Minutes - ECIA Governing Board

Wednesday, March 20, 2019

Open Meeting / 6:00 pm

Community Center Classroom Building


Call to Order/Attendance

  • The meeting was called to order at 6:04 PM
  • In attendance: President David McDonald, Vice President Elizabeth Maclaren, Treasurer Joseph Gutierrez, and Director Todd Handy
  • Excused absence: Secretary Bernardo Monserrat
  • Staff in attendance: General Manager Julie Navarro, Executive Assistant Anna Hansen & Architectural & Covenant Compliance Coordinator Mark Young

Announcements – Recording, No Open Forum

Approval of Agenda

  • Moved by Joseph Gutierrez, Second by Elizabeth Maclaren and passed unanimously.

Variance Requests

  • None

Consent Agenda Items

  • Review of February 18, 2019 Board Working Session Meeting Notes and February 21, 2019 Board Meeting Minutes.
  • Review of February Covenant Compliance Report
  • Review of March General Manager’s Report

Action/Discussion Items – Old Business

  • Website Update/Presentation Dates –McDonald/Handy
    • Karen Logan will be scheduling interviews for website redesign with the information committee. Karen Logan will provide dates of interviews.
  • Committee Roles and Responsibilities – McDonald
    • Election Committee has submitted some recommendations to the board about the wording on this document. The board discussed including this document in the committee charters so that new members understand what they are operating under.
  • HOAMCO Update – McDonald/Navarro
    • Julie Navarro and Anna Hansen went to training for the new HOA act today.
    • Michael Bullock has resigned and Russell Winslow has taken over the pool project
    • Julie Navarro and the board will be interviewing for a potential project manager
  • Pool Update – Gutierrez/Navarro
    • Please attend the meeting on Thursday
  • Drones Task Force – McDonald
    • There will be an article in the Vistas
  • Civil Conduct Policy – McDonald/Maclaren
    • Moving forward on this
  • Welcome Packet – McDonald
    • Information committee is still working on this

Action/Discussion Items – New Business

  • Insurance Presentation – Crawford
    • Steve Crawford came and gave an insurance presentation discussing workers compensation insurance, auto insurance, insurance rates, and other elements included in our insurance policy
    • Discussion occurred between the board and Mr. Crawford
    • Office staff needs to send updated drivers list and vehicle list to the insurance company
    • Todd Handy will make a motion to approve
  • Tennis Program/Rental of Outdoor Facilities – C. Handy/ McDonald
    • A resident came forward and expressed interest in starting a community program for Tennis, this would include private or group lessons.
    • Discussion occurred about how this resident would know that the persons taking private lessons is an Eldorado resident, how much fees he would charge and how much fees we would ask him to pay.
    • The instructor will create a proposal and send it to the board to review at the BOD meeting.
  • Pool Jump Board -
  • Martha Deutsch expressed her feelings about how this jump board can positively affect our community which does include children.
  • Todd Handy addressed some concerns that may arise with this.
  • Finance Report – Gutierrez.
    • The finance committee requests to the board that all non-emergency and capital projects are put on hold until after the pool is complete.
    • The board has agreed and informed the GM
  • Environmental Committee Status – McDonald
    • The Ad hoc committee would like to be a standing committee.
    • Moved to consent agenda for April
  • Board Appointment – McDonald
    • The board is currently looking to fill 1 open position and 2 coming up.
  • Explore Possibility of Authorizing Casitas – Monserrat
    • Mark Young spoke about how residents have expressed their concerns about not being able to build casitas for family members that do come and visit. He explained that we have allowed for large accessory structures but never casitas and we have gone to court over this. He also stated that some other residents have expressed the concern that these casitas may turn into air BNBs or short term rentals. Under the county regulations, ECIA can allow for small casitas to be built should the board decide to pass this.
    • The Architecture committee will provide guidance through this.
  • ECIA Activities Scheduling – Monserrat
    • Tabled until April
  • Motion to Approve Pool Contracts – McDonald
    • Motions will be prepared for the Board Meetings
  • Bylaws Review & Revision AdHoc Committee – McDonald
    • The board needs to appoint the committee by next month.
  • Board Planning Retreat – McDonald
    • Once the board has been filled, the board will do a timeline, have training and figure out what projects need to be done quarterly.
  • ADA improvements – McDonald
    • This topic came up in a community open forum. The suggestion was made that we look at the little things like the door handles to see how we can make things more accessible.
  • Responses to Issues Raised in Open Forum – McDonald
    • Another topic that came up in the community open forum, David did a response to all the things that came up in an open forum and sent out those responses from 2018. Do a monthly column in the vistas and post it to the website.
  • Liaison to Eldorado Community School – McDonald
    • Martha Deutsch volunteered.
  • Dark Skies Issues – McDonald
    • Form a task force to look into this. Sheila Sullivan has volunteered to do this.
  • Firewise Grant – Maclaren
    • We have received a $500.00 grant to rent a woodchipper for May 4th. An Eblast will going out with a schedule on what time which streets can go.
  • Vistas Schedule-
  • The information committee has submitted a resolution
  • Stable Rules
  • The stable committee has passed the amenity rules. The board will be reviewing these documents
  • Moved to April consent agenda
  • Road Committee-
  • There is a group of people who does work on the side of the roads and are not affiliated with anything, so they are at risk. The board will get with the insurance company and see what coverage we have regarding this.


Open Board Discussion

  • May Message from the Board
  • Committee Assignments


The meeting was adjourned at 8:51 PM


Executive Session – Legal/Personnel matters


Next Scheduled Meeting: ECIA Board of Directors Meeting -- Monday, March 25, 2019 in the Railroad Building / 7:00PM: Open Meeting