SFTR METRO DISTRICT
BOARD OF DIRECTORS MEETING
109 W. MAIN ST.
TRINIDAD, CO.
May 9, 2006 at 9:00AM

Board of Directors:  V. James Davis, Robert T. Scott, Robert L. Scott, Rick Kinder, Mike Shelton

Agenda

  1. CALL TO ORDER - Robert L. Scott called the meeting to order at 9:10AM.
     
  2. PROOF OF NOTICE - Notices were posted at the guard shack, bulletin board, Station 3, and the County Clerk’s office.
     
  3. INTRODUCTION AND ROLL CALL - Robert L. Scott, Mike Shelton, Robert T. Scott, Donna Scott, Jim Davis, Gail Thomas
     
  4. DETERMINATION OF A QUORUM - Yes
     
  5. SECRETARY’S REPORT
     
    1. Approval of the Minutes from the Previous Meeting- Corrections:  Robert T. asked that the 4/4/06 meeting minutes be changed to reflect Donna and Robert T. were the authors of the new hydrant plan, and that the budget amendments proposed would be posted for a 30 day review in the normal places with approval of the amended budget to be approved at the next meeting. Robert L. asked that the minutes from the 11/7/05 meeting reflect that an agreement was reached approving his authority for expenditures up to $5000.00 per instance for repairs and maintenance of the system without board approval as long as they have budget approval. Also the minutes from the meeting in August be modified to reflect the suggestion that expanding foam be applied inside, not around, bleeder pipes.
       
    2. It was agreed that beginning at this meeting more comprehensive minutes will be taken and published, as we have found errors in reporting important issues in the past.
       
    3. Mike S. moved to approve the minutes as amended, Rick seconded and the minutes were corrected as above. Minutes approved with all in favor.
       
  6. TREASURER’S REPORT
     
    1. Approval of Monthly Financials- Robert T. discussed in detail the current financials by categories finding we are within budget at this point. Mike S. moved approval of report, Rick seconded, all in favor.
       
  7. UNFINISHED BUSINESS
     
    1. Budget revision discussion:  Robert T. reported that he had posted the budget revision notice in the usual places for thirty days and that he had received zero discussion from anyone. Robert T. moved that we accept revision 1 of the budget as posted and Mike S. seconded. Robert L. estimated that the $25000 was sufficient to install the 8 hydrants. Discussion was held as to the locations of the hydrants and what the fire department had recommended and also the security concerns we have during a possible fire situation and it was agreed that at least one board member would be available during an emergency. The fire department has reassured the Metro that they cannot pull a vacuum with the hoses they employ thus eliminating the likelihood of damage to our lines. All voted in favor of proceeding with the hydrant installations.
       
    2. Jim Davis signed the Mutual-aid agreement with the Fisher Peak Fire Protection District and Robert L. reported that the fire department board would likely approve the agreement as written at their next meeting.
       
    3. Confidence report:  Robert T. reports that this is a requirement by the state and it reports the water quality of the SFTR water system. The report’s format is a form that the state provides and it is comprehensive. Bob reported that the metals testing was taken from four of the five oldest homes on the development and that the results were well with in state regulations. The only other test report required by the state.is the bacteriological testing requirement with no violations reported. The other test for chlorine residuals that is not required by the state at present but will be in the future was also negative. The report should be available for publication/mailing to all owners as soon as the city of Trinidad publishes their own Confidence Report.
       
    4. Property owner information review:  The Water Service Availability letter by Bob and Donna was discussed and reviewed. The major issues are:  the city is currently restricting any new services outside the city limits which does not affect the Metro’s ability to connect new users until the agreement expiration date on SEPTEMBER 20, 2008, our inability to predict what the city will do in the future, and the costs of materials for meter pit installations. Changes were initiated to the original document and will be included with the Confidence Report mailing.
       
    5. Fire hydrant location discussion:  Locations of new hydrants:  1. Bear Paw and Vista West. 2. Little Bear and Oak Way. 3. Cottonwood and O.B.P. 4. Conifer and OBP. 5. Tall Oaks and OBP. 6. Gallinas and Old Mission. 7. Pump 6 and Rainbow Springs. 8. Timber Park and Tincup. These locations were approved or requested by FPFPD personnel.
       
  8. NEW BUSINESS
     
    1. Hydrant installation bids:  Discussed in old business.
       
    2. Power extension to Tank 2:  Discussion was held regarding running electricity to Tank 2, which would allow us to modernize the signaling and monitoring systems. Robert L. suggested we table the discussion until we have more information regarding costs.
       
    3. System leakage:  Tank 3 leakage is such that until the leaks actually surface there isn’t much that can be done at this time. Potholing for this area was discussed and found to be not cost affective. Leakage rates from the first half of Tank2 system is negligible. Leakage testing will continue as time allows.
       
    4. Oath for new directors:  The Oath of Office forms were filled out by the new Directors, Donna Scott, Robert T. Scott, and Rick Kinder and notarized.
       
    5. Elect new officers:  Nominations:  Robert L. nominated Mike Shelton for the office of President and Robert T. seconded, all voted aye. Mike Shelton nominated Robert T. Scott for Treasurer and Robert L Scott seconded, all voted aye. Robert L Scott nominated Donna Scott for Secretary and Robert T. Scott seconded, all voted aye. Robert T. Scott nominated Robert L. Scott for Vice President and Rick Kinder seconded, all voted aye. Jim Davis thanked all past and present members of the Metro for their contributions over the past 8 years and the board also noted that if it hadn’t been for Mr. Davis’ vision for the SFTR Ranch Development and the way he applied his bond, financing, and negotiating knowledge to the project, we still would be arguing with the developer about water. Jim has agreed to remain as consultant in whatever area he needed.
       
    6. Future meetings:  the next scheduled meeting dates are August 29th and December 28th.
       
    7. J lot water service:  it was agreed that if an owner of a J lot desired inclusion into and connection to the system, they would be required to pay for the original promissory note of $2000.00, the construction bond, the completion loan, any costs associated with the extension of the existing water lines to their tap location and the current meter pit./city tap fees.
       
  9. ADJOURNMENT - Robert L. moved to adjourn 11:10 and Rick Kinder seconded, all voted aye.

Mike Shelton, secretary