ZHA Annual Meeting

August 3, 2013 - 10:00am - 12:30pm JIM JONES’ RESIDENCE AT 214 BIG BEAR AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION

ANNUAL MEETING

AUGUST 3, 2013

The Zapata Homeowners Association held its Annual Meeting at 10:00 AM on Saturday, August 3, 2013, at Jim Jones’ property at 214 Big Bear Road. Board members present were: Chairman Jack Zeman, Co-Chairman Erin Smith, Treasurer Wayne Ross, Secretary Tyra Barnes and members Jim Jones and Anna Dvorak. Administrator Cindy Chapman was also in attendance. The following property owners attended: Carole Bieshaar, Joe Funk, Nancy Starling Ross; Marty Russum and Deb Rice, Jeff Parrott and Jeff Jacobs, Jim Jones, Troy Campbell, George and Peggy Freeman; Jocelyn Russell and Mike Dubail, John Stump, Bob Schultz, Linda Duffy, Carol Sperling and Bill Stalker, John White, Peter Bekius, Dodie Day and Forrest Ketchin.

WELCOME, INTRODUCTION OF CURRENT BOARD MEMBERS, AGENDA OVERVIEW

Chairman Jack Zeman opened the meeting and acted as facilitator for the meeting. Jack welcomed everyone in attendance and thanked them for coming. Jack stated that the majority of the meeting would be spent addressing fire mitigation and guest Adam Moore from the Colorado State Forest Service was in attendance to address this topic. Jack also stated that there are three board positions opened with only Erin Smith agreeing to serve for one of the three. No other volunteers came forward to fill the other two positions. Jack took this time to thank Jim Jones for his last six years serving as a board member. Joe Funk was also recognized for all of the assistance his has given to the subdivision and individual property owners both as a board member and handyman.

BALLOTING

There being no other candidates to come forward for a board

position, Nancy Starling Ross moved to accept Erin Smith’s nomination by acclimation. Peggy Freeman seconded and the motion carried unanimously.

BOARD 2013 STRATEGIC PLAN UPDATE

Jack stated that the strategic plan is a list of the goals for the Board to accomplish over a one-year period of time. It also outlines what goals and objectives are to be achieved for individual committees.

COLORADO STATE FOREST SERVICE PRESENTATION

As stated earlier, Adam Moore from the Colorado State Forest Service was in attendance to present information on how the subdivision as well as individual property owners can work on fire mitigation. Adam stated that the ZHA subdivision is considered an urban interface as there are trees, houses and wildlife all co-existing in the area. One form that Adam urged property owners to fill out is the “Wildland Fire Risk and Hazard Severity Assessment Form.” After completion, the property owner would have an idea of how safe their property would be in case of a fire. There are seven criteria used for a fire assessment as well as tools to use to decrease fire hazards. One of the most important fire mitigation tools would be to have a 30- foot defensible space around any dwelling. Better yet is to have a 100-foot home ignition zone to allow the fire to die down and be easier to extinguish. A fire with flames that are more than 4 feet high will not be attacked by firefighting crews. The danger is too high for their safe exit. Two techniques to use when working on a defensible space would be to create crown separation in trees and to cut limbs starting at ground level and moving up higher on the tree. Also of importance is to remove any dead and downed debris in the immediate area. The subdivision has been working on gaining access to escape routes off of the subdivision. State assistance has helped in the form of grant money to continue fire mitigation efforts. Property owners can also help with this effort especially if their property is adjacent to the main roads by thinning trees and removing all dead/down trees. Metal street signs are also important as they are reflective and won’t burn. Access to water and creating fuel breaks are important to the fire mitigation process as well.

Adam informed those present that there is currently a state tax deduction available to individuals doing fire mitigation where 50% of the costs incurred can be deducted on their state income tax return. Some of the costs covered would be as follows: establishing fuel breaks, thinning vegetation, chipper rental, creating a 30-foot defensible space and installing a gravel walkway around the residence.

Adam also talked about the different beetles that kill trees as well as root rot and tiger moth. Drought is a big factor which causes trees to become stressed and venerable.

Discussion was held on what needs to happen if an evacuation notice is given. Usually there is sufficient time for an orderly evacuation process but conditions change and the movement of the fire dictates evacuation. Neighbors should keep in touch with neighbors, know where the evacuation route you would use is located and alternative routes should your main route be blocked.

Wayne Ross presented to the membership what the Board has been discussing over the last months concerning continued fire mitigation on the subdivision. A $40,000 grant was submitted in August which would be a 50/50 match. The Southwest Conservation Corps has been contacted to come in this fall to continue mitigation work for a two-week period beginning on Greenbelt F, moving to Greenbelt E and finishing on Greenbelt G as time allows. This corps would cut and stack any dead or downed trees. Slash would have to be removed by the subdivision. Hiring the corps would cost $15,000.00 with an additional $25,000.00 expected to remove the slash. If a volunteer group of property owners could be organized to help with the slash removal that would reduce the slash removal costs.

Discussion was held on possibly establishing more evacuation routes on the subdivision. Current evacuation routes were identified along with current water sources. Fire mitigation has currently been done on Lake of the Falls to Navajo, Mill Run and the circle around the Lower Lake.

The fire siren status was outlined for members present. Alamosa County Sheriff pulled the support for the siren that is now in place. Jack has been working with the State to place a radio on a 911 tower in Alamosa that will communicate with the ZHA siren. Support of this radio will go through Mosca/Hooper Volunteer Fire Department. Jack encouraged all homeowners to go on the Code Red 911 website to sign up land lines and cell numbers to receive Reverse 911 calls. Jack assured property owners that even though Mosca/Hooper may send a crew to other fires, there is always enough coverage left to adequately service their area.

COMMITTEE UPDATES AND REPORTS

Fire: Covered in the above presentation.

Architecture: Chairman Tyra Barnes stated that there have been several approvals for different projects over the past year.

Communication: Chairman Tyra Barnes stated that improvement of the website is an ongoing project trying to make it more user-friendly. The Neighborhood Watch Program has been a priority to get established on the subdivision. Tyra has also been contacting individuals who might have property where future escape routes would like to be established to gain permission. Volunteers were encouraged to contact Tyra should they want to help with fire mitigation or other projects on the subdivision.

Fees & Budget: Chairman Wayne Ross stated the cash reserves are very good. Budgeted monies for 2013 have not been spent. He does not feel that dues will need to be raised in 2014.

Governance: Chairman Erin Smith stated that her committee has been working on keeping current policies updated. A variance request was examined with her committee giving their recommendation to the board. Policy 029.01 Newsletter/Website policy was revised. A Caretaker position was established and the conflict of interest discussion held.

Physical Improvements: Chairman Jack Zeman stated that there have been three sessions of grading and rolling the subdivision roads. Discussion has been held on replacing the existing wooden street signs with metal signs but because of cost this project may have to be done over a few years. A security camera has been purchased and will be installed at the front gate that will record license plates on vehicles entering and exiting the subdivision.

The Colorado Fish and Wildlife Service have been contacted to do more patrolling around the subdivision during hunting season.

Nancy Starling Ross also informed members that the ZHA has adopted Highway 150 between mile markers 12 and 13 for roadside cleanup periodically during the year.

Water: Chairman Jim Jones stated that water is a managed resource with a water decree governing the subdivision as to water usage allowed. Both lakes have been stocked with trout (there might even be a few trophies to be caught). The ZHA and The Nature Conservancy have a good working relationship even though there are no longer any employees at TNC but are now run by a management company.

Welcome: Chairman Anna Dvorak stated that her committee had worked on updating the Welcome Packet for new property owners. This is just to raise awareness of what is required to live in the subdivision along with other helpful information. This will be used for rental properties as well.

ADJOURNMENT: There being no further business to come before the membership, the meeting was adjourned for members to enjoy a potluck luncheon.


Tyra Barnes, Secretary