Santa Fe Trail Ranch
Metropolitan District
Board of Directors Meeting
 Monday, November 7, 2005
 
Minutes - DRAFT

Board Members:  Jim Davis, Bob T. Scott, Bob L. Scott, Mike Shelton, and Will Potter

  1. CALL TO ORDER

    Jim Davis called the meeting to order at 9:00am at 109 West Main Street, Trinidad, CO 81082.

  2. ROLL CALL & QUORUM DETERMINATION

    Board members present: Jim Davis, Bob T. Scott, Bob L. Scott and Mike Shelton.  Board members absent:  Will Potter.  With 4 board members present, a quorum was established.
    Guests present:  Rick Kinder and Tom Stephens.

  3. APPOINTMENT OF BOARD MEMBER

    Bob T. Scott moved approve Will Potter’s resignation.  Mike Shelton seconded.  All were in favor.  Motion passes.

    Notice of the vacancy was posted and one letter of interest was received from Rick Kinder.  Bob L. Scott moved to appoint Rick Kinder to the Metro Board to complete Will Potter’s term.  Mike Shelton seconded.  All were in favor.  Motion passes.

    Mike Shelton has accepted the office of Secretary vacated by Will Potter.

  4. APPROVAL OF MINUTES FROM LAST MEETING

    It was the consensus of the Board to approve the minutes from the August 2005 meeting.

  5. FINANCIAL REVIEW & 2006 BUDGET

    Bob T. Scott reviewed the current financials with the Board.  He will also finalize the 2006 budget numbers and hold the budget public hearing in December.

  6. ACCOUNTS RECEIVABLE UPDATE

    42 liens have been filed with the Las Animas County Clerk’s office.  Copies of these recorded liens will be forwarded to the Assessors office for attachment to County tax bills.

  7. PENDING BUSINESS
     
    1. Water Consumption - Check valve installation at each tank was discussed to quantify water usage.  To ensure reading accuracy the Board is considering reading all meters in Jan. 2006.  Particulars will be discussed at the December meeting.
       
    2. Maintenance & Repair Policy/Procedure - Bob L. Scott is currently working on this.
       
    3. City Water Tap Contract - Gene Duran, the City’s attorney, has been unable to review the current contract due to time constraints.  When time permits he will review the contract and update the Board.

      Members who wish to connect to the water system should consider purchasing taps before the end of the current contract (2008) because taps may not be available at that time if the City moratorium is still in effect.

    4. Fire Department - Jim Davis attended the Oct. FPFPD meeting with the intent of putting a water policy in place, but there was no quorum of the Board at that meeting, so he will attend their November meeting to discuss this issue.
       
  8. NEW BUSINESS
     
    1. Special District Elections - Elections are held in May of even numbered years.  Two Board member terms are up.  If more than two nominations are received, the District will coordinate with Las Animas County to proceed with the election.
       
    2. Areas of System Responsibility - The following is a list of system operations and assignment of responsibility:
      1. Meter Pit applications from receipt to City submission- Bob T. Scott
      2. Meter Pit installation- Bob L. Scott
      3. System mechanical maintenance, modification, repair- Bob L. Scott
      4. State testing compliance & sanitization- Bob T. Scott
      5. Day-to-day system operations- Bob L. Scott, Bob T. Scott
      6. Key control- Bob L. Scott, Bob T. Scott
      7. Electrical system maintenance, modification and repair- Bob L. Scott
         
    3. Bill Paying Procedures - The Board discussed setting up procedures to ensure validity of invoices received at the business office.  It was decided that each invoice would need some sort of signed purchase order or other approval from a Board member before check will be issued for payment.  Procedures will be finalized at the December meeting.
       
  9. ADJOURNMENT - Mike Shelton moved for adjournment at 11:30 am.  All were in favor.  Motion passes.  Date of the next regular Board meeting to be determined later.