Santa Fe Trail Ranch POA
BOARD MEETING
September 6, 2003
Sullivan Room, Trinidad State Junior College

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

Guests: Greg Lynott, Michelle Minion, Don Ruward, Betty Ruward, John Sanders, Bob Scott, Ann Scott, Mary Jo Shelton

1. CALL TO ORDER – President Rick Johnson called this regular meeting of the Board to order at 9:05 A.M.
    
2. PROOF OF NOTICE – Mr. Johnson gave notice of the meeting at the joint meeting with the Metropolitan Board on July 21 and on the web site.
    
3. INTRODUCTION AND ROLL CALL – Seven Board members were present when roll was called.
    
4. DETERMINATION OF QUORUM – Seven members present made a quorum and all business official.
    
5. APPROVAL OF MINUTES OF PREVIOUS MEETING – Mr. Shelton moved that the minutes of the last regular Board meeting on June 21 and the joint meeting with the Metropolitan Board on July 21 be approved.  The motion passed.
    
6. OLD BUSINESS
    
   1. Committee Reports
       
      1. Common Area:
         1. Road Committee:  Mr. Shelton reported that grading of the Ranch’s roads has started.  The problem is that the effort is being hampered by drivers traveling too fast.  There have been several near collisions, and the road workers are concerned for their safety when they have to get off their machines to make changes.  They are now taking down license numbers and noting whether they have Ranch stickers.  Guest, Michelle Minion, Chair of the Emergency Services Committee interjected that she has conferred with Sheriff Jim Casias.  He has authorized us to report drivers who are intoxicated and/or reckless.  He will then issue a ticket.  Everyone was encouraged to note license plates of offenders and submit them to their Emergency Services Area leaders.  There was general discussion also about the possibility of installing speed bumps to deter speeding.

            Mr. Shelton continued discussing the plans for road improvement.  There is $129,900 budgeted for road repair.  About $10,000 of that will be subtracted to replace the deficit incurred in removing snow last spring.  The remaining amount will be used as judiciously as possible.  The current intent is to grade and do ditch mitigation on every road that has at least one full-time resident.  If there are funds remaining after grading they will be used to put down road base on the most used dangerous roads according to the list established by the Road Committee earlier in the year.

            Mr. Shelton noted that the Road Committee and contractor are considering the use of red ash, which could be obtained more cheaply than road base, but of course would produce dust.  The road contractor, Shrepfer Industries, is preparing a bid based on the use of red ash.  This could be used on the lesser traveled cul-de-sacs.

            Mr. Johnson asked if there could be a special application of road base at the entrance and at the cattle gate close to Engleman.  Mr. Shelton replied there is sufficient road base at those spots.  It is just moved because those are points of acceleration/deceleration.  The guests wanted to know what is the policy on individual property owners doing road repairs.  Mr. Shelton responded it is the same as it always has been: property owners may address emergency situations.  Otherwise, they do not enjoy liability protection should they be injured in the course of making a repair, and they are liable for any accidents their work may cause.

         2. Fence Committee:  Mr. Withington reported that Mr. Roybal and his crew would be returning in two weeks to complete the boundary fence with Vermejo Ranch.  At the end of the month Mr. Withington and Mr. Roybal will walk the perimeter.  The POA has been completely reimbursed by Terry Surveying for work not done last summer.  When the boundary fence with Vermejo is complete they will reimburse us for half the cost.  This money will return to the Common Area budget.
             
      2. Emergency Services:  Michelle Minion, chair of the committee, reported that she continues to hear good comments about the entrance gate installed by Jerry Withington.  She has heard good comments about the new sign installed on the gate, but received mixed reports from those attending the meeting.  There were problems with the lock on the gates at Morley. Consequently, Stan Obrey purchased new locks and the keys will be distributed to the proper people.  The committee intends to focus on improving the Neighborhood Watch program next year.  In the meantime, Michelle intends to write a letter to realtors about sending unaccompanied clients to the Ranch.  In an effort to slow speeding Mr. Johnson will speak with UPS, and Michelle will speak with FedEx.  Ms. Minion asked if the program had been set for the coming Town Hall meeting.  If not, she thought C. K. Morey, the State Forester, would be a good speaker given the over forestation and pine beetle problems that are plaguing the Ranch.  Mr. Johnson will check to see if Mr. Morey is available.
          
      3. Covenant Committee:  In the absence of Ms. Vaugeois, Mr. Shelton reported that Gary Allison had requested an extension to leave their camper on their property while he completes work on the house he has started.  The committee will decide the issue.
          
      4. Communications Committee:  Mr. Gonzalez reported that he had instructed the committee to hold its regular meeting while he was away on business.  He asked Mr. Hockett to report on the meeting.  Mr. Hockett stated that the committee had no business to conduct prior to this Board meeting except the normal review of the web site.  The committee felt Pat Roehl continues to do excellent work for us.  The only aspect that needed consideration was the possible removal of limitations on the Discussion Forum.  The members, however, felt the Forum had functioned the best it ever had since limitations were imposed.  When the issue was put to a vote the continuance of usage limitations was unanimously approved.
          
      5. Budget Committee:  Ms. Rader noted that the Committee had met on Saturday August 30 and the minutes of that meeting are now on our web site.  In summary she stated that she alerted the committee about problems she discovered when she read the annual CPA review report for 12/31/02.  Upon meeting with Dixon & Waller, they believe the allocation of funds between our general account and the special utility account may be in error on Century’s books.  She made a point to say no money has been lost and they hope to have the issue resolved soon.  Mr. Johnson read a letter he had received from Century Small Business Solutions dated August 19 announcing a reduction in the cost for their services.  As a consequence of receiving this letter, the committee decided to review the services we are currently using.  The POA has decided to do a few of these services itself.  Therefore, it was decided to release for bidding only the services we cannot or do not wish to do ourselves in order to investigate the possibilities and expertise available to us.  In addition, the committee looked at the financials and started preparing for the next budget.  The only major change for next year is that the budget for weed control must be substantially increased.  So many property owners neglected their property during this year of high growth, that weeds are expected to be a major problem on common areas next year.  As usual, should any surplus result from this year it will be passed on to the road budget.  The question of insurance arose.  Ms. Rader said it appears our policy may have lapsed in March and that Century did not receive a new quote (from the same agent) until July, which was almost double what we previously paid.  She is researching alternatives.  On the positive side, our receivables have improved from this time last year, and the properties with liens on them have been reduced.
          
7. NEW BUSINESS
    
   1. Metropolitan District:  Mr. Johnson reported that the final loan agreement with International Bank has been delayed.  The problem is our lawyer finds language in the agreement that is not appropriate for a Metropolitan District. Both sides are working with an acceptable neutral attorney to modify the language.
       
   2. J - Lots:  Mr. Johnson also reported that Mr. Baldwin still intends to reintegrate the J - Lots into the POA.  He, however, had questions about the original letter he received from our attorney.  Consequently, the letter is being redrafted.  Mr. Gonzalez requested that the responsibilities expected of the new owners be made very clear, so there would be no questions later.
       
8. FROM THE FLOOR

   Michelle Minion announced that Paul Montoya is in Denver and will be receiving a bone marrow transplant.  Currently neither her nor Francie are working.  For these reasons, their friends in the area are arranging a fundraiser that will be held Sunday, September 28 at the Mitchell Museum.  The Turning Point band will play, the SFTR Women’s Group will be providing food and there will be a silent auction.  Please contact Ann Scott about items you wish to donate for auction, and please plan to attend.

9. DATE OF THE NEXT MEETING - The next regularly scheduled meeting of the Board will be the POA Town Hall Meeting on Friday October 3 and the Annual POA Meeting on Saturday October 4.  Both will be held at the Massari Auditorium on the Trinidad State Junior College campus.  Notification and ballots will be in the mail this week.
    
10. ADJOURNMENT - Mr. Johnson called for a motion to adjourn, and Mr. Withington responded with one.  The motion passed and the meeting was adjourned at 10:45 A.M.

Submitted by Ed Hockett, Secretary, September 6, 2003