Santa Fe Trail Ranch POA
BOARD MEETING
August 18, 2001
Trinidad State Junior College, Sullivan Room

Board Members Present: Bill Bumstead Jim Davis Michael Hughes Richard Johnson Paul Miner Carol Rawle Harriet Vaugeois Robert Walton Bill Wenstrom

Board Members Absent: Robert Walton   Guests: Kathleen Kelly Michelle Minion Vaughn Roundy Joanne Roundy Mary Jo Shelton Mike Shelton

Accountant: Bill Quigley   Assistant: Gail Thomas Tina Woods

1. CALL TO ORDER – Gail Thomas called the meeting to order at 9:05 am.
2. PROOF OF NOTICE – Gail Thomas gave proof of notice.
3. INTRODUCTION AND ROLL CALL – Board Members present: Bill Bumstead, Jim Davis, Rick Johnson, Paul Miner, Carol Rawle, Harriet Vaugeois, Michael Hughes, and, Bill Wenstrom. Board Members absent: Robert Walton. Guests present: Vaughn Roundy, Joanne Roundy, Mike Shelton, Mary Jo Shelton, Kathleen Kelly, Michelle Minion, Tina Woods, and Gail Thomas.
4. DETERMINATION OF QUORUM – With all board Members present except Robert Walton, it was determined that there was a quorum present.
5. APPROVAL OF MINUTES OF PREVIOUS MEETING – Two changes was requested for the last minutes: Harriet Vaugeios’ name was accidentally omitted and the OPEC check amount should be $1000. A motion to approve the minutes from the 6/16/01 meeting, with these changes was called by Bill Wenstrom. Harriet Vaugeois seconded. No opposition. Motion passed.
6. OLD BUSINESS
   1. Committee Reports
      1. Budget / Financials - Bill Wenstrom discussed issues concerning the 2002 budget, in particular, dues income. It was shown that there were 5 lots excluded from the dues income for 2001. Pending feedback from the Board, the extra money from the dues income will be placed in the budget for road surfacing. Bill wanted CBIZ to work on a system for redoing the way the lot numbering is done in the CBIZ database. This would be consistent with the numbering done by Santa Fe Trail Ranches. Tina Woods will check to see if this can be done using the current software at CBIZ.
      2. Emergency Services (See attached report). In addition to the written report from Rick Johnson, it was noted that an additional security camera would cost approximately $700.00. And it was also decided that signage needs to be discussed with members of the Common Area Committee to avoid duplication of signs and/or other problems arising from lack of communication.
      3. 911 Compliance - Jim Davis discussed this issue noting there has not being any progress from the County on this issue due to budget considerations. The fact that the 911 facility is in the process of relocating also contributes to the lack of progress. Through Michael Hughes’ efforts there is a complete breakdown of the readdressing of the Ranch and the reidentification of some duplicately named streets in the county and other areas. The County Administrator accepts the idea for SFTR to do the re-addressing and 911 identification themselves.
      4. Communication - (Click Here to view report). Carol Rawle summarized the written report for Board. A question was posed concerning the ability to identify those persons posting items on the community calendar on the website. It was determined that the Webmaster has the capability to identify. Jim Davis asked if there were any statistics regarding the number of “hits” to the website. Bill Wenstrom stated that Pat Roehl has the ability to acquire stats from the server. The last time this was done, the website was getting more than 200 hits per day. However, there are those who come across the website by accident looking for history related sites. Vaugh Roundy asked how the information on the website is controlled. Bill Wenstrom said Pat Roehl scans for inappropriate messages and notifies the Board. All inappropriate material is removed.
      5. Covenant Review - Jim Davis Stated that although assessments changes to lots, improved or unimproved, are published the old covenants make reference to that and have not be updated. He notes that this could be remedied by posting changes or amendments to the covenants on the website. Rick Johnson talked about covenant violations and the Board’s lack of notification to owners. Jim Davis agreed that the policing of covenants has been lax. Some of the areas for concern include: correct classification of properties, health concerns, and County ordinances. Rick Johnson suggested that letters go out to those in violation. Or possibly go through the County for those who have health issue violations. Carol Rawle asked about the covenants in relation to stray or loose dogs. Michael Hughes stated that there is no covenant in relation to dogs. The closest is Article 5.10, which states: Nuisances. No noxious or offensive activity shall be carried on upon any part of the properties nor shall anything be done thereon which may be, or may become, an annoyance or nuisance to any other owner. Jim Davis decided the best way to handle the dog problem was to give written notice to those property owners in violation, and, follow through with restraining orders if notice from Board goes unheeded. Bill Bumstead called for a motion to establish a sequence of events for handling differences between owners which stated: If an issue can not be settled between property owners and the issue deals with covenant violations, the parties can then ask the Covenant Committee to mediate. If that does not solve the issue, the Covenant Committee may take the issue to County Authorities. Carol Rawle seconded this motion. A vote was taken. 6 (six) in favor, 2 (two) opposed. Motion passed.
      6. Common Area - (See attached report). Bill Bumstead asked for budget clarifications regarding the Conservancy Trust Fund. It was found that these monies were already in the budget. Bill Wenstrom discussed weed control. Weed Control will be focused on members adopting sections of the road to police for weeds. Also Bill stated that the use of ATV’s and sprayers would be the effective and economical way to control weeds. Michael Hughes had no new reports from the Road Subcommittee. Discussions about fencing were also touched on. It was suggested by Bill Bumstead that during the next Common Area Committee meeting members should be appointed to research the fencing issues.
      7. Water - (See attached report). Rick Johnson reported that the last meeting between the Water Committee and OPEC resulted in OPEC notifying the POA that they are seeking arbitration as called for in the contract to resolve any remaining disagreements between the parties. Primarily, these are issues relating to the acceptable leakage rate and the cost of sanitizing the system. Jim Davis stated that he hopes these issues can be resolved through mediation instead of arbitration which would be a less costly process.
      8. Updated Reports - No updated reports at this time.
   2. Exit 2 / Emergency Exits - Jim Davis noted this issue was discussed earlier in the meeting.
7. NEW BUSINESS
   1. Accept Robert Walton’s resignation / Appoint Replacement - Bill Wenstrom motioned to accept Robert Walton’s resignation. Rick Johnson seconded. No opposition. Motion passes. Carol Rawle motioned to appoint replacement. Harriet Vaugeois seconded. A vote was taken. 6 (six) in favor, 1 (one) opposed, and 1 (one) abstained. Vote is passed. Bill Bumstead motioned to appoint through nomination process. Harriet Vaugeois seconded. 7 (seven) approved. 1 (one) opposed. Motion carries. Kathleen Kelly was nominated by Bill Wenstrom. Mike Shelton was nominated by Harriet Vaugeois. Board members voiced their votes and Mike Shelton received 5 (five) votes, Kathleen Kelly received 2 (two) votes. There was 1 (one) abstention from voting. Mike Shelton accepts appointment to complete the 2 (two) year, 2 (two) month term.
   2. Potential Conflict of Interest – Board Member - After much debate as to whether Michael Hughes does or does not have a conflict of interest because of his association with the SFTR Board and OPEC, it was decided by Jim Davis that the Board will not act at this point but, if needed at a later date, a confidentiality agreement may be drawn up.
   3. Approval of 2002 Budget - (See attached reports) Bill Wenstrom discussed the proposed 2002 budget. He stated that he did not receive the notes from the last budget meeting. It was decided that discussion on the budget would continue at the September Budget meeting. The budget would then be presented to the members at the Annual meeting for additional input. And the final budget will be approved in October. Paul Miner noted that Committee Chairs should discuss their financial needs with Bill Wenstrom so he can try to include their needs into the budget. Rick Johnson will contact members of the Emergency Services Committee regarding improvements or upgrades in order to get the correct dues amount for the January dues billing. Discussion moved to concerns regarding the surplus utilities funds as to whether or not members needed to be involved in the decision making process for reallocating the funds to other projects. Rick Johnson made a motion for the Board to determine whether or not the by-laws allow use of surplus money in a special assessment fund at the discretion of the Board.Paul Miner seconded. No opposition. Motion passes. Harriet Vaugeios motioned to approve the 2002 budget. Carol Rawle seconded. No opposition. Motion passes.
   4. Other - Information regarding the Forestry Service to thin trees from the Ranch and create additional revenue for the POA by selling those trees to be presented at the Town Meeting. Other revenue generating options include: gas wells and other land plots to use for forestry. Rick Johnson proposed these issues for next year’s Board objectives. Bill Wenstrom will look into the gas issues. Harriet Vaugeios will present to the POA if there is anyone interested doing research on the revenue generating ideas.
   5. Ballot Issues - Election of 3 (three) new Board Members is the only ballot issue at this time.
   6. Election of 3 Board Members / Nominations - 4 (four) nominations have been received so far. The names of the nominees are: Will Potter, Robert Santoro, Ed Hockett, and, Kathleen Kelly.
   7. Execution of Promissory Note from Metro District to POA - Harriet Vaugeois motioned to approve Promissory Note. Bill Wenstrom seconded. A vote was taken. 6 (six) in favor, 2 (two) opposed. Motion carries. Note was signed by POA representatives.
8. FROM THE FLOOR - No new issues were brought from the floor.
9. DATE OF THE NEXT MEETINGS - Budget Meeting will be held on Saturday, September 15, 2001 at 8:00 am. Board Meeting will held on October 20, 2001 at 12:00 pm.
10. ADJOURNMENT - Rick Johnson motioned to adjourn meeting. Bill Wenstrom seconded. No opposition. Motion carried. Meeting was adjourned at 12:30 pm.

Reviewed by Bill Wenstrom, Michael Hughes, Rick Johnson
Sent to website 9/13/01