Santa Fe Trail Ranch POA
Regular Board Meeting
January 22, 2005
FPFPD Station 3 on SFTR

Directors:		Present	Absent
	Bill Wenstrom, President
	John Albert
	Bob Dye
	George Gonzalez
	Diana Novacek
	Diane Rader
	Don Ruward
	John Sanders
	Robert Scott

Guests:  Mary Dye, Ann Scott, Betty Withington, Jerry Withington, June Stephens, Tom Stephens, Rick Kinder, Walt Wolff, Joyce Wolff, Michelle Minion, Betty Ruward.

1. CALL TO ORDER – Bill Wenstrom called this meeting of the Board to order at 9:00 AM.
    
2. PROOF OF NOTICE – Bill Wenstrom gave proof that proper notice of the meeting had been given.
    
3. ROLL CALL & DETERMINATION OF QUORUM - Seven (7) of the board members were present, which made a quorum and all business official.
    
4. APPROVAL OF MINUTES OF PREVIOUS MEETING AND THE SPECIAL BOARD (Budget) MEETING – Approval of the minutes from the 20 November 2004 Board meeting was postponed until the next meeting because the minutes have not yet been circulated to all the Board members or posted on the Website.  Bob Scott moved that the minutes from the Special Board meeting on 11 December 2004 be approved.  The motion passed.
    
5. OLD BUSINESS
    
   1. COMMITTEE REPORTS
       
      1. Common Area - Bob Scott reported that the trash receptacles delivered by the new provider will be relocated in line with the mail pedestals allowing both front and back access.  Chains will be added to prevent bear invasion.
          
      2. Road Committee - John Albert announced a new Committee member, Steve Smith.  Weather has prevented work this year.  John welcomes comments and suggestions in response to his Proposed Priority Criteria posted on the Forum.
          
      3. Communications - George Gonzales described the need for a Unified Data Base to serve as a central base for information.  He said that an overload of emails on the website caused it to go down for two days.  Our webmaster has since posted a brief discussion of the problem on the Ranch website.  George encouraged owners to contact SFTR board members with questions and not rely on outside websites.
          
      4. Covenants – Bill Wenstrom presented a Suggested Procedure to Address Apparent Covenant Violations.  Changes and additions were discussed.  The complainant needs to present the complaint in writing and needs to be an active participant in any ensuing action.  The complainant needs to provide proof that a violation is evident.  John Albert moved that “after the Board approves changes the Suggested Procedure be adopted.” The motion passed.

         Bob Scott has since reworded the procedure and has posted it on the Ranch website.  Bob Scott will draft the appropriate letters to the two cases currently before the Board.

         Bill presented a letter from SFTR Attorney, John C. Mitchell, giving an overview of the Colorado Commons Interest Ownership Act and how the SFTR should proceed with a petition to the court to amend the existing covenants.  Don Ruward will work with John Sanders to prepare documents of compliance.  John Albert moved that “the Board proceed with the action according to the Mitchell guideline.” The motion passed.

      5. Emergency Services - Bob Dye suggested that property owners or visitors who must park their cars on Common Land leave a pertinent note or advise someone.  SFTR car stickers will prevent a vehicle from being towed away.  He will research the legal aspects of towing away abandoned vehicles.  The Committee will work closely with the Forest Health and Fire Mitigation Committee.
          
      6. Forest Health - Diana Novacek reports that minutes for the first two meetings of the new Forest Health and Wildfire Mitigation Committee are on the website.  She described the first committee goals as the preparation of a Community Wildfire Protection Plan and providing educational events: seminars, field trips, and demonstrations.
          
      7. Finance - Bill Wenstrom reported for Diane Rader that the financial reports through November are on the website.  Accounts Receivable are again becoming a problem and steps will be taken to collect delinquent accounts.  Additionally, our accountant, Tom Ortiz, at no extra cost to the POA, has completed a process of amending past Federal tax returns that couldn’t be reconciled with yearly audits.  In the future, the POA will file its Federal return only after the audit is complete.  This should eliminate the need for future amendments.
          
      8. Ranching (Grazing and Fencing) - Jerry Withington said the grazing lease is up and has been renegotiated with rancher Alan Walters.  The lease provides for a maximum of 200 animal units at $30 per unit.  Payment date will be changed from November 15 to December 15.  There are no set dates for the arrival or removal of the cattle.
          
   2. Phelan Lawsuit - Bill Wenstrom distributed copies of a factually accurate Times-Independent news story that reported on our attorneys filing a “Summary Motion to Dismiss” on December 14.  Mr. Phelan responded to that motion on January 6, resetting the legal clock.  Our attorneys are now considering other legal maneuvering requesting the judge to render his opinion sooner than later.
       
   3. Security - Elizabeth Polasek was not present.
       
   4. Other - The road contractor needs to store road base somewhere on the Ranch.  The Board suggested the untraveled section of road at the intersection of Cottonwood and Fisher’s Peak Parkway.
       
6. NEW BUSINESS
    
   1. Vandalism - Vandalism needs to be reported immediately.  The computer that the Emergency Services purchased over a year ago is still not operating at the Guard Shack.  This will be a high priority for the Emergency Services Committee.  Bob will cover the graffiti recently painted on the bridge.
       
   2. Postal Mail Misdelivery - Residents are asked to deliver misdelivered mail to the Post Office so the Postmaster is made aware.  Please do not simply put it back in the outgoing mail slot.  Problems with the current mailboxes and system of delivery were discussed.  Since then, the Postmaster has formulated a strategy to address the problem that involves reassigning all the existing mail boxes in a manner that will minimize sorting errors.
       
7. FROM THE FLOOR – None.
    
8. DATE OF NEXT MEETING –The next scheduled meeting of the Board is set for March 19, 2005 at 9:00am at the Fishers Peak Fire Protection District station on Old Mission Ridge.
    
9. ADJOURNMENT – Diane Novacek moved that the meeting be adjourned.  The motion passed and the meeting was adjourned at 11:00 AM.

Recorded by Joyce Wolff, Volunteer.
Reformatted and posted by John Sanders, Secretary, on February 4, 2005.