Santa Fe Trail Ranch POA
MINUTES OF THE ANNUAL BOARD MEETING
October 14, 2000
Trinidad State Junior College
| Board Members present: | Board Members Absent: | Guests: |
| Jim Davis | Bill Quigley | |
| Michael Hughes | Lisa Stigall | |
| Paul Miner | Betty Withington | |
| Carol Rawle | Michelle Minion | |
| Rick Johnson | Patrick Roehl | |
| Bill Bumstead | ||
| Robert Walton | ||
| Harriett Vaugeois | ||
| Bill Wenstrom |
AGENDA
CALL TO ORDER: The Board Meeting was brought to order at 11:35 a.m.
INTRODUCTION, ROLL CALL, DETERMINATION OF QUORUM: Board members were introduced and it was determined that there were enough members present to constitute a quorum.
ELECTION OF OFFICERS:
ELECTION OF COMMITTEES: Jim requested volunteers for committee chairpersons.
Jim Davis motioned to accept the volunteers for the chairpersons of the committees. Bill Wenstrom seconded. There was no opposition and the motion carried.
OTHER - Conformation of the Frost modular home - It was the opinion of the Board of Directors for Santa Fe Trail Ranch the Ms. Frost’s structure is in compliance with the covenants of Santa Fe Trail Ranch. Bill Bumstead motioned in approval. Rick Johnson seconded the motion. There was no opposition and the motion was carried.
DATE OF NEXT MEETING: The next meeting, which will be a Budget meeting, is scheduled for 11/18/2000, 7:30 a.m., at Century Small Business Solutions. The 2001 meeting dates are attached. Bill Wenstrom motioned to accept the 2001 meeting dates. Jim Davis seconded the motion. There was no opposition and the motion was carried.
ADJOURNMENT: Bill Wenstrom motioned to adjourn the meeting at 2:15 p.m.
COMMITTEE REPORTS
EMERGENCY SERVICES REPORT: Dennis Manifold
The Committee has received the fire fighting equipment. It has been distributed to the volunteers involved with the Fisher Peak Fire District who are Ranch Property Owners. We would like to, again, thank all persons who donated to this endeavor.
The emergency plan is in place. But with the changes of phone numbers, the plan is lacking efficiency in the communication aspect. We would like all residents of the Ranch, both full-time and part-time to contact Bill or Cris Quigley with your new phone number. Also we would like to urge all residents of the Ranch to number their driveways with the designated number given to you by the county. Your lot number would also help during the transition period. Our folks are more use to the lot numbers at this time. 911 operators will ask you for your county address numbers. Please help us help you.
The security system is installed. It has a few bugs to be worked out. Rick Johnson and Gene Downs have been instrumental in researching different systems. Digital Entertainment is a local company that we have purchased the system from. Lee Kirkwood, its’ owner, has spent many hours researching and installing the system. The system is in place at the guard shack. The system will need to be fine tuned over the next month. Rick and Gene are working very hard on your behalf to see this project completed.
Emergency plan: If you have not had the chance to see the emergency plan presentation, please call the chairman at 846-3910. We will try to have another meeting to let you folks know what it is about and how you can participate. This plan takes everyone’s knowledge of it to make it work.
Thanks to all our firefighters who have, in the recent months, fought numerous fires. Also a big thanks to all of the area leaders for their hard work in informing their areas of the emergency plan.
COVENANT COMMITTEE REPORT: Will Potter
The Covenant Committee, consisting of Jim Davis, Dick Goellen, Byron Hines, Michael Hughes, Rick Johnson, Denny Manifold, Lazaro Martinez, Michelle Minion, Will Potter, Francie Purswell, Tom Stephens, and Walt Wolfe, has met many times during the year to finalize the amendments to the Covenants and By-Laws which are being voted on at this year’s Annual Meeting.
Going forward, the Committee will have to be certain that any approved amendments are filed with the Court. The Committee plans to continue working with property owners to clear up misunderstandings or inadvertent Covenant violations.
The Committee has noted that various property owners have placed fences and cisterns in the Common Area. These property owners will be notified by letter so that they, and future owners of the properties in question, will be on notice in case the POA should have to widen its roads which could affect the fences and cisterns in question.
COMMUNICATION COMMITTEE REPORT: Carol Rawle
As everyone must be aware now, the newsletter is extinct because of lack of funding. The reasons are due to lack of subscribers and expenditures incurred developing the SFTR web site.
Two fellow board members, Michael Hughes and Bill Wenstrom, are attempting to salvage the web site. However, I have it on good authority that they have paid the server charges out of their own pockets to keep the site operational. They are attempting to upload current information onto the site. The biggest problem seems to be lack of volunteers to gather and compile the information.
I’d like to urge the membership: If you desire this service, YOU must get involved! It will not materialize on its own. No, the Board members cannot do it all.
CONSERVANCY COMMITTEE REPORT: Carol Rawle
Agreements have been reached with Greenlands Conservancy Group and the Land Properties Investors. The POA will be paying $500 per year in fees to Greenlands for them to hold the Gallinas Conservancy lands for us. We, the POA, will manage the lands.
GOCO funds from state lotteries will be paid to us yearly and will cover practically the whole yearly Greenlands fee. The funds are based on the permanent population of the SFTR and are expected to increase yearly, hopefully keeping up with the CPI, which will be built into our Greenlands fee.
The final negotiations are expected to take place during the last week of September or early October. We will update these developments at the Annual Meeting.
BUDGET COMMITTEE REPORT: Paul Miner
Based upon year-to-date September 18th financial results, the POA is on track to finish the year within the 2000 authorized funding. A carryover of money from 1999 in the amount of $11,594 has provided the opportunity for the Board of Directors to fund unanticipated expenditures as well as increase the money available for road resurfacing. Additional funding has been made available for a camera security system for the main gate and additional fence repair as well as to increase the funds available for road resurfacing. The carryover funds, plus a redistribution of accounts within the Common Area portion of the budget, has been utilized to provide approximately $22,000 additional dollars for resurfacing of the Ranch roads.
While there are variances in individual line items of the budget in both income and expenses, the Budget Committee continues to make adjustments monthly to fund the Board’s approved projects within the available funding level.
The 2001 budget has been developed and approved by the POA Board of Directors. Total funds available in 2001 are expected to be slightly below the 2000 total funding. IN 2001 road maintenance and resurfacing will continue to represent the largest budget area with approximately 60% of funds available being spent on our roads.
ROAD COMMITTEE REPORT: David Hulstine
Dear Neighbors and Friends: This will be my last Road Committee Report as Chairman, as my term on the Board expires this month. I would like to thank the current Road Committee for their tireless efforts on maintaining the common area of the Ranch. The common area responsibility includes 85 miles of dirt and clay roads, culverts, bar ditches, dumpsters, bulletin boards, cattle crossings and signs. The grazing lease, snow plowing, road grading and road surfacing also fall under the common area responsibilities and budget. Managing all of this is an enormous task for volunteers and if any of us had known the extreme amount of time and effort involved, we may have had second thoughts about volunteering for the positions.
Nevertheless, over the past three years we have surfaced over 20 miles of roads, replaced and repaired over seven miles of fencing, installed twice the amount of culverts installed by the developer (over 100), installed three mail box pedestals, a bulletin board (and graveled both areas), installed two cattle guards, made minor welding repairs on the bridge, guard rails, and cattle guards, and installed all street signs and various other signs (speed limit, neighborhood watch, and Ranch entrance signs).
We have also worked through El Nino (plowing three to four feet of snow) and a 100 year flood washing out the dams and many roads. We have worked closely with the surrounding ranchers and the Burlington Northern Railroad on adjoining fence boundaries, along with OPEC on repairs and restoring our roads after the water and phone line installation. We’ve also worked very closely with the various contractors and an accounting firm, so as to stay within our budget and not deficit spend.
All this said, there is still a lot of work to do and a lot of roads to be surfaced. I wish the new Road Committee Chairman all the good will and good luck possible. Thank you for letting me be of service.