Santa Fe Trail Ranch POA
Regular Board Meeting
May 15, 2004
Sullivan Room – Trinidad State Junior College

Directors Present:  Ed Hockett, Diane Rader, Don Ruward, Bob Scott, Bill Wenstrom, Jerry Withington
Directors Absent:  George Gonzales, John Sanders

Guests:  Aaron Franek, Francis Purswell–Montoya, Bob Scott, Donna Scott, Harriet Vaugeois, Joyce Wolff, Carol Rawle, Bob Gyde, Stan Obrey, John Albert, Steve Violante, Bill Bumstead, June Stephens, Tom Stephens, Tony Riley, Jim Davis, Mike Shelton

1. CALL TO ORDER: Meeting was called to order by Pres. Ed Hockett at 9:05 a.m.
    
2. PROOF OF NOTICE: Meeting notice was posted on web site and ranch bulletin board.
    
3. ROLL CALL AND DETERMINATION OF QUORUM: Pres. Ed Hockett called for a roll call and determined that the group of Directors listed above, as present, comprised a Quorum.
    
4. APPROVAL OF MINUTES FROM PREVIOUS MEETING: Minutes from March 20, 2004 were read and approved by Quorum.
    
5. OLD BUSINESS:
    
   1. Replacement of Director:  Floor was opened for nominations for replacement director.  Nomination of Flora Martinez was made by Bob Scott and seconded by Jerry Withington.  No other nominations made.  Vote to close nominations.  Flora Martinez voted as new Director by unanimous vote.
       
   2. Water system update:  Mike Shelton presented an update on the water system.  New contractor now working and is up to speed.  Price for his work is 75% less than previous contractor.  Contractor has begun testing lines fed by Tank #1.  Board still expecting to have water in the Tank 1 area within 60 to 90 days, depending on discoveries.  Several questions from the floor.  Pump #1 in Starkville is being reconfigured and replaced.  Mike reminded group that chlorination level in each property owner’s cistern, even after the system is in operation, will still have to be monitored and be the property owner’s responsibility, as it is today.  Mike responded to the question as to the status of the lawsuit of the water system contractor’s bonding company.  Mike reports that the mediation hearing will be held June 25, 2004 at Walsenberg with the Bonding company.  The water system was bonded for performance and warranty, as was the telephone system.  Question regarding tap fees was asked and the fees are approx. $5,000 for City and $1,100 for the meter.  Cost of line to cistern is property owner responsibility.
       
   3. State of J-Lot integration:  Bob Scott reported that all of the J-Lots except Morley are now in the POA and subject to the provisions of the Declaration of Covenants.  Question as to status of recently sold Lot C-46 (where Tank #1 resides).  Lot was always part of POA.  Question from floor regarding driveway construction across from lot J-4.  Driveway was reported to be poorly placed.  Road committee will investigate.
       
   4. Common Area Committee Road Report:  Latest Committee meeting reports on web site.  All roads being graded.  Red ash will be placed in spots identified by property owners as budget allows.  Placement will be on a priority basis as suggested in road committee reports on web site.  Questions answered regarding roads.  Red ash cost is $10,000 per mile.  Normal life of road base is 6-8 years.  A small amount of road base is removed each time snow is plowed.  Suggestion was made to charge all property owners the same amount in dues to help maintain roads.  Bill Wenstrom pointed out this is a covenant issue.  Approx. 303 lots are unimproved and 148 are listed as improved.
       
   5. Common Area Committee Dues Increase:  Discussion of a dues increase of $220 /yr/lot would add $100,000 annually to pay for road maintenance.  Motion made by Diane Rader to call a special meeting of property owners to vote on the dues increase.  Seconded by Jerry Withington.  Special meeting was called for August in conjunction with already scheduled Board meeting.  It was suggested that an education and information campaign be mounted.  Vote by Board members unanimous.
       
   6. Common Area Committee Community building:  Discussion regarding a previous motion regarding the building of a community building on the conservancy.  No new proposals have been received.  Motion made to remove Motion from the table was unanimously approved.  Motion made to continue study of alternative financing for the Community Building by Common Area Committee was made and passed unanimously.
       
   7. Covenant Committee Update on Proposed Covenant Changes:  Reported that information and ballots will be prepared in parallel with the dues change proposals, and will be voted on at the Special Meeting proposed in August.
       
   8. Unified Date Base project is reported to be proceeding:  Question from floor regarding the selling of mailing addresses of ranch residents to outside groups and businesses permitted? Answer was no!
       
   9. Weed Project report made by Bill Wenstrom:  Conservancy has been treated.  Cost of spray materials $2,200 to date from a budget of $4,000.  Question regarding weed control on nonresident property owners.  County can require property owners to take care of property.  Land owner is responsible.  Bill reports that he has had discussions with the railroad for the POA to treat their properties for a fee.  Bill was advised by Ed Hockett to continue those discussions.  Previous commercial spraying costs were about $65 per hour.
       
   10. Coal Bed Methane discussion was led by Bill Wenstrom:  Handout prepared by Bill was passed out to all attendees.  Many questions and discussions from the floor regarding property owner rights and forced pooling.  Motion was made by Bill Wenstrom and seconded that the POA Board contact an Oil and Gas Attorney regarding property owners’ option and rights.
        
   11. Fencing and Leasing report was made by Jerry Withington:  175 to 200 pair of cattle will be placed on the ranch around the 1st of June.  Lease will be up this year and contractor would like to renew lease for another 3-5 years.  Fencing contractor is trying to get chainsaw permits from Forest Service to finish fencing against the Vermejo Park property.
        
6. NEW BUSINESS:
    
   1. Financial Report was presented from reports distributed to the Board by Diane Rader, Treasurer.  Rate of dues collection was behind the rate for 2003.  $110,000 collected so far with $84,000 outstanding.  Roads expenditure to date $100,000.  Trash removal expense increased $100.00 per mo. for additional dumpster.  Dumpster contract to be renewed this year.  Bob Scott advised to have Committee begin contract negotiations early.
       
   2. Legal Representation discussions began after Pres. Ed Hockett turned the meeting over to VP Bob Scott so Ed could report.  Ed Hockett made a motion to engage legal representation to defend the POA against a suit currently being brought against it by Lee Phelan.  Seconded by Bill Wenstrom.  Discussion to engage Mr. Cowan led by Ed Hockett.  Motion read and voting to engage Mr. Cowan was unanimous.  Motion passed.
       
   3. New Member Packets were discussed as they are currently being updated.  Existing materials will be used until new materials are available.  Communication Committee suggests that changes be made to the Forum so that items could and should be addressed to the appropriate group for response.  Matter will be discussed further by Committee.
       
   4. Forest Service Tanks in temporary location to be relocated as soon as ownership is verified.
       
   5. Numerous broken branches as result of recent storms was an issue brought up by Diane Rader.  She suggested the Communications Committee advise absentee property owners of this fact so they will be aware and be able to take action to ward off possible beetle infestation.
       
7. FROM THE FLOOR:  No new items presented from the floor.
    
8. DATE OF THE NEXT MEETING:  The next regularly scheduled meeting of the Board is set for August 21, 2004.
    
9. ADJOURNMENT:  Motion made for adjournment.  Motion passed.  Meeting adjourned at 11:35 a.m.

Submitted by Don Ruward, Board member, on May 21, 2004