Santa Fe Trail Ranch POA
BOARD MEETING
June 21, 2003
Trinidad State Junior College, Sullivan Room

Board Members Present: George Gonzalez, Ed Hockett, Rick Johnson Monica Leche Diane Rader, Harriet Vaugeois,   Board Members Absent: Bob Santoro, Mike Shelton, Jerry Withington

Guests: Jim Davis, Jeff Mattick, Lee Phelan, Francis Purswell-Montoya, Carol Rawle, Don Ruward, Betty Ruward, Bob Scott, Ann Scott, Betty Withington   Also Present: Gail Thomas

1. CALL TO ORDER - President Rick Johnson called this regular meeting of the Board to order at 9:07 A.M.
    
2. PROOF OF NOTICE - Gail Thomas gave proof that notice of the meeting had been given.
    
3. INTRODUCTION AND ROLL CALL - Five Board members were present as roll was called.
    
4. DETERMINATION OF QUORUM - Five members made a quorum and Harriet Vaugeois arrived shortly making all business official.
    
5. APPROVAL OF MINUTES OF PREVIOUS MEETING - Ms. Rader moved that the minutes be approved.  The motion passed.
    
6. APPROVAL OF MONTHLY FINANCIALS - Treasurer, Diane Rader, noted that there were $648 remaining in the Power Account to pay off the contracts for the power poles to the Ranch's pump stations.  It does not appear this amount is sufficient.  Last year when money was transferred from the Power Account to the Metropolitan District it was agreed enough money would be left in the account to pay off the contracts before the Metro District assumes payment of the electric bills.  Ms. Rader will consult with Dennis Scott, Metro District Treasurer, and report back at the August meeting.  Ms. Rader pointed out that at this time 94% of the dues had been paid making us $4,000 healthier than we were last year at this time.  As far as the budget, it now reflects a $600 refund from the Surveyors for work not completed last year.  She anticipates that we may need to add additional money for Trash Removal and Utilities before the end of the year.  Mr. Hockett moved the financial report be accepted.  The motion passed.
    
7. OLD BUSINESS
    
   1. Committee Reports
       
      1. Common Area:  In the absence of Messrs. Shelton and and Withington, there were no official reports.  Nevertheless, Mr. Johnson reported that there is no current work on the fencing project because of concern for fire danger.  He further announced that the Ranch's Road Contractor will be on the Ranch sometime roughly in the next two weeks to begin grading and road improvement projects.  Guest, Jim Davis, further reported that in a conversation with Railroad authorities they indicated that they would be spraying the thistles that are visible between the Railroad tracks and Fisher Peak Parkway.  Mr. Davis indicated that the last report from Bill Wenstrom, Chair of the weed spraying project, stated that 90% of the Ranch's public areas had been checked at least once.  This is a good year for weed growth, though, so flowering thistles when seen should be clipped at the buds, bagged, and removed.  Mr. Davis relayed a request from the Railroad for a letter stating our mutual agreement to provide maintenance access to the Railroad on Fisher Peak Parkway in exchange for our emergency use of the access to Exit 2.  Mr. Johnson agreed to respond to this request.  Mr. Johnson then reported receiving several complaints about the trash.  He called for everyone to collapse all boxes.  The addition of dumpsters or moving to trash compaction will be very expensive and jeopardize more important projects on the Ranch.  It is imperative that Property Holders all help to reduce expense for trash removal.  He acknowledged Carol Rawle's recent article on this subject appearing on the web site, but felt even more notice should be placed on the web site.  Regarding the roads, Ms. Vaugeois reported that the committee has been recording damage done to the roads.  Also, the State Highway Commission will be dumping rock at certain points on Gallinas marked by cones where the road has been washed away.  There will be no charge for this service.
          
      2. Emergency Services:  This committee recently met and recognized the valued contributions of the Austins (air conditioner) and the Ghormleys (computer) which will greatly improve the operation of the security camera in the Guardshack.  The Committee is aware some of the NO OUTLET signs are leaning.  Area Leaders will check and correct this problem.  Area meetings have been held in almost all the areas to review the emergency evacuation procedures.  The committee will staff a booth at the 4th of July picnic, and Fire Chief, Buddie Curro, will be present to discuss concerns.  The keys to the locks on the gates to Exit 2 are being checked regularly.  Finally, the Committee plans to do a gate watch again over the 4th of July weekend.
          
      3. Covenant Committee:  Ms. Vaugeois reported that there have been no new issues requiring a committee meeting.  Two complaints had been received, but were resolved amicably among the property owners involved.  Mr.Hockett asked if there would be any Covenant issues that needed to be placed on the ballot for the Annual Meeting.  Ms. Vaugeois indicated there would not.
          
      4. Communications Committee:  Mr. Gonzalez reported that the web site was running well.  In view of the current success he plans to ask the Committee to revisit the frequency and length limitations that were applied to participation on the Forum six months ago.  He will report the results in August.
          
      5. J - Lots:  Mr. Johnson reported that a letter had been received from Mr. Baldwin expressing his approval that the developed J - lots be reincorporated into the POA.  He read a draft of a response to Mr. Baldwin's intent.  Ms. Vaugeois moved that an authorized POA representative (Mr. Johnson) work with legal representation to draft an agreement for readmission of the J - lots to the POA.  The motion passed.
          
      6. Metropolitan District:  Guest, Jim Davis, reviewed the efforts of the Metro District to obtain a conventional low interest loan to pay completion costs for the water system.  No final solution has been found, but Mr. Davis explained all the options currently being pursued.  The decision will be made, so completion work may start next month.
          
      7. Picnic/Town Hall Meeting:  Developments since the last meeting on this issue were reported.  The Women's Group will sponsor the picnic.  A Town Hall Meeting would be held at the picnic.  After discussion, it was decided a Town Hall Meeting would be too formal, and possibly too difficult to conduct in the open.  The final decision was to set up a POA booth to answer any questions and distribute information.
          
8. NEW BUSINESS - Nothing New was brought up.
    
9. FROM THE FLOOR - No questions or comments were made.
    
10. DATE OF THE NEXT MEETING - The next regularly scheduled meeting of the Board will be August 16 at 9:00 A.M.  in the Sullivan Room at Trinidad State Junior College.
     
11. ADJOURNMENT - Ms. Vaugeois moved that the meeting be adjourned.  The motion passed and the meeting was adjourned at 10:22 A.M.

Submitted by Ed Hockett, Secretary, June 21, 2003