February 21, 2014 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting February 21, 2014 Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, February 21, 2014, at the Mosca Community Building at 5:30 PM.
Board Members Present: Jack Zeman, Erin Smith, Tyra Barnes and Jim Jones. Wayne Ross arrived late and his entry will be noted later in the minutes. Anna Dvorak was absent. Administrator Cindy Chapman was also present along with the following property owners: Joe Funk, Bob and Joyce Ausberger.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes from January 17, 2014: Jim Jones moved to approve the January 17, 2014, minutes as presented. Tyra Barnes seconded and the motion carried unanimously.
Approval of Bills to be Paid: Erin Smith moved to approve the bills as presented. Tyra Barnes seconded and the motion carried unanimously.
Administrator’s Report: Administrator Cindy Chapman provided the following list of her activities for the last month:
Notified Blair Lockwood that his request to pro rate his 2014 dues was denied by the ZHA Board. Certified letter sent to new property owner Marc Cirrincione providing guidance as to the different governing documents of the subdivision and the ZHA website. Also to inform Mr. Cirrincione of the different administrative problems involving the lot he just purchased. A Welcome Packet was also enclosed for his information. Provided property owner contact information who own lots around Tract F so that contact can be made concerning the pine beetle problem in this area of the subdivision. January financials emailed to Wayne Ross for his review. Contact made by Steve Mesarosh concerning two lots he acquired last fall. These lots are Unit 2-Block 36-Lots 12 and 13. Both of these lots have liens against them for delinquent dues. Provided Mr. Mesarosh with the amounts owed on each lot and he will send in payment and once these are received, the liens will be released. Contacted by Juanita Ryan, partner in East Side Ranch Inc., concerning delinquent dues owed on Unit 2-Block 45-Lot 3. She will try and get this account current and lien released as she is interested in selling this lot, possibly to a property owner who is adjacent to her property. DORA 2013 Annual Report emailed to Erin Smith to provide information to the Governance Committee on new legislation that became law on January 1, 2014 and existing and/or new policies that will need to be revised/developed concerning this new legislation. Reconciled monthly collections with The Carlton Company. Provided status letter to Allpine Title concerning Unit 2-Block RV-1, Tract 3 as closing is set for March 14, 2014. Also informed them that they provided an incorrect address to Marc Cirrincione (155 Cedar Ridge Road, Mosca, CO 81146 not Alamosa, CO 81101) which has caused confusion with Mr. Cirrincoine receiving his mail. Prepared letter to mail out to property owners surrounding Green Belt F concerning pine beetle infestation to notify them of the problem and seek permission to cut down any infected trees if found on their property. Caretaker’s Report: Caretaker Jack Zeman presented a list of his activities for the last month:
January 20 – Entrance Mitigation, Dumpster sign 2.5 hrs January 21 – Entrance Mitigation 2.5 hrs January 24 – Entrance Mitigation, Fix Gate Key Pad 3.5 hrs January 27 – Entrance Mitigation 2.0 hrs January 28 – Entrance Mitigation 3.0 hrs January 29 – Entrance Mitigation 1.0 hrs January 30 – Entrance Mitigation 2.0 hrs February 1 – Plow 3.0 hrs February 2 – Plow 1.0 hrs February 3 – Plow 1.0 hrs February 6 – Dumpster February 7 – Dumpster February 8 – Dumpster and Plow 1.0 hrs February 10 – Plow Big Bear 1.0 hrs February 11 – Plow Big Bear and Pawnee Ct. 2.5 hrs February 12 – Plow Big Bear and Pawnee Ct. 1.0 hrs February 14 – Meet with loggers, CSFS, BLM Total Hours Plowing 10.5 Jack also informed those present that he recently changed the dumpster pick up schedule from four weeks to three weeks.
Architecture: Chairman Tyra Barnes reported no activity over the past month.
Communication: Chairman Anna Dvorak was absent but sent an email that she will be calling a committee meeting while she is here in March. She has also been investigating a Wi-Fi device that will allow board members unable to attend a meeting in person to attend via Skype.
Board Member Wayne Ross entered the meeting at this time.
Fees & Budget: Chairman Wayne Ross stated that he had evaluated the 2014 budget in consideration of the fire mitigation costs currently being discussed for the subdivision. When costs are known, it may require that the 2014 budget monies be reallocated or a budget amendment made.
Update and New Emergency Exits: Tyra reported that she had spoken with the Alamosa County Land Use office concerning the proposed fire exits. Since there is no county-owned land involved, the county will not have to be involved. Tyra also stated she spoke again with Adam Stern and informed him that the board was still discussing the idea of a modest compensation for a fire escape easement on individual lots. Since then, Erin Smith has graciously offered for the easement to run entirely through her property. Tyra will contact Adam to let him know that his property will not be needed when establishing the fire escape route. It had been mentioned that perhaps waiving of dues for a property owner granting a fire exit easement could be offered for as long as the easement exists. After discussion, it was decided to have the Fire Committee address this issue and bring a recommendation back to the board for a decision. Nothing has been heard from the BLM concerning the recent application submitted. Pine Beetle Update: Jack, Tyra and Forrest Ketchin have continued efforts of identifying infected trees on the subdivision. On the map they have been developing, the Ponderosa trees are noted in red and the Douglas fir are noted in green. The main concentration has been around Green Belt F, with small portions of Green Belts G and AA. The core infestation problem starts on the western end of Green Belt F and goes east to Hampton Run and Big Bear. There are many infected Douglas fir on Green Belts G and AA. The Fire Committee met with Adam Moore from the CSU Forest Service to discuss the infestation problem and recommendations moving forward. It has been decided to hold a timber sale to remove the infested Ponderosa and Douglas fir off of the subdivision. Adam will act as administrator for this timber sale to remove trees off of the green belts mentioned and surrounding property owners’ lots. The Fire Committee members have been making every effort to contact all property owners who own lots in this area with a good response to date. Lot owners with property north and south of the main infestation area have been contacted as well. Two area logging companies have come to the subdivision to evaluate available access, etc. The number and size of trees to be removed also need to be identified so that they can submit their bids. Money received through the timber sale will go to pay Adam for administering the sale and for the cost of removing the slash left after the trees are removed. Another suggestion made by Adam is to install pheromone pouches on live trees which tell the beetles to fly on. The marking of infected trees will begin on February 23, 2014. Jack presented a service agreement that must be signed with Colorado State University in order for Adam Moore to administer the timber sale.
Erin Smith moved to sign the service agreement with Colorado State University so that the timber sale can take place. Wayne Ross seconded and the motion carried unanimously.
Wayne Ross reported that he had located a 12” chipper in Buena Vista that is available for rent. Discussion followed concerning renting this chipper on a trial basis to see how it works for slash removal.
Erin Smith moved to rent the 12” chipper for a trial basis for slash removal. Wayne will be reimbursed mileage for picking up and returning the chipper. Jim Jones seconded and the motion carried unanimously.
2nd Reading – Policy 021.01 – Disposing of Land Acquired by the ZHA Revision: Chairman Erin Smith read the proposed policy revision for members present. It will be presented at the March 21, 2014, board meeting for a third and final reading and approval. Fee Liens on Tax Deeded Properties: Before discussion on this topic began, it was decided to also address the New Business item Betty Westbrook Letter as well. Property owner Joe Funk spoke to the board concerning a sub-acre lot that he is trying to acquire through a Treasurer’s Deed and asked that the delinquent dues/late/lien fees be waived as sub-acre lots are of no value to the ZHA or individual property owners. The sub-acre lot in question is Unit 2-Block 45-Lot 9, which borders a sub-acre lot that he currently owns. Discussion followed around either sub-acre or larger lots going to Treasurer’s Deeds and if delinquent dues/late/lien fees should be reduced or waived entirely with the board deciding to have Fees & Budget and Governance hold a joint meeting to review this issue and develop/change current policy/policies in place around the issuance of Treasurer’s deeds on sub-acre lots. Erin also reported that her committee is reviewing the new legislation that became law January 1, 2014, around the collection of delinquent dues and work is on-going for policy changes necessary.
Physical Improvements and Maintenance: Chairman Anna Dvorak was absent. Caretaker Jack Zeman stated nothing much had been done over the last month except for snow plowing and continued mitigation around the Lower Lake.
Water: Chairman Jim Jones stated that the 2014 Call for Water will need to be completed in the near future. The Water Court hearing was held concerning commercial water on the subdivision and now is waiting for the judge’s ruling before a decision is made on what the next steps will be.
Welcome: Chairman Anna Dvorak was absent. No report.
There was no old business to come before the Board at this meeting.
Betty Westbrook Letter: Ms. Westbrook requested the board accept $500 as settlement on the delinquent/late/liens fees owed on Unit 2-Block 40-Lot 4 so that a Treasurer’s Deed can be issued. Discussion was held above under Fee Liens on Tax Deeded Properties with the following motion resulting: Wayne Ross moved to decline Betty Westbrook’s offer of $500 to allow Unit 2-Block 40-Lot 4 to go to Treasurer’s Deed. Tyra Barnes seconded and the motion carried unanimously.
Cindy was instructed to notify Ms. Westbrook via email on the board’s decision.
Date Action Assigned To Due Date 10/18/2013 Organize Volunteer Work Day Tyra and Nancy Starling Ross ON-GOING
20-Minute Open Forum: Nothing was discussed.
Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, March 21, 2014, at 5:30 PM at the Mosca Community Building.
Tyra Barnes, Secretary