Minutes - ECIA Governing Board

ECIA Board Meeting Agenda

Monday, March 25th 2019

Open Meeting / 7:00 pm

Community Center Railroad Building

 

Call to Order

  • The meeting was called to order at 7:00 PM

Roll Call / Declaration of Quorum

  • In Attendance: President David McDonald, Vice President Elizabeth Maclaren, Secretary Bernardo Monserrat, Treasurer Joseph Gutierrez, and Director Todd Handy
  • Staff in attendance: General Manager Julie Navarro and Executive Assistant Anna Hansen

Announcements – meeting being recorded.

Approval of Agenda

  • Moved by Bernardo Monserrat, Second by Elizabeth Maclaren, and passed unanimously.

Consent Agenda Items

 

  1. February 18, 2019 Board Working Session Meeting Notes and February 21, 2019 Board Meeting Minutes.
  2. February Covenant Compliance Report
  3. March General Manager’s Report
  4. Confirm variance approved unanimously by email for 3 Hidalgo Ct.
  5. Confirm unanimous email vote to hire Russell Winslow as a consultant Construction Manager to oversee pool project until new Project Manager is hired and gets up to speed.
    • Moved by Bernardo Monserrat, Second by Elizabeth Maclaren, and passed unanimously.

Open Forum for Agenda Items

  • Melicent D’Amore- expressed concerns about the cost of the pool renovation

New Business

  1. 1. Motion to confirm approval by unanimous email vote for a contract with Casa de Sueno Construction to remodel the pool bathhouse and storage area for $250,712.00
  • Moved by Joseph Gutierrez, Second by David McDonald, and passed unanimously.
  1. 2. Motion to confirm approval by unanimous email vote for a contract with Poolside Design & Construction to remove and replace pool deck and skimmers for $192,801.25
  • Moved by Joseph Gutierrez, Second by David McDonald, and passed unanimously.
  1. 3. Motion to confirm approval by unanimous email vote for Water Management Associates to renovate backwash and pool septic system for $107,329.55
  • Moved by Joseph Gutierrez, Second by David McDonald, and passed unanimously
  1. 4. Motion to appoint Jody Price to the Election Committee
  • Moved by Elizabeth Maclaren, Second by Todd Handy, and passed unanimously.
  1. 5. Earth Day
  • Earth Day is moving ahead. The sponsorship has changed to ECIA/HOAMCO. Anna Hansen has been contacting many vendors to come out and interact with the community. She has also reached out to Eldorado Community School to see if they could plan to have the children come out for a couple of hours that day, no response has been received yet. Anna has also reached out to the vendors that have already stated they will be attending to see about changing the time but most vendors are booked during the evening. We will consider a different time for this event moving forward. Anyone that would like to reserve a table for this event should reach out to Anna.

Reports

  • Facilities & Grounds – Nolan Zisman, Committee Chair
    • Committee has made many recommendations on the pool project. They are coming up with a design on spreading out the shade structures in the pool. The dog park subcommittee has helped design the new shade structures at the dog park and proposed a new entry for the dog park. They held a town hall in February where 30 members showed up. They held a court users meeting where about 20 members showed up. The committee will be suggesting to create a dedicated pickleball court. The office has purchased new dirt for the field, portables pitchers mound, and netting.
  • Architecture Committee – Monserrat
    • They are interested in submitting a proposal to allow homeowners to build casitas, they will be working on proposal tomorrow night.
  • Conservation Committee – Maclaren
    • Has found a surveying company to survey library trails. There will be a work day on April 13th.
  • Election Committee – Maclaren
    • Went through the election procedures for this past year, however, they have the quorum proxy that will go out to Members in Good Standing. Nominated Jody Price to be on the committee. The election committee has an incredible spreadsheet on key dates.  Annual Meeting will be held on May 6 at 7 PM. To hold an annual meeting the membership will need MIGS to bring back quorum proxy statements to have a quorum.
  • Environmental Advisory Ad Hoc Committee – Handy
    • Went over the presentation of the charter and request to become a full standing committee. Garden fair brought up a lot of ideas, talked to ectone about the grass on the ball field. Landscaping chemicals will be talked about next at the meeting. Complained that the classroom floor is not static that it moves. Wrote a procedure that was approved last month but there is no policy. Todd will help them create an environmental audit.
  • Finance Committee & Monthly Report – Gutierrez
    • Discussion was on the pool and having money in the right places. Adjusted CD’s. passed a motion to recommend that the board put a freeze on all non emergency capital projects until the pool project is complete.
  • Information Committee – McDonald
    • Revised the list of requirements for website designers. Worked on Vistas, and came back with adjustments. Worked with Anna and she is doing an incredible job, she has a creative flair.The committee doesn’t see a reason to outsource Vistas.
  • Road Committee – Handy
    • Did not meet this previous month.
  • Stable Committee – Maclaren
    • They had a very full agenda, looking at violations, and signage. Mike Ault created a slideshow showing a sign board and all the signage currently at the stable amenity. They passed stable amenity rules and it was passed along to the board.

 

Open Forum for General Issues

 

Four members spoke at the Open Forum on a variety of topics, including concerns about the cost of the pool renovation, and the Board addressed their concerns and corrected misconceptions.  One of the members read a statement in support of the Board and the volunteers who serve the Eldorado Community.

Adjournment

 

Meeting was adjourned at 8:18 PM

Moved Bernardo Monserrat Elizabeth Maclaren and passed unanimously.

 

Executive Session

 

Upcoming Board Meetings: 

 

Board of Directors Working Session: Monday, April 15, 2019 at 6:00 PM, Railroad Room

 

Board of Directors Meeting: Thursday, April 18, 2019 at 7:00 PM, Railroad Room