May 17, 2024 Board of Directors Meeting
- leezakuznetsova
- Dec 26, 2024
- 9 min read
ZAPATA HOMEOWNERS ASSOCIATION
Board of Directors Meeting
May 17, 2024
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, May 17th, at the Mosca Community Building beginning at 5:30pm.
Board Members Present: Jennifer Nellinger, Erin Smith, Wayne Ross, Wendolyn Michnay and John White were present. Ken McEachern and Leeza Kuznetsova were absent. Administrator Anna Ciezki was also present as well as members Tom Benner, Tanya Miller and Kim Jatkowski. Jack Zeman attended via conference call.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes:
Wayne Ross moved to approve the board meeting minutes from February 16, 2024. Erin Smith 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
February 2024-May 2024
2/16/24 (5 hours) Board meeting prep, printing and collating board meeting documents. Board Meeting. Call with property owner. Emails answering questions.
2/18/24 (0.75 hour) Morden/Owens letter printed and signed by Chairman. Prepped payments for invoices to mail.
2/19/24 (1 hour) Post office box to mail payments for invoices.
2/21/24 (2 hours) Morden/Owens letter signed by Vice Chairman. Emails answering various questions. Post office to mail Morden/Owens letter via certified mail. Bank deposit.
2/22/24 (2 hours) Sorted mail, received payment and prepped the bank deposit.
2/24/24 (1.5 hours) Post office box and bank deposit. Emails fielding a website question.
2/26/24 (1.5 hours) Emails fielding questions. Sorted mail, received payments and prepped the bank deposit.
Voicemails.
2/27/24 (2 hours) Post office box and bank deposit. County Clerk to file Lien Release. Emails fielding questions.
2/28/24 (1.75 hours) Status inquiries from title company. Completed periodic report for the State of Colorado. Sorted mail, processed payments and prepped bank deposit. Voicemails and calls. Emails: filing and questions.
2/29/24 (1.25 hour) Bank deposit. Emails answering questions.
3/01/24 (2 hours) Post office box. Sorted mail, received payments and prepped bank deposit. Emails.
3/02/24 (0.5 hour) Emails. One status inquiry from title company.
3/03/24 (0.25 hour) Emails fielding requests.
3/04/24 (2 hours) Post office box and bank deposit. Sorted mail, processed payments and prepped a bank deposit. Emails notifying volunteers of packages.
3/06/24 (0.25 hours) Status inquiry from title company.
3/08/24 (0.5 hour) Member referral for a Facebook group approval. Researched and verified that referral was a member of association. Added member.
3/10/24 (0.25 hour) Emails.
3/11/24 (0.25 hours) Email fielding a website question.
3/12/24 (1.5 hours) Post office box. Numerous emails answering requests.
3/13/24 (4 hours) Sorted mail, received and processed payments. Prepared a bank deposit for the next day. Paid invoices for March: recorded invoices, cut checks, printed checks, prepped checks for board member signatures. Emails: answering questions and filing information.
3/14/24 (3 hours) Retrieved signatures for March invoice payments. Emails answering questions. Filing.
Reconciled the bank account.
3/18/24 (0.25 hour) Emails fielding questions.
3/19/24 (0.25 hours) Emails.
3/21/24 (1.75 hour) Voicemails. Calls returning voicemails. Emails answering questions.
3/22/24 (1.75 hours) Post office box and bank deposit. Research of CCIOA. Emails fielding questions.
3/25/24 (0.25 hours) Emails.
3/26/24 (2 hours) Post office box and bank deposit. Research of member’s emails to send electronic invoice since mailed invoice was returned.
3/27/24 (3 hours) Two transfers – logged them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out Welcome Letters. Emails fielding questions. Bookkeeping tasks.
3/28/24 (2.5 hours) Built pdf with Secretary’s signature on Minutes, posted those minutes to the website. Emails answering questions. Two transfers – logged them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out Welcome Letters. Member address updates.
3/29/24 (0.75 hour) Emails.
3/30/24 (1 hour) Post office box.
4/01/24 (1 hour) Emails answering various questions. Sorted mail, processed payments and prepared bank deposit.
4/02/24 (1.5 hours) Post office box and bank deposit. Emails answering questions.
4/03/24 (1 hour) Delivered decal sticker to member. Website question. Emails fielding questions. 4/04/24 (0.25 hour) Emails fielding inquiries.
4/05/24 (0.25 hours) Emails.
4/08/24 (0.75 hours) Emails fielding questions. Emails fielding complaints. Dues payment inquiry.
4/09/24 (2.75 hours) Post office box. Calls with members. Emails answering various questions.
4/10/24 (3 hours) Sorted mail, processed payments and prepared the bank deposit. Call with member. Emails answering numerous requests.
4/11/24 (0.5 hours) Emails.
4/12/24 (1.25 hours) Post office box and bank deposit. Emails answering requests.
4/14/24 (1 hour) Emails fielding questions. Completed status inquiry from title company.
4/15/24 (4 hours) Voicemails. Calls returning voicemails. Call with USDA and Wall, Smith, Bateman regarding grants and taxes. Emails answering questions. Sorted mail, received payments and prepared a bank deposit.
Filing. Reconciled bank account.
4/16/24 (2.5 hours) Post office box and bank deposit. Call with member. Emails answering questions. 4/17/24 (3.5 hours) Sorted mail, processed payments and prepared bank deposit. Call with member. Post office box and bank deposit. Worked on February meeting minutes.
4/18/24 (2 hours) Sorted mail, received payments and prepared a bank deposit. Two transfers – logged them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out Welcome Letters.
4/19/24 (0.5 hour) Completed status inquiry from title company.
4/20/24 (1.5 hours) Emails fielding questions. Post office box.
4/22/24 (2 hours) Sorted mail, processed payments and prepared a bank deposit. Paid invoices for April: recorded invoices, cut checks, printed checks, prepped checks for board member signatures. Retrieved signatures for invoice payments. Emails answering questions.
4/23/24 (1.75 hours) Post office box and bank deposit. Sorted mail, processed payments and prepared a bank deposit.
4/24/24 (2 hours) Post office box and bank deposit. Sorted mail, received and processed payments then prepared a bank deposit. Filing and printing.
4/25/24 (1.5 hours) Emails fielding questions. Strategic Plan Update.
4/26/24 (0.5 hour) Emails.
4/27/24 (1.5 hours) Post office box. Emails answering questions and requests.
4/29/24 (3 hours) Sorted mail, processed payments and prepared a bank deposit. Post office box and bank deposit.
4/30/24 (1.5 hours) Sorted incoming mail – payments and invoices. Processed all payments and prepared a bank deposit. Emails answering questions.
5/01/24 (2 hours) Post office box and bank deposit. Emails.
5/02/24 (0.5 hour) Emails answering questions.
5/03/24 (1.5 hours) Emails fielding questions. Prepared draft agenda for the May 17th meeting, sent to board members for review. Sorted mail, processed any payments and prepared a bank deposit.
5/04/24 (1.5 hours) Post office box and bank deposit. Emails fielding questions.
5/06/24 (2.5 hours) Post office box. Emails answering questions. Filing. Renewal insurance information for carrier.
5/07/24 (4 hours) Sorted mail – invoices and payments. Processed payments and prepared a bank deposit. Filing. Emails answering questions. Reconciled the bank account. Three transfers – logged them into the property database, mailing list database, updated the owners list, created new accounts in Quick Books, created a reoccurring invoice and sent out Welcome Letters. Three address updates.
5/08/24 (1.75 hours) Post office box and bank deposit. Emails fielding questions.
5/09/24 (1.5 hours) Emails fielding questions. Sorted mail – invoices and payments. Processed payments and prepared a bank deposit. Completed research to answer email from board member.
5/10/24 (1.5 hours) Post office box. Emails. Reviewed February minutes and emailed to board members for review. Filing.
5/11/24 (1 hour) Post office box.
5/13/24 (3 hours) Sorted mail, processed payments and prepared a bank deposit. Emails fielding questions. Completed status inquiry from title company. Paid invoices for May: recorded invoices, cut checks, printed checks, prepped checks for board member signatures at May board meeting. Post office box and a bank deposit.
5/14/24 (2 hours) Administrator report. Delivered Form A from Tromley to AC chairwoman. Emails answering questions.
5/15/24 (1.5 hours) Bank deposit. Began to prepare board meeting documents.
5/16/24 (4.5 hours) Printing of board meeting documents. Prepared a lien release for signatures at meeting. Emails answering questions. Filing. Set up conference call information. Voicemails.
Total: 116.5 hours
The Administrator reported that there has been an uptick of scams within the subdivision. Mostly people posing as property owners who want to sell their properties. The administrator encouraged everyone to be more diligent and will put a blurb in the newsletter encouraging property owners to be aware of the risk of scams. The Administrator also reported that a total of $10,055 has been collected since January in back dues.
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported that the architecture committee had a meeting in May. The committee has begun reviewing the architectural guidelines to re-wording items to remove unnecessary language. There will be another architecture committee meeting next Saturday. There is one new member who is beginning a new build in the subdivision.
Communication/Welcome: Chairman Wendolyn Michnay reported that the administrator has received 183 completed yellow contact forms with dues payments. There was a total of 407 invoices mailed out, out of the 297 that have paid, 62% of them returned the yellow contact form. An updated welcome letter will be mailed out to members via email in the coming months. The committee has discussed installing a Little Free Library within the subdivision. The focus of the last communications meeting was the website. Amanda Koth will be working on the newsletter that will be sent along with the annual meeting notice. This information will be sent out prior to our Annual Meeting on August 3, 2024. The second reading of Policy 029.02 “Zapata Zephyr Newsletter and ZHA Website” was read by committee chairman Wendolyn Michnay. The contested word “provocative” from the first reading was changed to “thought provoking”.
Fees & Budget: Treasurer Wayne Ross reported that grant money for fire mitigation is being spent around the neighborhood. Budget items being spent currently are for road grading and road base. Wayne Ross moved to reinstate late fees and liens for delinquent accounts following the policy procedures in place. Wendolyn Michnay seconded and the motion carried unanimously.
Fire: Chairman John White reported that the second fire trailer is now complete but will need to be tested. The mitigation on California Circle is nearly complete and the committee is trying to locate a contractor to complete the weed mitigation required. The 150 fir pouches have been placed in the areas most needed, this work fulfilled the requirement for a community work day for our Fire Wise status. The internal grant program for mitigation reimbursed a project $2,000 for their mitigation efforts on their property. John White moved to reopen the internal mitigation grant for property owners. Wayne Ross seconded and the motion carried unanimously. The fire siren was tested from on site and from the Colorado State Patrol
Dispatch Center and performed as required. The next area set for mitigation will be in Greenbelt G but major work will likely not begin before autumn. Some hand work could begin soon. The committee worked on the strategic plan and removed unnecessary language. The South fire escape was checked and will require work on the road that leads to the gate as well as signage that will need to be replaced. The fire committee covered procedures for burning the wood recovery lot.
Governance: Chairman Erin Smith reported that the governance committee met for its quarterly meeting early in May and began working on the bylaw’s revision. The governance committee is making edits to the bylaws that remove unnecessary language and also add in relative information. It also worked on the strategic plan and decided to work on the revision of the bylaws and a policy for short term rentals as its yearly project. The committee would like community involvement and would like to schedule a way for the community to be involved in the process for developing a short-term rental policy.
Physical Improvements: Chairman Wayne Ross reported that the physical improvements committee met in early May. The committee discussed the Spring grading and rolling plan and the discussion revolved around which roads would be graded if no moisture was received and which roads would be graded and rolled if moisture was received. They also discussed areas where road base is most needed. The three culverts at the bottom of Mill Run south of Lake of the Falls have been substantially cleaned by hand labor. The committee has compiled a list of signs that need to be repaired or replaced; this work will be ongoing. Snow removal was problematic this year due to equipment failure and when the grader arrived to remove snow, it was too icy and required chains to reach the upper roads. Other property owners did what they could but, unfortunately, their efforts were not adequate in certain instances. Subsequent discussion with our contractor has resulted in the truck with the plow placed on the subdivision during snowy months, if we desire. A plan will be developed with the residents so residents with a plow can be contacted to clear driveways if needed.
Water: Chairman Ken McEachern reported via email that the second quarterly meeting of the Water Committee will be held Saturday, June 15th at 2:00pm at the Mosca Community Center. In person attendance is encouraged due to confidentiality issues surrounding a currently awaited court ruling. Phone in access will be limited to water committee members and ZHA Board Members with prior notification.
Old Business
• Yurt Issue – The fine letter was sent to Mr. Owens and Mr. Morden on 2/21/24 via certified and regular mail to both addresses on file. Both certified copies of the letter were returned as “unclaimed”. No response was received from the property owners regarding the fine letter and the yurt and trailer remain in use. Wayne Ross moved to file a lien against the property. Wendolyn Michnay seconded and the motion carried unanimously.
• CCIOA Disclosures Verified – The Administrator collected the information available to her for the CCIOA disclosures and these will be posted to the website in the coming weeks. The remaining items will be posted as they become available.
New Business
• Welcome Letter Edits – The edits to the Welcome Letter have been made and will be emailed to members in the coming months.
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