Board of Directors Meeting

May 16, 2014 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting May 16, 2014 Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, May 16, 2014, at the Mosca Community Building at 5:30 PM.

Board Members Present: Jack Zeman, Erin Smith, Wayne Ross, Tyra Barnes, Anna Dvorak and Jim Jones. Administrator Cindy Chapman was also present. There were no property owners in attendance.

Approval of the Agenda: The agenda was approved as published.

Approval of Minutes from March 21, 2014: Jim Jones moved to approve the March 21, 2014, minutes as presented. Wayne Ross seconded and the motion carried unanimously.

Approval of Minutes from April 18, 2014: Wayne Ross moved to approve the April 18, 2014, minutes as presented. Jim Jones seconded and the motion carried unanimously.

Approval of Bills to be Paid for April 18, 2014: Anna Dvorak moved to approve the bills as presented at the April 18, 2014, board meeting. Wayne Ross seconded and the motion carried unanimously.

Approval of Bills to be Paid for May 16, 2014: Wayne Ross moved to approve the bills as presented for May 16, 2014. 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:

Email from Debi Yund concerning Estate of Su-Lien Chang, who owns property on the subdivision. Subsequent correspondence with the attorney handling the estate to bring this account current for the Association. Requesting waiver of $125.00 in late/lien fees as there were problems trying to reach the Association concerning this matter. Email correspondence with Hans Koller who needed information on how best to sell his property on the subdivision. Sent email on to board members for their input and recommendations and then sent on to Mr. Koller information on property owners who have property on either side of Unit 1-Block 17-Lot 2 1.01 acres. Prepared 22 late/lien invoices totaling $3,750.00 and liens on property owners who became delinquent in 2014. Emailed April month-end financials to Wayne Ross for his review. Emailed storage shed information application to A/C members from Sherry Harr for their review, questions and possible approval. Replied to numerous property owners to confirm receipt of their 2014 dues payments. April month-end reconciliation completed with Carlton Collections. Communication received from Brian K. Emerson that he acquired Unit 2-Block 48-Lot 16 @ 1.14 acres through a Treasurer’s Deed on April 10, 2013. The ZHA had a lien on this property but was not notified about the issuance of this Treasurer’s Deed. Consequently, $1005.00 in delinquent dues/late/lien fees owed against this lot had to be written off. Caretaker’s Report: Caretaker Jack Zeman presented a list of his activities for the last month:

April 20-25 – Oversee fabrication of gate and culvert pipe cap for Augmentation Site May 1-15 – Check upper lake dam site and culverts down to Lower Lake May 2 – Met Adam Moore and Glenn Sparrow to tour Timber Sale project. May 3 – Researched and updated estimates for pheromone pouches. May 7 – Repair two street signs on Deer Run. May 9 – Install and lock 4” PVC pipe at Augmentation Site. May 10 – Started filling Upper Lake from South Zapata Pipeline May 10-15 – Monitor South Zapata water start up. May 11 – DOT application for emergency exit revised. Total Hours Plowing 0.0 Committee Reports:

Architecture: Chairman Tyra Barnes stated that Sherry Harr had submitted a building application for an 8’ x 40’ metal container. Tyra sent an email to Mrs. Harr to obtain more information about this application stating that not enough information had been provided for the committee to approve/disapprove the application. Tyra has not heard anything back from Mrs. Harr concerning this matter. Marc Cirrincione submitted a building application that the committee just received. It will be reviewed within the next few days and Mr. Cirrincione will be notified concerning approval/disapproval. The Parrott/Jacob construction is progressing.

Communication: Chairman Anna Dvorak stated that she will have a committee meeting sometime in the next week. Her committee will be working on an education packet to be mailed out to the membership along with the annual meeting notices. Anna also presented a device called “Take Note” that will record meeting minutes and then can be stored on an external hard drive. This will eliminate the need for the current recorder and tapes.

Erin Smith moved to approve the purchase of the “Take Note” recording device in the amount of $64.33. Tyra Barnes seconded and the motion carried unanimously.

Anna also had done some research into what will be required to enable board members and property owners to attend meetings remotely. She suggested that the Association purchase an iPad with a data plan through Verizon. Cindy was asked to research costs and report back to the board.

Fees & Budget: Chairman Wayne Ross stated that with the recent news of the receipt of the wildfire risk reduction grant of $27,500.00, this will only help with an already good cash balance for the Association. The sub-acre lot issue will be addressed at an upcoming committee meeting to be held sometime in June.

Fire:

Update and New Emergency Exits: Tyra stated that an application for state highway 150 access from the lot owned by Patti Vittoria has been dropped off with Patti for her review and signature. The ZHA will look into possibly drawing up emergency access easements with property owners whose lots are used for emergency exits and then file them with the Alamosa County Clerk. The committee has reviewed the fees to be charged by the BLM for processing/monitoring the proposed right of way for escape routes onto BLM property. The Category 4 cost recovery non-refundable fee will be $1124.00. The Category 1 cost recovery non-refundable monitoring fee will be $119.00. A 10-year lease fee if all routes are approved will be $119.00. Wayne Ross moved to approve paying the Category 4 non-refundable fee of $1124.00 and the Category 1 non-refundable fee of $119.00 to the BLM. Anna Dvorak seconded and the motion carried unanimously.

Jack also stated that the Southwest Conservation Corps have been hired and will be doing mitigation work July 16-24 and September 1-9, 2014. The grant monies received mentioned earlier in the meeting will help offset this expense to the Association.

Pine Beetle Update: Jack stated that there is still no logging company in place to begin the timber sale. There are a couple of mills in the Valley that are interested in the wood but they need the logs to be removed and delivered to them. Richard Drake, an area logger, is very interested but cannot do the work until June 1, 2014. This may be the only option available to get the logs removed from the subdivision. Pheromone pouches need to be purchased prior to the timber sale and put in place. Adam Moore has estimated that there are 17 contiguous acres of Douglas Fir and 7 clusters and 3.5 acres of Ponderosa and 20 clusters. Adam has suggested using 6 pouches per cluster and 35 per acre in infested areas. Anna moved to purchase 1000 (1000mg) Synergy Shield MCH pouches for Douglas Fir @ $2.31/pouch and 510 pouches of Verbenone Mountain Pine Beetle pouches @ $7.20/each for a total cost of $6,082.00 which includes $100.00 in shipping costs. Erin Smith seconded and the motion carried unanimously.

Jack stated that there could be a problem brewing at the upper portion of the subdivision. BLM land close to properties owned by John White, Brian Brownell and Lindsay Lockwood seem to be much browner than in previous years. Jack will investigate this issue with Adam Moore by walking these borders and will report back to the Board. He stated that removal of all dead trees in Axtel Canyon needs to be done as well.

Governance: Chairman Erin Smith reminded all committee chairmen that all meeting agendas need to be posted to the website 7 days prior to a meeting date and there should be a committee meeting for each committee held once a quarter. Also minutes from these committee meetings need to be taken and shared with committee members, board members, and filed with the ZHA Administrator. It is also advisable to post to the website. The Architecture Committee is exempt from this per Policy #015.00.

1st Reading – Policy 009.04 – Dues Assessment and Collection: First reading with discussion following was held with the second reading scheduled for the June board meeting. Cindy will email this policy revision to Erich Schwiesow for his review and comments. Discussion was also held on possibly developing a policy to address the pine beetle issue and pheromone pouches. Discussion on these issues will also be held at the August Annual Meeting.

Physical Improvements and Maintenance: Jack stated that a large portion on grading/rolling had been done to roads on the subdivision to take advantage of the good moisture available.

Water: Jack stated that TNC has started running water down the South Zapata pipeline on May 10, 2014. The Blanca Place augmentation site re-do has been completed. Water appears to be coming out slowly due to the cold temperatures.

Welcome: Chairman Anna Dvorak had no report.

Old Business:

There was no old business to come before the Board at this meeting.

New Business:

Payment Plan Requests: De’Luce Inc. and Margaret Chain: A response had been sent in April to these two property owners giving approval of their proposed payment plans as there was not a quorum at the April meeting for an official vote to be taken. Erin Smith moved to approve the payment plan requests submitted by De’Luce Inc. and Margaret Chain. Wayne Ross seconded and the motion carried unanimously.

Estate of Su-Lien Chang Request: As stated in the Administrator’s Report, Cindy had been contacted first by real estate broker Debi Yund concerning the passing of property owner Su-Lien Chang. Subsequently, Amy Symons, attorney for the Chang estate, emailed Cindy requesting the Board to consider waiving the late/lien fees of $125.00 as it had taken some time to finally make contact with the Association. The estate will bring current the $620.00 owned for 2013-2014 dues. Wayne Ross moved to waive the $125.00 late/lien fee assessed to Su-Lien Chang. Tyra Barnes seconded and the motion carried unanimously.

ACTION ITEMS

Date Action Assigned To Due Date 10/18/2013 Organize Volunteer Work Day Tyra and Nancy Starling Ross ON-GOING

20-Minute Open Forum: Erin stated that the real estate broker handling the sale of her Zapata properties recently was on the subdivision to remove signs, but the signs were all missing. Erin questioned if others had had the same problem. No one was aware of this problem.

Executive Session: Administrator’s Anniversary/Job Evaluation: The Board went into Executive Session for personnel discussion and the Administrator’s annual job evaluation. Cindy Chapman left the room for this discussion.

Return to Regular Session: The Board returned to regular session and Mrs. Chapman returned to the room. Wayne Ross moved to increase the Administrator’s salary from $1793.25/month to $1,850.00/month for a yearly salary of $22,200.00. Jim Jones seconded and the motion carried unanimously. Cindy was thanked by all Board members for her services over the last year.

Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, June 20, 2014, at 5:30 PM at the Mosca Community Building.


Tyra Barnes, Secretary