ZHA Annual Meeting

ZAPATA HOMEOWNERS ASSOCIATION

ANNUAL MEETING

AUGUST 6, 2011 

The Zapata Homeowners Association held its Annual Meeting at 10:00 AM on Saturday, August 6, 2011, at Jim Jones’ property at 214 Big Bear Road.  Board members present were:  Chairman Jack Zeman, Co-Chairman Jerry Grandey, Treasurer John Clark, Secretary Joe Funk and members Jim Jones and Erin Smith.  Administrator Cindy Chapman was also in attendance.  The following property owners attended:  Sharon Mercier and son Marvin McCarty, Gary Theimer, John Stump, Wayne and Nancy Starling Ross, Lynn Clark, Craig Lehmann, John Ferguson, Mark and Darlene Smith, Carole Bieshaar, John White, Bob, Joyce and Jim Ausberger, Tyra Barnes, Peter and Anneliese Bekius, Jack Carmichael and Marylou McCloskey, Bob Schultz, Jody and Colman DeJong, Mary Clement, Patti Carr, Tom and Carrie Scrima, Bev Jones, Michael Bennett and Troy Campbell. 

WELCOME, INTRODUCTION OF CURRENT BOARD MEMBERS, AGENDA OVERVIEW 

Chairman Jack Zeman opened the meeting and acted as facilitator for the meeting.  Jack welcomed everyone in attendance and thanked them for coming.  Jack also gave an overview of the agenda.  Jack thanked Jim Jones for hosting the meeting.  Jack introduced the current board members:  Chairman Jack Zeman, who chairs the Architecture and Communications Committee; Co-Chairman Jerry Grandey, who chairs the Fire Committee; Treasurer John Clark, who chairs the Welcome Committee; Secretary Joe Funk, who chairs the Physical Improvements Committee; Member Jim Jones, who chairs the Water Committee; and, Member Erin Smith, who chairs the Fees & Budget and Governance Committees. 

ACCOMPLISHMENTS OF THE HOMEOWNERS ASSOCIATION/RECOGNITION OF BOARD MEMBERS AND VOLUNTEERS 

The following are some of the Board accomplishment highlights:  Jack outlined the recent work with the State Engineer in correcting the dam at the Upper Lake.  It was also stated that Water Division III had worked with the ZHA in allowing the Upper Lake to be partially filled to the outlet to act as a fire water source because of this season’s dryness.  

The rains in the last week had helped in raising the level of the Lower Lake and the ZHA has also contacted Water Division III to begin using the commercial well located at this lake to keep the water level up to also act as a fire water source if necessary. 

A Firehouse proposal has been completed so that when grants become available for building, the pieces are in place.  Jerry Grandey will speak about this proposal during his committee report.  The Fees & Budget Committee has begun looking into different scenarios in which dues assessments could be billed.  Erin Smith will speak on this during her committee report.  The Dues Assessment and Collection policy was updated this last year and a Communications Policy was adopted which establishes guidelines for Newsletter/Website publishing. 

Jack then thanked all of the current board members and their individual committee members for all of their tireless work over the past year.  Members were encouraged to become involved in their community by serving on one or more of the eight committees available. 

Jack also stated that Rodney Smith had just submitted plans to build a residence later this year at 23 Cedar Ridge Road. 

NUMBER OF BOARD MEMBERS/RESPONSIBILITY OF BOARD MEMBERS AND COMMITTEE MEMBERS 

There are currently seven board positions of which three are available to fill.  One one-year term which Joe Funk has volunteered to fill; and, there are 2 three-year terms which Jack Zeman and Wayne Ross have volunteered to fill.

The Board of Directors of the Zapata Homeowners Association will preserve and protect the land, homes, and interests of property owners through responsible governance.  The goals and objectives are to establish and maintain written governance documents, enhance education of, and communication with, the membership, maintain roads, greenbelts, common areas, manage water and water rights, promote safety and protection of property and residents, manage utility issues, provide services and foster community spirit.  

BALLOTING BOARD MEMBERS

The following members are on the ballot for election at this meeting:  Joe Funk (1-year term); Jack Zeman (3-year term); and, Wayne Ross (3 year term).  Jack asked each candidate to introduce himself and describe what he will bring to the Board as a member.

Wayne Ross:  Wayne stated that he had served on the Board a few years back and his goal as a new member will be to control costs, provide necessary services, to look closely at the dues assessments.  Wayne as a CPA and CFO of an oil and gas company will try to work on tightening up operating costs of the subdivision.

Joe Funk:  Joe stated he was running for the one-year term because there was no one else running.  He also would like to stay on the board to finish up some of the issues hopefully to be completed in the very near future. 

Jack Zeman:  Jack stated that he too would like to remain to continue working on improvements to the subdivision.  The roads are in good shape now but there are other infrastructure improvements that need to be made, namely installing road base to all of the problem areas on the subdivision and pushing the firehouse to completion.  He would also like to continue working with State Forester Jeff Burns to continue fire mitigation on the subdivision.  Jack also stated that further investigation needs to be done for personal mitigation monies for individuals who would like to do mitigation work on their private property.  Tom Scrima also recognized and thanked Cindy Chapman for her continuing work for the subdivision.  

The floor was then opened for further nominations for board member positions.   Tom Scrima moved to nominate Carrie Scrima for a three-year term to the Board of Directors.  Bob Schultz seconded.  Carrie’s name was entered into nomination. 

Carrie Scrima stated that she is a part-time resident of the subdivision but hopes to move from Texas to the ZHA permanently in the near future.  Her concern is to serve the subdivision residents and their needs.  Roads are a primary concern as well as maintaining common property.  When asked how she planned on attending monthly meetings, Carrie stated that she would either fly in or attend by using Skype or teleconferencing. 

Nancy Starling Ross then asked each candidate to speak to his or her stance on building a firehouse. 

Jack Zeman stated that the subdivision and surrounding area are listed to have a sub-station in the County Wildfire Protection Plan by 2012.  The Park recently has lost its seasonal fire equipment and personnel.  Members also have raised concerns on insurance coverage either being significantly increased or threatened to be cancelled. 

Wayne Ross’s main concern is the cost of such a building and he is skeptical that grant monies will be available.  The ZHA firehouse would be a satellite facility manned by Mosca/Hooper volunteers but having the equipment closer to the subdivision is good.  He does not want to see the ZHA on the hook for the entire construction cost. 

Carrie Scrima follows Wayne’s views on construction costs but realizes that fire is a huge problem.  One good thing is that Mosca/Hooper does not have huge traffic problems responding to a fire on the subdivision.  She does not want to see the cost of such a construction break the backs of the ZHA residents. 

Joe Funk stated that he is on the same page as the other candidates but has seen over the last 10-15 years the debate continued on what comes first:  water hydrants or a firehouse.  The fire hydrant that was put in a few years ago was costly.  It also takes Mosca/Hooper 28 minutes to reach the subdivision when responding to a fire and that may not be quick enough.  Finding necessary funding is important, as he doesn’t want to see the subdivision go into debt to build. 

Jerry Grandey, at this point in the meeting, was asked to give a brief history of the process involved in reaching the current firehouse proposal.  Jerry stated that he had become involved many years ago with a group, including the Great Sand Dunes National Park, Forest Service, Mosca/Hooper Fire Department, The Nature Conservancy, and Alamosa Fire Department, working toward a firehouse in this part of the San Luis Valley.  This concept was validated when the Community Wildfire Protection Plan was published in 2009 with Alamosa County planning the construction of a firehouse on the subdivision by 2012.  The ZHA was the only participant to move forward with the planning.  Space requirements and operating costs have been identified; now the sources of funding come next.  Cost is very important but having a facility that will service the area is more important.  When the recent stimulus monies were available, there were no plans in place to move forward.  Now those hurdles have been accomplished, so the ZHA now has the choice whether to move forward with this facility or not.  Alamosa County Fire Protection District also has opened up two spots for interested volunteers from the subdivision to be trained to a Firefighter 1 position.  Carole Bieshaar stated that it is good to have a vision and thanked Jerry for all of his diligence in the process.  

Jack asked if there were any other questions of the candidates from members present.  Bob Ausberger asked Jack and Joe if they had been in support of the recent dues increase and if it was to fund the firehouse construction.  Jack and Joe both answered they had been in favor of the increase with Jack explaining his reasoning for the increase was to catch up from not staying current with inflation and the higher cost of doing business.  To date, $20,000 has been spent on firehouse planning/evaluation, conceptual site analysis, conceptual building design and energy analysis.  Bob Ausberger then asked the candidates if they would be in favor of rolling back dues.  Jack stated no as there are still many areas of the subdivision that need improvement and the cost of doing business keeps increasing.  Joe also stated no as roads are still in need of repair.  Carrie stated that fire protection and road maintenance are the top priorities she sees dues monies paying for.  Wayne stated that money has gone to pay for better roads and now the real work will be to preserve what has been done.  Operating costs of having a firehouse were of concern to Peter Bekius to which Jerry stated that those have been identified in the recent plan.  Bob Schultz went back in history to state that when the subdivision was first developed, dues were $55/year.  Then shortly after, dues were cut back to $25/year.  Now to think of rolling back the dues would be impossible to keep current with the needs of a growing subdivision and we are paying the price of the neglect of the past. 

2011 STRATEGIC PLAN UPDATE 

Jack stated that the 2011 Strategic Plan for the ZHA board is posted on the website and board members have been diligent in completing those tasks listed.  The board meets each February to develop a Strategic Plan for the following year, which also drives the yearly budgets. 

COMMITTEE UPDATES AND REPORTS 

Architecture:  Committee Chair Jack Zeman stated there have been a number of small projects and remodels over the last year.  A new home application was just received from Rodney Smith.  The Roach property issue has been moved forward by recently trying to obtain a court order to remove all illegal buildings and bring property back to its original state.

Communication:  Committee Chair Jack Zeman stated all information that comes up, gets posted to the website as soon as possible.  A new logo, when asked about, has not moved forward due to lack of input. 

Fees and Budget:  Committee Chair Erin Smith informed members of the handout at this meeting concerning the six scenarios her committee has been working on concerning dues assessments.  She asked that members contact her with any input. 

Governance:  Committee Chair Erin Smith updated members of her committee’s activities over the past year.  She also handed out a draft of a policy addressing camping on the subdivision.  The dilemma of her committee has been that camping is addressed differently in each set of Covenants.  Camping is not allowed in Unit I at any time; camping is allowed in Unit II as long as it is in a self-contained unit.  Mark Smith stated that this is unclear in both sets of Covenants to which Jack stated that is why a policy is being developed.  The first reading of this policy will be held at the August board meeting. 

Physical Improvements:  Committee Chair Joe Funk stated that the roads have only been graded once this year, mainly due to the drought conditions, and there have been more complaints.  Tom Scrima asked about Alamosa County maintaining the subdivision roads to which Joe replied they would if the gate is taken down.  Bob Schultz stated that he drives many roads doing his job, and the ZHA does not want Alamosa County maintaining our roads. 

Water:  Committee Chair Jim Jones stated his committee has a hard job when there is no water.  He recently toured the subdivision with Jack Zeman looking over all of the ZHA water devices.  The Upper Lake looks almost normal but he is frustrated with the Upper Lake dam repair issue as Water Division III keeps adding additional requirements for the repair.  Hopefully the Upper Lake can be stocked with fish next year. 

Welcome:  Committee Chair John Clark is excited with the prospect of new members moving to the subdivision.  The purpose of his committee is to ensure that all new property owners obtain all of the necessary governing documents. 

Fire:  Committee Chair Jerry Grandey handed out the official firehouse proposal.  He also pointed out that the apparatus being housed in the temporary firehouse facility at The Nature Conservancy is parked on the road for members to view.  Jerry also stated there is a new hydrant at the Upper Lake with a red standpipe to be used as a drafting point by Mosca/Hooper in case of fire. 

Jerry then moved through the firehouse proposal document starting with the site plan showing where the building location will be on Tract E, owned by the ZHA and being approved by Mosca/Hooper.  Jerry then moved on to the Interior Floor Plan Concept with the right side of the plan showing the apparatus bays and the left side showing the administration area.  Next he went over the exterior design concept that follows current ZHA Architectural Guidelines.  After evaluation of space needs requirements, done by CR Architecture+Design, Mosca/Hooper Fire Department, ZHA and Alamosa County Fire Protection District, the building size will be 8,130 square feet.  There were three building options presented:  Option #1 would be full masonry construction at a cost of $180/square foot.  With the addition of limited renewable energy sources the price would increase by $8/square foot.  With enhanced renewable energy sources the price would increase by $15/square foot.  Option #2 would be a pre-engineered metal building construction with 8-foot masonry walls on the administration side and 4-foot masonry walls on the apparatus side.  The cost would be $145/square foot and increase by either $8/square foot or $15/square foot depending on the renewable energy sources used.  Option #3 would be a composite construction, which includes conventional construction and 8-foot high masonry walls on the administration side, and a pre-engineered metal building construction and 4-foot high masonry walls on the apparatus side.  Again, depending on the renewable energy sources used, the cost per square foot would increase by either $8 or $15. 

The next review was of the summary sheet for conceptual heating, ventilation and air conditioning systems study and cost estimation.  There is also an opinion on the breakdown of probable costs for installation and on-going operational costs depending on the HVAC system chosen and renewable energy sources used.  Jerry asked that each member take a close look at everything presented and get back to him with any questions or concerns.  Jerry then went to the last page where he had compiled information on one funding scenario for the ZHA firehouse.  Beginning with a construction cost of $2 million and by obtaining 75% grant funding, would leave a balance of $500,000. Of that $500,000, $300,000 would be sought from the Alamosa County Fire Protection District and its parallel organizations in the Valley. The remaining $200,000 would be ZHA responsibility to raise from its Members and neighbors. With 932 lots this would result in a one-time assessment per lot of approximately $200.  Much discussion followed on how to obtain funding and what the cost would be to the ZHA and if by having this firehouse on the subdivision the response time would be improved.  A straw poll was done with the majority agreeing to proceed on obtaining funds to build this proposed firehouse.  Jerry stated that he wanted the ZHA to be first in reviewing this proposal and now, thanks to member permission, this proposal will be presented to outside entities. 

NEW BUSINESS 

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

RECOGNITION OF NEW BOARD MEMBERS 

Administrator Cindy Chapman announced the results of the Board of Directors Ballot.  There were 213 eligible votes.  Vote tally is as follows:  Joe Funk – 129; Jack Zeman – 137; Wayne Ross – 213; Carrie Scrima – 87.  Joe Funk will serve a one-year term.  Jack Zeman and Wayne Ross will each serve a three-year term. 
 
 
 
 
 
 

ADJOURNMENT:  There being no further business to come before the membership the meeting was adjourned for members to enjoy a potluck luncheon. 
 

___________________________________

Joe Funk, Secretary