September 18, 2015 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting September 18, 2015
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, September 18, 2015, at the Mosca Community Building at 5:30 PM.
Board Members Present: Jack Zeman, Erin Smith, Wayne Ross, Troy Campbell and John White. Tyra Barnes and Anna Dvorak were absent but prior to the meeting Tyra gave her proxy to John White and Anna gave her proxy to Wayne Ross for voting purposes at this meeting. Administrator Cindy Chapman was present as well as member Bob Kirkham.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes from August 21, 2015: Erin Smith moved to approve the August 21, 2015, minutes as presented. Troy Campbell seconded and the motion carried unanimously with proxies.
Approval of Bills to be Paid: Wayne Ross moved to approve the bills as presented. Erin Smith seconded and the motion carried unanimously with proxies.
Administrator’s Report: Administrator Cindy Chapman presented the following list of her activities over the past month:
8/24/2015: (4 Hours) Update Board Policy Index. Email Index and Minutes to Terri for posting on website. Deposit to Bank. Lot consolidation approval emailed to ACLU and Wrobel. Lot consolidation resolution prepared for Kirkham. Scanned and emailed George document to Board. Answered Debi Yund email on status of dues for Unit 2-Block 26-Tract 1, currently owned by Su-Lien Chang.
8/25/2015: (5 Hours) Updated A/R balances on existing accounts and sent to Carlton Collections. Lien releases filed with County Clerk. Breakdown of Cooley invoice emailed to Jack. Transcribed August minutes. Posted Fire and Governance Committee meeting dates and information on website.
8/26/2015: (2 Hours) Revise minutes. Sent Bill Werner correspondence on lot purchased from Claudia Makaike as only paid late/lien fees and not dues for 2015. Phone call returned to Amy Symons concerning Chang account @ 303-331-7969. Obtained contact information for Personal Representative of Chang estate to try and collect back dues. Letter was drafted along with invoices and sent to PR. Payment has been made and account is current.
8/27/2015: (1 Hour) Follow up with Alamosa State Bank on deposit slip order. Had to reorder as original order was lost. Received transfer notice by Treasurer’s Deed for Unit 1-Block 11- Lot 12 from J. Fowler to B. Emerson 7/9/2015.
8/30/2015: (.5 Hour) Phone conversation with T. Lindeman for his ZHA address and other building questions.
8/31/2015: (.25 Hour) Lien Release filed on Snodgrass lots.
9/1/2015: (.75 Hour) Phone conversation with Grace Wu on the Su-Lien Chang delinquent dues and payment. Post Water Committee meeting date/time/agenda to website.
9/3/2015: (1 Hour) T. Lindeman building application received and mailed to Tyra. Email with Martinez & Assoc. concerning delinquent accounts.
9/9/2015: (6 Hours) Emailed Wayne draft of 2014 financial review. Working with Carlton concerning write off of accounts that are 5+ years delinquent. Prepared ZHA address, phone, and email contact listing for Tyra.
9/10/2015: (3 Hours) Lien Release Chang. Bank reconciliation completed for August. Financials emailed to Wayne. Building approval for T. Lindeman sent to Alamosa County Land Use. Began drafting 2016 Budget Matrix to send to membership.
9/12/2015: (.5 Hour) Forwarded phone message to Board from Marc Cirricione concerning trespassers. Jack to follow up with him. Email from Jack concerning Lockwood addition without approval.
9/13/2015: (1 Hour) Emailed Jack contact information for Blair and Lindsay Lockwood. Printed checks for 9/18 Board meeting.
9/14/2015: (6 Hours) Finalize 2014 Financial Review. Prepare documents for board meeting. Re-post agenda for 9/18 board meeting. Updated budget matrix for 2016 for Fees & Budget Committee meeting. Phone conversation with V. Moore daughter concerning lien on property and future sale of lots. She will follow up with an email to Board addressing her circumstances. 31 Hours Total
Cindy asked the Board to address the email sent by Jean Perry who is representing her mother Virginia Moore, asking to relinquish the lien held on her properties so that they can be sold. After discussion, it was decided that Cindy will draft a letter that Jack will sign stating that the ZHA will keep the lien in place and then at closing when the properties are sold, the amount owed the ZHA will be included in the closing costs. After the ZHA receives payment, then the lien will be released and the properties will have clear title.
Concerning the 2014 Financial Review: Wayne Ross moved to have Martinez & Associates increase the Allowance for Doubtful Accounts to $71,250 for financial reporting purposes. John White seconded and the motion carried unanimously with proxies.
Caretaker’s Report: Caretaker Jack Zeman presented the following list of his activities for the past month:
Date Activity Hours Start Mi End Mi Miles 18-Aug Augmentation, Dumpster, Grader 1.5 3023 3035 12 19-Aug New Dumpster 0 20-Aug Limbing at upper lake road 2 35 46 11 21-Aug Limbing at upper lake road 2 54 62 8 22-Aug 0 23-Aug 0 24-Aug Augmentation, Dumpster, limbing 2 70 76 6 25-Aug Dumpster, dam culvert at Aug site 2 83 90 7 26-Aug 0 27-Aug Augmentation, Dumpster, limbing 2.5 89 97 8 28-Aug Limbing at Indian Hill, Augmentation 2.25 97 106 9 29-Aug 0 30-Aug Blakeslee cutting in Aspen Harvest 1 106 110 4 31-Aug flag lot lines on Mill Run, limbing 4 110 122 12 1-Sep Limbing 2.5 122 130 8 2-Sep 0 3-Sep 0 4-Sep Dumpster boxes, Aug, 6" rain check 3 145 156 11 5-Sep Augmentation, dumpster 2 156 164 8 6-Sep 0 7-Sep Augmentation, dumpster, new Dumpster 2 164 173 9 8-Sep Limbing, Augmentation check 2 178 184 6 9-Sep Limbing, Augmentation plug 3 191 206 15 10-Sep 0 11-Sep Limbing, Augmentation plug 2 206 214 8 12-Sep Aug, Marc Cirrincione, Check wood cutting 2.5 214 229 15 13-Sep 0 14-Sep Aug, Shunt, lake drain, limbing 3 229 240 11 15-Sep Augmentation plug, limbing 2.5 240 252 12
Totals 43.75 180
Jack was questioned on the dumpster entries and he explained that he checks the dumpster periodically and either pushes the trash back, checking for illegal items dumped, construction materials, etc. and moves it around to that the dumpster lids will close. The limbing of the trees was done on the south end of Hampton, the corner of Hampton and Lake of the Falls and Lake of the Falls around the Upper Lake.
Architecture: Chairman Tyra Barnes was absent so Jack reported that a building application from Terry Lindemann to build a log cabin on lower Big Bear was recently approved. Another building application from Blair and Lindsay Lockwood should be coming in soon for an addition on their residence. Jack also reported that he visited Marc Cirricione concerning his phone message about trespassers and 4-wheelers driving by his residence at a high rate of speed.
Communication: Chairman Anna Dvorak was absent. Cindy stated that a newsletter will be mailed out with the 2016 proposed budget to the membership sometime in the next week.
Fees & Budget: Chairman Wayne Ross presented the proposed 2016 budget for member review. There are Operating and Capital Reserves in place so cash on hand is not as important as in a situation with less cash available. Information was given on the fence replacement and repair between BLM and ZHA property budgeted amount. The lower portion from the southern escape route up to John White’s residence needs repairs. The upper portion needs to be replaced and placed on the actual boundary line separating the two. The expected $25,000.00 from NRCS grant funding may not come through and if that is the case, then budgeted items may need to be cut. Pouch reimbursements are part of the 2016 budget. The reimbursements received for 2015 were over the expected amount. Discussion was held on budget amounts needed for the Covenants revision and mineral rights research for the subdivision. Recommendations were made and will be added to the budget sent to the membership. Wayne stated that any future fence replacement may need to be included in the Capital Reserves amount in future years.
Fire: Co-chairman Jack Zeman had nothing to report. Projects in 2016 will be dependent upon the NRCS forest management plan being completed and grant monies received.
Governance: Chairman Erin Smith stated that her committee will meet on 9/28/2015 @ 5:30 PM at her ZHA house.
2nd Reading – Policy #26.01 Enforcement of Governing Documents: The revision was reviewed and is ready for the third reading at the November board meeting.
Physical Improvements and Maintenance: Jack stated that the road improvements made in 2015 went over-budget, so a third grading and rolling will not take place this fall. SLVREC recently replaced the entrance power pole. The old pole was left and that will be used to shore up the entrance fencing and/or at the entrance to Greenbelt E.
Water: Chairman John White stated his committee had met recently. The 2015 augmentation is a little behind schedule but the numbers needed should be met by yearend.
Welcome: Chairman Troy Campbell had nothing to report. Jack asked Troy to visit with Terry Lindemann who should be on the subdivision for a while longer.
There was no old business to come before the Board at this meeting.
Lot Consolidation Request: Bob and Lois Kirkham – Unit 2, Block 19, Lots 17, 34, 35 @ 3.17 Acres: The Board reviewed the lots that were in this request.
Erin Smith moved to approve the above lot consolidation request. Troy Campbell seconded and the motion carried unanimously with proxies.
Motz Request to Purchase Tract 4, ZHA to Vacate Mosca Pass, Offer to Research the Reserved Patents: An offer was received from Paul Motz, who owns 80 acres south of the meadow tract the ZHA owns below the burn scar. It is not part of the subdivision. He would like to purchase Tract 4 from the ZHA. He also owns Tract 1 along Mosca Pass Road west of the ZHA parcel. It appears that Motz is concerned he would not have access to the 80 acre parcel if the ZHA does not maintain the road to the top and wants the ZHA to abandon this road. In exchange for ownership of Tract 4 and abandoning Mosca Pass Road, he would research mineral rights ownership on ZHA properties. Discussion was held on the possibilities concerning this offer. Member Bob Kirkham in attendance who is also a geologist was helpful in answering questions from the Board concerning mineral rights in general.
Wayne Ross moved to deny the request from Paul Motz. John White seconded and the motion carried unanimously with proxies.
Aspen Buyer: Jack reported that he had called Excelsior concerning their purchase of Aspen downed during the recent mitigation as well as additional harvesting of Aspen in the future. Jack knows that they are definitely interested but he has not received a call back or a written proposal to date. John asked if, as a backup, the Board revisit the wood fest idea. He has approached the Sangre FBLA President about having the FBLA run the wood fest with a portion of the proceeds going to the FBLA. The President will ask FBLA members at their next meeting. Jack’s concern would be those trying to come back on to the subdivision after the wood fest to get wood without ZHA permission. 2016 Budget: As the 2016 was discussed at length during the Fees & Budget Committee report earlier, the following motion was made: Wayne Ross moved to send the 2016 budget as presented to the membership for their input at the November 20, 2015, board meeting. Erin Smith seconded and the motion carried unanimously with proxies.
DATE ACTION ASSIGNED TO DUE DATE 8/21/2015 RFP Follow-Up Website Anna Dvorak 11/20/2015 8/21/2015 Emergency Exit Signs Fire Committee 11/20/2015 8/21/2015 Covenants Re-Write Governance Committee On-Going 9/18/2015 Letter to Jean Perry re: Virginia Moore Lien Cindy ASAP
20-Minute Open Forum: Wayne stated that he had been walking the subdivision over recent days with Archeologist and Dowser Dave Johnson and other individuals. Mr. Johnson is researching a theory that stone markers and peeled trees relate to concentrated flows of water. On the subdivision, they found many cairns and markers placed where flows of water converged, etc. Mr. Johnson has done twelve years of research in Peru and this research is his passion. Many Native American artifacts were found on the subdivision which were subsequently flagged and left where they were found. Another visitor walking with the group had a metal detector and found a button and upon doing some research thinks it might be off of a jacket from the Civil War.
Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, November 20, 2015, at 5:30 PM at the Mosca Community Building.
Tyra Barnes, Secretary