Eldorado at Santa Fe

Facilities and Grounds Committee

Minutes for April 9, 2013

 

Call to Order: Meeting was called to order by the Chair at 4:05 PM

In attendance, Jean Crawford, Fred Raznick, David Lovro and John Calzada. Excused absence Eddie Marshall. GM Bill Donohue, Board liaison Nolan Zisman, Board member Dag Ryen. Finance Committee Chair Dan Drobnis.

Members of the public attending: Lee Onstott and Sue Anne Armstrong

Approval of the minutes for the March 5, 2013 meeting:  Approved

Public Comment: None

ECIA Board Representative Update: Nolan told the committee that Board President Ed Moreno had resigned from the Board. The Board appointed Pam Henline to fill the vacancy and her appointment will be made official at the Board meeting on April 18th. The tennis court contract has been approved along with the basketball resurfacing contract. Both projects will be done by Renner.

Nolan explained that  Commissioner Liz Stephanics indicated to him that the $100k earmarked for the trails projects had been approved. Dag mentioned that the Governor had approved the $151k earmarked for base course road work in Eldorado. Nolan told the committee that the Board is reviewing an update to the Dog Ownership Policy. He indicated that there were 48 dog complaints reported to ECIA last year and another 36 complaints reported to the County from along the 285 corridor.

The Chair and Sue Anne Armstrong mentioned that there is a Proposed County Animal Control Ordinance on the web.

Nolan was asked how the $100k might be applied to the trails. He said that he is not sure if the County will do the work, contract the work out and pay for it or allow ECIA to hire a contractor and then pay the contractor. Nolan and Dag both indicated the willingness on the part of the County to renegotiate the existing MOU's. John suggested that any negotiation with the County should consist of a phasing out of our contributions to maintaining County property.

General Managers Report & Project Discussions: Bill told the committee that his staff continues to work with the arborist. They have created water bars around some trees, increased the use of  wood chips for mulch, and they have diverted some water from the pool to our cisterns. The arborist continues to train our staff in the use of chain saws and pruning techniques. Sue Anne added that they have removed dead and diseased trees and continue to remove plastic that had been used as a weed barrier. Sue Anne talked about how critical watering is right now. She mentioned that some new planting will occur in the bed out front of the classroom and in the breezeway. Some limited planting will take place near the entrance sign to the CC. These plantings were part of the  original landscaping plan. There was a long discussion with regards to the long term irrigation needs of the CC.

Bill said that the cactus garden is underway and expected to be completed around May 1st. GIS project is complete except that it does not show the locations of the 3 septic systems, the low voltage lighting locations, dog park plumbing and the irrigation system. These will be placed on the maps by hand since the GIS did not pick these up because of the plastic piping and tubing. The total cost for this project was $500.00

Tennis court pre-construction meeting is set for April 25th and the start of the project is projected for the end of April. Some repairs were needed on the bottom of the pool. These repairs are underway. All of last years lifeguards are due to return this year except one. There will be no swim lessons offered at the pool by anyone who does not have a current certified water safety instructor certificate.

Dan asked Bill is the lifeguards are drug tested. Bill said that they are not. He said that several years ago it was decided not to test the lifeguards since that are all underage and we would need parental permission.

The Chair began a long discussion of goathead removal and the staffs commitment to that effort. Bill reaffirmed his commitment to goathead removal from the ball field, the dog park, the playgrounds, the area inside the white fence at the CC and Compadres Park. As time allows he will also include the area between the pool and Monte Alto.

Bill received a check for $3500. from an insurance company for the damages to the Amistad monument. He has a bid of $5,000. to restore the monument and $2,000 to remove it. He has mailed out two letters one to Miller and one to Carris' with regards to our maintaining the monument.

Motion: Fred moved that the monument be restored with signage that states "Eldorado at Santa Fe" and moved to the Board for approval. It was seconded by David and passed 3-0

 The committee was informed that Bill and Jean had met with Leeder concerning the parking lot reseal project. We are waiting on Leeder for his response. The barn roof shingles are to be removed and replaced with metal to match the other side. There were 5 web trouble reports this month and all of them have been fixed.

New Procurement Policy: Due to time restraints the discussion was cut short. Lee Onstott did say that there should be specific language that deals with very large contracts such as those that exceed $10,000.

Committee Discussion:

Motion: David moved to submit Lee Onstott's name to the Board for membership to the F&G committee. It was seconded by Fred and passed 3-0

There was a short discussion about the CC usage/rental and music. It was decided that the current policy would be sent by email to the committee members and it would be agendized for the next meeting.

After a short discussion it was decided to change the meeting day of the F&G committee from the first Tuesday of each month to the first Thursday of each month.

New Business: None

Date of next meeting: May 2nd at 4 PM

Adjournment

Respectfully Submitted by

John Calzada

_______________________________________________

 

Facilities and Grounds Committee

 Minutes for March 5, 2013

 

Call to Order: Meeting was called to order by the Chair at 4:04 PM

In attendance, Jean Crawford, Fred Raznick, David Lovro and John Calzada. Excused absence Eddie Marshall. GM Bill Donohue, Board liaison Nolan Zisman, Board member Dag Ryen. Finance Committee Chair Dan Drobnis.

Members of the public attending: Lee Onstott

Approval of the minutes for the February 5, 2013 meeting: Motion made by Fred Raznick, second by John Calzada carried by 3-0 vote

Public Comment: None

ECIA Board Representative Update: Nolan told the committee that the Board was supportive of Sue Anne Armstrong's landscaping maintenance plan and it should be phased into the long range landscaping plan.

Conservation Committee is preparing a new trails map that will include the newly finished Trail 105. Earth Day is April 20th and the plan is for a community clean up. March 11th is the open forum on the Proposed By-Laws, 7 PM in the railroad building.

The Board asked about the placing of  memorial benches on ECIA property. It was decided that a policy needs to be drafted that would cover this issue. It was also suggested that memorial trees should be included as an option. In addition, consideration should be made to placing memorial trees in the preserve.

General Managers Report & Project Discussions: Bill told the committee that his crew has met twice with the arborist (Jim Freeman) and they have cut down two trees. Our maintenance personnel have pruned a number of trees and the work continues.

The cactus garden should be completed by mid-May. Woody Duncan is set to start mapping the underground utilities tomorrow (March 6th). The tennis court bid came in at $160,000. We only had one bidder for job. After a conference call with Renner Sports we were able to reduce the bid by $19,000. The bid now stands at just over $140,000. We are waiting on a contract to be drawn up. The contract will be reviewed by the Finance Committee, the Board and the ECIA attorney before it is signed. The basketball resurface project will also be done by Renner Sports.

Motion: David made a motion to accept the project as described with a review of the contract, once prepared. The motion was seconded by Fred and carried 3-0

Nolan reiterated his desire for the committee to identify the path leading to the basketball & tennis courts.  

Motion: David made a motion that the committee would work on identifying where a path could be placed to reach both the tennis & basketball courts. A second was made by Fred and carried 3-0

Bill told the committee that Leeder is scheduled to finish up the work on our trails and begin the work on the parking lot seal and stripping.

Compadres park access is also scheduled for some drainage work and possibly base course this year.

Bill gave the committee a review and run down on the R&R, by indicating that:

-no truck will be purchased

-no gas units will be purchased

-no roof for the rental house

-no gas heaters for the rental house

-no pool vacuum

-barn roof still being considered

-cloth was purchased for sound deadening material for the railroad building

There were no trouble reports submitted this month.

Jean asked if Bill had sent letters to the co-owners of the properties that the Ave. Amistad Monument straddles, in order to secure permission to repair the monument at a future date. Bill has not yet sent out the letters. It was agreed that the old amenities log has now been replaced by the up to date R&R list. The amenities log should be pulled down from our website. Bill mentioned that Greg Neal had inspected our playgrounds for any safety violations. He gave Brian a checklist of needed fixes.

Dan mentioned that the Finance Committee will be reviewing the procurement policy.

John asked Nolan and Dag if they would support the use of all excess funds remaining, once the basketball & tennis court work is completed; to be applied to the building of a path & landscaping around the courts? Both Board members indicated that they would support this use of all excess funds.

Nolan suggested that the committee look at a phase 2 of the Community Park. He told the committee that the Board has expectations that we will provide them with the pros/cons/costs of seed/sod or artificial turf. A discussion ensued about the value of investing in another seed/sod field when we have such a dismal history of keeping such fields alive. Entering the third year of drought is it even worth spending money to repair  the sprinkler system and attempting to water seed/sod.

The committee came to a consensus to focus on artificial turf as the only viable solution to our field surface.

Finally, Nolan told the committee that our trails are now called "Roadside Walk"

 Date of Next Meeting: April 2nd at 4 PM

Adjourn: Motion made by Fred, second by David carried 3-0

Respectfully submitted by

John Calzada

_________________________________________________________________

 

Facilities and Grounds Committee

  Minutes for February 5, 2013

 

Call to Order: Meeting was called to order by the Chair at 4:03 PM

In attendance, Jean Crawford, Fred Raznick, David Lovro and John Calzada. Excused absence Eddie Marshall. GM Bill Donohue, Board liaison Nolan Zisman, Board members Jan Pietrzak and Dag Ryen. Finance Committee Chair Dan Drobnis.

Members of the public attending: Sue Anne Armstrong, Don Dayton, Rich Cook, Andy Kingston and Mike Landon.

Approval of the minutes for the January 8, 2013 meeting: Motion made by David Lovro, second by John Calzada carried by 3-0 vote

Public Comments:  Mike Landon, Andy Kingston and Rich Cook appeared on behalf of the youth soccer league. They wanted to let the committee know that they support any effort that can be made to have a grass field. They explained that at one time, about 6 years ago, there were approximately 300 kids playing soccer in Eldorado. The figure is about 100 now. Not all the kids live in Eldroado, but the majority do. While the kids play soccer on the school field, it is an artificial surface and having a second field to use for practice would be very helpful. Rich talked about the problems in the past with goatheads on the field. They were informed that the field was now sandlot playable and that a commitment has been made to remediate the goatheads & gophers. The committee members explained the problems with the irrigation system, drought and lack of funds, as impediments to having a grass field.

Proposed Grounds Maintenance Policy: Sue Anne Armstrong presented to the committee a Landscape Recovery Plan. The plan was put together with input from Jean and David. The plan concerns itself with the area around the Community Center and primarily focuses on the trees. Two of the primary points of the plan were the need to hire an arborist to audit the trees around the Community Center and then train our staff in how to care for them and how to recover rainwater off the hard surfaces so it could be routed to the trees. After the presentation there was a lengthy discussion of the important points contained in the plan. Dag mentioned that the plan does not include the planting of one or two new trees each year.  The committee members mentioned that David Lovro had prepared a detailed landscaping plan that included the planting of new trees and shrubs. It was explained that the landscape plan phase 1 could not be finished because of the drought.

Dan mentioned that  a monthly article in the Vistas would serve to educate the residents on the progress being made to maintain the quality of our amenities. Dag suggested that an open house this summer might work to show off the finished amenities. Bill accepted the maintenance plan and told the committee that he had the money in this years budget to hire the arborist and would itemize the costs of the recovery plan so as to effectively budget next year for its continuation.

Jan proposed that some smaller trees, specifically around the tennis courts, might be transplanted to other areas around the Community Center. Fred made a motion to adopt the Landscape Recovery Plan and move it on to the Board for approval. Second was made by David and passed by a  3-0  vote.

ECIA Board Representative Update: Nolan told the committee that the Board had approved the Government & Community Liaison ad hoc committee. Nolan and Dag are the representatives on this ad hoc committee, but they will be looking to include members from the Road and F&G committees.  Nolan asked that F&G  1) identify 3 projects that the $100k commitment from the County, could be applied to and  2) to review current ICIP list to determine if any hike/bike segments should either be added or deleted, then prioritizing those intended to be on the ICIP list.

After a lengthy discussion it was determined that the projects must be on County property so that limits the projects to the hike/bike trail or the monument at Amistad & Hwy 285.  The ECIA's prioritized ICIP list must be completed by the end of March.

The committee Chair proposed a special meeting be held on February 19th at 7PM for the sole purposes of identifying the three projects and prioritizing the current ICIP list.

Special Meeting: February 19th at 7 PM

Date of Next Meeting: March 5th at 4 PM

Adjourned

Respectfully submitted by

John Calzada

______________________________________________________________

 

Facilities and Grounds Committee

Minutes for January 8, 2013

Call to Order: Meeting was called to order by the Chair at 4:05

In attendance, Jean Crawford, Fred Raznick, David Lovro and John Calzada. Excused absence Eddie Marshall. GM Bill Donohue, Board liaison Nolan Zisman, Board members Jan Pietrzak and Dag Ryen. Finance Committee Chair Dan Drobnis.

A moment was taken to remember Mary Anne Kenney a valuable member of this committee and the ECIA.

Approval of the minutes for the November 6, 2012 meeting: Motion made by David Lovro, second by Fred Raznick carried by 3-0 vote

Public Comments None

ECIA Board Liaison Report: Nolan informed the committee of a meeting that was held with County representatives with regard to our hike/bike trails and the ICIP. We were told that the County is expecting to have Capital funds to move forward with some road paving in Eldorado and we might also get approval for a new trail on Avenida Azul. We were also told that at a meeting with the County Open Space and Trails Committee it was learned that the County is short on maintenance funds. Nolan thinks that if we approach the County with the idea of supplying matching funds for trail maintenance, we might have a better chance of getting County funds. Nolan informed the committee that there will be a meeting in April with the County Commissioner to continue a discussion of ICIP projects. It will be necessary to create one ICIP list that is prioritized and costed out before April 1st. Nolan suggested that Jean Crawford meet with him and Michael Chester (Roads Committee) to work on this list. Finally, we were told that once a project is on the County's ICIP list it remains there until it is completed or withdrawn.

Nolan introduced Dag Ryen as the newest member of the Board and mentioned that the Conservation Committee would be working on an easement issue for property running north from the tennis courts.

Tennis Subcommittee RFP Review: Dag went over the major points in the draft RFP. Some discussion was held on the issue of drainage around the courts and future landscaping of the area. Nolan seemed to think that the subcommittee was tasked with looking into the landscaping issue but it was determined that the landscaping subcommittee might need to be resurrected for this purpose. David mentioned to Dag that the guarantee listed in the RFP was only good for one year, whereas the techniques used to build the courts propose that they will last between 30-50 years. Dag said that the one year guarantee on materials & workmanship, from a review of other RFP's, seemed to be the industry standard but he was not opposed to increasing the time in the RFP.

Dag told the committee that there will be a survey done on the present courts to determine the slope. The slope of our current courts will be a determining factor in the cost of the new courts. In addition, the survey will look at the area surrounding the tennis courts so that a plan can be established to prevent rainwater runoff from invading the courts.

Motion: Fred Raznick made a motion that the committee endorse the Tennis Court RFP and advance it on to the Finance Committee and ECIA Board. Motion was seconded by David Lovro and carried 3-0

The Chair told the committee that we will discuss the landscaping plan for the tennis court area at the February meeting. Nolan mentioned that this area might have been one of the future phases of the original landscaping Plan and he would see if he had a rough sketch showing it.

Related to this, a short discussion was held of the mapping of utilities and irrigation features around the Community Center. Bill told the committee that he would have Brian begin placing the location of utilities and irrigation features on a map of the grounds and show us the progress of this mapping at our February meeting

General Managers Report: Bill told the committee that John Leeder has finished work on the hike/bike trails for this year. He is contracted to return in the Spring to continue with the crack fill and repair of some sections of the trail. Altogether approximately 5.75 miles of trail were rehabilitated in 2012.

The ball field project has been completed. It is now sandlot ready for play. There is sufficient funds remaining to hydro seed the one acre parcel near Torneo. Bill explained that the access road running behind the backstop will be clearly marked so that once work begins on the tennis courts the work vehicles will not run over any utilities. (Another reason for the importance of the mapping project mentioned above)

Jean mentioned that walking on the ball field she noticed a considerable amount of debris. It appeared that when the field was being worked on Mountain West had destroyed many of the old sprinkler heads and the plastic remnants were strewn all over the field. Bill said that he would look into it and if needed have our staff clean it up.

A review of all the problem reports that had been received by Bill, showed that they were all handled except the most recent one that was submitted by our Chair. Bill mentioned that he had received a call from a concerned citizen regarding the ability for kids to play soccer on the ball field. Bill agreed to meet with these individuals to talk about kids activities. Board member Dag Ryen expressed an interest in joining Bill for this meeting.

Committee Comments: Fred mentioned that generally speaking the comments he is hearing from lot owners is that they are dissatisfied with the basecourse trails. Individuals are driving to portions of the trail that are paved in order to exercise or they are using the roadway. Dan explained that a decision on whether to keep the basecourse trails or pave them will occur in 2015.

Jean told the committee that a grounds group had been formed to work with Brian on irrigation ideas. Gophers are active on the newly graded ball field. Bill said that they will employ Critter Control to help eliminate the problem. The rental house roof replacement may not be necessary. An inspection of the roof showed it to be in OK condition. Bill has adopted a "wait an see" policy on the roof replacement. The artificial turf that was once available from the school district is being used for a project near Aqua Fria. Solutions are being considered for sound deadening in the Railroad building.

Date of Next Meeting: February 5th at 4 PM

Adjourned

Respectfully submitted by

John Calzada

 

______________________________________________________________________

 

There was no meeting in December 2012

_______________________________________________________

 

Facilities and Grounds Committee

 Minutes for November 6, 2012

 

Call to Order: Meeting called to order by the Chair at 4:02PM

In attendance, Jean Crawford, Fred Raznick, David Lovro, Eddie Marshall, and John Calzada. Excused absence Maryanne Kenney. GM Bill Donohue, Board liaison Nolan Zisman and members of the public Sue Ann Armstrong, Don Dayton and Lee Onstott.

Approval of the minutes for October 2nd meeting: Motion made by David Lovro  second by Fred Raznick carried by 3-0 vote. Approved with corrections.

 Public Comments: Don Dayton and Lee Onstott were present to speak on behalf of a proposal prepared by Mr. Dayton, outlining favorable reasons why the County of Santa Fe should take over the Eldorado hike/bike trail maintenance. A lengthy discussion was held on this matter. A motion was made by David Lovro and seconded by John Calzada proposing that a meeting be set up with the County Open Space and Trails Committee, to begin a discussion on the feasibility of the County assuming maintenance of our hike/bike trails. It was suggested that the ECIA Board be invited to attend the meeting. Motion was approved on a 3-1 vote, and the Chair agreed to arrange the meeting.

Sue Ann Armstrong was present to voice concern about the condition of the trees around the Community Center. She explained that the trees were stressed and appeared not to be receiving any water. Bill explained that the trees are being watered and that Facilities Manager Brian Bennett has set up a watering schedule. It was explained that Brian had established an irrigation system for the plantings around the Community Center and that trees and shrubs were being watered, using our cisterns, on a set schedule. Sue Ann Armstrong agreed to meet with Brian and David Lovro to discuss the watering and the pruning of the trees around the Community Center. Ms. Armstrong also gave the committee a brief description of trail 105 in the preserve.

General Managers Report:  Bill told the committee that Leeder would begin the crack filling and other repair work on the hike/bike trails on Thursday, November 8th. The contract to begin work on the ball field is complete and ready for signature. Bill explained that the work would begin on November 26th. There is a fall and spring plan prepared although the Board has only authorized the expenditures of funds for the fall plan. This would make the ball field "sandlot" ready. A short discussion was held on the particulars of the fall & spring plans.

Bill has received approximately 20 web report submissions with the majority of those being generated by two people. Most of the reports are followed up on and resolved quickly.

Board Liaison Report: Nolan told the committee that Board member Jan Deligans had resigned and that Pat Lavengood had moved out of Eldorado. Saturday, November 10th would be the public hearing on the 2013 proposed budget. The SPEC committee is due to make a presentation to the Board at its working meeting of  November 12th. The Board had voted to rescind the original resolution calling for a temporary halt to the enforcement of the pet covenant until after the covenant vote. Nolan told the committee that he was selected to be the Board Secretary and that Jeanne Calzada was the Board Vice-President. Nolan also mentioned that trail 105 in the preserve was now completed.

Committee Comments additional issues/New Business: Jean mentioned that bookings in the annex were up and that Brian was looking into some sound deadening material to help resolve hearing issues in that space. Nolan spoke about the need to continue gathering information about astro turf. Even though the ball field will be made sandlot playable, astro turf should not be dismissed as a future option. Nolan also asked that the Chair to provide the Board with a list of those individuals on the tennis sub-committee.

The Chair announced that the tennis sub-committee would be meeting on November 27th at 4:30PM in the conference room. 

Date of Next Meeting: December 4th at 4 PM in the living room if needed.

Adjourned

Respectfully submitted by

John Calzada

___________________________________________________________________

 

Facilities and Grounds Committee

 Minutes for 2 October 2012

Call to Order:

Meeting was called to order by the Chair at 4:01 pm

In attendance :  Jean Crawford, Fred Raznick, Maryanne Kenney, David Lovro, Board liaison Pat Lavengood, Board Member Nolan Zisman.  Excused absence:  John Calzada, Eddie Marshall. 

Approval of minutes for 4 Sept 2012 meeting. 

Motion to approve the minutes was made by Maryanne Kenney and seconded by Fred Raznick.  Motion approved by 4-0 vote.

Report from Board:

Noted that Claudia Dagle was not approved  by the Board of ECIA to become a member of the Facilities  and Grounds Committee.

General Manager’s Report:

By Bill Donohue

1. The Patio Lighting Project has been installed and reviewed by Committee Members.
2. Hike Bike Trail.  The next section of hike/bike trail crack fill is next in line for parts of  Vista Grande.  Contractor to be Leeder Construction.  See:  Renovation Plan.

1. Regarding Resident reports  to ECIA:  they are being directed to Bill Donohue.

1. The Management at ECIA is trying to encourage current employees to stay with their jobs, especially trained seasonal staff.

Public Comments:

Guests:  Dag Ryen, Ron Heil, Marv Lockman, and Claudia Phillips representing tennis players.   Main Presenter was Claudia Phillips.  She recommended that F&G check into Dobbs Tennis Courts re:  court restoration.  With their procedure the substructure of the courts doesn’t need to be redone.  Estimated cost:  $15,000 per court.  Claudia mentioned courts done at Quail Ridge in Taos were successful  (contact Eddelbrock sp.? at Quail Ridge regarding their experience with Dobbs).  Claudia also mentioned a bad experience with Versa Court installations in Red River. All concurred that Drainage is the key factor to successful tennis courts.  Dan Drobnis suggested a task force to investigate tennis court renovation alternatives

Finance Committee Report:

Dan Drobnis discussed the ECIA Budget for the upcoming year.  His main point is the need for F&G to present its budget requests soon.  The Finance Committee is open for budget requests over the next few weeks.  By Oct. 22 the Committee will finalize its Budget for presentation to the ECIA Board.  The Board will vote on the Budget on Nov. 15, 2012.   F&G needs to forward its Phase II landscape budget ASAP.

See Finance Committee Report for details.

CommunityPark:

Nolan Zisman gave a report with an intensive view  of the ECIA Baseball/MultiUse Field Bids.  (See ECIA Athletic Field Rehabilitation document prepared for the F&G Committee by the Athletic Field Subcommittee).

Two Bids have been received for the project.  Scott’s Irrigation and Mountain West.  Mountain West appears to be the preferred vendor for the project.  The original budget for the project was $45,900.00.  The preferred bid is $91,800.00 (all inclusive).  See Bid.

Discussion occurred about how to proceed with the project. Much effort has been put forth to make the project a reality.  Dan Drobnis from the Finance Committee broke the stalemate.  His question to the committee was:  “Does the F&G Committee want to send this proposal to the ECIA Board with a price tag of $90,000 (plus or minus) knowing there may be alterations in the project scope?”.  Jean brought up the subject of an artificial turf field and possible donation of artificial turf materials to ECIA.  Discussion continued re:  the extensive cost for site prep, base materials, and installation cost. David submitted his comments that in the long term, an artificial turf filed would be the best option – bank the current monies for the future.

Fred Raznick motioned that we move the project on to the ECIA Board for their review. David Lovro seconded the motion.  Discussion continued.  Votes for advancing the project to the ECIA Board are as follows:   FOR:  Fred Raznick, Jean Crawford, David Lovro, John Calzada (proxy vote).  AGAINST:  Nil.

Date of Next Meeting :  Proposed as 6 November 2012.  Let Jean Crawford know if you do not want to proceed with this date.  Need to check election day needs.

Adjourned

Respectfully submitted by

David Lovro, substitute Secretary

_________________________________________________________________

Facilities and Grounds Committee

  September 4, 2012

Call to Order: Meeting called to order by the Chair at 4:07

In attendance, Jean Crawford, Fred Raznick, David Lovro, Eddie Marshall,  and John Calzada. Excused absence Maryanne Kenney. Also attending GM Bill Donohue, Board liaison Pat Lavengood, Board member Nolan Zisman member of the public Claudia Daigle.

Approval of the minutes for the July 26th & August 7th meetings: Motion made by Fred Raznick, second by David Lovro carried by 3-0 vote

Review of Committee officers & membership: Motion by Fred Raznick to appoint David Lovro as Vice-Chair, second by John Calzada, carried by 3-0 vote. Motion by Fred Raznick to appoint John Calzada as Secretary, second by David Lovro carried by 3-0 vote.

Chair proposed Claudia Daigle for committee membership. Bill will forward request to the Board for final approval.

Public Comments:  Ms. Daigle requested that the committee consider asking Santa Fe County to include the Amistad Monument on its ICIP list. After a lengthy discussion it was determined that Ms. Daigle could do that as a concerned citizen and that any future consideration for the refurbishing of the monument, by the ECIA and the F&G committee, would go to the Board for direction.

General Managers Report:

1. Bill reported the introduction of a new form that was developed by Nolan and approved for use by the Board. The form is to be used to track maintenance problem reports submitted by committees and the public, as well as the tracking of R&R projects. Bill explained that it would be prepared by Brian and used to report this matters to the Board as well as to our committee. He mentioned that there are some problems with the form that might require some changes.

2. The youth basketball hoop has been installed at Compadres Park

3. The patio lighting project is underway

4. Hike/Bike trail: the base course work is completed and Leeder will return to begin the crack fill work on the Fair & Good sections. He will begin with the Fair sections first. No seal coat will be applied if the weather is too cold. The work is expected to be finished by October 1st. Bill explained that some asphalt work will need to be done to repair some badly damaged areas. He went on to say that the severe storm of August 13th damaged parts of the base course trail. Those areas will also be repaired by Leeder and will include the use of 4 culverts. Nolan mentioned that vegetation is growing up along the sides of the base course trail and that will help to stabilize the trail. Jean asked Bill if he had received any complaint calls about the base course trail. Bill stated that he probably has received about 10 calls. Half of those were complaints but mainly due to expectations by the callers that the trail would be retuned to asphalt.

Nolan confirmed that the test period for the base course trail is 3 years. If the need to apply asphalt occurred any sooner it could necessitate a Special Assessment. The trail starting at Vista Grande and running 1/2 mile down Ave. De Compadres contains a top coating of "Road Loc". A lower section of the trail contains "Road Loc" mixed into the base course.

5. Community Park- the vendors were sent 10 questions. We have not received answers back from the vendors. Nolan believes that the bid submitted by Mountain West will be reduced and explained that by the October meeting a complete report should be ready.

6. Pool remains open through September. Brian is working on the irrigation system around the Community Center. The hydro seeding portion of the landscaping plan will be completed next year. The Chair hoped that two trees might be planted at the dog park. Bill explained that there is no money allocated for that purpose and suggested that the dog park users might want to contribute to the cost. David indicated that approximately 30-40% of the dog park users might be non-residents. Bill said that the residents only signs had been torn down but they will be replaced. Raven has been asked to visit the dog park and ensure that the users present are residents. The Chair indicated that there are goat heads popping up at the dog park. It is hoped that  a combination dog park users and staff can eradicate the goat heads. David stated that he would provide some forked tools for this purpose.

Board Liaison Report: Pat Lavengood told the committee that the Board is now fully staffed. Three new members were appointed to the vacancies. The Covenant vote ballot has been sent to the printers and is expected to be mailed to residents around September 14th.

Committee Comments for Old Business: The web based problem report form seems to be working fine. The Chair stated that the Dog Pool Party organizers are having problems getting the required Special Event insurance, as required by the Amenities Use Policy. The chair would like ECIA to include the Dog Pool Party as a community event sponsored by ECIA.

Community Center rental revenue is about $5500. $8500 was budgeted and Bill thinks that we will reach that amount in the next 3 months.

A lengthy discussion was held on the issue of maintenance staffing. The 2013 budget calls for the maintenance staffing to be maintained at the current levels. Bill admits that with more staff more things could be done, but he feels that the current staffing level  is adequate. Fred suggested that perhaps some seasonal on-call staffing might be able to assist after winter storms for snow removal. John stated that the cost of more staffing would be offset by the increased longevity of some of the amenities. Having enough staff for snow removal on the trails, basketball and tennis courts would prevent damage to those amenities and extend their useful life.

Nolan suggested that perhaps a sub-committee should be formed to establish a list of all maintenance needs. Those that are currently being performed and those that the committee feels need to be done. Once the list is complete, it can be assessed to determine the if there is a gap between the current manpower level and what might be needed to accomplish the identified tasks.

New Business and additional issues: Nolan handed out a copy of the current five year plan, trails priority plan, and the next five year R&R schedule. He recommended that the committee begin the process of updating the five year plan and consider incorporating those items on the R&R schedule. The additional landscape phases should be detailed and submitted to the Board for funding consideration. The Chair asked if it was worth considering the landscape phases since the Board has indicated, that short of projects identified as safety related issues, they would not be approving any Capital Projects. Nolan explained that in is his opinion the next landscape phase should be submitted for consideration.

The trails plan should be reviewed to determine if we want to consider a change in the priorities. The Chair will contact the County to see what is required to re-prioritize the list.

Date of Next Meeting: October 2nd at 4 PM

Adjourned

Respectfully submitted by

John Calzada

__________________________________________________________________________

August7,2012

CalltoOrder: 6 PM by Chair, Jean Crawford. Also in Attendance: Secretary,NolanZisman;members FredRaznick,John Calzada, Eddie Marshall, Mary Anne Kenny and  David Lovro; Board LiaisonPatLavengood; Facilities Manager Brian Bennett; guests Claudia Daigle and Dan Drobnis.
 

Approval of the July 10, 2012 Minutes--Approved as revised (Fred was in attendance, not an excused absence). The Committee unanimously agreed that in the future, Committee members, within 3 days of receiving the draft minutes of any meeting, send the Secretary any suggested corrections or concurrence with the draft minutes,  The Secretary will tabulate the results of this feedback and report at the following meeting. Only if there is not a quorum response will the conventional approval process be followed at the subsequent meeting. This is expected to reduce the amount of meeting time devoted to the subject.

PublicComments:None.

GeneralManagersReport:In Bill’s absence Brian and Jean gave the report:

ñ  Status of depotfloor - - Completed.

ñ  Status of youth basketball hoop at Compadres Park - - one-half the concrete has been pourded. Project should be completed by end of this week.

ñ  Status of patio lighting project - - Work will start next week.

ñ  Status of Athletic Park rehabilitation - - Proposals due Aug. 17. Nolan will call sub-committee meeting to review proposals and, as required, meet with bidders.

ñ  Hike-bike path rebuild/repair - - Work along Av del Monte Alto has been completed from community center to Tasa Pl. Work is in progress along Av. De Compadres between Av. Vista Grande and Herrada Rd. Crack filling will commence about 2 weeks after the base course work is completed. Nolan to e-mail Bill regarding concern that the base course along Ave del Monte Alto has not been compacted as tightly as may be required. Bill is working with Desert Mountain to schedule the application of a half-mile test strip of Road Loc (an organic binding material).

ñ  Goathead removal - - staff removed virtually all in the Dog Park. Work will continue in key areas.

ñ  Irrigation system - - 8 of 9 zones have been connected and are in use. The remaining zone is the front of the ranch house.This is still being hand watered. Thus far this season only cistern water has been used for watering. The tanks are getting low and we made need to augment with Utility water if we do not get more monsoon rains in sufficient amounts to refill the cistern tanks.

ñ  Equipment damage and ground maintenance at Compadres Park - - no report.

 ECIABoardLiaison Update  Patreported--

ñ   At the July meeting, one resident requested more shade covers be added at the pool

ñ  The Board approved a Resolution which limited the enforcement of the covenant regarding poultry.

ñ  President Moreno appointed members to an ad hoc Convenant and Survey committee. A By-Law review committee was also appointed.

ñ  One ECIA member requested and received a copy of the ECIA member list.
 

Finance Committee Matters: Dan Drobnis, Chair of the Finance Committee, advised the Finance Committee has reviewed the ECIA amenity use policy document and recommended to the Board a revised policy document that clarifies the four categories of users and requires an indemnification declaration for any applicant that is either a “non-member” or a member desiring to have an “exclusive use” activity.

OldBusiness:

ñ  Problem Reports - - Nolan advised he has not received any copies of submitted reports (estimated between 6 and 10). It is hoped that a newly ordered server will solve this  problem. It was also recommended the ECIA office have available to residents paper copies of the Report Form they may choose to submit while at the Community Center.

ñ  Discussion of VERSACOURT (court surface material) - - . Bill and Eddie visited a brand new installation of Versacourt at Los Arroyos and looked at an older artificial surface at Park Plaza.Bill is recommending we defer making any decision on this until we can determine the status of other similar installed surfaces vis-a-vis holding up under our type of weather extremes.

ñ  285 Monument rehabilitation - - Claudia reported on her discussion with Mr. Baca of Santa Fe County. The two monuments are under the purview of the County as “legal, non-conforming structures”. Any work done on them can be at the discretion of any interested party, so long as any involved property owners give their permission in writing, and there is adherence to County Ordnance 2003-01. F&G recommends Bill write to the owners of the properties on either side of the Av. Amistad monument  (on which part of this structure encroaches) to secure approval to repair that monument in kind, regardless of whether or not we decide to move forward with the work. Monument rehabilitation will also be discussed as part of the forthcoming annual F&G 5-year planning cycle.  The members expressed appreciation for  Claudia’s work on this matter.

ñ  Amenities Oversight - - Jean will finalize the “ownership” list started by Jeanne Calzada. There were no changes from the draft. The Committee agreed it is inappropriate to ask ECIA staff members to assist with oversight inspections, although they may, at their own volition, submit problem observations to the GM.
 

NewBusiness:

ñ  Election of new Vice-Chair - - because two members left early, this item was tabled to the next F&G meeting.

ñ  2013-17 5-year Plan - Dan briefly reviewed the R&R Schedule, focusing on those items coming up for action in 2013. Nolan will prepare a list of these items for review at the next F&G meeting. Jean requested that a check is made to ensure the two structures on the soccer field are identified on the R&R Schedule. Jean also requested that consideration be given to extending the expected life of the architectural shingles on the CC roof to 25 years. She was advised that such considerations are made during the year the assets are up for review. The Committee also wishes that the tennis court windscreens be included as a separate line item on the R&R Schedule, if not already so defined.

ñ  Exterior review of facilities and grounds around the Community Center - - This activity was tabled due to time constraints. Upon questioning about the condition of the Barn, Brian indicated there is at least one leak in the roof. He believes once the roof is repaired the barn will be structurally sound for many more years.

 

CommitteeComments--

ñ  Concern was expressed that our residents and lot owners are uninformed about F&G activities. Short of writing articles for Vistas and the ECIA web site it was suggested Ed incorporate into one of his President’s Corner articles the suggestion that committee meeting minutes are the best way to stay informed about what is going on with our committees, along with how to find them on the ECIA web site.

ñ  Jean asked Brian on the extent to which unused materials on various projects are kept in a material stockpile, to be used to replace damanged materials in our amentities. Brian indicated we have a small stockpile of such materials.

ñ  Concern was expressed that repair/replacement of some of the assets of the ECIA that are considered as “operating  assets” and may not be on the R&R Schedule, are not being included in the Operating Plan. An example cited was ensuring our septic tanks are pumped out on a regular basis and the leach field lines inspected. It was  deemed reasonable to request that, from time to time, Bill review his list of operating assets with F&G and/or Finance to ensure complete documentation of all our assets, regardless of category. Jean will request this information.

Dateofnextmeetings--September4at4PM.

Adjournment-- 7:50 PM

SubmittedbyNolanZisman,Secretary,F&GCommittee

________________________________________________________________________________

F & G SPECIAL MEETING

JULY 26, 2012

 

Chair Jean Crawford called the meeting to order at 4:05 PM. Also in attendance were members  John Calzada, Fred Raznick, Nolan Zisman, Eddie Marshall, David Lovro, along with GM Bill Donohue, Board Liaison Pat Lavengood and Finance Committee Chair Dan Drobnis.

 

One purpose of the meeting was to get a progress report from Bill and Dan regarding the hike-bike path project. Work had actually begun earlier in the day, being performed by R.L. Leeder. Bill advised they should be done with the base course work in about 4 weeks. There still remains the task of finding a vendor to spread a sealant, such as Road Loc, on a one-half mile test section.

 

Other discussion involved getting a vice-chair and preparing for the 2013-17 5-year plan update. This will be the subject of the regular meeting on Aug 7, at 6PM.

 

Meeting concluded at 5:00 PM.

 

Respectfully submitted,

Nolan Zisman, Secretary

_______________________________________________________________________

 ECIA Facilities & Grounds Committee Meeting Minutes

July 10, 2012

Call to Order: 4:05 PM. Due to Jeanne’s resignation from F&G and Jean’s absence, Nolan chaired this meeting.  Attendance: Secretary ,Nolan Zisman;members Fred Raznick,John Calzada,  and Eddie Marshall; Board Liaison PatLavengood;Board Member Jeanne Calzada and General Manager Bill Donohue. ClaudiaDaigle,JanPietrzakandJimDanielswereguestattendees.Jean Crawford, Mary Anne Kenny and  David Lovro were excused absences.
 

ApprovaloftheJune 12,2012Minutes--Approvedas submitted.

 

PublicComments:RepresentingtheInformationCommittee,JimDanielsexpressedaconcernthattheresidentsofEldoradoaswellasmembersoftheInformationCommittee,unlesstheyregularlyreadcommitteemeetingminutesonthewebsiteorunlessarticlesonothercommitteesareregularlyapartofVistas,arenotadequatelyawareofwhatisgoingonwith most of our committees. The Information Committee is encouraging other committees to communicate more frequently with the community via Vistas articles, and or be represented at Information Committee meetings to update the IC on their activities. It was suggested that the IC establish “roving reporters” who could write periodic articles for Vistas that addrsuggestion back to the IC.

 

GeneralManagersReport:

ñ  statusre:depotfloor - - floor installed; completing installing the trim. Should be done in a few days.

ñ  Status of request to replace missing signs on hike-bike paths - -  Completed. After the meeting Bill advised he was to meet soon with RL Leeder to develop a work schedule for replacing the poor sections and repair and crack-fill the good/fair segments.

ñ  Status of tennis and basketball court wind screens - - Bill has cost estimate for a new unit of $340. He will acquire and install. It was suggested that the wind screens be “packaged” into a single R&R Schedule line item and  be made uniform in size (9 ft.) on both the tennis and basketball courts. Bill will take this to the Finance Committee.

ñ  Status of youth basketball hoop at Compadres Park - - all materials received. Post hole needs to be dug and post cemented in. This work should be completed before the end of July.

ñ  Status of patio lighting project - - RFQ out to 3 vendors. One response at $5,775 plus tax. Being within budget Bill will award the contract and request a work schedule.

ñ  Status of condition of Rental House - - most recent visit was 2 weeks ago. Bill saw no reason to be concerned thus far.

ñ  Status of Athletic Park rehabilitation - - Bill has started scheduling meetings with each of the 4 potential vendors to hand them and review the content of the RFP. It was suggested discussions include the need for the successful bidder to continue to work with us after installation, on a scheduled or retainer basis, to ensure the success of the project.

 ECIABoardLiaison Update  Patreported--

ñ  Jeanne Calzada has been appointed to complete the Board term of Elan Colello.

ñ  Financialtrainingfornewboardmembersandothercommitteemembersasroomisavailablewill be held Saturday, July 14, at 10AM.

ñ  The Board established an ad hoc committee to review and recommend needed changes to the by-laws.

ñ  The Board also established an ad hoc committee to review the existing covenant regarding household pets for possible clarity and to develop a survey of member likes, dislikes and interest in existing and possible future amenities.
 

OldBusiness

ñ  Making the web-site problem report form interactive - - Bill has received a small number of forms. He will arrange that, upon receipt of each, he will forward a copy to the F&G Secretary to ensure the problem appears on the agenda for the following F&G meeting. Bill indicated he has made it a policy to acknowlege receipt of each report received and, if a matter of safety or community well being, to place a high priority on rectifying such problems.

ñ  Discussion of VERSACOURT (court surface material) - - Jeanne had additional conversations with the product representatives and local users. She has compiled specs from the company and location references so we might be able to see the material first hand, as well as determine user experiences with the product in weather conditions like ours. These will be turned over to Jean Crawford to be used by a pending ad hoc committee to develop recommendations regarding resurfacing the tennis courts. Bill and Eddie will on Friday visit a brand new installation of Versacourt at Los Arroyos.

ñ  Amenities Oversight - - There being no further changes to what Jeanne previously handed out, members are encouraged to make frequent enough visits to their amenities to “nip in the bud” any potential problems. This is particularly true where overgrowth of bushes or tree limbs creates visibility issues on the hike bike paths.
 

NewBusiness

ñ  JeanneCalzadahasresignedherpositionontheF&GcommitteeduetoherappointmenttotheECIABoard.ShewillmeetwithJeanCrawfordtoturnoverthechairresponsibilities.

 

CommitteeComments--

ñ  Eddie recognized the quick response by Staff to a problem report he submitted.

ñ  John suggested we need more members. Jan suggested the best way to accomplish this is for individual F&G members to recruit their friends/neighbors one-on-one. Nolan suggested we might wish to make “recruiting” an agenda item for a future F&G meeting.

 

Dateofnextmeetings--August7at7PM.

Adjournment-- 5:35 PM

SubmittedbyNolanZisman,Secretary

_____________________________________________________________________

 

Final  ECIA Facilities&GroundsCommittee MeetingMinutes

June12,2012

CalltoOrder: 4:05 PM.

Attendance:Chair,JeanneCalzada;ViceChair,JeanCrawford;Secretary,NolanZisman;membersFredRaznick,David Lovro,  and Eddie Marshall; Board LiaisonPatLavengood;General Manager Bill Donohue, andBoardMemberToddHandyalsoattended.  ClaudiaDaiglewasaguestattendee.Mary Anne Kenny and John Calzada were excused absences.
 

Approval of the May 1,2012Minutes--Approvedwithchanges to the first bullet under Board Liaison Update; Lynn Mortensen completed her term (rather than resigned) on the ECIA Board.

 

PublicComments  None.

 

GeneralManagersReport:

ñ  statusre:depotfloor - - material received. Old floor pulled up. Project should be completed by end of June.

ñ   Status of request to replace missing signs on hike-bike paths - -  Brian has the work order; we have the needed signs which will be installed over the next few weeks.

ñ  Status of tennis and basketball court wind screens - - all are up; one basketball court screen has rip; Bill investigating cost to replace.

ñ  Status of pool step railing - - installed.

ñ  Status of youth basketball hoop at Compadres Park - - expecting delivery during June. Concerns raised about location on the court. Unit will be installed at mid court on the north side about 2-3 feet inside the edge of the court slab.

ñ  Status of patio lighting project - - RFQ out to 3 vendors. One response thus far; within budget.

 

ECIABoardLiaison Update  Patreported--

ñ  Elan Colello has resigned from the Board. The two new members attended their first meeting.

ñ  Therewillbefinancialtrainingforthenewboardmembersandothercommitteemembersasroomis

availablelaterthissummer.

OldBusiness

ñ  CommunityPark(AthleticField)SubcommitteeStatusReport--There is near consensus on a scenario to pull back the backstop, have a dirt infield and plant   sports turf grass from the edge of the infield out to a perimeter about 200 ft. from home plate. Beyond that perimeter, to the westernmost edges of where the last fields were planted in grass, the area will be hydroseeded at a time when rains are projected for an extended period. The hope is to enhance the area between the new home plate location and the fence closest to the playground with two or three picnic tables and a barbeque pit.

ñ  Making the web-site problem report form interactive - - a test form has been successfully programmed and tested. The software may restrict the distribution of copies. Jean C. will work with Jack Arnold to see if this can be rectified. If not, an alternative process will be required to ensure each such request gets on the F&G agenda for a status update by Bill.

ñ  Amenities Oversight - - Jeanne handed out the results of her solicitation of volunteers for the various amenities. Committee members were asked to get back to her with changes. She also encouraged members to sign up for additional amenities that were not on the list.
 

NewBusiness

ñ  DiscussionofVERSACOURT(courtsurfacematerial)--Jeannehadconversationswiththeproductrepresentatives regardingitsapplicabilitytoourcourts.Theyguesstimatethecostwillbeabout$2.75persquarefoot.Thecostoflevelingout theexistingcourtwouldbeextra.Jeanneisgettingadditionalspecsfromthecompanyandlocationreferencessowemightbe abletoseethematerialfirsthand,aswellasdetermineuserexperienceswiththeproductinweatherconditionslikeours.

ñ  LiaisoningwiththeInformationCommittee--inresponsetoarequestfromtheInformationCommitteeforliaisonsfromtheothercommitteestoattendmeetingsofthe InformationCommittee,JeannehasinvitedJimDanielstomakeapresentationatthenextF&Gmeeting.
 

CommitteeComments--

ñ  Eddie suggests scheduling the evening meeting for August, allowing time for a brief invitation article to appear in that month’s Vistas. This idea was adopted.

ñ  Jean would like Bill to explore getting window coverings (preferably shades) in all indoor public meeting areas with outside windows. Bill suggested doing all at the same time as an R&R activity.

ñ  Jean suggests providing specialty training for staff on such things as landscape maintenance; this possibly could be extended to volunteers from the community.

ñ  Jean requested reconsideration of putting additional insulation above the Ranch House ceilings as a way of reducing electrical requirements. She was reminded that the biggest heat loss problem is with the single paned outside doors.

ñ  Jean also suggested we acquire a cache of native grass seed that can be sewn when it rains to cover various “scarred” areas.

 

Dateofnextmeetings--July 10 at4PM;August7at7PM.

Adjournment-- 5:35 PM

 

SubmittedbyNolanZisman,Secretary

 

__________________________________________________________________________________

 

Final ECIA Facilities & Grounds Committee Meeting Minutes

May 1, 2012

Call to Order: 4:05 PM. Attendance: Chair, Jeanne Calzada; Vice-Chair, Jean Crawford; Secretary, Nolan Zisman; members Fred Raznick, Eddie Marshall and John Calzada. Board Liaison Pat Lavengood, Maintenance Supervisor Brian Bennett and Board Member Todd Handy also attended. Claudia Daigle was a guest attendee. Mary Anne Kenny and David Lovro were excused absences.

Approval of the April 3, 2012 Minutes - - Approved with changes on page 2 regarding cost of Rhino Snot. The five cents figure refers to large applications. Another sentence to be added indicating estimated cost of smaller applications (more likely what we would do) would be fifteen cents based on a 30 sq. ft. per gallon application.

Public Comments None.

General Managers Report: Brian reported for Bill....
 status re: depot floor: material not yet received. Work to start soon on pulling up old floor.
 Status of community park rehabilitation - - Brian just received numbers from Bill. Will furnish copy to Nolan who will attempt to determine impact on budget.
 Status of tennis and basketball court wind screens - - staff has started putting them up.
 Status of pool step railing - - ordered, awaiting delivery. Jean asked if possible, they could be mounted on the south side of the pool. Pool inspection is set for May 18.

ECIA Board Liaison Update Pat reported - -
 Lynn Mortensen completed her term on the Board.
 Two new members were approved for the Conservation Committee
 The Board approved the acquisition and installation of a basketball hoop at Compadres Park, budget not to exceed $1,800.

Old Business
 Community Park (Athletic Field) Subcommittee Status Report - - Nolan will work up the newly received numbers to determine the impact of cost estimates on budget.
 Patio Lighting Project - - Bill has received the plan from David but has not yet acted on it.
 Making the web-site problem report form interactive - - it was agreed that the existing form be programmed, similar to that used by the Road Committee, so that a user can fill out a copy online to be sent to Bill, with a copy can go to Nolan to be added to the amenities log/GM status report checklist. Jeanne reminded the group that this form be used, and not an e-mail note, so that they can be handled on a higher priority than a normal e-mail.
 Assignment of amenities oversight - - Jeanne will announce the assignments after she has had the opportunity to talk to a couple of committee members about their involvement.

New Business - - Pat and Todd mentioned a Wildland Fire Assessment report prepared by the Conservation Committee that concluded the $15,000 reserve for fire prevention will be needed. They asked for F&G support for a greater presence of the goat herd on controlling weed growth in the green belts (and possibly the conservation area).

Committee Comments - - Jeanne encouraged committee members to use the maintenance request form to identify areas needing attention, rather than an e-mail to Bill.

Date of next meeting - -June 12 at 4PM.
Adjournment - - 5:20 PM

Submitted by Nolan Zisman, Secretary
 

_____________________________________________________________________

ECIA Facilities& Grounds Committee Meeting Minutes
April 3, 2012

Call to Order: 4:05 PM.

Attendance:

: Chair, Jeanne Calzada; Vice-Chair, Jean Crawford; Secretary, Nolan Zisman; members Fred Raznick, Mary Anne Kenny, David Lovro and John Calzada. GM Bill Donohue,Board Liaison Pat Lavengood, Maintenance Supervisor Brian Bennett and Board Member Todd Handy also attended. Guest attendees included Paul Grace, Lee Onstott, and Claudia Daigle. Eddie Marshall was an excused absence.

Approval of the March 6, 2012 Minutes - - Approved with change to third bullet under Committee Comments to read: “Jean suggested that the windscreens at the courts should be maintained in place without taking them down. Screen should be well anchored at the top and generally hung windward. Winter time roll-up and bungee of the south side would aid solar snow removal. Roll down the south screen and anchor for spring breezes. “
Public Comments None.

General Managers Report: Brian reported for Bill....
 status re: depot floor: Work will begin after April 17. The vinyl option will be used. The warranty is 15 years and the cost will be about $5,200.
 Amenities Survey status - - 136 responses ( five percent of lots) have been received; 25 comments were offered. The top amenities included Vistas, Hike-bike trails, Green belts, and Wilderness preserve. ECIA owns some survey development and tabulation software that can be made available to committees.
 Brian was asked if an inspection has yet been made of the rental house. He indicated in the affirmative, that everything seemed to be in order, but that the tenants appear to be smokers and have two small dogs and a cat.

ECIA Board Liaison Update Pat reported - -
 The SPEC Committee had three additional members approved
 $3,229 was approved to acquire pressure regulators for the water lines leading to the stables.

Old Business
 Community Park (Athletic Field) Subcommittee Status Report - - Nolan reported that a plan has been formulated but still needs additional work (waiting for costs). He took the committee to the field and show the preliminary staking that has been done. The plan, subject to finalization of cost estimates, will be to complete grading, gopher remediation, weed removal and soil amendment, relocate the backstop and side fences as far back as practical, then to plant seed in the “inner outfield” (from the edge of the base paths to a perimeter 200” from home plate”) and to hydro seed the remainder of the outfield to the fence and the western boundary of the field. The second phase will be to sod the infield and use a portable pitcher’s mound for organized baseball games. Another meeting of the sub-committee will be called when the revised cost estimates have been received.

 Hike-Bike Network - - Nolan indicated the sub-committee was recommending replacing the poor sections with a base course only surface and repairing/maintaining the fair and good sections on a timetable consistent with RR Reserve capabilities. Jean reviewed information she received regarding “RhinoSnot”. The costs she was quoted was
 five cents per square foot based on a 50 sq. ft per gallon application for large scale applications.
 Fifteen cents per square foot, based on a 30 sq. ft. per gallon application for smaller scale applications (this is probably scale we would try out)

The Committee unanimously approved the following recommendations: F&G recommends pursuing replacement of those sections of the hike-bike network considered “Poor” with a base course surface on a schedule consistent with funding capabilities as defined by the Finance Committee. F&G further recommends repairing “Fair” and “Good” sections also on a schedule consistent with funding capabilities as defined by the Finance Committee. In replacing “Poor” sections, consideration should be given to treating a sub-section with “Rhino Snot” and/or RoadPacker Plus, and a different sub-section with decomposed granite to field test these materials, along with base course, for durability and future maintenance requirements.

Lee expressed concern that base course may require more maintenance that initially perceived. He also suggested that it is important to have a reliable count of cracks on the Fair and Good segments so that reliable repair budgets can be prepared.

 Patio Lighting Project - - David reviewed his plan in a walk-around of the impacted areas. The Committee expressed their approval and appreciation for his work on the project. He will develop finalized cost estimates.
 Making the web-site problem report form interactive - - due to lack of further time available for this item, discussion was tabled to the May meeting.
 Assignment of amenities oversight - - also tabled to May.

New Business - - there was a brief discussion regarding the unsightly condition of the entrance monument at US285 at Av. De Amistad. Todd indicated the Board has expressed willingness to put up 25% of the cost of rehabilitation of this structure. Jean indicated that Dos Griegos might be willing to contribute something. It is still not clear who owns the structure and property on which it is situated.

Committee Comments - - There was not time for this topic.

Date of next meeting: May 1st at 4PM

Adjournment:  6:15 PM

Submitted by Nolan Zisman, Secretary
 

_________________________________________________________________

ECIA Facilities & Grounds Committee Meeting Minutes
March 6, 2012

Call to Order: 4:01 PM.
Attendance: Chair, Jeanne Calzada; Vice-Chair, Jean Crawford;
Secretary, Nolan Zisman; members Fred Raznick, Eddie Marshall, Mary Anne Kenny, David Lovro and John Calzada. GM Bill Donohue,Board Liaison Pat Lavengood and Board Member Todd Handy also attended. Guest attendees included Dan Drobnis, Tom Willmott and Claudia Daigle.

Approval of the February 7, 2012 Minutes - - Approved with two typo corrections.
Public Comments None.

General Managers Report
- status re: depot floor bids - - Bill talked to the vinyl floor supplier about experience with the product. The vendor has heard nothing but positive reactions about the product. It was suggested that we approach the supplier about getting some type of discount to have the product installed as a “demo”. Bill will do some follow up for a decision at the April meeting. Work would begin right after the Annual Meeting.

- Amenities Survey status - - About 180 responses have been received. Bill looked at about 100 that he received on paper vis-a-vis the tennis courts and athletic field. For both amenities the majority of respondents indicated not used, with a few infrequent users of the two. A final tally will be made and reported at the April meeting.

ECIA Board Liaison Update Pat reported - -
 The SPEC Committee had one additional member approved
 $3,229 was approved to acquire pressure regulators for the water lines leading to the stables.

Old Business
- Community Park (Athletic Field) Subcommittee Status Report - - Nolan reported that a plan has been formulated but still needs additional work. The sub-committee is recommending that work on gopher and weed remediation, rototilling, grading and rolling begin as soon as possible. This will provide a playing field that can be used this year, regardless of grass planting limitations. Work is to continue on the issue of grass installation. The sub-committee was reminded that three acre feet of water for one acre of grass at 14,000 gal. per day allows for only 70 days of watering.

- Hike-Bike Network - - Dan reported he had revised calculations regarding the impact of the RL Leeder quotes on the Repair/Replacement Reserve Schedule. The results would be significantly higher costs than IPR’s slurry seal approach, requiring a larger incremental increase in assessments for the next several periods; the “five times” reserve level requirement would never be met. The question of alternative non-asphalt surfaces for some of the worst sections was raised. Dan will get together with Nolan, Bill, and Todd to develop alternate approaches. Jean suggested adding Lee Onstott to the group. She will also forward information she received regarding “RhinoSnot” - - a sealant for dirt surfaces used successfully by the military in many different applications.
 Patio Lighting Project - - David will present his detail plan at the April meeting.
 Compadres Park Youth Basketball Hoop - - will be revisited once the audit has been completed.
- Tennis Court Subcommittee status - - Jeanne has not heard from the sub-committee members. Eddie will attempt to solicit other candidates. This item was tabled until we hear from the sub-committee.
- Assignment of amenities oversight - - Each member submitted their top three preferences for amenity “ownership”. Jeanne plans to begin an effort to identify volunteers to help staff with various tasks needing such effort. It was suggested that SPEC be approached in this regard. Jeanne plans to incorporate a “call for volunteers” in her upcoming Vistas/web site article. Jean is to work with Bill and Jack Arnold to see if the F&G problem report form can be made interactive on the ECIA website.

New Business
 Change meeting times - - This subject arose because of the perception that some people whose jobs preclude their attending an afternoon F&G or morning Finance Committee meeting might otherwise have valuable input to these groups. It was pointed out that there already exist many ways for such people to contact the committees. After some additional discussion it was suggested that, after appropriate publicizing, we try one future meeting in the evening to see if the perception is valid.

Committee Comments
 Eddie asked for the results of the Vistas survey. Bill reported that the majority of respondents regularly read the Vistas and prefer to continue receiving via paper. Eddie suggested that the results may have been different if respondents knew the cost of publishing the Vistas.
 Claudia suggested that small articles each Vistas about our amenities may solicit more community input about them.
 Jean suggested that the windscreens at the courts should be maintained in place without taking them down. Screen should be well anchored at the top and generally hung windward. Winter time roll-up and bungee of the south side would aid solar snow removal. Roll down the south screen and anchor for spring breezes.
 Jean questioned whether it was possible to repair/restucco only those portions of the pool wall that are in dire need and divert the remaining budgeted funds to the community park or hike bike paths. Bill reported that the walls have not been worked in many years and it was time to address them.

Date of next meeting - - April 3 at 4PM.
Adjournment - - 6:02 PM

Submitted by Nolan Zisman, Secretary
_____________________________________________________________________________

ECIA Facilities & Grounds Committee Meeting Minutes

February 7, 2012
Call to Order: 4:05 PM.
Attendance: Chair, Jeanne Calzada; Vice-Chair, Jean Crawford;
Secretary, Nolan Zisman; members Fred Raznick, Eddie Marshall, Mary Anne Kenny, and John Calzada. GM Bill Donohue,Board Liaison Pat Lavengood and Board Member Todd Handy also attended. Guest attendees included Dan Drobnis and Claudia Daigle. David Lovro was an excused absence.

Approval of the January 3, 2012 Minutes In the Public Comments section, third sentence, put a period after “as quickly as possible” and delete the rest of that sentence.

Public Comments None.

Review of the Facilities and Grounds Charter & Mission Statement
 Under Working Procedures, Meetings, 5th bullet, indicate “a simple majority of those attending a sanctioned meeting”. A sanctioned meeting is one having a quorum.
 Under Membership/Member Responsibility, 1st checked item under 3rd bullet, indicate Chair is responsible for recommending for Committee membership those nominated by the Committee. The role of the Chair is to take these nominations forward to the Board, not to unilaterally nominate new candidates.

General Managers Report
- status re: depot floor bids - - Bill got prices from two suppliers. With a budget of $6,200, the quotes for an installed full wood floor were too high . The cost of a good commercial engineered-wood floor ($7,400) would also exceed budget. While a wood laminate floor would come in under budget, the concern is short expected life and susceptibility to damage. All wood floors have a 5-year warranty from the seller. An option that would cost about $5,400 with a 15 year warranty is a vinyl covering that has a simulated wood appearance. Bill did not know too much about this option and will check it out for resistance to wear and tear and cutting. While the engineered wood floor was preferred, it was also suggested that 1) we’d have to justify a request to the Board to increase our budget, and 2) this material is still subject to warping and buckling if water were to get into the depot in spite of the efforts to redirect heavy rain/snow melt runoff. Bill will report back on his findings about the vinyl option.

- status re: rental house inquiries and condition - - the house has been rented for $850/month effective Feb. 7 on a one-year lease. It is intended that regular inspections will be made per the provisions of the rental agreement.

- status re: irrigation system installation for pending portions of the Landscaping Project plantings - - Staff has been working on repairing sections but will not be able to complete the project until the exact location of the new trees and shrubs is known and the ground has thawed out sufficiently to complete this work.

ECIA Board Liaison Update Pat reported - -
 The SPEC Committee has been staffed
 There will be two more public forums on the “chickens and goats” issue. The Board may decide to put this up to a vote of the membership.

Old Business
- Hike-Bike Network
 status of bid from RL Leeder - - A bid has been received. The work is broken down into multiple sections. While Leeder does not use the slurry seal process (and Bill has not found any other contractor who uses this process in NM) they do use a similar approach to “patching” rough spots. They would be more inclined to rebuild the “Poor” sections but could use “patching” to extend the life until funds are available to rebuild. Bill will e-mail copies of the Leeder bid to the Committee members.
 Possible joint meeting with all of the "experts" to discuss and address concerns and review other projects in similar climates - - Bill will try to schedule a meeting with Leeder on Fri, Feb 10 and with Mike Daniels of IPR upon his return to NM.

 Patio Lighting Project - - approved by the Board with the contingency that work should not start until the annual audit has been completed (to ensure funds are available).
 Compadres Park Youth Basketball Hoop - - remanded back to F&G to be resubmitted once the audit has been completed.
- Community Park (Athletic Field) Subcommittee Status Report - - Nolan and Bill reviewed the status of the project. Sub-committee and other F&G members were asked to furnish any additional suggestions/concerns to Nolan by Feb. 21 so a working draft of the full project plan can be prepared for F&G review at their March meeting. The next sub-committee meeting will be Tuesday Feb 28 at 5:30.

- Tennis Court Subcommittee status - - Jeanne was unable to contact the sub-committee members. This item was tabled to the March meeting.

- Assignment of Amenities oversight - - Jeanne will contact each Committee member to determine their preferences and go over the “ground rules” for performing the oversight function.

- Schedule meeting to brainstorm possible/plausible means of augmenting existing staff with residents willing to assist on some type of "as needed" or seasonal basis - - it was suggested that before such a meeting is held a “call for volunteers” be broadcast in Vistas and on the ECIA website. This item was tabled for further discussion at a later date.

New Business
 Status/Results of the Amenities Survey - - the responses have begun coming in; interim results will be made available for F&G planning input at either the March or April meeting (or perhaps both). Disappointment was expressed that F&G did not have an opportunity to provide input to the survey design as 1) there was at least one amenity missing from the list; and, 2) there was not a space to furnish comments or to qualify the checked responses.

Committee Comments
 Jean made the observation that the exterior stucco wall at the pool appears in pretty decent shape and was wondering if expenses to replace the wall could be deferred. Bill indicated that it has been many years since the wall was replaced, it has structural issues which have been hidden by years of patching. The replacement has already been approved and budgeted.
 Jean also suggested we use the amenities survey results to set the future focus of F&G deliberations. John opined that this is the Board’s survey and our scope of future deliberations will be governed by any directives from the Board which may emanate from the survey, regardless of the tabulations of the data.

Date of next meeting - - March 6 at 4PM.
Adjournment - - 6:15 PM

Submitted by Nolan Zisman, Secretary
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Fina Facilities & Grounds Meeting Minutes
January 3, 2012

Call to Order: 4:06PM. Attendees included Chair, Jeanne Calzada; Vice-Chair, Jean Crawford; Secretary, Nolan Zisman; members Fred Raznick, David Lovro, and John Calzada. GM Bill Donohue and Board Member Todd Handy (representing Liaison Pat Lavengood) also attended. Guest attendees included Lee Onstott and Claudia Daigle.
Absent were Board Liaison, Pat Lavengood and members Eddie Marshall (excused) and Mary Anne Kenny (excused).

Approval of the November 1, 2011 Minutes: There was one requested change. As per the proposed food concession at the pool, Ms. Szabet has decided to explore use of a mobile cart instead of a permanent structure and will advise F&G when her plans are more clearly formulated.

Public Comments: Lee Onstott, a civil engineer, raised a concern regarding use of slurry seal to repair the severely damaged sections of the hike-bike trails. He believes this will be a waste of money. He believes these sections should be replaced as quickly as possible. He recalled a lawsuit many years ago that required a settlement for a head injury. He also feels that the driveway into Compadres Park could use a new top coat of base course and should be re-contoured for better drainage.

Claudia Daigle inquired as to whether the plan for converting the sports field into a community park also included the reseeding of the corner lot on Torneo at Av. De Monte Alto. If not, she would like to see it included.

Nomination and Election of Officers: There were single nominations for each of the three positions. The incumbents were voted in for another term as follows:
 Chair: Jeanne Calzada (5-1-0)
 Vice-Chair: Jean Crawford (6-0-0)
 Secretary: Nolan Zisman (6-0-0)

General Managers Report
Project Status Update
 depot floor - - the existing floor will not be pulled up until the new floor is ready to be installed. Committee agrees to go with wood. Bill to get 3 bids each for 100% wood and wood/laminate composite flooring.
 rental house re: tenant situation - - there have been fewer than 10 responses to our ad. It was suggested the ad indicate the tenant has access to our amenities. It was further recommended that we allow a small pet under a pet deposit provision.
 Landscaping Project - - plants are in the ground where there is water to irrigate them (front and breezeway). Front area by the flagpole is nearly done. Rest of plantings will follow completion of irrigation system installation. If any budget left, Bill will install a pathway between the barn and the depot area to avoid having to walk through the berm mud.
 Basketball court surface - - crack-fill material is in. Waiting for appropriate temperature conditions to do the work.

ECIA Board Liaison Update: In Pat's absence Todd reported the Board has not yet seen the Capital Request for the Patio Lighting project. He will follow up to ensure Bill has the right budget amount ($7,000) on that set of papers as well as to also submit the CRF for the children's basketball pole/backboard at Compadres Park ($1,600). Committee reports for the Annual ECIA Report are due Feb 10. There are currently 3 people who have picked up applicatons to run for the 2 available Board positions.

Old Business
 Hike-Bike Network - - Bill is awaiting a bid from RL Leeder. He'll arrange for a presentation at the next F&G meeting. The committee is recommending that there be one more meeting with all the “experts” to address any other concerns and to review any other projects done in a climate similar to Santa Fe. It was also suggested we consider having the same process used to resurface the parking lots when that requirement comes due.
 Tennis Court Sub-Committee - - Claudia and Brian will plan to appear at the February F&G meeting to have a discussion about the courts. They will be requested to prepare and bring to the meeting (or better yet distribute in advance) a listing of what they see (as users) as functional requirements for the new courts.
 Patio Lighting Project - - the “Night Sky” folks (Ken Mitchell) have expressed concern that the new lights may interfere with star gazing on the patio. David advised this should not be a problem as the lights are intended to be pathway lighting only (pointed toward the ground). David will contact Ken to reassure him. To the extent funds are available from the budget authorization for this project, the Committee would like to see lighting along the walkway between the parking lots.
 Compadres Park Basketball Hoop for Younger Children – Fred reported the cost will be closer to $1,600 than $1,000. The CRF for the project will be modified accordingly and forwarded to the Board.
 Community Park - - the Committee agreed that a sub-committee be formed to develop with Bill a detail plan of the steps required to convert the existing sports fields into the envisioned community park. Volunteers to serve include David, Nolan, Jean, John, Claudia (Daigle), John Parker, Cliff Chetwin, and possibly Eddie Marshall if he has the time and interest. The plan is to be submitted for F&G review at their March meeting.

New Business
 Amenities oversight - - Jeanne suggested and received Committee endorsement that there should a semi-annual amenities tour for both existing and new committee members. In addition it was suggested that Jeanne poll Committee members as to their preferences for amenities to be “owned” for periodic inspection. It is intended that each amenity will be the responsibility of one of the F&G members.

Committee Comments
Jean raised concern that staff, when backing up the truck in an area where smaller children are present, may not see the children and risk an accident. Bill indicated he had instructed his people not to make these moves and generally not to bring vehicles too close to where people may be walking. He will remind his staff at their next meeting.

Some of the committee members are concerned that we either do not have enough staff maintenance resource to do all the work that would normally be expected of them, or we should do more balancing of resource on an as needed basis. For example, during times of precipitation, especially snow pack/melt, we may be “shooting ourselves in the foot” by not clearing the tennis and basketball courts if not doing so increases the likelihood of cracking and a shorter use life. One thought is to augment staff with local Eldorado residents who could use a little extra spending money by coming out to help with maintenance when needed. Perhaps this can be scheduled for discussion at a “special” meeting.

Date of next meeting: February 7 at 4PM.
Adjournment: 6:04 PM

Respectfully submitted by
Nolan Zisman, Secretary

with the assistance of John Calzeda

 

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Final Facilities & Grounds Meeting Minutes
November 1, 2011

Call to Order: 4:03 PM. Present: Jeanne Calzada, chair; Jean Crawford, Nolan Zisman, Fred Raznick, Mary Anne Kenny, John Calzada and David Lovro. ECIA Reps were Bill Donohue, GM; and Pat Lavengood, Board Liaison. Excused Absence: Eddie Marshall Guest: Claudia Daigle, resident.

The October 4, 2011 Minutes were approved (6-0-0) with the following changes:
 Next Meeting Date: Nov 1;
 Under Goathead eradication, change Compadres Park playground to the hike-bike segment between the Community Center and the Library;
 Under Hike-Bike Network, eliminate reference to the entrance driveway in Belicia.

Committee Review of Robert's Rules of Order: Nolan briefly reviewed his summarization of salient points from RRO. Attendees will be expected to adhere to these guidelines. Guest attendees will only be recognized to speak for their alloted time during Public Forum and will be asked to sit away from the conference table if choosing to remain for the remainder of the meeting. After some discussion it was agreed informally that because the group is relatively small, it is important to have the Chair vote on relevant motions.

Public Comments: None

Generals Managers Report - Project Status Update
* depot floor-- Staff has not had time to pull up the floor to check for mold. That will be done in the next few days.
* rental house - - All work completed. Trying to secure tenants
* Landscaping project - - plantings will be done around the ranch house where there is irrigation installed. In the front, boulders will be relocated and rock laid down. Nothing else is planned for the remainder of this year.
* Basketball court surface - - the crack-fill material has been ordered. Work should be done in the next couple of weeks.

ECIA Board Liaison Update: The Board/Finance Committee will host a public hearing on the 2012 budget at the depot on Saturday, Nov 5 and 10AM.

Old Business
 Hike-Bike Network : It was requested Bill seek another bid on slurry seal if a vendor could be found and ask IPR to identify an older slurry seal project they have done in an area with climate similar to Santa Fe. There was also an expression of urgency in repairing the dangerous surfaces along the Av. de Compadres hike-bike segments between Herrada Rd. and Av. Vista Grande.

 Tennis Court Sub-Committee- Jeanne reported of her conversation with Brian Nelson whereby he felt they would not have anything for F&G until our January 2012 meeting.

 Patio Lighting Project - - David confirmed his estimates included labor. We await Board decision on this project. If granted the $7,000 requested, there should be enough in the funding to allow for inclusion of pathway lighting between the two parking lots.

 Future Expenditures on the Dog Park - - Mary Anne expressed frustration that many users seem to be non-residents and that dog owners seem to be asking for more and more. Bill indicated that with the exception of the water spigot, we have not spent any money on dog park enhancements since it was built. While it was felt that it was satisfactory for dog owners (or users of other amenities) to ask an F&G member to carry their comments or desires to the full committee, the idea of a user representative making themselves known and available at an F&G meeting when requested, to answer questions or elaborate on requests, was strongly supported. This agenda item has been concluded.

 Scheduling additional F&G meetings as needed: It is now believed that the reliance on ad hoc sub-committees to do the detail work on a large project, along with greater adherence to Robert's Rules of Order, will help us get through our agendas at most meetings. If a particular project relies on individuals for whom it is not practical to meet at our regularly scheduled meeting time, a special meeting may be called. This agenda item has been concluded.

 ECIA Web-based Maintenance Request Form - - By a vote of 5-0-1, F&G recommends using the form tested between Nolan and Bill and putting it on the ECIA web-site as soon as practical. Bill indicated he would acknowledge each such request received. The Form should contain the wording “Offering use of this form does not inply that work will be performed in response”.

 Future Food Service (concession) Structure at the Pool - - Ms Szabet advised Jeanne that she would probably not be looking at any kind of structure; but rather is leaning toward a mobile cart of some type. She will come back to the Committee when her plans are better formulated.

 Compadres Park Basketball Hoop for Younger Children - - By a vote of 6-0-0
F&G approved a motion to submit a Capital Project Request to install a “short hoop” for younger children. Fred will prepare the CRF for review at the next meeting. Bill suggested requesting $1,000 for this project.

 

New Business
Eddie sent Jeanne a request to schedule a one-topic meeting (baseball field in Eldorado) for the evening of Wednesday, December 7. After some discussion it was agreed that 1) the time for any such initiative to have been put forward was when the Sports Field ad hoc sub-committee (chaired by Eddie) was supposed to be developing it recommendations; and, 2) this subject was concluded three months ago. (See the August 2 meeting minutes for the details). Eddie's request will be denied.

Committee Comments: Jeanne asked members to think about and submit to her ideas for agenda items for 2012. One suggestion was that we use the January meeting to assign oversight of the various amenities to committee members. Jean Crawford asked about the status on a couple of former items:
1. Repair of the entry posts at the Av.Amistad/285 intersection - - ECIA has offered to pay for 25% of the costs to repair this structure; we are awaiting the position from the adjacent HOA's.
2. The 2012 budget includes monies to acquire projection equipment for use at committee meetings to reduce the number of copies to be made and distributed.

Date of Next Meeting: The committee unanimously agreed to cancel the December meeting and to reconvene on Jan. 3, 2012.

Adjournment: The meeting was adjourned at 6:35 PM.

Respectfully submitted by Nolan Zisman, Secretary
 

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Facilities & Grounds Meeting Minutes
October 4, 2011
Call to Order: 4:01 PM. Present: Jeanne Calzada, chair; Jean Crawford, Nolan Zisman, Fred Raznick, Mary Anne Kenny, John Calzada and Eddie Marshall. ECIA Reps were Bill Donohue, GM; and Pat Lavengood, Board Liaison Unexcused Absence: David Lovro Guests: Brian Nelson, Claudia Phillips and Claudia Daigle, residents; Finance Committee members Dan Drobnis and Gisela Knight.

The September 6, 2011 Minutes were approved (6-0-0) with two typos corrected.

Public Comments: Mr. Nelson was in attendance to determine F&G's position with regard to the “future” of the tennis courts. He suggested that, in the interim to replacing the courts that the posts that are currently leaning in be reversed. This will allow the net to be proper height. (See F&G 5-Year Plan under Old Business for further comments on the tennis courts). Ms. Phillips was present to get a feel for how F&G works. Ms. Daigle expressed her opinion that goats not be allowed on the immediate community center grounds, but rather, should be confined to the green belt areas. The reasoning is that goat feces contain goathead seeds and goats pick seeds up in their hooves and drop them elsewhere; both contribute to the spread of goatheads in areas where we are trying to eradicate them.

Generals Managers Report - Project Status Update
* depot floor-- work completed on extension of the french drain between the depot and the parking lot and a berm was cut between the depot and the barn. The next step is to pull up the old floor and determine the need, if any, for mold remediation. It is intended that the new floor will be wood; F&G is invited to help review alternative surfaces.
* water tower and windmill- - Complete.
* rental house - - All work completed with the exception of the fence/ landscaping. Rent will be $900 per month.
* Landscaping project - - pathways completed, berm formed between depot and barn. Bill will work with the contractor to schedule remainder of earth reshaping, boulder relocation and non-plant surfaces (e.g., front of ranch house).
* Basketball court surface - - cracks will be attended to before cold weather sets in. Bill was advised latest forecasts call for near freezing temperatures in the next few days.
* Vacant lot next to soccer field - - Unwanted debris and wanted rocks removed. Surface will “rest” at least until next Spring.
* Dog Park - - surface scraped. Chips purchased for new surface.

ECIA Board Liaison Update: Pat reported the Board favors, in principle, going ahead with the proposal from IPR to crack fill and seal all “Good” and “Fair” portions of the hike-bike trail. It remains for the Finance Committee to allow for these costs in the 2012 budget and updated Repair/Replacement Reserve Schedule.

Old Business
 Hike-Bike Network : Dan Drobnis offered two scenarios he had come up with for Finance Committee deliberations. These were...
 “Early” Rebuild – Crack-fill and slurry seal all “Fair” and “Good” segments in 2012; rebuild “Poor” segments in 2013.
 “Deferred” Rebuild - - Crack-fill and slurry seal all “Fair” and “Good” segments in 2012; defer any rebuld work on “Poor” segments until 2017 (when we will have accumulated greater funding to better be able to cover with lower assessments than might otherwise be the case with “Early” Rebuild.

Jean brought a sample of slurry seal that was applied in Belicia. The upper surface was full of pockmarks. She did indicate this was a piece broken off the side of the surface. She questions whether the IPR product is as reliable under Santa Fe type freeze/thaw conditions as it might be where winters are less severe.

After considerable discussion it was concluded by a 5-0-1 vote that the ECIA should pursue the “Early” Rebuild scenario but defer any further negotiations with IPR until we have determined that their product/process will hold up “as advertised” (by IPR). Dan will assign in the proposed RR Schedule an estimated project cost of $164,000 in 2012 for resurfacing the “Good” and “Fair” segments and $228,000 (EMCO estimates) for replacing the “Poor” sections beginning in 2013. These estimates will also be reflected in F&G's 5-year plan.

 Patio Lighting Project - - F&G reviewed David's draft workup of project costs. There was a question as to whether there was adequate labor costs factored into the workup. As Jean did not have a chance to discuss with David prior to the meeting, and as David was absent, Jean will follow up. Dan also requested that the next draft of estimated costs be attached to a completed ECIA Capital Project Request Form. For the F&G 5-year plan we will go with Bill's old estimate of $7,000. By a vote of 5-0-1, the project will be recommended to the Board.

 F&G 5-Year (Priority Capital Projects -2012-16) Plan - - This item was on the agenda to finalize certain costs estimates for inclusion in the plan (already adopted by F&G). In addition to the Hike-Bike and Patio Lighting projects, the future re-do of the tennis courts was also discussed. Both Mr. Nelson and Ms. Phillips have been actively involved in the construction and operation of tennis facilities, both in Santa Fe and elsewhere. Concern was expressed that the recent resurfacing was considered a waste of money as we would have expected the contractor to warn us that there were no more opportunities to extend the life for a few years by applying another coating. It was decided we need to explore other options and include other alternative surfaces and vendors as we work toward replacing the courts in the 2013-14 time frame. Ms Phillips and Mr. Nelson agreed to participate, along with F&G members, in an ad hoc sub-committee to research alternatives, vendors and costs. The committee voted 5-0-1 to establish this sub-committee.

 Goathead Eradication - - Jean reiterated the content of her recent e-mail regarding three areas where goat head problems are becoming severe (dog park, sports field, the hike-bike path between the Community Center and the Library). Bill reported there were no funds left in the budget to hire day laborers to pull goatheads and that he has been advised by other hirers of day laborers that someone from staff would have to be with them the entire work day to ensure they work. Jean indicated the time had come to research all options for eradicating goatheads and volunteered to head up an ad hoc sub-committee to pursue this effort. The committee voted 5-0-1 to establish this sub-committee.

 ECIA Web-based Maintenance Request Form - - While Bill feels having this form would create a lot of additional volume/work for staff, further discussion suggested that this would probably not be the case. To the extent that members of F&G get most of the complaints/suggestions, they will need to be able to log these as received and/or forward to the office (where they will be recorded). ECIA also has historical files we can browse to compile counts by complaint subject area.

 Facility User Fees - - dropped from the agenda
 Future Expenditure of Funds on the Dog Park - - tabled to next meeting
 Scheduling additional F&G meetings as needed) during a given month - - tabled to next meeting.

New Business
 Future Food Service (concession) Structure at the Pool - - as information only, Jeanne recapped her discussion with Sandy Szabat wherein Sandy believes the ECIA would benefit from having a snack bar built at the Pool. This could operate as a 3rd party concession with a portion of the sales being returned to the ECIA as “rental” income.

Committee Comments:
Eddie offered his opinion that we should consider alternate sourcing of chips, looking for “used” chips. Bill suggested the cost of having to truck and “clean” used chips was as much, if not more than, buying clean chips.

Adjournment: There being no time to complete the remaining agenda items, the meeting was adjourned at 6:35 PM.

Date of Next Meeting: November 1, 2011, at 4 PM.
 

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Facilities & Grounds Meeting Minutes
September 6, 2011

Call to Order: 4:02 PM

Present: Jeanne Calzada, chair; Jean Crawford, Nolan Zisman, Fred Raznick, Mary Anne Kenny, John Calzada and David Lovro. ECIA Reps were Bill Donohue, GM; Pat Lavengood, Board Liaison, and Lynn Mortensen, Board Member

Excused Absence: Eddie Marshall

Guests: Marilyn Zeckler and Claudia Daigle, residents; Finance Committee members Dan Drobnis, Gisela Knight, Pat Bell, and invited guests Linda Pierce and Mike Daniels.

The August 2, 2011 Minutes were approved (6-0-0) with one typo corrected.

Public Comments: Ms. Zeckler and Ms. Daigle were in attendance to determine F&G's position with regard to the “future” of the vacant lot adjacent to the existing soccer field. (See Old Business for the position taken by F&G).

Generals Managers Report - Project Status Update
* wheeled table rack- not yet investigated.
* depot floor-- work underway on extension of the french drain between the depot and the parking lot. Once berm is shaped outside depot doors, work will begin to pull up current floor and eradicate any mold that has formed.
* water tower and windmill- - work underway; expect completion end of week.
* rental house - - nearly complete. Kitchen cabinets repainted. Carpet being laid. All other work completed with the exception of some electrical work and the fence. There are three rental applicants. Occupancy is expected before end of year.
* handball court floor striping – not started. Graffiti painted over.
* shuffleboard court striping - - completed and new equipment purchased.
* Landscaping project - - much of the irrigation system installed. Work started today on hardscaping. David and Bill were present to get the contractor started on the work.
* cost estimate for installing a shorter basketball hoop at Compadres Park for younger children - - not yet pursued.
* watering restrictions - - still watering only one day per week. With the recent rains, watering cut back to “as needed”. Cisterns are now full.
* Basketball court surface - - cracks will be attended to before cold weather sets in. Tennis court surface contractor has indicated basketball court surface in “good shape”. Resurfacing will not be needed in the near future, so long as surface is kept “clean” and cracks are sealed.
ECIA Board Liaison Update
Nothing to report.

Special Presentation/Discussion re: Hike-Bike Path Network
Mike Daniels, representing IPR, LTD (a long-established slurry seal company based in Albuquerque) gave a presentation on the slurry seal technology and how it would be used to rehabilitate and maintain our hike-bike network. Mr. Daniels is of the opinion that his company's product applied to our trails, properly maintained, can be expected to last between 8 and 15 years between applications. “Proper maintenance” is defined as 1) keeping the trails clean of abrasive agents such as pebbles, gravel, etc, at least once, if not twice, per year: and, 2) filling/sealing all cracks on an annual basis. Mike also reiterated that the bid prices he submitted are valid through Spring of 2012.

Mike is also of the opinion that most of the “Poor” sections can be rehabilitated with his product. There is some concern, however, that there are sections rated “poor” that will need to be totally rebuilt with new base course, new hot asphalt mix, and a sealer applied on top. When asked, Ms. Pierce offered her professional opinion that IPR's slurry seal process is the “way to go” for the “Good” and “Fair” sections of our hike-bike trail network. She cautioned, however, that we should review our options on those sections deemed “Poor” as replacing them (by replacing base course and pouring new hot asphalt would probably be more cost-effective than trying to extend their life with the IPR approach only to have to replace them at a later date.

By a vote of 6-0-0, the Committee agreed to recommend that IPR be retained to perform it's bid services on all sections of the trail network evaluated as “Good” and “Fair” in Ms. Pierce's May, 2011 inspection report. This work should be pursued as soon as practical and completed before the time in 2012 that current price estimates are no longer valid. It is hoped that the annual trail maintenance operating budgets for 2011 and 2012 can be used to finance most of this work.

Bill will follow-up to get a clarification on 1) which “poor” sections Mike thinks can be rehabilitated rather than rebuilt; 2) get a new cost estimate just on the “poor” sections Mike thinks he can rehabilitate; and, 3) get the details on a commitment to perform a rehabilitation on a test segment of a “poor” section. We will also need to revise cost estimates based on EMCO's numbers for those “poor” sections that will need to be rebuilt by them.

Old Business
 Vacant lot adjacent to soccer field - - By a vote of 5-1-0, the Committee approved a seconded motion to recommend to the ECIA Board that: within the next 30 days, remove any concrete debris (for disposal) and rock desired by the Conservation Committee for green belt maintenance work (as identified at its Sept. 6 meeting; so long as it only has to be moved once), then “smooth over” the remaining rocks to match the adjacent grade contours and let the whole lot “rest” at least until next summer (as directed by the ECIA Board). A second seconded motion was approved by a vote of 6-0-0 to incorporate any future considerations regarding re-seeding the vacant lot into the project to re-landscape the current sports fields into a “community park”. The two attendees who live adjacent to the lot bot expressed their agreement with the Committee's actions in this matter.
 Patio Lighting Project - - The sub-committee (David and Jean) have reviewed the needs and David is currently documenting the concept design for this project. It will be reviewed at a future F&G meeting and a Capital Project Request will be prepared upon F&G approval.
 ECIA Web-based Maintenance Request Form - - tabled to next meeting.

New Business - -
 Facility User Fees - - tabled to next meeting
 Goat-head Elimination - - Jean reiterated the content of her recent e-mail regarding three areas where goat head problems are becoming severe (dog park, sports field, Compadre Park play area). By a vote of 6-0-0 on a motion to recommend Bill retain day laborers (to the limits of available budget) to manually pull goat heads in these areas before they go to seed; and acquire the necessary tool(s) to accomplish this task.

Committee Comments:
Mary Anne offered her opinion that no additional ECIA funds should be expended on the dog park. Jeanne reminded her that this amenity is no different than others that are available to, but not used by all ECIA members. It was agreed to continue this discussion at the next meeting under “Old Business”.

Jeanne offered her opinion that the scheduled two hours once a month does not always allow enough time to complete the intended business. Committee members were asked to think about and communicate to Jeanne their willingness to attend additional meetings as needed.

Adjournment: There being no time to complete the remaining agenda items, the meeting was adjourned at 6:20 PM.

Date of Next Meeting: October 4, 2011, at 4 PM.
 

 

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DRAFT Facilities & Grounds Meeting Minutes
August 2, 2011

Call to Order: 4:05 PM. Present: Jeanne Calzada, chair; Jean Crawford Nolan Zisman, Fred Raznick, Mary Anne Kenny, John Calzada and Eddie Marshall. ECIA Reps were Bill Donahue, GM; Ed Moreno, President, and Pat Lavengood, Board Liaison. Excused Absences: David Lovro. Guests: Jan Pietrzak and Claudina Daigle. It was noted that Eddie excused himself at 4:30 indicating he had no desire of participating in the discussion regarding the amenities in the Repair/Replacement Schedule.

The July 5, 2011 Minutes were approved (6-0-0) with the following changes: Joe Eisner to Joe Eigner, and in Item 3 under Old Business, change “replacement of a hike-bike segment will need to meet County standards”, to “replacement of a hike-bike segment may need to meet County standards”.

Public Comments: F&G voted 5-1-1 to adopt the proposed “Procedures for F&G Public Forum”. A copy is attached. The purpose is to limit the amount of time devoted to this subject so that the other agenda items can be completed. There was no one in attendance for Public Forum.

Generals Managers Report - Project Status Update
* wheeled table rack- not yet investigated.
* depot floor--once drainage issues are resolved (part of Landscaping Phase I project). F&G will be asked for input on floor type. To further reduce risk of flooding, considerations are being made to move the double doors to the location of the single door and seal off the wall where the double doors are now located. Cost estimates will be developed.
* water tower and windmill- - work postponed to end of August.
* vacant lot next to Soccer Field - - see Board Liaison Report.
* pool deck shade covering- - cover material installed and two new umbrellas acquired, one with a table. Project complete.
* Community Center painting- all trim work completed. Decision was made to defer repainting the white walls. When water use conditions permit, the walls will be power-washed.
* rental house - - nearly complete. Kitchen cabinets are not as attractive as desired. ECIA looking into replacing those. If budget exceeded, may decide to repaint one more time.
* handball court floor striping – not started. Agreed that this should be done soon and the amenity publicized to see if it gets some useage.
* tennis court reseal – completed. Expected to provide playable surface until replacement (estimated in 2013).
* Jean requested extra effort be made to keep alive the pine trees near the tennis court. This brought up the question of frequency of watering. Per EAWSD schedule ECIA is only watering on Tuesday as there is no one working on Saturday. F&G requested the Board and GM to petition the EAWSD for a variance to ensure survival of our plantings by watering twice a week, during week days.
* Bill was reminded we would like a cost estimate for installing a shorter basket ball hoop at Compadres Park for younger children. We'll also need a Project Request submitted as cost is expected to exceed $1,000.

ECIA Board Liaison Update
Ed reported the July Board meeting was focused almost entirely on the vacant lot next to the soccer field. After hearing the neighbors, the decision was to complete the removal of the two piles of debris, grade it to conform to the rest of the lot, block the entrance with the “No Dumping” sign and let it “rest” until next year, at which time other modifications may be assessed.

Review or the Repair/Replacement Reserve Schedule
Nolan led the discussion by recapping the status of the 3 major amenities that will have to be addressed soon. After a discussion of priorities on rehabilitating/replacing sections of the Hike-Bike Network, the following were concluded:
 By a vote of 5-0-0 F&G is recommending to the Board that this work be started in 2012, rather than delay for two or more years. Concern that delays will ultimately increase costs as much as the gains to be made and some “Fair” sections may turn into “Poor”. Some of the “poor” sections are of concern regarding safe use.
 Costs estimates will be prepared for replacing “Poor” sections with a standard 6 ft. width, rather than 8 ft.
 Bill will contact the County to determine if we have any obligation to go with 8 ft. Costs will then be compared. Nolan will prepare.

By a vote of 5-0-0 the Sports Field complex will be classified in the future as the Multi-use Community Park. Key components are as follows:
 Move the baseball backstop 30 ft to the west, reducing the chance of fly balls leaving the field down the 3rd base line;
 Reseed the outfield with natural grasses (rather than sod), but shrinking the area designated as such by one-third; the park is to look like a high-desert rural park, not a lush urban sports complex.
 Regrade the infield to avoid drainage issues and the area along the fence to eliminate poor footing and gopher holes;
 Grade the third of the soccer field closest to the vacant lot to be a useable space for activities other than baseball.
 Establish and maintain an aggressive mainteance policy of weed and gopher control.
 Bill will ensure a cost estimate is secured for this work in time for inclusing in the next iteration of the Repair/Replacement Schedule.

After discussion, it was agreed that the replacement of the tennis courts should contunue to be scheduled for 2013. Bill will finalize a cost estimate.

The Committee then turned its attention to the 2012-16 iteration of its 5-year plan. By a 5-0-0 vote adopted a draft plan, subject to incorporation and review of cost estimates for relocating the backstop and replacing the tennis courts. Key changes from the 2011-2015 plan include:
 Move one added pool shade cover module from High to Low priority; delete the second one;
 Change “Perform Approved Upgrades to Sports Field Complex” to “Convert Sports Field Complex” into community multi-use park (Bill to get cost estimate);
 Bill to get valid cost estimate to replace tennis courts;
 Eliminate “small dog park” from plan; such a facility is expected at La Tienda.
 Establish a Phase IV of Landscaping Plan to provide a Par Course along the perimeter recreation path;
 Delete reference to a bubble roof over the existing pool; rather, conduct a feasibility study in a out-year of replacing the current pool with a year-round pool; and,
 Delete consideration of a hot tub for the pool deck.
A draft copy will be sent under separate cover for member review.

Other items in the RR Schedule were reviewed. Nothing was deleted. The expected life of the baby pool bottom was changed from 5 years to 10. Bill will go over the expected lives of the other assets one more time before the Finance Committee does its final review.

Date of next meeting: September 6, 4PM.

Adjournment: 6:07PM.

Submitted by Nolan Zisman, Secretary
 

 

 

FINAL MINUTES OF JULY 5, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Vice-Chair, Jean Crawford at 4:05PM. Those also in attendance included the following committee members: Nolan Zisman, David Lovro, Fred Raznick, Mary Anne Kenny, and Eddie Marshall.John and Jeanne Calzada were excused absences. ECIA Reps were Brian Bennett, Facilities Mgr.,Pat Lavengood, Board Liaison, and Todd Handy, Board member. Joe Eigner and Penny Truitt attended for Public Forum.

The minutes of the June 7 meeting were accepted with the following changes: Delete “and Jean” from the 4th sentence under Public Forum. Under New Business, Jean was actually inquiring if there were any extra benches that could be moved to Compadres Park to go under the shade cover there. Ideally they would be light enough to be moved to follow the shade as the sun moves.

For Public Forum, Mr. Eigner and Ms. Truitt reported that Earthworks has received grant moneys to permit conducting energy consumption audits of buildings in Eldorado. They are offering to have this done in the Community Center buildings. The F&G members were in favor and are recommending this to the General Manager. If approved a date will be set for this audit before the end of August.

Brianupdated the status on some of the open items, as follows:
 Water tower-windmill repair; repaint – work to start sometime between the end of July and early August.
 Tennis court reseal-will be started July 11.
 Cost of wheeled table rack – nothing progressed.
 Paint outside walls of ranch house and RR building - - work has started; should be done in the next couple of weeks. Fred asked for information on type of paint used (VOC content); Brian to get the information.
 Handball court striping-nothing progressed.
 Replace depot floor - - still awaiting word from Bill on estimated costs.
 Expand shade covering at pool - -complete. Shade covering expanded by 50%.
 Removal of unwanted debris from lot adjacent to soccer field - - we will keep any good quality soil for use as fill in various projects. The remainder will be removed in the next few weeks.
 Remove debris in the culvert under Av. De Compadres nearest the Compadres Park playground-done by Staff.
 Hike/Bike path repairs at Torreon Pump House and AVG at Dovela Rd-nothing reported.

Pat had nothing to report from the Board.

Old Business:
1. The future of the (baseball/soccer) Sport Field complex - -
a. Eddie identified the key components of his vision, as follows:
 Erect a new, larger backstop and install it 50-60 feet closer to the CC fence. Ideally it would have an overhang to keep foul balls more in the vicinity of home plate;
 Reorient the diamond so it faces more westerly; the combination of these two actions will reduce the likelihood of balls being hit into Av. De Monte Alto.
 Ensure a level surface for the whole field.
 Ensure at least 90 feet down the lines for three potential locations of the bases, depending on the age of players (45 ft; 60 ft; or 90 ft)
 Develop and implement new irrigation/drainange/rodent control programs
 Resod enough of the outfield to ensure at least 250 feet down the baselines
 Eventually install landscaping, including shade covering behind the backstop and along the sides of the fence in the home plate area for both players and spectators.
b. Nolan reported on the concepts developed by the RR Schedule review sub-committee for the Sports Field. To reduce future capital obligations (by about $25,000), only two-thirds of the existing grass portion of the field would be replaced (60,000 sq. ft.). The primary use would be as the outfield for the baseball diamond, but other “park” uses could be made of this area, such as soccer, picnicing, kite flying, pick-up kick ball games, etc. The area to the west of the grass area would be graded with appropriate provisions for drainange for use as a “sand lot” facility.
The F&G membership favor these concepts but will withhold any recommendations until cost estimates are developed. Brian volunteered to contact fencing contractors to develop a cost estimate for a new backstop; Staff will also prepare an “order of magnitude” cost estimate for the re-do of the diamond, irrigation and new sod. It is hoped these estimates will be reported at the next F&G meeting so budget recommendations for next year can include something for the sports field.
2. Landscaping Plan - - Staff will perform the following activities: remove mulch from front of ranch house and behind annex; move boulders as directed by the plan; make surface improvements to the existing path that runs from the breezeway to the back patio. Nolan will work with David to prepare a draft RFP for the other hardscape work. David will also recommend three contractors. It is hoped the RFP work can be completed before the end of September or by mid-October so some landscaping can be planted if watering capabilities exist at that time.
3. List of Amenities for Repair/Replacement Schedule - - Nolan reported the results of review by the RR Schedule sub-committee. The group recommends that no major amenity be eliminated as each adds value to each lot and the lot owners and residents expect them to be available. Any other amenity which might be eliminated is of such relatively low value that its elimination will have no significant impact on future capital requirements. The major cost components are the pool, hike-bike path network, patio/ramada surfaces, the parking lot/driveway network, the tennis courts and the sports field. Additional work needs to be done on prioritizing and scheduling major repairs/replacement of these assets which will be progressed by the Finance Committee. In response to questions about the hike-bike path, Nolan indicated that any replacement of a hike-bike segment may need to meet County standards which includes a width of 8 ft. Those only needing minor rehabilitation and mainteance can remain at their existing widths. The cost estimates being used reflect 8 feet widths across the network, for a conservative perspective. The RR sub-committee recommends a special F&G meeting be dedicated to a full review of our amenities to identify any which could possibly be eliminated, as well as lay out its next 5-year plan. Nolan handed out a draft content document for this latter purpose. It was agreed the next regularly scheduled meeting on Aug. 2 be devoted solely to reviewing our amenities and developing appropriate budget recommendations. The landscaping RFP will be included in this agenda.
4. Maintenance Request Form on the Web - - this item was tabled due to lack of time to consider.
5. Child-sized basketball hoop at Compadres Park- - Due to Bill's absence, there was nothing reported.
6. Current Facility User Fees—staff has this under advisement and will report at a future F&G meeting.

New Business: None.

The meeting was adjourned at 6:10 PM.

The next meeting will be Auguest 2, 2011; its only agenda item will be a review of our RR Schedule amenities.

Prepared by Nolan Zisman, Secretary
 

 

MINUTES OF MAY 10, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Jeanne Calzada at 4:01PM. Those also in attendance included the following committee members: Jean Crawford, Nolan Zisman, John Calzada, David Lovro, Fred Raznick and Mary Anne Kenny. ECIA Reps were FM Bryan Bennett, Pat Lavengood, Board Liaison, and Todd Handy, Board member. Eddie Marshall was an excused absence. Linda Pierce, Eldorado resident and member of the ECIA Road Committee attended to make a special presentation. Dan Drobnis, Chair of the ECIA Finance Committee, was also present.

The minutes of the April 5 meeting were accepted with the following changes: 2nd par., next to last sentence, change “his people” to “staff”; Eddie has already hung the basketball nets; SARA should be SERA in the last item of the minutes.

There being no one in attendance for Public Forum, the next item on the agenda was a presentation by Dr. Linda Pierce. This was a comprehensive presentation regarding the observed condition of our hike-bike paths. The primary objective of the review was to develop a cost estimate for the repair/replacement of the paths. Of our (roughly) 12.5 mile miles of bike paths, approximately 4.5 miles (36%) are considered in Good condition; another 4.5 miles (36%) in Fair condition (a 2 inch Hot Mix Asphalt overlay is suggested); and 3.5 miles were rated as Poor (requiring reconstruction/replacement). The worst path is along Av. de Compadres. Subject to research of files, it is perceived that those miles in Poor condition are the oldest segments and do not have underlying base course. Dr. Pierce recommends replacing these segments over the next 3 to 5 years. For paths in Fair condition, scheduling heavy maintenance between (say) years 3 and 10 will significantly extend their expected life. While no treatment for Good paths is necessary, staying on top of developing cracks with crack sealing, will ensure a long life and may extend the life of these surfaces indefinitely. When questioned, Dr. Pierce had no recommendations for killing ants and weeds along the paths. F&G members extended their great appreciation to Dr. Pierce for the effort she expended on preparing this report. Nolan and Todd will work on developing a prioritization scheme for progressing needed repairs/replacements.

In Bill's absence Brian updated the status on some of the open items, as follows:
 Recycling and trash bins for hallways- - some additional units being ordered.
 Water tower-windmill repair; repaint – work not yet started.
 Replaster pool bottom – Complete. New stairs built in corner of pool.
 Paint outside walls of ranch house and RR building - - work not yet started.
 Replace depot floor - - no update; awaiting report from Bill on drainage issues.
 Expand shade covering at pool - - no update.
 Install water spigot at dog park - - Installed.
 Replace basketball nets/wind screens - - Nets in place. Awaiting receipt of full size wind screens.
 Removal of unwanted debris from lot adjacent to soccer field - - work nearly completed.

In her Board Liaison report, Pat indicated the Board has approved the proposed F&G Charter revisions as well as the proposal to repair/repaint the water tower-windmill. The Board also approved an amplified sound policy for the patio that allows for unlimited instances of ECIA-sponsored events and twice a month for other uses of amplified sound outdoors - - all such amplification to cease at sunset. There are no limitations on amplified sound indoors as long as it cannot be heard by residents adjacent to the Community Center. Procedures to ensure reasonableness of volume and handling of complaints are to be worked out.
Old Business:
1. Landscaping Plan : David reviewed the preliminary drawings and discussed the results of the “walk-around” by the Landscaping sub-committee. He will revise the plans and present to F&G, Finance and the Board in the next few weeks.
2. Depot Floor - - In Bill's absence this item was tabled until next meeting.
3. Sports Field and surfacing - - as Eddie missed the meeting, his status report was also tabled to next meeting.

New Business:
1. Resident request for improved Tennis Court Signage - - F&G requested Staff to place sign(s) at the Tennis Court that would indicate dogs and wheeled equipment are not permitted on the tennis courts at any time.
2. Resident request to make baseball field playable for use in Little League practices - - Jeanne reported that a couple of kids received injuries when trying to practice a few weeks ago. While no longer-term solution was identified (awaiting recommendations of reconfiguration and future demand), Bryan suggested that his staff can drag the infield as a temporary solution to the goathead problem and that we will recommend that the Little League consider practicing on the soccer field until a better solution for the baseball diamond can be developed.
3. Mainteance Request Form on the Web - - this item was tabled due to lack of time to consider.
4. Add small child oriented basketball hoop at Compadres Park - - tabled.


The meeting was adjourned at 6:04 PM. The next meeting will be June 7, 2011.

Prepared by Nolan Zisman, Secretary


Approved MINUTES OF APRIL 5, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Jeanne Calzada at 4:05PM. Those also in attendance included the following committee members: Jean Crawford, Nolan Zisman, John Calzada, Eddie Marshall, David Lovro and Mary Anne Kenny. ECIA Reps were Bill Donohue, GM, Pat Lavengood, Board Liaison, and Todd Handy, Board member. Fred Raznick was an excused absence. Claudia Daigle, a homeowner on Conchas Place, attended for Public Forum.

The meeting opened with a “walk-around” of the depot building to examine the floor and determine if and where additional drainage may be required. The minutes of the March 1 meeting were accepted as submitted. In Public Forum, Ms. Daigle indicated she had 18 signatures on a petition to remove unsightly fill materials from the lot at the corner of Monte Alto and Torneo Rd/Conchas Loop. This has been an eyesore for many years. Bill indicated he had already begun having Staff remove these materials, much of which will be used to repair heavy erosion locations in the greenbelt pathways. Ms Daigle indicated this would be a welcome response. Jeanne agreed to include this effort in future GM status reports.

Bill, in his GM Report, updated the status on open items, as follows:
 Recycling and trash bins for hallways- - these have been received. They are studying placement strategies.
 RR depot lighting – nothing begun to install a dimmer switch.
 Water tower-windmill repair; repaint – see Old Business
 Replaster pool bottom – hoping to have complete by end of April.
 Paint outside walls of ranch house and RR building - - waiting to start after winds die down; will probably do in June. Because the windows facing south take such a beating, they are considering replacing the wood sills with copper sheathing to better withstand the elements and reduce maintenance.
 Replace depot floor - - see Old Business
 Expand shade covering at pool - - plan to put inserts between existing covers; work to start soon
 Install water spigot at dog park - - Board approved; work to begin soon
 Replace basketball nets - - Installed 4/2.
The Board has not yet taken up the proposed F&G Charter revisions. Bill will bring to the April meeting. He displayed a copy of the County aerial map of the Community Center. This will come in handy in future planning work.

In the Board Liaison Report Pat Lavengood announced the Volunteer Recognition party will be on Thursday April 21 from 5-7. Phase 3C of the landscaping plan ($6,000) was approved by the Board. They also approved out request for a water spigot at the Dog Park.

Old Business:
1. Landscaping Plan : David has begun preparation of sketches to reflect his visions of what would be done and where under Phase I. He will call a sub-committee meeting in a couple of weeks to review his thoughts and prepare a presentation to F&G and the Board.
2. Water tank and windmill: Bill indicated we do not need any type of release from EAWSD to begin work in repairing and painting these landmarks. Nolan agreed to prepare a Capital Project Request for Board (and Finance Committee) review.
3. Water spigot at Dog Park - - The Board approved this project. Bill indicated work should begin soon.
4. Depot Floor - - After visiting the building and inspecting the floor and outside drainage profile, F&G determined the “next steps” to be:
a) Develop a cost estimate to extend the existing drain (located at the end of the sidewalk where it meets the driveway) over to the breezeway; this will capture much more water that now runs off the pavement and along the depot entrance walk and flows into the RR building; this will be a new capital project;
b) Retain the services of a local consultant to evaluate the existing wood flooring and drainage issues and recommend alternatives; Jean Crawford to make the contact.
c) The preferred type of flooring is wood, similar to what is currently on the floor;
d) The consultant can advise if we must take up the existing floor, leaving the slab exposed, until a permanent flooring strategy is developed;
This approach was approved by a 5-0-0 vote.
5. Sports Field and surfacing - - as Eddie missed most of the meeting, his status report was tabled to next meeting.

New Business:
1. Review of High Value Amenities in RR Schedule: A small committee, comprised of Todd, Bill, Nolan and Jeanne will be responsible to perform this review and bring findings back to the full committee. This approach was approved by a 5-0-0 vote.
2. Review of Amenities Log 2011 Discussion Items: All items were briefly discussed. Some were deleted from the Log; others had their priorities re-set. Only the Patio Lighting project was kept in 2011. Jean Crawford and David Lovro will develop a design for the project and bring it back to the Committee for further deliberation. Also maintained in 2011 was determining the feasibility of using solar heating for the small pool and bath house. The SERA group may be asked to assist in this determination.
3. Provide feedback to Board on proposed Sustainability Committee Charter: The committee favors opposing the establishment of such a committee under ECIA jurisdiction at it will be involved with issues of a regional nature, well beyond the boundaries of ECIA. F&G favors using SERA as the ECIA resource on sustainability issues.

The meeting was adjourned at 6:10 PM. The next meeting will be May 10, 2011.

Prepared by Nolan Zisman, Secretary

MINUTES OF MARCH 1, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Jeanne Calzada at 4:09PM. Those also in attendance included the following committee members: Jean Crawford, Nolan Zisman, John Calzada, Fred Raznick, Eddie Marshall and Mary Anne Kenny. ECIA Reps were Bill Donohue, GM, Pat Lavengood, Board Liaison, and Todd Handy, Board member. David Lovro, was an excused absence.

The meeting opened with a “walk-around” of the pool area to inspect the existing shade cover structures and determine if and where additional cover is required.

The minutes of the February 8 meeting were accepted as submitted. There being no one attending for Public Forum, Bill, in his GM Report, updated the status on other open items not reported on Feb. 25, and answered a few questions about the Rental House and the water tank/windmill painting project.

In the Board Liaison Report Pat Lavengood indicated the following: The ECIA Board has been
working with a series of issues, which have not, as yet, allowed sufficient time to address the sound
portion of the Community Center use policy.

Old Business:
1. Water tank and windmill: Bill indicated the “next step” is to get written release from the EAWSD on any claims to these structures. Once that is accomplished a Capital Project Request should be prepared for Board (and Finance Committee) review.
2. Hike-Bike Trails - - Nolan brought the committee members up to date on a proposal submitted by Linda Pierce, an Eldorado property owner and pavement engineer who has volunteered to inspect all the hike-bike trails to determine their expected life, need for replacement/repair, etc. so a more realistic amortization can be established in the Replacement Reserve Schedule and reflected in setting of future assessment levels. The other F&G members unanimously endorsed this effort. Eddie suggested the review include suggestions about dealing with the “goat-heads” along the trails. Linda will present her findings at the May 3 meeting. The Finance Committee will be invited to attend the presentation.
3. Water spigot at Dog Park - - The Committee voted 5-0-0 to proceed with a Capital Project Request for this amenity. Nolan will prepare and submit for Board and Finance Committee consideration.
4. Depot Floor - - After discussion on issues and options, F&G recommended the following:
a) Take up the existing floor, leaving the slab exposed until a permanent flooring replacement is selected and installed;
b) Retain the services of the appropriate specialist to evaluate the drainage issues and recommend alternatives (e.g., outside drainage improvements, raise depot floor level by installing hollow space between floor and slab to allow pumping of any water that may enter the building, etc.);
c) Poll existing and potential users as to preferred type of flooring; and
d) Evaluate options and make recommendations on replacement flooring.
5. Sport Field Sub-committee Report - -Eddie Marshall reported that he has contacted a number of
individuals who have expertise in Field Sports. Some of these individuals have expressed an
interest in assisting him in developing a working design for the re-model of the Sports Field.
Eddie will continue to apprise the Committee of any information relevant to this project as his
efforts in this area continue.

6. F&G Charter Revision - - (to be presented to the Board by the General Manager/response
pending)
7. Mapping CC Utilities - - The General Manager will bring a copy of the existing map to the
April Facilities and Grounds Committee Meeting

New Business:
1. Review of High Value Amenities in RR Schedule: (item was continued to the April Agenda)
2. Review of Amenities Log 2011 Discussion Items: (item was continued to the April Agenda)

The meeting was adjourned at 6:02 PM. The next meeting will be April 5, 2011.

Prepared by Nolan Zisman, Secretary and Jeanne Calzada, Chair

MINUTES OF FEBRUARY 8, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Jeanne Calzada at 4:05PM. Those also in attendance included the following committee members: Jean Crawford, Nolan Zisman, John Calzada, Fred Raznick. ECIA Reps were Bill Donohue, GM, Pat Lavengood, Board Liaison, and Todd Handy, Board member. David Lovro, Eddie Marshall and Mary Anne Kenny were excused absences; Janet Wise has resigned from the Committee.

The minutes of the January 4 meeting were accepted as submitted.

In his GM Report Bill offered the following:
1. Rental House repairs - - plan to submit report on cost estimates at Feb. Board meeting.
2. Replaster pool bottom-bids received; work will start when weather permits.
3. Paint ranch house/annex and RR building - - bids submitted; work will start when weather permits.
4. Repair/Repaint water tower and windmill. A “ground level” based estimate of $6500 was received. See below for further details.
5. Replace stable water delivery system- - Board approved; contractor has started work. ECIA will incur 61% of costs; stable owners 39%.
6. Landscape CC grounds (Phase I) - - Board approved $24,000; other $6,000 contingent on outcome of 2010 audit.
7. Replace carpeting in conference and class rooms-environmentally friendly carpet has been ordered.
8. Reseal one tennis court- will be pursued when weather permits.
9. Replace RR building floor - - still need to schedule review/input by F&G.

In the Board Liaison Report Pat and Todd indicated the following:
1. The amplified sound policy is on the agenda for the February Board meeting.
2. With regard to the landscaping project, Pat asked for committee input on whether donated materials or labor should be accepted. The general feeling of the members in attendance was that this would be acceptable, so long as the donated items met landscaping plan guidelines, specifications, as defined by David. Bill raised concern that if trees or other plantings did not come from a bona fide nursery, we may not get any kind of guarantee on those products that we might otherwise get from the nursery.

Old Business:
1. Water tank and windmill: Pat indicated EAWSD Board has taken the position they are only interested in the water under these structures, not the structures themselves. F&G feels
• the structures ought to be retained for their historic and aesthetic value;
• they should be maintained in such a manner as to keep them safe and attractive;
• they should be modified as necessary to prevent unwanted climbing on them.
F&G requested Bill to get a better estimate, including an “up-close” inspection of the structural issues, so we can make a more intelligent recommendation about the “next steps”. If it is decided to pursue, a new Capital Project Request will be required as these items were not previously on the R&R Schedule.

Report from “Sport Field Sub-committee: There was no report at Eddie was absent.
1. ECIA Work Order Form: We will use the form Bill distributed. When submitting, the original goes to Bill, a copy to Nolan for inclusion in the Amenities Log.
2. F& G Charter: The sub-committee (Jeanne, John, Nolan) completed its work and distributed a draft for full review. Some minor modifications were agreed to. Nolan will send a corrected copy to Bill to present to the Board.
3. Mapping of the CC utilities: We are still desirous of getting our known utilities and other important assets onto a single aerial map with overlays for the various categories of things. Todd will talk with Woody Duncan about what synergies might be had with Woody's project. Bill will talk to the EAWSD about their efforts to document utilities in the ECIA CC area.

New Business:
1. Hike and Bike Trails: The Committee members in attendance agreed that each member should be assigned a section to periodically inspect and report “exceptions”. Nolan and Bill will work on a suggested process and inspection form for review at the next meeting.
2. Pool Shade Cover: The committee is still interested in expanding the shade that is offered as a issue of health safety. At a future meeting (March, weather permitting) we will do a walk-around to determine if we wish to pursue a portable shade unit, or merely close in the gaps between the existing units.
3. Being More Proactive: Jeanne expressed her concern that we have let a few suggestions from community members “fall through the cracks”. One was the pool shade cover. Another was the dog park. She also felt that inviting pool users to an F&G sponsored meeting might be appropriate.
a. Pool Shade cover-discussed above.
b. Dog Park - - we are still waiting for input about a small dog section from the users who have small dogs. The general feeling of the members in attendance was that we should promote the establishment of a water tap next to the dog park (4-0-0 vote); this should be given a medium priority due to current capital constraints. The topic will be added to the Amenities Log. c. Pool Users Meeting - - after some discussion it was concluded the best way of getting feedback from pool users was at the Annual Meeting or via conversations with the Pool and/or General Manager.
4. Annual Report: Jeanne will prepare and submit; due date is Feb 18.

The meeting was adjourned at 6:05PM. The next meeting will be on March 1, 2011.

Prepared by Nolan Zisman, Secretary

DRAFT
MINUTES OF JANUARY 4, 2011 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Jeanne Calzada at 4:05PM. Those also in attendance included the following committee members: Jean Crawford, Nolan Zisman, John Calzada, Fred Raznick, and Eddie Marshall. ECIA Reps were Bill Donohue, GM, Pat Lavengood, Board Liaison, and Todd Handy, Board member. David Lovro and Mary Anne Kenny were excused absences; Janet Wise was an unexcused absence.

The minutes of the November 2, 2010 meeting were accepted as amended (add “/water tower” to “windmill” under “Old Business”).

In his GM Report Bill identified 8 “projects” (large replacement reserve or maintenance items) as follows:
1. Rental House repairs - - in the process of getting bids for 25 tasks; expect work to be completed in June.
2. Replaster pool bottom.
3. Paint ranch house/annex - - also getting cost estimates for repainting RR building, water tower and windmill. Depending on cost, may or may not do those as well.
4. Replace stable water delivery system- - expecting 3rd bid this week.
5. Landscape CC grounds (Phase I) - - waiting for Board approval and budget.
6. Replace carpeting in conference and class rooms.
7. Reseal one tennis court.
8. Replace RR building floor - - F&G input will be sought.

Bill also advised our Fire Department does not perform inspections of private structures so they will not inspect the water tower and windmill. Determination of ownership (and primary liability responsibility) of these two structures is now with the EAWSD.

In the Board Liaison Report Pat and Todd indicated the following:
1. The revisions to the Rental Agreement are on hold by the Board; they have decided to address the amplified sound policy separately, then decide how it will be incorporated into the Rental Agreement;
2. The proposed new HOA regulations will have limited impact on how the ECIA conducts their business and no impact on F&G activities.
3. Due to some confusion and lack of conveyance of the appropriate documentation on the landscaping project proposal, the Board has not yet acted on this matter. A copy of the correct detail plan was handed to Todd to deliver to the Board at their January meetings.

Old Business: 1) As several F&G committee members indicated they had not yet seen the new maintenance work request form, Bill will e-mail copies to the members. 2) It was proposed and agreed to that a sub-committee be formed to review and report back to the full group findings on needed changes to the F&G Mission Statement. Items identified in the Nov. 2 meeting minutes will also be considered. Jeanne will head up this ad hoc effort, with the help of Nolan and John. Jeanne will arrange to schedule a review session.

New Business:
1. At the Board's request, F&G discussed the potential establishment of a new standing ECIA committee (Sustainable Eldorado). After some extensive discussion, the Facilities and Grounds Committee concluded to endorse the idea of having an independent, community-wide body of resources knowledgeable about sustainability. This group should serve the entire 285 corridor, not just the ECIA. For this reason, F&G members do not believe it appropriate for this group to be a standing ECIA committee.
2. As a carry over item from 2010 (in which replacement of the soccer field sod was deferred from 2011 to at least 2012), the Committee voted 5-0-0 to establish an ad hoc sub-committee, to be chaired by Eddie Marhsall, to study the future demand and design of the existing sports fields as well as the adjacent vacant lot between the soccer field and Conchas Loop.
3. As we ran out of time, the subject of procedurally making greater use of sub-committees to address F&G “projects” was deferred to our February meeting.

The meeting was adjourned at 6:05PM. The next meeting will be on February 1, 2011.

Prepared by Nolan Zisman, Secretary

Approved
MINUTES OF NOV 2, 2010 MEETING
FACILITIES AND GROUNDS COMMITTEE

The meeting was called to order by Chair, Fred Raznick at 4PM. Those also in attendance included the following: Committee Members: Jean Crawford, Nolan Zisman, John Calzada, Jeanne Calzada, Eddie Marshall, Janet Wise and Mary Anne Kenny. David Lovro was an excused absence. ECIA Reps were Bill Donohue, GM, Pat Lavengood, Board Liaison, and Todd Handy, Board member; attending for
Public Forum was guest: Dag Ryan.

In the Public Forum Mr. Ryan spoke on behalf of a group of 12-20 tennis players. Their group is concerned that the surface on the East tennis court (closest to the rental house) is so badly deteriorated that it is fast becoming unplayable. He is requesting action to rectify this situation. It was explained to him that this court is due for resurfacing in 2011. Mr Ryan also commented that the other (West) court has a small dip in it that fills with water upon snow melt or rain fall. When questioned, he responded that this court is still playable, so long as there is equipment on the courts to dispose of standing water. In response to a question about “user fees”, he felt that he and many of his group would be willing to pay a reasonable annual fee to help offset the cost of maintaining the courts. He seemed satisfied that his groups' concerns are being addressed.

The minutes of the Oct. 5 meeting were accepted as submitted.

In his GM Report Bill reported that work is still underway to identify causes of water leaks at the stables. They are also measuring the depth of each stall hydrant to ensure they are below the ground freeze level to reduce the likelihood of the whole system shutting down if the weather turns extremely cold. He expects the Stable Committee will be making specific proposals regarding the stables' water system at the Nov. Board working meeting.

In her Board Liaison Report Pat indicated the Board had not yet finished with a new draft policy regarding the rental agreement but was down to the last 3 “issues”. This should be completed in the next month or two. She indicated the Board did not know what to do about the issue of violations of ECIA policy regarding control of dogs in the community, but conceded they had committed to a group who raised the issue at the last Board meeting to indicate what actions the Board would take. Todd reported he had received a copy of new HOA regulations authored in the State legislature and would be reviewing them for impact on ECIA.

Old Business: The ownership/condition of the windmill/water tower outside the ranch house was discussed. Bill will contact the Fire Dept. to see if they can bring their ladder truck over to permit inspection of the structure. He'll report back at a future F&G meeting. Pat has contacted the GM at EAWSD who will research the ownership of the windmill/water tower and report back to Pat.

New Business: Election of F&G officers for 2011 was held. Those elected, unopposed, were
Jeanne Calzada – Chair
Jean Crawford – Vice-Chair
Nolan Zisman - Secretary


The remainder of the meeting was devoted to polling members about what role F&G should take going into 2011. The suggestions offered were as follows:
• establish a more formal “oversight” function to ensure maintenance is deferred only by consensus between F&G and the GM
• periodically review maintenance schedules to identify maintenance that can/should be deferred
• contract out mowing/snow removal
• as new hike-bike trails are built or old surfaces need replacement, utilize compacted base course for the surface rather than asphalt
• periodically review use of all amenities to ensure they can continue to be justified, ensuring that all relevant costs are identified (e.g. materials, labor, depreciation, replacement, etc)
• review mission statement each year to ensure it covers what the committee members believe we should be doing
• Review the impact of the lack of a separate Facilities Mgr on the general condition of our amenities

The meeting was adjourned at 6:15PM. The next meeting will be on Jan 4, 2011.

Prepared by Nolan Zisman, Secretary

DRAFT MINUTES OF OCT 5, 2010 FACILITIES AND GROUNDS COMMITTEE MEETING

The meeting was called to order by Vice-Chair, Jean Crawford, at 4PM. Those also in attendance included the following: Committee Members: Fred Raznick (Chair), Nolan Zisman, David Lovro, John Calzada, Jeanne Calzada, Eddie Marshall and Mary Anne Kenny. Janet Wise was an excused absence.
ECIA Reps: Bill Donohue, GM, and Tom Wilmott, Board Liaison (sitting in for Pat Lavengood).
Public Forum Guests: Sande Anderson, Mary Ann Jackson and Letty Roller representing Eldorado Arts and Crafts Assn.

Sande Anderson spoke for the three guests at the Public Forum. Their group is concerned that if they have to pay a rental fee to use the club house, they will have to disband their Monday drawing classes. Bill explained that their perception of having to pay the fee was a mistaken communication from a staff member; that they, as a not-for-profit community group, are welcome to use the facilities at no charge, and that (unlike most other users) they could continue to store some of their equipment in a provided secure space. This satisfied the three guests, who plan to re-convene the class as soon as possible.

The minutes of the Aug. 24 meeting were accepted with two typos identified for correction.

In his GM Report Bill indicated that some planned/required maintenance had to be delayed due to a unexpected decrease in maintenance staff during the summer. He believes that there will be no deferred maintenance into next year. This year's pool season was the best in many years. All expectations (from both staff and users) were met, with the exception of a lax pool pass checking process. This will be addressed before the next summer season. Bill's biggest issue now is re-mediating the water leaking problems at the Stables. He has received one bid so far and is hoping for another. Eddie suggested publishing of the pool phone number and on-going Vistas articles about the pool and swimming during the off-season. Bill indicated that the phone at the pool is for out-going calls only. He will try to get Dan van Wyck to write an article about the successful season just completed.

In his Board Liaison Report Tom indicated the Board will be coming up with a new draft policy regarding amplified sound and liquor usage on the patio that will be shared with F&G and will be subject to public comment before next Spring. John Calzeda reported his impressions from attending the Sept 19 Board “retreat” of learning a lot more about what other ECIA committees are doing. There was no indication the Board had reviewed the submitted 5-Year F&G Plan.

Old Business: Landscaping Plan: As the Conservation Committee's long-range plans include water conservation and xeriscaping around the Community Center, Nolan suggested the F&G landscaping ad hoc committee get together with reps from the Conservation Committee to incorporate their ideas into the detail landscaping plans. Since Phase I is dependent on Capital Reserve funding, significant work will have to await Board budget approval. However, more detail planning can begin in the interim.

New Business: Jean Crawford advised the new, ad hoc “Green” Committee had brain-stormed the idea of an energy audit of the Community Center. This could be something F&G might wish to sponsor. Jean also made a slide presentation of photos showing various water run-off and maintenance-related problem areas around the Community Center and at Compadres Park. She suggested that some “creative” grading and building of swales could capture more run-off for irrigation.

The meeting was adjourned at 6PM. The next meeting will be on Nov. 2.

Prepared by Nolan Zisman, Secretary

August 24, 2010 DRAFT

Call to Order/Attendance: Chairman Fred Raznick called the meeting to order at 4:05 PM. In attendance were members Jean Crawford, Nolan Zisman, David Lovro, John Calzada, and Jeanne Calzada. Also in attendance was Board liaison Pat Lavengood Eddie Marshall and Janet Wise were excused absences; Mary Anne Kenny was an unexcused absence. Guests Courtney White of Quevara Coalition and Amenita Thorp of Sun Star Herbs attended for a report on the “goat project”.

Minutes of July 6 and Aug 3 Meetings: Accepted as submitted.

Board Liaison Report: Pat was questioned about the rental house and amplified music policies. She reported that there was no discussion this month on either topic.

Old Business: Goat Update: Amenita Thorp reported that the goats covered about 50 acres in the north greenbelt; she was pleased with the effectiveness of the effort in controlling weeds. She also felt the publicity and resident receptivity was very positive. She believes the better approach would be to work the goats in the greenbelts during May to keep the trails open for use; then again in September to prevent seeds from spreading. Courtney White is very familiar with use of goats for weed control and reported that other community municipalities were turning to goats for weed control as a better solution than herbicides or mowing. He suggested if we want to use goats for weed control, we seek a “parnering” with the County for funding. It was suggested he make a similar presentation to the Conservation Committee as they will be responsible for any future efforts at weed control with goats.

5-Year Plan: Especially for the benefit of those who missed the Aug. 3 meeting, Nolan led the group through the draft “F&G Identified Priority Capital Projects.” Based on an actual estimate Eddie Marshall obtained on replacing the tennis courts, the estimated costs of doing both courts and placing gates in the fence to accommodate a tractor passing through will be changed to $75,000. The attendees agreed that both courts should be done at the same time, and that asphalt would be an acceptable surface instead of concrete. The committee members also stressed the need to have good drainage and to include timely snow removal in the maintenance plans for both the tennis and basketball courts in order to protect our investment in those surfaces for their full useful life. On behalf of the Finance Committee Nolan reviewed the existing financial situation and the probability that little additional funding would be added to the Capital Reserve at the end of this year. This preceded a discussion on the minimum practical cost of Phase I of the Landscaping Plan. David indicated in his professional opinion, Phase I should not be less than $30,000. He will provide Nolan with a brief explanation for inclusion in the 5-year plan. While Jean had received a note from a member of the Eldorado Dog Club, the committee agreed to leave the small dog annex as a medium priority until we get our requested response regarding number of potential users and design considerations. Nolan will add descriptive paragraphs to the Plan as needed. There being no other changes, the attendees approved the amended 5-year plan by a 5-0-0 vote. Once the additional text on Landscaping Phase I has been received from David, Nolan will add and send a copy of the Plan to the Committee members; and Fred will submit to the Board.

New Business: Compadres Park: The Calzedas reported they observed severe vandalism, including serious damage to the play equipment, and obscene graffiti at Compadres Park. The Committee members expressed deep concerns that our security efforts are not matching our needs for protecting our assets and there should be a detailed review of this subject at our next meeting.

Maintenance Activities: A couple of committee members mentioned observing the maintenance workers doubling or tripling up on activities that seemed to require only a single person, as well as a lot of idle chit-chat between them The question was raised and discussed about the role of F&G in monitoring the accomplishment of identified maintenance/repair/replacement requirements. The general consensus was that all aspects of ECIA facilities and grounds were within the scope of the F&G charter and that the charter needed to be clearer on the issue of maintenance/repair/replacement “oversight”. This will be discussed further at the next meeting.

Date of next meeting: Due to availability conflicts in Sept. prior to the BOD Sept. meetings, and the Board retreat to be held on 9/18, the next F&G meeting will be on Oct, 4, 2010, at 4PM. Adjournment: The meeting was adjourned at 6 PM.

Submitted by Nolan Zisman, Secretary