Board of Directors Meeting

September 20, 2013 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION

Board of Directors Meeting

September 20, 2013

Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, September 20, 2013, at the Mosca Community Building at 5:30 PM.

Board Members Present: Jack Zeman, Erin Smith and Wayne Ross. Anna Dvorak and Tyra Barnes were absent but prior to the meeting Tyra gave her proxy to Erin Smith for voting purposes for this meeting. Administrator Cindy Chapman was also present. Property owner Jim Jones was also in attendance.

Approval of the Agenda: The item Board Vacancy will be added under New Business for discussion. The agenda was approved as amended.

Approval of Minutes from August 16, 2013: Erin Smith moved to approve the August 16, 2013, minutes as presented. Wayne Ross seconded and the motion carried unanimously.

Approval of Bills to be Paid: Administrator Cindy Chapman explained that the check to the Alamosa County Clerk is for the release of several liens that remain of property filed prior to her beginning the job in 2004 but dues had been made current. Jack Zeman explained that the check to Crabtree is for the start-up observation plan which was part of the approval process of the Upper Lake dam repair that needs to be monitored over the next year. Jack stated there will be two more site visits in the future before this project is finally completed. The check to Digitcom is for the new radio that has been installed on a tower in Alamosa to communicate with the ZHA siren radio. Testing has been done and the fire siren in now operational. Wayne informed members that the ZHA can also request periodic testing to make certain that the fire siren remains functional and he has that contact information if this is something the board would like to have done. More discussion followed under the Fire Committee report.

Wayne Ross moved to approve the bills as presented.  Erin Smith

seconded and the motion carried unanimously.

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

Finalized all documents for the 2012 Financial Review and delivered signed Representation Letter to Martinez & Associates. This document was also posted to the website Letters mailed to Mary Williams and Barbara Parker. No reply or payment received to date from Barbara Parker. 2014 Budget Worksheets emailed out to committee chairs to begin the 2014 budget process. All income and expenditures through August 31, 2013, updated on these worksheets. Budgets sent from Jack Zeman entered on these updated worksheets as well. Notified Jack Zeman that an account is set up at Alamosa Lumber for any upcoming required purchases. Colorado Water Division Restriction Release Letter on Upper Lake dam emailed to Jack Zeman and Jim Jones for their records. Updated current committee volunteers and posted to the website. Responded to Kevin Desplanques concerning delinquent dues owed on his account. August financials emailed to Wayne Ross for his review. Accounts with Carlton Collections reconciled through August 31, 2013. Forwarded email from Jeff Parrott on to all board members for their input on phone and internet providers available to the subdivision. Reconciled all current and delinquent accounts with lien and lien release filings. 15 lien releases prepared for board signatures. Emailed list of items that cannot be placed in dumpster document for Jack to post on the entry bulletin board.

Caretaker’s Report: New Caretaker Jack Zeman provided the following list of his activities for the last month:

August 18 – Chain and lock to Jeep Road on Hwy 150. Dismantled 3 fire pits @ Upper Lake. Direct Lee Phillips to Stage Station area to cut along roadway. Check on Blanca Place head gate. August 19 – Improve Upper dam road barrier. Check Dumpster. Scout dead tree locations. August 22 – Checked burn pile locked gate and found lumber with nails. Check Dumpster. Surveyed Axtell Canyon for dead trees. August 24 – Cleared debris at Upper Lake shunt. August 28 – Trim up trees at Upper Lake damaged during construction. Check Dumpster. August 30 – Trim cotton woods @ Navajo culvert. September 2 – Inspected So Zapata pipeline for leak report. Checked culverts down to Lower Lake. Dismantled illegal dam on North Zapata Creek gate A @ Mill Run. September 5 – Cleaned debris out of North Zapata Creek gate B. September 6 – Borrowed generator to clean Upper Lake drain basin. September 9 – Two loads of slash to burn pile from Upper Lake and Lake of Falls at Navajo. Began filling Upper Lake per State authorized Start-up Plan. Keep fill rate to less than 1’ per day, inspect dam toe for seepage, and inspect drain catch basin for water flow and presence of sand or silt. September 10 – Checked Upper Dam per plan. Two loads of slash from Canyon Road to burn pile. September 11 – Checked Upper Dam per plan. September 12 – Observed South Zapata pipeline was plugged and water was running into South Zapata Creek. Called TNC and District 35 Water Commissioner and informed homeowners along South Zapata Creek. Cleared shunt blockage and met Bob Schultz at pipeline and drove up to Zapata Falls to survey blockage and flow at pipeline source. Checked Upper Dam per plan. September 13 thru 20 – Checked Upper Dam per plan. Erin asked Jack if the downed tree on Mill Run had been removed and it has. She also asked if the fire pits that were dismantled were illegal and they were. Jack also stated that he had notified Water Division III and TNC concerning the illegal dam he had found on North Zapata Creek gate A @ Mill Run.

Committee Reports:

Architecture: Chairman Tyra Barnes was absent but Jack reported that two building applications had been approved. One was for a site improvement and future construction for Jeff Parrott and Jeff Jacobs. Their final drawings of their house should be forth coming. Joe Funk had also requested to build a portable playhouse for his granddaughter which was approved.

Communication: Chairman Anna Dvorak was absent. There will be a committee meeting on September 25, 2013 @ 6 PM at Tyra’s home. Anna and hopefully John Barnes will attend via phone.

Fees & Budget: Chairman Wayne Ross stated that he will send out the initial 2014 budgets to committee members and will call a committee meeting sometime the week of September 30, 2013. After the committee meeting he will send out budgets for board review prior to the October 18, 2013, board meeting. Wayne requested all committee chairs to provide estimated budget expenditures through year-end as his committee would like to be able to estimate cash balance going into 2014. Fire expenditures for 2014 will be budgeted as to ZHA money and grant money availability. Expenditures will not exceed these two amounts.

Fire:

•Parker Property Open Fire Violations:  Nothing has been received

from Barbara Parker concerning the fine levied for the open fires on her property. Jack also stated that he has not noticed any recent activity on her property.

•Update and New Emergency Exits:  The fire committee has been very

actively investigating possible fire exits off of the subdivision on to BLM lands in the last month. All three sites have been evaluated and staked out. The ZHA Board is required to pass a resolution to make an application to the BLM for these emergency fire exits on to BLM property. There will be a fee attached to this as well but the amount is not known at this time.

Erin Smith moved to adopt a resolution from the ZHA Board of

Directors to the Bureau of Land Management to establish emergency fire exits from the subdivision on to BLM property at three proposed sites. Wayne Ross seconded and the motion carried unanimously.

There were several dead trees discovered on BLM property off of Unit 2, Block 47, Lots 78-82. Jack will take the BLM forester to look at this area. The ZHA would like to ask the BLM for a fuel break which would require the removal of all debris from the selected spot. Jack has been told that it is a priority to the BLM to mitigate any and all Wildland-Urban Interface (WUI) areas. There has also been investigation into installing a five-acre defensible space on the 18 acre Tract A greenbelt. Upon walking this area it was discovered that this area is already thinned out and would require minimal mitigation to establish healthier growth. A road could also be easily installed in this tract’s northwest corner to the greenbelt area at the tip of Unit 3. Wayne will check this route out for any big gullies, etc. that would hamper installing such a road. All of these proposed exits, etc. will be reviewed and then sent on to Leon Montoya from the BLM for approval and to establish GPS coordinates.

As mentioned earlier, a radio to signal the subdivision’s fire siren has been installed on an Alamosa tower, tested and working properly. There has been a tentative time decided of noon on the first Monday in the months of April-October for regular testing of the siren.

A volunteer workday has been discussed to begin soon for fire mitigation on the subdivision. The area identified is from Big Bear to Mill Run; mainly for fuels reduction and tree clean up through this road corridor.

Governance: Chairman Erin Smith stated that her committee met on Saturday, September 14, 2013, at the home of Nancy Starling Ross. Topics of discussion included the new gate camera, the Caretaker position, the violations on Barbara Parker’s lot and the effectiveness of the policy controlling violations. It was decided that these policies are working as they were intended.

Physical Improvements and Maintenance: Chairman Anna Dvorak was absent but Jack gave a report in her absence. The wood recovery lot was recently pushed up as piles were getting spread out. During this process, Joe Funk and Jack discovered lumber that had been dumped with nails. The materials with nails were separated from the burn debris.

The wrong way signs are here and ready for installation as soon as some steel posts can be found. Tyra has also ordered the “This Is Not Zapata Falls” signs and they will be installed as soon as they come in.

The Governance Committee requested that the plexiglass on the bulletin boards be replaced.

Water: Jack reported that the Upper Lake dam project has been approved. Permission was given to start filling the lake, which has filled fast and is overflowing. All water seems to be running the way it was designed to run. The drainage system does have water which is running into the cistern to remove any seepage from the dam toe. Jack is very pleased. The only requirement remaining for the upper lake dam is that next year the site will need to be observed once every thirty days. South Zapata Creek began running water with all of the recent rains but is slowly tapering off.

Welcome: Chairman Anna Dvorak was absent. No report other than to request that all property owners who have renters supply their renters with the ZHA Welcome packet.

Old Business:

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

New Business:

•Lindsay E. Lockwood Lot Consolidation Request:  An email request

was read from Lindsay Lockwood requesting that the following lots be consolidated: Unit 2, Block 47, Lot 78 @ 1.06 Acres; Lot 79 @ 1.02 Acres; Lot 80 @ 1.00 Acres; Lot 81 @ 1.00 Acres and Lot 82 @ 1.00 Acres for a combined tract size of 5.08 Acres. Upon consolidation, this tract will be billed double dues.

Erin Smith moved to approve this lot consolidation request.  Wayne

Ross seconded and the motion carried unanimously.

•Walter and Iris Schwalm Lot Consolidation Requests:  A letter was

read from Walter and Iris Schwalm requesting that the following lots be consolidated:

Unit 1-Block 15-Lot 1 @ .77 Acres, Unit 1-Block 15-Lot 2 @ .85

Acres, Unit 1-Block 15-TR 2 @ 1.63 Acres with Unit 1-Block 15-TR 3 @ 4.90 Acres for a combined tract size of 8.15 Acres.

Unit 1-Block 16-Lot 15 @ 1.18 Acres and Unit 1-Block 16-Lot 16 @

1.09 Acres for a combined tract size of 2.27 Acres.

Unit 1-Block 16-Lot 13 @ 1.22 Acres and Unit 1-Block 16-Lot 14 @

1.02 Acres for a combined tract size of 2.24 Acres.

Unit 1-Block 3-Lot 1 @ .84 Acres and Unit 1-Block 3-Lot 2 @ 1.00

Acres for a combined tract size of 1.84 Acres.

Unit 1-Block 3-Lot 10 @ 1.06 Acres, Unit 1-Block 3-Lot 20 @ 1.16

Acres with Unit 1-Block 3-TR 1 @ 3.41 Acres for a combined tract size of 5.63 Acres.

Unit 1-Block 7-Lot 4 @ 1.01 Acres and Unit 1-Block 7-Lot 5 @ 1.06

Acres for a combined tract size of 2.07 Acres.

Unit 1-Block 7-Lot 6 @ 1.08 Acres and Unit 1-Block 7-Lot 7 @ 1.00

Acres for a combined tract size of 2.08 Acres.

Unit 1-Block 7-Lot 8 @ 1.08 Acres and Unit 1-Block 7-Lot 9 @ 1.07

Acres for a combined tract size of 2.15 Acres.

Erin Smith moved to approve these lot consolidation requests.

Wayne Ross seconded and the motion carried unanimously.

•Board Vacancy:  It has been brought to the current board’s

attention that Jim Jones would like to fill one of the three-year vacancies currently open on the ZHA Board of Directors. Discussion was held and it was decided to postpone a vote on this matter until the October 18, 2013, board meeting as this was an item added to tonight’s agenda and had not been published for the membership. This will be added under Old Business on the October 18, 2013, agenda.

Action Items

Date

Action

Assigned To

Due Date

8/03/2013

Tree Survey with CSFS

Jack

10/18/2013

20-Minute Open Forum: Nothing was discussed.

Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, October 18, 2013, at 5:30 PM at the Mosca Community Building.


Tyra Barnes, Secretary