Santa Fe Trail Ranch POA
SPECIAL BOARD MEETING
August 17, 2002
Sullivan Room, Trinidad State Junior College

Board Members: Harriet Vaugeois, Mike Shelton, Bill Wenstrom, Ed Hockett, Paul Miner, Michael Hughes, Jerry Withington, Rick Johnson, and Bob Santoro
Management: Century Small Business Solutions

1. CALL TO ORDER - Harriet Vaugeois called the meeting to order at 10:15 am, due to a lengthy Executive Session held prior to the meeting.
    
2. PROOF OF NOTICE - Gail Thomas provided proof of notice.
    
3. ROLL CALL & DETERMINATION OF QUORUM – Board members present: Harriet Vaugeois, Mike Shelton, Bob Santoro, Jerry Withington, and Rick Johnson. Board members absent: Bill Wenstrom, Paul Miner, Michael Hughes, and Ed Hockett. With five Board members present, a quorum was established. Also present: Jim Davis, Lee Phelan, Tom Stephens, and Gail Thomas.
    
4. ACTION & DISCUSSION ITEMS
    
   1. Temporary Resident Permits

      Michael Bahm has requested an extension for his temporary recreational vehicle. The RV is in violation for visibility, but this is the only level site available. Rick Johnson moved to approve a six-month extension with the stipulation that any complaints could warrant other Board action. Bob Santoro seconded. All were in favor. Motion passes. Mr. Bahm’s extension will expire February 17, 2003.

      Mike & Carol Freidrich have also requested an extension for their mobile home. Construction on their permanent home is expected to be completed in one year. Jerry Withington approved extension for one year. Rick Johnson seconded. All were in favor. Motion passes. The Friedrich’s extension will expire August 17, 2003.

   2. Covenant Violations Complaints

      Lee Phelan has approached the Board with three specific complaints against Linda Frost. The first is that her home is a mobile home. The second is the unsightly animal pens, which also could be in zoning code violation. And the third is non-coded electrical cord violations.

      The Board has determined that her home is a manufactured home and is not in violation of any covenant. Jim Davis explained that the same determination was made by the POA Board several years ago when Ms. Frost submitted her construction plans.

      Mr. Phelan argued with the Board that the Federal Government Housing and Urban Development definition of a mobile home and a manufactured home are the same.

      The Board feels there is a difference between a mobile home and a manufactured home, and while there is no clear- cut definition in the SFTR covenants, the Board has the authority to make that determination when approving home plans.

      ***Mike Shelton will check with the building and health inspectors for violations of County codes in regards to the animal pens.

   3. Delinquent Dues
      Currently there are thirteen properties with liens placed on them that have not made any attempts to contact either the Board or the business office regarding payment. The next step is to send an “intent to foreclose” letter to all the mortgage holders. Dennis Malone will be contacted to draft these letters. Harriet will ask Bill Wenstrom to coordinate with Mr. Malone on this.
       
   4. Budget
      Harriet Vaugeois was asked by Bill Wenstrom to remind the Board that all spending be kept to a minimum and that monies be spent only on necessary items. This conversation turned to road issues, in particular, maintaining the roads. Mike Shelton noted that the well-traveled roads do have some road base, but because of the extremely dry conditions, grading is not possible. Bob Santoro suggested an informational letter on the road conditions and driving /speeding reminders be posted. Mike Shelton will compose a letter for the website and the bulletin board.
       
   5. Annual Meeting Preparation
      Harriet reminded those present that written reports from all committees need to be available before the annual meeting. The other topic concerned the election. There are three Board positions open. So far, only two nominations have been posted to the website. Gail Thomas has been working with Ed Hockett on coordinating paperwork and other information for the annual meeting.
       
   6. Other
      1. Dumpsters
         Tom Stephens asked the Board if they would consider placing another dumpster at the entrance as he feels there is not adequate capacity currently. Mike Shelton addressed this issue stating adding another dumpster is not the answer. Proper and careful disposal will help the trash situation. Mike also noted that fees for the dumpsters have increased substantially this year and it would not be fiscally responsible to add another dumpster at this time.

         Harriet suggested that if Tom feels strongly about this issue, he should bring it up at the Town Hall meeting or the Annual meeting to see if owners would prefer that more money be budgeted for dumpsters than that which currently resides in the budget.

      2. Realtors
         Rick Johnson reported that there have been a lot of unauthorized people on the Ranch because realtors are allowing potential buyers onto the property without accompaniment. A letter will go out to all area realtors from the Board requesting that they accompany clients on to the Ranch. Harriet and Rick will work on composing a letter. Mike Shelton noted that the letter needs to be worded carefully as the Board does not want to discourage potential buyers from viewing property, but also does not want to encourage a lot of unauthorized traffic on the Ranch.
          
5. ADJOURNMENT
   Mike Shelton moved to adjourn the meeting at 11:28 am. Jerry Withington seconded. No opposition. Motion to adjourn passes.

***Mr. Shelton reports no violations to health codes or covenants regarding the animal pens. No further action needs to taken on this complaint.