Board of Directors Meeting

ZAPATA HOMEOWNERS ASSOCIATION

Board of Directors Meeting

December 16, 2011 

Call to Order:  The Board of Directors for the Zapata Homeowners Association held its regular meeting Friday, December 16, 2011, at the Mosca Community Building at 5:30 PM. 

Board Members Present:  Jack Zeman, Joe Funk, Erin Smith and Jim Jones.  John Clark, Wayne Ross and Jerry Grandey were absent.  Prior to the meeting, Jerry Grandey gave his proxy for voting purposes to Jack Zeman for this meeting.  Administrator Cindy Chapman was also present.  There were no property owners present. 

Approval of Agenda:  The 2012 Mission Statement topic will be added under New Business after 2012 Budget.  Agenda was approved as amended. 

Approval of Minutes from November 18, 2011:  Jim Jones moved to approve the November 18, 2011, board minutes as presented.  Joe Funk seconded and the vote was unanimous. 

Approval of Bills to be Paid:  Erin Smith asked Joe Funk when the snow removal had occurred.  Joe stated that he had done a little plowing for residents that requested it two weeks ago.  Mostly plowed Lake of the Falls and Big Bear.   

     Erin Smith moved to approve the bills as presented.  Jim Jones seconded and the vote was unanimous. 

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

1. Welcome contact email sent to Roberta Tesar informing her of all of the governing documents of the subdivision as well as the website address.  Nothing heard back from her.
2. Email sent to Bob and Joyce Ausberger concerning the possible removal of tree blocking Arrastre Road for the firewood.  Joyce responded back that they would be in the area in the near future and would take a look.
3. Scanned and emailed newspaper article on South Fork Fire Department petitioning to form own fire district to all firehouse committee members.
4. Emailed Policy #30 and updated policy index to Terri for posting on the website.
5. Payment has been made in full by Steve Hokansson per his payment arrangement with the ZHA board.
6. Emailed documents for Jack’s signature to complete liability and umbrella insurance application for 2011-2012.
7. Emailed Water Committee meeting information and agenda to Terri for posting on the website.
8. Phone conversation with owner of Colorado Realty Reports, an appraisal company based in Del Norte, working on appraising some properties in Unit III.  Very positive feedback from him on the website and the ease of finding documents.
9. Emailed Jackie with De’Luce concerning balance owed on their account.  At this point in time, $1535.00 is still owed on 2011 dues that they have promised to have paid by year-end.
10. Called Alamosa State Bank as the ZHA office address was removed from receiving bank statements when the duplicate statement stopped being sent to John Clark.  Wayne Ross and the ZHA office should now be receiving both bank statements.

Cindy reported that Steve Hokansson and Bunny Cochrane have both paid their 2011 dues in full per their payment arrangements with the board.  Also because of the mix-up with the November bank statements, she just received them today.  After doing the reconciliation and adding in the payment of dues by Bunny Cochrane and the interest received on both accounts, the bank balance is $29,903.89. 

Discussion was held on properties in Unit III that have just gone through bank foreclosure.  Cindy will check with Erich to see what happens with lots that have been foreclosed on…namely John Cooper and Jim Beck.  Cindy will also check with the Alamosa County Treasurer to see who the owners of record are now that the foreclosures have been completed.  She will also try to obtain contact information on the current owners so that she can ask them what they plan to do with these lots. 

Committee Reports: 

Architecture:

     ▪Joseph Roach Update:  Chairman Jack Zeman stated that the trial date has been set for January 23, 2012.  Jack will be meeting with Erich prior to this date to go over all of the evidence to be presented and will report at the next board meeting. 

Communication:  Chairman Jack Zeman had no report. 

Fees & Budget:  Chairman Wayne Ross was absent so there was no report.  Erin did ask if there were no culverts budgeted to be repaired or replaced over the next year.  Joe stated that his priority is to try and get a stockpile of road base over the next year.  He did state that he does have one extra culvert to use if needed and will plan to make repairs only if needed. 

Fire:  Chairman Jerry Grandey was absent so there was no report.  Jack did say that he had received a call from Mary Clement concerning documentation supporting the fact that the ISO rating on the subdivision had been reduced from 10 to 9.  Jack tried to get confirmation from Chief Don Chapman but has not gotten any reply.  Jack will speak with Jerry to see if ISO or Alamosa County Fire Protection District (ACFPD) can produce a letter of confirmation to give to property owners to give to their insurance carriers. 

Governance:  Chairman Erin Smith had no report. 

Physical Improvements and Maintenance:  Chairman Joe Funk stated that a little bit of plowing had been done on the subdivision.  The gate code has also been changed and will take effect on 1/15/2012.  Cindy will notify Terri to post this change on the website and will also put a notice of this change on the bottom of the 2012 dues invoices.  Joe also reported that he will meet with James Cooley on December 22, 2011, to discuss a contract where Cooley will provide the use of his rock crusher to stockpile road base in exchange for the three lots currently for sale by the ZHA.  This contract will then be reviewed by Erich prior to signing.  Measurement of road base will be by the yard as that is easier to measure.  Current price per yard for road base is $6.00. 

Water:  Chairman Jim Jones stated that his committee had their regular quarterly meeting on December 10, 2011, to discuss the Ryan Stipulation.  Jim concluded that he is the only committee member still concerned about this issue as not much more  can be done.  It appears the Ryan Stipulation expired on the date of Jodine’s death. 

Preparation for the Upper Lake dam repair was also a topic of discussion.  It is understood that if prep work is necessary prior to the repairs beginning, then there will be money made available for materials and labor to complete this work.   

Jim also has until February 2012, to obtain an agreement from Water Division III on permitting commercial water in Unit III. 

Erin stated at this time that she had received a call from Tess Leach, daughter of the manager of Zapata Ranch, looking for furnished rental property for the new Zapata Ranch general manager.  She is looking for a totally furnished place to rent for $500/month.  Erin informed Tess that she did not know of any property that would rent for that price. 

Welcome:  Chairman John Clark was absent so there was no report. 

Old Business 

     ▪Robert Brownlow Properties:  Erin reported that she had sent an email for Erich as directed by the board at the November meeting.  The bottom line is that the ZHA would have a hard time selling these properties if a foreclosure were to take place. 

Discussion followed on delinquent property owners and how long to allow them to be delinquent.  It was decided that Erin will bring this issue to the Fees & Budget Committee to have them work on this issue. 

New Business 

     ▪Approval of 2012 Operating Budget:  Erin Smith moved to approve the 2012 budget as presented.  Joe Funk seconded and the motion carried unanimously. 

     ▪2012 Mission Statement:  All board members had been emailed this document for review prior to the meeting. 

     Joe Funk moved to approve the 2012 Mission Statement and Directives for Committees.  Jim Jones seconded and the motion carried unanimously. 

     ▪Front Entrance Flag:  Erin stated that she had not been aware that there had been two flags ruined in a very few months and wants to make sure that these two flags are disposed of properly.  Discussion followed with the decision made to have the ZHA buy standard 3’ x 5’ flags and as they become tattered, replace them.  Jack will speak to John Clark about ordering new flags as needed and to present the bill for each flag for reimbursement by the ZHA. 

ACTION ITEMS

20-Minute Open Forum:  Nothing discussed.

Adjournment:  The next regular board meeting of the Zapata Homeowners Association will be held on Friday, January 20, 2012, at 5:30 PM at the Mosca Community Building.

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Joe Funk, Secretary