Santa Fe Trail Ranch POA
BOARD MEETING
December 16, 2000
Trinidad State Junior College, Sullivan Room

References: Click to view

Road Sub-Committee Report General Appearance Report Appearance Plan

AGENDA

1. CALL TO ORDER – BILL QUIGLEY called the meeting to order at 9:00 a.m.
2. PROOF OF NOTICE – BILL QUIGLEY gave proof of notice.
3. INTRODUCTION AND ROLL CALL – Eight Board Members were present, two were absent, and there were three guests.
4. DETERMINATION OF QUORUM – It was determined that a quorum was present.

   APPROVAL OF MINUTES OF PREVIOUS MEETING – HARRIET VAUGEOIS indicated there were misspellings of her last name in the October 14, 2000 minutes and her address was incorrect. HARRIET VAUGEOIS also noted that Will Potter was no longer a Board Member at the October Board meeting yet was noted on the roster. BILL WENSTROM was omitted from the “Board Members Present” list. The heading of the October Board meeting read “Annual” which was incorrect as well. HARRIET VAUGEOIS also clarified that the two VICE PRESIDENTS, herself and Richard Johnson, were referred to as Vice Presidents #1 and #2 and should be referred to only as Vice Presidents, of equal standing. Another change in the October Annual Meeting minutes where it specified that a quorum be satisfied with 10% (or 49) property owners present when the correct reflection of 10% of property owners is 45. HARRIET VAUGEOIS motioned to approve the October Meeting minutes as corrected. JIM DAVIS seconded the motion. There was no opposition and the motion was carried. Corrections to the September Special Board meeting were also requested. In section VI relating to the cost of living index dues increase, the correct figure is 2.87% rather than the noted .02876%. In addition, BILL WENSTROM recalls that the Board never voted to approve the Road Contract at the September Board meeting and that the votes he had received indicated two votes in favor and three against. It was requested that the section of the September minutes relating to the vote on the Road Contract be struck from the minutes. BILL WENSTROM motioned to approve the September Board Meeting minutes as corrected. JIM DAVIS seconded the motion. There was no opposition and the motion was carried.

5. OLD BUSINESS –

6.1   Committee Reports – PAUL MINER motioned to approve all Committee reports as submitted and only discuss any changes and/or additions under a new heading "updated reports". JIM DAVIS seconded the motion. There was no opposition and the motion was carried.

a.   Budget/Financial –

• BILL QUIGLEY reviewed the financials in detail. BILL QUIGLEY also discussed tax options for the POA. Bill reported that the POA has $11,180.08 of income in excess of expenses. It was a consensus of the Board to spend $7000.00 on roadwork to be done before years’ end.
• The Board requested “JH Excavating” be taken off of the General Ledger page. It was noted that some invoices have been split incorrectly, specifically under common area. BILL QUIGLEY requested that, prior to the being approved, a Board Member review the invoices and identify the categories to which the expenditures are to be applied.
• BILL WENSTROM questioned the amount of financial information sent out each month and asked if the number of pages in the mailing could be cut back. HARRIET VAUGEOIS motioned to stop automatically sending monthly financials to property owners and to include a notice in the year-end mailing directing them to contact BILL QUIGLEY by phone or e-mail if they wish to continue to receive the financial information. BILL WENSTROM seconded the motion. There was no opposition and the motion was carried.

  BILL BUMSTEAD motioned to approve the financials. JIM DAVIS seconded the motion. There was no opposition and the motion was carried.

b.   Combined Emergency Services – no updates

c.   Communications – no updates

d.   Covenant Review – no updates

e.   Common Area (roads) – HARRIET VAUGEOIS submitted an Appearance Plan report. (Click here to view it.)

f.   Water – JIM DAVIS gave a progress report from the Water Committee. (Click here to view it.)

g.   Updated Reports – Appearance Plan report. (Click here to view it.) BILL WENSTROM motioned to approve the Appearance Plan concept subject to specifications, plans and cost estimate. BILL BUMSTEAD seconded the motion. There was no opposition and the motion was carried. HARRIET VAUGEOIS agreed to submit the requested information to BILL QUIGLEY prior to the Budget meeting on January 20, 2001.

6.2   From the Floor – TODD NATHAN voiced concern that realtors are not disclosing to prospective buyers of SFTR property, that the water system is not functional yet. He had a discussion with a new property owner that was told the water system was up and running. JIM DAVIS indicated that the realtors are kept informed of the disposition of the water system. The POA cannot play intermediary and suggested the buyer(s) address their concerns with the realtor that sold them the property.

6. NEW BUSINESS –

7.1   Change in Covenants procedures – JIM DAVIS voiced his opinion that to pursue a change in the Covenants at this time would not be beneficial. It was a consensus of the Board to structure a stronger marketing plan and presentation for next year’s attempt to change the Covenants.

7.2   Payment of Mini Storage Bill – JIM DAVIS instructed Century Small Business Solutions to pay this bill out of the Metro District until further notice.

7.3   Ownership of the Water System – The Metro District owns the water system. A practical application to consider in the future and one that is more economical than hiring a third party to manage the system, is for the POA to manage the system, have the Metro District collect the revenue, and pass it through the POA. JIM DAVIS was able to obtain a sample contract for this application. Once more customers get on the water system it will be able to stand-alone but that will take approximately 2-3 more years. Much of the setbacks the system is experiencing are caused by engineering errors which must be corrected before we can move forward. It will take $12,000.00 to satisfy the immediate needs that will allow the process to move forward. The first six items on the Water System Repair Plan (attached) is where this money needs to be spent. The Metro District is currently in a discovery process and therefore, to date, has not taken action against the Engineer. PAUL MINER motioned that the POA loan $12,000.00 to the Metro District to get the water system started, evidence by a promissory note and with the contingency that, in a timely manner, the Metro District starts pursuing recovery of costs from the Engineer and OPEC. HARRIET VAUGEOIS seconded the motion. There was no opposition and the motion was carried.

7.4   Relationships between Board & Committees – Some Committee members asked for clarification from the Board as to what authority they had to move forward with projects as they saw fit and spend the monies within their budgets. PAUL MINER reminded the Board that a decision was made in 1999 to allow Committees to make decisions regarding their individual budgets as well as determine their own priorities and where their budgeted money is spent.

7.5   Review & Acceptance for Greenland Conservancy – JIM DAVIS reviewed the status of the Greenland Conservancy. JIM DAVIS asked the Board to review the agreement and submit written comments to him by the next Budget Meeting on January 20, 2001.

7.6   Standardizing Minutes & Committee Reports – The current software can not be transferred to the web page and maintain the format. TODD NATHAN explained an application called WIKI to the Board that will allow any software to be used and still transfer properly to the Web page. The Communication Committee will talk to Patrick Roehl the Web-Master about this application.

7. FROM THE FLOOR – TODD NATHAN had comments surrounding the various discussions of the Board meeting:
   • The Board should take action against the Engineer of the water system.
   • The longer the water system sits the higher likelihood parts will start to deteriorate.
   • Metro District payments should be increased.
   • Full mass use of the water system will not be met for at least five years primarily because of multiple lot owners.
   • The $6000.00 entry costs are too high.

   TODD NATHAN presented information regarding low power FM broadcasting used specifically for community broadcasting. The radius is 2.5-3 miles but the radius could be extended beyond that to cover the entire ranch and it only requires a 10-foot antenna. This would benefit the POA by being another communication medium. The call letters will be WSFT. Since an individual cannot apply for authorization from the FCC, he asked if the POA would like to sponsor the program. Mr. Nathan was asked to write a proposal and submit it to the Communications Committee for further review.

8. DATE OF THE NEXT MEETING – Budget Meeting, January 20, 2001, 8:00 a.m., 109 W. Main. It was a consensus of the Board to change the Budget Meeting time from 7:30 a.m. to 8:00 a.m.
    
9. ADJOURNMENT – BILL WENSTROM motioned to adjourn the meeting at 12:45. BILL BUMSTEAD seconded the motion. There was no opposition and the motion was carried.