Santa Fe Trail Ranch POA
Regular Board Meeting
February 17, 2007   9:00 AM
Lazaro Martinez Station (Fire station on SFTR)

Directors: Present Absent
  Bob Scott, President  
  Tony Riley, Vice President  
  John Albert, Vice President  
  John Sanders, Secretary  
  Nancy Allred, Treasurer  
  Bob Dye  
  Rick Kinder  
  Diana Novacek  
  Sheryl Smith  

Visitors:  Jody Riley, Ann Scott, Patty Kinder, Frances Purswell-Montoya, Val Allred, John Noard, Rodney Brubaker, Patricia Fiorino, Linda Brown, Carol Rawle, Mike Shelton, Tom Stephens, Jim Davis, Eddie Gieske, Jerry Withington.

Agenda

  1. CALL TO ORDER – Bob Scott called this meeting of the Board to order at 9:00 AM.
     
  2. PROOF OF NOTICE – Bob Scott gave proof that proper notice of the meeting had been given.
     
  3. ROLL CALL & DETERMINATION OF QUORUM – All board members were present, which made a quorum and all business official.
     
  4. OLD BUSINESS –
     
    1. APPROVAL OF MINUTES – Nancy moved that the minutes of the October 14, 2006 board meeting be approved as corrected during the meeting.  The motion carried.
       
    2. COMMITTEE REPORTS –
       
      1. FOREST HEALTH / WILDFIRE MITIGATION – Diana Novacek reported that all slash piles in the Vermejo Park Ranch fuel break area were successfully burned since the last meeting. The WUI grant funds were received and the contractors have been paid. The Bull Hog contractor will return in the spring for additional work. Dave Skogberg recently attended several meetings and will be reporting back to the committee. Diana also mentioned a proposal to create shaded fuel breaks on the ranch by removing fuel from the POA right-of-ways on some roads. The board agreed with Diana that a prescription for any action should first be created by a professional, and a detailed project plan should be developed, which if then recommended by the committee, should be brought to a future board meeting.
         
      2. COMMON AREA – Bob Scott reported that there has been no recent activity of interest.
         
      3. ROAD – John Albert reported that all bills related to the recent snow removal efforts have not yet been received, but the total cost to date is approximately $39,000. Due to this unexpected expense and additional unplanned work related to damaged culverts and displaced road base, the committee sees the need to call a joint meeting with the budget committee to reevaluate the 2007 road budget. Bob Scott reported that a conflict of interest arose when he was drafted to drive a dozer during the snow removal work. Bob Dye moved that Bob Scott be paid for his work. The motion carried.
         
      4. COVENANTS – Rick Kinder reported that there has been no recent activity of interest.
         
      5. EMERGENCY SERVICES – Bob Dye reported that the committee learned new lessons from the holiday snowstorm and will be even better prepared for the next storm as a result. The new residency listing is still in progress, and the committee has volunteered to work with the communications committee to update owner information in the new database. The committee will also develop a plan for snow emergency traffic routing on the steep arterial roads.
         
      6. COMMUNICATIONS – John Sanders reported that the wireless internet provider installed an access point on Raton Pass last week and is expected to install service to about 15 lots on the south end of the ranch next week. The database consolidation efforts continue, but an updated mailing list will be available before the next meeting.
         
      7. FINANCE – Nancy Allred reported that efforts in January to contact the delinquent property owners by telephone resulted in plenty of promises, but not a single payment from those who were contacted. As a result, additional collection efforts (up to and including foreclosure where necessary) will be investigated and initiated. Nancy will meet with the appropriate County officials to learn the procedure for adding delinquent dues to the tax rolls and initiate that action. In order to increase collections, more effort needs to be expended. Nancy proposed that for the immediate future, she would assume all POA accounting responsibilities (both the current activities and the planned additional collection activities) for less compensation than the current provider. The low rate was of concern to several board members, who felt that if was unfair to Nancy considering the additional tasks that would be required of her and future POA accountants. Nancy agreed to document her efforts and discuss the matter at a future board meeting. Bob Scott moved that Nancy Allred assume the responsibilities at the proposed rate of $600/month. The conflict of interest was noted and the motion carried. Bob Scott also recommended that the Association start saving $20K per year in a separate emergency fund. This will be addressed in more detail at the proposed Road/Finance meeting.
         
      8. ADDRESS COMMITTEE- Tony Riley volunteered to discuss our mail misdelivery problems with the Trinidad postmistress, including creating a special box for misdelivered mail and parcels to speed up redelivery.
         
  5. NEW BUSINESS –
     
    1. POSTING METRO DELINQUENCIES – Bob Scott moved that Metro delinquencies, along with POA delinquencies, be posted on the POA website regularly with the intent of informing residents that may not realize they are in arrears. The motion carried.
       
  6. FROM THE FLOOR –
     
    1. Eddie Gieske requested that clearing snow from the fire hydrants be made a higher priority. Bob Dye agreed and proposed a volunteer system for each hydrant. John Noard volunteered to handle the snow removal at all 8 hydrants personally.
       
  7. NEXT MEETING – The next meeting will be held at 9:00 AM on April 21, 2007 at the Lazaro Martinez Station on SFTR.
     
  8. ADJOURNMENT – John Albert moved that the meeting be adjourned. The motion carried and the meeting was adjourned at 10:33 AM.

Submitted in draft form by John Sanders, Secretary, on February 18, 2007.