February 16, 2024 Board of Directors Meeting
- Dec 26, 2024
- 9 min read
ZAPATA HOMEOWNERS ASSOCIATION
Board of Directors Meeting
February 16, 2024
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, February 16, 2024 at the Mosca Community Center beginning at 5:30 PM.
Board Members Present: Ken McEachern, Jennifer Nellinger, John White and Wayne Ross. Erin Smith, Wendolyn Michnay and Leeza Kuznetsova attended via conference call. Administrator Anna Ciezki was also present. Amanda Koth, Alex Disbrow, Tanya Miller and Jack Zeman attended via conference call.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes:
November 17, 2023 – Wayne Ross moved to approve the minutes from November 17, 2023. Jennifer Nellinger seconded and the motion carried unanimously.
December 5, 2023 - Wayne Ross moved to approve the minutes from December 5, 2023. Jennifer Nellinger seconded and the motion carried unanimously.
December 13, 2023 - Wayne Ross moved to approve the minutes from December 13, 2023. Jennifer Nellinger seconded and the motion carried unanimously.
December 21, 2023 - Wayne Ross moved to approve the minutes from December 21, 2023. Jennifer Nellinger seconded and the motion carried unanimously.
Approval of Bills to be Paid: Wayne Ross moved to approve the bills to be paid. Jennifer Nellinger seconded and the motion carried unanimously.
Administrator’s Report:
ADMINISTRATOR’S REPORT
November 2023-February 2024
11/17/23 (4.5 hours) Board meeting prep and printing. Board Meeting. Call with property owner. Emails answering questions.
11/18/23 (0.5 hour) Emails fielding questions.
11/20/23 (1.5 hours) Posted fire safety information to website and Facebook. Final prep of checks signed at board meeting. Emails fielding questions.
11/21/23 (1.5 hours) Post office box. Mailed checks. Bank deposit.
11/23/23 (0.25 hour) Email regarding website.
11/24/23 (0.5 hour) Emails fielding a complaint.
11/26/23 (1.5 hours) Website post. Emails fielding questions. Created statement for delinquent dues. Updated email addresses.
11/27/23 (3 hours) Post office box. Website post, emails fielding questions. Special Meeting announcement.
11/28/23 (2 hours) Post office box. Emails. Status inquiries from title company.
11/29/23 (3.5 hours) Fine Letter for Owens/Morden created and sent to board members for input. Emails fielding questions. Printing and Filing. Updated mileage spreadsheet. Three transfers - logging them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created reoccurring invoices for each and sent out Welcome Letters.
11/30/23 (2 hours) Voicemails. Calls with questions. Emails answering questions. Built and posted September minutes to the website.
12/02/23 (0.75 hour) Emails.
12/03/23 (0.25 hour) Emails.
12/04/23 (1 hour) Emails answering numerous questions.
12/05/23 (1.5 hours) Emails answering questions. Special Meeting for the first reading of Policy 009.07.
12/07/23 (0.25 hour) Emails fielding questions.
12/08/23 (0.25 hour) Emails.
12/09/23 (0.25 hour) Email upkeep with questions.
12/11/23 (1.5 hours) Post office box. Emails.
12/12/23 (1 hour) Numerous emails answering requests.
12/13/23 (3.5 hours) Emails fielding questions. Reconciled the bank account. Processed invoices for payment. Three transfers - logging them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created reoccurring invoices for each and sent out Welcome Letters. Call with property owner. Setup conference call for Special Meeting. Special Meeting for the second reading of Policy 009.07.
12/14/23 (1.5 hours) Call with property owner. Put agenda on the website. Got checks signed for invoice payment. Prepped for mailing.
12/15/22 (1.25 hours) Post office box. Emails.
12/16/23 (1 hour) Post office box.
12/18/23 (0.75 hour) Emails fielding questions.
12/19/23 (1.5 hours) Post office box. Emails.
12/20/23 (1.75 hours) Post office box. Emails fielding questions.
12/21/23 (1 hour) Emails answering questions and requests. Special Meeting for third reading of Policy 009.07.
12/24/23 (1 hour) Post office box.
12/27/23 (2 hours) Emails. Formatted notices that will be included with invoices. Pinned post to the Facebook page delegating the website as the formal means of communications.
12/28/23 (2.75 hours) Post office box. Updated mileage spreadsheet. Answering questions via email. Updated Policy 009.06 to 009.07. Posted new policy document to the website and updated all other relevant forms.
12/29/23 (0.5 hour) Emails.
12/30/23 (0.5 hour) Emails.
12/31/23 (0.75 hour) Emails answering various questions.
01/02/24 (1 hour) Worked on inserts for the 2024 invoices. Call with O&V about inserts. Sent O&V the inserts for printing. Call with property owner. Emails answering questions.
01/04/24 (1 hour) Emails fielding inquiries.
01/05/24 (1.5 hours) Post office box. Emails.
01/07/24 (0.25 hour) Emails.
01/08/24 (3.5 hours) Post office box. Emails fielding questions, posted fire committee posts to the website. Printing and filing. Processed invoices for payment. One transfer – logged it into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out a Welcome Letter.
01/09/24 (1 hour) Post office box. Picked up printed inserts from O&V.
01/10/24 (2.75 hours) Call with Wall Smith Bateman about 1099s. Emails. Began invoicing - confirming all transfers match current database, confirm database matches QuickBooks, invoicing, printing, folding, stuffing inserts, sealing, stamping.
01/11/24 (2.75 hours) Post office box. Bank deposit. Received payment from property owner, processed for depositing. Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping.
01/12/24 (8.25 hours) Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping.
Voicemails. Calls returning voicemails answering questions.
01/13/24 (3 hours) Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping.
01/15/24 (3 hours) Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping. Emails fielding questions.
01/16/24 (5 hours) Post office box and bank deposit. Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping.
01/17/24 (5.5 hours) Emails fielding questions. Invoicing – confirmed accurate address, invoicing, printing, folding, stuffing inserts, sealing, stamping.
Posted to the website. Post office to mail invoices
01/18/24 (1 hour) Mosca post office box. Paid invoices and printed checks. Three transfers - logging them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created reoccurring invoices for each and sent out Welcome Letters. Updated addresses and invoices. Mailed final invoices.
01/19/24 (2 hours) Emails answering questions. Keypad troubleshooting trying to change the gate code – eventually successful. Met with board members to sign checks. Prepped checks for mailing.
01/20/24 (0.75 hour) Emails fielding questions. Gate code check after learning many members were using an old code.
01/22/24 (2 hours) Post office and bank deposit. Received payment and logged into accounting systems. One transfer – logged it into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out a Welcome Letter.
01/23/24 (2.75 hours) Post office box and bank deposit. Answered status inquiries from title company. Website posting conference call information for a committee meeting.
01/24/24 (2 hours) Emails. Status inquiries answered. Made two changes to invoicing and resent invoices via email.
01/25/24 (0.25 hour) Emails fielding questions.
01/26/24 (1 hour) Post office box.
01/28/24 (1 hour) Post office box.
01/29/24 (5.5 hours) Emails. Printing of several new transfers. Four transfers - logging them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created reoccurring invoices for each and sent out Welcome Letters.
Answered status inquiries. Processed payments for deposit.
01/30/24 (1.25 hours) Post office and bank deposit. Emails. Sorted incoming mail – payments and invoices.
01/31/24 (2.75 hours) Received payments for invoices and logged them into QuickBooks.
Updated addresses. Sorted returned mail and sent invoices via email if an email was available. 02/01/24 (2 hours) Post office box. Sorted incoming mail – payments and invoices. Received payments for invoices and logged them into QuickBooks.
02/02/24 (1 hour) Special Meeting minutes. Created agenda for February meeting and sent to Board.
02/03/24 (3.5 hours) Relistened to November board meeting. Minutes revision.
02/04/24 (0.25 hour) Emails fielding questions.
02/05/24 (2.5 hours) Generated end of year budget vs actual for 2023. Tried to update the budget to the new category assignments – unsuccessful. Reached out to accountant for help, set up phone call. Emails answering questions.
02/06/24 (1.5 hours) Post office box and bank deposit. Call with potential buyer answering questions (20 minutes).
02/07/24 (3.5 hours) Budget research for accounting system to try again to update the categories to the new format – unsuccessful. Printing – invoices, transfers. Emails fielding questions. Received payments for invoices and logged them into QuickBooks. Reconciled bank account. Minutes revision. Updated agenda.
02/08/24 (1.5 hours) Emails fielding questions. Phone call meeting with the accountant to update the budget.
02/09/24 (0.5 hours) Emails fielding questions.
02/10/24 (1.5 hours) Post office box. Emails.
02/12/24 (3.25 hours) Calls answering questions. Emails. Sorted incoming mail – payments and invoices. Received payments for invoices and logged them into QuickBooks. Budget – success.
Processed returned mail, emailed invoices if email was available.
02/13/24 (0.5 hour) Emails fielding questions.
02/14/24 (3 hours) Post office box and bank deposit. Emails answering questions. Administrator report.
02/15/24 (2 hours) Ran reports, compiled documents for Board Meeting packets. Emailed packet to board members for review.
Subtotal: 134.5 hours
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported that she had several camping inquiries and referred them all to Camping Policy 030.02. A recent sale revealed that a lot on Mill Run Road has been labeled with an incorrect address of Big Bear Road. The owner has been notified to contact the County to correct this. A Form C application for a shed was completed by the McEacherns.
Communication: Chairman Wendolyn Michnay reported that the communications committee met and completed a new Welcome Letter, the flyers for the invoices that were mailed in January and a pinned post on Facebook with a statement about where to find official information. The bulletin board was updated with brightly colored accents and helpful information, flyers that were no longer relevant were removed. The communications committee thinks that the committee descriptions should be compiled over a year to better encapsulate the committees and the scope of work entailed. So far, the Communications Committee, Fire Committee and Fees and Budget Committee have all created email addresses for their respective committees; the Communications Committee is hopeful that all committees will create specific emails. The first reading of Policy 029.02 “Zapata Zephyr Newsletter and ZHA Website” was read by committee member John White. A question arose about the use of the word “provocative” in the policy and the committee agreed it would be removed and that sentence re-written for the next reading.
Fees & Budget: Co-Chairman Wayne Ross reviewed the 2023 Budget versus Actual report. The 2024 invoices were mailed in mid-January and payments have begun to arrive. There was $3,030 in back dues collected by the Administrator since the beginning of 2024.
Fire: Chairman John White reported that the committee received estimates for the fire trailer; it will need new valves, elbows and potentially a new hitch. The mitigation of California Circle has been put on hold until Spring. The committee has purchased the pouches for the fir trees but they need to be kept in cold storage until they can be affixed to trees. The wood recovery lot was successfully burned after a heavy snow and monitored by members of the Fire Committee and the Mosca-Hooper Volunteer Fire Department was alerted. The Fire Committee is also working on the committee description due in July. The fire siren will be tested in May or June.
Governance: Chairman Erin Smith reported that the governance committee met in late January to cover various items including developing a committee description. The committee would like to get input from as many members as possible while developing regulations for Short Term Rentals. The committee would like to give plenty of notice for input to remain as transparent as possible.
Physical Improvements: Chairman Wayne Ross reported the major issues they have been dealing with are snow plowing and continued theft from the shed at Willow Place. Cooley and Sons is contracted to do the snow plowing in the neighborhood. After a series of unavoidable events, some roads could not be plowed after the latest snow. However, a grader was sent the next day to clear the roads that were previously missed. There have been several motions to remove the Willow Place shed, however, many residents rely heavily on the shed for deliveries during winter months. Unfortunately, delivery companies use the Willow Place shed throughout the year even during summer months when the roads are fine. The Physical Improvements committee will be having their first quarter meeting in the coming months.
Water: Chairman Ken McEachern reported that the Water committee meeting was held in December. Confidentiality of these meetings has become imperative especially in meetings where the water attorney is present. The fire suppression pond applications are moving forward but the process is very slow. The next Water committee meeting will be held in April. Jack Zeman has agreed to continue collecting the water readings for the 2024 season but we will need to find a replacement for him after this year.
Old Business
Yurt and Travel Trailer Issue – The letter regarding the illegal yurt and travel trailer for the lot owned by Owens/Morden was brought tonight for signatures. Mr. Owens and Mr. Morden were notified by a certified letter dated November 8, 2022 that the yurt and travel trailer violated our camping policy and would need to be removed immediately. No action has been taken by the owners to remove the yurt and travel trailer. Alamosa County is also aware of this issue and has yet to take action. Wayne Ross moved that they be fined under permanent habitation in other than a house. Jennifer Nellinger seconded. The motion carried unanimously. Wayne Ross moved to fine them $500 after 30 days, $50 a day until the yurt is down and the travel trailer removed, Jennifer Nellinger seconded. The motion carried unanimously.
New Business
Annual CCIOA Disclosures – John White agreed to do research to see if there is any other information we need to send out to fulfill the CCIOA requirements.
2024 Strategic Plan – The Administrator will send the current strategic plan to board members for updates, additions and omissions.
ACTION ITEMS
DATE | ACTION | ASSIGNED TO | DUE DATE |
2/16/2024 | Committee Email Addresses | Committees | 7/2024 |
2/16/2024 | Yurt and Travel Trailer Issue | Architecture, Governance, Administrator | 2/29/2024 |
2/16/2024 | Strategic Plan Update | Committees | 5/17/2024 |
2/16/2024 | Committee Job Descriptions | Committees | 9/20/2024 |
20-Minute Open Forum:
Comments