Santa Fe Trail Ranch POA
BOARD MEETING
November 16, 2002
Trinidad State Junior College, Sullivan Room

Board Members: Rick Johnson Mike Shelton Diane Rader Ed Hockett Jerry Withington Harriet Vaugeois Monica Leche George Gonzales

Guests: Fred Vaugeois Mary Jo Shelton Carol Rawle Michelle Minion Darrell Lee Phelan Betty Withington

POA Mgmt: Century Small Business Solutions

1. CALL TO ORDER – Rick Johnson called the meeting to order at 9:05 am.
    
2. PROOF OF NOTICE – Gail Thomas provided proof of notice.
    
3. INTRODUCTION AND ROLL CALL – Board members present: Rick Johnson, Mike Shelton, Monica Leche, Diane Rader, Jerry Withinigton, and Harriet Vaugeois. Board members absent: Ed Hockett, and George Gonzales. Also present: Fred Vaugeois, MaryJo Shelton, Carol Rawle, Michelle Minion, Darrell Lee Phelan, Betty Withington, and Gail Thomas.
    
4. DETERMINATION OF QUORUM – With 6 of 8 Board members present, a quorum was established.
    
5. APPOINTMENT of NEW BOARD MEMBER- It was the consensus of those present to table the appointment until the February Board meeting.
    
6. APPROVAL OF MINUTES OF PREVIOUS MEETING – Harriet Vaugeois moved to approve the minutes from the 10-19-02 meeting with spelling corrections. Jerry Withington seconded. All were in favor. Motion passes.
    
7. APPROVAL OF MONTHLY FINANCIALS- Diane Rader updated the Board on the status and action plan for those accounts that are overdue or have had liens filed on them. Diane will work with both Century Small Business Solutions and Dennis Malone to try and resolve these accounts. Diane also reviewed the monthly financial statements. Jerry Withington moved to approve the monthly financial statements as presented. Mike Shelton seconded. All were in favor. Motion passes.
    
8. OLD BUSINESS
    
   1. Committee Report Updates
      1. Common Area
         1. Roads
            Mike Shelton reported that the Common Area meeting had been rescheduled for Monday, November 18. The main topics for the meeting will be the roads, including: road base, ditch mitigation, and culvert cleanout and/or repair. The committee members are also planning a drive through of the roads at this meeting. Road Committee members: Mike Shelton, Jerry Withington, Fred Vaugeois, Mike Freidrick, and Harry Ritchie. Mike Shelton reminded the Board that the Ranch has a contract with Matt Ciarlo until July 2003 and a copy of that contract will be given to all members of the Road Committee, as well as Rick Johnson. Mike Shelton also reminded the Board that snow removal procedures are posted on the web site.
         2. Grazing Lease
            Jerry Withington reported that there are some cattle still on the Ranch, but it looks like most have been moved off.
         3. Mail Boxes
            Mike Shelton reported the need for additional mailboxes for new and existing residents. The Committee will pour a concrete pad to house 16 additional boxes. Mike has already been in touch with the post office with this request. Mike also suggested that the Entrance Subcommittee might like to consider constructing a building to house both the mailboxes and the bulletin board, so residents could have covered access to mail and news. This will be discussed further at future meetings.
      2. Emergency Services
         Michelle Minion reported that the Las Animas County Sheriff’s Department would meet with the Committee in January to give input on the neighborhood watch program and the gate issues. Michelle reported there have been some loose dog complaints recently. The Committee will work with the Covenant Committee in this issue, as it deals with both safety and regulation issues. Michelle also reported that the Committee had received reports about a white prison van on the Ranch. Michelle contacted the Sheriff’s office about this and found that the inmates were on road clean-up detail, but there should have been trespassing on Ranch roads. Michelle will follow-up with the Sheriff’s office to make sure this does not happen again. Rick Johnson noted that the “no outlet” signs are in place. Rick Johnson also reported that the video camera equipment is working and recording. However, the monitor at the guardhouse is broken, but in the process of being repaired.
      3. Covenants
         Harriet Vaugeois reported that the most recent minutes of the Committee have been posted on the website. The Committee has received two trailer/RV permit requests/extensions. The first one is from the Allison’s, Lot F13. After Board discussion, Harriet Vaugeois moved to approve a provisional 6-month RV permit with the condition that there are no further complaints and that the RV is removed and construction started at the end of the 6-month timeframe. Monica Leche seconded. All were in favor. Motion passes. The second request came from Greg Beaumont, Lot F22. Mr. Beaumont has started the construction process. The cistern is installed and the home site has been prepared. Monica Leche moved to approve a 6-month extension. Diane Rader seconded. All were in favor. Motion passes. The Committee will begin work on setting up written guidelines to approve/disapprove permit extensions. Harriet asked for Board input regarding complaints about loose animals on the Ranch. There was much discussion as to possible solutions, such as a fining system, calling in the authorities, or. letters from the Board of Directors. Rick Johnson asked that the Committee meet to review this item and come up with a policy that is fair and consistent and present to the Board at the February meeting. Committee members: Harriet Vaugeois, Michelle Minion, Mike Shelton, Carol Rawle, Will Potter, Diane Rader, Dan Jondron, and Liz Polasak.
      4. Communications
         Rick Johnson reported that the discussion forum on the website had been suspended temporarily. The Committee will report their recommendations to the Board at the February meeting.
   2. Other- None
9. NEW BUSINESS
    
   1. Contracts
      Rick Johnson requested copies of all contracts the Ranch currently holds, including: roads, trash, grazing lease and conservancy contracts. Diane Rader will work with Century Small Business and past and current Board members to make sure all Board members and committee chairs have applicable contract.
   2. Other- None.
10. FROM THE FLOOR- Darrell Lee Phelan approached the Board with three issues:
1. Fence posts and propane tank easement violations contestment.
2. Discussion forum removal.
3. Director removal process.

 
1. Mr. Phelan received a letter from the Covenant Committee regarding placement of his proposed fence and the location of his propane tank. The Committee reported that these two items were in violation of property easements. Mr. Phelan maintains that, at this time, he does not have fence posts in place. The “poles’” he has in place are used to identify the property boundaries for clearing brush. Mr. Phelan did go on to say he does intend to build a fence on the property line. The Board will review Mr. Phelan’s letter on these two issues and review at the February Board meeting.
2. In Mr. Phelan’s letter to the Board regarding the forum removal from the website, he stated he felt the Board had not given proper notification to the membership, as is required by the rules and regulations of the Ranch. Rick Johnson responded by saying that the suspension of the forum was a decision made by the Communications Committee chairman and does not require formal action by the Board. The Communications Committee is reviewing the purpose, design, and use of the forum and will report its progress to the Board at the February meeting.
3. Mr. Phelan feels the Board did not follow proper procedure in regards to the removal of Bob Santoro from the Board. Rick Johnson responded that this action was taken by the Board after thorough consideration and council. However, because Mr. Phelan is formally requesting the Board reconsider it’s decision, the Board has agreed to do so, and will report back to the membership at the February meeting.
11. OTHER- None.
     
12. DATE OF THE NEXT MEETING- Saturday, February 22, 2003, 9:00 am.
     
13. ADJOURNMENT- Jerry Withington moved to adjourn the meeting at 10:25 am. Harriet Vaugeois seconded. All were in favor. Motion to adjourn passes.