Minutes - ECIA Governing Board

Board Working Session Agenda

Monday, July 15, 2019

Open Meeting / 6:00 pm

Community Center Classroom Building

 

Call to Order/Attendance

  • Meeting was called to order at 6:04 PM
  • In Attendance: President David McDonald, Vice President Elizabeth Maclaren, Secretary Bernardo Monserrat, Treasurer Joseph Gutierrez, Director Nancy Sulzberg, Director David Sorkin, and Director Todd Handy.
  • Staff in attendance: General Manager Julie Navarro, Executive Assistant Anna Hansen, Operations Manager Michael Rogers, and Architectural & Covenant Compliance Coordinator Mark Young.

Announcements – Recording, No Open Forum

Approval of Agenda

Variance Requests

  • Moved to Consent Agenda

Consent Agenda Items

  • Review of June 17, 2019 Board Working Session Meeting Notes and June 20, 2019 Board Meeting Minutes.
  • Review of June Covenant Compliance Report
  • Review of June/July General Manager’s Report
    • Add David Sorkins name to BOD Minutes as present
    • Remove Todd Handy from BOD Minutes as liaison to committee.
    • Moved to Consent Agenda for BOD Meeting

Action/Discussion Items – Old Business

  • Website Update/Presentation Dates – Maclaren
    • Information Committee needs to hear back from the Board. The Information Committee suggested getting together a small committee (3 or 4 people) to oversee the production of the website. Discussion occurred about receiving information about the website designers that HOAMCO suggested to the community.
  • Committee Roles and Responsibilities – McDonald
    • Will be discussed at the Committee Chairs Meeting.
  • HOAMCO Update – McDonald/Navarro
    • Looking for another maintenance man
    • HOAMCO is currently transitioning in the accounting department so we should have a new accountant next month.
    • A suggestion was made to transfer hours worked by the lifeguards from pool payroll to maintenance payroll.
  • Infrastructure Update – Gutierrez/Rogers
    • Pour occurred Thursday, Saturday and tomorrow
    • Acid Wash and filling of pool will be this week
    • Shade structure will be going up this week
    • Changing rooms are coming along
    • Shell of the pool there is a void
  • Welcome Packet – Maclaren
    • Pretty much finished, the Board will receive a draft
  • Board Planning Retreat – McDonald/Navarro
    • July 21st, the board will meet at ECIA. Get orders in .

Action/Discussion Items – New Business

  • Finance Report – Gutierrez

Available R&R

6/30/2019

$                                      933,758.00

Non- Pool Expenses

$                                        29,208.25

Remaining for Pool

 $                                      904,549.75

   

Contracts Approved TD

$                                      704,922.73

Current Available R&R Budget

$                                      199,627.02

   

Server

$                                        20,000.00

Stable Water System

 $                                      127,914.25

 

$                                      147,914.25

Remaining R&R

 $                                        51,712.77

   

PM Projected C/O

$                                        93,716.55

R&R Budget Needed

$                                      (42,003.78)

   
   

R&R Cash Summary

Account 1050

$                                      205,239.97

Account 1051

$                                      147,508.22

Current R&R Cash Available

 $                                      352,748.19

 

 

Remaining Pool Balance

$                                      178,439.73

AP Pool Project

 $                                                       -  

Estimated Stable Water

 $                                      130,000.00

Projected Remaining R&R Expense

$                                      308,439.73

   

Projected R&R Cash Needed

$                                        44,308.46

  • Stable Water System Replacement – Gutierrez/Navarro
    • New Image is going to begin working on this beginning Wednesday.
  • Accessory Dwelling Structure Task Force – Monserrat
    • An update has been posted to the website for the membership to review.
  • Compadres Park Lighting – McDonald/Zisman/Raznick
    • Looking at options that comply with the Dark Skies Clause.
  • HOA Act Affidavit/Agreement to Serve – McDonald
    • Signed by the board
  • ­­­­­Bylaws Review Suggestions – McDonald
    • Last day to give suggestions is July 16, 2019
  • Short Term Rental/AirB&B – McDonald
    • Will be discussing during Board Retreat.
  • Vandalism Update – McDonald/Navarro
    • Something will be given to the community in writing discussing vandalism
  • Guidelines for Past Due Assessments – Navarro
  • RAP Survey – McDonald
    • RAP Survey will be sent out to all residents who have RAP on their roads.
  • Bylaws Review Ad-hoc Committee Charter – McDonald
    • Moved to Consent Agenda
  • Young People’s Forum – Maclaren
    • Concerned that younger people in the community do not really have a voice. Have a forum one Saturday morning to hear and listen to the younger community
  • Pinon Trees – Handy
  • Reporter from New Mexican
  • David will email the reporter to let him know about Thursday

Open Board Discussion

  • August Message from the Board - Past Due Assessments Process

Adjourn

  • Meeting was adjourned at 8:42 pm
  • Moved by Joseph Gutierrez, Second by Elizabeth Maclaren, and passed unanimously.

 

Executive Session – Legal & Personnel matters

 

 

Next Scheduled Meeting: ECIA Board of Directors Meeting -- Thursday, July 18, 2019 in the Classroom / 7:00PM: Open Meeting