August 15, 2014 - 5:30pm - 7:30pm MOSCA COMMUNITY BUILDING AgendaMinutes ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting August 15, 2014
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, August 15, 2014, at the Mosca Community Building at 5:30 PM.
Board Members Present: Jack Zeman, Erin Smith, Wayne Ross, Tyra Barnes, John White and Troy Campbell. Member Anna Dvorak was absent. Administrator Cindy Chapman was present. There were no property owners in attendance.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes from July 18, 2014: Tyra Barnes moved to approve the July 18, 2014, minutes as presented. Wayne Ross seconded and the motion carried unanimously.
Approval of Minutes from August 2, 2014 Annual Meeting: Wayne Ross moved to approve the August 2, 2014, Annual Meeting minutes. Tyra Barnes 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: Administrator Cindy Chapman provided the following list of her activities for the last month:
Received email from Sharon Mercier for assistance in getting on the ZHA website. Sent on to Shane for him to troubleshoot. Sent fishing licenses via email to Joe Funk and Bill Bevington. Bill stated he tried to print it off of the website, but blank page came up. Emailed Terri to see what problem might be, she thought he might not be logged in as a member so that wouldn’t allow him to print off the license. Received phone call from David Alkire concerning the payment of his 2014 dues. He had not updated his address information so had not received the invoice. Emailed the invoice to him for payment. July financials emailed to Wayne Ross for his review. Responded to Peter West via email about parking RV on property. Sent him both the Architectural Guidelines and Camping policy for his information. Emailed Erin Smith adjoining property owners contact information for her step-daughter’s information. Prepared ZHA Board notebooks for new members Troy Campbell and John White. Prepared new Board of Directors contact information for Board and posting on the website. Committee spreadsheets will be updated after election of officers at the August board meeting. Email received from John and Judy Needham wanting to consolidate Unit 1, Block 10, Lots 10 and 11 into a tract size of 1.50 acres. Resolution prepared for board signatures. 4 Lien Releases prepared for signatures: Gary Curley, Patrick McIntyre, Thomas Hansen and Marc Bieri. Caretaker’s Report: Caretaker Jack Zeman presented a list of his activities for the last month:
July 19 – July 24 – Observe Conservation Corps activities July 19 – August 6 – Observe Logger activities July 28-29 – Check culverts and clear culverts of debris July 29 – August 2 – Coordinate flood mitigation activities with Cooley and volunteers August 7 – Walk through timber sale areas with Adam Moore to confirm work was completed per operation plan confirm volumes harvested and payments due from mill and logger August 8 – Complete and submit application for round three Dspace WRRG funding August 12-14 – Improve visibility at Big Bear and Hampton intersection Jack reported that the damage during the recent flash flood to the pipeline at the Upper Lake has not been repaired. Two checks in the amount of $1250.00 each from the logger and the mill for a total of $2500.00 were presented for payment of timber sale proceeds. An additional $1000.00 check will be coming soon. Also two checks totaling $137.00 were received from Joyce Ausberger and Joe Funk for pheromone pouches they used on their individual properties. Jack stated that the WRRG grant he just submitted will be for $50,000.00 for ongoing defensible space mitigation work. The logger will be bringing his mastication machine on to the subdivision to take care of the slash left from the recent mitigation work done on Greenbelt E. The SLVREC has also been contacted concerning slash left when the power lines were first put on the subdivision to see if the REC would share expenses to mitigate this slash.
Architecture: Chairman Tyra Barnes had no report.
Communication: Chairman Anna Dvorak was absent and no report was given.
Fees & Budget: Chairman Wayne Ross reported that budget matters have not changed since his report at the Annual Meeting. The big bills from Cooley for road grading and flood mitigation as well as the first payment to Southwest Conservation Corps should be coming in soon. The road base used for the emergency flood repairs was a budgeted item for road improvements but there was a culvert that needed to be replaced which will come out of the Replacement Reserve Account. Cindy will prepare the budget spreadsheets for the 2015 budget and email to Wayne so that his committee and the individual committee chairmen can begin working on the 2015 budget. He would like to receive the preliminary budget amounts from committees by September 5, 2014, so that his committee can meet the following week to work on a proposed budget to be presented at the September board meeting.
Update and New Emergency Exits: Nothing new was reported. Pine Beetle Update: This item was discussed under the Caretaker’s Report. Jack stated that he had sent out an email to interested parties who want to harvest wood and the guidelines that need to be followed. As stated above, a mastication machine will be used to take care of the slash on Greenbelt E and will be used on the wood recovery lot as well instead of burning the lot as done in past years. The Southwest Conservation Corps (SWCC) will be on the subdivision for the second round of mitigation work from September 1-9, 2014.
Discussion was held on the letter received by the Fire Committee from Peter Bekius. Wayne has drafted a response letter that he will circulate among board members for their edits prior to being sent to Peter.
Bylaws Update – Number of Board Meetings per Year: The Bylaws change from 12 to 6 required meeting per year was passed at the Annual Meeting. The Governance Committee will work on re-wording the current Bylaws and bring their recommendation back to the Board for approval. The committee will also review the policies now in force to see if any need to be changed to accommodate this new Bylaws change.
Physical Improvements and Maintenance: All activity was outlined in the Caretaker’s Report. Flood damage repairs were made as well as finishing up the timber sale and the first round of SWCC fire mitigation work.
Water: The water season is over and all of the extra moisture has been soaked up by the ground, trees and bushes.
Welcome: Chairman Anna Dvorak was absent and no report was given.
There was no old business to come before the Board at this meeting.
Election of Board Officers/Committee Chairman for 2014-2015: Erin Smith moved to elect the following slate of Officers and Committee Chairman for 2014-2015: Chairman: Jack Zeman Co-Chairman: Erin Smith Secretary: Tyra Barnes Treasurer: Wayne Ross Committee Chairmen: Architecture: Tyra Barnes Communication: Anna Dvorak Fees & Budget: Wayne Ross Fire: Jack Zeman and Wayne Ross Co-Chairmen Governance: Erin Smith Physical Improvements: Troy Campbell Water: John White Welcome: Troy Campbell The motion was seconded by Tyra Barnes and the motion carried unanimously.
John and Judy Needham Lot Consolidation Request: A request was received from John and Judy Needham to consolidate the following lots: Unit 1, Block 10, Lot 10 and Unit 1, Block 10, Lot 11 for a combined tract size of 1.50 acres.
Erin Smith moved to approve the above lot consolidation request. Tyra Barnes seconded and the motion carried unanimously.
DATE ACTION ASSIGNED TO DUE DATE 10/18/2013 Organize Volunteer Work Days Tyra and Nancy Starling Ross ON-GOING 8/15/2014 Response Letter to Peter Bekius Wayne ASAP
20-Minute Open Forum: Forest Ketchin has been working on the subdivision to identify culturally modified ponderosas.
John White stated he has been seeing more traffic around his home. Mostly teenagers on ATV’s. Members will keep an eye out to try and identify who these teenagers belong to.
Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, September 19, 2014, at 5:30 PM at the Mosca Community Building.
Tyra Barnes, Secretary