Dave Perlmutter (Director), Karyn Mounsey (Secretary) Todd Handy (Treasurer) and Jeanne Calzada (Director). Dag Ryen (President) was excused due to being out of the country on vacation, and JanPietrzak (Vice President) was excused due to illness. A quorum was determined to be present. Staff members present were Bill Donohue and Mark Young.

APPROVAL OF AGENDA:

Treasurer Handy asked for approval of the agenda for tonight’s meeting. Due to a number of residents being present for variances, Treasurer Handy asked for item # 7 under the consent agenda to be moved up to new Business so this variance could be disused with the resident. Additionally, due to the residents being present for the variances under new business, it was decided to move these forward in the agenda to be heard after the open forum. All were in favor and the Agenda was accepted unanimously.

RESIDENTS:

There were 5 residents at the meeting.

ANNOUNCEMENTS:

Treasurer Handy announced that that there is a TGIF this Friday evening at the ECIA and all are welcome. He further announced that there is a joint meeting with the Board, Finance Committee and the Auditor on next Wednesday, February 26th to review the results of the audit. He also announced that there would be the open Board Forum next Wednesday, February 26th at the ECIA at 7 PM and all are welcome to attend. He lastly pointed out that Destiny, owner of Utopia in La Tienda would be donating a percentage of the stores sales to the Eldorado Community School to help feed the hungry and underfed in the Eldorado School.

OPEN FORUM:

Resident Les Tetreycz of 4 Mimosa Road pointed out that in order to set an example for the community that the ECIA should consider looking into installing some solar PV arrays at the Community Center in an effort to offset the cost of electricity. In order to do this he asked for the Board to agree to allow him copies of 3 months of electrical usage at the ECIA, in order to prepare a quote for the ECIA. While the Board seemed receptive to this idea, they pointed out the need for such proposals to go 1st through the F & G Committee and, as well, the fact that any such capital projects would be required to go to at least 3 vendors as an RFP as part of the formal procurement procedures of the ECIA.

Director Henline made a motion to approve the consent agenda as written, with the removal of item # 7 for the variance at 24 Chusco Road. Director Calzada seconded that motion. The motion passed unanimously with 4 in favor.

1. 14-02-04.1 Approval of January 16, 2014 regular Board Minutes.

2. 14-02-04.2 Acceptance of February Treasurers Report.

3. 14-02-04.3 Approval of Staff Report.

4. 14-02-04.4 Approval of variance request at 14 Ensenada Drive (Ken Spiocchi) - allow 3 accessory buildings already built (between 1995-2004) to remain on lot and to allow 2 cisterns already installed to remain on lot.

5. 14-02-04.5 Approval of variance request at 2 Raudo Road (Larry and Robin Pepin)-ground mount solar array more than 15 feet from house.

6. 14-02-04.6 Approval of variance request at 2 Cuesta Lane (Luisa Kolker) requesting screening fence and shed 20 feet from house.

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

Treasurer’s Report:

Treasurer Handy reported that the ECIA will be getting a new Bookkeeper from Zlotnick Laws and Sandoval as Valeriane is moving out on her own. The new Bookkeeper will be introduced to the Finance Committee at the March 12th meeting.

He also reported that the Committee reviewed a draft copy of the 2013 Financial Statements and advised the Treasurer to work out a number of issues discovered by the Treasurer with Zlotnick, Laws and Sandoval. As well, he reported that the Finance Committee has had a recent discussion on A/R trends. The committee has recommended that the ECIA Board pursue the Lease to Purchase Option for the equipment needed for the Digital Documentation Project.

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the committee had met on Wednesday February 12th at 9:30 AM and they did not have a quorum. At this meeting the committee was presented with the status of the following by GM, Bill Donohue:

  • Status update on the rental house tenant eviction.
  • Status update on the Board’s security working group.
  • Water Surcharge Possibilities.
  • 2014 Capital Projects.
  • 7 year Landscaping project.

Information Committee:

President Ryen reported (via a written report) that the committee had met on January 22nd with Chairman Frank Shober and members Dan Drobnis, Jack Arnold and Carol Leyba present, along with board liaison Dag Ryen and guest Eddie Marshall. Mr. Marshall spoke to the committee about ways to reduce the cost of producing and distributing Vistas and suggested that recipients be given a way to opt of out of receiving the printed version of the newsletter. The committee agreed to adopt that procedure and would include language to that effect in the March issue. The committee conducted its routine review of website postings and the latest issue of the Vistas and the upcoming, March issue.

Facilities and Grounds Committee:

Director Calzada reported that the committee held their regularly scheduled meeting on Wednesday, February 5th. The committee voted unanimously to submit Karen Murrys’ name to the ECIA board for appointment to the F & G Committee. Other items discussed at this meeting included:

  • The Tennis Court Walkway Sub Committee scheduled a meeting to be held on February 18th to review the RFP and resulting three bids for the project.

· The committee requested that an electronic copy of the Pool Rules proposed revisions be submitted to the Committee for their review and consideration.

  • They discussed the purchase of new pool tarps and are awaiting the bid results.

· The Rental House is now vacant and General Manger, Bill Donohue, provided an overview of a pending proposal from a local organization interested in leasing the building to offer a variety of Yoga and wellness programs in this location. A full proposal will be forthcoming.

· The Committee completed and submitted their Annual Report and began the review of the revisions to the Charter and mission statement, to be adopted and forwarded to the ECIA Board at their March meeting.

· The Committee requested a copy of the month by month landscape recovery and compost plan so that they can effectively stay current with this project as it progresses.

  • The Compadres Playground Sub Committee is scheduled to meet on February 20th with one of the possible playground vendors.
  • The next scheduled meeting is March 5th at 4 PM.

Road Committee:

Director Perlmutter reported that this has been a productive period for the Road Committee. On Saturday morning, Feb. 1, a well-attended two and a half hour training session was conducted by Nolan Zisman for current and prospective Road Committee members. The session began in the Community Center conference room with an overview of Road Committee functions and the road inspection, grading and reporting process. It continued with site visits to several Eldorado road locations to point out examples of various road conditions that would be covered by the reports.

On Monday, February 17th, the Road Committee had a scheduled meeting, attended by Road Committee members Fred Raznick and Karen Murry and prospective members Pierre Bovis, John Reynolds and Felicia Probert as well asDirector Perlmutter. All three prospective members had attended at least 3 meetings, including the training session, and were recommended to the Board of Directors for approval as full members of the Road Committee. Further, Fred Raznick gave a detailed report as to the current status of the Herrada Road paving project by the County. Both he and Road Committee member Karen Murray have been regularly attending the County Planning Commission meetings relating to this project and Fred reported that the final plans for the project have been completed by the County (Fred showed us a copy of the impressively thick set of plans).

The next step in this process is that the County will put the project out for bids. Additionally, the County has identified those utility wires, pipes and facilities that will have to be moved for the project and has notified the relevant utility companies. It is expected that the utility companies will immediately commence operations to move their lines and facilities to accommodate the paving, which is expected to begin shortly after the Eldorado Studio Tour in May.

A potential problem with the project is that when the paving project was originally planned and budgeted for in the County General Bond Election in 2012, it was estimated to cost $900,000. Although the actual current cost will not be known until the County receives bids for the project, current estimates are in the $1,500,000 to $2,000,000 dollar range. Thus, it is possible that there will not be enough money in the budget to cover the full project, in which case the County may only be able to finish half of Herrada Road. Fred recommended that the Board contact Commissioner Liz Stefanics to explore what can be done to finance the full project. This item should probably be placed on the Priority 2 agenda for the Board’s March WS1 meeting.

Conservation Committee:

President Ryen reported (via a written report) that the committee met on February 4th and they are working with Eagle Scout Candidate, Jared Saums, on his Eagle Scout Project in the preserve in the early spring. This project will entail the rehabilitation and minor alignment of Trail 101 between markers D and E. They also met with Jan Willem Jansens of Ecotone and are working out the work plans for 2014 and will be reporting back to him on this matter. Special Guest Steve Griego presented a plan to the committee to improve and add to the existing greenbelt trail system so as to create a more sustainable trail network that could more easily be used by senior bikers. The committee is going to discuss this idea more at length in terms of a small portion of trails to be done in 2014 as a pilot test project. The committees also discussed the status of the larger formal trail head signs that are in the design phase, as well as the need to make some minor modifications to the Greenbelt trail maps and print more this year. Committee candidate, Tom Brimacombe, was recommended by unanimous committee vote to be forwarded to the Board for their vote at the February Board meeting.

Stables Committee:

Board Liaison, Pam Henline reported that nocommittee meeting was held in January. Work continues on Draft Stable Rules and Draft new Stable Charter. Goal for Final Draft of both is March 4 or before first board meeting in March. Pam Henline helped get charter reformatted into guide lines format for stable and ad-hoc committees to review. Some changes were considered to the Arena policy use and will be firmed up probably with little or no change. ECIA office is locating multiple forms related to stable so they can be made accessible as appendices to the rules.

The composting project has been underway for 3 or 4 weeks with everyone getting used to a new routine and procedures. Perhaps more water is needed than first anticipated and the time required to do the job (each Thursday) is being scoped out.

Sustainability, Planning and Education Committee:

Board Liaison, Pam Henline reported that nocommittee meeting was held in January or February. SPEC committee submitted a Draft Master Plan for Eldorado 2014 - 2023 of 27 pages. This document will need to be reviewed by the board and possibly compared with the recently adopted Santa Fe County Sustainable Growth Management Plan.

Election Committee:

Director Pietrzak was not present but had reported that the Election Committee had met on the 21st of January and discussed the format for the upcoming Board Election and Candidate Forums. The final outline will be available after the March meeting of the committee.

Architectural Committee:

Director Pietrzak, Board Liaison, reported (via a report) that the committee had two meetings in January and had reviewed a total of 13 plans, including a recent plan for a ground based solar array that requires a variance. Additionally the committee met with the Board in January and decided to update their name to the architecture committee. Members also met on February 4th with Action Eldorado and Board members regarding the issue of the larger solar arrays in Eldorado.

OLD BUSINESS:

There was no old business.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

1. 14-02-05 Secretary Mounsey made a motion to appoint Tom Brimacombe to the Conservation committee. This motion was seconded by Director Perlmutter and was approved unanimously.

2. 14-02-06 Director Calzada made a motion to appoint Karen Murry to the Facilities and Grounds Committee. This motion was seconded by Director Perlmutter and was approved unanimously.

3. 14-02-07 Director Perlmutter made a motion to appoint Pierre Bovis to the Roads Committee. This motion was seconded by Director Calzada and was approved unanimously.

4. 14-02-08 Director Perlmutter made a motion to appoint John Reynolds to the Roads Committee. This motion was seconded by Secretary Mounsey and was approved unanimously.

5. 14-02-09 Director Perlmutter made a motion to appoint Felicia Probert to the Roads Committee. This motion was seconded by Director Henline and was approved unanimously.

6. 14-02-10 Director Perlmutter made a motion to approve a variance request at 3 Manzano Lane (Dr. Felice) to allow for a water diversion structure (built by neighbor at 5 Manzano Lane) to remain in place with certain required stipulations. This motion was seconded by Director Calzada and was approved unanimously

7. 14-02-11 Director Perlmutter made a motion to approve a variance request at 5 Manzano Lane (James Butcher) to allow for a water diversion structure (built by resident) to remain in place with certain required stipulations. This motion was seconded by Director Calzada and was approved unanimously.

8. 14-02-12 Director Perlmutter made a motion to approve a the variance request at 103 Jornada Loop (Marlene Higgins) to allow for an existing small accessory structure and fence to remain on her lot. This motion was seconded by Secretary Mounsey and was approved unanimously

9. 14-02-13 Director Perlmutter made a motion to deny a variance request for a 9.5 ft. tall metal shade structure at 22 Chusco Road due to the fact that the height and materials are not compliant with the requirements in the Eldorado Guidelines for such structures. This motion was seconded by Director Calzada and was approved unanimously.

FINAL ORDER OF BUSINESS:

1. Treasurer Handy pointed out the importance of having a quorum for next Wednesday’s joint meeting of the Finance Committee and Board with the Auditor, as well as the need to follow strict procedures for the audit review and approval. General Manager, Bill Donohue, pointed out that the actual Board vote on the Audit cold be made at the next Board Working Session (ws-1), and that he would be sure that this meeting was properly warned. Board members agreed that this suggestion would work and asked Bill to properly warn this meeting.

The meeting was adjourned at 8:00 PM.

Submitted By:

__________________________________ Date

Karyn Mounsey, Secretary

___________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

January 16, 2014

TIME AND PLACE :

A regular meeting of the ECIA Board of Directors was held on Thursday, January 16, 2014 at the Community Center.

CALL TO ORDER :

President Ryen called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM :

The roll was called and the following members answered present: Dag Ryen (President), Jan Pietrzak (Vice President), Pam Henline (Director), Dave Perlmutter (Director), Jeanne Calzada (Director), Karyn Mounsey (Secretary) and Todd Handy (Treasurer). A quorum was determined to be present. Staff members present were Bill Donohue and Mark Young.

APPROVAL OF AGENDA :

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor and the Agenda was accepted

RESIDENTS :

There were 3 residents at the meeting.

ANNOUNCEMENTS :

President Ryen announced the ECIA was holding a town forum on February 26th and that many Board members would be there to answer questions. He reported that a representative from EAWSD would be attending to answer questions about the proposed water connection with Santa Fe. Also attending will be a Solar Power representative.

President Ryen also announced that at the March 20th Board meeting the Santa Fe County Public Works Department would be there to present the final design on the Herrada Road project.

Treasurer Handy announced that there would be a Vista Grande Public Library Annual Meeting Next Tuesday at 6 PM. He also announced that many residents in Eldorado will have a planned power outage tomorrow morning for planned maintenance.

OPEN FORUM :

There were no residents who wanted to speak under open forum.

President Ryen asked for a motion to approve the Consent Agenda as written. Treasurer Handy made a motion to approve the Consent Agenda and Secretary Mounsey seconded that motion. The motion passed unanimously.

1. 14-01-01.1 Approval of the Minutes of 12/19/13 Regular Board Meeting;

2. 14-01-01.2 Received December Finance Reports;

3. 14-01-01.3 Received Staff Reports;

4. 14-01-01.4 Approval of a variance request at 3 Dulce Road—fence 2 feet in setback, stringers on the outside and fence is 8 feet tall (Ham JV LLC / Jeff Hanus).

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

COMMITTEE REPORTS :

Finance Committee:

Treasurer Handy reported that the Committee had met on January 8th and went over the important financial dates in 2014, as well as discussing key financial reports. Additionally, he reported that the Committee was working on updating its Charter and Mission Statement and would report back to the Board on this matter.

Information Committee:

President Ryen reported that the Committee had last met on December 17th and at that meeting reviewed the January Vistas and worked on the February Vistas. He also reported that Juliet White was a new contributor to Vistas and the Committee welcomed her as a new writer. He also reported that the Committee had discussed the possibility of having longer Vista articles appear fully on the website via a URL. The Committee is still discussing this and will report back to the Board on this matter.

Facilities and Grounds Committee:

Director Calzada reported that the Committee met on January 8th and that the Committee would be recommending approval of a number of new Committee members soon. She also reported that the Barn and Rental House roofs had recently been re-roofed. She next stated that the Committee had received 3 proposals for the new Tennis court walkway and these were under consideration. She additionally mentioned that the Committee had received 2 informal bids for work at Compadres Park and its subcommittee would be giving these bids further consideration. The sum of $50,000.00 has been earmarked for this project. General Manager Bill Donohue reported that he and Maintenance Supervisor, Brian Bennett, had completed a ½ day Playground Safety Training session this past week. Director Calzada lastly reported that the Committee was working with Pool Manager, Julie White on Pool Rules and Co-Chair Jean Crawford was working with Bill Donohue on researching pool covers.

Road Committee:

Director Perlmutter reported that the Committee had met with the Board on January 13th and that it now has several new candidates for the Committee. He also mentioned that there would be a February 1st Road Training at 9 AM for all prospective candidates.

Conservation Committee:

President Ryen reported that the Committee had previously met in January and discussed the need for new trail signage at some intersections as well as the need for removal of some “No Horses on Trails” in certain areas. He also reported that the Committee was waiting for a final proof on the larger format trailhead signs, which will be installed this year. The Committee also did a recap of the joint wetlands monitoring project with Eldorado School, and while in favor of this project, the Committee would have to work to keep the classes smaller, if done again. President Ryen also reported that the Committee discussed the upcoming Eagle Scout Project which is scheduled in the preserve for the coming spring. Scout Jaret Saums will be meeting with Jan Willem from Ecotone and Committee members to do reconnaissance on Trail 301 to determine the feasibility of this as a project for Scott. Lastly, due to the ECIA being low on Greenbelt Maps, the Committee reviewed the Greenbelt maps and will be working on making needed revisions to this map before reprinting.

Neighborhood Watch:

Treasurer Handy reported that the Committee had not met and its status as a Committee would be discussed later in this meeting.

Stables Committee:

Board Liaison, Pam Henline reported that there was no January meeting held but that the sub-Committee met and continues to work on the Stable Rules and Policies which will soon be presented to the Board.

Sustainability, Planning and Education Committee:

Board Liaison, Pam Henline reported that there was no January meeting held but that some members are continuing to work on the master plan.

Election Committee:

Director Pietrzak reported that the Elections Committee met on the 21st of January at 10:00 AM and discussed the candidate forum dates and the format for the forum.

Architectural Committee:

Director Pietrzak, Board Liaison, reported that that the Committee had one of the shortest meetings ever with just 6 items before the Committee. One of these plans was tabled, four were approved and one was passed to the ECIA Board for approval. He further reported that the Architectural Committee will once again start to look at the guidelines for the community and will begin its review of solar policies and practices. The Committee, along with the CCR, has developed a new access approval form to provide better security of lot owner’s information.

OLD BUSINESS :

There was no old business.

UNFINISHED BUSINESS :

None.

NEW BUSINESS :

1. 14-01-02 Treasurer Handy made a motion to approve the request by Neighborhood Watch to not be an ECIA standing committee. This was seconded by Director Calzada and passed unanimously.

2. 14-01-03 Treasurer Handy made a motion to appoint Phil Cohen to the Finance Committee. This motion was seconded by Director Calzada and passed unanimously.

3. Director Henline reported that the project to record all property file information digitally is moving along well and that the ECIA has received and reviewed two proposals, one of which members liked, that offered a monthly lease-to-own option. The group is going to gather more data from other Santa Fe Not for Profit organizations on this topic, as well as gathering more information from one of the applicants. The Committee will report back to the subcommittee within a week.

FINAL ORDER OF BUSINESS :

1. Director Perlmutter asked that the maintenance of the tennis and basketball courts be discussed at the next Board working session in February.

2. Director Henline also asked that topic of fines also be added to the February Meeting Agenda.

There being no other business to come before the Board, the Meeting was adjourned at 7:40 PM.

Submitted By:

__________________________________ Date

Karyn Mounsey, Secretary

_______________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

December 19th, 2013

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, December 19, 2013 at the Community Center.

CALL TO ORDER:

Director Ryen called the regular meeting to order at 7:02 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Jan Pietrzak (Vice President), Pam Henline (Director), Dave Perlmutter (Director), Karyn Mounsey (Secretary), Todd Handy (Treasurer) and Jeanne Calzada (Director). A quorum was determined to be present. Staff members present were Bill Donohue and Mark Young.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. Director Henline moved that the Agenda be accepted and this was seconded by Vice President Pietrzak. All were in favor and the Agenda was accepted.

RESIDENTS:

There were two residents at the meeting.

ANNOUNCEMENTS:

President Ryen announced that he and the Board wished all residents a happy and safe holiday season.

Treasurer Handy reported that the ECIA has now recouped all of the monies due them from the perpetrators of the embezzlement, except for $581.00.

OPEN FORUM:

1. Resident Paul Ingraham of 20 Estacada Road spoke to the Board on the fact that it was just determined today, by the Covenants Compliance Representative, Mark Young, and himself that his contractor, Go Solar, did not put in the footings for his solar array in compliance with the approved variance he had received from the ECIA in November. He stated that the contactor was supposed to build the ground mount array no further than 30 feet from his home but that the actual array poured footings were installed 50 feet from the home. He further explained that the reason that the array was moved to the 50 foot location was due to the existence of a swale that could present a serious flooding issue for the array, should we receive significant rains, as had occurred this summer. Additionally, he mentioned that to have built it at 30 feet or less to the home would have made any future home addition plans very difficult due to the structure shading the array. Lastly he pointed out that the 50 foot location where the footings were placed is better screened from the neighbors and that this was the location of the mock up for the Architectural Committee site visit and that all were in favor of this location. He went on to ask for the Board’s consideration in allowing for a modification to the November variance approval to allow for the 50 foot distance from the house. After discussion by many Board members, it was decided that to not allow the array footings to remain in its current location would mean the resident would not complete the array in 2013 and lose a significant amount of tax credits for the current tax year and this would be a significant financial burden on him. Additionally to move the array to the previously approved 30 foot from house location would put the array in the lower drainage area where flooding could occur again and damage the array’s footings. At that point a new motion was made on this variance which is reflected as motion # 13-12-81 under new business.

CONSENT AGENDA:

President Ryen asked for a motion to approve the consent agenda as written. Treasurer Henline made a motion to approve of the consent agenda and Director Pietrzak seconded that motion. The motion passed unanimously.

1. 13-12-73.1 Approval of Minutes of 10/17/13 Regular Board Meeting

2. 13-12-73.2 Receipt of November Finance Reports

3. 13-12-73.3 Receive Staff Reports

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

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the committee had met in December with the accountants and auditors to review the 2013 Audit procedures. He also reported that the Budget Public Forum, held recently, was not well attended but that some positive ideas came out of that meeting. Specifically there was discussion on ways to save monies on Security as well as with the Vistas.

Information Committee:

President Ryen reported that the committee had met on November 26th and again on December 17th to review previous issues of Vistas and plan for the coming issues. At the November 26th meeting the committee discussed the possibility of reprinting the “Windmills and Dreams” book about Eldorado, as the book is now out of print. At the December 17th meeting the committee discussed various options for reducing the costs of the Vista program and voted to recommend to the Board that the issues of the newsletter be mailed together with other ECIA documents, when feasible. The committee will consider further options such as reducing the number of issues annually or allowing ECIA members to opt out of the mailing. Finally the committee discussed the use of shortened urls and referring hard copy readers to more information on the website.

Facilities and Grounds Committee:

President Ryen reported that the Committee met on December 4th with five members present. The committee first heard a presentation by Gary Cascio for additional improvements to the Dog Park, including a list of many suggestions by Dog Park users. (a list of the recommended Dog Park improvements is filed with these minutes.) Some of these suggestions included requesting more wood chips, trees for more shade, a better wind break, an additional bench and low impact solar lighting. A motion was made and seconded to replace Chair Jeanne Calzada, who left to join the Board. John Calzada, who had been serving as the committee secretary, was elected chairperson. The committee also discussed replacement play fixtures for the Compadres Playground. Information from vendors is still being gathered. The committee also discussed recent security issues around the community center and potential action on a fence that a community center neighbor has erected on ECIA property.

Road Committee:

Director Perlmutter reported that the committee had not met in December but will be meeting next on January 6th, 2014.

Conservation Committee:

President Ryen reported that the committee had not met in December and there was no report.

Neighborhood Watch Committee:

Treasurer Handy reported that the Committee had not met in December and there was no report.

Stables Committee:

Board Liaison, Pam Henline reported that the Stable Committee met to review the new Draft rules developed by the Adhoc Rules Committee. Their comments will be passed on to the Adhoc Committee.

Sustainability, Planning and Education Committee:

Director Henline reported that the Committee had not met formally but that a small group from this committee met and is still working on putting together verbiage for the master plan.

Election Committee:

Director Pietrzak reported that there was no meeting in December and no report.

Architectural Committee:

Director Pietrzak, Board Liaison, reported that that the committee had met and has reviewed 14 plan submissions, which have included: 5 fences and/or walls, 3 solar arrays, 2 garages, one shed and a low wall and a water diversion project. He reminded all that the Committee has adjusted their December and January meeting schedule (because of the Holidays) and residents should check the website or Vistas for these updates. The next scheduled meeting is January 7th at 7 PM.

OLD BUSINESS:

None

UNFINISHED BUSINESS:

None

NEW BUSINESS:

1. 13-12-74 Treasurer Handy made a motion to adopt the recommended 2014 Operating Budget of $972,722, including a 2014 annual assessment of $400; a transfer to the Capital Reserve Fund of $26,000; an Operating Contingency of $15,000, and a transfer to the Replacement Reserve of $111,978 for a total of Operating and Reserve Budget of $1,132,70.00. This was seconded by Director Perlmutter and passed unanimously.

2. 13-12-75 Treasurer Handy made a motion to continue the option for assessment payment by credit card, with a convenience fee of $10. This was seconded by Vice President Pietrzak and passed unanimously.

3. 13-12-76 Treasurer Handy made a motion to Motion to instruct the Association’s auditor to use the 2013 transfer to the Replacement Reserve to adjust any surplus or deficit to $0. This was seconded by Vice President Pietrzak and passed unanimously.

4. 13-12-77 Treasurer Handy made a motion to adopt a 2014 Replacement Reserve maintenance budget not to exceed $178,261. This was seconded by Vice President Pietrzak and passed unanimously.

5. 13-12-78 Treasurer Handy made a motion to approve the Date of Record to be a Member in Good Standing as of March 1, 2014. The 2014 Assessment must be paid in full to be eligible to vote in the 2014 Board Elections. This was seconded by Director Henline. After some discussion, this motion and second were retracted and a new motion was made by Treasurer Handy with the provision that the motion read as follows:

“I move to approve the Date of Record to be a Member in Good Standing as of March 1, 2014. 2014 Assessment must be paid in full to be eligible to vote, or run for office, in the 2014 Board Elections.”

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

6. 13-12-79 Vice President Pietrzak made a motion to approve Election Committee Charter. This was seconded by Treasurer Handy and passed unanimously.

7. 13-12-80 Vice President Pietrzak made a motion to accept the Architectural Committee’s recommendation to deny the variance request at 23 Chusco Road-8foot screening fence to screen storage pod (Signa Larralde and Sarah Schlanger). He stated that the Architectural Committee is open to further submittal ideas by the applicant. This was seconded by Treasurer Handy and passed unanimously.

8. 13-12-81 Treasurer Handy moved that the previously approved solar array variance for Paul Ingraham at 20 Estacada Road be amended to allow for the array to be 50 feet from the house, with the justification being that to not allow this distance amendment, before the end of the year 2013, would be financial hardship for the resident. The reasons for the financial hardship, if denied, would be the loss of significant tax credits in 2013 as well as the potential for significant water damage to the array if it had been built in the previously approved, and flood prone, location. Vice President Pietrzak seconded this motion and all voted in favor, with Director Henline abstaining from the vote.

FINAL ORDER OF BUSINESS:

There was no final business.

The meeting was adjourned at 8:15 PM and the Board went into executive session at that time.

Submitted By:

_________________________________ Date

Karyn Mounsey, Secretary

__________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

November 21st, 2013

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, November 21st, 2013 at the Community Center.

CALL TO ORDER:

President Ryen called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (President), Jan Pietrzak (Vice President), Pam Henline (Director), Dave Perlmutter (Director), Karyn Mounsey (Secretary), Todd Handy (Treasurer). A quorum was determined to be present. Staff members present were Bill Donohue, Mark Young and Raven Hicks.

APPROVAL OF AGENDA:

President Ryen asked for approval of the agenda for tonight’s meeting. All were in favor and the Agenda was accepted

RESIDENTS:

There were 23 residents at the meeting.

ANNOUNCEMENTS:

President Ryen announced the fact that the Board had agreed to appoint resident and former Board Member Jeanne Calzada to re-join the ECIA Board of Directors and asked for a motion by the Board. Director Henline moved to accept Jeanne Calzada’s appointment to the Board and this was seconded by Director Mounsey and passed unanimously. At this time Director Calzada joined the Board for the remainder of this Board meeting.

OPEN FORUM:

1. Gershon Siegel, resident, spoke on the fact that the ECIA is a Corporate Housing Corporation and went on to further define the responsibilities of a corporation as being primarily fiduciary responsibilities and preservation of property values. He further said that the Board’s interpretation of their fiduciary duties puts commodity over community and that the Board’s approach was not in keeping with the building of community.

2. Nancy Brannin, resident of 2 Verano Lane, spoke out against the In Home Profession Application of Mr. Kaiser on Verano Loop stating that gun sales should not occur in a residential neighborhood and this was not the right setting for such a business. She further stated that such a business would likely increase crime and would be an attractant for criminals due to weapons being in the house. Treasurer Handy pointed out that this business was not going to be a gun store and that any guns on site would be stored in a gun safe and reiterated that this was not an over-the-counter retail operation.

3. Ron York, resident of Verano Loop spoke in favor of Mr. Keiser as a good resident and pointed out that he was a gun owner, and user, and worked as a gun lobbyist. He did not oppose the Home Occupation but rather was concerned about the people who would be buying the guns and would leave it up to the Board to decide if this was an approvable occupation, under the covenants.

4. Resident Kirk Clark, spoke about gunsmithing in general and stated that any good gunsmith would be using a good gun safe and that such safes are very secure and this should not be an issue. He further pointed out that any traffic would likely be from delivery trucks and that there was already a number of approved home occupations on Verano Loop and this would not add much additional traffic. Lastly he said that no criminals were likely to patronize a gunsmithing business out of fear of being caught up by the ATF, and that their guns were often stolen and not purchased.

5. Ray Nichols, resident, questioned the Board on the status of the approved land use variance at 55 Camerada Loop. He wanted to know what actions the Board would be taking in this matter and if the ECIA had notified the resident that her home was not in compliance. President Ryen reported that the ECIA would be filing an appeal to this County decision and that the ECIA had already notified the resident of her noncompliance with her home. He further pointed out that this was really a matter for the County as it was a land use matter and that the county has precedence due to their land use laws. He also reported that the Board has been speaking with our Commissioner on this matter and the ECIA will continue to appeal this County decision.

6. Paula Lawley, resident, also spoke about her concerns for the Gunsmithing In Home Occupation and was concerned from a safety stand point and worried about the caliber of those individuals purchasing guns from Mr. Keiser.

7. Cathy Schinlosley, resident, was surprised to learn of the number of renters and home occupations already on Verano Loop and she felt that a residential neighborhood should not have such businesses allowed. President Ryen pointed out that the ECIA has nothing to do with zoning and that this is a county function, and that all appeals should be addressed to the County.

President Ryen then asked that the Board move up new business item # 6, ahead of the committee reports, as this was for the Gunsmithing Home Occupation application that many residents were there for. The Board agreed and New Business item # 6 was moved up in the Agenda and discussed at this time. CONSENT AGENDA: (*)

President Ryen asked for a motion to approve the consent agenda as written. Director Henline made a motion to approve the consent agenda and Treasurer Handy seconded that motion. The motion passed unanimously.

1. 13-11-63.1—Approve Minutes of 10/17/13 Regular Board Meeting

2. 13-11-63.2—Receive September Finance Reports

3. 13-11-63.3—Receive Staff Reports

4. 13-11-63.4—Acceptance of Finance Committees recommended 2014 and 2015 Assessment, Draft 2014 Budget and Draft 2014 Replacement Reserve Schedule to be posted on web site.

5. 13-11-63.5—Acceptance of Finance Committees 2013 Budget Message to be posted on the web site.

6. 13-11-63.6—Variance request at 1 Lauro Road, fence four feet in 20 foot setback (Jim and Katherine Kozik).

7. 13-11-64.7—Variance request at 15 Gaviota Road, 8 foot tall coyote fence (Paris and Probert).

8. 13-11-63.7—Project extension request at 18 Ladera Road, stuccoed wall (Enid and Stephen Lewis).

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

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the committee had met on November 13th and that they did have a quorum. Additionally, the Board Liaison, Board President and GM were present. The Committee was presented with a status update of the R & R projects as well as Capital Projects by GM, Bill Donahue. They next reviewed 2014 Capital projects and Treasurer Handy reported that decisions on these projects still need to be made by the Board. He also reported that the Committee had made and passed a motion to present the 2014 Draft Budget to the Board with a $400.00 assessment, at that meeting. He also reported that the committee met with the Board on November 18th to review the 2014 budget and present its proposal for the 2014 Budget. The next regular meeting of the Finance Committee will be Dec. 11th, 2013. He lastly reported that the Finance Committee has also been invited to attend a scheduling meeting with both the Bookkeeper and Auditor on November 25th at 10 AM.

Information Committee:

President Ryen reported that the committee had met on October 18th, in conjunction with the proposed TGIF event, and had discussed the upcoming information for the website and November Vistas. They also met with members of Neighborhood Watch and discussed the matter of the Pet Lost and Found web link that was not up on the web at that time.

Facilities and Grounds Committee:

President Ryen reported that the Committee met and discussed the many major upcoming projects such as the barn roofing, seven year landscaping plan and refurbishing of play structures at Compadre Park, relative to the 2014 Budget. Director Calzada also added that ADA accessibility to the new tennis courts was being discussed for 2014.

Road Committee:

Director Perlmutter reported that the committee had met but with only 2 members present there was not enough for a quorum. He pointed out that since it took at least 6 members to perform the semi-annual road surveys, that there was a need to recruit new members to this committee.

Conservation Committee:

President Ryen reported that the committee had met on November 5th and that they discussed at length an upcoming Eagle Scout project with scout Jaret Saums, which will take place early in 2014. They also did a recap of the successful fall wetlands monitoring education program which was held in conjunction with Eldorado School in early November. He reported that well over 100 students participated in this program. The committee further discussed their final preparations for the November 9th Wetlands Erosion Workshop. He reported that on the actual workday over 22 volunteers were in attendance and a lot was accomplished. The committee also discussed at this meeting the feasibility of adding pet waste bags to key entry areas to the greenbelts and it was discussed that a spring Scoop-Clean up week might be more effective.

Neighborhood Watch Committee:

Treasurer Handy reported that the Committee did not hold a regular meeting in October; however several members did attend the Board working meeting on November 7th to discuss their concerns about the use on their information on the ECIA website and their role with the ECIA. A subsequent meeting was held on November 12th, attended by several committee members, several Board member, Bill Donohue, GM, and staff liaison, Raven Hicks. They discussed the fact that the role of NW is expanding well beyond its role within the ECIA. Committee members are going to meet to discuss what role they want to play within the ECIA, and whether or not, to request the dissolving of the committee.

Stables Committee:

Board Liaison, Pam Henline reported that there was not a November meeting for the Committee but that the Stable Open House will be coming up on Saturday November 30th from 10 am to 1 PM and again free pony rides will be offered. She stated that there had been sand moved around to the upper arena and it is in good shape. She next reported that there have been issues with getting the gate lock to work properly but staff member, Raven Hicks, has been helping residents with this issue. She further reported that one barn owner had moved out of Eldorado and her barn is for sale. Lastly she reported that the Ad Hoc Rules Committee plans to have the new stable rules ready for the stable community and ECIA Board on November 18th, 2013 and that the committee is recommending $300,000.00 of liability insurance naming the ECIA.

Sustainability, Planning and Education Committee:

Director Henline reported that the SPEC Committee had met on November 14th with only 3 attendees present. They discussed the fact that the Master Plan needs to be put together and they will be meeting informally with a goal of having one document ready for initial review by December. She reported that they may not have a December meeting. Discussion also arose over the future viability of the Sustainable Eldorado Residents Alliance (“SERA”).

Election Committee:

Director Pietrzak reported that there was no meeting in November and no report.

Architectural Committee:

Director Pietrzak, Board Liaison, reported that that the committee had met in November and has reviewed 16 plan submissions over the past two meetings, which have included: 6 fences and/or walls, 1 solar array, 4 garages/carports 1 window and door project, 2 sheds and 1 studio. He reminded all that the Committee has adjusted their November, December and January meeting schedule (because of the Holidays) and residents should check the website or vistas for these updates.

OLD BUSINESS:

President Ryen reported that resident Aram Farber has withdrawn his Home Occupation Application so this would not be reviewed.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

1. 13-11-64—Vice President Pietrzak made a motion to approve the Manure Composting Capital Project in an amount not to exceed $7,000.00. This motion was seconded by Treasurer Handy and passed unanimously. Details of this motion are attached.

2. 13-11-65—Vice President Pietrzak made a motion to approve the 7 Year Landscaping Capital Project in an amount not to exceed $55,000. This motion was seconded by Director Mounsey and passed unanimously. Details of this motion are attached.

3. 13-11-66—Treasurer Handy made a motion to approve the Audit Engagement Letter/Agreement with Swan and Grieco. This motion was seconded by Vice President Pietrzak and passed unanimously.

4. 13-11-67—Director Perlmutter made a motion to appoint Mary Cassidy to the Election Committee. This motion was seconded by Director Mounsey and passed unanimously.

5. 13-11-68—Vice President Pietrzak made a motion to approve the proposed method for re-establishing ECIA board staggered terms:

Seven Candidates with highest number of votes would be assigned term length based on descending number of votes:

The seven candidates receiving the highest number of votes would be elected but the three highest would serve three-year terms (until 2017), the next two would serve two-year terms (until 2016), and the last two would serve one-year terms (until 2015). This motion was seconded by Treasurer Handy and passed unanimously.

6. 13-11-69—Director Mounsey made a motion to approve the In Home Occupation request of Steven Kaiser at 74 Verano Loop, gunsmith business (Steven Kaiser). After Board discussion concerning the appropriate action to take, and due to pending approvals by various agencies for this business, it was decided that the motion should be made as a contingent motion. Director Mounsey then restated that the motion to approve the home occupation request was contingent upon the resident acquiring all applicable State, County and Federal approvals and copying the ECIA on all such records. This motion was seconded by Director Perlmutter and passed unanimously.

7. 13-11-70—Vice President Pietrzak made a motion to approve the Variance request at 20 Estacada Road to allow for a ground mount solar array to be located more than 15 feet [exact measurement required?] from the house (Paul Ingraham), with stipulations attached. This motion was seconded by Treasurer Handy and passed unanimously. Details of this motion are attached.

8. 13-11-71—Vice President Pietrzak made a motion to approve the Variance request at 15 Gaviota Road for a fence to encroach 6 feet in side 20 foot setback (Sharon Paris and Felicia Probert), with a stipulation attached. This motion was seconded by Treasurer Handy and passed unanimously. Details of this motion are attached.

9. 13-11-72—Vice President Pietrzak made a motion to deny the project extension request at 24 Esquilla Road, (Michael Baron) for a garage and studio project as it had not been completed within the allowed time frame, despite a 6 month extension already being approved by the ECIA staff. He made the motion, with five attached stipulations, that the resident shall come back before the ECIA Architectural Committees for re-review of these plans when ready to re-start work. This motion was seconded by Treasurer Handy and passed unanimously. Details of this motion are attached.

FINAL ORDER OF BUSINESS:

There was no final business.

The meeting was adjourned at 8:35 PM and the Board went into executive session at that time.

Submitted By:

__________________________________ Date

Karyn Mounsey, Secretary

______________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

September 19, 2013 FINAL

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, September 18th, 2013 at the Community Center.

CALL TO ORDER :

Acting President Ryen called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (Acting President), Jan Pietrzak (Acting Vice President) and Pam Henline (Director). Nolan Zisman (Secretary) was an excused absence and Todd Handy (Treasurer) was not in attendance at roll call but arrived later in the meting. A quorum was determined to be present. Staff members present were Bill Donohue, Mark Young and Raven Hicks.

APPROVAL OF AGENDA:

Acting President Ryen asked for a motion that the agenda be approved. Acting Vice President Pietrzak moved that the Agenda be accepted. This motion was seconded by Director Henline passed unanimously.

RESIDENTS:

There were 15 residents at the meeting.

ANNOUNCEMENTS:

1. Acting President Ryen reported that the ECIA Board of Directors has appointed two new members, Karyn Mounsey and David Perlmutter and asked the Board to vote to appoint them as Directors. Acting Vice President Pietrzak moved that the both Karen Mounsey and David Perlmutter be appointed as Directors. This was seconded by Director Henline and this motion passed unanimously. At this time both Directors Mounsey and Perlmutter took their seats on the Board for the remainder of the meeting, (This is recorded as Motion # 13-09-49 later in these minutes.)

  1. Acting President Ryen reported that there would be a town hall open forum on October 2rd from 7 to 9 PM at the performance space at La Tienda, and that all residents were invited to attend this forum.
  1. Acting President Ryen further reported that there would be an open forum on October 23rd at the performance space at La Tienda to discuss the upcoming Board elections and to discuss the pros and cons of various ways to structure the election of ECIA Board members. Again all Eldorado residents are invited to attend.
Treasurer Handy reported that the ECIA had received $7,500.00 from one of the embezzlers and that they had fulfilled their financial obligation to the ECIA. In all he reported that the ECIA has collected over $10,000.00 in monies from the former embezzlers.
  1. Treasurer Handy further reported that there will be a meeting on Monday September 30th at 6:30 PM to discus the open representative position that was previously held by the late Steven Easley. The goal of this meeting is to try to come up with an Eldorado candidate for this position to be submitted to the Governor.

OPEN FORUM:

1. Resident Claudia Daigle addressed the Board about the fact that they have approved a number of large Solar Arrays and claimed that they were too large for the residents needs. She further went on to discuss in detail one recent array on Conchas Court that she felt was poorly sited and too large. When she questioned the Board on why they approved larger arrays, Acting Vice President Pietrzak responded that each variance request was looked at individually and all were site dependant and it was not possible to make a general statement concerning why the Board has approved larger arrays in the past.

2. Residents Audi and David Raab of 1 Condesa Court came to let the Board know about a large RV at their neighbors at 3 Condesa Court and they were not happy with the white cover that was on the RV screening it. CCR, Mark Young, responded to the Board that he had taken immediate action when a letter was first received on this matter and that the ECIA immediately has taken enforcement actions and they are awaiting a response on this RV screening matter, but as per policy had to wait 14 days for a response before further actions could be taken.

CONSENT AGENDA : (*)

Director Henline made a motion to approve the consent addenda as follows. This motion was seconded by Director Perlmutter and passed unanimously.

  1. 13-09-48.1 ApproveMinutesof8/15/13Regular BoardMeeting
  2. 13-09-48.2 ApproveMinutesof9/5/13Special BoardMeeting
  3. 13-09-48.3 Receive August FinanceReports
  4. 13-09-48.4 Receive StaffReports
  5. 13-09-48.5 In-Home Profession Application at 4 Eldorado Circle (Casa De Suenos Construction to have a construction office on the lot)
  6. 13-09-48-6 In-Home Profession Application at 57 Verano Loop (Hope Kiah-Santa Fe Web Design)
  7. 13-09-48.7 Variance Request at 4 Azul Drive, Pascal Pierme (7 feet in height screening fence). The justification for this variance is due to the fact that this lot is much lower than surrounding lots and as such has site characteristics that ensure that the intent of the covenants shall be met.
  8. 13-09-48.8 Variance Request at 15 Balsa Road, Glen and Rita Wieringa (existing fence to be allowed to remain in 20 foot setback) as the fence has been on the lot for over 20 years. The justification for this variance is that the fence is screening a neighbor’s trailer and to have to remove it would be a hardship for the owner.
  9. 13-09-48.9 Variance Request at 2 Moya Place, Nancy Wood and Robert Johnson, (large accessory building (carport) to be located more than 15 from house, (17 feet exactly from the house) and not having a connecting feature due to the existing fence and vegetation on the lot acting as a connector. The justification for this variance is that there are site characteristics (existing fence and vegetation) that ensure that the intent of the covenants shall met.

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

COMMITTEE REPORTS:

Finance Committee:

Treasurer Handy reported that the Finance Committee had met on September 11th and that they are in the process of reviewing the major projects for the 2014 FY and that these included projects such as landscaping, a digital document system, and other projects. He also reported that the most recent open Budget Forum, on September 17th, was not well attended.

Information Committee:

Treasurer Handy reported that the committee had met on August 20th with 5 members present and Chairman Frank Schoeber presiding. The committee voted to request that an additional marquee sign be installed near the intersection of Avenida Eldorado and US 285. The cost of this sign would be around $5000.00 and an appropriate site would have to be determined. The request has been forwarded to the Board for consideration as part of the ongoing budget deliberations. The committee also discussed the process of getting draft minutes and agenda from Committee chairs early enough to get them posted on the website. The committee requested the Board’s assistance in getting all the committee chairs to provide Marilyn Farrell with that information at least 73 hours ahead of any scheduled meeting. The committee reviewed the August Vistas and concluded its meeting by brainstorming ideas for the October Issue.

Facilities and Grounds Committee:

The F & G Committee met on September 4th with six members present. As its first order of business the committee elected officers. Jeanne Calzada was elected chairperson, David Lovro vice chair and John Calzada as secretary, all by a unanimous vote. With Finance Chairman Dan Drobnis present, the committee reviewed the needs for replacement reserve expenditures over the next 5 years. Lee Onstott brought up some concerns regarding the allotted amounts in the R & R for base course maintenance. It was determined that the committees would need to schedule a future discussion on this matter. The committee determined that there was a need for a subcommittee to review the R & R budget numbers in detail. Jeanne Calzada, Jean Crawford and John Calzada were appointed to work with Dan Drobnis and Bill Donohue on this. Finally the committee agreed to ask pool Manager Julie to attend its next meeting to provide a wrap up of this pool seasons activities and possible suggestions for next year.

Road Committee:

There was no report.

Conservation Committee:

There was no report

Neighborhood Watch Committee:

Treasurer Todd Handy reported that the committee has not met recently and that there was no report.

Stables Committee:

Board Liaison, Pam Henline reported that the committee had met on August 28th with no meeting in September. She reported that there will be a stable open house on November 30th form 11 to 1 with demos and pony rides. She further discussed that SuAnne Armstrong was working on a project at the stables of converting manure to compost and this is under review to see if it is a feasible plan. The manure issue is critical as there is no one to handle her past duties of manure disposal. Other issues discussed at the meeting included:

  • Committee is looking into an electric gate to replace current gate.
  • Some issues with tumblers and locks that is being addressed by GM, Bill Donohue.
  • New manure pile open and lower pile looks like a swamp.

Sustainability, Planning and Education Committee:

Director Henline reported that they are continuing to work on their master plan and that there would be no October meeting. By November they hope to have various chapters of the Eldorado Master Plan assembled and ready for editing. The committee is also reviewing their membership numbers due to some recent resignations.

Election Committee:

Director Pietrzak reported that there will be an ECIA Board Election Procedures Forum meeting on October 23rd, 7 PM, held at The Performance Space at La Tienda. As all seven positions of the Board will be up for reelection in 2014, various proposals on how staggering terms for those elected can be configured. This is a public meeting for all ECIA residents to voice their opinions on this matter.

Architectural Committee:

Director Pietrzak, Board Liaison, reported that that the Committee received 22 plan submissions in September and that there were many for fences, walls, sheds and some solar arrays. Additionally we have a home being re-built that was destroyed in a fire. He further reported that the Architectural Committee meeting schedule will be adjusted in November, December and January, due to the holidays and this will be reflected in the vistas and on the website.

OLD BUSINESS :

None

UNFINISHED BUSINESS :

None

NEW BUSINESS:

1. 13-09-49 Acting Vice President Pietrzak made a motion to appoint Karyn Mounsey and David Perlmutter to the ECIA Board of Directors. This motion was seconded by Director Henline and passed unanamously.

2. 13-09-50 Acting Vice President Pietrzak made a motion to approve the Election Committee Charter and Election Policy and Procedures. This motion was seconded by Director Henline and passed unanimously.

3. 13-09-51 Acting Vice President Pietrzak made a motion to approve the Election Committee Nomination Petition. This motion was seconded by Directory Mounsey and passed unanimously.

4. 13-019-52 Treasurer Handy made a motion to approve a Capital Project for a new walkway from middle parking lot to the front parking lot, made of with concrete. Project not to exceed $5,000.00. This motion was seconded by Director Perlmutter and passed unanimously.

5. 13-09-53 Acting Vice President Pietrzak made a motion to deny the Variance Request at 24 Monterey Road, Tanya Gerard and Robert Thomas (to allow for one partially constructed cement planter to remain 2 feet inside the 20 foot side setback). Director Mounsey seconded the motion. After extensive discussion between the resident and Board members, Board members encouraged the resident to reduce the size of the encroaching planter by 5 feet, so as to avoid any encroachment, but the resident was not receptive of that idea. At that point, with no obvious solution available, Acting President Ryen called for a vote of the original motion to deny the variance and it passed with two voting in favor of the motion, one against and two abstaining.

6. 13-09-54 Acting Vice President Pietrzak made a motion to approve of the Variance Request at 24 Bonito Road, Mark Grayson ( This variance is to allow for the replacement of old cedar fence with new coyote/stucco pilaster fence, that would encroach 8 feet inside the 50 foot road side setback). This motion was seconded by Treasurer Handy and passed unanimously. The justification for this variance was that there are site characteristics that ensure the intent of the covenants shall be met. Those site characteristics being an existing gas line and electrical junction box that the fence needs to go around, and into the roadside setback, to avoid.

7. 13-09-55 Acting Vice President Pietrzak made a motion to approve of Variance Request at 41 Azul Loop, Joe Miracle and Kent DeYoung (variance to allow for the building of a wall and gate 7 feet into the 20 foot side setback). This motion was seconded by Director Mounsey and passed unanimously. The justification for this variance is that there are site characteristics that ensure that the intent of the covenants shall be met, specifically the house was built so close to the property line that there was little room for any work to be done outside of the 20 foot setback. Additional site characteristics are that the house is located a fair distance to the neighbors and is quite a bit lower in elevation.

8. 13-09-56 Acting Vice President Pietrzak made a motion to approve of the Variance Request at 62 Avenida de Compadres, Patrick McGee-Russell and Dianne Duenzi (variance to allow ground based solar array to be located 180 feet from house). This solar project is for 2 arrays with 24 panels each for a total of 48 panels and is a 12.96 Kw system. This motion was seconded by Director Mounsey. The motion passed with three voting in favor of the motion, two abstaining from the vote and none in opposition.

9. 13-09-57 Acting Vice President Pietrzak made a motion to approve of the Variance Request at 4 Verano Lane, Steven Pullen. This variance request is to build an 8 foot tall coyote screening fence to screen a pop up trailer, with the stipulation that the fence is removed or brought down to a compliant 6 foot height when the residents sells the home. This was seconded by Director Perlmutter and passed unanimously.

FINAL ORDER OF BUSINESS:

There was no final business.

The meeting was adjourned at 8:30 PM and the Board went into executive session at that time.

Submitted By:

_________________________________ Date

Karyn Mounsey, Secretary

__________________________________________________________________________________

Eldorado Community Improvement Association, Inc.

Monthly Board of Directors Meeting

August 15, 2013

TIME AND PLACE:

A regular meeting of the ECIA Board of Directors was held on Thursday, August 15th, 2013 at the Community Center.

CALL TO ORDER :

Acting President Ryen called the meeting to order at 7:00 PM.

DESIGNATION OF QUORUM:

The roll was called and the following members answered present: Dag Ryen (Acting President), Jan Pietrzak (Acting Vice President), Nolan Zisman (Secretary), Pam Henline (Director). Todd Handy (Treasurer) was an excused absence. A quorum was determined to be present. Staff members present were Bill Donohue, Mark Young and Raven Hicks.

APPROVAL OF AGENDA:

Acting President Ryen moved that the agenda be approved. This motion was seconded by Director Pietrzak and passed unanimously.

RESIDENTS:

There were 13 residents at the meeting.

ANNOUNCEMENTS:

1.) Acting President Ryen sadly reported that State Representative, Stephen Easely of Eldorado, had passed away on Wednesday. He mentioned that Stephen had been a great asset to the Eldorado Community and that he will be missed. He also offered the ECIA and community’s condolences to the Easely family.

2.) Acting President Ryen reported that Jeanne Calzada will be rejoining the Faculties and Grounds Committee.

3.) Acting President Ryen reported that the Dog Pool Party will be an ECIA sponsored Event – open only to Eldorado residents and their guests. It will take place on the pools closing weekend with the date to be announced.

4.) Acting President Ryen reported that new committee liaison assignments have been made and they are as follows:

  • Director Pietrzak liaison for Architectural Committee and Election Committee.
  • Treasurer Handy: Liaison for Finance and Neighborhood Watch Committees.
  • Acting President Ryen: Liaison for Facilities and Grounds and Information Committees.
  • Director Henline: Liaison for Stables and SPEC,
  • Secretary Zisman: Liaison for Roads and Conservation Committees.

5.) Acting President Ryen reported that the road work has begun on Herrada Road in preparation for paving it and that there will be an upcoming meeting on September 26th at La Tienda at 6 PM regarding this project.

OPEN FORUM:

1. Resident Mary Cassidy questioned the Board regarding the status of the current ECIA Board vacancies. Acting President Ryen reported that there has been little progress in finding qualified candidates for the Board and that the deadline for applications was this weekend.

2. Resident Beth Colson questioned the Board as to whether the Board Resolution, passed in November 2012, concerning the Board not taking time on the poultry was still in effect as she had heard rumors that an acting Board member had spent time looking at areas for possible poultry in Eldorado. Board members and staff responded that they were not aware of any such actions by a current Board member.

3. Resident Mr. Most spoke about his concerns over the poor workmanship that Santa Fe County has done on the recent work along Torneo Road. Specifically this involved substandard work on installing culverts along Torneo Road. He asked for the ECIA Boards support in helping to get the county to complete this work in a timely and professional manner. Numerous Board members stated that they were fully aware of the issues on this project and urged Mr. Most to continue to communicate with the county and attend their meetings in person, if possible. The Board agreed to stay in touch with him on this matter.

4. Resident Ray Nichols spoke on behalf of Action Eldorado and questioned the Board on the current status of the administrative review that the Board was working on. Acting President Ryen responded that the Board was still working on it and while employee confidentiality was a factor in making this information public, they hoped to have this report done by the end of the year and would make the results known to the community.

5. Resident Mark Pitman, speaking on behalf of his neighbors, Tanya Gerard and Robert Thomas advised the Board that he was present for their variance request.

CONSENT AGENDA : (*)

Director Pietrzak made a motion to approve the amended consent agenda, with the provision that the missing details in the July 18th regular Board Meeting minutes variances were to be added to these motions. These included variance motions 13-07-29.4, 13-07-29.6 and 13-07-41. This was seconded by Director Henline and passed unanimously.

1. 13-08-42.1 Motion to approve of the minutes of the Board Working Session.

2. 13-08-42.2 Motion to approve of the minutes of the July Regular Board Meeting.

3. 13-08-42.3 Motion to approve of the minutes of the 7/19/13 Special Board Meeting.

4. 13-08-42.4 Motion to receive the July Finance Reports.

5. 13-08-42.5 Motion to receive Staff Reports.

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

COMMITTEE REPORTS:

Finance Committee:

Director Pietrzak, reporting for Treasurer Handy reported that the Finance Committee had met on August 7th but did not have enough members for a quorum. He reported that the committee had performed their annual Procedure Audit and a draft presentation was provided at the meeting with a final version given to the Board on August 12th. He also reported that the Committee is working on the review of the budget, including the R & R maintenance requirement and a review of possible outside funding from the county. Due to the early scheduling of this meeting the committee was presented the financial reports late, in advance of the meeting. They did however discuss the status of the Accounts Receivable process and liens on overdue accounts. General Manager Bill Donohue reported to the committee on the status of the tennis courts, rental house, NM State Required HOA forms, preferred provider status listing, and document scanning project.

Information Committee:

Director Pietrzak, reported for Treasurer Handy reported that the committee had met and that the Vistas August edition is now in home. He also reported that the committee had just submitted the September Vistas to press.

Facilities and Grounds Committee: SecretaryZismanreported that the committee met on July 30th. After discussion regarding the remaining portion of the Amistad entrance structure, the Committee is recommending to the Board that the wing portions of the Amistad monument be refurbished and that signage be added “Eldorado at Santa Fe”, similar to the lettering on the Avenida Vista Grande entrance. The work should be done as soon as funds can be identified for this purpose. The committee consensus is to make repairs to the wings this one time and not add this to the R&R, since the property does not belong to the ECIA. Of course, property owners will have to give concurrence. In addition, the committee asked that Bill contact the County to see if they might do something with the center island created when the monument was taken down.

Secretary Zisman also reported that F&G would like to see some improved aesthetics at the pool. This would include additional cabana covers and furniture. They recommend adding $2,500 to the 2014 budget for this purpose. There was a short discussion about the Vistas ball field survey. The committee has not changed its recommendation that the field be artificial turf.

Secretary Zisman than reported that Chair Jean Crawford decided to step down from the Chair position, but will remain with the committee. The election of committee officers was postponed until the next meeting. David Lovro will act as Interim Chair until a new Chair is elected. The committee also voted to move its regular meeting date to the first Wednesday of each month, starting Sept. 4. They also scheduled a special meeting on Aug. 28 to develop their updated 5-year Landscaping Plan and begin review of the assumptions regarding expected life of the amenities on the Repair/Replacement Reserve Schedule.

Conservation Committee:

Staff member, Mark Young, reported that the Conservation committee met on August 6th with several members and one guest present. The committee discussed at length the progress made during the July 12th Wetlands Work Day and also worked to decide on what further work could be done in the wetlands in 2013 while keeping within budget. Due to bad erosion near Trail 201 the committee has another work day planned for August 16 th.

He further reported that the new Preserve Trail Map plans were finalized at this meeting and that the map is now with the printer and should be done within 10 to 14 days. The committee then discussed the design of the new larger format trail head signs and with this being a costly project, we will get a proof done and see form there how many we might be able to make and install in 2013.

Also discussed was the collaborative project that the Committee will be doing with students at the Eldorado School and Ecotone in a collaborative Wetlands Monitoring program this fall. The committee also discussed the following topics at this meeting:

  • Adding the newly located 1998 Preserve Plan Study to the website.
  • Prioritization of where the goats should graze this summer as they had just arrived on August 5th.

· Concerns by residents of damage done to the greenbelts from recent flooding, and need for residents to remove any non organic debris.

  • Resignation of John Parker as Chair and Eleanor Gossen as Secretary.
  • Nomination and election of Cherry Payne and Jim Daniel as new Co-Chairs for the committee.

Neighborhood Watch:

Director Pietrzak, reporting for Treasurer Todd Handy, reported that the committee has not met recently.

Stable Committee:

Board Liaison, Pam Henline reported that the committee had met and that the 3rd inspection had been done and that there were currently 3 residents with outstanding compliance issues. GM, Bill Donohue, will continue to work with these stable owners to resolve these outstanding compliance issues.

Sustainability, Planning and Education Committee:

Director Henline reported that they are continuing to work on their master plan and that at a recent August meeting their was discussion on the road portion of the Eldorado Master plan but to date they still do not have a specific date when the plan will be sent to the Board for review.

Election Committee:

Director Pietrzak reported that the committee is having a meeting on August 30th at 10:00 AM to review Board suggested changes to procedural materials.

Architectural Committee:

Director Pietrzak, Board Liaison, reported that that the Committee has had a lot of new plans for windows, fence and walls with 11 fence and walls over the last two meetings. He further pointed out that solar plans have dropped off for now and that in the last two meetings the Committee has reviewed 22 proposals with two variance requests before the Board at this meeting.

OLD BUSINESS :

None

UNFINISHED BUSINESS:

There was no unfinished business.

NEW BUSINESS:

1. 13-08-43 a. Director Pietrzak made a motion to remove Jeanne Calzada as a Prior Check Signers. This was seconded by Secretary Zisman and passed unanimously.

b. Director Pietrzak made a motion, at the request of 1st National Bank of Santa Fe to Authorize Check Signers Going forward as follows:

  • Acting President, Dag Ryen
  • Director Pam Henline
  • Treasurer Todd Handy
  • General Manager, Bill Donohue

This motion was seconded by Secretary Zisman and was approved unanimously.

2. 13-08-44 Director Pietrzak made a motion to not approve the variance request of Tanya Gerard/Robert Thomas, 24 Monterey Road - to allow a partially constructed planter box to remain 5 feet inside 20 ft. side setback. The stipulations of this non approval were as follows:

  • That the partially constructed planter in the setback shall be removed.
  • That the approved planter shall be finished as detailed in the plans.
  • That the ECIA CCR shall be able to inspect the site at the beginning/or completion of the project to verify that all conditions have been met.

This motion was seconded by Secretary Zisman and passed unanimously.

3. 13-08-45 Director Pietrzak made a motion request of Phillip and Paula Edwards, 2 Cuesta Road - to allow construction of garage to be sited 30 ft. from primary residence due to prohibitive cost of moving utilities which are now close to residence. The stipulations attached to this approval are as follows:

  • The structures exterior stucco is to match the color of the primary house.
  • Structure shall comply with the night requirement and will be attached to structure with a complaint wall.
  • That the ECIA CCR shall be able to inspect the site at the beginning/or completion of the project to verify that all conditions have been met.
  • That the resident shall notify the two closest neighbors to the project. (Which was done.)

This motion was seconded by Director Henline and passed unanimously.

4. 13-08-46 Secretary Zisman made a motion to Appoint Karen Murry to Road Committee. This motion was seconded by Director Henline and passed unanimously.

5. 13-08-47 Director Henline made a motion that Jan Burnham be allowed to keep her horses in Barn 23 for a short time after she sells her home in Eldorado, and is able to prepare her new residence for horses. Horses may stay until November 15th, 2013 which should afford enough time to complete her plans, even if delays are encountered. Additionally Jan shall ensure that she has adequate insurance coverage during this period. This motion was seconded by Director Pieterzak and passed unanimously.

FINAL ORDER OF BUSINESS:

There was no final business.

The meeting was adjourned at 8:15 PM and the Board went into executive session at that time.

Submitted By:

_______________________________ _______________

Nolan Zisman, Secretary Date

___________________________________________________________________________________________