Minutes - Facilities and Grounds Committee

2nd Draft Facilities and Grounds Committee (Digital) Meeting Minutes   

Wednesday, June 3, 2020

(Action Items in Bold/Italics)

Call to Order: 10:04 AM

Attendance: F&G members: Kathy Ritschel, Mary Ellen Donat, Nolan Zisman, Fred Raznick, Martha Jackson, Marie Aragon, Taylor Ward

Board Liaison/Members: Liaison s- David Sorkin, Sal Monaco; BOD Member Nancy Sulzberg.

HOAMCO staff: Julie Navarro, Mike Rogers, Jessica Collins.

Guests: Dan Drobnis

Approval of Agenda: Added to Old Business; Dog Registrations; approved as amended.

Approval of May 6, 2020 Meeting Minutes: Approved as drafted.

Public Forum: None.
 

GM/OM/PM Status Updates

  • Preparation for 2020 Pool Activities
  • Staffing – 6 lifeguards on board; 6 pool attendants in the hiring process. Advertising for more certified lifeguards to prepare for next phase of opening; Casa Solana has referred their lifeguards to ECIA as they will not be opening this summer.
  • Lifeguards now cleaning and organizing pool equipment awaiting final inspection and pool opening.
  • Advising residents on pool opening and expected rules – Pool amenity tab on website with pool guidelines and eBlast to inform of how to access. Jessica to send F&G members copy of latest guidelines and pool schedules.
  • Ordering special face masks – Viromax filters for masks are on order. Will advise of shipping date;
  • May run out of gloves before new order received towards end of July. If that’s the case, may have to close the pool in the interim.
  • Procedures have been developed for lifeguards to follow in compliance with Covid-19 guidelines.
  • About 100 pool passes have been issued to date.
  • Suggestion to put white board with applicable Covid-19 related rules outside pool entrance.
  • F&G requested BOD to reconsider swim lessons for both children and adults.
  • No suggestions from residents on how pool should be operated.
  • Repairs at/near Pool - - AFJ has completed resurfacing parking lot in front of pool entrance, and re-striping handicap spots. Still need to complete drainage work.
  • Tracking of Other 2020 Capital and Reserve Expense Projects - Questions about Staff status updates to tracking reports were answered. Julie agreed to include a new column that shows the actual completion date. Copy of tracking report attached to these minutes. Julie to also follow up on mower sweeper attachment; she was confused on purpose of this equipment.
  • Problem Ticket Tracking - two questions answered on status; updated tracking report attached to these minutes.


  • Maintenance of Hike-Bike Network - -
  • Franco’s Landscape Services has been retained again this year to do the mowing on the                         hike-bike network. The first pass should be completed in about a week.
  • The ants are very active this year on the network. Julie will ask AFJ if they can do                                                 remediation work on this.
  • There is an open problem ticket on graffiti and tagging in the tunnel under Av. Vista                                     Grande, along the hike-bike path, between the school parking lot and the fire station.                                                  Neither Julie nor Mike were aware that ECIA has an MOU with the county, under which                                  terms ECIA staff is permitted to paint over any graffiti found on a county-owned structure                               adjacent to a hike bike segment. Nancy will reach out to the County to get a copy. Mike                                was asked to paint the existing areas and keep on top of it to prevent futures.

  • Inspecting Assets Due for Replacement in 2021-22 per R&R - Sal indicated that Mike had been asked to update the R&R with replacement dates, where appropriate for the Finance Committee budgeting work. He was also instructed to contact the designated F&G rep if he felt the need for F&G input. So far, none of the assigned F&G reps have been contacted.

Board Liaison Report

  • Encumbrance by County of funds allocated by Legislature for Hike-Bike Improvements -
    There have been no updates from Joe Gutierrez since he made a report on this subject at the May Board meeting.
  • “Trespassers” on our 401 trail - REI has rescinded including this segment in their list of available sites for rock climbing. The BOD may have our attorney issue cease and desist orders where this site is promoted or where trespassers are identified. The Conservation Committee is monitoringthe situation. The BOD approved a policy of prohibiting rock climbing.
  • An RFP has gone out soliciting proposals to manage ECIA. Questions were received from 2 candidates thus far; 3 of 4 vendors are expected to bid on this work.
  • Chip-seal RAP roads - about 1/4 of the total work has been completed and work continues.
  • Other Items
    • Due diligence efforts to determine who our next insurance broker/carrier will be should begin before the end of this year.
    • Request was made of BOD to reconsider allowing younger residents to use our amenities, without parents in attendance, but with parent signing waivers for each child for each amenity used. This would allow younger people to use courts, playground equipment without having to have a parent/guardian accompanying them, as well as give them more options for constructive activities over the summer.
    • BOD still deliberating on vacation rentals and having food trucks in the parking lot during pool season.
    • A concept for the new ECIA web-site is being “sand-boxed”. This will become a baseline for testing requirements and new ideas.
    • Question was raised about the reliability of the recommendation in the Association Reserves’ (A/R) 2019 Reserve Study that the CC parking lot would need to be repaved in 3 years. Nolan agreed to contact A/R to determine the source of that finding.

 


Old Business 

  • Open Action Items Since Jan. 2020 - many of these were addressed in today’s meeting. Nolan will revise the list for use at the July meeting.

  • Enforcement of ECIA Rules at Dog Park, Pool, Courts, Stables, Hike-Bike Paths (identifying and reporting violators) - - Due to length of meeting, and the fact that some Board members had not seen the draft documents, this topic was tabled until the July meeting. Nolan will send Nancy and Sal copies of the documents.
  • Security Cameras- Group 2 CPR - Mike has modified the CPR as requested. Kathy will forward to the Finance Committee for their review.

  • Use of card swipe entry, not only for pool but also for courts and perhaps dog park - tabled to next meeting due to Covid-19 restrictions and time running out.
  • Rules Signage - Nancy suggested that new signs not be put up until the pandemic is behind us and we don’t require special rules.

New Business

  • Dog Park Registration - Taylor completed an audit of existing registration documents on file. She found 20 complete and properly filed sets. The Dog-Park Subcommittee will develop and                         recommend a new program (including other innoculations besides rabies) and present it at                the       next F&G meeting. They also believe such a system should be available on-line with                            appropriate data base and reporting capabilities. Nancy suggested this be included in their                            recommendations and as a part of the new web site design.

       Committee Comments
  • Kudos to HOAMCO for keeping dog registration records organized and as complete as possible.
  • Kudos to the (short-handed) BOD and HOAMCO staff for the level of diligence and coverage of so many unexpected responses to the Covid pandemic.

 

Adjournment -  12:04 PM.

Next meeting:  July 1, 2020 at 10 AM.

2020 Capital Projects

 

As Of:

06/01/20

       
               

GL Code

Description

Useful Life

Estimated Completion

Actual Completion

Actual Cost YTD

% of Budget

Comments

5293

Additional Security cameras for CC and Compadres Park

10

04/15/20

05/02/20

$15,252

104.2%

Total cost of project including electrical work.

6404

"Safe Zone" Dog Park Annex

12

Mid-June

 

$1,868

23.4%

This is almost complete and benches have arrived. Mulch will arrive 6.4.20

6461

Sporting accessories for Pool

5

05/15/20

05/05/20

$1,677

24.0%

Purchased Basketball/ volleyball converstion kit and Pace clock

   

 

             

6504

Tractor Backhoe Attachment

10

??

   

0.0%

Price for this is $10,000; will ask F/C for additional funding

6525

Family Changing Room

Var

n/a

n/a

$5,951

8.9%

To be progressed at end of 2020 season for opening in May 2021.

6551

Landscaping Around Pool

25

06/30/20

 

$0

0.0%

We are looking into native plants for this area

8503

Additional Playground Equipment at CC.

10

06/30/20

 

$8,420

61.9%

New playground equipment has arrived. ExcerPlay will be installing this soon.

 

TOTAL 2020 CAPITAL PROJECTS

     

$33,168

27.9%

 

2020 REPLACEMENT RESERVE PROJECTS As Of:

06/01/20

       

Description

Estimated Completion

Actual Completion

Budgeted Cost

Actual Cost YTD

% of Budget

Comments

Pool-Related

           

Pool Shade Structures

04/12/20

05/18/20

$30,000

$26,092

87.0%

 

Baby Pool Water Heater

05/15/20

see note

$2,421

$0

0.0%

This does not need to be replaced at this time

Mechanical Room

01/23/20

05/01/20

$50,000

$2,321

4.6%

Awaiting final billing

Baby Pool Mech Room Roof

05/15/20

see note

$2,826

 

0.0%

POSTPONED TO FALL 2020

Adult Sand Filters

04/15/20

04/15/20

$25,000

$25,000

100.0%

 

Adult Pool Pump

04/15/20

05/01/20

$14,000

$14,000

100.0%

 

Adult Pool Water Heater

04/15/20

05/01/20

$30,000

$13,406

44.7%

 

Pool Drinking Fountain

05/15/20

05/07/20

$1,000

$863

86.3%

 

Outdoor Pool Shower

05/15/20

see note

$2,000

 

0.0%

POSTPONED TO FALL 2020

Outside Pool Lockers

05/15/20

see note

$3,323

 

0.0%

POSTPONED TO FALL 2020

Remediation Phase 1

05/15/20

 

$5,000

 

0.0%

Waiting on cubbies

3-Phase Converter

05/15/20

04/28/20

$0

$6,214

n/a

Total cost of phase converter and installation

Re-Stucco Pool Walls

05/15/20

see note

$35,000

 

0.0%

POSTPONED TO FALL 2020

             

Sub-total-POOL

   

$200,570

$87,896

43.8%

 
             

Non-Pool Related

           

Riding Arena Panels

06/03/20

 

$8,000

$5,740

71.8%

Panels arrived, they will be installed on 6.3.20

CC Room Lighting

06/30/20

 

$6,268

$2,079

33.2%

Combo fans/lights ordered for Conf. Rm, Classroom and RR Bldg.Electrician will be installing.

CC Parking Lot Lighting

06/30/20

 

$7,200

$14,416

200.2%

Materials received. Awaiting electrician and install.

Improve Drainaige In Parking Lot

05/15/20

05/20/20

$11,000

 

0.0%

Awaiting billing

Re-Surface Basketball Courts

06/12/20

 

$12,000

 

0.0%

To be performed June 8-12

Sand for Volleyball Court

06/30/20

 

$3,000

 

0.0%

Estimated cost $2000

CC Floor Coverings

02/29/20

02/19/20

$6,400

$2,885

45.1%

Carpeting replace with tile. Work done by Staff.

Office Computers

n/a

n/a

$6,000

 

0.0%

Not Needed

Conference Room Chairs

03/31/20

03/20/20

$0

$1,127

n/a

3 chairs were worn out; couldn't be replaced.

Ford F-150

03/31/20

03/20/20

$40,000

$40,000

100.0%

 

Mower Sweeper Attachments

??

??

$1,000

 

0.0%

 

Sub-total-NON-POOL

   

$100,868

$66,247

65.7%

 

Total RESERVE EXPENSE

   

$301,438

$154,143

51.1%

 

Tracking Problem Tickets

   

As Of:

06/02/20

           

Year 2020

Closed Within

Total

% Closed in Period

Month Submitted

30 Days

31-60 Days

61 to 90 Days

> 90 Days

Closed

Still Open

Total Submitted

% All Tix

% Closed w/in 60 days

% Closed w/in 30 days

July 2019

       

0

1

1

0%

0%

0%

Jan 2020

       

0

 

0

0%

0%

0%

Feb 2020

       

0

 

0

0%

0%

0%

March 2020

 

1

   

1

 

1

100%

100%

0%

April 2020

2

     

2

 

2

100%

100%

100%

May 2020

2

     

2

1

3

67%

67%

67%

June 2020

       

0

 

0

     

July 2020

       

0

 

0

     

Aug 2020

       

0

 

0

     

Sept 2020

       

0

 

0

     

Oct 2020

       

0

 

0

     

Nov 2020

       

0

 

0

     

Dec 2020

       

0

 

0

     

Total for Year

4

1

0

0

5

1

6

83%

83%

67%

Total All

4

1

0

0

5

2

7

71%

71%

57%

                     

Total for Year (&)

                 

67%

(&) Closed Within 30 Days At End of Prior Completed Month

               

(Target: 85%)

                     

YEAR 2018

35

13

8

18

74

1

75

99%

64%

47%

YEAR 2019

29

0

0

2

31

1

32

97%

91%

91%