Minutes - Stables Committee

MINUTES OF THE JULY 16, 2020 BUSINESS MEETING OF THE ELDORADO STABLE COMMITTEE

 

  1. Time and place. The July 16, 2020 business meeting of the Eldorado Stable Committee (“the ESC”) was held on July 16, 2020 on Zoom and was called to order at 7:05 pm by the Chair of the ESC.  Copies of the Agenda, Calendar and past meeting Minutes were emailed to everyone before the meeting. The Chair Report, Event Development re Snake Awareness proposal and Stable Financial Report, were emailed to all participants during the meeting. The Zoom meeting was recorded.
  1. Quorum, Attendees, Agenda. A quorum of ESC members was present, specifically Amelia Adair, Gretel Underwood, Deena Joseph, Karla Lauritsen and Tara Debevec.  In addition to ESC Members, ESC Board Liaison Carol Sanguinetti, HOAMCO Staff Mike Rogers and Rachel Turnbough, and the following barn owners were present: Carol Loewy, Alice Griffin, Lisa Bessone, Elizabeth Matthews, and Kelly Smith. Amelia Adair presided as chair of the meeting. Tara Debevec served as Secretary.

The Agenda was adopted as prepared.

  1. Minutes. The Minutes of the June 2020 ESC Business Meeting were previously approved by e-mail; there were no corrections to those Minutes.
  1. Stable Story. Amelia Adair recognized and thanked Stable volunteer Doug Armstrong for constructing our new bridge and helping with the new trail course. She additionally thanked the stable community members who welcomed the new horses to barn 6 with a “shower” of donated items and welcome gifts.
  1. Open Forum. Barn owners present were invited to raise issues and questions. No issues were raised.
  1. Chair’s Report. The Chair’s report was delivered in writing.
  1. ECIA Report. Mike Rogers, the ECIA Operations Manager, reported on the following topics: generally weekly maintenance occurs on Wednesdays; road work happening soon; electrical box on Tree Rd will be performed by the electrician; arroyo fence work next month; new cameras have been ordered; need materials for dumpster screening. He also answered questions from ESC members and barn owners regarding additional electrical outlet possibilities by main gate and gave a better understanding of electrical components and usability. He requested that ESC members give him as much advanced notice as possible for maintenance need requests.

Rachel Turnbough, the ECIA Administrative Assistant, gave the following billing update: meter reading occurs during the first week of the month, processing and invoicing are then completed and bills go out during the last week of the month. She is still trying to correct billing issues and discrepancies. Carol Sanguinetti volunteered to help her create a better document merging system to correct errors. Additionally, Rachel clarified her role in the distribution of the new barn owner packets. The ESC will help develop a checklist for barn sales and streamline distribution of information to new barn owners.

Carol Sanguinetti, ESC Board Liaison, gave the following board update: Board meetings will now be held on the fourth Monday of the month and a new Board member may be coming soon.

  1. Old Business. The following items of old business were discussed:
    • Trail Course project status – Gretel Underwood

Course in use, people are happy! Thanks to volunteers: Herb Siegel for the new pool noodle element, Jenny Dunn and Alice Griffin for the flags and Doug Armstrong for the bridge. Currently working on replacing trot poles.

  • Arroyo trails project status/Amenity maintenance status – Deena Joseph

Working on merging regular maintenance needs with projects that are overdue for the maintenance crew’s schedule. Once they are caught up, it will be easier to have regular maintenance tasks completed in a timely manner. “Arroyo trail coming along nicely to reach its best potential usability for all.”

*It was brought up that we need a welcome sign with hours of operation/how to operate the automatic gate, so that the community doesn’t feel shut out. (People don’t know how to get in.)

  1. New Business. The following items of new business were discussed:
    • Safe Snake Handling training, equipment – Karla Lauritsen
    • Snake handling training will have to wait until Covid-19 restrictions ease.
    • Community Day planning –Amelia Adair
    • Since community day cannot happen this year in person due to the pandemic restrictions, it was suggested that we make a barn tour “Community day” movie. Tara Debevec volunteered to organize this project. Ideas are welcomed.
    • Gardener Match program status – Amelia Adair
    • Gardener match is happening, but more can be done to be more sustainable. We need a volunteer to be the coordinator of increasing sustainable use of our manure resource.
    • Trainer Rules, possible clarifications – Amelia Adair
    • Need to develop clarifying rules for trainers offering lessons to community members who are not barn owners. Trainer Lindsay Lechner is now offering lessons to Eldorado children at the Stable.
  1. Action Item Summary: The following action items were assigned during the meeting:

Action Item

Responsible Person

Deadline

Create stable bill automation system

Carol S., Rachel

Next meeting

Check into electric box at main gate

Mike R.

Next meeting

Need a manure coordinator volunteer

   

ESC work w/ Rachel T. on barn sale process and website updates

Amelia

Next meeting

Sign for main gate re opening

Amelia

Aug. 15

Begin planning Community Day movie

Tara

October

  1. Adjournment. The meeting was adjourned at 8:17 pm. By: Tara Debevec, Secretary 7/23/20