November 17, 2023 Board of Directors Meeting
- Dec 26, 2024
- 6 min read
ZAPATA HOMEOWNERS ASSOCIATION
Board of Directors Meeting
November 17, 2023
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, November 17, 2023 at the Mosca Community Center beginning at 5:30 PM.
Board Members Present: Ken McEachern, Jennifer Nellinger, Erin Smith, Leeza Kuznetsova, John
White and Wayne Ross. Wendolyn Michnay attended via conference call. Administrator Anna Ciezki was also present as well as members Barbara Stiles, Jody DeJong, Colman DeJong, Adam Bill, Tom Benner, Tony Oswald and Alex Disbrow. Sarah Huntington Hall, Amanda Koth, Deron Granville, Shirley Granville, Seth Horsley, Celina Horsley, Daron Short, Toby Woodson attended via conference call.
Approval of the Agenda: The agenda was approved as published.
Approval of Minutes:
September 15, 2023 – Wayne Ross moved to approve the minutes from the September 15th Board Meeting. Erin Smith seconded and the motion carried unanimously.
Approval of Bills to be Paid: Leeza Kuznetsova moved to approve the bills to be paid. Wayne Ross seconded and the motion carried unanimously.
Administrator’s Report:
ADMINISTRATOR’S REPORT
September 15, 2023 – November 16, 2023
09/15/23 (6.75 hours) Board Meeting final preparations. Board Meeting.
09/19/23 (1.5 hours) Post office. Received payments and log them into the system. Bank deposit.
09/20/23 (1.25 hours) Received payments and log them into the system. Emails. Prepped signed checks for invoices. Corrected zip code of vendor. Emails.
09/21/23 (1.5 hours) Post office box and bank deposit. Emails answering various questions.
09/22/23 (0.25 hour) Emails fielding questions.
09/23/23 (0.25 hour) Emails fielding questions.
09/25/23 (0.5 hour) Call with property owner. Emails answering questions.
09/26/23 (2.5 hours) Post office box. Received payments and logged into the system. Bank Deposit. Emails answering questions. Filing emails in appropriate folders. 09/27/23 (0.75 hour) Emails.
09/28/23 (1 hour) Emails answering questions. Call with property owner.
09/29/23 (1.5 hours) Post office box. Emails.
09/30/23 (0.5 hour) Emails fielding questions.
10/01/23 (2.5 hours) Budget preparation for Newsletter. Emails answering numerous questions.
10/02/23 (1.25 hours) Research of lot new owner purchased. New owner added to database, invoicing system and email list.
10/03/23 (6 hours) Post office box to check mail. Compiled articles for newsletter, managed pages and inserted information to be sent to property owners. Questions from property owners. Emails answering questions. Received payments and applied them to the invoicing system. Processed deposits.
10/04/23 (0.75 hour) Emails fielding questions.
10/06/23 (1.5 hours) Post office box and bank deposit. Emails.
10/08/23 (0.25 hour) Emails regarding newsletter.
10/10/23 (3.5 hours) Post office box and bank deposit. More work on the Newsletter, corrected edits from committee chairmen.
10/11/23 (1 hour) Reconciled the bank account in the invoicing system. Emails answering questions. Address update. Posted minutes to the website.
10/12/23 (1.5 hours) Post office box. Emails answering questions.
10/13/23 (0.25 hour) Email – answered status inquiry for upcoming sale.
10/14/23 (0.25 hour) Emails answering questions.
10/15/23 (0.5 hour) Emails.
10/16/23 (1.5 hours) Post office box. Emails fielding questions.
10/17/23 (1.5 hours) Post office box. Emails answering questions. Call with property owner.
10/18/23 (3.75 hours) Post office box. Emails. Call with property owners. Email regarding Plats.
Cut checks for invoicing.
10/19/23 (1.5 hours) Numerous emails about various items.
10/20/23 (1.75 hours) Post office box. Emails fielding questions.
10/23/23 (2 hours) Post office box. Call with property owner. Emails answering questions.
10/24/23 (1.5 hours) Post office box. Emails.
10/25/23 (3.5 hours) Re-listened to September meeting to fine tune Minutes. Calls with property owners. Several emails fielding questions.
10/26/23 (1.25 hours) Post office box. Emails.
10/27/23 (0.5 hour) Emails answering numerous questions.
10/30/23 (0.5 hour) Emails.
10/31/23 (1 hour) Post office box.
11/01/23 (0.25 hour) Emails answering questions.
11/03/23 (1 hour) Emails. Prepared Agenda for the November 17th meeting.
11/04/23 (0.25 hour) Emails.
11/07/23 (1.5 hours) Post office box. Emails fielding questions.
11/08/23 (3 hours) Final draft of September Minutes completed and sent to board members for edits and additions. Emails.
11/09/23 (1.25 hour) Post office box. Received payment and logged into the system. Bank deposit.
11/10/23 (1.5 hours) Posted November Agenda to website. Posted Fire Committee meeting information to the website. Questions answered via email and phone calls.
11/11/23 (0.5 hour) Emails answering questions.
11/12/23 (1 hour) Email answering request. Worked on Administrator’s Report.
11/13/23 (0.5 hour) Emails answering questions.
11/14/23 (1.5 hours) Post office box. Emails from owners.
11/15/23 (4 hours) Emails. Board meeting preparation – paying invoices, generating reports, making copies for board members and homeowners.
11/16/23 (4 hours) Post office box. Continued board meeting preparation.
Subtotal: 76 hours
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported they did an emergency approval for a roof repair for the Granville home. Spoke with homeowner Dawson about excavating and installing a septic for a camping pad; Jennifer sent her the forms and has not received anything back. The yurt remains at 17 Cedar Ridge Road which is owned by John C. Owens and Patrick Morden. Mr. Owens and Mr. Morden were notified by a certified letter dated November 8, 2022 that the yurt violated our camping policy and would need to be removed immediately. No action has been taken by the owners to remove the yurt. Alamosa County is also aware of this issue and has yet to take action. Leeza moved that they be fined under permanent habitation in other than a house. Wayne Ross seconded. John White abstained. The motion passed with the other members. Wayne Ross moved to fine them $500 after 30 days, $50 a day until the yurt is down, Erin Smith seconded. John White abstained. The motion passed with the other members.
Communication: Chairman Wendolyn Michnay reported that the committee would like to send out flyers to be included with the invoices with updated address request for email address and phone numbers as well as a flyer with the gate code and one with website information. The Communication committee proposed that the committees create committee specific email addresses so that information can be available to future committee chairmen. Website forum rules are available to members. Only forum posts made by a member who has posted three approved posts will get through to the forum. The communications committee will address moderation of Facebook posts at their next meeting. The website is the only means of official communication from the board. A post will be made and pinned on the Facebook page acknowledging this.
Fees & Budget: Chairman Leeza Kuznetsova reported there were no new updates and no negative inquiries from members. One member present at the meeting indicated it was not enough of an increase. Leeza Kuznetsova moved to approve the 2024 budget and dues increase. Wayne Ross seconded and the motion carried unanimously.
Fire: Chairman John White reported that they took one of the fire trailers to the high school to be repaired. The grant work along Highway 150 and green belt behind Cedar Ridge has been completed. They are now working on the section of green belt within California Circle. There is a volunteer member work day scheduled for December 16, 2023. Board approval needed to reimburse members who have cleared land, or provide an incentive to mitigate properties by offering to chip the slash produced from such mitigation. The first priority would be obtaining pouches for the fir trees to protect them from beetle kill. There is $20,000 for the board to approve so the fire committee can move forward. Erin Smith moved to approve the $20,000 for costs related to fire mitigation. Leeza Kuznetsova seconded and the motion carried unanimously.
Governance: Chairman Erin Smith reported that the governance committee will be holding a meeting in the coming weeks. Chairman Erin Smith then discussed the results of the Plat Consolidations and Short-Term Rentals ballot that went out last month. There are a total of 405 property owners. Some properties have more than one owner, but the owners only get one vote per assessment. There are a total of 868 votes/assessments. For any measure to pass, it requires 435 “yes” votes (50% of the votes plus one). The results were as follows: To Accept the Plat Consolidations:
Yes = 351
No = 87
To Allow the Board to Create Policy for Lot Consolidations in the Future:
Yes = 324
No = 111
To Prohibit Short Term Rentals:
Yes = 234
No = 200
None of the ballot measures passed as none received a majority vote which required 435 “yes” votes. 46% of the property owners voted (187 out of the 405 property owners). The total number of votes cast represented approximately 50% or slightly higher of the total number of votes.
Physical Improvements: Chairman Wayne Ross reported that additional funds were allocated for road base that will be applied in the coming days, specific target areas are the outgoing loop of the subdivision as well as the beginning of Cedar Ridge. Cooley will also be knocking down bumps on Lake of the Falls. The Volunteer caretaker program has begun; they have been checking the roll off dumpster and wood recovery lot. There are discussions within the committee to move the roll off dumpster so it’s no longer visible from the road. Ditch cleaning and culvert cleaning has been done lately by a volunteer crew.
Water: Chairman Ken McEachern reported that the fire retention ponds applications are ongoing and the application is in process. There will be a water committee meeting on December 7, 2023.
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