Santa Fe Trail Ranch POA
Annual Meeting
TSJC Massari Auditorium
October 4, 2003
MINUTES

Board Members Present:
George Gonzalez,
Ed Hockett,
Rick Johnson,
Diane Rader,
Mike Shelton,
Harriet Vaugeois,
Jerry Withington 		Board Members Absent:
Monica Leche
Bob Santoro
  1. CALL TO ORDER - President Rick Johnson called this regularly scheduled annual meeting to order at 9:10 A.M.
     
  2. PROOF OF NOTICE - Diane Rader confirmed that the meeting had been scheduled for a year.  Information had been placed on the web site, and had been mailed before the specified deadline.
     
  3. INTRODUCTION AND ROLL CALL - Mr. Johnson introduced the current POA Board of Director members and called roll.  He found seven present and two absent.
     
  4. DETERMINATION OF QUORUM - Mr. Johnson certified that a quorum was present.  Over 100 lots were represented in person or by proxy before the meeting started.
     
  5. APPROVAL OF MINUTES OF PREVIOUS MEETING - There was no question about the minutes.
     
  6. COLLECTION OF BALLOTS AND TALLY OF VOTES - Mr. Johnson established that voting would cease in five minutes.  All ballots were collected and counted.  The results were:  Phelan - 16, Ruward - 101, Sanders - 100, Scott - 123, and Wenstrom - 68.  Don Ruward, John Sanders, and Bob Scott will assume the vacancies on the Board.
     
  7. OLD BUSINESS
     
    1. Committee Reports - All committee reports had been posted previously on the web site, but had only been presented minimally at the Town Hall Meeting the night before. Consequently, Mr. Johnson asked Committee Chairs to report again.
       
      1. Communication Committee:   Chair, George Gonzalez reported that he was now beginning to analyze the results of the survey sent with the Annual Meeting materials. He believes the information will increase communication with non-resident property holders, and reduce expenses.
         
      2. Common Area Committee:   Chair Mike Shelton confirmed that road grading was in progress.  In view of the rainy weather, dirt roads without base would have to dry before they can be graded.  In response to a question about the priorities for applying road base, Mr. Shelton enumerated: 1) Little Bear, 2) Vista West and Overlook Drive, 3) Owen Baldwin to Bear Paw, and 4) Turkey Creek from Fisher Peak Parkway.
         
      3. Covenant Committee:   Chair, Harriet Vaugeois, stated that the Committee’s purpose was to monitor the language of the Covenants and interpret it, and to deal with current violations.  No attempt was made to change the Covenants this year, but next year there may be an effort to add language dealing with domestic dogs.  This year the Committee reviewed the manner of bringing complaints, and established procedures.  It investigated temporary dwellings on the Ranch.  It studied language pertaining to mobile homes, and set guidelines.  Time was also taken reviewing specific complaints brought to the Committee.  Ms. Vaugeois thanked Committee members for their efforts.  In response to a question, she reviewed the insurmountable difficulties that currently prevent amendment of the Covenants.
         
      4. Budget Committee:   Chair and POA Treasurer, Diane Rader reviewed that during her tenure she had dealt with the accounting of delinquent dues to conform with the Covenants, accounting problems from previous years where funds had been commingled, and had reviewed the services the Board needed.  From this review of services, bids were requested for accounting assistance.  Ortiz Tax Service will now provide financial services to the POA.  The transfer will take place in November.  The POA expects to save $4,400 in this change.  She thanked Century Small Business Solutions, particularly Bill Quigley, Gail Thomas and Tina Woods, for their help.  She presented the proposed budget for 2004, which reflects a 0-based approach.  There will be a 4% increase in revenue related to CPI, lot improvements and the addition of J-Lots (properties on the edge of I-25 now being reincorporated into the POA by the developer).  This additional money received will be spent in the Common Area on roads and weed control.  In response to a question, financial issues regarding the particulars of J-Lot reincorporation are still being resolved with Mr. Baldwin.  As a result, definitive answers are not yet available.
         
  8. NEW BUSINESS
    All business was deferred to the Board formation meeting which followed this meeting.  A question was asked about the POA purchasing road equipment.  The idea has been considered, but our budget prohibits such expense.
     
  9. DATE OF NEXT MEETING - The 2004 Annual Meeting of the SFTR POA will be October 16, 2004.  The Town Hall meeting will be held the previous night, October 15.
     
  10. ADJOURNMENT - With no further business to conduct Mike Shelton moved the meeting be adjourned.  The motion passed and the meeting adjourned at 10:07 A.M.

Submitted by Ed Hockett, Secretary, October 4, 2003