Minutes - Roads Committee

ECIA Road Committee

Meeting Minutes November 30, 2015

Call to Order:

      Chair Felicia Probert called the meeting to order at approximately 6:00 PM in the Foyer of the ECIA Community Center.

Attendees:

      Road Committee Members: Felicia Probert, Chair, Terry Reilly, Robert Blanchet, Karen

      Murry, Ken Kleiber, Rob Wickham, Russell Winslow

      ECIA Board Liaison: David Yard - Excused absence: Fred Raznick; John Reynolds

      Felicia noted that there was a quorum present.

Modification/Adoption of Agenda

The meeting agenda was unanimously adopted without modification.

Review and Approve Minutes from November 2, 2015 Meeting

The minutes from the November 2, 2015 meeting were reviewed and unanimously approved subject to the addition of the post meeting notes that were distributed to the Committee in the cover email.

Old Business/Open Action Items

Felicia distributed updated road inspection results analysis as of the October 2015 inspection. Previous inspection data was updated and roads were categorized based on the number of roads captive to them, if any, and total number of homes using the road. Based on these factors and frequency of previous inspections rated 2.0 or higher, the highest priority roads for improvement were identified. The latest traffic count data from the County for 5 of the top 8 roads was also distributed. After significant discussion by the Committee on base course versus chip seal versus asphalt, funding options, exploring new road improvement technologies such as Bionic Soil, the following motions were made and approved unanimously.

Motion #1 - The methodology and resulting priority roads identified for improvement are approved. The top 9 roads in order of priority are:

  1. Avenida Buena Ventura
  2. Balsa Road
  3. Encantado Road
  4. Moya Road
  5. Alondra Road
  6. Fonda Road
  7. Juego Road
  8. Gavilan Road
  9. Frasco Road

Motion #2 - Base course is the preferred surface, except where traffic volumes or other circumstances render base course impractical or not economical.

Motion #3 - Recommend to the County an analysis of how the industry standard technique (i.e. scarify -remix -grade -roll) for maintaining dirt/base course holds up against washboarding and rutting versus more frequent blading alone. The Committee is willing to help monitor.

New Business - Select Road Resident Survey:

Felicia reported that at the November 16th working meeting the ECIA Board gave the Road Committee permission to survey the residents living on certain higher priority roads regarding road improvement preferences in lieu of conducting a community wide survey. The Board requested the opportunity to informally review the survey before it was distributed and instructed the Committee to work with the interim General Manager (GM) on distribution of the survey.

Felicia distributed a draft survey form for residents of Balsa Road and the associated captive streets (e.g. Domingo) that must use Balsa for access. The draft survey was based on a previous survey conducted by the Road Committee of all Eldorado residents in 2010. After discussion by the Committee the following motion was made and unanimously approved:

Motion #4: - Approve the draft resident survey subject to the following changes:

  • In the opening paragraph include a statement that the Committee is looking at long term solutions and that funding is not currently available.
  • For question #2, include examples of roads in Eldorado that currently have each surface and include the average cost per mile to build or maintain that surface in the case of dirt only.
  • Separate base course and dirt surfaces into separate options.
  • Solicit questions in addition to suggestions, thoughts, and concerns in question #4.

Felicia will make the identified changes and then forward the draft survey form to Dag Ryen, Board Chair, for review. Once approved, she will work with the GM on distribution. Target date for distribution of the survey is after the first of the year.

Capital Outlay Request Recommendations:

Felicia reported that State Senator Peter Wirth and State Representative will be holding a public meeting on Thursday December 10, 2015 at a time and location to be announced to take public input on Capital Outlay requests. This will be a good opportunity to put forward requests for funding some priority road improvement project. The Santa Fe County Infrastructure Capital Improvement Plan (ICIP) for fiscal years 2017 -2021 includes the “Road and Trail Improvements for Eldorado” in the amount of $244,000 as priority number 10 of 41 projects listed in the ICIP. After discussion by the Committee the following motion was made and unanimously approved:

Motion #5: Recommend that capital outlay requests in the total amount of $244,000 for chip sealing .23 miles of Avenida Buena Ventura from Avenida Amistad to Avenida Vista Grande with the remainder for base course for the top three priority roads for road improvement (Balsa, Encantado Road, Moya Road).

Felicia will contact Robert Martinez to clarify the average per mile cost to chip seal a road and update the project recommendations. One or two members of the Road Committee are needed to attend the public meeting on the 10th to present these recommendations.

Meeting adjourned at approximately 8:10 pm.

Post Meeting Notes

1.   Robert Martinez, Santa Fe County Public Works, provided the following average per mile costs for road improvement construction:

      Asphalt: $750,000/mile Chip Seal: $250,000/mile

      Chip seal application for preservation of existing pavement surfaces is approximately $25,000 per mile.

      Mr. Martinez estimates the cost of new chip seal for Avenida Buena Ventura at $60,000.

2.    The County completed a traffic count of Juego Road on December 3, 2015. An updated chart with the latest traffic count data is below.

 

             

   
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           
      Location of Count             Date             Posted Speed (mph)             Volume             Ave Speed             Road Surface Type             Location/Crossroad      
      Balsa Road -East             11/7/2014            25             367             21 mph             Dirt             234' West of Ave.       Compadres      
      Balsa Road -West             11/7/2014            25             109             20 mph             Dirt             220' East of Casa del Oro      
      Encantado Road -East             10/24/2014            25             217             29 mph             BC             220' West of Ave.       Compadres      
      Encantado Road -West             10/24/2014            25             66             19 mph             BC             150' East of Ave Azul      
      Moya Road -East             11/9/2015            25             288             23 mph             Dirt             300' West of Ave. Monte       Alto      
      Frasco Road             3/15/2013            25             251             22 mph             BC             350' East of Enebro Road      
      Fonda Road             2/28/2013            25             127             22 mph             Dirt             200' East of Ave.       Compadres      
      Juego Road -NE             12/3/2015            25             328             23 pmh             Dirt             860' SW of Glorieta Road      
   
   

2.  

 

ECIA Road Committee Meeting Minutes November 2, 2015

Call to Order: Chair Felicia Probert called the meeting to order at approximately 6:00 p.m. in the Conference Room, ECIA Community Center.

Attendees:

Road Committee Members: Felicia Probert -Chair, Fred Raznick, Terry Reilly, Robert Blanchet, Karen Murry.

ECIA Board Liaison: David Yard

Prospective Member: Ken Kleiber

Public: Joel Pearson, Juego Road

Excused absence: Rob Wickham, Russell Winslow; John Reynolds

Felicia noted that there was a quorum present.

Public Comments

Mr. Joel Pearson, a resident of Juego Road since 1997, was present to address the Committee. After reviewing the minutes from the Road Committee’s meeting with Robert Martinez and the factors for when roads are considered for paving, Mr. Pearson thought that Juego may qualify based on the number of residences. Mr. Pearson advised the Committee that Juego is prone to wash boarding and gets pretty slick during rains. In addition to the residents who use the road, Mr. Pearson also thought that Juego was being used as a short cut to the Agora/La Tienda area via Juego to Glorieta which would add to the traffic. The Committee will look at the previous inspection results and request traffic count data from the County.

Modification/Adoption of Agenda

On a motion and second, the agenda was adopted without modification.

Chair Comments

Felicia provided a clarification on Avenida Amistad. On August 25, 2015 the Board of County Commissioners approved a NMDOT grant in the amount of $195,629 to do a 2 inch asphalt overlay on the paved portion of Ave. Amistad from Hwy 285 to the intersection of Ave. del Monte Alto. Work will be done by County road crews and is expected to be done in the spring/summer 2016. Funding is also available to chip seal the dirt portion of Ave. Amistad from Ave. del Monte Alto to the intersection of Ave. Buena Ventura. However this is a new construction project with a different funding source that will be completed by a contractor. The timeline for completion of this project has not been established.

ECIA Board Liaison Report

David provided the following updates:

   The Board is conducting business as usual in spite of a brief leave of absence by Board President Dag Ryen for a family wedding and a more extended leave of absence for Greg Colello for job needs.

 Brenda Leonard is serving as the interim General Manager following the departure of Denise Villanueva.

 The Board has requested a proposal from HOAMCO to take over supervision of all ECIA employees.

Old Business/Open Action Items -None New Business Fall Road Inspection Results

Felicia distributed copies of the fall road inspection results. The inspections were as of October 17, the week prior to two days of steady rain. After some discussion, the Committee agreed to do a quick re-inspection of the known trouble spots in their areas to determine if there were any changes to the previous inspection score. Felicia will make any adjustments before forwarding the results on to the County. The Committee also recommended that the list of trouble spots, mostly potholes at the pavement aprons, be forwarded to the County with a request that they be fixed before the winter weather because they tend to get worse in wetter conditions and can be extra hazardous when roads are snow covered. There was also discussion about the need to publish articles in the Vistas about reducing washboard and driving tips for wet/snowy roads. Felicia will check the archives and see if there are previous articles that can be quickly updated and submitted for publication.

Review of County Infrastructure Capital Improvement Plan (ICIP)

On August 11, 2015, the BCC approved the County’s Infrastructure Capital Improvement Plan (ICIP) for the fiscal years 2017 -2021. Of note for Eldorado is a project for road and trail improvements in the amount of $240,000 that is the tenth priority. While there is no funding associated with an ICIP project, it does help with requests for funding through the various avenues including the upcoming General Obligation Bond election in 2016. The Committee had an extensive discussion determining additional priorities beyond Buena Ventura and Balsa Road and whether or not to survey affected residents about paving the road. The outcome from the discussion included:

   Review previous inspection data to insure that previous inspection results are weighted appropriately.

   Contact the County to find out what they consider to be the top 3 -5 roads in Eldorado for paving and if there is any maintenance frequency data that the Committee could have access to. \

   Ask the ECIA Board for permission to do a focused survey of the residents of Balsa Road and any other roads that are determined to be a priority for paving instead of a community wide survey.

After completion of these tasks, the Committee will schedule another meeting to discuss the results and provide the results and recommendations to the Board.

Due to time constraints the election of a Chair and Secretary and the pilot vegetation maintenance program agenda items were deferred to the next meeting.

Meeting adjourned at approximately 8:00 pm.

Post Meeting Updates

1.   At the ECIA Board working meeting on Monday November 16th, the Board gave the Road Committee the go ahead to send out focused surveys regarding paving to only the affected residents. The Board would like to informally review the survey before it is distributed. Road Committee to work with the General Manager on survey distribution.

2.   At the November 19Board Meeting, Ken Kleiber’s membership on the Road Committee was approved. Welcome Ken!

 

ECIA Road Committee Meeting Minutes

June 25, 2015

Call to Order:

Chair Felicia Probert called the meeting to order at approximately 3:05 p.m. at the Railroad Building, ECIA Community Center.

Attendees:

-Road Committee Members: Felicia Probert - Chair, Fred Raznick, Dan Davidson, Antone Forneris, Robert Blanchet, Rob Wickham.

-ECIA Board Liaison: David Yard

-Prospective Member: Ken Kleiber

-Special Guests: Robert Martinez, Santa Fe County Public Works; Denise Villanueva, ECIA General Manager; Lee Onstott, Facilities and Grounds Committee. Excused absence: Karen Murry, Terry Reilly, Russell Winslow; John Reynolds.

The purpose of the meeting was a question and answer session with Robert Martinez, Director of the Operations & Maintenance Division, Santa Fe County Public Works. Mr. Martinez provided the following information to the Committee.

In addition to County roads, Mr. Martinez oversees fleet maintenance, traffic engineering including traffic studies, solid waste management including seven collection centers, building maintenance of 85 County facilities, open space and trails, and a custodial staff.

Countywide the road maintenance division is responsible for approximately 575 miles of roads spread out over approximately 2,000 square miles of Santa Fe County which stretches from Rio Arriba County in the north to Torrance County in south, and bounded primarily on the east side by San Miguel County and to the west by Sandoval County.

Road Maintenance is divided into 5 districts. Eldorado makes up District IV. Within Eldorado/District IV there are 79.7 miles of road consisting of 22.52 miles of asphalt, 5.21 miles of chip seal, and 51.97 miles of base course. For more information see Santa Fe County Resolution 2015-42; Annual Road Certification Report at

http://www.santafecountynm.gov/ordinances_and_resolutions.

There is a 4-5 person crew with supervisor assigned to each road district. There is also a support crew that floats between districts to help out as needed. All or portions of a road district crew may be temporarily assigned to help out in another district on in-house chip seal projects or emergency road maintenance needs. District IV/Eldorado has a 4 person crew with 2 graders.

Road Maintenance Budget: The County road maintenance budget is primarily derived from property and gas taxes (25%) and the general fund (75%). The road maintenance budget is generally flat from year to year except for fluctuations in the capital equipment replacement budget and additional funds received from state and federal grants.

Grant Funds:

o Local Government Road Fund (LGRF) - received from the NM Department of Transportation.

oTransportation Community System Program (TCSP) - federal. SF County received 900,000 in TCSP funds 3 years ago for pavement preservation treatment of asphalt roads. Twenty projects including Avenida Vista Grande, Caliente, and Avenida Azul were chip sealed, fog sealed, or crack sealed with funds from this grant. Avenida Torreon is scheduled for treatment this summer.

These funds expire on September 30th of this year and there are still approximately 50 lane miles yet to complete.

Road Improvement Funding Options

o General Obligation Bonds. New bond cycles are done every 4 years. Next one is 2016. Used for long term road improvement projects that are expected to show return across the 20 year term of pay back.

o Capital Outlay Funds. Comes from gross receipts tax funds. Requests can be submitted annually through appropriate state legislators. Appropriated funds are used for road improvements, not maintenance.

o Special Assessment Districts. Special assessment districts to generate funds for road improvement can be established if 66 & 2/3rds of the residents are in favor.

Road Improvement Methods. Costs per mile are approximate.

o Asphalt - three inches of asphalt on top of six inches of base course, $750,000/mile

oChip seal - $25,000/ mile

oBase course - $50, 0000/mile Costs may vary depending of transportation costs of the material.

oGrading roads - $3,000 - $5,000 per mile of road. Grading 1/month.

Asphalt Maintenance Treatment Options. Average cost per mile if work is completed "in-house" by County crews.

o Fog seal - application of a coat of oil to asphalt surface. $5,000 /mile

oCrack seal - filling cracks with rubberized material. Cost is dependent on the condition of the road.

oChip seal - a form of asphalt. Consists of application of several layers of oil and 5/8 inch aggregate. $25,000 per lane mile.

Base course - application of base course is considered re-surfacing and therefore a capital improvement. Capital outlay funds can be used to fund base course but county maintenance funds cannot.

County road supervisors have observed that base course tends to loosen and unravel with the lack of moisture and takes more time to maintain. In general, it takes less manpower to maintain a dirt surface versus base course.

New asphalt road surfaces are designed and built for a 20 year lifecycle including application of a fog seal for pavement preservation every 3 years.

General rule of thumb on determining if a road should be upgraded to a hard surface is 200+ vehicle trips per day. One residence on a road will generate on average 10 trips per day.

The County uses the PASER rating system to determine when a road is in need of maintenance or replacement. Information about the PASER rating system can be found at https://en.wikipedia.org/wiki/Pavement_Surface_Evaluation_and_Rating_(PASER).

Grading requests require a call for line location prior to grading, regardless of how recently the road had been graded or line locates had been completed.

Pavement preservation projects are taking priority for the County road crews this summer.

Yellow letters on blue background means the road is County maintained. The meeting adjourned at approximately 5:00 pm.

______________________________________________________________________________________________

ECIA Road Committee Meeting Minutes
April 27, 2015
Call to Order: Chair Felicia Probert called the meeting to order at 6:05 PM.
Attendees:
● Road Committee Members: Felicia Probert - Chair, Fred Raznick, Karen Murry, John
Reynolds
● ECIA Board Liaison: David Yard
● Prospective Members: Robert Wickham, Antone Forneris, Bob Blanchet, Dan Davidson,
Ken Kleiber, Terry Reilly, and Russell Winslow
● Special Guest: Dag Ryen , ECIA Board Chair
Felicia noted that there was a quorum present.
On a motion by Fred Raznick and seconded by Karen Murry, the agenda was approved
unanimously without modification.
Chair comments: Felicia welcomed prospective new committee members Antone Forneris,
Bob Blanchet, Dan Davidson, Ken Kleiber, Terry Reilly, Russell Winslow, and Rob Wickham to
the meeting.
Felicia reported that she has received several calls regarding the 4 inch lip from the new surface
of Avenida del Monte Alto to Verano Loop and Moya Road. According to Diego Gomez with
Santa Fe County Road Department, the County had planned to fix it last week but were diverted
to an emergency on CR 42 which was still ongoing. Diego said the County will get back to
Monte Alto as soon as possible. [Post Meeting Note: Repairs were completed on
4/29/2015]
Comments from ECIA Board President:
Dag Ryen, ECIA Board President, gave an overview of the potential funding streams for road
improvement projects, and discussed the roles and responsibilities of the Road Committee.
Dag shared that historically capital outlay funds have been appropriated specifically for
Eldorado, however due to partisan politics, the state legislature did not pass a capital outlay bill
during this past session. There is discussion of calling a special legislative session to pass a bill
but if it occurs, it is unknown how Eldorado’s request for $100,000 will fare. Additional funds for
road improvements may come from bond issues although none are anticipated in the near
future. County Commissioners also have some discretionary funds to obligate towards projects
in their districts, however Liz Stefanics, the current commissioner for our district prefers to put
funds towards the multi-purpose trails. Neighborhoods also have the option of creating special
taxing district to fund road improvements.
Dag talked about the importance of the Road Committee’s role in inspecting the roads and
identifying the maintenance needs and priorities, and how that is critical to maintaining a good
relationship with the County Road Maintenance Department.
Liaison report: David provided the following updates:
• The new general manager, Denise Villanueva, is on board and getting oriented. She plans
to attend a road committee meeting in the future.
• The Vistas is now accepting letters to the editor. David encouraged that committee
members submit letters on road issues.
2
• The solar litigation against the ECIA was dismissed.
• Mediation in the hens lawsuit was declared to be at an impasse so the appeal has moved
forward. All of the appeal material is before the judge. The timeline for a ruling is unknown.
There are three remaining appellants in the lawsuit.
• Solar Working Roundtable has met with the Board and presented their report. A pamphlet
for residents on how to develop proposals for solar installations is forthcoming.
Old Business:
None
New Business:
Committee Membership - Felicia announced that six of the prospective members present at
tonight’s meeting have met the requirements for committee membership by attending road
inspection training, participating in the spring road inspections, and attending tonight’s meeting.
On a motion by John and seconded by Karen, the Committee unanimously voted to recommend
the following six individuals to the ECIA Board for approval for membership on the Road
Committee:
Bob Blanchet Terry Reilly
Dan Davidson Robert Wickham
Antone Forneris Russell Winslow
Spring Road Inspection Results - Felicia presented the results of the spring road inspections
ranked by need for grading. Discussion followed on how the results are analyzed and ranked.
On a motion by Karen and seconded by Fred, the Committee unanimously agreed to forward
the priority grading recommendations along with a detailed list of site specific problems such as
potholes to Robert Martinez with Santa Fe County Roads.
Committee Round Robin:
John announced that due to work obligations in southern California he was going to step down
as secretary but wanted to remain on the Committee. Felicia advised that per the charter that
both the Chair and the Secretary positions were to be re-elected on an annual basis. She will
put it on agenda for the next meeting.
Next Meeting:
One of the annual goals of the Road Committee to invite Robert Martinez from Santa Fe County
to meet with the Committee. Felicia will contact Robert about his availability over the next few
months and schedule the next meeting accordingly.
On a motion by Fred, seconded by Karen and an unanimous vote, the meeting was adjourned
at approximately 7:20 p.m.

_______________________________________________________________________________________________________

ECIA Road Committee Meeting Minutes
January 26, 2015


Call to Order: Chair Felicia Probert called the meeting to order at 6:05 PM.
Attendees:
● Road Committee Members: Felicia Probert - Chair, Fred Raznick.
● ECIA Board Liaison: Gershon Siegel
● Prospective Member: Robert Wickham
Committee members Karen Murry and John Reynolds had excused absences.
Felicia noted that there was not a quorum present so no votes or official business would be
transacted at the meeting.
Chair comments: Felicia welcomed prospective member, Robert Wickham, to the meeting.
Robert is currently a Lieutenant with the Eldorado Fire Dept. Felicia asked the Committee to
continue to look for 3-4 additional members to help spread the workload and to assure a
quorum at meetings.
Felicia has been asked to update the road committee chapter of Windmills and Dreams. She is
having trouble finding information for 1996 through 2005. Fred suggested contacting former
chair, Nolan Zisman.
Liaison report: Gershon provided the following updates:
• The Board has entered into a contract with HOAMCO to provide a general manager for the
ECIA. An interim manager will start on February 1 until a general manager is selected.
• The Board is going on a retreat on February 7th.
• Dag Ryen was honored at the January Board meeting for his outstanding voluntary service
as Board President and Acting General Manager. This included a congratulatory letter from
the Mayor of President Ryen’s hometown in Norway.
Old Business:
None
New Business:
Felicia distributed a list of the Eldorado Road projects in the County’s Infrastructure Capital
Improvement Plan (ICIP). She is working with Dag Ryen to complete capital outlay requests for
the current legislative session. Dag would like a recommendation from the Committee as to
whether or not to submit one for any of the projects. Of the 5 projects on the list, the consensus
from the discussion and in line with the recommendations from our fall road inspections was to
request funding for chip sealing Balsa Road. The ICIP request for Balsa Road is for $240,000
to chip seal 1.2 miles and to construct an adjacent hike/bike path. There was discussion on
whether $240,000 was sufficient for the project and if the right of way for Balsa Road was wide
enough for a hike/bike path. Felicia will research both issues before recommending an amount
to Dag. Because of the lack of a quorum, Felicia will propose a motion to the Committee via
email. [Post Meeting Note: A motion proposed via email to the Road Committee to
recommend that the ECIA submit a capital outlay request for the 2015 Legislative Session to
State Senator Peter Wirth and State Representative Matthew McQueen for funding to upgrade
1.2 miles of Balsa Road to a chip seal surface passed unanimously on 01/28/2015.]
2
Felicia proposed that the spring road inspections be done in April and that the Committee not
meet until after the inspections were completed. After some discussion, it was agreed that
Felicia will get with Robert and any other prospective new members in March to train them on
the inspection process. She will send out the inspection forms at the beginning of April and the
Committee will meet again on Monday April 27, 2015 to discuss the reports and finalize the
inspection report and recommendations.
Felicia distributed a draft of the Road Committee report for the 2014 ECIA Annual Report to
Members. Fred cited several road improvement projects that should be included in the report.
Felicia will send it out to the remainder of the Committee for any other suggestions. [Post
meeting note: Felicia contacted Diego Gomez with the SF County Road Dept. He will provide
a list of 2014 road related accomplishments.]
Felicia asked if anyone knew the status of the Santa Fe County Road Advisory Committee
(SFRAC). From the website it doesn’t appear that there has been any activity since January
2014. A member of the ECIA Road Committee has served on the SFRAC in past and Felicia
indicated that she thought it would be of value to have someone from Eldorado on the SFRAC if
it was still functioning. [Post meeting note: According to Robert Martinez, a new setup for the
SFRAC was approved at the January 27th Board of County Commissioners meeting. Under the
approved setup, there will be 2 seats/district. The seats won’t be tied to a specific town or
subdivision. The Commissioners are expected to put out a call for nominations in the near
future.]
Felicia advised that the Road Committee charter requires that the Chair be elected on an annual
basis but that absent a quorum this item will be tabled until the next meeting. The charter is
silent on the frequency for election of the Secretary but should be considered at the next
meeting as well.
Committee Round Robin:
Nothing of note.
Next Meeting: Monday, April 27, 2015 6:00 pm at the ECIA Community Center.
Meeting was adjourned at approximately 6:55 p.m.

____________________________________________________________________________

ECIA Road Committee Meeting Minutes

October 27, 2014

Call to Order: Chair Felicia Probert called the meeting to order at 6:00 PM.

Attendees:

● Road Committee Members: Felicia Probert - Chair, Fred Raznick, Karen Murry, Paul Drumright, and Pierre Bovis. John Reynolds – Excused Absence

● ECIA Board Liaison: Gershon Siegel

Agenda: The agenda was adopted without modification.

Meeting Minutes: The minutes of the September 22, 2014 meeting were approved.

Chair comments: Felicia asked the Committee to continue to look for a couple of additional members to help spread the workload and to assure a quorum at meetings.

Liaison report: Gershon provided the following updates:

· The Board has decided to fill the General Manager position with a professional home owner’s association management company. The Board is currently working with HOAMCO to design a contract that will define the company’s role and responsibilities in the community.

· A lawsuit has been filed against the ECIA by Claudia Daigle alleging that the Board is in violation of the covenants by approving ground based solar arrays

· A mediation session has been scheduled between the Board and the defendants in the hen litigation in an attempt to reach a settlement and avoid the costs of the appeal. Gershon in no longer a defendant in the hen litigation and will now serve on the Board without conflict in settlement discussions.

· The proposal for the new Community Planning and Education Committee (CPEC) has been withdrawn. Ad hoc groups will be established as needed to address new or emerging issues in the community.

Old Business:

Status of Revised Charter– Gershon advised that the updated Charter was approved by the Board at the October 16th Meeting.

Herrada Road Closeout– Felicia advised that the County was going to do the final walkthrough with the Herrada Road Contractor on Thursday 10/30. She asked the Committee if there were any remaining concerns or issues that should be brought to the County’s attention. Karen advised that she has received questions as to when the straw waddles lining the bar ditches will be removed, and why there are no side stripes. Karen also said that the side roads off of Herrada are in need of some grading due to the increase in traffic during the construction. Felicia will follow-up with the County on these concerns.

New Business:

The Committee reviewed the results of the fall road inspection including the top 20 roads in need of significant maintenance and/or long term improvements. Discussion centered on decision criteria for prioritizing roads, selection of chip seal versus asphalt, and funding sources and how best to access them. Felicia will finalize the inspection report and provide a copy to the Board. She will also do some research into funding sources and cycles and report back to the Committee.

Committee Round Robin:

Felicia has received a request from a resident suggesting that consideration be given to widening of northbound Avenida Torreon in front of the school to include a left turn lane for the school parking lot. The same resident also commented on the deteriorating condition of Avenida Eldorado and is requesting the County provide some much needed attention. These concerns will be included in the road inspection report.

Next Meeting: The next meeting will be scheduled as needed.

Meeting was adjourned at approximately 7:30 p.m.

_________________________________________________________________________

ECIA Road Committee Meeting September 22, 2014

Call to Order: Chair Felicia Probert called the meeting to order at 6:00 PM.

Attendees:

● Road Committee Members: Felicia Probert - Chair, Fred Raznick, Karen Murry, Paul Drumright, and Pierre Bovis. John Reynolds – Excused Absence

● ECIA Board Liaison: Gershon Siegel

● Guests: Robert Baker, Gilbert Montoya, Wendy Montoya, Michael Fabian, Don Davis, Sandra Vreeland, Garret Vreeland.

Agenda:

Public Comments:

Robert Baker and four other residents of Balsa and Domingo Roads presented the Committee with a letter and the results of a partial door-to-door survey of residents of Balsa and connecting roads. Over 40 residents have signed the letter so far regarding the ongoing poor condition of the surface of Balsa Road and request that the Road Committee recommend a more permanent solution to Santa Fe County. Mr. Baker indicated that the majority of the affected residents surveyed so far want Balsa to be paved, however several have expressed concerns that paving promotes speeding, and concerns about the potential for increased taxes for any road improvements. The residents present provided additional comments on the health hazards caused by the dust on the road, the slippery nearly impassable conditions following the rain, and the ineffectiveness of grading. One resident indicated that Balsa Road had previously been the number one priority for paving and questioned why Herrada Road had been paved first. Fred Raznick provided some background on road improvement priorities for Eldorado, and an overview of options for pursuing funding for road improvements. After further discussion with the Committee, Mr. Baker indicated he planned to complete the door-to-door survey of all affected residents and bring the results back to the Committee as well as contact the County. Felicia Probert indicated that the Committee will work through the ECIA Board to explore more permanent solutions for Balsa.

Eldorado residents Garret and Sandra Vreeland spoke to the Committee about the Vista Grande Chip sealing project. The Vreelands live just off of and within earshot of Vista Grande. They expressed concern about the increased noise due to the change in road surface, the increased potential for tire wear and tear, the decrease in suitability of the road for bicyclists, the lack of notification prior to the start of the work, and the lack of input from residents on options besides chip sealing. Felicia indicated that similar concerns were expressed by several other residents. The Road Committee was not made aware of the chip sealing project prior to the start but it is not within the scope of the Committee to provide input to the County on such matters since the County owns and maintains the roads. Felicia suggested that the Committee explore ways through the Board to improve communication with the County on future road maintenance projects.

Meeting Minutes: Pending approval of the updated Road Committee Charter authorizing approval of meeting minutes via email, the minutes of the June 23, 2014 meeting were approved.

Chair comments: Felicia and Karen Murry attended the September 4th pre-construction meeting with the County and the Contractor for the Herrada Road Project. Information from the meeting was posted to the ECIA website and distributed via Neighborhood Watch email trees to Herrada residents. Felicia received a request from one non-Herrada Road resident to ask the County to reduce the Saturday construction hours to 9-5 due to noise from the construction traffic. After a brief discussion, the Committee declined to act on this request because of the potential impacts to the overall project schedule. The same resident also complained about construction trucks speeding on Avenida Eldorado. Felicia will follow-up with the County on the speeding issue.

Liaison report: Gershon updated the Committee on the Board’s ongoing efforts to fill the General Manager position. Several applicants have been interviewed so far. The Board is also looking at management company options.

Old Business:

Status of Revised Committee Charter: Gershon indicated that the Board had approved the revised Charter but was unsure of the final disposition of signed document. Felicia will track it down.

New Business:

Fall Road Inspections: The fall road inspection areas were distributed as follows: Area 1 – Felicia, Area 2 – Fred, Area 3 – Paul, Area 4 – John, Area 5 – Karen, Area 6 – Paul, Area 7 – Felicia. Road inspections are to be completed and back to Felicia by Saturday, October 18.

Santa Fe County Infrastructure Capital Improvement Plan (ICIP). Felicia reported that the ICIP for fiscal years 2016 – 2020 has been approved by the County Commissioners. In a quick review, no Eldorado Road projects made the Top 5 priorities.

The charter for the new Community Planning and Education (CPEC) has been distributed to ECIA Committee Chairs for review and comment. Felicia will distribute to the Road Committee for any input.

Next Meeting: Due to the length of the meeting, several members had to leave so there was no longer a quorum. Felicia will send out an email to the Committee to schedule the next meeting.

Meeting was adjourned at 8:00 pm.

____________________________________________________________________________

ECIA Road Committee Meeting

June 23rd, 2014

 

Call to Order: Chair Felicia Probert called the meeting to order at 6:00 PM.

Attendees:

● Road Committee Members: Felicia Probert - Chair, John Reynolds, Fred Raznick, Karen Murry, Paul Drumright, and Pierre Bovis

● ECIA Board Liaison: Gershon Siegel

Agenda:

Minutes of the April 24th meeting were approved.

Chair comments: We are still seeking additional members to join the committee - primarily to insure that we can properly inspect all Eldorado roads twice a year.

Liaison report: Update on the Herrada Road paving project. The County Commissioners will be discussing funding for the Herrada Road project at the June 24th meeting. The likely to be accepted contract bid is approximately $300K over the amount allocated for the project in the bond election. To complete the project, funds will likely be diverted to Herrada that were originally intended for improvements to Avenida Amistad and Bueno Ventura. Approximately $300K is available from the state for maintenance, but these funds can likely be redirected for paving the entire length of Herrrada Road. Clarification on where money comes from and an estimated date for the start of the project will be forthcoming..

Update from ECIA Board President Dag Ryen: At the June 24th meeting, the County Commissioners approved, as part of the consent agenda, using the $194K and $91K ($285K total) from a previous bond issue that was earmarked for paving Avenida Amistad and Avenida Buena Ventura to offset the the $300K deficit for the Herrada Rd paving project. That leaves only a $15K shortfall for Herrada that the County expects to make up elsewhere. It appears that the $150K from 2013 and $100K from 2014 of Capital Improvement Funds designated for Eldorado Road Maintenance are intact! The next steps for the County are to accept the bid and sign the contract before paving work can begin. The exact timeline is unknown at the moment but nothing is expected to start before the July 4th weekend. A rep from the ECIA Info Committee is contacting Adam Leigland with the County Public Works Division to get the specifics, once they are firmed up, for an article in the August Vistas.

Old Business:

Coordination with county - Eldorado Road Committee recommendations based on the recent road inspections have been shared with Adam Leigland, but no feedback has been received yet. Felicia will coordinate with the ECIA Board to insure effective communication with the County.

Given the likely diversion of funds originally intended for Avenida Amistad and Buena Ventura to the Herrada Road paving project, the ECIA Road Committee may reprioritise our maintenance recommendations.

New Business:

Discussed updates to the Road Committee Charter including the following:

● Allow approval of the minutes via email.

● Meet a minimum of 4 times a year.

● Allow the chair to vote (unless prohibited by ECIA).

The changes to the charter were approved by a voice vote, and Felicia will submit to the board.

Updates to website were also discussed.

Felicia received an inquiry from a resident about improving pedestrian safety by adding more crosswalks across the busier streets like Vista Grande. Felicia will look into the regulations, requirements, and potential options for crosswalks and other pedestrian safety measures.

Pedestrian safety on Caliente Road was also discussed. Many residents must walk on Caliente Road to get to La Tienda and the Agora - but there is no shoulder or path. As a result, we will ask the County if it is feasible to provide a walking path of some sort on Caliente Road. Based on the response from the Country, we will determine community desire and support for such a walking path.

Next Meeting:

September 22, 2014 6 PM

_________________________________________________________________________

ECIA Roads Committee Meeting
April 21, 2014

Call to Order: Acting Chair Fred Raznick called the meeting to order at 6PM.

Attendance:
• Road Committee Members: Fred Raznick, Acting Chair, Karen Murry, John Reynolds, Paul Drumright, and Felicia Probert. Pierre Bovis – Excused Absence
• ECIA Board Liaison: Jan Pietrzak
• Residents: Nolan Zisman, Joe Loewy

Fred Raznick opened the meeting with a quick round of introductions and all in attendance signing in. Fred noted that a quorum was present. The Agenda was adopted without change. The minutes of the last meeting were approved with one minor correction of a misspelled name. Fred informed the committee that member David Brown had resigned from the Committee since the last meeting, bringing the number of members on the Committee back to six. Fred suggested we continue to recruit two more individuals for the Committee so that we have sufficient members to complete the road inspections with an alternate if someone is out of town.

ECIA Board Liaison Report: Jan Pietrzak updated the Committee on several issues including the upcoming change in the makeup of the Board following the completion of the voting on May 1. The timeline for when a new Board Liaison to the Roads Committee will be assigned is dependent on how quickly the re-organization of the new Board occurs. Jan also briefed the Committee on the new established Solar Working Group/Task Force that is tasked with looking at the legal, legislative, technical, and community issues associated with solar. Jan also reported that the Board has approved the playground equipment at Compadres Park and thanked Fred and Karen for their work on this project. Installation of the new equipment may be as early as June. Fred thanked Jan for his participation and support to the Road Committee over the last few years.

April Road Inspection Report: The Committee reviewed the results of the latest road inspection conducted by the Committee between April 1 and 14. Based on the results of the most recent inspection, previous inspections, and the number of home owners impacted by a road condition, a motion was made and passed to recommend the following roads, in priority order, to the County for application of base course within allotted funding.

Balsa Road
Chusco Road (including Avenida Amistad from Chusco to Ave. Buena Ventura).
Juego Road
Bonito Road
Antigua Road
Puerto Road
Aventura Road
Tetilla Road
Esquilla Road
Recado Road
Tarro Road

Fred will pass along the Committee recommendations and the complete road inspection report to Adam Leigland with Santa Fe County. Fred will also confirm with Adam the amount of funding available for base course this year.

Election of Chair & Secretary: Fred advised the Committee that he intends to remain a member of the Roads Committee but due to a variety of other commitments, he is not a candidate for Chair. Fred opened the nominations for Chair. John nominated Felicia Probert for Chair with Karen seconding the nomination. No other nominations for the position of Chair were received. The nomination of Felicia passed unanimously. Fred called for nominations for Secretary. Paul nominated John Reynolds, with Karen seconding. The nomination passed unanimously.

New Business - Update of Committee Charter: Fred reported that the Committee Charter is in need of update and eventual approval by the Board. He distributed a copy of an updated draft of the previous charter. Since the Roads Committee doesn’t meet on a monthly basis, there was discussion on making sure the Charter addresses approving the minutes via email to allow timelier posting on the ECIA website. Joe Loewy suggested looking at the Stables Committee charter for an example of how they addressed this. John Reynolds volunteered to take the lead on updating the Charter before the next meeting. Joe will forward a copy of the Stables Committee charter to John.

Comments and Suggestions: Fred suggested that the Committee make a recommendation to the Board to consider vehicle placards and/or name tags for Road Committee and Architectural Committee members to use when working out in the neighborhood on inspections or site visits so that the residents know who is in their neighborhood.

Jan recommended that we put a cover sheet on the road inspection report before posting on the ECIA website to help the reader understand the information. Felicia will put this together before submitting the road inspection report for posting. Jan also recommended that we update the Committee list for the ECIA Board Book. Felicia will forward the current list to John who will maintain it and contact DiAna Gutierrez to determine what format is required for the Board Book.

The next meeting was scheduled for Monday June 23, 2014 at 6:00 PM at the Community Center. Agenda items will include update and review of the Committee Charter

Meeting was adjourned at 7:20 p.m.

_____________________________________________________________________________________

ECIA Roads Committee Meeting
March 20, 2014

Call to Order: Acting Chair Fred Raznick called the meeting to order at 6PM.

In Attendance:
• Road Committee Members: Fred Raznick, Karen Murry, David Brown, John Reynolds, Pierre Bovis, and Felicia Probert
• ECIA Board Liaison: David Perlmutter and Jan Pietrzak, Board Member
• Residents interested in joining the Road Committee: Paul Drumright

Fred Raznick opened the meeting with a quick round of introductions and all in attendance signing in.

First order of business was a motion by Fred Raznick to nominate Paul Drumright for the Roads Committee. Motion was seconded by John Reynolds. Motion approved unanimously by the Committee. Fred will submit Paul’s name to the ECIA Board for approval.

Fred introduced Mr. Robert Martinez, Director, Operations and Maintenance Division, Santa Fe County. Mr. Martinez provided the following overview to the Committee.

• As the Director, Mr. Martinez oversees a variety of functions including solid waste, traffic engineering, fleet maintenance, open space and trails, in addition to road maintenance.
• County residents can report road maintenance needs in two ways; by phone at 992-3010 or via the web portal through the County website. Mr. Martinez stressed that downed or missing stop signs are to be called in immediately and that the County has a requirement to repair/replace a stop sign within 2 hours due to the associated safety concerns. The web portal is linked to Cartograph, the work order system. Cartograph will only accept work orders on County maintained roads.
• Santa Fe County maintains 580.14 miles of roads spread out over 2000 square miles. Santa Fe County is bounded by Rio Arriba County to the north, Torrance County to the south, Bernalillo & Sandoval to the West, and San Miguel County to the east.
• The County is divided into 5 road maintenance districts. Districts are geographically based, not a proportional distribution of the miles of road. District 1 has 85 miles of road. District 2 has 175 miles of road. District 3 has 90 miles of road. District 5 has 152 miles of road.
• Eldorado makes up a single district, District 4. There are 4 employees assigned to the District, 1 foreman and 3 operators. Eldorado is one of the few communities who realize the need to be proactive in working with the County to identify and fund road improvement projects.
• There are 2 Road Graders assigned to District 4. If you notice one or both parked, it doesn’t mean the crew isn’t working. It just means the crew may be assigned to other tasks. Crews generally work in in their assigned Districts. A crew member may be temporarily assigned to other another District to help with a chip seal project or rarely in weather related emergencies.
• The County currently parks some equipment at the Hondo Fire Station at Highway 285/Old Las Vegas Highway but has no office or work space there. Mr. Martinez reported that they have submitted a request to NMDOT to acquire the property to serve as a County maintenance yard. Currently the District 4 Road Crew reports to the main Office on Hwy 599 near the Airport to pick up equipment each day before heading out to the District. A County site at the Hondo Fire Station location would reduce the travel time to the work site.
• The County rates all roads using the PASER (Pavement Surface Evaluation Rating) System. PASER is a 1-10 rating system for road pavement conditions with 1 being the worst, and 10 being the best. Roads rated at 3 or less requires total reconstruction.
• Because it is more cost effective to maintain a road than to replace it, the goal is to try to maintain the roads at a PASER score of 6 or better.
• Eldorado currently has 26 miles of paved roads. Of that,
o 2.8 miles is rated at 10 - Excellent
o 1.71 miles is rated at 8 – Very Good
o 2.87 miles is rated at 7 – Good
o 9.03 miles is rated at 6 - Fair
o 8.82 miles is rated at 5 – Fair
o .94 miles is rated at 4 – Poor
o No paved sections are rated below 4 at the present time.
• Santa Fe County received a $900,000 TCSP Grant. The funding is being used for maintenance treatments on paved roads. This includes fog sealing of Torreon and Encantado Loop.
• 2013 LGRF funds (NMDOT Grant) are earmarked for chip sealing of Avenida Azul and Caliente.
• 2014 LGRF funds are earmarked for chip sealing of Avenida Vista Grande.
• Mr. Martinez stated that residents often ask why more can’t be done. Lack of funds is the limitation. The County’s annual materials and contract budget is $600,000. Approximately 2 miles of paving would quickly exhaust that budget. Mr. Martinez explained that only 1/3 of the taxes collected by the County actually goes to the County and only a portion of the County budget goes to road maintenance. The majority goes to the State and schools.
• Annual maintenance costs for dirt road grading is $2,000/mile/year. Annual maintenance costs for paved roads is $5,000/mile/year.
• Mr. Martinez reported that the paved section of Avenida Amistad and Avenida Del Monte Alto may be slurry sealed this year.
• Committee Member John Reynolds requested a quick overview on the different types of road surfaces and maintenance treatments. Mr. Martinez provided the following:
o Dirt – is just that, dirt
o Base Course – combination of crusher fines and aggregates applied on top of the dirt. Not intended to be a long term road surface. It is often harder to maintain than dirt because of the tendency for the materials to separate in dry weather.
o Chip Seal – Alternating layers of oil – 5/8 inch crushed aggregate – Oil – 5/8 inch or smaller crushed aggregate – fog seal.
o Fog Seal – Paint the surface with tar.
o Asphalt – oil/aggregate mixed at a plant and trucked to paving site. Applied 3 inches thick via a lay down machine.
o Slurry Seal – thin (1/2 inch) lift of oil, rock, sand, and cement.
o Crack Seal – sealant used to seal cracks that develop in paved surfaces due to freeze/thaw cycles. Two general types used. Rubberized material and an aggregate based material for larger cracks.
• The County looks at other products that come on the market including Road Packers, but nothing seems to have a very high success rate on roads with more than a low volume of traffic.
• The County has been evaluating the best way to apply base course. Historically it has been applied 4 inches thick but that might have been excessive and was accelerating the separation. Looking at applying only 2 inches, and other options including mixing with dirt to improve binding.
• Mr. Martinez advised that the response times for requests for road grading is 14 days because line locators for utilities must be done prior to any grading.
• In response to a question of John Reynolds, Mr. Martinez explained that the ideal way for the grader operator to maintain the bar ditches is to pull the base course material out of the ditch and back onto the road surfaces. Helps to grade it back into the road with water if available. If the existing material isn’t pulled from the bar ditches back onto the road surface, the road surface will continue to be lowered below acceptable levels to facilitate water runoff.

The next order of business was to review and approve the Road Committee minutes from the February 17th meeting. John Reynolds made a motion to approve the minutes as presented. Motion was seconded by Karen Murry. Motion approved unanimously by the Committee. Fred will submit the Minutes to the ECIA Office for posting on the website.

Felicia Probert distributed updated Road Inspection forms to the Committee. Committee members chose one of 7 areas to inspect. Area assignments are as follows:
Area 1 Felicia Probert
Area 2 Pierre Bovis
Area 3 Fred Raznick
Area 4 John Reynolds
Area 5 Karen Murry
Area 6 Paul Drumwright
Area 7 David Brown

The inspections will be done anytime starting the week of April 7th with a target completion date of April 19th. Fred offered to get together with any Committee member who would like a refresher on completing the road inspections. Also, based on a question by Pierre Bovis, committee members are encouraged to work together on their inspections. Committee members should send completed road inspection forms to Felicia when complete.

The next meeting was scheduled for Monday April 21st at 6:00 PM at the Community Center. Agenda items will include election of a Committee Chair and Secretary.

Meeting was adjourned at 6:55 p.m.

 

_______________________________________________________________

 

ECIA Road Committee Meeting for February 17, 2014

 

Call to order: Fred Raznick called the meeting to order at 6 pm.

In attendance:

Fred Raznick, Karen Murry, David Brown, Road Committee members

David Perlmutter, ECIA Board Liaison to the Road Committee

Residents interested in joining the Road Committee: Felicia Probert, John Reynolds, Pierre Bovis.

Fred Raznick opened the meeting with all in attendance signing in. Three attending Road Committee members approved the meeting agenda and approval of the January 13th meeting minutes.

Fred Raznick gave an update of the Santa Fe County Herrada Road Paving project. Herrada Road paving is scheduled to begin after the Eldorado Studio Tour May 17-18. Utilities, such as Comcast, Century Link, PNM, NM Gas Company, and EAWSD, have been contacted by Santa Fe County to begin relocating any utilities lines that need to be lowered before paving work can begin. Santa Fe County Engineers ordered potholing along the Herrada Road length to determine the depths of the utilities.

Fred Raznick and Karen Murry have been attending the majority of the Santa Fe County Herrada Road Paving Planning meetings, twice a month in Santa Fe, and were able to help give an update about the plans and review of the final plan map.

Santa Fe County will contact each homeowner, on a “one to one” basis, prior to, for relocation of mailboxes, and removal and installation of new 18” metal culverts.

All side streets leading off of Herrada Road are scheduled to be given new culverts as well. All homeowner driveway entrances are to be flared and widened.

Fred reviewed the Santa Fe County General Obligation Bond Election, approved by the voters in 2012. Herrada Road paving was projected to cost $900,000.00. Avenida Amistad paving was projected to cost $194,000.00 and Avenida Buena Venture paving was projected to cost $91,000.00. Herrada Road paving will cost more than the projected cost to complete the entirety of the road. More funds may be needed to complete the entire Herrada Road paving project all at one time vs. 2 phases.

Santa Fe County is scheduled to meet with the ECIA at the next scheduled board meeting March 20th at 7 pm in the Rail Road building at the Community Center. Final plans for the Herrada Road paving project will be discussed at that time. It will be a public meeting and residents will be able to observe and politely ask questions.

Pierre Bovis asked when an utility relocation deadline was set. Fred mentioned it is up to the utilities to set their own relocation time frame,but would have to be done prior to any the paving.

Recommendations to the ECIA Board of appointment of three new members to the Road committee, Felicia Probert, John Reynolds and Pierre Bovis. Approved by Road Committee members and awaiting ECIA main board approval at next ECIA board meeting.

Fred Raznick mentioned that seven Road Committee members would probably be needed to conduct road inspections and evaluations twice a year. Nolan Zisman created a Road inspection template that has been used in the past. Felicia Probert has agreed to contact Nolan to set up the new Road Committee Eldorado road inspections and evaluations.

Fred mentioned that the Road Committee needs to elect a Chairperson and Secretary. Voting was tabled until the next meeting to await the ECIA boards approval of the three newest members.

Next Road Committee meeting was scheduled for March 20th at 5:30 pm in the Rail Road Building in the Community Center. Robert Martinez of the Santa Fe Public Works Department will be invited to meet with the committee.

Anticipated next Road Committee Eldorado road inspection is tentatively scheduled for the first two weeks of April.

Meeting was adjourned at 7:05PM.

____________________________________________________________________________________

ECIA Road Committee Meeting

for January 13, 2014

 

Call to order: Fred Raznick called the meeting to order at 6 pm.

In attendance:

Fred Raznick, Karen Murry, Joel Hokko, Paul Drumright, Nolan Zisman (ex officio) Road Committee members.

Dag Ryen, ECIA Board President; David Perlmutter, ECIA Board Liaison to the Road Committee

Residents interested in joining Road Committee: Felicia Robert, Pierre Bovis, John Reynolds.

Fred Raznick opened the meeting to introductions around the table and sign ins.

Fred Raznick gave an over view of ECIA Road Committee duties and approximated meetings to be every other month, with meetings split between road inspections meetings (twice yearly) to meetings at the Community Center generally 4 times a year.

Physical review of Eldorado roads needs to be given generally Spring and Fall to inspect condition, safety, and any need of repair or maintenance. Eldorado roads are divided into 7 zones. Last physical review was last spring. No fall physical tour was made due to limited remaining Road Committee members.

Herrada Road is on the SF County docket for 2014 paving and drainage repair. Scheduled work to begin late Spring 2014.

Ave. Amistad and Buena Ventura scheduled for review for possible road paving work in 2015. These three road construction projects are due to the successful passage of a bond issue by the voters of Santa Fe County.

Nolan Z. gave estimated costs for paving: $180,000.00 per mile, chip seal $120,000.00 per mile, base course $80,000.00 -$100,000.00 per mile.

2013 saw repairs/ maintenance on Balsa Road from Ave de Compadres to Balsa Drive and Torneo Road from Ave Del Monte Alto to Conchas Loop.

In 2013 Eldorado was allocated $151,000.00 from the legislature to be administrated by Santa Fe County Infrastructure Capital Improvement requests.

Fred R commented that ECIA Road Committee has floundered with low membership second half of 2013 and wants to keep up good relationships with county, Eldorado community road inspections and involvement with Eldorado residents. He felt we need to bring vitality back to the road committee.

Dag Ryen (ECIA Board President) spoke about how the County capital funding deadline is next week and he was in communication with Senator Wirth and State Representative Vicky Perria about Eldorado funding. He emphasized how the Road Committee needs to keep communication flowing between SF County and ECIA to continue to improve and maintain Eldorado's roads.

Pierre Bovis raised the question on who to contact if roads need to be repaired or road signs are down. Fred R and Nolan Z commented that calls should be made to the County of SF or the on-line site for the county roads.

Nolan Z commented that calls about "Can't get out of driveway" and "Road signs down" have their own header and other requests are put in a general category. Generally if residents are concerned about safety they should call SF County directly.

Felicia P asked if Hike/Bike trails come under the Road Committee and Fred R answered that "no" they are under the Facilities and Grounds Committee. This led to discussion on County/ ECIA costs. ECIA will be responsible for maintenance of Eldorado Hike/Bike Trails and Santa Fe County will be responsible with replacement.

Felicia P and John R asked when road inspection should be made and how. Fred R and Nolan Z explained that Road Committee members will be given training in road inspections. Saturday Feb 1, 2014 at 9am was set as a training day.

Voting on Chairperson and Secretary was tabled until next meeting.

EICA Road Committee training meeting set for February 1, 2014 at 9 am. ECIA Road Committee meeting is set for February 17, 2014 at 6 pm at the Community Center.

________________________________________________________________________________

DRAFT

Road Committee Meeting Minutes

August 5, 2013

Call to Order: Meeting was called to order at 6:05PM

Attendance: Chair Michael Chester, members Fred Raznick, Laurie Grob, David Brown; Board Liaison Nolan Zisman. Excused: Joel Hopko. Unexcused: Bob Burdette. There were also about 12 residents in attendance.

Introductions were made and the Agenda was adopted without change. The minutes of the last meeting were acknowledged as approved.

Update on Torneo/Conchas Loop improvements: The County is waiting for Comcast to relocate some of their utilities at the south end of Conchas Loop so the work on that end of the road can be completed.

Striping of Left Turn Lanes, Av. Vista Grande onto US 285: The state is awaiting the appoinment of a new manager for this area so that the work can be supervised to completion. The commitment has been made to do the work.

The recent heavy rains have resulted in County resources being diverted to North County to restore washed out roads. A number of requests for re-grading Eldorado roads are in the County work request data base.

Comments and Suggestions: Virtually all of the residents in attendance expressed their concerns regarding the Herrada Road Improvement Project that 1) the County would not involve the residents where work on their own lots was required; 2) speeding would increase to the detriment of pedestrian use of the road; and, 3) residents would not have the opportunity to input into the design and other project aspects. Chair Chester assured the group that 1) most of the concerns expressed this evening had already been raised with the county; 2) there would be two public forums in Eldorado for residents to express their concerns, questions and suggestions to the County - - one before and one after preliminary design; the first will be held in late August and will be publicized by the County and ECIA; and, 3) the County is aware of the Eldorado Open Studio event in May 2014 and will try to work with the sponsors to ensure impact on the event is minimized.

One other suggestion was offered - - due to former accidents and near misses at the intersection of Av. Eldorado at US 285, it was suggested we push for a traffic signal at that intersection similar to those at Av. Amistad and Av. Vista Grande.

One of the residents, Karen Murry, who had also attended the last meeting, volunteered for the Road Committee. She is now eligible to be appointed upon committee recommendation to the Board.

The meeting was adjourned at 7:15PM. The next scheduled Road Committee meeting will be Monday, November 4 at 6PM.

______________________________________________________________________________________

Minutes of ECIA Road Committee Meeting

May 6, 2013

 

The meeting was called to order by Chair, Michael Chester, at6:00 PM. Besides Michael, those in attendance included members Fred Raznick, Laurie Grob, Bob Burdette, and Board Liaison Nolan Zisman.

Absent: David Brown

The minutes from the previous meeting were approved and will be submitted for publication.

An update of the recently approved Legislative Funding of $151,000 was discussed and thanks given to Nolan, Dag and Ed Moreno for their help in working with Senator Peter Wirth and Rep. Stephen Easley. The Committee agreed to consider revising the current priority list of road work for the best use of these new funds.

The schedule for the upcoming improvement projects to pave Herrada Road, Avenida Amistad and Avenida Buena Ventura will be followed closely. The County has selected a Design Engineering firm to provide a preliminary design for Herrada Road. There will an opportunity for resident and community members to review and comment on the plans. The design phase will take approximately 4 months to complete and construction would begin sometime next spring.

The drainage improvements being done along Torneo Road and Conchas Loop is underway and new drive culverts have been installed. The barrow ditch is being reconstructed to provide adequate drainage. The main cross culvert at the intersection of Conchas Loop and Torneo Road is being extended and the intersection backfilled to insure safer access.

We continue to working with the Santa Fe County Sheriff’s Department to help with speeding and littering issues. The Traffic Commander, Clp. Lucero is aware of these problems and will keep a dedicated officer in our area at most times.

We are still looking for a replacement on the County Road Advisory Committee to fill the vacancy left by Linda Pierce, who has officially resigned.

An inspection of all roads needs to be scheduled, preferably after a soaking rain. Nature will have to cooperate for this effort.

We adjourned early to allow everyone to be able to attend the annual ECIA meeting at 7:00pm.

The meeting at adjourned at 6:40PM. The next meeting will be Monday, August 5th..

Submitted by Michael Chester

_______________________________________________________________________________

ECIA Road Committee Meeting

February 4, 2013

Draft

ECIA Representatives present:

President Ed Moreno liaison for Nolan Zisman, Dag Ryen

Road Committee members present:

Michael Chester- Chairperson, David Brown, Laurie Grob, Joel Hopko, Fred Raznick

Absent:

Bob Burdette, *Linda Pierce

Members of the community present:

David and Karen Murray, Pat Murphy

The meeting was called to order at 6:05 PM

Previous minutes of November 12, 2012 were approved.

* Resignation of Linda Pierce was noted as she will be moving. A County Road Advisory Interface along with her position needs to filled.

A sample of an Infrastructure Capital Improvement Plan (ICIP) was circulated as an example of necessary paper work completed as submitted to the County.

A request for road marking/striping at Vista Grande & Highway 285 was agreed to with the Highway Dept. Warm weather and a spring scheduling will be the rough time frame for this work.

A notation was made that the Vista Grande Library entryway grading was completed approx. one week ago.

Torneo Rd & Conchas Court Loop drainage. Discussion centered on engineering work needed to complete this project. Road grading and possible culvert upgrading are concerns as to the scope of the work required.

Fred R noted that an article could be posted in the Vistas Newsletter to make residents aware of attending to their culverts to keep them clear. This would assist in proper drainage of roads during heavy rains.

Herrada Rd Paving

Mr. D. Murray noted that paving would increase vehicle speeds. Ms. P Murphy noted the need for separate pedestrian/bike paths to separate vehicle traffic from citizen use – a safety concern. This comment opened up concerns for other Eldorado roads not addressing pedestrian and other resident recreational traffic. An item for further attention.

General comments- paving will change the characteristics of this road. Speed bumps, signage for speed limits and enforcement.

As this project comes close to implementation an informal meeting with the County was recommended. This would facilitate the understanding of the scope of the work to be completed, the time frame as to the disruption of residences along/adjoining Herrada, resident concerns/input as to the paving. Contact with the County by the Eldorado Road Committee to facilitate this need to be explored.

Scheduling of conducting a road survey by Road Committee members was postponed until weather conditions revealed areas of attention.

“Monument damage” at Avenida Armistad. Until ownership of this structure is determined repair work cannot proceed. No action recommended at this time.

May 13th was noted for the next road committee meeting.

Adjournment – 7:15 PM

_____________________________________________

Minutes of ECIA Road Committee Meeting

November 12, 2012

The meeting was called to order by Chair, Michael Chester, at 5:45PM .Besides Michael, those in attendance included members Fred Raznick, Laurie Grob, Bob Burdette, and Board Liaison Nolan Zisman.

Absent: Joel Hopko/Excused: Linda Pierce David Brown

The minutes from the previous meeting were approved and will be submitted for publication.

Nolan discussed the possibility of the Santa Fe County, as part of the Open Space and Trails Department, taking over the maintenance and expansion of the Hike and Bike paths in Eldorado. The residents’ concerns regarding the recently rocked surfaces along Avenidade Compadres was noted. The path appears to be in good condition and will be monitored to insure smoothness. Fred mentioned that some rocked paths had a “hardener” applied while others had not.

The schedule for the upcoming improvement projects to pave Herrada Road, Avenida Amistad and Avenida Buena Ventura will be followed closely.

The recent re-grading of Balsa Road and the effect of wet weather on the new surface will be watched closely to see if it may need to be covered with a base coarse. Eventually, Balsa Road would ideally become a paved surface.

The rough and washboard surfaces along Antigua Road and Tetilla Road and also along Avenida Buena Ventura and Avenida Amistad were noted. We plan to follow up with the County to see if the grading operations are continuing and if a full time graded is still at work.

Plans to prepare requests for the upcoming legislative session and meetings with Senator Peter Wirth and newly elected Representative Steven Easley to help provide funding for road surface improvement projects will be made. A list of priorities will be compiled. Nolan will advise as to a date that that a meeting can be held with our representatives.

Residents’ concerns regarding littering and high speed driving along Avenida de Compadres we brought up and will be forwarded to the proper authorities where possible.

The upcoming winter weather and the effects on our roads was discussed along with the idea of having a “culvert clearing” project with the help of the local Boy Scouts as a fundraiser event for the troop.

Bicycles along all our roads and the safe use was brought up.

An inspection of “roads” needs to be scheduled, preferably after a soaking rain. Nature will have to cooperate for this effort.

The meeting at adjourned at 6:40PM. The next meeting will be Monday, February 4th at 5:45 PM.

Submitted by Michael Chester

_________________________________________________________________________

 

Approved ECIA Road Committee Meeting

Sept 10, 2012

The meeting was called to order by Chair, Nolan Zisman,at 6:05PM. Besides Nolan,those in attendance included members David Brown, Fred Raznick, Michael Chester, Laurie Grob, Bob Burdette, Joel Hopko and Linda Pierce, along with Board Liaison Ed Moreno.

There being no one in attendance for Public Forum, Linda gave a brief report on what has beein going on at the County Road Advisory Committee. They are still getting organized. The major issue is getting members to focus solely on identifying road problems in their jurisdictions, not trying to expand the scope of their mission to other issues such as planning, etc. Nolan indicated Linda should feel free to share with other CRAC members how we identify and prioritize road issues in Eldorado.

Nolan then demonstrated the County Road Problem Data Base. He urged members to use it between inspections to report on identified road issues and concerns.

Nolan distributed a draft copy of the 2013-17 Road Committee Plan. This will be reviewed and finalized at the next meeting.

Results of the recent road inspection were reviewed. Committee members have until later this week to submit any corrections/additions. The final list will be forwarded to Linda and to Robert Martinez.

The final agenda item was the election of a new Road Committee Chair, as Nolan is now on the ECIA Board, but will be the Board Liaison to the Road Committee. Michael Chester was elected unanimously to the Chair position. Nolan will work with Michael to transfer all necessary information and procedures.

The meeting at adjourned at 7:10PM. The next meeting will be Monday, November 12 at 5:45 PM.

Submitted by Nolan Zisman

____________________________________________________________________

Minutes of ECIA Road Committee Meeting
April 2, 2012

The meeting was called to order by Chair, Nolan Zisman, at 6:05 PM. Besides Nolan, those in attendance included members David Brown Fred Raznick, along with prospective new member Michael Chester and Board Liaison Ed Moreno. Excused absences were Laurie Grob and Bob Burdette. Joel Hopko and Linda Pierce were unexcused absences. As this was Michael’s second meeting, he was nominated for committee membership.

There being no one in attendance for Public Forum, Ed gave an abbreviated Board Liaison report. There has been some discussion at Board level about the approach/costs of replacing poor sections of the hike-bike path. While the cost of pulling up existing asphalt and replacing it with base course can be covered with projected Repair/Replacement Reserves, the cost of a top coating of asphalt is expected to create financial challenges. If it is determined at some future point to replace sections of the hike-bike network in kind, it may be necessary to invoke a special assessment to cover such costs. ECIA attorneys believe the ECIA covenants can be interpreted to include the hike-bike trails as “roads” (for which special assessments can be established).

Nolan announced that Linda Pierce has been appointed by County Commissioner Liz Stefanics to the County Road Advisory Committee. Under Old Business Nolan commented that the road improvement priority list recently submitted to the County contained some roads that had not been on that list previously. This was due to the fact that they received either a 2.5 or 3.0 rating for the first time in our most recent inspection.

This phenomenon raised some New Business concerns regarding whether some of these
situations were as a result of the roads receiving grading too frequently or were being improperly graded. It has been observed by some committee members that there is quite a bit of top gravel in the bar ditches that remains there after the grader has worked some of the roads and others, after only a day or two, wind up in worse condition than before the grader worked the road. It was decided we should schedule a meeting with Robert Martinez to discuss current County maintenance prioritization guidelines and procedures. Nolan will follow-up on this.

The next meeting will be announced once a date has been scheduled with Robert.

Nolan adjourned the meeting at 7:05PM.

Submitted by Nolan Zisman
________________________________________________________________________________

 

Minutes of January 9, 2012 ECIA Road Committee Meeting

Meeting was called to order at 6pm. Present were members - - Nolan Zisman Chairman, Linda Pierce, Laurie Grob, David Brown, and Joel Hopko, along with prospective new member Michael Chester. Excused Absences –Bob Burdette and Fred Raznick. .GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.

Election of Officers: Nolan was re-elected Chair by a vote of 5-0-0. (Bob Burdette was also nominated for Chair and received no votes). The position of Vice-Chair was created by a vote of 5-0-0, with Linda Pierce being elected to that position by a vote of 4-1-0. (Bob Burdette received one vote). The role of Secretary will continue to be rotated among the membership.

Review of Road Committee Charter: The Committee believes the last iteration, effective 1/1/11, is still valid, with the following suggested changes (endorsed by a 5-0-0 vote):
Page 2: Working Procedures/Meetings/1st bullet: frequency should be quarterly instead of bi-monthly. Over the past few meetings there has not been enough “meaty” topical matter to justify more frequent meetings. The option of calling a special meeting as needed will serve to shorten the frequency span if needed.
Page 3: Committee Membership and Member Responsibility: Add the position of Vice-Chair whose role will be to assume the duties of the Chair when the Chair is unable to fulfill those responsibilities.
A revised Charter document will be forwarded to the Board for approval.

Road Inspection: A draft priority list reflecting the history of all past inspections' erosion ratings was reviewed. It was agreed that where competing road segments were tied in their weighted scores (higher weighting given to 2.5 or 3.0
ratings), the number of houses on the segments would be used to establish relative priorities. Members were asked to provide feedback to Nolan by Thursday (Jan 12) if they wanted to see any segment that had a 2.5 or 3.0 rating in the recent inspection elevated on the priority list. Nolan will then submit the revised list (with Board approval) to the County for inclusion in their priority planning.

Case Study: End of Av. Eldorado: Nolan reviewed the history of this road segment (between Av. Casa Del Oro and the fence line). In spite of the correspondence between one of the users of that road and the County/ECIA Board, it was concluded that the segment has relatively few users and is in very good shape for a dirt road (having received new base course in 2008-09). There is no justification for recommending it being chip sealed or paved just to ensure it gets plowed in a snow storm.

Spur Ranch Road: David made the most recent visit to the area where they are trying to apply the Road Packer material. There is still no evidence they have successfully applied the material. Members were encouraged to try to visit the location during the next three months to see if anything can be concluded about any benefits to the use of that product on that stretch of road.

Road Committee Report for ECIA Annual Report: The following items will be included:
 Development (with the County Attorney) of FAQs regarding the creation of special assessment districts
 The results of two inspections in 2011
 Photos (both positive and negative) representing Eldorado roads
Committee members are encouraged to send in any photos they feel should accompany our input to the ECIA Annual Report.

Adjournment: There being no further business the meeting was adjourned at 7:00 PM.

Next meeting : Scheduled for Monday, April 2, at 6PM.

Submitted by Joel Hopko

______________________________________________________________________________


Minutes of 7 Nov, 2011

ECIA Road Committee Meeting

Meeting was called to order at 6pm. Present were members - - Nolan Zisman Chairman, David Brown, Robert Burdette, Laurie Grob, Fred Rasnick, and Joel Hopko. Excused Absence --Linda Pierce .GM Bill Donahue and Board Liaison Ed Moreno were also in attendance.

There were two items on the agenda.

1. Roadpacker review
2. Road Inspections

Before the agenda items being discussed Nolan opened the meeting to ad hoc questions from a new resident who was attending to assess her interest in the various ECIA committees. General questions were raised regarding road maintenance in general and in particular erosion at the asphalt aprons. Fred Rasnick clarified county policy on maintenance duty cycles. The new resident was concerned about abandoned cars and visibility issues exiting and entering Eldorado.

Two items were noted for Nolan to take up with the County:
(a) General condition of Chapala and Reno roads.
(b) Visibility on the 285 turnout(s)

Roadpacker
Most members had previously seen the promotion literature and video presentation by Roadpacker, which appeared to offer considerable cost benefits compared to traditional road maintenance (base course, chip seal or asphalt). The video was shown also at the meeting. This product claims using a technology called ionic soil stabilization to provide a more cost effective durable road surface and to reduce the dust level. Some members had also visited the local pilot –a one-mile section on Spur Ranch road.

If successful, this product could be of interest to those ECIA members wishing to form a CID (County Improvement District) to upgrade their roads. Nolan had previously inquired about it with the County. The closest installation is on Spur Ranch Rd (not within the ECIA area) between US285 and the railroad tracks.

Those who had driven Spur Ranch noted an improvement over the previous road but it was not feasible to make any final determinations as to the viability of the technique. The pilot had only been completed some two weeks previously. It was also mentioned that the amount and type of traffic it carried would affect the road surface life. Nolan recommended members periodically view the road and keep a log of conditions so that the Roadpacker issue could be re-visited at a later date.

 

Road Inspections
These are to be scheduled for the first week in December, weather permitting. Nolan gave a brief summary of things to check (Missing street signs, driveway feathering, washboarding) Nolan would accompany new members on their first inspection runs to help in identifying problems.

Next meeting
Next meeting is scheduled for 7th Jan 2012.

Submitted by David Brown

_______________________________________________________________________________

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

Minutes of September 12, 2011 ECIA Road Committee Meeting

The meeting was called to order at 6:00PM. Present were members - - Nolan Zisman Chairman, Robert Burdette, Laurie Grob, Fred Rasnick and prospective member David Brown. Excused Absence --Joel Hopko. Unexcused Absences- - Linda Pierce and Dale Knapp. GM Bill Donahue and Board Liaison Ed Moreno were also not in attendance.
The only planned item on the agenda was an open discussion on the role of the ECIA Road Committee in the formation of County Improvement (Special Assessment) Districts (CID) within Eldorado. Points expressed by those present included the following:
 The Road Committee should be a facilitator in the process. The “process” is to be spelled out in a document prepared by the Road Committee, publicized to the lot owners and housed on the ECIA web site. The existing Q and A will be used as a basis for this document. The document will also contain a petition template that can be used by interested lot owners to progress getting signatures. Once an interested group has been made aware of the process, the Road Committee's role will cease. The subsequent relationships will be between the lot owners and the County.
 Some unanswered questions were raised. These will be pursued with the County before finalizing the process document. They include:
1. What cost estimates are to be used to help potential petitioners make an informed decision as to whether or not to pursue a CID?
2. To what extent are owners of lots on dead-end roads served by connecting through roads pursued for improvement to be automatically included in the “district” to be created for those through roads? Are they part of the total against which the 60% requirement is calculated?
3. What kind of time table can petitioners expect to get a response from the County to their initial petition? From approval of the district to commencement of work?
 Somewhere in the beginning of the process, the Road Committee may have to provide “coaching” for anyone interested im coming forward as the lead individual in pursuing the formation of a CID. It was thought the best way would be for ECIA to sponsor a community forum at which time County people could come out and help intested lot owners determine the “next steps”.
 In documenting the process we want to make sure we communicate the fact that submission of an application is no guarantee of an approval.
 The only other possible role for the ECIA would be to assist the County, if requested, to verify that petitioners are bona fide lot owners in Eldorado.

Next Meeting
The next meeting will be Monday Nov. 7 at 6PM. Nolan may request a road inspection prior to the November meeting depending on weather and County road crew grading activities between now and then.
Respectfully submitted – Laurie Grob

 

 

_______________________________________________________________________________

Minutes of July 11, 2011, ECIA Road Committee Meeting
The meeting was called to order by Chair Nolan Zisman at 6:05 P.M. Also in attendance were member Bob Burdette, potential new member Laurie Grob, and Board member Greg Bundrick, sitting in for Board Liaison Ed Moreno. Excused absences were Linda Pierce, Dale Knapp, Fred Raznick.
There was no one for Public Forum and no open Old Business.
New Business:
Nolan reported on the content of the County's June 1 meeting on Special Assessment Districts. He distributed an extract from a handout from that meeting that discusses, via the FAQ method, the attributes of the different types of special districts available to support chip sealing of roads and the alternative means of funding that type of work. In Nolan's opinion the best means are using the petition-method to create a County Improvement District (CID) financed by a special assessment of beneficiary property owners within the CID, which, in all likelihood, would be an add-on to the lot owners' property tax bill. Establishing a CID requires signatures representing at least two-thirds ownership of the total assessed value of properties within the proposed CID. If approved all property owners within the geographical boundaries of the CID would be obligated by law to pay the assessment. Other alternatives were briefly identified and discussed. The attachment represents the materials distributed by Nolan. The last page are questions currently with the County Attorney's office. Once received Nolan will prepare articles for Vistas and the ECIA web site to inform Eldorado residents/lot owners of the process which can be used to effect chip sealing of current dirt roads.
There being no additional business, the meeting was adjourned at 6:40 P.M. The next meeting will be on September 12 at 6PM.
Submitted by Nolan Zisman

FAQ's
COUNTY IMPROVEMENT DISTRICTS
1. What is a County Improvement District?
A County Improvement District is a district established to finance specific capital improvements projects or a combination of projects and to assess residents with the district a proportional share of the cost of the capital improvements.
2. How is a County Improvement District created?
A County Improvement District is beneficial when a community has identified particular projects that would ordinarily not be funded by the county absent a contribution from the property owners.

3. What type of projects can be funded by a County Improvement District?
An Improvement District may construct, acquire, repair or maintain any one or any combination of the following:
a. a street, road, bridge, walkway, overpass, underpass, parkway, alley, curb, gutter or sidewalk project;
b. a utility project for providing gas, water, electricity or telephone service;
c. a storm sewer project, sanitary sewer project, or water project;
d. a flood control or storm drainange project; or,
e. a railroad spur, track, rail yard or switch project.
In addition, an Improvement District may fund the following additional items to support economic development or to address deficiencies arising from premature sub-division:
a. street right of way or street access control;
b. drainage easements or rights-of-way;
c. park, recreation or open-space areas;
d. overall grading and drainage plan; and,
e. adequate subdivision grading both on or off the public right-of-way.

4. How is a County Improvement District created?
An improvement district can be created by provisional order or petition method.
To create a district by provisional order, an engineer is assigned to prepare a preliminary plan and cost estimate which, after review, forms the basis for provisional order of the Board of County Commissioners, which creates the district. The exact procedure by which a district is created is complicated and would be impractical to set out here in detail.
To create a district by the petition method, owners of property in an area proposed for a district submit a petition to the Board of County Commissioners that is signed by the owners of 66 2/3% of the total assessed valuation with the territory to be assigned to the district. If accepted by the Board of County Commissioners, a resolution is adopted creating the district.
5. May County staff assist owners to create a district by the petition method?
Yes.

6. Who governs a County improvement District?
The Board of County Commissioners serves as the governing authority of County improvement District, and County staff supports the district.

7. What comprises the geographic area of a County Improvement District?
The territory within an improvement district is assigned by the Board of County Commissioners in the Petition Method and is governed by the petition in the Petition Method.

8. How long is a County Improvement District in existence?

An improvement district persists until the project or projects for which the district was created are completed.

9. How is a County Improvement District financed?
Improvements to be made within an improvement district may be financed from appropriations from the New Mexico Legislature, from a budgeted appropriation from the Board of County Commissioners, from a direct assessment of the costs of the improvement from owners of property within the district, from revenue from a general obligation bond or revenue bond, from an improvement district property tax, or from any combination of the foregoing.
10. May a property tax be imposed to pay for capital improvements within the district?
Yes, but the property tax is for the sole purpose of repaying interest and principal on general obligation bonds issued to support the district, which bonds are approved by the voters.

11. May the County create improvements and assess the owners within the improvement district?

Yes. If the Board of County Commissioners creates capital improvements within a district, the County may advance the cost of the capital improvements and then subsequently assess the costs to the property owners over a reasonable period of time. A public hearing is required; following the hearing an assessment is levied proportionally against the benefitting property owners according to the property's valuation.

12. Are the voters required to approve the creation of a County Improvement District?
No, but voter approval is required of any general obligation bond and corresponding property tax levy.

13. Is there a limitation on the amount of improvements that may be provided by an Improvement District?
Yes. In general a property may not be assessed more than the total increase of value attributable (to that property) to the improvements provided by the District. And, the principal amount of general obligation bonds issued to support an Improvement District is limited to twenty five percent (25%) of the value of all properties within the district after completion of the project(s) to be financed.

14. What statutes govern the creation of County Improvement Districts?
NMSA 1978, Sections 4-55A-1 through 4-55A-43 (1980, as amended).

______________________________________________________________________________________

Minutes of May 17, 2011, ECIA Road Committee Meeting

The meeting was called to order by Chair Nolan Zisman at 4:00 P.M. Also in attendance were members Dale Knapp, Bob Burdette, Linda Pierce, Fred Raznick , and GM Bill Donahue. Attending as potential new members were Joel Hopko and David Brown. Representing Santa Fe County was Robert Martinez, County Road Manager.

There was no one for Public Forum and no open Old Business.

New Business:

The meeting was devoted to getting answers from Mr. Martinez to the following questions that had been submitted to his office in advance:

1. Q. What is the county going to do about the cracks in Avenida Vista Grande? Who is responsible for these cracks--the county or the paving company? What if anything will the County do to prevent this from happening in the future?

A. Although the contractor has indicated they are responsible for repairs under their warranty, there is uncertainty from a legal perspective they may be able to follow through. As a result, the County has requested quotes from other firms to do crack-sealing on Av. Vista Grande. As a result of the problems with the Av. Vista Grande project (Public Works Director ignored recommendations of staff regarding the specs of the work that was to be done), the County Board of Supervisors has established the requirement that any future contract over $100,000 will require a formal bidding process be used.

2. Q. What are the grading guidelines for the dirt roads? How do these apply In particular to the area on Herrada between Compadres and Estacada. (i.e., why does the results of grading this section look different than other graded dirt roads?)

A. Grader/plow operators are instructed to 1) move any accumulated base course from the sides of a road back to the driving surface of the road; and to 2) endeavor to slope the shoulder down from the driving area to permit runoff to the sides instead of having water pool on the road; and 3) to remove snow as quickly after a storm as possible to reduce the amount of precipitation available to melt on the road surface. What probably happened on Herrada was the grader operator either did not follow procedures or was instructed to “move the mud off the road”. This should not have happened. The County will follow up to prevent this type of grading from happening in the future.

3. Q. What is the status of the “big 5” in Eldorado (Herrada Rd., Av. Amistad, Av. Buena Ventura, Balsa Rd. and Encantado Road)?

A. These roads continue to be on the County's ICIP list. As adequate funding from the Legislature appears not to be imminent the other alternatives for funding include establishment of special assessment districts or revenues from the sale of bonds. (It was pointed out that the results of the survey last summer suggested residents are not willing to incur additional taxes via special assessment district) to pay for paving these roads, leaving bonds as the only viable alternative). The next opportunity to float bonds will be in the Nov 2012 general election. While the County's priority for bond revenues includes construction of a new “Southeast” connector between Rabbit Road and the Community College, and paving County Road 55A, Mr. Martinez recommended we bring the need for paving these roads to the attention of Commissioner Stefanics. As a result of this discussion, we will put on the agenda for our July meeting a discussion of priorities for these roads, as well as Mr. Martinez' suggestion we may also want to apply for bond funding for more base course for other dirt roads in need. He also suggested we do not attempt to segment any main road such as Herrada but rather go with the entire length.

4. Q. What can be done re: the water (lake) at Mimosa/Compadres? What is the County willing to do?

A. Mr. Martinez vaguely recalled this problem and after a recap of the situation indicated a willingness to take a look at the problem. He agreed that, from the explanation of the problems, a culvert under Mimosa Rd. connecting the Av. De Compadres bar ditches on either side might be an appropriate solution. Nolan will send him a copy of the original write-up of the situation and offered to meet with a County representative on site to review the situation.

5. Q. What are the oversight plans for roads like Verano Loop, and how can we provide residents the assurance of quality work?

A. There are two scenarios for road paving projects. When an outside contractor is used, the County will also engage the services of a qualified engineer to serve as their field representative to monitor the progress and quality of the work against the projects engineering specifications. When the County performs the work with their own people, as is the case on the Verano Loop network, a road maintenance supervisor and soil engineer are on hand to assure the work meets county standards.

6. Q. What is the “trigger” or impetus for the county to repair our roads (i.e., grading, applying gravel, applying base course)?

A. A majority of work done on our roads starts with a “sighting” by the county maintenance representative assigned to this area. Input from the ECIA Road Committee helps direct this person to the perceived problem areas. The county now has a dedicated 4-person crew and grader to their roads in the Eldorado area (Eldorado plus two other county owned-maintained roads in the vicinity). When not engaged in special project work they will be assigned to grade and repair Eldorado roads on a weekly basis. Besides grading, the County will spread base course when budgets permit on severely problematic roads; they seldom use gravel. The crew is currently doing special project work but should soon be back working on Eldorado roads.

7. Q. Will the County assume responsibility for pruning of trees or shrubs that impair the vision of motorists at Eldorado road intersections or other hazardous areas?

A. Yes, as a sufficient number of such requests are received (via our Road Problem Report form), they are willing to send out a crew to prune these back.

8. Q. What is the scope of the revamped County Road Advisory Committee?

A. The main objective of the revamping is to align the 15 positions' geographic responsibility to coincide with the five Commissioner districts and to “streamline” their activities. Going forward the committee will be responsible for reporting problems and affirming on an annual basis the census of County owned-maintained roads (which is used as a basis for federal and state funding). The Eldorado area representative will be responsible for the roads in Eldorado and two other County roads in the area. Representatives will be appointed in the June-July time frame.

9. Q. What can be done about missing or clogged driveway culverts that are causing water to erode the driving surfaces of the adjacent roads?

A. If, during road inspections, it is determined that such a situation exists, it should be reported to the County who will inspect the situation and, if warranted, will follow up with the enforcement people to get the situation rectified.

In addition to discussing these questions, Mr. Martinez was handed a list of roads rating 1.5 or worse in our recently completed inspection. He expressed the County's appreciation for the work we do in providing timely input that can be used to schedule the grader and address other road-related issues. The County's web site will soon have a “portal” available by which residents can report road problems directly to the County's data base. We will monitor this and adjust procedures accordingly.

The meeting was adjourned at 5:00 P.M.

_______________________________________________________________________________________

Minutes of March 7, 2011, ECIA Road Committee Meeting
The meeting was called to order by Chair Nolan Zisman at 6:00 P.M. Also in attendance were members Dale Knapp, Bob Burdette, Linda Pierce, Fred Raznick , Board Liaison Ed Moreno, and GM Bill Donahue. Attending as potential new members were Joel Hopko and Laurie Grob.
As a Public Forum matter, Joel raised the question re: funding of paving of Av. Amisted and Av. Buena Ventura. Nolan recapped the history of these two roads and the other three which comprise the “big 5” that are on the County's ICIP for future paving.
Bill indicated that there was nothing to report from the General Manager.
As Board Liaison, Ed reported that the Board has received our proposed charter and is reviewing for approval. He also reported that there will be 3 vacancies on the Board and encouraged people to vote for their preferred candidates at or prior to the Annual Meeting.
Old Business: There has been no legislative progress on support for road funding. We are still waiting for an update from Senator Peter Wirth.
New Business:
1. Nolan requested that we try to have our road inspections accomplished before the May meeting. Particular emphasis should be placed on downed signs, erosion (rutting) and “volunteer trees” which grow in County easement and can be expected to block driver views at intersections when fully leaved.
In preparation for our Special Meeting with the County Representatives the committee developed the following questions related to special assessment possibilities:
1. What are the legal guidelines or ground rules? We need a detailed list.
2. What are the limitations of initiating special assessments (e.g. geographic, economic)? (These could be both upper limits as well as minimums)
3. What can be the term of the assessment and how would payback be accomplished?
4. What percentage of residents in the assessment area are required to initiate the assessment district?
5. What role have other home owner association boards played in Special Assessment Districts?

In addition to the special assessment questions the committee would like information on the following:
a) What is the county going to do about the cracks in Avenida Vista Grande?
b) Who is responsible for these cracks--the county or the paving company?
c) What if anything will the County do to prevent this from happening in the future?
d) What are the grading guidelines for the dirt roads? How do these apply In particular to the area on Herrada between Compadres and Estacada. (i.e., why does the results of grading this section look different than other graded dirt roads?)
e) What is the status of the “big 5” in Eldorado (Herrada Rd., Av. Amistad, Av. Buena Ventura, Balsa Rd. and Encantado Road)?
f) What can be done re: the water (lake) at Mimosa/Compadres? What is the County willing to do?
g) What are the oversight plans for roads like Verano Loop, and how can we provide residents the assurance of quality work?
h) What is the “trigger” or impetus for the county to repair our roads (i.e., grading, applying gravel, applying base course)?
Nolan indicated that he would notify the members about the date and time of the Special April Meeting.
Nolan also said that he would email the committee members as to the date of our next meeting in May (as he will be on vacation on the first Monday, May 2).
The meeting was adjourned at 7:00 P.M.

Respectfully submitted, Dale Knapp Secretary Pro Tem.

_____________________________________________________________________________________


MINUTES OF JANUARY 10, 2011, ECIA ROAD COMMITTEE MEETING

The meeting was called to order by Chair Nolan Zisman at 5:35PM. Also in attendance were Dale Knapp, Bob Burdette, Fred Raznick, Linda Pierce, GM Bill Donohue and Board Liaison Ed Moreno. Rick Schuknecht was an excused absence.

Under general business, Bill clarified that as minutes are approved and he received a copy, they will be posted on the ECIA web site. Since we have meetings only every other month, we will continue to ask for committee feedback on draft minutes via e-mail. Nolan also reviewed the prioritization process, as follows:
1) Inspection in conducted; results sent to Nolan to enter into the data base.
2) A weighted average rating is calculated for each road with 2/3 weighting given to rutting and 1/3 to wash board.
3) Roads are listed in descending order by their weighted rating.
4) If two or more roads have the same weighted rating, they are ranked based on estimated traffic volumes, high to low.
5) The finalized list is then reviewed by the full committee at their next meeting; if approved, the list is passed on to the GM and Board Liaison for subsequent Board approval.
6) Once approved by the Board, the list is passed on to the County as input into their own prioritization and funding processes.

A review was then made of the ECIA Road Committee Charter. A copy of the proposed revised charter is attached with changes hilighted.

The final action of the Road Committee at this meeting was to unanimously agree that we should request funding from the County and Legislature to pave Herrada Road. In particular, the section between Av. De Compadres and the easterly intersection with Estambre Road is nearly impassible when wet and gets severe washboarding when dry. Upon Board approval, Nolan will prepare a capital fund request form to go to Peter Wirth and Brian Egolf, as well as the County.

The meeting was adjourned at 6:30 PM. The next Road Committee meeting will be Monday, March 7 at 6PM.

DRAFT Minutes August 2, 2010



The meeting was called to order by Chair, Nolan Zisman at 6PM. Members in attendance were Fred Raznick and Bob Burdette. Linda Pierce attended as a prospective member. Ed Moreno attended as Board Liaison. Tom Willmot was also in attendance. Dale Knapp and Lea Williams were excused absences; John Mifflin was an unexcused absence.

Nolan reviewed a ten page document which recaps the May-June Eldorado road survey. Although increasing numbers of residents seem to prefer paving, the majority of respondents continue to prefer unpaved roads. Discussion followed.

Nolan reported on his meeting with Commissioner Liz Stefanics and her assistant, Julia Valdez. Nolan reviewed the results of the Survey with them and got into discussions regarding 1) County accountability/transparency; 2) procedural issues/concerns/ questions; and 3) Av. Vista Grande and Av. Eldorado. Commissioner Stefanics is very supportive of there being accountability and transparency in the dealings with the public. She directed Julia to meet our request for an accounting of how the $20 million GO bond issue of 2005 was spent; and asked that ways be identified to make available information on the number of road “problem” tickets that are opened and resolved in her district as well as a listing from their new road data base of all the roads in District 5. She will see that we get answers to our questions regarding Av. Vista Grande repaving and pothole repair on Av. Eldorado. She also would like to have the new County Manager attend a future Road Committee meeting. Tentatively, we will invite them, along with Sen. Wirth and Rep. Egolf to our Nov. meeting (to strategize about approaching the Legislature for new base course funding).

Bob commented that the current meeting frequency of every three months was a little too long to keep committee members up to date and interested. We discussed going to every other month and members agreed with that schedule.

Representation on the County Road Advisory Committee was discussed. Frank Schober is the current Eldorado representative. Nolan will ask Rick Schuknecht if he is interested in becoming the Eldorado representative. Ed Moreno and Linda Pierce volunteered as alternates. Also discussed was representation at the Board of Directors retreat on September 18. Nolan was to talk with Lea Williams re this.

Time is upon us for another road inspection in August or September. We'd like to get the results of this for the October meeting. At that time we will also discuss any preparation for the 2011 Legislative Session.

The meeting was adjourned at 7:45 PM.

Respectfully submitted by Bob Burdette