Santa Fe Trail Ranch POA

BOARD MEETING

April 15, 2000

TSJC - Sullivan Meeting Room

Board Members present: Board Members Absent: Guests:

Jim Davis Paul Miner Bill Quigley Gina Raye
Will Potter Al Tucker Rick Johnson

Bill Wenstrom Vaughn Roundy Carolyn Johnson

Carol Rawle Joanne Roundy Gerogi Clark

David Hulstine Francie Purswell Wally Sharts

Dennis Manifold Tom Stephens Steve Violante

Neil Sexton June Stephens Gene Downs

Michael Hughes Michelle Minion

AGENDA

I. CALL TO ORDER - The meeting was called to order at 9:00 a.m.

II. PROOF OF NOTICE - Bill Quigley gave proof of notice of the meeting.

III. INTRODUCTION AND ROLL CALL - All Board members were present except Paul Miner.

IV. DETERMINATION OF QUORUM - It was determined that a quorum was present.

V. APPROVAL OF MINUTES OF PREVIOUS MEETING - Corrections to the 1/15/00 Board meeting: The previous meeting minutes state that the Roundy’s seconded the motion to ratify the actions of the Board. This is incorrect. The voice on the tape recording of the meeting was misidentified. In addition, there were no remarks in “VII: From the Floor”, during which Joanne Roundy inquired as to the status of the Caretaker position. At that meeting Jim Davis explained that the Board made a decision to eliminate the caretaker position. After the corrections had been noted, Will Potter made a motion to approve the minutes of the previous meeting, seconded by Jim Davis. No opposition.

VI. OLD BUSINESS

A. Committee Reports

1. Budget/Financial - Bill Quigley went over the financial statements. Dennis Manifold made a motion to approve the financials, Will Potter seconded. No opposition.

2. Conservancy Management - Gina Raye gave oral report, some good news. A nature conservancy for Gallinas has been found. Meeting first week in May.

3. Combined Emergency Services - Dennis Manifold reported the committee has been meeting on a regular basis. We did have a break-in at the guard shack; a camera, 2 VCR’s and a monitor were taken. The security door will be upgraded. Will Potter discussed the Fisher’s Peak Fire District and what it means to SFTR. It was stressed that property owners with buildings need to post numbered address (not Lot #) so 911 crews can find them in emergencies. Evacuation cones have been procured. Fire hand tools will be coming in and a training session will be set up. Report attached.

4. Communications - The newsletter is published quarterly. Check out the web site, as new info has been added, Bylaws and Covenants too. Report attached.

5. Covenant Review - Will Potter reported that the committee has had six or seven meetings. An issue being considered is number of dogs running at large on ranch.

Getting ready to send out comparison documents so we can see proposed changes. (Will go out to all property owners ultimately). Report attached.

6. Road Committee - David H. reported recent tour with OPEC of problem spots needing correcting on roads. A list compiled by quadrant leaders was given to OPEC. We’ve been assured by head OPEC guy (who toured ranch with Jim) that OPEC won’t leave until roads are all fixed. Spring road grading is about to start, as well as cleaning bar ditches. Committee meets the first Thursday of the month at 135 W. Plum at 6:00. Jim Hughes of JH Excavating has decided not to work for the POA any longer. Bids are being sough to replace him.

7. Utilities - Michael Hughes and Tom Stephens made comments. Report attached.

8. A question was asked about San Isabel having some type of program for full time residents. Jim Davis responded that he believes that refers to the amount of electricity used in your home. Michael Hughes noted that sometimes the billing is different for what time of day your use is registered. Inquiry really should be made directly to San Isabel.

VII. NEW BUSINESS

1. Discuss with Road Committee: Road Maintenance & Snow Removal Contract - Looking for another source to maintain the roads. Jim Davis passed out a proposal requested from Collin Quigley who is currently acting as the supervisor for road maintenance for 3 other property associations. Review, discussion and recommendation of this proposal are requested. David H. said he is seeking bids from other contractors, with annual or 2 year renewable contracts to be signed. A suggestion from the audience was made to consider Felix Chavez.

2. Review 2 Requests from Property Owners for easements to access their properties;

One at C-46 and one utilizing Exit 2, west side of Tunnel - Jim Davis passed out correspondence from Wally Sharts, a property owner contemplating construction on his property, and requesting ability to use POA easement at Exit 2 off 1-25. Much discussion followed. One big concern was whether or not there would be any type of security at proposed entrance. No formal action by the Board - Jim Davis made a motion to get legal opinion of whether or not the POA is responsible for the easement that crosses G17 and the corner of G18, seconded by Neil Sexton. No opposition, motion carries.

Other action, get back to Mr. Sharts within one week if possible, and Mr. Nagy, owner of C45, request to enter into C46 to access his building site, referred to attorney for decision.

3. Bring up Metro District Board Election in May - Two vacancies will be coming up for election. Tom Stephens and John Woods have obtained nomination papers for positions. Notice will be posted in local newspapers and recorded with the LA county clerk and recorder as to the election by affirmation since only 2 people sought nomination.

4. Discuss action of Delinquent Accounts to Metro District Debt Service Payments - Jim Davis noted that at the last Metro Dist Board meeting, the Metro Dist Board requested that the POA proceed with notification to people who had not been compliant with debt service payment, also requested that Community First Bank notify Bill Quigley’s office immediately when payment is past due. There will be legal fees, but they are recoverable. Carol Rawle made a motion to begin foreclosure on those accounts which have made no payments to Metro District, seconded by Bill Wenstrom. No opposition, motion carries. Will Potter made a motion to begin foreclosure process on all POA dues in excess of 12 months, seconded by David H. No opposition, motion carries.

VIII. FROM THE FLOOR - Steve Violante commented on the condition the roads are in and have been in. Just one-half inch of rain or one inch of snow can make them extremely dangerous. Expectations have not been met as far as road maintenance. Steve requests a state of emergency for the roads and would like it reported in the budget. Take immediate action. Spend some money to get the job done. Jim Davis responded by saying that prior to Steve arriving at the meeting, there was discussion about the road conditions and how they will be maintained differently than in the past, and the fact that OPEC will take responsibility for the deterioration they have caused. Paul Miner has been working on five-year budget plan. Tom Stephens commented on the test results when road base was not used. Failed. Comment was made to have stronger, clearer language in the Covenants regarding the procedures of collection. Michelle Minion asked about the results of the Task Force. Camera and gate at bridge is basically it. Michelle feels the light at the guard shack should not be on at all times.

IX. RATIFICATION OF THE ACTIONS OF THE BOARD - Tom Stephens made a motion to ratify the actions of the Board, Francie Purswell seconded.

X. DATE OF NEXT MEETING - July 15, 2000 8:00a.m. at the TSJC campus.

XI. ADJOURNMENT - Will Potter made a motion to adjourn, Neil Sexton seconded.

YES, I’D LIKE TO SUBSCRIBE TO THE RANCH REVIEW. ENCLOSED IS $5.00 FOR ONE YEAR

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EMERGENCY SERVICES COMMITTEE REPORT

THE COMMITTEE HAS MET ONCE A MONTH SINCE THE FIRST OF THE YEAR.

THE COMMITTEE CONSISTS OF 14 PEOPLE OF THE RANCH. THE GROUP HAS

REVIEWED THE EMERGENCY PLAN, FIRE DISTRICT, AND PLANS FOR THE

FUTURE.

WE HAVE ACQUIRED 18” ORANGE CONES THAT ARE AVAILABLE AT OUR COST. THESE ARE USED IN THE EMERGENCY PLAN.

DICK GOELLEN IS WORKING ON EQUIPMENT FOR THE FIRE DISTRICT AND FIRST-AID SUPPLIES FOR OUR RANCH.

WE ARE PLANNING TO HAVE CLASSES IN FIREFIGHTING (LIGHTNING STRIKES), FIRST-AID.

EDDIE GIESKI IS WORKING ON THE CAMERA SYSTEM FOR THE BRIDGE AND WE ARE STILL UNDER THE OLD SYSTEM AT THIS TIME.

COMMUNICATIONS COMMITTEE REPORT APRIL 2000

We currently have 154 subscribers to the Ranch Review. We have approximately $1500 in our account, which is separate from the general SFTR POA accounts. From this account we spend $30 per month on web-site services. Quarterly we draw from this account to publish and mail the newsletter.

Morgan Flygstad is undertaking the project of transcribing past Ranch Review and Bear Facts articles onto computer disc in order to post them on our SFTR web site. She has also organized our subscriber list so we know when to send out renewal notices. Thanks to Morgan, we are now able to print out our own mailing labels, thus relieving the Quigleys of this chore.

Carol

Additions to Comm. Comm. Report

The CC is preparing now to allow the “santafetrailranch.com” web site to be a valuable communications channel for information related to our annual meeting in October. Information regarding meeting times and places, voting issues and more will be posted in the coming months. We are working with other committees to ascertain the viability and legalities of property owners actually voting via the web this October. This would give us a much better chance of hearing from the maximum number of owners. One issue that has come up before is that the majority of voters will approve or disapprove actions, but the overall number of votes is inadequate for the measure to carry. By gathering votes from the great number of concerned, but unable to attend, owners, we create a more democratic voice for the POA. More information on this will be in the July edition of the Ranch Review.

Through the efforts of Michael Hughes and the folks at Nuro.com, the most recent Board meeting minutes as well as by-law and covenant information is now accessible on the web. Soon, you will be able to “opt-in” to the SFTR email list where you will be able to receive group emails regarding important ranch news, especially information related to annual meetings and elections.

Neil

COVENANT COMMITTEE REPORT

Since the beginning of February the Covenant Committee, consisting of Jim Davis, Dick Goellen, Byron Hines, Michael Hughes, Rick Johnson, Denny Manifold, Lazaro Martinez, Michele Minion, Will Potter, Francie Purswell, Tom Stephens, and Walt Wolff has met five times.

The Committee has reviewed the Articles of Incorporation, By Laws, and Covenants. It has tried to simplify and clarify the Covenants and add a few items that appear necessary as more people reside on the Ranch.

As the Committee is completing its work it has discovered a few violations of the current covenants which it is bringing to the attention of the Board so that the property owners can be notified and compliance achieved in a common sense neighborly fashion.

An area of concern is the number of dogs running loose on the Ranch, not under the control of their owners. These dogs pose a potential threat to other property owners and wild life. Dogs running in packs will drive the wild life from the Ranch and thus eliminate one of the major reasons people purchased property here. Dogs that chase wild life, threaten neighbors who are walking, or chase cars and 4 wheelers are a major nuisance and negatively impact the quality of life on the Ranch. There are some amendments to the covenants addressing this problem. Shortly after the April 15 Board Meeting each property owner will receive a document showing each old covenant, the proposed changes, and the reasons for each change. There will be a two-week period for each owner to offer suggestions and criticisms by letter or E-mail. The committee will review all the comments prior to the July Board Meeting. The final changes to be voted upon will be mailed around the middle of August. Property owners will be asked to vote for or against each change. A 60% approval of the individual lots is required to amend a covenant.

It is vital that each property owner careful read the proposed changes, give us his or her comments, get questions answered, and commit to voting. This process will contribute to an even stronger and better-informed community of good neighbors.

Will Potter

Chairman, Covenant Committee

April 15, 2000

Utilities Committee Report:

A Utilities Committee was created at the Annual Board meeting in October of 1999. The intent of this action was to organize a committee of property owners to oversee the water, phone, and power installations. Since SIEA owns and operates the power system and US West owns and operates the phone system, very little oversight of these two systems by the Utilities Committee will be necessary. Installation of the water system is the responsibility of the existing Water Committee and the Metropolitan District. When the water system is completed, it will be owned and operated by the POA. Therefore, oversight of the completed water system is the primary function of the Utilities Committee.

The composition, responsibilities, and activities of the Utilities Committee depend upon the Operation and Maintenance (O&M) Plan that the POA adopts. The choices are between (1) the supervision of an outside contractor hired to operate, monitor and maintain the water system, (2) total operation, monitoring and maintenance of the water system by volunteer property owners, or (3) some workable and financially feasible compromise between the two extremes. In order for the POA to establish the O&M Plan that will be adopted, some idea of what is involved must be known, the legal requirements for operation of a private water system must be adhered to, and choices relating to acceptable performance must be made. Assistance with these decisions is available from the Colorado Rural Water Association. A meeting with the Director of the CRWA, Mr. Herman Wooten, will be held on April 13, 2000.

The following is an overview of the major activities that are included in water system operation, monitoring and maintenance and must be incorporated into the O&M Plan.

System Operation:

The system is designed to run automatically keeping the three water storage tanks at a predetermined volume. Therefore, operation of the system requires a knowledge of how it is designed to function, the ability to detect that it is or is not functioning correctly, the diagnostic skills necessary to isolate and repair faulty components, the knowledge needed to return the system to automatic operation or run it manually, and the ability to safely alter its performance characteristics for new situations. This is typically the responsibility of a System Engineer.

System Component Monitoring:

The components of the system must be monitored periodically to insure their proper functioning. This allows for detection of faulty components, preventative maintenance, and the detection of leakage of the system. This is typically the responsibility of a Maintenance Department but could be delegated to the Utilities Committee or an outside contractor.

Pumping stations (3 — booster pumping stations)

Cistern stations (3 — submerged pumping stations)

Storage tanks (3 — 110,000 gallon tanks)

Transmission lines (70 miles of underground pipes)

Pressure reducing stations (21 sites with input and output gauges and particle strainers)

Flow control valves (83 valves at intersections)

Flushing hydrants (61 hydrants at cul-de-sac ends)

The extent to which these components are monitored depends upon their reliability, the acceptability of large or small leaks, the quantity of water that needs to kept in storage, the water quality standards that need to be maintained, how quickly system failures need to be detected, preventative maintenance schedules, and the need to detect unauthorized tampering. The extent and process of record keeping must also be established.

System Maintenance:

All mechanical systems require maintenance and repair to insure their continued peak performance, prevent deterioration of their components, and repair damaged components. This too is typically the responsibility of a Maintenance Department but could be delegated to the Utilities Committee or to outside contractors.

Preventative maintenance of 6 pumps, 21 strainers, 61 flushing hydrants and 125 valves

Detecting, locating, isolating and repairing of leakage of buried components

Installation, adjustment, testing and repair of property owner service taps

Retain repair personnel (engineer, excavator, plumber, electrician, pump specialist)

Procurement and/or storage of spare replacement parts

System Management:

The O&M Plan must also include financial management of the water system as a whole.

Billing and collections for property owner water usage

Operational expenses (water, electricity, maintenance parts & materials, labor, etc.)

Chlorination system operation and maintenance (if necessary)

Establishment of adequate insurance coverage

Although the water system has been installed, several activities which are the responsibility of the Water Committee, the Metropolitan District, and its contractors have not yet been completed. The pumping system needs some fine-tuning in order to automatically maintain a predetermined water level in all three tanks. The water lines served by Tank 2 have not yet been completely leak tested. The water lines served by Tank 3 have not yet been filled or leak tested. Once all the water lines have been filled and leak tested and all the leaks repaired, the system needs to be flushed of foreign material, the pressures at all the line ends need to be adjusted, the entire system must be sanitized, and chlorination levels at the most distant reaches of the system must be verified. Depending upon the results of the chlorine testing, installation of a chlorination system may also be necessary. After all of these activities have been completed, the Colorado Health Department must approve the system for use.

When the water system is completed and approved by the Colorado Health Department, the Utilities Committee will meet to determine how the system will be operated, monitored and maintained based upon the input from the Water Committee, the System Engineer, the CRWA, and the O&M Plan of the POA. The first actions to be undertaken by the Utilities Committee must be to operate the system without any users for some period in order to ascertain its normal operating characteristics, provide mechanisms for its continuing operation, monitoring and maintenance, and insure its overall reliability. When these tasks have been completed, the procedures necessary for connection of property owners to the system may begin.

Michael Hughes

Utilities Committee Chairman