June 21, 2024 Board of Directors Meeting

ZAPATA HOMEOWNERS ASSOCIATION

Board of Directors Meeting

June 21, 2024

Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, June 21st, at the Mosca Community Building beginning at 5:30pm.

Board Members Present:  Ken McEachern, Erin Smith, Jennifer Nellinger, Wayne Ross and John White. Wendolyn Michnay and Leeza Kuznetsova attended via conference call. Administrator Anna Ciezki was also present. Member Tanya Miller attended via conference call.  

Approval of the Agenda: The agenda was approved as published.  

Approval of Minutes:

Erin Smith moved to approve the board meeting minutes from May 17, 2024.  Wayne Ross seconded and the motion carried unanimously. 

Approval of Bills to be Paid: Wayne Ross moved to approve the bills to be paid. John White seconded and the motion carried unanimously.

Administrator’s Report:

Administrator’s Report

May 17, 2024-June 20, 2024

5/17/24 (6 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. Call with member. Emails answering questions. Ensured everything needed for board meeting was packed and prepared. Board Meeting. 

5/18/24 (1.5 hours) Post office box. Emails answering inquires. 

5/20/24 (2 hours) Emails. Checks for invoices prepped for mailing. Sorted mail, received and processed payments. 

5/22/24 (1 hour) Emails fielding questions. Filing.   

5/23/24 (0.25 hour) Email.

5/24/24 (1.25 hours) Post office box and bank deposit. Emails answering various inquiries. One status inquiry.

5/29/24 (2.25 hours) Sorted mail, received and processed payments. Post office box and bank deposit. Emails answering questions. Phone call with member. 

5/30/24 (1.5 hours) Status inquiry from title company. Emails. Call with member. 

5/31/24 (1.25 hour) Emails answering questions. Voicemails and calls with members.   

6/1/24 (0.25 hour) Emails. 

6/2/24 (0.5 hour) Emails fielding questions about the HOA.    

6/3/24 (2 hours) Emails. Sorted mail, received and processed payments. Printing and filing. Prepared Owens/Morden lien. Sent CCIOA disclosures I have to Wendolyn and Tony to post on website. Water Committee meeting posted to website. 

6/4/24 (3 hours) Emails answering questions. Post office and bank deposit. Completed the annual meeting notice, proxy and annual meeting agenda for the newsletter deadline. Prepared the June Board Meeting Agenda draft and scheduled it to be sent to board members on Friday. 

Started working on May minutes.

6/5/24 (0.25 hour) Emails answering questions.  

6/6/24 (0.25 hour) Out of office, email correspondence only.  

6/7/24 (0.5 hour) Out of office, email correspondence only. 

6/8/24 (0.5 hour) Out of office, email correspondence only. 

6/9/24 (0.25 hour) Out of office, email correspondence only. 

6/10/24 (1 hour) Emails answering questions. Filing. 

6/11/24 (1.25 hours) Emails. Post office box. 

6/12/24 (1.25 hours) County Clerk to file Owens/Morden lien. Email answering question. 

6/13/24 (3 hours) Sorted mail, received and processed payments. Post office and bank deposit.

Reconciled bank account for May. 

6/14/24 (1.25 hours) Emails answering questions. Printing for governance committee meeting. Posted agenda to website and bulletin board. Filing. Set up conference call information for water committee meeting. 

6/15/24 (2 hours) Printing invoices. Filing. Voicemails. Traveled to Mosca Community Center to set up conference phone for water committee meeting.  6/16/24 (2 hours) Post office box. Reviewed May minutes. 

6/17/24 (2.5 hours) Emailed May minutes to Board members. Worked on administrator’s report for June’s meeting. Printed and filed mitigation contract. Prepped invoices for June payment. 

6/18/24 (1.25 hours) Post office box. Email.

6/19/24 (5.5 hours) Compiled financial information for newsletter. Sorted mail, received and processed payments. Research on QuickBooks. Processed invoices. Generated reports for board meeting. Printed reports and punched holes in them. Built and posted February minutes to website. Printed checks and prepped for signing at the board meeting. Completed May minute edits and printed for meeting. Emails with board members and committees regarding the summer newsletter. Final items for printing. Built packets in pdf format for board members and property owners.

6/20/24 (2 hours) Transfer – recorded new owner in the property database and our online accounting system. Final printing for board meeting. Address updates in both our mailing database and the online accounting system. Compiled all the information the printer needs to send out the newsletter then sent newsletter to the printer. 

Total: 47.5 hours

Committee Reports:

Architecture: Chairwoman Jennifer Nellinger reported that no new applications have been submitted. An extension was provided to owner, however, the project is still not complete. The County has also granted leniency; Jennifer will contact the County to see what the current standing is for the extension. 

Communication: Chairman Wendolyn Michnay reported that the committee is proceeding with the book exchange box for the community.   The CCIOA disclosures have been updated, there is one item remaining that will have to be supplied by our accountant. Scam emails have decreased significantly since Tony adjusted the barriers which is much appreciated by the administrator. The Welcome Letter will be emailed to all members once the rental policy goes through three readings so it can be included in the email. Wendolyn then completed the third reading of Policy 029.02 – Zapata Zephyr Newsletter and ZHA Website, there were no changes from the second reading. Erin Smith moved to approve the Zapata Zephyr Newsletter and ZHA Website policy. Wayne Ross seconded and the motion carried unanimously. Submissions for the summer newsletter were received, compiled by Amanda Koth and sent to the printer yesterday for printing and mailing. 

Fees & Budget: Chairman Leeza Kuznetsova has asked the attorney about the legalities of doing a tiered dues system; she is still waiting for a response. The committee provided an update for the newsletter about current financial standings and areas where we are spending. Fire expenditures will decrease as the fire committee has applied for a $40,000 grant.   

Fire: Chairman John White reported that the second fire trailer has been repaired, tested and there was a training held on operation. Diseased fir trees have been removed and pouches have been placed in areas of high concern. Forrest Ketchin is working on an Emergency Guidelines information sheet; it will be provided to property owners when available. The committee has posted information to the bulletin board and website about the beetle kill infection and how to identify problem trees. John White is in the process of having our air tanks tested and filled. The committee is a few steps closer to finding a contractor to handle weed removal.  

Governance: Chairman Erin Smith reported that the committee recently had a meeting to discuss the short-term rental policy; there was both an in person and a meeting via Zoom. The committee worked to develop a rental policy that was satisfactory and gathered opinions from various property owners including ones that operate short term rentals and ones that are opposed. Erin Smith then completed the first reading of Policy 036.00 – Rental Policies and Unescorted Guests. There were questions about language requiring an insurance rider and more questions have been asked of our attorney regarding the policy and the committee is waiting for those answers.  

Physical Improvements: Chairman Wayne Ross reported that Cooley has graded and rolled the roads. Cooley then returned after we received moisture to roll the roads again.  A second grading will be completed in the Fall. The volunteer caretakers have been working diligently to clean out culverts throughout the subdivision.  

June Meeting Minutes SIGNED.pdf

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