Board of Directors Meeting

Call to Order:  The Board of Directors for the Zapata Homeowners Association held their regular meeting Friday, June 19, 2009 at the Mosca Community Building at 5:30 PM. 

Board Members Present:  Jack Zeman, Joe Funk and Jim Jones.  Board members John White and Jerry Grandey were absent but prior to the meeting Jerry gave his proxy to Jack Zeman for voting purposes during this meeting.  Administrator Cindy Chapman was also absent (please see her report for the month below).  The following property owners were in attendance:  Bruce Bosche, and John and Lynn Clark.  The Clark’s hope to build a home on Indian Hill within the next year. 

Approval of the Agenda:  A vote was taken to approve the agenda as presented.  The vote was unanimous. 

Approval of the Minutes of the May 15, 2009 Board Meeting:  A vote was taken to approve the minutes from the May 15, 2009 board meeting.  The vote was unanimous. 

Approval of Bills to be Paid:  Joe Funk wanted it noted that the bill for making subdivision maps had been substantially reduced because a different survey company had been used and also an updated map had been provided to the County Assessor and she had agreed to split the cost of these copies with the ZHA. 

Joe Funk moved to approve the bills as presented.  Jim Jones seconded and the motion carried unanimously. 

Administrator’s Report:  A listing of activities for the last month was presented by Administrator Cindy Chapman. 

1. Delivered 2008 financial information to Martinez & Assoc. to begin 2008 financial review.
2. Mailed fishing permits to Judy Sabbato and her daughter/son-in-law.
3. Worked with Phil Lopez to tie up financial information needed to submit bids for Sheriff’s Sale of Rockwood lots.  Sent flyers to individual property owners who have lots adjacent to Rockwood lots so they could submit bids if desired.
4. Prepared 2009 Annual Meeting mailing information for board approval at June board meeting.
5. Architectural Applications for Craig Lehmann copied and mailed to committee.
6. Prepared two lien releases for signatures:  G. Theimer and F. Mondragon.
7. Contacted by John and Adrayna Clark concerning procedure to consolidate lots and begin construction process.
8. Contacted Fair Point Communications to have them issue a refund check in the amount of $48.98 for credit balance former 378-2099 phone.
9. Craig Lehmann submitted plans for fence, concrete slab and shed to Architecture Committee.  Copies made and mailed out to committee members.
10. Ausberger solar panel installation plans copied and mailed out to Architecture Committee.
11. Reconciled account balances with Carlton Company Collections for month ending May, 2009.

     ▪Rockwood Sale Update:  The ZHA was the successful bidder on three of the eight lots that were auctioned off on June 18, 2009.  The ZHA now owns:  Unit 2, Block 33, Lot 3; Unit 2, Block 36, Lot 4; and Unit 2, Block 36, Lot 6.  Clifton Curtis purchased the following lots:  Unit 2, Block 3, Lot 32 for $1,624.35; Unit 2, Block 39, Lot 16 for $1,624.35; and, Unit 2, Block 39, Lot 17 for $1,624.35.  Jody DeJong purchased the following lots:  Unit 2, Block 39, Lot 7 for $3,702.87 and Unit 2, Block 39, Lot 10 for $3,702.87.  The Sheriff will now issue Certificates of Purchase to all buyers, including the ZHA, which must be recorded with the Alamosa County Clerk.  The buyers will pay the Sheriff by certified funds, which the Sheriff will then endorse over to the ZHA.  The Sheriff will then file a Report and Return with the Court, and the Court will issue an Order approving the sale.  There is an eight days waiting period, pursuant to statute, to issue Sheriff’s Confirmation Deeds. 

Property owner Erin Smith arrived at the meeting at this time. 

Committee Reports: 

Fees & Budget:  Chairman John White had provided no report.   

     ▪Covenants Update:  Jack stated that John had sent the most current draft of the new Covenants to Erich and Russell Surveyors for their input and edits and this draft has also been posted to the ZHA website.  A final draft of the proposed Covenants will be posted to the website by July 1, 2009 or by email.  A hard copy can be obtained from the Administrator upon request for members to review prior to voting at the annual meeting on August 1, 2009. 

Communication:  Chairman Jerry Grandey was not in attendance but had provided this report.  Carole Bieshaar is working on the Newsletter.  She is waiting for other submissions for the ZHA logo.  The website is going through its final tweaks; any issues need to be brought up soon before the final payment is made of approximately $1500.00.  Please send any issues to Jerry by email and copy Shane Iseminger.  Jack suggested that perhaps a tutorial could be provided at the Annual Meeting to help property owners navigate their way on the website. 

     ▪Logo Acceptance:  There have been no further submissions and it remains for the committee to make their recommendation to the Board for approval. 

Physical Improvements:  Chairman Joe Funk stated that more road work had been done. Rolling has been done on all of the roads again and this will probably be the last of the road improvements with just necessary grading of roads for the rest of the year.  Front gate has been painted and a couple of road signs have been replaced.  Road improvements have been made to Colima Court and Cedar Ridge.  Weeds have been sprayed on the subdivision and both lakes have been stocked with rainbow trout.  The road to the wood recovery lot has been moved. 

Water:  Chairman Jim Jones stated that documents had been drawn up with Jack and Joe’s help documenting the annual water diversion events and timing and also the water infrastructure maintenance plan for the subdivision.  A handbook will be created to help the Water Committee Chairman know what water issues are, timing of when they need to be dealt with, working with TNC on joint water issues, etc.  A presentation of all of this information will be presented at the Annual Meeting.  Jim feels that the open communications that are now ongoing with TNC and Water Division III seem to be smoothing out several of the past issues concerning water and helping to work through new issues as they arise.  One incident was the recent flooding of North Zapata Creek onto Walter Schwalm’s property and over to Spyder Creek.  Joe informed Jim and Jim contacted Fidel at TNC and together all went and spoke with Bob Schultz, Water Commissioner for Water Division III who removed some boards out of the Spyder Creek diversion which allowed water to flow out of Spyder Creek which stopped the flooding of North Zapata Creek.  This incident and any others are all being documented for future discussions with TNC.  If TNC does not help to resolve any incident, then the ZHA will go to Water Division III for resolution. 

Architecture:   Chairman Jack Zeman there have been a number of requests received over the last month.  Bob and Joyce Ausberger submitted plans for a stand-alone solar panel which would be on the southeast of their house and approved.  Troy and Renee Campbell submitted a request for a shed which is still pending.  Craig Lehmann submitted plans for a fence which his renter had already installed as neither party was aware of the architectural process.  He also wants to install a patio slab and shed and do some additional grading.  Craig apologized for this oversight and a decision is pending from the committee.  Tonight John and Lynn Clark submitted plans to construct a home on Indian Hill.  Copies will be made and sent out to the committee for their review. 

Fire:  Chairman Jerry Grandey presented this brief report:

     ▪Fire Engine Move from Alamosa Update:  No response from Don Chapman to request for status on the fire engine moved to TNC. 

     ▪Permanent Firehouse Update (Grant Funding Availability):  Jim Mietz reports no response yet from Federal government on request for funds toward fire house construction.  If it comes it is likely to have a completion date attached, and probably in this calendar year, so ownership approach and design/construction may have to move quickly.  Jerry will try to set up meetings in July to address these issues. 

Jerry would also like to hear from Joe concerning signage placed at TNC.  He would also like to hear from Joe on functionality of Indian Hill system, and cost to repair and/or maintain.  Joe will get with Jerry on these two items.  Joe did state that the ZHA mobile fire tank is now available if needed.  Jack also stated the Board needs to address Erin’s offer of property for a site for the fire house as that offer had been tabled.  Erin stated that she will be gone a lot during July but should be around more in August and will definitely be at the Annual Meeting.  Jack will check with John and Jerry as to when to place this item on the agenda. 

Old Business: 

Unit III – Application Filing Update:   Joe stated that this application will be presented to the Planning Commission on July 8, 2009 but he is not sure of the time.  The only think lacking is a response from Water Division III to the ZHA letter sent by Erich. 

Viaero Wireless Proposal:  An updated survey proposal with site simulation was presented by Viaero Wireless to be sent to the membership on whether to pursue negotiations for the installation of a cell phone tower on the subdivision.  Changes that had been requested earlier have been included in this most recent proposal.  Erin asked if this could be addressed at the Annual Meeting in August.  She was informed that this proposal should have already been mailed in June. 

     Joe Funk moved to have Viaero Wireless send out survey proposal information on the installation of a cell phone tower on the subdivision.  Jim Jones seconded.  Joe Funk, Jim Jones and Jack Zeman voted in favor.  Jerry Grandey by proxy voted against.  No vote available from John White.  Motion carried and survey will be sent. 

New Business: 

Approval of Annual Meeting Mailings and Agenda:  Discussion was held on the Annual Meeting documents prepared by the Administrator for Board review to be mailed to the membership.  Jim Jones stated that he would host the meeting place for the Annual Meeting at 215 Big Bear Road. 

     Jim Jones moved to mail the prepared documents provided at this meeting to the membership concerning the upcoming Annual Meeting to be held on August 1, 2009.  Joe Funk seconded and the motion carried unanimously. 

ACTION ITEMS

20 Minute Open Forum:    Property owner Bruce Bosche asked the board if it is permissible to cut dead and downed trees on his personal property in Unit 2, Block 45, Lots 64-66.  The board stated that he is okay to cut and remove dead and downed trees from his property without obtaining permission from the board.  Only if he wanted to remove live trees would he need prior permission unless it is within a fire mitigation plan.  He has also obtained an address from the county for this property.  It is 229 California Circle and he will be posting an address sign in the near future. 

Adjournment:  The next regular board meeting of the Zapata Homeowners Association will be held on Friday July 17, 2009 at 5:30 PM at the Mosca Community Building. 

____________________________

Joe Funk, Secretary