Santa Fe Trail Ranch POA
Regular Board Meeting
March 19, 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:  Betty Ruward, Ann Scott, John Woods, Dennis Scott, Jim Brister, Mary Jo Shelton, Carol Rawle, Robert Nelson, Mike Shelton, Betty Withington, Jerry Withington, Greg Lynott, Dan Jondron, Eliz Polasek.

  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 - Eight (8) of the board members were present, which made a quorum and all business official.
     
  4. APPROVAL OF MINUTES – Don Ruward moved that the minutes from the board meetings on November 20, 2004 and January 22, 2005 be approved as posted on the web site. The motion passed.
     
  5. OLD BUSINESS
     
    1. COMMITTEE REPORTS
       
      1. Common Area – Bob Scott reported that the contract dispute with US Waste is closed and the old dumpsters have been removed.
         
      2. Road Committee – John Albert reported that a supplier has been selected to provide road base material. By pre-purchasing, the POA will save more than $20,000 on materials this year.
         
      3. Communications - George Gonzales reported that it was brought to the attention of the committee that one possible reason for the low property owner participation rate is that some members may have been unaware that by signing up with their e-mail address on the web site, they would receive all future communications via e-mail. It is possible that they are not receiving e-mails. He proposed that the POA fund a mass US Postal Service mailing (with return receipts) to all property owners to inform them of their status and provide instructions for changing it. Bill Wenstrom suggested that we save money by attempting to do the same via e-mail first, and then USPS mail the remaining property owners. Bob Scott moved that we take that approach and the motion passed. John Sanders and Pat Roehl will coordinate this effort.
         
      4. Covenants – Don Ruward reported that he and John Sanders are documenting last year’s covenant change efforts as requested. He moved that the board approve the next step of presenting that documentation to an attorney and beginning legal efforts as described in the minutes of the prior board meeting. The motion passed.
         
      5. Covenant Violations – Bill Wenstrom reported that two covenant violation letters were sent as specified in the new procedure to address apparent covenant violations. Both involved improperly placed fencing. One property owner agreed to remove the fencing. The other property owner did not, even after a second letter from Bill. Don Ruward moved that the board follow the new procedure and turn over the matter to an attorney for legal action. The motion passed.
         
      6. Emergency Services - Bob Dye reported that the committee recently met and at the meeting:
         
        1. received residency listing updates for 4 of our 6 areas
           
        2. discussed plans for an upcoming emergency communications drill
           
        3. began efforts to identify fire safety zones
           
        4. planned to staff the entrance during the July 4th weekend
           
        5. planned to acquire more SFTR window stickers
           
        6. discussed completion of the video monitoring system at the gate.
           
      7. Forest Health - Diana Novacek reported that a Fire Wise seminar would be held March 26th, followed by an instructional tour of properties on June 18th. The committee is continuing to work on the Community Wildfire Protection Plan, and is pleased to announce that their grant requests have been preliminarily approved.
         
      8. Finance – Diane Rader was not present to provide a report.
         
      9. Ranching (Grazing and Fencing) - Jerry Withington presented the signed grazing lease, and reported that the fencing contractor will resume work on our boundary fences with Vermejo Park Ranch.
         
    2. Phelan Lawsuit - The next hearing is scheduled for March 23, 2005.
       
    3. Security - Elizabeth Polasek requested that her presentation be postponed until the next meeting.
       
  6. NEW BUSINESS - None
     
  7. FROM THE FLOOR – None.
     
  8. DATE OF NEXT MEETING – The next scheduled meeting of the Board is set for May 21, 2005 at 9:00am at the Fishers Peak Fire Protection District station on Old Mission Ridge.
     
  9. ADJOURNMENT – George Gonzalez moved that the meeting be adjourned. The motion passed and the meeting was adjourned at 10:52 AM.

Recorded and posted in draft form by John Sanders, Secretary, on March 19, 2005.
Approved by the Board of Directors and reposted on May 21, 2005.