September 2, 2024 Physical Improvements Committee Meeting Minutes

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Zapata Homeowners Association

 Physical Improvements Committee Meeting September 2, 2024

The meeting was held at 225 Big Bear Road at 4:30 on September 2, 2024.  Those attending were Garry Warren, Mark Seaton, Suzanne DeVore John White, Kimberly Jaworski, Tom Benner and Wayne Ross.  Discussion items below:

Fall Grading Rolling Plan

·      Fortunately, adequate moisture was received over the winter and spring so that the spring grading and rolling was very effective on the major roads.  However, the heavy June rains and subsequent flooding required that all the summer grading and a good portion of the road base was used in repairing the road and culverts on lower Mill Run, substantial portions of Indian Hill below North Zapata Creek, Lower Big Bear Road between California Circle and Hampton Run.  Almost $15,000 was spent in the repair work and additional work still needs to be done on Big Bear Road.

The fall grading plan discussed was to complete the repair work on Big Bear Road and grade the roads to smooth out the places where water washed across the roads with the additional rains as well as cleaning out some of the ditches along Lake of the Falls, Big Bear Road and Mill Run so that water will run down the ditches and not across the roads.

Road Base

·      As discussed in the previous meeting, 2 loads each of road base was installed just outside the gate on the exit road and just below John White’s on Mill Run.  Additional road base was used for the repair work.  The remaining 8 loads in the budget will be used to repair Big Bear Road and any remaining loads will be installed on Lake of the Falls below Hampton Run.

Another discussion item was using a rock crusher mounted on a tractor or front-end loader to grind up the rocks along the side of the roads to be used for road base.  It would most likely require mixing with the current road base to provide the clay binding agent to keep the rocks from washing off the roads.  This will be discussed with Cooley to determine if this is viable and if he would purchase the equipment and charge us for its use.

Volunteer Caretakers

·      No complaints were noted.  Duties include monitoring trash roll off, checking package box, patrolling roads, and noting any suspicious activity.

Trash Service

·      The volunteer caretakers are monitoring the roll off we have not had to do an early pickup. (It is currently every two weeks on Wednesday.

·       We postponed moving the roll off location with the floods and the work required for road repair.

·      The service has been contacted to refrain from using the orange roll off with the high doors on one side because of the difficulty in opening and closing the doors.

Ditch Cleaning and Culvert Cleaning

·      The entrance to the three large culverts on Mill Run near the gate were plugged with rocks during the flood.  It was repaired and we will check the culverts when the water slows later this fall.

·      The ditches have been somewhat cleaned out with all of the rains but will need to be checked again next spring.

·      Additional culverts will be checked and cleaned as necessary.

Signs and Security

·      There is a list of road signs that need to be replace or repaired with gabions has been prepared and gabions will be purchased to repair them.  The plan is also to repair the stone monuments and rails at the entrance with similar stonework.

·      Items are being ordered to install including cameras, motion sensor lights and install at various locations that may change from time to time.  A small group of members will implement this interim step.

·      There was also a discussion about speeding and if more speed limit signs would help as well as putting a sign on the entrance that the speed limit on all roads is 30 mph.

·      There has also been a discussion of having a sign in location before the gate for nonmember guests to sign in as well as having someone there during peak times.  There were funds put in the 2025 budget once a plan and proposal are approved.

Snow Removal

·      Subsequent discussion with our contractor has the truck with the plow operational we can have it placed on the subdivision if desired this fall.

·      A list is being prepared so residents with a plow can be contacted to clear driveways for residents.