SANTA FE TRAIL RANCH POA
REGULAR BOARD MEETING
November 15, 2003
Sullivan Room – Trinidad State Junior College

Directors:
    Present Absent
  Ed Hockett, President  
  George Gonzalez  
  Monica Leche  
  Diane Rader  
  Don Ruward  
  John Sanders  
  Bob Santoro  
  Robert Scott  
  Jerry Withington  

Guests:  Carol Rawle, Betty Ruward, Ann Scott, Joyce Wolff, Walt Wolff

Agenda:

  1. CALL TO ORDER – Ed Hockett called this regular meeting of the Board to order at 9:02am.
     
  2. PROOF OF NOTICE – Ed Hockett gave proof that proper notice of the meeting had been given.
     
  3. ROLL CALL & DETERMINATION OF QUORUM - Eight (8) Board members were present, which made a quorum and all business official.
     
  4. APPROVAL OF MINUTES OF PREVIOUS MEETING – Diane Rader moved that the minutes from the October 3, 2003 Town Hall Meeting be approved as posted.  The motion passed.  Jerry Withington moved that the minutes from the October 4, 2003 Annual Meeting be approved as posted.  The motion passed.  Diane Rader moved that the minutes from the October 4, 2003 Organizational Board Meeting be approved as posted.  The motion passed.
     
  5. OLD BUSINESS
     
    1. New Appointments:   Ed Hockett reported that John Sanders and Don Ruward had agreed to exchange roles.  George Gonzalez moved that the Board approve the appointment of John Sanders as Secretary and Don Ruward as Covenant Committee Chairperson.  The motion passed.
       
    2. Committee Reports
       
      1. Communications:  George Gonzalez reported that the committee met October 5 and posted minutes.
         
      2. Emergency Services:  Ed Hockett reported that the committee met November 8 and posted minutes.
         
      3. Covenant:  Don Ruward reported that the committee met October 28 and November 13 and posted minutes.
         
      4. Common Area:  Jerry Withington reported that our fencing contractor will require additional materials and suggested a $500 increase to the 2004 fencing budget.  Joyce Wolff reported that she had written an article about the conservancy and requested that it and a copy of the conservancy lease be published on the website.
         
    3. Recognition Plaque:   Ed Hockett requested that efforts continue toward the creation of a recognition plaque.  A prior board approved the project with a $200 spending limit.  Monica Leche moved that the project be approved.  The motion passed.
       
    4. Water System Update:   Bob Scott reported that the Metro Board met November 12 and posted minutes
       
  6. NEW BUSINESS
     
    1. Financial Report:
       
      1. Diane Rader reported that she is reviewing data from Century and moved that Century’s report of our power fund account balance as of December 31, 2001 be approved and presented to our CPA firm, Dixon & Waller, for correction and finalization of their 2002 annual review.  The motion passed.
         
      2. Diane Rader presented the financial reports and George Gonzalez moved to approve them as presented.  The motion passed.
         
      3. Diane Rader reported that she had received interest rates offers from International Bank and moved that the POA accounts be consolidated there for greater convenience in transferring funds and higher interest rates.  After some discussion, John Sanders moved to table Diane’s motion for further research.  John’s motion passed and Diane’s motion was tabled.
         
      4. Diane Rader reported that the October 2003 CPI was not available at this time, but moved that she be allowed to use it when it becomes available to adjust the annual dues.  She reported that the September 2003 CPI was 2.3%.  The motion passed.
         
      5. Diane Rader presented the proposed 2004 General Budget and moved that the Fence Repair funds be increased by $500 by decreasing the Snow Removal funds by that amount.  The motion passed.  Diane then moved that the Legal funds be increased by $2000 by decreasing the Snow Removal funds by that amount.  The motion passed.
         
    2. Unified Database:  George Gonzalez moved to approve work by Diane Rader and Pat Roehl to create a unified database of property owner information for POA use.  The motion passed.
       
    3. Data Collection:  George Gonzalez moved to approve the collection of data for the SFTR database.  After some discussion, Bob Scott moved that George’s motion be tabled for further research.  Bob’s motion passed and George’s motion was tabled.
       
    4. Recommendation of action against a property holder driving recklessly on Ranch roads:  Ed Hockett passed control of the meeting to George Gonzalez, and then representing the Emergency Services Committee, reported that the Committee was informed of an accident involving property damage that occurred on the Ranch.  Ed moved that the Board send a letter of reprimand to the unnamed property holders, and that the Board should also send a copy of that letter to Sheriff Jim Casias with instructions that he speak to the property holders and take appropriate action.  Ed also presented two sample letters prepared by the Emergency Services Committee.  After some discussion, Ed agreed to accept amendments to the letter to Sheriff Jim Casias and agreed to copy the property holders on that letter rather than send a separate letter.  The motion passed and the Secretary was instructed to send the letter.
       
    5. Covenant Committee Recommendations:
       
      1. Don Ruward moved that the Board require that J-lots be brought into compliance with the Covenants before they are accepted into the POA.  The motion passed.
         
      2. Bob Scott reported that the Committee has researched the issue of “Right of Way” as used in the Covenants relative to fence placement.  He presented the following three recommendations for future treatment of this issue:
        ”The right of way as defined by the original developer is that area between property lines on opposite sides of the road, nominally 60’ wide.
         
        1. Any new fences should be built according to this definition where the fence is on a lot bordering common area.  (Note:  It was explained during the meeting that this means new fences must be set back 30 feet inside any property line adjoining a Ranch road.)
           
        2. Any new fence being built on a lot crossed by the roadway, where the lot owners actually pay taxes on the property occupied by the road, should set their fences back 30 feet from the actual center of the road.  This minimizes further loss of usable land and protects their fence from damage by road maintenance equipment.
           
        3. Any existing fence, with the exception of the J-lots, which have not been accepted into the POA at this time, should be allowed to remain, with the understanding that the owner will not hold the POA liable for damage caused by road maintenance efforts.  And further, if the POA has a need for the use of the originally defined 30’ easement on the lot side of the property line, it will have the option of requesting the fence be relocated at the owner’s expense.“

        Don Ruward moved that the Board approve Bob’s recommendations as presented.  The motion passed.

      3. Diane Rader reported that the Committee has researched the issue of Covenant changes, and presented the resulting proposed changes to sections 7.1 and 7.2  (Click Here to see attachment).  Don Ruward moved that the Board approve the proposed changes as presented.  The motion passed.  The changes must now be approved by a 60% vote of all property owners and 60% of all first mortgagees.  Efforts will begin soon to explain the proposed changes to all parties involved to increase voter participation to the levels required.
         
      4. Don Ruward moved that the Board approve a request to extend a trailer permit.  The Committee recommended approval of this request.  The motion passed.
         
    6. Construction of a POA community building:  Bob Scott moved that the Board investigate the feasibility of constructing a community building on the Ranch.  The motion passed.
       
  7. FROM THE FLOOR – None.
     
  8. DATE OF NEXT MEETING - The next regularly scheduled meeting of the Board is set for January 17, 2004 at 9:00am in the Sullivan Room at Trinidad State Junior College.
     
  9. ADJOURNMENT – Bob Scott moved that the meeting be adjourned.  The motion passed and the meeting was adjourned at 11:51 am.

Submitted by John Sanders, Secretary, on November 16, 2003.