Minutes - Stables Committee

Eldorado Stable Committee Minutes

January 13, 2016

Eldorado Community Center

Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, and Elsa Kloess. The meeting was called to order at 7:04PM. Minutes of the previous meeting, and agenda for this meeting were approved.

The report from the Liaison and Acting General Manager was given by Liaison Pam Henline. The security camera footage capability was presented. The upcoming bill for water and taxes was presented. A proposal for the 2016 billing cycle was made. Line item billing will happen next bill. Creation of a billing committee to review billing policy was discussed.

Sub-committee reports were given. General Maintenance sub-committee questioned the manure bins and who will be paying for them. A request was made for more chips at the gates and a pile to use as needed. Arena sub-committee reported that the lower arena had been disked and additional footing put in. The upper arena has been locked to protect the footing when there is excessive moisture and standing water. Eldorado Stable Committee (ESC) will continue to communicate this by email.

During Open Forum, Carol Lowey asked about easement of the back properties. Gretel Underwood asked questions about billing and compliance with the rules. Lisa Bessone asked about itemization for bills. Stable Committee will review rules and refresh rules and then take to the community.

There was no New Business.

Committee discussed:

Security Survey results was presented. Security sub-committees work is now complete.

Guests with guest dogs were discussed.

Mechanism for rule changes was discussed.

Rule changes to gate came from a working ECIA Board meeting.

Roadwork was presented by Liaison. Grading was done on Road 1. GM is looking into routine maintenance of all roads to cut costs.

Barn inspection will be May 10th.

Neighborhood Watch was discussed.

Annual report is due in the fall.

Community Day was reported as successful with a wide range of activities.

2016 Community Day was discussed

Next meeting will be on April 14 at 7:00 PM in the Conference Room.

The meeting adjourned at 9:27 PM.

Eldorado Stable Committee

Minutes

November 4, 2015

The Eldorado Stable Committee regular business meeting was held on Wednesday, November 04, 2015, at the Eldorado Community Center. Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, and Elsa Kloess. The meeting was called to order at 7:04pm. Minutes of the previous meeting were approved with the change that “Nancy agreed to compile a list to create a schedule to close the gate at night”.

The report of the Liaison and Acting General Manager was given. Brenda Leonard is available at gm@eldorado@sf.org. She has an open door policy. Maintenance will make a lockup at the lower arena to enclose equipment and blades. Manure and Fly Predator bill will be out at end of the week. Brenda met with vendors to get bids for road improvement on isle one. Automatic gate is not going to happen this or next year. We can bring the idea back in 2017. She will look into the gate being closed by ECIA employee. We would still need to have someone from the stables close gates on Sunday. Stables should keep a log of suspicious activity. Billing timing was discussed. Possibly for next year; fly predator and tax will be due in January, and manure and water in July. People have made a good effort to comply with Insurance.

Subcommittee reports were given. General Maintenance Committee noted amazing work of new crew. Culvert and lower arena drainage not working with the heavy rains. Arena Committee reported plan for extra footing in lower arena. Road Committee asked for communication from the General Manager about roads. It was clarified that ECIA does clear roads of snow.

Open Forum Carol Lowey asked about signage at the stables and suggested changes to current signage.

New Business it was requested that the GM communicate with the committee any information about new stable owners.

Committee discussed Security with Deborra Berlin offering to call the State Police and Neighborhood Watch. A sub-committee comprised of Deborra Berlin, Luci Wienczkowski, and Tommie Brasel was formed to look into security issues and solutions, including a survey that will be sent out to the stable community with questions about security issues. Community Day will be November 28.

Next meeting January 13, 2016, Community Center Foyer at 7:00 PM.

The meeting adjourned at 8:59 PM.

Karen Cameron

 

The Eldorado Stable Committee Meeting

Tuesday, September 29, 2015

Eldorado Community Center

The Eldorado Stable Committee regular business meeting was held on Tuesday, September 29, 2015, at the Eldorado Community Center. Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, and Elsa Kloess. The meeting was called to order at 7:05pm. Minutes of the previous meeting were approved.

The report of the Liaison and Acting General Manager was given. There is a new interim General Manager, Brenda Leonard. Stable is mostly in compliance with bill payment. Insurance still needs full compliance. Property taxes for stable owners will be around $66.00. Security sign for the camera will go up. It is meant to be a recorder not a deterrent.

Subcommittee reports were given. General Maintenance Committee noted amazing work of new crew. Arena Committee reported on plan for upper and lower arena footing. Electronic Gate Committee will again speak with ECIA regarding new circumstances of no security patrol.

In Open Forum Carol Lowey asked when will the community self police.

Committee discussed Community Day on November 28, 2015. Road improvement was discussed for RFPs and scope of work. A fee schedule was created for next year of two billings spread out. Lock up of the lower arena materials was discussed. How to keep the gate locked without security was discussed. Nancy Gilkyson volunteered to be part of a security committee.

The meeting adjourned at 9:19.

Next meeting is scheduled for November 11, 2015 in the Foyer at the Community Center at 7:00 PM.

 

 

The Eldorado Stable Committee Meeting

Wednesday, June 17, 2015

Eldorado Community Center

Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, Tara Debevec and Elsa Kloess. The meeting was called to order at 7:07PM.

The Agenda was approved.

Minutes of the previous meeting were approved.

The report of the Liaison was given. Inspection review report was given. Harrow and Blade will have a corralled space by the lower arena.

The report of the General Manager was given. Increase in insurance coverage will begin August 1, 2015. All barn owners and sharers will carry $1,000,000 liability insurance. County taxes will be split among barn owners at approximately $67.00 per barn. ASI Security contract ends July 8th.

Subcommittee reports were given. General maintenance about weeds, and ECIA maintenance time at the stables was discussed. Long term plans about the reserve and replacement of the upper arena, and the footing maintenance of the lower arena were discussed with the arena subcommittee. Electronic Gate Committee will send Pam Henline the proposal.

There were no points for discussion in Open Forum.

New Business about communication between the General Manager’s Office and sharers was discussed.

Discussion items were: Finding volunteers to drive Community Day, Fourth of July parade and safety, responsibility of weeds, road work for Road 1, speeding, using all of the amenity to include multi use arena in NW corner, and loose dogs.

Next meeting: September 29, 2015.

The meeting adjourned at 9:29 PM

___________________________________________________________________________________________________________________________

The Eldorado Stable Committee regular business meeting was held on

Tuesday, March 3, 2015, at the Eldorado Community Center. Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, Tara Debevec and Elsa Kloess. The meeting was called to order at 7:05pm.

The Agenda was approved.

Minutes of the previous meeting were approved.

The report of the Liaison was given. ECIA will send letters to those still needing to pay manure, water and HOA dues.

The report of the General Manager was given. Increase in insurance coverage will begin August 1. All barn owners and sharers will carry $1,000,000 liability insurance. County taxes will be split among barn owners. A request for a stable community representative to monitor accuracy of County assessment process was suggested. Security was discussed.  

Subcommittee reports were given. General maintenance about potholes, locks, electricity, and compost were shared. Long term plans about the reserve and replacement of the upper arena, and the footing maintenance of the lower arena were discussed with the arena subcommittee. Electronic gate committee will attend a finance meeting to present proposal.

Open forum discussion included the rental of the red barn, and improvement use of entire stable property.

New business was discussed.   Three waivers were presented and voted upon in support of sending the waivers to the ECIA Board.

Discussion items were: Charter changes that represent the current committee, fly predators ordered, fly predator volunteers needed, Community Day August 1st, volunteers needed for organizing Community Day, new ideas for Community Day, barn inspection date April 20th.

Next meeting: June 17th.

The meeting adjourned at 9:13.

 

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STABLE COMMITTEE

December 9, 2014

The Eldorado Stable Committee regular business meeting was held on

Tuesday, December 9, 2014, at the Eldorado Community Center.  Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, and Elsa Kloess. The meeting was called to order at 7:02pm.

Minutes of the previous meeting were approved.

The report of the Liaison was given. Manure bills will be mailed by December 13.  Water will be read on December 31st.

The report of the General Manager was given. Scraping, re-curve ditches and minimal grading will begin on row three.  David Yard asked for input from the community on a burial lot off 285. 

Subcommittee reports were given.  General Maintenance discussed electronic gate hours and warranty, current locks and electricity to the main gate. 

New business was discussed.   The ECIA Board is strongly considering an increase in insurance to 1,000,000 in coverage.  They would like input from the community.  A community member recommended that the ECIA require proof of trailer insurance.  ECIA representatives said no.

Discussion items were: writing a new charter that represents the current committee, billing schedule, speeding, and a holiday party.  Lisa Bissone said she would schedule a holiday party.

Next meeting: March 3rdth.

The meeting adjourned at 8:31.

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 Eldorado Stable Committee

Tuesday,  September 16, 2014,

at the Eldorado Community Center.  Committee members present were: Alice Griffin, Karen Cameron, Pat Donahue, Tara Debevec, and Elsa Kloess. The meeting was called to order at 7:05pm.

Minutes of the previous meeting were approved.

The report of the Liaison was given. Horse burial will continue as present practice but is not a long term solution.  Not all paperwork from barns is in.

The report of the General Manager was given.  ECIA would like to bill earlier for the fly predator and manure removal.

Subcommittee reports were given.  General Maintenance informed that notice to barn owners will be given stating owner is responsible for cutting weeds that are left after the crew mows.  Electronic gate committee member will present gate proposal to the Finance Committee.  A member of the Stable Committee will present the 2015 budget request and discuss the upper arena's place on the long term Replace and Repair budget at the Oct. 22nd Finance meeting. Signage Committee informed that five speed limit signs will be placed in the stable amenity.

Committee discussed road improvement for long range planning.  Clarification for rules of adequate stall, barn, and corral space was discussed.  The committee discussed an increase in proof of residence for barn sharers. Clarification of the Liaison’s position was discussed. An invitation for new Board members to tour the stables was planned for Oct 26th.  The committee discussed security’s purpose and future.

Next meeting December 9th.

The meeting adjourned at 9:43.

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Eldorado Stable Committee Business Meeting Minutes

Thursday, June 24, 2014

The meeting was called to order at 7:03pm

Those in attendance were, Elsa Kloess, Patricia Donahue, Alice Griffin, Karen Cameron, Julie Lubke, Luci Wienczkowski, Amanda Kimera, Joe Loewy, Carol Loewy, Lisa Darling, Tara Debevec, Debra Norman and Pam Henline

1. A quorum was established.

2. An amended agenda was approved.

3. Minutes from the August 2013, and April 2014 meetings were approved.

4. ECIA Liaison Pam Henline gave her report.

5. The General Manager’s report was given by Pam Henline.

6.Sub-committee reports were given:

            a. General Maintenance report  and Signage by Alice Griffin

            b. Electronic Gate  report by Luci Wienczkowski

            c.Open House report by Pat Donahue

7. Items brought forth in the Open Forum:

            a. Barn re-inspection letter

            b. Fire Safety, Exit Gates and Phone tree in event of emergency

c. Security Gate and Locking

8. New Business: Tara Debevec was nominated and approved to be on the Stable Committee.  A  proposal was made to have fly predator and manure billed per horse. Light fixture repair was discussed.  DiAna will be sending out second letters about missing paperwork.

9. Discussion Items addressed were:

4th of July parade

Lower arena maintenance

Stable inspection update

Budget

Role of the ECIA Liaison

New Alternate Liaison

Article about the Rodeo Royalty

Next meeting date  September 25.

The meeting was adjourned at 8:37pm.

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Eldorado Stable Committee Business Meeting Minutes
Wednesday April 9, 2014

The meeting was called to order at 7:05pm

Those in attendance were Gretel Underwood, Elsa Kloess, Patricia Donahue, Alice Griffin, Joe Loewy, Carol Loewy, Lisa Darling, Brian Bennett, Arlene Mayer, Tara Debevec, Debra Norman and Pam Henline

1. A quorum was established.

2. An amended agenda was approved.

3. Draft minutes from the last meeting (August 2013) will be sent out within the next week for comment.

4. ECIA liaison Pam Henline gave her report.

5. The General Manager’s report was given by Brian Bennett. Bill Donahue was not in attendance.

6. There were no sub-committee reports.

7. There were no issues brought forth in the Open Forum.

8. New Business: Arlene Mayer, Lisa Darling and John Cox(not in attendance) presented their requests for a waiver to Rule V, Section C. The committee voted to recommend to the ECIA Board that these waivers be approved.

9. Discussion Items addressed were:
Fly Predator Program for 2014
Signage revamp
Electronic gate
Stable Committee volunteers/nominations
Stable Open House
The billing cycle for stable assessments and stable inspections were covered under other reportsThe meeting was adjourned at 8:15pm.
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Eldorado Stable Committee Business Meeting Minutes
Wednesday August 28, 2013

The meeting was called to order at 7:05pm

Those in attendance were Gretel Underwood, Elsa Kloess, Patricia Donahue, Alice Griffin, Ed Moreno, SuAnne Armstrong, Bill Donohue and Pam Henline

1. A quorum was established.

2. An agenda was approved.

3. Approval of the minutes from July 24, 2013.

4. ECIA liaison Pam Henline gave her report.

5. The General Managers Bill Donahue gave his report.

6. Sub-committee reports.
Manure – SuAnne Armstrong presented.
Maintenance – Gretel Underwood presented.
Arenas – Pat Donahue presented.
Gate – Ed Moreno presented.

7. There were no issues brought forth in the Open Forum.

8. No New Business.

9. Discussion Items addressed were:
2014 Budget
Upper Round Pen safety issues.
2013 Community Day

The meeting was adjourned at 8:15pm.
 

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Approved August 28, 2013

ECIA Stable Committee Meeting, July 24, 2013

On July 24th, 2013 the ECIA Stable Committee held its regular monthly meeting in the Conference Room.

Gretel Underwood called the meeting to order at 7:01pm.  A quorum was present with Gretel Underwood, Ed Moreno, and Elsa Kloess.  Karen Cameron, Alice Griffin and Pat Donohue had excused absences.  Also present were Pam Henline, Bill Donahue, Julia Jarvis, Scott Voorhees, Carol Loewy, Joe Loewy, Julie Lubke, Lynn Mabray, Jan Burnham, Lucy W…, Debra Norman, and Tommie, Brasel.

Elsa made a motion to approve the agenda as amended, unanimously approved

Elsa made a motion to approve the minutes of the June 13, meeting, unanimously approved.

Pam Henline gave the ECIA Liaison report:  Ed Moreno and Pat Donohue we are approved by the ECIA board as new stable committee members.  Jean Calzada resigned from the ECIA board. The third barn inspections took place on July 15.  Thanks to the barn who stepped up their repairs. Three barn owners have so far not complied.  Information on the wording of the new insurance requirements is emerging.  It may be recommended that the requirements for insurance may be raised to $1,000,000.  An ad hoc committee in close communication with Pam will work on finishing the wording of the rules rewrite project.  The preliminary budget for the stables is due in September.  The stable committee is asked to comment to Bill about possible changes.  Pam has done some review and research on the ECIA stable amenity and is proposing to add one or two more locations for new manure piles. 

Bill Donohue gave the ECIA General Manager report.  He would like input on necessary road work.  He will send out information about evacuation plans in case of fire.  He is aware that weeds are coming up and asks to please be patient since Brian is working throughout Eldorado to keep up.  He is hoping to post a schedule when mowing is taking place.  A report from Raven Hicks and security that the gates are generally locked when checked. 

Sub Committee Report:

Gretel reported for  Jacqueline Garcia on the amenity signage.  Signage: Jacqueline, with the help of Joe Loewy put together a spreadsheet with a map and photos to document the current existing signs. They are hoping to eventually move the signs to where they are most visible and facilitate safety.

Ed Moreno had nothing to report about the automatic gate.

Gretel reported for maintenance that in the shade near the lower arena had been improved to “lounge”.  A Juniper tree had been trimmed right next to the lower gate to make riding through easier.

Old Business:

Francis Aull, who was nominated as a new stable committee member has withdrawn her request, no vote was necessary.

New Business: 

Jan Burnham requested a variance regarding her upcoming move from Eldorado and a lack of barn at the new property.  It was recommended that she put the request in writing and announce with a sign that her barn is for sale.

Elsa made a motion to conditionally approve the variance request of Jan’s.  Ed Moreno seconded the motion and the vote passed.

Discussion Items:

The 4th of July parade had a few questionable safety issues regarding baby strollers, dogs and goats.  In the future a designated vehicle may have to separate horses and riders from the rest of the parade

Open Forum:

The lower arena harrow was observed left in tangles outside the place of containment

The horse and rider crossing sign is off of its post and lying in the vegetation.  The county needs to be informed again about this.

Gretel Underwood adjourned the meeting at 8:07 pm

Respectfully submitted by Karen Cameron

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Approved June 25, 2013

Date: June 11, 2013

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held its monthly meeting on June 11, 2013 in the Conference Room.  Gretel Underwood called the meeting to order at 7:00pm.  A quorum was present with Gretel Underwood, Elsa Kloess, Karen Cameron and Alice Griffin.  Also in attendance were Bill Donohue, Pam Henline, Ed Moreno, Pat Donohue, Jacqueline Garcia, Arlene Mayer, Joe Loewy, Carol Loewy, Julie Lubke, Amanda Kimera and Francis Aull.

Gretel made a motion to approve the agenda.  Agenda was approved.  Karen made a motion to approve the minutes for the April 30th meeting.  Minutes were approved.

Pam Henline, ECIA Board Liaison, gave the liaison report.  

Bill Donohue gave his General Manager’s report.  New numbers are ordered for the barns.Barn numbers will be installed by the ECIA on each barn.   Lock was changed on Highway 285.  Maintenance crew is going to focus on fire concerns on Highway 285 side.

Open Forum/ Discussion Items

Open Forum:

  • An email will go out to the community to remind everyone to tumble the lock on the gate. 
  • Minutes of the meeting were requested to be sent to attendees.
  • Bill Donohue will check into the replacement of the horse crossing sign on Avenida Eldorado. 
  • Francis Aull requested that her name be taken into consideration for membership to the stable committee. 
  • Carol Loewy requested that her name be taken into consideration for membership to the stable committee. 
  • Francis Aull and Amanda Kimera raised issue concerning their inspection report.

Discussion Items:

It was discussed it was recommended

1.Touch up work on upper arena-Footing needs to be taken out and redistributed by the corner gate. Work to be done January at latest. 
2.New signage for the amenity-Jacqueline Garcia volunteered to make a map of current signage.
3.4TH of July Parade- Parade starts at 10:00 am. Meet at 9:30 a.m. on Tasa Court. .Excellent opportunity for Community outreach
4.Condition of lower arena- There was discussion of bringing in fill dirt to firm up a corner in the lower arena. 

5.Possible Capital Improvement request for electric gate-Ed Moreno will head the Gate committee to investigate feasibility.
6.Separate turnout arena - there was discussion of a turnout only arena if there is enough interest from the community

7.Comments process for rules revisions and comments on the rules revisions-still taking comments until the 29th of June.  Request to itemize changes instead of sending all 18 pages.
8. Propane water heater –discussion of safety.  Recommendation of removing propane tanks during fire season if they still have propane in them.

Added to Agenda –

9.  Charter-  not working on it until the rules are finalized.

10.Trailer parking –there was a discussion concerning trailer parking.

Follow up inspection is scheduled for Monday, June 17.

·       Gretel Underwood adjourned the meeting at 8:40.

Respectfully submitted by Karen Cameron

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Date: April 30, 2013

El Dorado Stable Committee Meeting Minutes

 

The ECIA Stable Committee held its regular monthly meeting on April 30th, 2013 in the Conference Room.  Gretel Underwood called the meeting to order at 7:00pm.  A quorum was present with Gretel Underwood, Elsa Kloess, and Alice Griffin.  Karen Cameron had an excused absence.  Also in attendance were Bill Donohue, Pat Donohue, Jeanne Calzada, Joe Loewy, Carol Loewy, Julie Lubke, Frances Aull, Dina Seigel, Laurie Shea, Mike Linder, Eric Chambers, and Debra Norman from the red barn.

Alice made a motion to approve the agenda.  Unanimously approved.  Elsa made a motion to approve the minutes for the October 30th meeting.  Unanimously approved.

Bill Donohue gave his General Manager’s report.  He stated that fire season is here.  Work on the fire breaks by the maintenance crew will continue.  He asked that everyone be proactive to keep the stable amenity neater and cleaner.  For this purpose a trailer will be made available for barn owners to deposit any trash and cut branches.  Bill also stated that the results of the stable survey had been tallied and that he would send them out to the stable community.

Sub-Committee reports

•                  Arenas

•          o         Pat let us know that the lower arena got worked was serviced on April 30th.    The Upper Arena is being maintained on a regular basis meaning 2-3 times per week.  However it might be needing “a little tweak” to maintain the investment.

 

•                  General Maintenance

•          o         Gretel reported for the fly predator program that the first distribution of parasitoids had gone well thanks to Jennie, Tommie, Gin Ellen, and Tara. Then Gretel gave an overview of maintenance projects of the previous four months.

•                  A new gate code had been set

•                  A community hydrant had been installed near the water main to act as a backup emergency hydrant.

•                  Dead trees had been cut on the West side nearest the arroyo.

•                  The footing in the round pens had been leveled and worked on

•                  Low hanging branches on the third road had been cut to improve visibility and access for motorists.

•                  Old straw bales had been removed from near US 285

•                  The trail course had been cleared of training tools so that the maintenance crew was able to remove old weeds and pallets

•                    New Business

•         •           Alice made a motion to accept the current draft of the new rules and regulations and present it to the General Manager for review.  The motion was unanimously approved.

•         •           Alice made a motion to nominate Ed Moreno as a new committee member.  The motion was unanimously approved by the committee.  Jean Calzada the acting ECIA Board liaison was unsure as to whether he could be nominated after attending only three working meetings.

Discussion Items / Open Forum

•                  A date was set for the stable inspections.  It was agreed to start at Barn #1 on Thursday May 16th at 9am.  It was clarified that the person's present have to be the  Committee Chair, a member of the Committee, the General Manager, and the ECIA Board liaison.  A barn owner/sharer may be present during the inspection of their own barn.

•                  It was discussed if fire extinguishers should be made mandatory at every barn.  A recommendation for fire extinguishers and a copy of the fire prevention document are to be included in the next draft of the new stable owner welcoming letter.

•                  It was also discussed that liability forms for riding guests will be made available at the bulletin board.  Trainers working at the stables will need their own insurance.  The ECIA office will have to be provided with current copies.

•         Dina volunteered to help the committee tally the comments on the rules revisions.

•         Frances volunteered to help the committee rewrite the charter.

•        

•                    Gretel Underwood adjourned the meeting at 8:20pm

________________________________________________________________

Summary of Working Meetings 2013

Dear Stable Community,

As you know, our last three meetings were working meetings. However, we wanted to let you know what we have been working on.

 

On January 28th we caught up with some of the goings on occurring at the stables at year's end. Present were Alice Griffin, Karen Cameron, Gretel Underwood, Elsa Kloess, Pat Donohue, Bill Donohue, Ed Moreno, Amanda Kimera, Joe and Carol Loewy, and Dag Ryen with his lovely wife.

Gretel informed us about some maintenance projects, amongst others, a drainage that was designed to take runoff water past the gate of the lower arena, and directly into the arroyo.

It was mentioned that the Thanksgiving Weekend Open House was a great success with an estimated 100 visitors, and to be repeated next Thanksgiving.

Some time was spent discussing the recent troubles with the water system and how to solve them.

Other items discussed were the annual report, the maintenance report, the information packet to be sent to the stable community, and behavior issues at the stables.

We started on a line- out for the rules and regulations rewriting project.

On February 26th we continued to line out which of the rules were most important to get worked over first. Present were Gretel Underwood, Alice Griffin, Karen Cameron, Elsa Kloess, Bill Donohue, Ed Moreno, Julie Lubke, Carol and Joe Loewy.  

By March 26th we had some major progress. Present were Karen Cameron, Alice Griffin, Gretel Underwood, Elsa Kloess, Lynn Mabray, Ed Moreno, Bill Donohue, Pat Donohue, Julie Lubke, Joe and Carol Loewy. We have created a first draft of revisions that we continue to work on. We are held up by a few technicalities, like waiting for the GM to meet with the ECIA insurance broker, so that we get the wording right on the segment concerning insurance issues. Also, we are waiting for the results of the recent survey to come in, and integrate that information.

Obsolete rules are being deleted, wording is being simplified, new ideas for rules are being considered.

Also, Pat Donahue gave an update on the upper arena.  All is well there. The lower arena is due for some more specific maintenance.

We follow the rule rewrite process, which is spelled out in the 2006 Stable Charter.   

    This is the process we are strictly following, it is from Working Procedures, item #6. 

   Changes to the Eldorado Stable Rules and Regulations shall be:

    (a) Developed by and voted on by Committee members (THIS is where we are right now)

    (b) Provided to the General Manager for review  (We just sent Bill his copy)

    (c) Provided to the ECIA Board for review and approval, and then

    (d) Provided to horse owners for a 30 day review period

  At any point in this review process, the committee is charged with addressing, resolving, or considering any comments from any of the aforementioned people

     (e) ECIA Board has final review and approval.

Elsa Kloess

______________________________________________

 

THERE WAS NOT A MEETING FOR NOVEMBER, DECEMBER OR JANUARY

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Date: October 30, 2012

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held its regular monthly meeting on October 30th, 2012 in the Conference Room. Gretel Underwood called the meeting to order at 7:05pm. A quorum was present with Gretel Underwood, Elsa Kloess, Alice Griffin, and Karen Cameron. Also in attendance were Bill Donohue, Pat Donohue, Joe Loewy, Carol Loewy, and Julie Lubke.

Elsa made a motion to approve the agenda. Unanimously approved. Karen made a motion to approve the minutes for the September 25th meeting. Unanimously approved.

Jan Deligans was not available to give the ECIA Board Liaison report. She resigned from her ECIA Board position earlier in the week.

Bill Donohue gave his General Manager’s report. He stated that the new trail access to the El Dorado Preserve was mostly finished. The trail is accessible from the 101 trail head. It is exposed to the South and should therefore be open all Winter. He invited everyone to please enjoy and use the new trail.

The Stable Committee would like to thank everyone who worked on this project especially members of the Stable Community: Doug Armstrong, SueAnn Armstrong, Frances Aull, and Tommie Brasel.

Sub-Committee reports •

Arenas

• Pat Donohue reported that the footing in the Upper Arena is doing fine. She stated that Brian and the Maintenance Crew are very helpful and doing a great job on the weekly maintenance.

• General Maintenance

• Gretel reported that weeds had been cut in the walkways between the corrals and around the Main Gate. The fire break behind the stables on the western end of the amenity had been worked on. Brush had been stacked and removed. Some of the roads had been graded and some base coarse had been added.

Open Forum

• Joe Loewy requested a revision of the current turnout policy in the Lower Arena. He suggested an increase of the turnout time limit from 10 minutes, if no one is waiting, to 20 minutes.

Discussion Items:

• The creation of a stable member information packet was discussed. This was to be done in cooperation with the General Manager.

• An Open House at the Stables is planned for the weekend after Thanksgiving with a provisional rain date for the following weekend. Open barns, pony rides, photo ops for the holidays and hot cider and/or hot chocolate were discussed.

• Tasks and assignments regarding the stable amenity were discussed. Among those were the possibility or necessity for a stable cleanup day, and the fly predator program.

• The process of the re-writing of the rules and regulations was discussed. It was agreed to simplify the process.

Alice Griffin adjourned the meeting at 8:05 PM.

Elsa Kloess

 

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Date: September 25, 2012

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held its regular monthly meeting on September 25th, 2012 in the Living Room.  Gretel Underwood called the meeting to order at 7:05pm.  A quorum was present with Gretel Underwood, Elsa Kloess, Alice Griffin, and Karen Cameron.  Also in attendance were Bill Donohue, Jan Deligans, and Pat Donohue.

Alice Griffin made motions to approve the agenda and the minutes for the August 28th meeting.  The motions were unanimously approved.

Jan Deligans gave the ECIA Liaison report.  Jan stated that the tour of the Stable Amenity for the ECIA Board members and their families was a great success.  The Stable Committee succeeded in raising the Board member’s awareness of the Stable Amenity. 

Bill Donohue did not have a specific General Manager’s report.  He did however bring up the issue of a need/request for a facilitated meeting.  This and other options were discussed.  Gretel reminded the group of the process to lodge concerns and complaints that was put into place in July of 2010.  She suggested sending out another copy to the Stable Community.

Sub-Committee reports

·         Arenas

o   Pat gave an update on the Upper Arena.  She stated that the depth of the footing is within parameters.  She is hopeful that it will settle as expected.  Regular dragging will be the key to good maintenance.  She also stated that a major safety issue has been addressed by completing this project.  Even and consistent footing has been put in place to make safe riding possible.

o   Lower Arena: Alice reported that manure has been put into the Lower Arena.  The surface is settling nicely and seems to be working out well.

·         General Maintenance

o   Gretel reported on Brian’s proposal to consider a product called “Weed Guard”; a type of fabric to be put down in the walkway aisles between the horse corrals.  It would be an effort to install but might be a long-term improvement to the Amenity. 

o   Cutting of tall weeds right next to barns might be an issue for some horses and water hydrants.  Barn owners are asked to maintain those areas as well as to clear wheelbarrows, mounting blocks, hoses, and other things from the vicinity of their barns.  They will receive prior notice to inform them that the weed-cutting crew is scheduled to come by.

o   The request to the Board about more hours for maintenance during Summer will not be taken to the Finance Committee.

o   Herb Siegel will replace the missing pole at the main gate.

Open Forum

·         N/A

Old Business:

·         N/A

New Business:

·         N/A

Discussion Items:

·         Carol Loewy has written a draft to welcome new stable owners.  This will be edited and sent out.  An idea was discussed to mail an information packet from the Stable Committee to the Stable Community that would contain an agreement form to be signed and returned to the ECIA Office, a review of the complaint and concerns process, and a request for input about new rules and guidelines.

·         There is still and ongoing problem with speeding at the Stables.  Bill Donohue will send out notification letters.

·         Following up with the status of the barn inspections, Gretel and Brian will give those people that need to make repairs a thirty-day notice.

·         The upcoming road maintenance will be discussed with Ken Blake.

·         Since the stable tour for the ECIA Board members was such a success an open house at the stables will be planned for the weekend after Thanksgiving.  Hot cider and a fire in a barrel were discussed.

·         Dina Siegel wrote and sent a thank you note to the trail work group volunteers.  The Stable Committee would like to recognize and thank the following members of the stable community who helped in building this trail.

o   Alice Griffin

o   Jenny Dunn

o   Doug and Loretta Armstrong

o   Sue Anne Armstrong

·         The rule and guideline re-writing project is scheduled for presentation to the ECIA Board this next Spring.

·         The Stable Committee meeting in December will be canceled.

Gretel Underwood adjourned the meeting at 8:45 PM.

____________________________________________________

 

Date: August 28, 2012

El Dorado Stable Committee Meeting Minutes

 

The ECIA Stable Committee held its regular monthly meeting on August 28, 2012 in the Conference Room.  Gretel Underwood called the meeting to order at 7:05pm.  A quorum was present with Gretel Underwood, Elsa Kloess, Alice Griffin, and Karen Cameron.  Also in attendance were Pat Donohue, Carol Loewy, and Julie Lubke.

Lisa Bessone and ECIA General Manager Bill Donohue had excused absences.

Alice Griffin made motions to approve the agenda as amended and approve the minutes for the July 31st meeting.  The motions were both unanimously approved.

Jan Deligans gave the ECIA Liaison report.  Jan stated that ECIA Board has new members and all the Board positions have been filled.  Proposed covenant changes have been written and are on the way to the printers.  The ballots for the covenant changes should be in El Dorado homeowners mailboxes by September 8th which will then be voted on by homeowners in El Dorado.   On Monday September 17th at 7pm the ECIA Board will have its working board meeting.  The ECIA Stable Committee is invited to be present.

Sub-Committee reports

·         Arenas

o   Upper Arena: Pat informed the Committee that the work on the footing is scheduled to start on September 10th.  She will keep everyone informed.  The Lower Arena is scheduled to be worked on at the same time.  Tim Trimborne offered the lowest bid and will be performing the work.

o   Lower Arena: An unofficial log on Lower Arena use was presented by Gretel.  This log was intended as an informal snapshot of how the Lower Arena is utilized on a day-to-day basis.  The log tracked which days of the week and the times of day that the arena was used.  It also tracked the types of activities that took place; riding, ground work on a line, and turnout.

o   Personnel: Pat, Alice and SueAnne are all working on behalf of the arenas.  They are encouraged to consult with Deena Joseph, former Head of the Arena Subcommittee.

·         General Maintenance

o   Gretel reported that more weeds have been cut.

o   The latch on the gate of the Upper Arena has been realigned and is now fixed.

o   The Lower Round Pen has had all the goatheads removed.

Open Forum

·         No reports

Old Business:

·         The subject of the election of officers was tabled.

New Business:

·         No reports

Discussion Items:

·         The snakebite incidents at the Stables were a onetime occurrence.  A request will be made to the ECIA Board for an additional allocation of maintenance scheduling during the summer months. 

·         In order to welcome new stable owners and occupants a letter will be sent to them.  Carol, being a new stable owner, volunteered to draft such a letter.

·         Alice volunteered to draft a letter recruiting more volunteers for the Stable Amenity.  Two more Committee members are needed.  Volunteers are needed to do various jobs but do not necessarily have to join the Stable Committee.

·         Dina Siegel will write a thank you note to the trail work group for improving equine access to the El Dorado Preserve.

·         Karen Cameron will write a thank you note to the volunteers working on the fly predator program.

·         Pat Donohue will keep everyone at the stables informed about the schedule of the Arena improvements.

·         Dealing with speeding at the stables is still a difficult issue.  Some improvement has been noted since the Stable Committee’s recent letter went  out.  Jan Deligans offered to talk to the General Manager about enforcing the rules.  No conclusion was reached about speeding by manure customers and visiting strangers.

·         On September 17th the Stable Committee will have a meeting with the ECIA Board.

·         The Committee discussed making a request to the Finance Committee to increase the annual maintenance budget.

·         The most recent copies of the rules and regulations re-writing project will be distributed for revision first by the Committee members then the stable community and then to the ECIA Board for approval.

·         Tina Carr was recognized for her tremendous effort to create safe access to the Preserve across Vista Grande and US 285.  Unfortunately the arroyo between the Stables and the US 285 crossing is permanently fenced off and not accessible to the stable community.

Gretel Underwood adjourned the meeting at 8:30pm.

______________________________________________________________

Date: July 31, 2012

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held its regular monthly meeting on July 31, 2012 in the Foyer.  Gretel Underwood called the meeting to order at 7:05pm.  A quorum was present with Lisa Bessone, Gretel Underwood, and Elsa Kloess.  Also in attendance was ECIA General Manager Bill Donohue, our new ECIA board liaison Jan Deligans, Alice Griffin, Pat Donohue, Karen Cameron, Julie Lubke, Susan Sylvester, and Jacqueline Garcia.

Lisa Bessone made a motion to approve the agenda as amended.  Unanimously approved.

Lisa made a motion to approve the June 26th, 2012 meeting minutes.  Unanimously approved.

Jan Deligans gave the ECIA Liaison report.  Six people are running for two open ECIA Board seats.  The selection process takes place on Thursday the 9th of August.  The budget calendar starts in late August and goes through the Fall.  Bylaws are being updated, please see the eldoradocommunity.org website for details.  The budget proposal has been approved for the Upper Arena footing.  Pat Donohue was acknowledged for her significant contributions towards the Upper Arena footing project.

Bill Donohue gave the ECIA General Manager’s report.  He reminded the Committee to complete and submit the budget according to scheduling requirements. 

Sub-Committee reports

·         Arenas

o   Upper Arena footing: Funds from the replacement budget will be used to replace the footing in the Upper Arena.  Small rubber bits will be purchased from the best bidder.  Pat Donohue has created a plan and will coordinate with Bill Donohue.  Pat will stay in email contact with the Stable Committee and Community about scheduling.

o   Lower Arena:  Gretel and Sue Anne Armstrong will coordinate the upgrade of the footing with the application of manure.  Sue Anne was acknowledged by the Committee for her work on the manure removal project.

o   Personnel: Pat Donohue is heading-up the Arena Subcommittee. She will be working with Deena Joseph, Alice Griffin, and Sue Anne Armstrong.

o   Lower Arena usage policy was discussed: a conversation ensued concerning utilization of all arena facilities, maximizing the use thereof and how our current arena use policy affects the stable community.  A distinction was made between a policy (or guideline) such as the Arena Use Policy and a Stable Rule or Regulation.  The possibility of establishing a time limit during certain “rush hour” periods was discussed.

o   Lessons:  Bill Donohue reminded everyone that professional trainers from outside the Community must have a one million dollar liability insurance policy.  Guests who bring a horse to ride at the ECIA Stables need to sign a liability waiver.  El Dorado residents who are not barn owners are entitled to ride their horses at the ECIA Stables.

·         Budget and Administrative

o   The 2012 maintenance and expenditures budget needs to be reviewed. 

o   The Stable Committee may have to request an increase in the yearly maintenance budget.

Open Forum:

·         Jacqueline Garcia reported on a bobcat sighting in her backyard in broad daylight.  She stated that her house is very close to the Stables and that there are children and pets in the area.

Old Business:

·         The subject of the election of officers was tabled.

New Business:

·         Gretel made a motion to nominate Karen Cameron to become a member of the Committee.  Unanimously approved.

·         Gretel made a motion to re-nominate Alice Griffin to become a member of the Committee that was also was unanimously approved.

Discussion Items:

·         A meeting between the Stable Committee and the ECIA Board has been requested and a possible date in September has been proposed.

·         The dog policy for El Dorado states that dogs will be on a leash on the Amenities, on a leash or under voice control in the greenbelts and the El Dorado Preserve.  The ECIA dog policy deliberately does not specify how dogs are to be controlled at the Stable Amenity. 

·         The distribution of the Minutes, until otherwise noted, will occur one month following the previous meeting.  An electronic copy will be submitted to the ECIA office to be posted on the ECIA website at that time by the ECIA office staff.  (Neither the Secretary nor Stable Committee members will be responsible for publishing the Minutes on the ECIA website).

·         Rules and Regulations:  No further activity to report at this time.

·         In response to incidents he witnessed personally and otherwise observed Nicholas Frost appeared at the meeting to review previously submitted written materials intended for review exclusively and privately by the Committee.  Mr. Frost’s concerns ranged from safety issues to the infringement upon Stable owners rights by certain individuals.  He urged the Committee to consider establishing a policy to prevent persons from engaging in unsafe motor vehicle operation and other practices at the Stables.  He concluded by suggesting that it was important that Stable owners have equal protection under the law and free from harassment and intimidation by persons demonstrated to have elicited a response from law enforcement for antagonistic behavior towards fellow community members.

Gretel Underwood adjourned the meeting at 8:33pm.

_______________________________________________________________________________

Date: June 26, 2012

El Dorado Stable Committee Meeting Minutes

 

The ECIA Stable Committee held it’s regular monthly meeting on June 26th, 2012 in the Annex building.  Chair Deena Joseph called the meeting to order at 7:10pm.  A quorum was present with Deena Joseph, Gretel Underwood, Lisa Bessone, and Elsa Kloess.  Also in attendance were ECIA General Manager Bill Donohue, our new ECIA board liaison Jan Deligans, Alice Griffin and Pat Donohue.

Lisa Bessone made a motion to approve the agenda as amended.  Unanimously approved.

Lisa made a motion to approve the March 27th, 2012 meeting minutes.  Unanimously approved.

Deena Joseph officially welcomed Jan Deligans who is the new ECIA Board liaison to the Stable Committee.  Jan stated that the ECIA Board elections have taken place. Two places on the Board are still open and two appointments are going to be made.

Bill Donohue reported that Stable fees are due and also that some Barn owners proof of insurance is outstanding.  An email will be sent out to the Community as a reminder.  Work has been done to make trail #101 more rideable.  1.8 miles of easily walkable trail has been flagged.  Volunteers are needed for upcoming workdays, the dates will the announced.

Sub-Committee reports

·         Gretel reported on general maintenance:

o   Most weeds have been cut, more cutting is needed near the front gate and at the side gate.

o   Barn inspections are scheduled for the end of the week June 25th.

·         Budget and Administrative

o   Concerning budgeting, it was reported that the West road (along barns #1 through #4) was due to be improved this year.

o   A volunteer is still needed to collect the budgetary information from the ECIA office and present it to the Stable Committee.

Open Forum:

·         No activity was reported.

Discussion Items:

·         Gretel Underwood made a motion to add Alice Griffin to the ECIA Stable Committee.  Unanimously approved.

·         Election of officers proved difficult since not enough people are currently available for the Stable Committee.  A membership drive was encouraged to fulfill the quorum requirement.   Deena resigned from her position as Committee Chair.  Elsa will continue to write minutes.  Existing Stable Committee members will share duties as needed.

·         It was discussed that communication and follow-up between the ECIA Board, the General Manager, and the Stable Committee is necessary and very important.

·         Regarding the upper arena footing plan, since the footing needs to be replaced more frequently than the base Bill Donohue recommended that Pat Donohue make a request to the Board to separate the replacement of the base and the footing on the budget plan.  Deena made a motion that Pat assume leadership of the Arena Subcommittee which was unanimously approved.

·         Discussion regarding other budgeting included the maintenance of the lower arena.  It was recommended that manure be added to improve the footing.  It was also recommended to ask for an increase in the maintenance budget to  rent the heavy equipment and hire operators to work on it three times per year.

·         Finally an email from the ECIA General Manager and the Stable Committee to the Stable Community was discussed.  It included:

o   reminders regarding fire prevention and evacuation preparedness

o   the welcoming of new barn owners and people sharing barns.

o   ECIA Stable fees are due

o   Water system replacement installment payments are due

o   Proof of insurance is due

o   A stable work day is to be scheduled

o   A date for stable inspections is to be set

o   Information on the Fourth of July parade

The meeting was adjourned at 8:35 pm by Deena Joseph.

________________________________________________________________

No meeting was held in April or May 2012

__________________________________________________________________________________

Date: March 27, 2012

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held it’s regular monthly meeting on March 27th, 2012 in the living room.  Chair Deena Joseph called the meeting to order at 7:10pm.  A quorum was present with Deena Joseph, Gretel Underwood, Lisa Bessone, and Elsa Kloess.  Also in attendance were Alice Griffin and Pat Donohue. 

General Manager Bill Donohue had an excused absence.

Gretel made a motion to approve the agenda as amended.  Unanimously approved.

Lisa made a motion to approve the minutes for the January 31st, 2012 as amended.  Unanimously approved.

Sub-Committee reports

·         The Stable Calendar had a few items listed for March:

o   Fly predators need to be ordered

o   Evaluate and re-work the footing for round pens and arenas

·         Stable Calendar items listed for April:

o   Remove all manure

o   Put out fly traps

o   Begin predator distribution

o   Request weeds be cut

o   Barn fees due

·         Gretel reported on general maintenance:

o   The lower arena footing has deep holes and will be addressed on Thursday

o   The lights and electricity (outlets) were repaired

·         The following budgetary report was delivered.  Administrative items were mentioned as follows;

o   A volunteer is still needed to collect the budgetary information from the ECIA.

Open Forum:

·         The back road is on the maintenance schedule for this year.

Discussion Items:

·         Pat will put together a plan on the upper arena footing for Bill Donohue to review.

·         A final version of the rules and regulations document is being drafted.

·         fly predator dispersal will be conducted by Lynn, Jenny, and Jan.

The meeting was adjourned at 8:06pm by Chair Deena Joseph.

____________________________________________

Date: January 31, 2012

El Dorado Stable Committee Meeting Minutes

 

The ECIA Stable Committee held it’s regular monthly meeting on January 31, 2012 in the foyer.  Chair Deena Joseph called the meeting to order at 7pm.  A quorum was present with Deena Joseph, Gretel Underwood, and Elsa Kloess.  Also in attendance were Alice Griffin, Pat Donohue, and General Manager Bill Donohue.

 

Lisa Bessone had an excused absence.

 

Gretel made a motion to approve the minutes for the December 2011 meeting as written.  Unanimously approved.

 

Sub-Committee reports

 

·         The Stable Calendar had a few items listed for January:

o   committee elections were coming up

o   room reservations for the monthly meetings needed to me made for 2012.

o   horse inventory forms were due from all barns.

·         Stable Calendar items listed for February:

o   The annual report to the ECIA liaison was due on February 10th.

o   The fly predators need to be ordered.

·         Gretel reported on general maintenance:

o   A light needed to be fixed at the main gate, maybe a solar light will be added.

o   The lower round pen needed harrowing.

 

·         The following budgetary report was delivered.  Administrative items were mentioned as follows;

o   someone is needed to pick up the finance reports from the ECIA office.

o   A big thank you needs to go out to Sue Anne Armstrong for her manure management and saving us a lot of money.

Open Forum:

 

·         The election of officers should take place during the next meeting, openings are available.

·         The issue of the horse inventory forms being applicable or not will be deferred for consideration at the next meeting.

 

Discussion Items:

 

·         The footing of the upper arena has been evaluated by Pat with the help of Caroline Stevenson. A maintenance proposal has been introduced.

·         Other budgeting: it was determined that the issues of footing and base need to be split in the ECIA budget plan.  A vehicle to maintain the arena needs to be considered.

·         Training course update: needed fence material has so far been priced too high, Alice will keep looking for used materials at lesser cost.

·         The rules and regulations rewrite is likely ready for review by next month.

·         The fly parasitoid program of 2012 will be conducted like last year with the use of the dispersal stations.  Arbico will be the supplier.

 

The meeting was adjourned at 8:35pm by Chair Deena Joseph.

__________________________________________________________________

Date: December 6,  2011

El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held it’s regular monthly meeting on December 6, 2011 in the foyer.  Chair Deena Joseph called the meeting to order at 7pm.  A quorum was present with Jan Burham, Deena Joseph, and Elsa Kloess.  Also in attendance were Alice Griffin and Pat Donohue.

Lisa Bessone and Gretel Underwood both had an excused absence.

Jan Burham made a motion to approve the Agenda as amended.  Unanimously approved.

Jan made a motion to approve the minutes of November’s meeting.  Unanimously approved.

Sub-Committee reports

  • Jan reported on the Stable Calendar that a crosscheck with the ECIA office was due to verify financial information.
  • Jan reported on the budget.  So far this year’s budget line item allocations were as follows.
    • items covered by Barn owner dues:
      • Water $7,103.36
      • Manure removal $3,143.00 (as of October 29, 2011)
      • Fly program $1,297.30
  • The following additional line items are covered by General Funds from the ECIA dues;
    • Port-A-Potty $924.44
    • Road Maintenance $1,607.66
    • Electricity $522.29

Open Forum:

Jan announced that she will resign from the Committee as of January 1st, 2012. 

Discussion Items:

  • Pat gave an update on her proceedings regarding the upper arena footing , budget and replacement schedule.
  • Jan gave an update on the trail course.  She stated that it is still a work in progress, however some things have been finished with the help of 4-5 volunteers.  Stakes still need to be set to anchor a few things down, and the mailbox needs to be set-up. 
  • Alice gave an update on the training course.  Planning is still in progress, but with the help of more volunteers the use of the facility will be maximized in a positive manner.
  • With regard to the rules and regulations rewrite project, Pat stated that she is very pleased with the document.  It is “appropriate and consistent”, and soon ready for review.
  • Barn members are asked to check their water meters on a regular basis to make sure that they do no have a potential leak.

The meeting was adjourned at 8:20pm by Chair Deena Joseph.

_________________________________________________________________________________

November 1, 2011
El Dorado Stable Committee Meeting Minutes

The ECIA Stable Committee held it’s regular monthly meeting on November 1, 2011 in the living room. Chair Deena Joseph called the meeting to order at 7pm. A quorum was present with Jan Burham, Gretel Underwood, Deena Joseph, and Elsa Kloess. Also in attendance were Alice Griffin, Pat Donohue, Bill Osher, and Bill Donohue.

Jan Burham made a motion to approve the Agenda as amended. Unanimously approved.

Bill Osher reported there was no new business as ECIA liaison.

Bill Donohue reported no new business for the General Manager’s report.

Sub-Committee reports

• Jan reported that no items were on the stable calendar for November.
• Gretel reported that for General Maintenance the lights at Barn #5 had been corrected. Also, the manure pile next to the Main Gate kept creeping towards Bessone’s barn and to please dump to the right.
• Jan reported on the Budget. So far this year’s budget line item allocations were as follows.
o items covered by Barn owner dues:
 Water $5,970.05
 Manure removal $2,688.00
 Fly program $1,297.30
• The following additional line items are covered by General Funds from the ECIA dues;
 Port-A-Potty $752.60
 Road Maintenance $1,607.66
 Electricity $479.59

Discussion Items:

• Pat will be heading a sub-committee regarding the upper arena footing. She will be working with the General Manager about figures and timelines.
• Gretel will put in writing and post guidelines regarding the use of the lower arena. There will be a ten-minute limit for turnout if someone is waiting. There will be no time limit for riding, lessons, lunging, or in-hand work. Sharing is encouraged and the use of proper etiquette is to be supported by the ECIA.
• Other budgeting: There will be no capital projects this year unless it is a safety issue. All funds are very tight and money needed will have to come out of the maintenance funds.
• Trail Course Presentation: some underutilized space near Lisa Bessone’s barn is to be improved with a mailbox, cavaletti in a circle, a dirt-filled tire, etc. The project is still undergoing consideration. Volunteers are needed.
• Training Course Presentation: Another under utilized area is going to be improved near Barn #4. A bank with different heights may be created and incorporated with jumps from the arroyo. A fence may have to get moved, or replaced with panels. Permanent structures and movable jumps are being considered.
• The possible creation of a trailhead linking to the old horse trail: volunteers are needed to contact the conservation committee to work on a possible connection of trailhead #1 to more suitable trails into the El Dorado Preserve.

Jan made a motion to approve the September Minutes that were then approved unanimously.

The meeting was adjourned at 8:42pm by Chair Deena Joseph.

_______________________________________________________________________________

El Dorado Stable Committee Meeting Minutes September 27, 2011

On September 27, 2011 the ECIA Stable Committee held its regularly monthly meeting in the Living Room. The meeting was called to order at 7pm by Chair Deena Joseph. A quorum was present with Deena Joseph, Gretel Underwood, and Elsa Kloess. Lyn Janiga and Lisa Bessone were both expected a few minutes late. Jan Burham had an excused absence. Also present at the meeting were Alice Griffin and Pat Donohue who was recommended as new committee member. Bill Donohue was not present.

Gretel made a motion to approve the agenda as amended unanimously approved.

Deena made a motion to approve the minutes of July’s meeting unanimously approved.

Bill Osher was not present to give the ECIA liaison report.

Gretel gave the report on general maintenance. Brian, the ECIA maintenance person, only has a very limited amount of time available to accomplish all chores at the stables. We will ask for a few more hours of his time per week. Some lights have not been working properly for some months.

Deena gave the budget report. So far this year’s budget line item allocations were as follows;
o water $5,041.99
o electricity $428.11
o Porta-Potty $585.20
o road improvement $1,607.00
o manure removal $2,688.00
o fly program $1,297.30

Discussion followed on the following topics:

o the rules and regulations rewriting project is arriving at a final version that then will be shared with the public.
o The lower arena use will be clarified by posting a copy of the new guidelines at the bulletin board. General guidelines are:
 A time limit on turnout of 10 minutes if other people are waiting for its use
 There is no time limit for riding, lessons, lunge-line or in hand work.
 Everyone is encouraged to share the space.
o A Fall Community Day is planned by hosting Linda Tellington-Jones student Andrea Dean to give a clinic. All proceeds will go to the Pony Club Scholarship Fund. The public is encouraged to participate. Fees are;
o $125 per day or $40 to audit the full day or $20 to audit ½ day.
o The discussion regarding trails at Los Vaqueros has been closed. No discussion will take place via the General Manager and the ECIA Board. This decision has been made without the Stable Committee and the Stable Community nor the Conservation Committee. Please call Bill Donohue for more information.
o Bill Donohue is still awaiting a formal request for a variance from Julie Lubke.
o Budget requests will have to go to the General Manager this week regarding any replacements or capital improvement. $1,000.00 in additional funds for the maintenance budget per year was considered in addition to $1,000.00 for the road budget. The idea of a project budget was brought up.
o When dumping your manure please make sure to dump as far away from neighboring stables as possible. And please do make the extra effort to dump directly on the manure pile and not ten feet away from it.
o Discussion followed on a proposal for a trail course and obstacle course and a multi-discipline area to be developed in designated areas at the Stable Amenity.

The meeting was adjourned at 9:05pm.

 

________________________________________________________________________________

Minutes
Eldorado Stable Committee Meeting
May 31, 2011
The regular monthly meeting for the El Dorado Stable Committee was held on May 31st
2011 at the ECIA Community Center.
Deena Joseph called the meeting to order at 7:00 pm. A quorum was present with
Gretel Underwood, Lyn Janiga, Jan Burnham, and Elsa Kloess. Bill Donahue, ECIA
General Manager and Julie Lubke were also in attendance. Lisa Bessone had an
excused absence.
Jan Burnham made a motion to approve the Agenda as amended, unanimously
approved.
Gretel Underwood made a motion to approve the minutes from April's meeting,
unanimously approved.
Bill Osher is the new ECIA liaison and was not in attendance.
Committee Reports:
 Stable Calendar – Jan:
◦ Riders are needed for the 4th of July Parade.
◦ Manure removal was scheduled and removed.
◦ A calender item for weeds to be cut was acknowledged, however the ECIA
maintenance crew has already been working on this.
◦ The first water system payments are due in July.
 General Maintenance Report – Gretel:
◦ Letters for the completed barn inspections still need to be sent out.
◦ The ECIA trash trailer will be back for large items and tree branches.
◦ Reflector posts near the bulletin board need to be installed.
◦ The old ECIA truck needs to have the trash removed because it is blowing all
over the stables and 285.
 Budget Report – Jan: The following has been spent as of May 9th 2011.
◦ Port-a-Potty $418
◦ Road maintenance $3,150.00
◦ Water $1,878.97
◦ Electric $220.07
◦ Manure removal $1,418.00
◦ Fly program $1,297.30
New business: Election of Officers
Deena Joseph was elected as Stable Committee Chair. Lisa Bessone was elected as
Vice Chair. It was decided amongst the committee members to share all other duties.
Discussion:
Gretel is working on a draft for fire evacuation and safety procedures. Lyn was present
at the recent Fire Safety Talk held at La Tienda. This information will be integrated into
Gretel's fire and safety procedures. Everyone is encouraged to take individual initiative
and make their own arrangements. If necessary, evacuate early and err on the side of
caution.
Rules may need to be revised in terms of mixed materials and repairs when barns are
for sale. The rules should reflect the practice.
When barns are vacant for over six months the General Manager will send a letter to the
person(s) in violation.
Barn owners and their guests can use any arena for lessons. Barn owners can bring in
instructors for their lessons. Guests that bring their own horses for the day must sign a
liability waiver and deliver to the General Manager.
Julie Lubke expressed concern over a "seminar" or "clinic" she believed was taking
place on May 27, 2011 in the upper and lower arenas.
Her complaints were:
1) People driving in and out of the stables and leaving the gates open.
2) Guest horses coming in without health certificates and Coggins tests.
3) The seminar was creating confusion everywhere.
The responses to these concerns were:
1) People may come and go at the stables as it is a public facility with privately
owned barns/corrals and horses. The main gate was left open for extended
periods of time that day by a group practicing emergency trailer loading and
hauling as well as a few guests unfamiliar with our gate policy.
2) There was only one guest horse and it was not required to have a health
certificate nor a Coggins since only visiting for the day.
3) The “seminars” were actually lessons being given to two Eldorado horse-owners
with a few people observing.
Bill Donahue, ECIA General Manager clarified that there were no rule or policy violations
relating to May 27, 2011, except the liability waiver was forgotten.
Lyn Janiga, Barn #32 is hosting a TGIF party for everyone on June 17th at 5:30 pm.
Please bring beverages and chairs.
Instead of a regular meeting on June 28th it is recommended to have a working meeting
to finish the Rules & Regulations document.
The parade on the 4th of July will be held at 10:30 am therefore horses will need to be
ready at 10:00 am. Riders are asked to stay on the roads (please do not walk or ride
across private property). We welcome and encourage volunteer(s) to come forward to
organize riders for the 4th of July Parade.
Deena adjourned the meeting at 8:05 pm.

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Minutes for Eldorado Stable Committee Meeting on April 26th, 2011

The regular monthly meeting for the Eldorado Stable Committee was held on April 26th, 2011 at the ECIA Community Center.

Jan Burnham called the meeting to order at 7:08 pm.

A quorum was present with Gretel Underwood, Lyn Janiga, Jan Burnham, Deena Joseph, and Elsa Kloess. Lisa Bessone joined Later.

Gretel made a motion to approve the agenda as amended, unanimously approved.

Gretel made a motion to approve the minutes of the meeting in March, unanimously approved.

Tom Wilson gave his last ECIA liaison report.

Jan reported for the Stable Calendar that officers needed to be elected in May. Barn inspections are scheduled for April 29th, and manure removal has been scheduled.

Gretel stated for the General Maintenance Report that a couple of items needed fixing, and that the ECIA trash trailer would be available until April 29th, if not longer, and ought to be used for big trash items.

Deena reported for road maintenance that Ken Blake was working on a bid to put 4” base course on one of the stables roads. This needed to be negotiated with Bill Donohue.

Jan reported on the budget, that the following had been spent as of April 26, 2011: Port-A-Potty $334.40, Water $1,503.63, electric $171.52, manure removal $1,118.00 and fly program $1,216.80.

Discussion followed including the following items. Fire-wise behavior is encouraged. Be prepared for a possible event. You are responsible for your own horses during an event. The phone tree will be revised and put into place.

Barn inspections are on Friday April 29th.

In order to have fly predators distributed in your corrals, liability waivers must be signed. A distribution plan was agreed upon, however it is not being carried out exactly as planned.

If there are any complaints, please go through the Committee and follow the specially created process.

Since the Stable Amenity is open to all of El Dorado it is not feasible to restrict traffic to horse owners vehicles only.

Barn parties will be held at Lyn’s in June and at Gretel’s in July. We are looking for a host for August.

The meeting was adjourned at 08:40 pm by co-chair Deena Joseph.

Elsa Kloess

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Minutes for Eldorado Stable Committee Meeting on March 29, 2011

The regular monthly meeting for the Eldorado Stable Committee was held on March 29th, 2011 at the ECIA Community Center.

Chair Deena Joseph Called the meeting to order at 7:07pm.

A quorum was present with Lisa Bessone, Jan Burnham, Lyn Janiga, Gretel Underwood, and Elsa Kloess.

Gretel Underwood made a motion to approve the minutes of February’s meeting, unanimously approved.

Deena Joseph made a motion to approve the agenda as amended, unanimously approved.

Tom Wilmot was present and gave the ECIA Liaison Report.

Bill Donahue gave the General Manager’s Report:
The bills for the new water system will go out in June, please pay within 30 days. It will be for $310,- this year, and again $310,- next year.
A date is needed for the yearly barn inspections.
There are still Horse Registration Forms missing, to be handed in to the ECIA office.

Jacqueline Garcia presented the AdHoc Water Subcommittee Report.
ECIA staff will check individual water meters for the yearly water bill.

Thank You’s were expressed by the co-chairs, and the committee to Bill Donahue, Tom Wilmot, Max Scott and his workers, and SuAnne Armstrong and the AdHoc Water Subcommittee for a job well done, finishing the new water system.

Deena Joseph stated that at this point the work on round pen and lower arena was completed in her report on Arena Maintenance.

Gretel Underwood gave her report on General Maintenance.
New reflectors are installed at the water main.

Jan Burnham reported on the Budget that so far this year was spent: for water $1194.44; for electricity $123.15; for manure $1118,-; for the fly program $1216.80; for the portapotty $250.80.

Jan and Deena stated for the Stable Calendar Report that Horse Registration Forms are due, proof of insurance is due, and a date is needed for the annual barn inspections. The first fly parasitoid delivery was due on April 4th, and a request needed to be made to the ECIA for the weeds to be cut at the stables in May.

The Fly Program Report was given by Lyn and Jan. A meeting was held with Patrisha Mayer, who wanted to change how the distribution of parasitoids to volunteers for the Option B group took place. However, it was established that Option B members were not to receive parasitoids in zip top bags.
Deena called for a motion to continue with the plan that had been created during last months regular meeting, and remain with the set Options A and B.

Discussion followed on various topics:
One was regarding etiquette when turning out horses in the lower arena.
Another was how items are to be placed on the agenda.

During the Open Forum the Rules and Regulations Rewrite Meeting was scheduled for April 5th, 6:30pm. The barn inspections were tentatively scheduled for the end of April. A clean up day was suggested before that date.

The meeting was adjourned at 8:43pm by co-chair Deena Joseph.

Elsa Kloess
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Minutes for EL Dorado Stable Committee meeting on February 23, 2011

The regular monthly meeting fro the Eldorado Stable Committee was held on February 23rd, 2011 at the Clubhouse.

Chair Deena Joseph called the meeting to order at 6:45pm. A quorum was present with Lyn Janiga, Jan Burnham, Gretel Underwood, and Elsa Kloess. Lisa Bessone joined later

Jan Burnham made a motion to approve the minutes of the January meeting, unanimously agreed.

Gretel Underwood made a motion to rename the items “old business” and “new business” on the agenda as “Discussion Items”. Unanimously agreed.

Deena Joseph made a motion, unanimously approved, to accept the agenda as amended.

Tom Wilmot was present for the ECIA Liaison Report, requesting feedback on the Sustainability Committee and reporting on ECIA activities like new guidelines, the candidates meeting in April and repair and replacement projects around the amenities. Mr. Wilmot also reported that Julie Lubke’s attorney had contacted the ECIA and its attorney.

The Ad Hoc Water Report and the Manure Management Report were not submitted since SuAnne Armstrong had notified the committee that she could not be present at the meeting as she would be out of town.

The Arena Subcommittee report/Arena maintenance update was given by Deena Joseph. The first part of the project, the upper arena, is completed. The lower arena and round pen are scheduled to be completed after the water project is finished and the weather gets better. These projects are still funded out of last year’s budget. Discussion followed regarding maintenance of the arena and round pen footing.

Gretel Underwood said there was nothing to add to the maintenance report.

The budget/administrative report was given by Jan Burnham. One electric bill has been received for January 2011 for $44.80. Two water bills have been received in 2011, one for January at $416.43, and one for February 2011 at $373.97.

Discussion followed regarding some electrical repairs and bills from late in 2010.

The Stable Calendar was reviewed by Deena Joseph and Jan Burnham, pointing out that horse registration forms and proof of liability insurance are due to be handed in to the General Manager.

Other discussion items were the scheduling of the rules and regulations re-write meeting plus an overall status report on the project.

It was suggested that markers needed to be installed in the roads to prevent the new water lines from moving above the frost-line due to road maintenance and erosion.

Fly Predator program proposals were given by Patrisha Mayer and Lyn Janiga: Patricia presented the program she spearheaded where trained volunteers entered private corrals and distributed predators. Lyn presented an alternative—hatching stations—a new technology whereby larvae were placed in cocoons hanging safely to the address liability and privacy concerns of individuals entering private corrals while still supporting the fly predator program, so important to the at large Eldorado community.

The committee suggested that each barn in the community should choose the option they are more comfortable supporting during the 2011 fly season. Jan agreed to inform the at-large stable community about the agreed two options in an e-mail and solicit their responses.

Jan agreed to share her findings when a majority of barn owners responded.

Jan Burnham made a motion, then unanimously approved, for the shipment of parasitoids to Patrisha Mayer from the Arbico Program for $1,260.00

Chair Deena Joseph adjourned the meeting at 8:55pm.

Elsa Kloess

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Eldorado Stable Committee Minutes for January 24th, 2011

The regular monthly meeting of the Eldorado Stable Committee was held on January 24th, 2011, at 7pm, at the Eldorado Clubhouse. The meeting was called to order by Chair, Deena Joseph, and there was a quorum present( Lyn Janiga,Jan Burnham,Elsa Kloess, and Gretel Underwood) Lisa Bessone had an excused absence. The Minutes of December meeting were approved as amended. The ECIA Liaison was not present and there was no report submitted. There were four sub-committee reports given. The Ad Hoc Water Committee report was given by Su Anne Armstrong as was the Manure Management report. The Arena Sub-committee report was given by Deena Joseph and the Maintenance report was given by Gretel Underwood.

There were no motions made under New Business or Old Business.

There was discussion about the following topics: The water bill for 2010 was close to $12,000. With the new metered system, it was advised that barn owners check their own meters regularly. Jacqueline Garcia has volunteered to read meters several times per year.

Under Manure management, it was announced that the 2010 bill of approximately $3700 was half of what it was in 2009, due to a better trucking service and increased demand for manure in our community. A suggestion to spread manure on riding footing in the Stable area was also discussed.

It was also reported that the lights were recently repaired, that new training aids had arrived, and the round pen and arena footing were about to be reworked.

There were further discussions about a working stable calendar and a stable budget update to be presented at every regular meeting..Jan Burnham volunteered to be the budget liaison between the ECIA office and the Stable Committee.

There were also discussions about the Fly Predator Program, drainage on stable roads after the water system installation, an adequate ECIA vehicle to do stable maintenance, recruitment of volunteers for non-committee tasks, and where the possible buried treasure is, at the stable amenity.

The meeting adjourned at 9:02 pm.

Respectfully submitted by,
Gretal Underwood 

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  Eldorado Stable Committee Business Meeting Minutes

Monday, December 13, 2010at the ECIA Community Center 

 A) Call to Order

Lisa Bessone, Stable Committee Co-Chair, called themeeting to order at 6:30pm.

 B)  Roll Call

There was a quorum:  Deena Joseph & Lisa Bessone,Co-Chairs, with committee membersSuAnne Armstrong  and Lyn Janiga.  Gretel Underwood and Elsa Kloess had excused absences.  Others in attendance were Jan Burnham and Mark Liming.

 C)  Approval of Minutes

There was no business meeting in November.

On a motion by Su Anne and seconded by Lyn, the minutes of 10/25/2010 were approved as amended. 

Sub-Committee Report 6-Arenas was corrected to read “ Deena reported that Ken Blake of Santa Fe Dirt Works will redistributed sand in the upper arena (removing some if necessary) and will work on the corners in the lower arena.”

 D)  Approval of the Agenda

On a motion by Su Anne, seconded by Lyn, the agenda was approved with the addition of fly predators to the sub-committee reports.

 E)  ECIA Liaison Report

No liaison report as Tom and Bill were attending the Board working meeting.

 F) Sub-Committee Reports

            1 - Water

  • In the last 10 days, 6 contractors were contacted about the water system project.  3 of them met with Bill and/or Su Anne at the stables to review the project and 2 have confirmed they plan to submit a bid.  37 of 38 statements of support for the new system were returned, 2 included conditions regarding spending caps, the payback period and a final accounting of costs.
  • The stable water bill YTD is $11,731.27 (11 months). 2010 usage (approx 430,000 gals) is up from 2009 (355,000) but equal to 2007 and less than 2006.
  • Repercussions for horse owners who forget to turn off their water were discussed and Lisa will consult with Bill.

            2 - Manure Management

Net cost to barn owners for removal in 2010 is $3776.91 down from $6,385 in 2009.

            3 -  Arena

The work planned to begin 12/7 was rescheduled when the laborers (ECIA maintenance crew) assisting the heavy equipment operator did not show up; rescheduled for 12/14.

            4 - Maintenance

Gretel was not present to give the report.

            5 - Fly Control

Discussion of the information Frances Aull, volunteer coordinator, presented for the 2011 program yielded more questions.  Lisa will consult with Frances.

 G)  New Business

            1 - Proposal for a new rule by Julie Lubke, Barn #3

“All barn cats must be neutered/spayed, kept up-to-date on their annual vaccinations, and all documentation proving such must be kept in the barn owner’s file at the ECIA.  With regard to abandoned cats, Barn Owner, where cat has located itself, shall call Animal Control and request that they neuter/spay said cat (Animal Control has already stated that they will come out and neuter/spay a barn cat free of charge.).”

            After much discussion the committee decided against a rule suggesting instead that this be covered in a set of guidelines being prepared as part of the Rules and Regulation rewrite.  Everyone is reminded that they are responsible for their animals at the stables:  dogs, cats and equines.  Remember, too, that The Eldorado Responsible Dog Ownership Policy covers all Eldorado community property including the stables.

            2 - Variance request by Karen Cameron, Barn #2

Article 10.1c requires all barns and hay storage facilities to be in line with all other barns in that row.  On a motion by Su Anne, seconded by Lyn, the committee voted to not support this variance request made to the ECIA Board.

            3 - New Member

Having met the criteria of attending 3 meetings within 6 months, the committee voted unanimously to recommend Jan Burnham to the Board as the newest member of the Stable Committee.

 H)  Open Forum

            Su Anne announced her retirement from the Stable Committee.

               

K)  Adjournment

            Adjourned at 7:40pm.

 Respectfully submitted by                                                        

Su Anne Armstrong, Secretary

 Approved 1/24/2011