Santa Fe Trail Ranch POA
BOARD MEETING
October 19, 2002
Trinidad State Junior College, Sullivan Room

Board Members Present: George Gonzales Ed Hockett Rick Johnson Monica Leche Diane Rader Bob Santoro Mike Shelton Harriet Vaugeois Jerry Whitington

Guests: Jim Davis Carol Friedrich Janice Hines Courtney McBride Michelle Minion Frances Purswell-Montoya Carol Rawle Mary Jo Shelton Paul Vircsik Betty Whitington

Also Present: Bill Quigley Gail Thomas Tina Woods

1. CALL TO ORDER - Bill Quigley called this regular scheduled meeting to order at 9:47 A.M.
    
2. PROOF OF NOTICE - Mr. Quigley confirmed that his office had given legal notice of this meeting.
    
3. INTRODUCTION AND ROLL CALL - Mr. Quigley introduced the current POA Board of Director members and called roll.  He found all present.
    
4. DETERMINATION OF QUORUM - Mr. Quigley established that a quorum was present.
    
5. SPECIAL BOARD ISSUE - After reading a short prepared statement Mr. Shelton moved that Mr. Santoro resign his position or be removed from the Board for a serious breech of Board trust.  The motion was seconded and discussion ensued between board members and Mr. Santoro.  The newly elected members expressed confusion about the proceedings.  At this point, then, Mr. Shelton withdrew his motion.  Mr. Johnson moved that the Board go into executive session.  The motion passed and the room was cleared of guests.  When executive session ended the guests were asked to return.  Mr. Shelton made his original motion, again.  Mr. Quigley called for a yes/no roll call voice vote: Gonzales - abstain, Hockett - yes, Johnson - yes, Leche - yes, Rader - yes, Santoro - no, Shelton - yes, Vaugeois - yes, Whitington - yes.  The motion passed and Mr. Santoro was removed from the Board.
    
6. ELECTION OF OFFICERS - Mr. Quigley opened the floor for nominations for the office of President.  Mr. Johnson nominated Ms. Vaugeois.  Ms. Vaugeois, however, respectfully declined the nomination.  She mentioned other candidates whom she felt could serve equally as well.  They, however, all quickly declined.  The Board then discussed the options available if there were no president.  When the options were explained Mr. Johnson withdrew his declination.  He was approved unanimously as President.  The Board then discussed the need for two Vice-Presidents.  Consequently, Mr. Shelton was nominated and elected unanimously as a first Vice-President.  He, then, nominated Ms. Vaugeois as a second Vice-President.  Ms. Vaugeois in turn Nominated Mr. Gonzales, and declined her nomination.  Mr. Gonzales was elected unanimously.  Subsequently, Ms. Rader was nominated as Treasurer, and elected unanimously.  Finally, Mr. Hockett was nominated as Secretary and elected unanimously.  There was some discussion about having an Assistant Treasurer.  It was decided to continue as last year when Mr. Hockett functioned as Assistant-Treasurer, so checks could be signed promptly even when the President, Vice-Presidents, and Treasurer were away from the Ranch.
    
7. APPROVAL OF MINUTES OF PREVIOUS MEETING - Ms. Vaugeois moved the minutes from the regular meeting June 15 and special meeting August 17 be approved as written.  The motion passed.
    
8. APPROVAL OF MONTHLY FINANCIALS - Mr. Whitington moved the monthly financial reports and proposed 2003 budget draft be accepted.  The motion passed.
    
9. OLD BUSINESS
    
   1. Committee Reports - There were no updates.
       
   2. Realtor Letter - It was determined the letter asking local realtors to not send clients unaccompanied to the Ranch had not been sent.  Guest Frances Purswell-Montoya, however, had sent a professional letter with this content in July encouraging other realtors to send a letter on company stationary when not accompanying clients.  This issue came about during the height of fire danger.  Since fire danger has seasonally subsided, it was decided to refer the issue back to the Emergency Services Committee.
       
   3. Temporary Resident Permits - The Covenant Committee is enforcing the requirement to have a temporary dwelling on the Ranch.  Property owners are uniformly responding to requests for compliance.
       
   4. Fire Protection Feasibility Study - There was no report.
       
   5. Other - Ms. Vaugeois presented a bill incurred for legal consultation.  It was agreed the consultation was appropriate and should be paid from POA funds.

      Mr. Shelton presented two certified letters sent to the POA Board of Directors from property owner Lee Phelan.  The two letters were read into the Board's records and may be found in attached appendices A and B.  In regard to letter A (click here to view), the Board found that the information released was in the public phone book and did not constitute release of private information.  In regard to letter B (click here to view), the issue was referred to the Road Committee which will form soon.

      The Board briefly contemplated the new Board vacancy.  Instead of making an immediate replacement, it was decided to postpone the decision until the next meeting, so suitable and interested candidates can be identified.

10. NEW BUSINESS

    Committee Chairs - The Board appointed committee chairs for the following committees: Common Area - Mike Shelton, Emergency Services - Michelle Minion, Covenant Committee - Harriet Vaugeois, and Communications Committee - George Gonzales/Pat Roehl.

    Meeting Dates - Mr. Shelton moved the Board meet the third Saturday at 9:00 A.M. in February, April, June, and August.  The next meeting will be November 16, and the next Annual Meeting will take place October 4, 2003.  The motion passed.

11. FROM THE FLOOR - Guest Courtney McBride lamented that a place on the Ranch which holds so many positive memories for her has become such a center of negativity.  She encouraged the Board to distinguish between minor and major issues.  She also encouraged the Board to not be defensive, and move to overtly offensive action when attackers are identified.
     
12. NEXT MEETING - Saturday November 16, 2002 at 9:00 A.M. in the Sullivan Room at Trinidad State Junior College.
     
13. ADJOURNMENT - Ms. Vaugeois moved the meeting be adjourned.  The motion passed and the meeting was adjourned at 12:15 P.M.
     

Submitted by Ed Hockett, Secretary, October 20, 2002

Santa Fe Trail Ranch POA
BOARD MEETING - EXECUTIVE SESSION
October 19, 2002
Trinidad State Junior College, Sullivan Room

Board Members Present: George Gonzales Ed Hockett Rick Johnson Monica Leche Diane Rader Bob Santoro Mike Shelton Harriet Vaugeois Jerry Whitington

Guests: None   Also Present: Bill Quigley Gail Thomas Tina Woods

1. CALL TO ORDER - Bill Quigley called this executive session to order at 10:33 A.M.
    
2. The Board members discussed with Mr. Santoro a possible breech of trust in forwarding a confidential draft letter to a party outside the specified group without permission or notification.  Mr. Shelton asked Mr. Santoro if he would resign.  Mr. Santoro declined.  The Board members were left to decide if they had the trust to carry on Board work with Mr. Santoro knowing he saw no wrong in releasing information delivered to him confidentially.  The Board, then, adjourned executive session at 10:52 A.M. and returned to its regular meeting.

Submitted by Ed Hockett, Secretary, October 20, 2002