Board of Directors Meeting

July 18, 2014 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting July 18, 2014

Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, July 18, 2014, at the Mosca Community Building at 5:30 PM.

Board Members Present: Jack Zeman, Erin Smith, Wayne Ross and Jim Jones. Board members Tyra Barnes and Anna Dvorak were absent, but prior to the meeting Tyra gave her proxy to Erin Smith and Anna gave her proxy to Wayne Ross for voting purposes at this meeting. Administrator Cindy Chapman was present. There were no property owners in attendance.

Approval of the Agenda: Erin Smith will need to leave the meeting early, so the order of the agenda items will change to address all items needing a vote. The agenda was approved as published.

Approval of Minutes from June 20, 2014: Erin Smith moved to approve the June 20, 2014, minutes as presented. Wayne Ross seconded and the motion carried unanimously.

Approval of Bills to be Paid: Wayne Ross moved to approve the bills as presented. Jim Jones seconded and the motion carried unanimously.

Committee Reports:

Fees & Budget: Chairman Wayne Ross presented a ZHA Procedures for Grant Application Matching Proceeds for Creation of Defensible Space Around Homes and Structures Based on Colorado State Forest Service – Guidelines Homeowner Projects document for board members review and comment. This will be a program to include in grant applications submitted by the ZHA and will be published by the ZHA for property owners who want to begin creating defensible space around their individual properties. Discussion was held on this document and it was decided to include In-Kind language. This will be drafted and brought back for review and approval.

Wayne Ross moved to include this document, after final review and

approval by the Board, with any future grant applications. Erin Smith seconded and the motion carried unanimously.

Governance:

3rd Reading – Policy 009.04 – Dues Assessment and Collection: The third reading of this policy revision was presented for final board comment.

Erin Smith moved to approve the revision of Policy 009.04. Wayne Ross seconded. Erin Smith, Wayne Ross, Jack Zeman and Jim Jones, attending the meeting in person, voted to approve this revision. Tyra Barnes and Anna Dvorak voted via email to approve this revision. Motion carried unanimously.

New Business:

George Freeman – Foam Trailers: Erin Smith moved to approve the purchase of one foam trailer constructed by George Freeman in the amount of $800.00. Wayne Ross seconded and the motion carried unanimously. Discussion followed on where this trailer and the one already owned by the ZHA should be placed on the subdivision. It was decided that the new trailer should be put at the lower portion of the subdivision and the older one be placed at the upper portion of the subdivision. Verizon Alternatives – Telephone, Internet, Remote Meeting Access: Cindy presented a spreadsheet with three alternatives for board members and property owners to attend meetings remotely if interested. They are as follows:

VERIZON WIRELESS OPTIONS

HOME PHONE CONNECT CELL PHONE/DATA PLAN TABLET/DATA PLAN Device Is Free/Purchase Phone $100+ Purchase Cell Phone $400+ Purchase Tablet $20/Month $40/Month Monthly Line Access $10/Month Monthly Line Access $1.99 Caller ID/Month $40+/Month Data Plan $40+/Month Data Plan Can Use Current ZHA Phone # 2-Year Contract 2-Year Contract

Interested parties wanting to No Annual Contract No Annual Contract attend meetings remotely, $100+ Purchase Cell Phone $400+ Purchase Tablet conference calling can be set up $45/Month Monthly Line Access $10/Month 75 MB each month. Person would be (Includes Unlimited Talk/Text/ $15/Month 250 MB given an ID number when 500 MB Data) $20/Month 1 GB calling in on an 800 number to Bridge Data Plan $30/Month 2 GB join. $10/1 GB/90 Days Expiration $40/Month 4 GB $20/3 GB/90 Days Expiration $50/Month 6 GB $80/Month 10 GB

Cordless Phone <$20 1 GB of Data your can…send/receive 1,500 text-only emails, plus browse 750 web pages and stream and download for 8 hours. Discussion followed on the different options. With the Home Phone Connect option members could call in remotely using “Go to Meeting” conference call-in, interested members would need to obtain the ID number from the Administrator prior to the meeting and the 800 number to call. Also using the Home Phone Connect will reduce the monthly telephone costs from $70.00 to $20.00.

Erin Smith moved to have Administrator Cindy Chapman set up an account with Verizon Wireless for the Home Phone Connect service and the purchase of a cordless phone to connect to the device. Wayne Ross seconded and the motion carried unanimously.

Entrance Repairs: Jack reported that the posts on the right side of the big entrance sign are rotten and should be replaced in the near future. Jack and other board members will take a look at the problem and report back on what repairs are needed.

Administrator’s Report: Administrator Cindy Chapman provided the following list of her activities for the last month:

  1. Emailed Annual Meeting documents/Zapata Zephyr to O & V Printing to prepare and mail out to membership.
  2. Delivered Betty Westbrook’s Lot Consolidation Resolution to Alamosa County Land Use.
  3. Emailed end-of-month financials for June to Wayne Ross for his review.
  4. Reconciled end-of-month accounts for June with Carlton Collections.
  5. Researched options with Verizon Wireless concerning ways to have board/property owners attend board meetings remotely.

Cindy also stated that she has been preparing the voting database for the Annual Meeting as well as other necessary documents. Also Suzanne DeVore and Mark Seaton would like to have a workday to pick up Highway 150 bordering the subdivision at 7:30 AM the morning of the Annual Meeting, August 2, 2014. Suzanne will make up a notice to put on the bulletin board.

Caretaker’s Report: Caretaker Jack Zeman presented a list of his activities for the last month:

June 22 – June 24 – Deploy pouches June 25 – Meet with State Dam Engineer, Mark Perry at Upper Lake. June 28 – Pouches at Jim Jones and Mike Makofske. June 29 – June 30 – Meet with Larry Fuller, logger and Adam Moore, walk through project, sign contracts, OK operation plan, review new infestations. July 1 – July 3 – Re-mark new sale boundaries, check logger operations. July 1 – July 18 – Inspect logger operation areas. July 8 – Exchange contract language and sign for SWCC. July 9 – SWCC walk through with Field Supervisor Rebecca Pike. July 9 – Complete hydrant at Upper Lake for MH/Fire. July 10 – Muck out head-gate at Indian Hill cistern and hydrant. July 11 – Walk through mastication projects with Larry Fuller. July 16 – SWCC arrival review project objectives and show campsite at Wayne’s.

Committee Reports:

Architecture: Chairman Tyra Barnes was absent. Jack reported that Marc Cirrincione has completed his foundation and should be framing soon. Michael Bennett is about to wrap up the Jeff Parrott/Jeff Jacobs residence.

Communications: Chairman Anna Dvorak was absent and there was no report.

Fees & Budget (continued): Chairman Wayne Ross stated that with the grant money for fire mitigation received, the ZHA may be at a breakeven point by the end of the year. He is encouraging committees to begin working on their 2015 budgets and would like to have proposed budgets by August.

Board member Erin Smith left the meeting at this time.

Fire:

Update and New Emergency Exits: Notification was received from the BLM granting both emergency exits off of the subdivision onto their property. There is a category 1 cost recovery monitoring one-time fee of $119.00 and a 10-year land use rental fee of $634.48. Jack reported that CDOT is requiring more information before granting an emergency access exit off of the subdivision and onto Highway 150. This news along with the problems already incurred with TNC to cross their ditch in this area, makes it appear this exit will not be feasible. Pine Beetle Update: Logging is continuing on the subdivision, with approximately 23,000 cubic feet of lumber will result from harvested trees. Mastication Work: Jack has learned that Larry Fuller of Haggai Lumber has a masticating machine. This machine has a drum with teeth that will go over dead and/or standing trees and chop into chips. Both the BLM and Adam Moore, District Forester, speak highly of doing mastication work in conjunction with fire mitigation work. Jack has received a quote from Mr. Fuller to masticate Tract E of $3,200.00 to $3,600.00 after the Conservation Corps have completed the fire mitigation work. Joe Funk would charge $4,000.00 to $5,000.00 to remove the slash left from this project. Mr. Fuller has also quoted a price of $14,000.00 to $15,000.00 to remove slash/timber on both side of N. Zapata Creek.

The Southwest Conservation Corps team has begun mitigation work. There are eight members and all can use chain saws.

Axtell Canyon above Felicia Stonedale’s property has many dead white fir trees. Mr. Fuller has looked at about 15 trees that need to be removed. Mr. Fuller will talk with his mill to see if they would mill these trees and try to get this done before he leaves the subdivision.

Jack stated that the area going around California Circle from Russum, Makofske and Campbell properties have large aspen trees in that greenbelt that are dying. There is also another large area from John White’s through to Mercier and Brownell properties.

Jack also reported that the new hydrant is working wonderfully and Mosca/Hooper Fire is pleased with the amount of water available for firefighting.

Physical Improvements and Maintenance: Jack reported that he will have Cooley grade the subdivision roads in the next week. He will also have Cooley put down road base on a stretch of Lake of the Falls from Alamosa halfway down to Indian Hill.

Water: Jack stated that the 2014 augmentation finished up on 7/17/2014 and the new system is working beautifully. State water engineer was to meet Jack at the Upper Lake for a look but was unable to get there so he followed up with a phone call to Jack where the engineer was informed that everything was working well.

Welcome: Chairman Anna Dvorak was absent. No report.

Old Business:

There was no old business to discuss at this meeting.

ACTION ITEMS

DATE ACTION ASSIGNED TO DUE DATE 10/18/2013 Organize Volunteer Work Days Tyra and Nancy Starling Ross ON-GOING 7/18/2014 In-Kind Language Added to Grant Document Wayne 8/15/2014

20-Minute Open Forum: Jim Jones announced that at the conclusion of this meeting, he will be resigning from the ZHA Board. Jim was thanked for the many years he has given to the subdivision and was given well wishes in his “retirement.”

Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, August 15, 2014, at 5:30 PM at the Mosca Community Building.


Tyra Barnes, Secretary