Welcome-ad-hoc-Committee-minutes

Ad Hoc Welcome Committee Minutes

May 13, 2020

Virtual via Zoom 12:00-1:00 P.M.

Attendance:

Tana Monaco, Kathy Cashiola, Missy Smock, Sandra Young

Rachel Turnbough (HOAMCO Staff)

Staff Liaison, Carol Sanguinetti, Board Secretary

Welcome

Tana Monaco opened the meeting welcoming those in attendance attending on Zoom. 

Agenda Review:

Minutes from the April 22nd meeting were approved along with this meeting’s agenda.

Actions:

Given the changes to daily living due to the pandemic, there was a follow-up discussion about holding the date of July 4th to combine ECIA celebrations with the first Welcome kickoff. Many ideas were discussed about other participants, such as shops, Library, Senior Center, El Dorado Community School, EACA and others.  Committee members were asked to volunteer in helping organize the event and we agreed.  Rachel Turnbough was asked to send a list of the most recent previous participants and an approximate number of attendees.  It was agreed that the date would remain on the calendar until May 31st for a final decision. The committee will review this again at the next meeting.  Welcome Receptions will probably have to be tabled until sometime later in the year.

Carol Sanguinetti followed up with the Board on two questions from our last meeting:

#1 We received permission to add the Welcome Committee’s “IMPORTANT INFORMATION SHEET” to HOAMCO’S new resident mailing and place in a prominent position, so as not to be lost in the paperwork: . 

#2 A budget of $500 for the Welcome Committee has been approved.

The Committee decided to move forward on plans for reaching new residents with key information:

#1 Members of the committee have continued to update drafts of the critical information needed immediately by new residents to fit on a 8 ½ x 11 sheet that can be submitted to HOAMCO to be included in an electronic mailing that HOAMCO currently sends to new residents.  Kathy Cashiola and Mary Lee Morgan will work on finishing this up ASAP.  Kathy Cashiola will forward the final draft to the committee before sending the final document electronically to HOAMCO via our Board liaison, Carol Sanguinetti.

#2 The committee set July as the timeframe for assembling and then distributing the “Welcome” bags to new residents.  It was also decided that we would concentrate on new residents who have closed escrow in the last three months.  Rachel Turnbough provided the list of new residents during the meeting. [Subsequently, she sent a list of all new residents in 2020 which totaled fewer than 50.]

Kathy Cashiola showed a turquoise paper bag (8 x 10 x 4) to be used for the “Welcome” bags, and it was decided that our flowering yucca design printed on a sticker for the front with a hand-written card attached would be appropriate.  It was suggested that we consider having our new e-mail address printed on the bottom of the card would be useful: Eldoradowelcome@gmail.com.  Sandra Young volunteered to be the contact to check the e-mail site for inquiries and forward any items/questions that need committee input. 

It was also decided to provide seeds (rather than a plant) plus brochures, maps and other materials in the bags.  Missy Smock has put together a list of ideas for bag inclusions and will forward this to the committee.  Kathy Cashiola also showed us several maps/brochures for consideration.

We agreed to delay asking local merchants for discounts/items for these bags until the economy improves.  Nancy Sulzberg has volunteered to contact merchants on our behalf when we are ready to pursue that. 

Next Meeting:

The next Welcome Committee Meeting is

June 10, 2020 from 12:00-1:00 p.m.

Adjourned: 1:10 pm

Ad Hoc Welcome Committee Minutes

April 22, 2020

Virtual via Zoom 12:00-1:00 PM

Attendance:

Tana Monaco, Kathy Cashiola, Mary Lee Morgan, Sandra Young,

Carol Sanguinetti, (ECIA Board liaison), Jessica Collins (HOAMCO Staff liaison)

Welcome

Tana Monaco opened the meeting welcoming those in attendance, which also included four members from the Eldorado Community attending via Zoom. 

Agenda Review:

Minutes from the March 25th meeting were approved. New committee member, Sandra Young, was approved by the Board and officially added to the committee. 

Actions:

Given the changes to daily living due to the pandemic, there was a follow up discussion about holding the date of May 31st from 1:00-3:00 pm for the Welcome Reception kickoff. It was agreed that the date and reserved space at the ECIA Community Center would remain on the calendar until May 1, 2020.  The committee will review this again at the next meeting and, if needed, set an alternate date for the welcome reception.

Members of the committee submitted updated drafts of key contact lists for newcomers. The materials include resources, services, businesses, events and information for new residents of Eldorado.  It was decided that the committee put together the critical information needed immediately by new residents to fit a two-sided card that can possibly be submitted to HOAMCO and included in a mailing they currently send to new members.  Kathy Cashiola and Mary Lee Morgan will work on this project.

Carol Sanguinetti, Board Secretary, agreed to present to the board 2 items for action:

#1 Ask the Board about permission to add the welcome card to HOAMCO’S new resident mailing; and

#2 Follow up with the Board regarding a budget for the Welcome Committee.

The Committee decided there should be a 3-pronged approach for contacting/distributing information to new Eldorado residents:

  1. Distribute the critical services card (see above).
  2. Personal contact from a committee member welcoming new residents with a basket/box of a small plant/gift, additional service lists, maps, brochures/discounts from local merchants. Date of delivery to be determined.
  3. Quarterly or bi-annual Welcome receptions (based on number of new residents).

Tana Monaco asked all committee members to put on their creative hats and come up with ideas for the gift basket/box to keep expenses to no cost or as low as possible.  Ideas were discussed about adding a cutting or contacting our local gardening/cactus groups for a donation of a plant and asking local merchants for a discount for new residents.

Sandra Young submitted a design to be used for the Welcome Committee materials.  As the ECIA board has now asked for submissions from the public for one logo to be used on all ECIA materials, Sandra submitted the flowering yucca design as a possible contender.  If another selection is made for the official logo, the Committee decided to use the yucca as a design element for the Welcome materials.

Next Meeting:

The next Welcome Committee Meeting will be May 13, 2020, 12:00-1:00 p.m.

Adjourned: 1:10 pm

Ad Hoc Welcome Committee Minutes

March 25, 2020

Virtual via Zoom 12:00-1:00 P.M.

Attendance:

Kathy Cashiola, Tana Monaco, Missy Smock, Carol Sanguinetti (Board Secretary) and Jessica Collins (HOAMCO staff)

Welcome

Tana opened the meeting welcoming those in attendance, which also included members from the Eldorado Community in attendance on Zoom. 

Minutes

Minutes from the March 11th meeting were approved.

Actions

  • Board liaison Carol Sanguinetti reported that the ECIA Board approved the addition of Kathy Cashiola, Mary Lee Morgan and Missy Smock to the committee.
  • Sandra Young, who attended the meeting, expressed interest in serving on the committee. Her name will be submitted to the Board for approval.
  • Missy Smock made a motion to elect Tana Monaco as Chair of the Welcome Committee, which was seconded by Kathy Cashiola. The Chair will serve for one year after which time a new Chair will be elected. Tana’s name will be submitted to the Board for approval.
  • There was a discussion about the committee’s proposed draft charter. There were no suggestions for change, so this will be sent to the Board for review and approval.
  • Given the changes to daily living due to the pandemic, there was a follow up discussion from the March 11th meeting about holding the date of May 31st from 1:00-3:00 pm for the Welcome Reception kickoff. It was agreed that the date and reserved space at the ECIA Community Center would remain on the calendar for this date. The committee will review this again in a month.
  • The committee is in process of reviewing and updating a compilation of materials for newcomers that were shared by the Information Committee. The materials include resources, services, businesses, events and information for new residents of Eldorado. Committee members will be submitting updated drafts to the committee for review and fine tuning so the most updated resources can be included in the Welcome Packet. Sue Daniels, who serves on Eldorado 285 Recycles, joined the discussion and indicated that their services and information are being revised and updated for the packet.

Next Meeting:

The next Welcome Committee Meeting will be April 22, 2020, 12:00-1:00 p.m.

Adjourned: 1:03 pm

Ad Hoc Welcome Committee Minutes

March 11, 2020

12:00-1:00 P.M.

Attendance: 

Tana Monaco, Kathy Cashiola, Mary Lee Morgan, Missy Smock, Diana Oliver, Staff Liaison, Carol Sanguinetti, Board Secretary

Welcome and introductions:

Tana opened the meeting with thanks to all for volunteering to help initiate this Ad Hoc committee for new residents. After introductions, Tana passed out agendas and a draft Charter for the Welcome Committee.

Agenda Review:

All in attendance said they are happy to be a part of this step forward to officially form a Welcome Committee in our community.  No one could recall any “Welcome Packet” presented to newcomers in recent years.  Most Welcome Letters came in Homeowners’ Packets and those were only basic introductions to the residents.  Discussion began with some review and ideas for the process ahead:

  • Date of new resident in community (6 Mos-1Yr)
  • How to conduct a personal welcome and present Welcome Packet/small gift?
  • Working with ECIA to confirm number of residents
  • When and how to host receptions at ECIA center
  • Receptions funded through ECIA
  • Personal invites/letters sent to New Resident for reception

Action:

Prospective committee members (pending Board approval) were asked to review the draft Charter before the next meeting.  It was decided to have a rotating secretary each month rather than one responsible for the whole year.  It also was agreed that meetings at this time will be on the 2nd Wednesday each month or as needed.

A compilation of materials for newcomers provided by the Information Committee was shared. Attendees will review and update materials as needed and share at next meeting. The updated materials will be included in the new Welcome Packets and be distributed at the Welcome Receptions too.

There was discussion about selection of a Committee Chair.  The general consensus was to rotate the Chair like the Secretary position and it would be adjusted as necessary.

It was decided to set a Welcome Reception kickoff date of

May 31, 2020 from 1-3:00 p.m. at the ECIA Community Center.

Next Meeting:

The next Welcome Committee Meeting is

March 25, 2020 from 12:00-1:00 p.m.

 

Adjourned:  1:15 pm