September 15, 2023 Board of Directors Meeting
- Dec 26, 2024
- 5 min read
Updated: Sep 17, 2025
ZAPATA HOMEOWNERS ASSOCIATION Board of Directors Meeting September 15, 2023
Call to Order: The Board of Directors for the Zapata Homeowners Association held its regular meeting, Friday, September 15th at Mosca Community Building beginning at 5:30 PM.
Board Members Present: Ken McEachern, Erin Smith, Wendolyn Michnay, Jennifer Nellinger and Leeza Kuznetsova. Board Member Wayne Ross attended via conference call and Board Member John White was absent but gave his proxy to Erin Smith. Administrator Anna Ciezki was also present as well as members Tony Oswald and Daron Granville. Members Amanda Koth, Sarah Huntington Hall, Toby Woodson, Ray Lewis and Wai Yuen attended via conference call.
Approval of the Agenda: Leeza Kuznetsova moved to approve the agenda with Architecture moved to the end of the agenda to give Jennifer Nellinger time to arrive. Erin Smith seconded and the motion carried unanimously.
Approval of Minutes:
August 18, 2023 – Erin Smith moved to approve the minutes. Leeza Kuznetsova seconded and the motion carried unanimously.
Approval of Bills to be Paid: Erin Smith moved to approve the bills to be paid. Leeza Kuznetsova seconded and the motion carried unanimously.
Administrator’s Report:
Administrator’s Report August 18, 2023-September 14, 2023
8/18/23 (4.5 hours) Board Meeting preparation (hole punch all papers being given to board members, set up conference call and emailed details to homeowners who inquired). Emails answering questions, Printed checks to be signed. Board Meeting.
8/20/23 (1.5 hour) Emails fielding questions. Prepped budget worksheets for the Fees and Budget committee.
8/21/23 (3.5 hours) Emails fielding questions. Committee updates. Budget worksheet work. Posted the fire committee meeting to the website.
8/22/23 (2.75 hour) Emails answering various inquiries. Fees and Budget committee research. Post office box.
Spreadsheet for Leeza.
8/23/23 (3 hours) Emails. More work on the 2024 budget worksheets.
8/24/23 (2 hours) Sent out budget worksheets to each committee chair along with committee lists. Address updates.
8/25/23 (1.5 hours) Emails answering questions. Built June minutes and Annual meeting minutes into cohesive documents with signatures. Posted each to the website. Posted various committee meeting details to the website.
8/26/23 (0.75 hour) Emails answering various questions.
8/27/23 (0.5 hour) Emails answering status inquiry.
8/28/23 (1 hours) Emails. Delivered conference call phone to John White. Worked on fire suppression letters.
8/29/23 (2.5 hours) Emails fielding questions about the HOA. Bank deposit and post office box check. Sent out delinquent notices via email.
8/30/23 (0.75 hour) Answered questions. Emails.
8/31/23 (5 hours) Post office box. Emails answering questions. Completed fire suppression pond letters. Filling in names, printing the Act, printing the letter, collating the letters, stuffing envelopes.
9/1/23 (4 hours) Addressed fire suppression pond envelopes. Post office box to check mail and mail fire suppression pond letters. Filed emails in appropriate folders. Answered questions via email.
9/2/23 (0.25 hour) Email query.
9/5/23 (2.75 hours) Post office box. Received payments. Bank deposit. Emails fielding questions.
9/6/23 (2.5 hours) Emails answering questions about the HOA. Emails answering budget questions. 9/7/23 (2.5 hours) Post office box, received payments then made a bank deposit. Emails. August meeting minutes. Managed invoices.
9/8/23 (2 hours) Printing and filing. Emails answering questions. Address updates completed on the mailing list and invoice database.
9/9/23 (1 hour) Post office box.
9/11/23 (2.5 hours) Emails answering questions. Administrator’s report.
9/12/23 (4 hours) Post office box. Received payments and made a bank deposit. Emails answering questions regarding architectural guidelines and from prospective buyers. Finished administrator’s report. Board meeting packet preparation. Ran financial reports.
9/13/23 (1.5 hours) Transfers, Call with property owner, emails answering various questions.
9/14/23 (3.25 hours) Transfers, created bulk email list, board meeting prep. Worked on the list for the plat and str mailing, set up conference call information and sent it to inquiring parties. Board book.
Total: 55.5 hours
Committee Reports:
Architecture: Chairman Jennifer Nellinger reported that the home which was incorrectly painted black has been repainted a gray color. Jennifer Nellinger also reported that the committee came across a building permit for an addition on a home on Medano Place but the homeowner hasn’t yet completed any residential applications. Jennifer will reach out to Richard Hubler with the County for more information.
Communication: Chairman Wendolyn Michnay expects to have a communications committee meeting in the coming days. She suggested that “job descriptions” for each committee be developed to help ease transition when committee chairs change and new board members come aboard. The Fall Newsletter articles need to be to the administrator prior to October 1st in order to get them to the printer in a timely manner.
Fees & Budget: Chairman Leeza Kuznetsova reported that Fees and Budget committee proposes increasing dues in 2024 from $155 per assessment to $180 per assessment to cover projected year-over-year increases in expenses. This increase in dues will ensure that the ZHA is operating margin positive and maintains reserves, provided that the current 90% rate of dues collection is achieved or surpassed in 2024. An announcement will be put in the newsletter regarding the dues increase. Wayne moved to approve the preliminary budget for 2024. Wendolyn seconded and the motion carried unanimously.
Fire: Chairman John White reported that the Fire Committee had their 3rd quarter committee meeting on
August 28, 2023. The Fire Committee hopes to have the second fire trailer completed by the end of this year and wli begin gathering mitigation information for het newsletter. The Fire Committee hasa meeting schedueld t o bnegi on weed mitigation money excess grant money rof individual members. Some ideas era ot posibly mcaht ufnds, hiring achipper, protecting CMTs, obtaining moer fir tree patches, another work day project ando/r na alternative to burning the wood recovery lot.
Governance: Chairman Erin Smith reported that the governance committee met no August 28, 2023 f o ra committee meeting. At htsi meeting they discussed further the leters and ballots and developed abudget f o r 2024. Erin Smith then read the leters and ballots for the Plats and STRs aloud. Board members expressed concerned over hte term "initial" and asked Erinot have them change it ot "mark your choice". Erin Smith
moved to adopt the letters and separate ballots for the Plats and STRs. Jennifer Nellinger seconded and the motion passed unanimously.
Physical Improvements: Chairman Wayne Ross reported that minutes from the last physical improvements meeting have been added to the website. The committee identified areas of concern that need road improvements. Teh major areas include Lake of the Falls, Cedar Ridge, various spots on Mil Run and the texiopl tuo ofthe subdivision. Agroup of homeowners have volunteered to rotate care taking duties. The commitee also beganot troubleshoot ways to help improve the gate area, one of the ideas was ot use gabion slwla to narrow the entrance. Physical Improvements committee members have noticed construction materials i n the wood recovery lot; the committee si considering locking the wood recovery tol and only opening it onweekends to help keep nails and other construction materials out of the area.
Water: Chairman Ken McEachern reported that there is a committee meeting in the next few weeks. There has been some positive response to the fire suppression letters that were sent out. However, designating our alkes asfire suppression ponds si a slow-moving process. The HO has provided information proving that the alkes hvae been usedi nhtsi manner ni the past.
Old Business New Business
20-Minute Open Forum
Adjournment: The next regular board meeting of the Zapata Homeowners Association wil be held on Friday, November 17, 2023, at 5:30 PM at the Mosca Community Building.
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