Board of Directors Meeting

December 20, 2013 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting December 20, 2013

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

Board Members Present: Jack Zeman, Erin Smith, Wayne Ross, Jim Jones and Anna Dvorak. Tyra Barnes was absent but prior to the meeting gave Erin Smith her proxy for voting purposes at this meeting. 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 November 15, 2013: Anna Dvorak moved to approve the November 15, 2013, minutes as presented. Wayne Ross seconded and the motion carried unanimously.

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

Administrator’s Report: Treasurer’s Deeds Notification Letters: Cindy informed the Board that notification was recently received from the Alamosa County Treasurer of two lots that will be issued Treasurer’s Deeds. One certificate is held by Betty Westbrook for Unit 2, Block 40, Lot 4 @ 1.02 acres and will be issued on March 17, 2014. The other certificate is held by Brain K. Emerson for Unit 2, Block 19, Lot 17 @ 1.12 acres and will be issued on March 31, 2014. Letters were presented for signatures notifying Ms. Westbrook and Mr. Emerson of the amounts owed on each property that will need to be paid to the ZHA fifteen days prior to their respective issuance dates. Leigh Hinrichsen Request: A request was received through The Carlton Company that Leigh Hinrichsen was willing to pay $115.00 of the $230.00 currently owed on her account. These were late fees that were owed by the former owner Mark Johnson prior to Ms. Hinrichsen’s purchase.

Erin Smith moved to accept Ms. Hinrichsen’s offer of $115.00 to clear her account. Wayne Ross seconded and the motion carried unanimously.

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

Water Use Data Submittal Form emailed to Water Division III. Notified Carlton Collections on issuance of Treasurer’s Deed on Unit 2, Block 45, Lot 48 to Colorado Mountain Ranches. Carlton will waive collection fees on the account of Robert and Anna Torello, previous owners. Late/lien fees of $863.75 written off on Torello account and an invoice of $51.68 (2013 dues prorated from September 1-December 31, 2013) sent to Colorado Mountain Ranches. Notification letter prepared to send to Brian K. Emerson on Treasurer’s Deed to be issued on 3/31/2014 for Unit 2, Block 19, Lot 17 that in order to release the lien the amount of $890.00 needs to be paid to the ZHA. Current owner is Ronald Shipman II. Notification letter prepared to send to Betty Westbrook on Treasurer’s Deed to be issued on 3/17/2014 for Unit 2, Block 40, Lot 4 that in order to release the lien the amount of $1736.67 needs to be paid to the ZHA. Current owner is Rafael Lara Jr. Followed up on notice received on cancellation of D & O insurance policy. This cancellation has been rescinded. November financials emailed to Wayne Ross for his review. November month-end reconciliation completed with Carlton Collections.

Cindy also presented an update on insurance renewal for the general liability and umbrella coverage for the next year and had Chairman Jack Zeman sign where required. Discussion was held on whether to have terrorism coverage.

Erin Smith moved to pay the additional charge for terrorism coverage on the insurance renewals. Wayne Ross seconded and the motion carried unanimously.

Caretaker’s Report: Caretaker Jack Zeman did not present a formal report for this meeting. He stated that snow plowing had been done on the subdivision and that sand had been installed at the subdivision entrance to help with the icy conditions.

Committee Reports:

Architecture: Chairman Tyra Barnes was absent and there was no report.

Communications: Chairman Anna Dvorak had no report except to state that work in continuing on the new website development.

Fees & Budget: Chairman Wayne Ross stated that two reserve accounts will be set up at the beginning of 2014. An Operating Reserve Account will be established in the amount of $12,400.00 and a Replacement Reserve Account will be established in the amount of $15,000.00. After these two reserve accounts are created, there will still be around $70,000.00 in operating cash to begin 2014.

Fire: Update and New Emergency Exits: Jack reported that the committee had met for ongoing work on the application to submit to the BLM for the proposed emergency road exists. Nothing has been received from Adam Moore on contacts for interested parties to come in and harvest infested pine beetle trees for the wood. Discussion was held concerning this matter with Wayne stating he would look into what it would cost to rent a chipper to dispose of trees. Jack informed all board members that the ZHA will be on the agenda for the 1/8/2014, Alamosa County Fire Protection District board meeting beginning at 7:00 PM at Alamosa City Hall to begin discussions on the firehouse topic again and for the ZHA to present what actions the Association would like to see going forward with a building. Three area contractors have submitted bids for a 40’ x 60’ building.

Governance: Chairman Erin Smith stated that her committee had recently met to discuss proposed revisions to Policy 0.21.00 – Disposing of Land Acquired by the ZHA. Proposed changes would allow the ZHA board to consider exchanging lots owned by the ZHA for services an independent contractor might provide in lieu of cash payment. The first reading of this proposed revision will be held at the January board meeting. Erin stated that her committee had also held discussion regarding acquisition and sale of acreage to follow county regulations on requiring a lot to be nine-tenths of an acre in size in order to be buildable.

Physical Improvements and Maintenance: Chairman Jack Zeman had nothing to report except that sand had been placed at the entrance to the subdivision because of icy conditions.

Water: Chairman Jim Jones had no report except to say that “it’s all frozen.”

Welcome: Chairman Anna Dvorak had no report. There are new neighbors at 14 Rosewood Place (the old Beth Hall residence).

Old Business:

2014 Operating Budget Approval: Wayne Ross moved to accept the 2014 operating budget as presented to the membership. Erin Smith seconded and the motion carried unanimously.

New Business:

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

ACTION ITEMS

Date Action Assigned To Due Date 10/18/2013 Organize Volunteer Work Day Tyra and Nancy Starling Ross 1/2014 12/20/2013 Chipper Rental Cost Wayne Ross 1/17/2014

20-Minute Open Forum: Cindy asked if the gate code should be changed prior to the 2014 dues billing notices so that the membership could be notified. It was decided that this would be a good time, especially in light of all of the burglaries that had recently occurred. The new gate code will be noted at the bottom on the dues invoices and also posted in the “Members Only” section on the website and will take effect January 31, 2014.

Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, January 17, 2014, at 5:30 PM at the Mosca Community Building.


Tyra Barnes, Secretary