Santa Fe Trail Ranch POA
Annual Membership Meeting
October 17, 2009   9:00 AM
Pioneer Room at Trinidad State Junior College

Directors Present:  Jim Davis, Vice President, Al Tucker, Vice President, Nancy Allred, Treasurer, Doris Noard, Secretary, John Albert, John Sanders, Sheryl Smith.

Directors Absent:  Bob L. Scott, President.

Guests:  Greg & Joan Beaumont, Frances Purswell-Montoya, Barbara & Bob Krause, Barbara Wurfel, Kim Pronovich, Sue Downs, Ann Scott, John Noard, Joyce & Walt Wolff, Phil Dunn, June & Tom Stephens, MJ & Mike Shelton, David & Geneva Brenton, Mary and RC Ghormley, Kate Kerr, David Imesch, Rick Kinder, Donna Garrett, Margaret & Stan Obrey, Ronnie Mack, Don Ruward, Alice Hanson, Brett Chambers, Betty & Jerry Withington, Steve & Sheryl Smith, Steve Rening, Cheryl & Terry Clark, Jesse Manzanares, Gillian Hart, Fred Streiff, Monte & Sharon Beaver, Jodi & Tony Riley, Fred & Harriet Vaugeois, Ernie Parker, Dale Swett, Jerry Harbour, Flora Martinez, Mary Dye, Barry & Cheryl Benware, Terry & Carol Brown, Chris & Joe Radcliffe, Brad Askew, Michelle & Kevin Blake, Sue Spanner, Ron & Sarah Pretzer, Carol & Ron Rankin, Sylvia Crisler, Linda Brown, Padraic Ley, John Sharts, James Leffingwell.

Agenda:

1. CALL TO ORDER – Jim Davis called the meeting to order at 9:05 am.  The Pledge of Allegiance was given.  Jim thanked all the residents for attending and all candidates running for the Board.  Outgoing Board members John Sanders, Sheryl Smith & Bob L. Scott were thanked for their years of service to SFTR.
    
2. PROOF OF NOTICE – Jim Davis gave proof of meeting notice.
    
3. ROLL CALL & DETERMINATION OF QUORUM – Seven of the eight board members were present, which made a quorum and all business official.
    
4. APPROVAL OF PREVIOUS MINUTES – John Albert moved to approve the minutes of the October 18, 2008 Annual Meeting.  The motion carried.
    
5. INTRODUCTION OF CANDIDATES – Doris Noard introduced the six candidates running for the board.  There were no nominations from the floor.
    
6. COLLECTION OF BALLOTS AND TALLY OF VOTES – Doris Noard issued and collected ballots.  Jim Davis selected Dave Imesch and John Noard as volunteers to count votes.
    
7. COMMITTEE REPORTS & QUESTIONS FROM THE FLOOR – Jim asked for questions from the floor so that committee chairs could address the issues.  Hunting and ponds were brought up.
    
   • Jim gave the Common Area Report for Bob L. Scott.  Jim referred to the committee posting on the web site, going over costs of bridge update and possible options from the railroad that Bob is working on.  The ranch entrance sign has been replaced.  Garbage dumpsters have been moved.  The grazing lease has been renewed through 2013.
      
   • Sheryl Smith gave the Community Preparedness Committee Report.  Sheryl thanked ranch residents for allowing her to serve as chair of the committee.  The Area Leaders and Assistants distributed the Emergency Handbook and windshield stickers.  The handbook was also in Welcome Packages for new property owners.  The Handbook and Area Leader responsibilities were updated.  Smoke Watchers training was held in April by Eddie Geiske.  Area Leaders updated their area residency lists.  Fire danger postings were put on the ranch forum.  Fire danger was posted daily on the ranch entrance sign and the SFTR home page.  Call 911 in the event of fire, then a CPC number.  The ranch hotline and the web page can be contacted for information.  Three fire incidents were reported this year; one was not reported to the CPC.  The CPC has become a liaison to the POA Board for a new Ranch Mitigation Committee, chaired by RC Ghormley.  A WUI grant for 2010 was submitted for $50,000 for defensible space with the grantee as SFTR POA.  The afternoon program of Forest Health/Wildfire Mitigation Education was organized by RC.  The educational opportunity allows for the renewal of the “Fire Wise Community” status.
      
   • John Albert gave the Road Subcommittee Report.  This year 2 cul de sacs were rebuilt.  New road base was applied to 4.8 miles of road.  In the past the goal was to put road base on 8 miles per year, but with costs over twice as high as 2003, mileage is limited.  The road contractors are doing a better job of grading and road maintenance.  The majority of the ranch budget, $253,000 per year, is for the roads.  There will be a Road Subcommittee meeting in January to list 2010 priorities.
      
   • Nancy Allred gave the Finance Committee Report explaining the cash basis budget comparison distributed.  The change in cash receivables (increase) has been due to foreclosure collections.  The date has not yet been set for the next foreclosure sale.  Work is in the legal process and the sale date will be announced on the ranch web site.  Nancy was given a round of applause, thanks and support for her work in getting cash receivables collected.
      
   • Al Tucker gave the Covenant Committee Report.  The covenant revision approved in 4/09 was reviewed.  This year there were no formal written complaints; verbal complaints were discussed with parties involved and resolved.
      
   • John Sanders gave the Communications Committee Report.  The ranch website is used for communication, and most of the work is done by volunteers Patrick Roehl and the weather by Walt Wolff.  Minor changes have been made on the website, and there is a wish list of other requests.  John has been working on ranch communications with public service groups, ham radio operators, Metro District 2-way communications, and road maintenance workers communications during snow emergency.
      
   • Tony Riley reported on Addresses.  A reminder that addresses have five digits, beginning with 33___.  New land owners or building permits may be given incorrect information from the County.
      
   • Jerry Withington gave the Fencing & Grazing Report.  This year there were 70 animal units and four bulls on the ranch.  Currently the cattle are being rounded up to be taken off the ranch for the winter.  Burlington Northern donated materials for fencing and work still needs to be done from the corral heading south.

   There was an announcement from the Women’s Group regarding the ranch Christmas Dinner, Sunday, Dec 6, 6:00 pm at Tequila’s Restaurant.  A framed Santa Fe Trail Poster will be a Silent auctioned at the Christmas Dinner.  SFTR Logo wear and merchandise was available.

8. OUTCOME OF VOTES – Elected Board Members for three year terms: J. Alan Aufderheid (105 votes), Linda Brown (104 votes), Bob L. Scott (115 votes).  Elected Board Member with two year term: Fred Streiff (100 votes).  Terry Brown had 33 votes; William D. Phillips had 10 votes.  Ninety-one (91) ballots were cast, with some property owners having more than one lot, therefore, more than one vote.  Also, some ballots were marked with less than four candidates.
    
9. QUESTIONS TO BE ADDRESSED BY THE BOARD OR COMMITTEES - Hunting on the ranch and clearing of ponds.  The question about hunting related to safety.  Jim Davis gave a history of the covenants, which at first did not allow hunting on the ranch.  At that time, it was brought to the Board’s attention that the State of Colorado Constitution allows persons to hunt on their own private land.  The ranch covenants were revised to comply with the State.  The question of clearing of ponds goes back six years when the ponds were cleaned of cattails, debris removed at quite an expense.  Now they have grown back again.  The only legal pond on the ranch is on south Gallinas and has a spring feeding the pond.  Chemical use in the pond has been brought up with questionable safety to the cattle, wildlife and birds.  Comment was made that this is a political and natural issue concerning the Conservancy and needs further investigation.
    
10. ADJOURNMENT – John Sanders moved to adjourn the meeting at 10:40 am.  Motion Carried.

Submitted in draft form 10/25/09,
Doris Noard, Secretary