August 16, 2024 Board of Directors Meeting
- leezakuznetsova
- Dec 26, 2024
- 6 min read
ZAPATA HOMEOWNERS ASSOCIATION
Board of Directors Meeting
August 16, 2024
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, August 16th via Zoom beginning at 5:30 PM.
Board Members Present: Ken McEachern, Wendolyn Michnay, Wayne Ross, Erin Smith, and Jennifer Nellinger. Administrator Anna Ciezki was also present as well as members John White, Leeza Kuznetsova, Nancy Starling Ross, James Wallach, Kim Jatkowski and Colman DeJong.
Election of Officers: Since there was no quorum present at the Annual Meeting, the election for the two three-year terms was held at the August meeting. However, because a formal election could not be held and the board was filling the positions, each term is to only last until a regular election can be held at the next Annual Meeting making both terms available only one-year terms. John White, Leeza Kuznetsova and Colman DeJong expressed interest in running for the open positions. Since there were only two spots available the board members voted in a secret ballot with Ken being the tie breaker if one occurred. The board voted and appointed Leeza Kuznetsova and John White to the two one-year appointments. Wendolyn Michnay moved that Erin Smith be nominated to Secretary. Jennifer seconded and the motion carried unanimously. Erin Smith moved that Wayne Ross be nominated as Treasurer. Wendolyn seconded and the motion carried unanimously.
Jennifer Nellinger then moved that officers’ positions remained the same, Leeza Kuznetsova seconded and the motion carried unanimously. The board officers are as follows:
Ken McEachern, President/Chairman
Jennifer Nellinger, Vice President/Co Chairman
Erin Smith, Secretary
Wayne Ross, Treasurer
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes:
June 21, 2024 – Erin Smith moved to approve the minutes from June 21st, 2024 Board Meeting.
Wayne Ross seconded and the motion carried unanimously.
August 3, 2024 – Erin Smith moved to approve the minutes from the August 3rd Annual Meeting. Wayne Ross seconded and the motion carried unanimously.
Approval of Bills to be Paid: Wayne Ross moved to approve the bills to be paid. Wendolyn Michnay seconded and the motion carried unanimously.
Administrator’s Report:
Administrator’s Report
June 21, 2024-August 15, 2024
6/21/24 (4 hours) Board Meeting preparation (collate packets for board members and property owners, hole punch all papers being given to board members). Prepared checks for invoices. Emails answering questions. Ensured everything needed for board meeting was packed and prepared. Board Meeting.
6/22/24 (1 hour) Post office box.
6/23/24 (0.25 hour) Emails.
6/24/24 (1 hour) Post office box.
6/25/24 (0.25 hour) Email answering question.
6/26/24 (1.25 hours) Post office box. Emails answering various inquiries.
6/28/24 (1.5 hours) Emails answering questions. Printing of new transfers to be processed. Filing – email filing and paper filing.
6/29/24 (1 hour) Post office box.
6/30/24 (0.25 hour) Emails answering questions.
7/1/24 (1 hour) Post office box.
7/2/24 (0.25 hour) Email fielding questions about the HOA.
7/3/24 (0.5 hour) Emails.
7/6/24 (1.75 hours) Emails answering questions. Post office.
7/7/24 (0.25 hour) Email answering questions.
7/8/24 (1.5 hours) Emails. Post office box.
7/9/24 (0.5 hour) Emails answering question.
7/10/24 (2 hours) Post office. Several emails answering various questions.
7/11/24 (0.5 hour) Emails answering questions.
7/12/24 (2 hours) Post office box. Emails fielding several questions.
7/14/24 (0.5 hour) Emails.
7/15/24 (4.75 hours) Printing invoices. Filing. Paid invoices (logged, printed and prepped checks for signing) Reconciled June. Returned voice calls. Answered questions via emails. Transfers - recorded new owners in the property database and our online accounting system.
7/16/24 (1.5 hours) Post office box. Emails.
7/17/24 (1 hour) Out of office – emails only. Status Inquiry – checking to make sure a person selling property within the HOA is current on dues and notifying the title company if they’re not in order to collect payment. Emails fielding questions.
7/18/24 (0.25 hour) Out of office – emails only.
7/19/24 (0.5 hours) Out of office – emails only.
7/22/24 (1 hour) Out of office – emails only.
7/23/24 (0.5 hour) Out of office – emails only.
7/24/24 (0.5 hour) Out of office – emails only. Posted committee meeting information to website.
7/26/24 (1 hour) Post office box.
7/27/24 (0.5 hour) Emails answering questions.
7/28/24 (0.25 hour) Email.
7/29/24 (0.5 hour) Emails.
7/30/24 (0.75 hour) Emails answering questions. Filing emails.
7/31/24 (1.75 hours) Post office box. Email answering question. Call with member.
8/1/24 (0.75 hour) Sorted mail. Processed payment.
8/2/24 (7.5 hours) Annual meeting prep – made sure all transfers have been updated in the system, prepared voting database, processed proxies and assigned proxy numbers for each with their designated vote totals, made and printed ballots, printed agendas, made and printed committee sign up sheets, confirmed all items that usually go to the annual meeting were accounted for. Post office box. Bought brats, buns, water, tableware and bug spray for annual meeting.
8/3/24 (5 hours) Annual meeting setup. Annual Meeting. Post office box.
8/4/24 (0.25 hour) Email.
8/5/24 (2 hours) Sorted mail and processed one payment. Completed DORA renewal. Posted agenda to website and bulletin board. Emails. Post office and bank deposit.
8/7/24 (0.5 hour) Emails answering questions.
8/8/24 (1 hour) Post office box.
8/9/24 (3 hours) Emails answering questions. June meeting minutes. Various printing jobs. Sent June minutes to Board.
8/10/24 (2.5 hours) Annual meeting minutes. Sent Annual meeting minutes to Board. Sorted mail, processed one payment. Emails answering questions.
8/12/24 (4.5 hours) Paid invoices – logged into accounting system, processed invoices. Emails answering various questions. Printing. Reconciled July.
8/13/24 (2.5 hours) Ran necessary reports for board meeting packets. Board member and property owner board meeting packet preparations. Reviewed administrators reports. Emails.
Set up Zoom for meeting.
8/14/24 (0.25 hour) Email – address update
8/15/24 (1 hour) Emailed zoom information to persons registered as well as property owner packets. Emails. Total: 66.75 hours
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported that Lagace is nearly finished and just missing some stone, it’s his plan to be finished by the end of September. Animal control has been called on a large dog that roams the neighborhood, the animal control officer tried to make contact with the homeowner but no one answered the door. The new owner of 11 Big Bear is making repairs and replacing the roof.
Communication: Chairman Wendolyn Michnay reported that Tom is building the ZHA Book Exchange box to be hung on the Willow Place shed. Submissions for the fall newsletter need to by October 5, 2024. The administrator asked that the annual meeting notice be sent separately next year aside from the summer newsletter to assure it’s being seen by homeowners. Wendolyn reported that the committee is about to begin a brief history of Zapata to discuss the origin of the area. Committee descriptions are in process and can be sent to the administrator when available.
Fees & Budget: Chairman Leeza Kuznetsova reported that the Fees and Budget committee would be sending out preliminary budget sheets to all the committees so they can assess budget needs prior to the September board meeting. It was advised that all committees meet to establish the budget for their committees for 2025 and deliver them to Fees and Budget committee.
Fire: Chairman John White reported that two grant projects were submitted, the fire committee reviewed them and has issued reimbursements for their mitigation. John also reported that the Indian Hill cistern has water and he will be in touch with the Mosca/Hooper volunteer fire department to learn how it was built and how best to maintain the system. The signage at the Southern emergency exit needs to be replaced and John will be ordering replacement signs prior to the next board meeting.
Governance: Chairman Erin Smith reported that not much has changed since the annual meeting and that the committee would be meeting in the coming weeks. She has sent three new state laws to the board members that apply to the HOA for review. The second reading of Policy 036.00 has many questions that are still unanswered; board members also expressed concerns and it was suggested to postpone the second reading. Erin Smith moved to postpone the second reading until the September meeting as long as the attorney has replied to the questions. Wendolyn Michnay seconded and the motion carried unanimously.
Physical Improvements: Chairman Wayne Ross reported flood damage is still being repaired from the June 21st flood. The committee hopes to do more road base on Lake of the Falls but the budget will need to be reviewed to see how much we can do this Fall. There will be a physical improvements meeting in the coming weeks.
Water: Chairman Ken McEachern reported that there will be a meeting with all entities that are influential and the four major players regarding our lakes on September 4, 2024 at a time that is yet to be determined.
Old Business
Committee Descriptions – Wendolyn Michnay addressed committee descriptions and said that they did not need Board approval. Committee descriptions are intended to be a guide for new board members to better understand their roles on their new committees. Committee descriptions can be sent to the Administrator at any time.
New Business
Committee Chairmen Appointed – Jennifer Nellinger moved that committee chairman remain the same for 2024-2025. Leeza Kuznetsova seconded and the motion carried unanimously.
Architecture Committee Chairman: Jennifer Nellinger
Communication Committee Chairman: Wendolyn Michnay
Fees & Budget Committee Chairman: Leeza Kuznetsova and Vice Chair Wayne Ross
Fire Committee Chairman: John White
Governance Committee Chairman: Erin Smith
Physical Improvements Committee Chairman: Wayne Ross
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