Agenda - ECIA Governing Board

ECIA Board Meeting Agenda

Monday December 16, 2019

Open Meeting / 5:00 pm Railroad Room

Call to Order

Roll Call / Declaration of Quorum

Announcements - Recorded Meeting

Approval of Agenda

Variance Requests *

Consent Agenda Items - 5 minutes

  1. Approval of the October 21, 2019 Board Working Session Notes
  2. Approval of the October 24, 2019 Board Meeting Minutes
  3. Acceptance of the October Finance Report and November Finance Report
  4. Acceptance of the October/November/December General Manager’s Report
  5. Approval of variance for 12 Moya Loop
  6. Approval of variance for 4 Verano Place
  7. Approval of variance for 3 Enebro Place
  8. Approval of variance for 27 Quedo Road

New Business


Motions - 10 minutes

  1. Motion to accept the VISTAS Style Guide which details the parameters for writing articles for the newsletter.
  2. Motion to accept the resignations of Todd Handy, Bernardo Monserrat and David McDonald.
  3. Confirm electronic motion to appoint Sal Monaco and George Rutter to the ECIA Board of Directors
  4. Motion to accept the the recommended 2020 Budget for Recurring Operation Expenses including a 2020 annual assessment of $550 and the following : operating expenses of $1,277,293, transfer to Replacement Reserve Fund of $228,084, capital expenditures of $118,836 for a total of $1,624,213.
  5. Motion to transferred 2019 remaining available budget to Reserve & adjust 2019 Operating budget to $0
  6. Motion to transfer and fund Capital Reserve fund for 2020 to $118,836
  7. Motion to approve the Procedure of Environmental Management, the Requests for Materials Use Approval, Appendix A and the Pre-Approved List of Materials and Supplies documents as approved by the EESC.
  8. Confirm electronic motion completed to approve Draft 1 of the proposed ECIA Sixth Amended Bylaws for legal review by ECIA counsel.
  9. Motion to share Bylaws “redline” version of draft ll with the members of the association
  10. Motion move $12,000 from Operating to Reserve
  11. Motion to approve increase 2019 R&R budget by $12,000
  12. Motion to remove Elm Tree
  13. Motion to accept Bonn Macey's resignation from Information Committee
  14. Motion to accept IntraWorks Proposal
  15. Motion to approve staff paid holidays
  16. Motion for Record Retention
  17. Motion to authorize website task force
  18. Motion to authorize Public Safety task force

Open Forum for General Issues - 45 minutes

Note the change in agenda order and time limits.


Old Business - 15 minutes

  • Community Open Forum Discussions
  • Boys and Girls Club
  • Website Task Force
  • Public Safety Task Force


Reports- 45 minutes


  • Architecture Committee
  • Conservation Committee
  • Election Committee
  • Environmental Stewardship Committee
  • Facilities & Grounds Committee
  • Finance Committee
  • Information Committee
  • Road Committee
  • Stable Committee
  • Bylaws Review Ad-hoc Committee


Executive Session

Upcoming Board Meetings:

            Working Board Meeting: Monday, January 20, 2020 at 5:00 PM in the Railroad Room

            Board Meeting : Thursday, January 23, 2020 at 5:00 PM, Railroad Room

*Variances will be reviewed and if approved, the Consent Agenda will be amended to include the approvals.