November 15, 2024 Board Meeting Minutes
- zapatahoainfo
- Feb 28, 2025
- 6 min read
ZAPATA HOMEOWNERS ASSOCIATION
Board of Directors Meeting
November 15, 2024
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, November 15, at the Mosca Community Building beginning at 5:30pm.
Board Members Present: Ken McEachern, Wayne Ross, Erin Smith, John White and Jennifer Nellinger. Administrator Anna Ciezki was also present as well as members AJ Romero, Jennifer Romero, Deron Granville, Robin Shirley-Granville, James Wallach, Susan Zeman and Lori Christensen. Board Members Wendolyn Michnay and Leeza Kuznetsova attended via conference call as well as members Tanya Miller, Patti Dorlac, Walter Dorlac, Sonya Embry and Mary Meredith with NMX Homes. Also present were Adam Bill and Armando Ross from Rio Grande County Weed District.
Approval of the Agenda: The agenda was approved as published.
Presentation by Armando Ross with Rio Grande County Weed District: Mr. Ross gave a presentation about the weeds in the subdivision that are causing issues. He recommends yearly treatments specifically for the puncture vine plants. He did bring a book of Colorado noxious weeds and advised that the weeds in our area are in sections B and C of the book. He left extra copies of this book, if members are interested in obtaining a copy they can contact the administrator via email.
Approval of Minutes:
September 20, 2024 – Erin Smith moved to approve the minutes from the September 20 Board Meeting. Jennifer Nellinger seconded and the motion carried unanimously.
Approval of Bills to be Paid: Wayne Ross moved to approve the bills provided that the attorney bill is straightened out and the Department of Interior bill has been researched to be paid. John White seconded and the motion carried unanimously.
Executive Session: Nothing came out of the closed executive session; it was an information session only.
Administrator’s Report:
Administrator’s Report
September 20, 2024-November 14, 2024
9/20/24 (4.5 hours) Board Meeting preparation. Prepared checks for invoices. Emails answering questions. Ensured everything needed for board meeting was prepared. Board Meeting.
9/21/24 (1 hour) Post office box.
9/22/24 (1.5 hour) Emails. Post office box.
9/23/24 (1.5 hours) Post office box. Emails.
9/24/24 (1 hour) Post office box.
9/25/24 (2 hours) Post office box. Emails answering various requests.
9/26/24 (0.5 hour) Emails answering various requests.
9/27/24 (1 hour) Emails.
9/28/24 (1 hours) Post office box.
9/30/24 (2 hours) Emails. Post office box.
10/1/24 (0.75 hours) Emails answering various inquiries.
10/2/24 (1.5 hours) Post office box. Emails.
10/3/24 (0.5 hour) Emails answering questions.
10/4/24 (2 hours) Post office box and emails answering questions.
10/7/24 (1 hour) Emails.
10/8/24 (1.5 hours) Post office box. Emails
10/9/24 (0.5 hour) Emails.
10/10/24 (3 hours) Reconciled bank account. Transfers – logged in databases, set up in QuickBooks, distributed welcome letters. Emails.
10/11/24 (2 hours) Post office box. Bank deposit. Emails.
10/12/24 (0.25 hour) Emails answering questions.
10/14/24 (2 hours) Emails. Newsletter prep. Checked mailing list and updated for upcoming newsletter mailing.
10/15/24 (2 hours) Post office box. Bank deposit. Status inquiries. Emails.
10/16/24 (1.25 hour) Emails answering questions. Post office box.
10/17/24 (0.25 hour) Emails.
10/18/24 (1.75 hours) Printed, collected and paid invoices.
10/19/24 (0.25 hour) Emails.
10/21/24 (0.75 hours) Emails. Checks signed
10/22/24 (2.25 hours) Prepped checks to be mailed. Post office box. Answered several questions via emails.
10/23/24 (1 hour) Post office box.
10/24/24 (3.5 hours) Accounting call with accountant answering questions. Call with board member about communications. Emails. Printing.
10/25/24 (0.5 hours) Emails.
10/26/24 (1.25 hours) Post office box. Emails answering questions.
10/28/24 (2 hours) Status Inquiries, Research on mislabeled lots. Transfers.
10/29/24 (2 hours) Post office box. Emails.
10/30/24 (0.5 hour) Emails.
10/31/24 (1.5 hours) Post office box. Emails handling various requests.
11/1/24 (2.5 hours) Post office box. Emails. Status Inquiry, zoom setup for committee meeting, posted meeting to website, updated Facebook “pin” notifying members that the website is the official site of information.
11/4/24 (2 hours) Built and compiled minutes for new website. Gathered documents for new website and sent them to the communications chair. Emails.
11/5/24 (1 hour) Post office box.
11/6/24 (0.5 hour) Emails.
11/7/24 (0.5 hour) Emails.
11/8/24 (0.25 hour) Email re: bulletin board
11/10/24 (2 hours) Emails. Worked on meeting minutes. Re-listened to sections for accuracy.
11/11/24 (4 hours) Finished final edits for meeting minutes, sent to board members for additions and edits. Emails. Administrator report. Processed payments for due and two gate openers. Reconciled bank account. Printed invoices in preparation to pay them.
11/12/24 (1 hour) Post office box and bank deposit.
11/13/14(3.25 hours) Emails, printed and paid invoices, began preparing board meeting packet for board members and property owners.
11/14/24 (2 hours) Post office box. Emails answering questions.
Total: 70.75 hours
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported that the Miller/Schrieber site visit for the driveway and septic tank has been completed. The property owners have had the septic tank engineered and it will likely be installed next year and the gravel for their driveway has been delivered and spread. The large, white dog that has been at large in the subdivision was picked up by animal control, however, it was picked up by its owners within the five day waiting period. The information regarding the yurt and travel trailer that had been given to the Alamosa County Land Use Office has now been turned over by Land Use to the Alamosa County Attorney.
Communication: Chairman Wendolyn Michnay reported that the ZHA Book Exchange box is finished and has been hung up on the Willow Place shed, it has already received donations. The ZHA zoom account has been used several times by the committees and seems to be working well. The leftover laminated emergency procedures handout will be mailed with the yearly invoices along with updated bill inserts that were sent out last year. The committee welcomed Tanya Miller as a new committee member. The Autumn Zephyr was mailed and all members should have received them by now. A new website is in the process of being built and will be launched in the coming months.
Fees & Budget: Chairman Leeza Kuznetsova reported that we are ahead of schedule on the 2024 budget and the committees are on track with spending for the remainder of the year. There will be a Fees and Budget committee meeting on January 8, 2025 via zoom. The purpose of this meeting will be to go over budget categories. She then opened the floor to questions about the 2025 budget, there were no question, comments or concerns. Wayne Ross moved to approve the 2025 budget. Erin Smith seconded and the motion carried unanimously.
Fire: Chairman John White reported that there will be fall work beginning in the greenbelts between California Circle and Mill Run with an additional spot being worked on within California Circle. The contractor is motivated to begin and work must be completed by June 30 of 2025. There has been an application submitted for grants to mitigate next summer but a portion of the acreage is private land. If the grant is awarded, the fire committee will need to meet with those private land owners to discuss how they pay their share for the mitigation. Our contact with the forest service noted that the matching percentage increased from 25% to 50%. The fire committee had a work day and removed slash piles, investigated the Indian Hill tank and drained all the water tanks to prevent freezing. A member of the committee is making instruction tags for the fire trailer tanks. The subdivision has been recertified as a Firewise Community and the committee decided to perform tests of the fire alarm three times a year, in the Spring, at the start of the Annual Meeting and in the Fall.
Governance: Chairman Erin Smith reported that the governance committee met November 13. The attorney was able to answer their questions about Policy 036. During the committee meeting the policy was amended to reflect her answers. Erin Smith moved that the Second Reading of Policy 036.00 be completed with the amended language. Jennifer Nellinger seconded and the motion carried unanimously. The second reading of Policy 036.00 was completed.
Physical Improvements: Chairman Wayne Ross reported that Cooley & Sons has put down new road base, completed rolling and has done snow plowing in the last few weeks. The committee has been documenting culverts so that the volunteer caretakers can clear them as necessary. More information about the tank on Indian Hill was obtained, water should be running through the gate that is currently closed, however, rocks have been washed down so if the gate is open it would quickly fill with rocks and sand. This was discussed with Cooley & Sons, they will bring a mini excavator to dig it out and then will put a cage over the gate to prevent this from happening again in the future.
Water: Chairman Ken McEachern reported that the subdivision is in a positive and transitional period, the water committee is working closely with The Nature Conservancy, The Rio Grande Water Conservation District and the Colorado Division of Water Resources. The committee anticipates having another fruitful workshop with those entities in the upcoming months. In the meantime, the membership may have noticed that we have a full lower lake. Thank you for all the work that has been done by the past water committee chairman, Jack Zeman and the current water committee members.
Old Business
· Trailer on Yuma Place – The trailer has been moved.
New Business
ACTION ITEMS
DATE | ACTION | ASSIGNED TO | DUE DATE |
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20-Minute Open Forum: Nothing was discussed.
Adjournment: The next regular board meeting of the Zapata Homeowners Association will be held on Friday, February 21, 2025, at 5:30 PM at the Mosca Community Building.
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