Santa Fe Trail Ranch POA
Regular Board Meeting
December 13, 2008   9:00 AM
Lazaro Martinez Station (Fire station on SFTR)

Directors: Present Absent
  Bob Scott, President  
  Jim Davis, Vice President  
  Al Tucker, Vice President  
  Nancy Allred, Treasurer  
  Doris Noard, Secretary  
  John Albert  
  John Sanders  
  Sheryl Smith  

Guests: Rick Kinder, John Noard, Val Allred, Mary Ghormley, RC Ghormley, Reid Straabe, Donna Garret.

Agenda

  1. CALL TO ORDER – Scott called the meeting 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. APPROVAL OF PREVIOUS MINUTES – Jim Davis moved to approve the 18 Oct 2008 meeting minutes.  The motion carried.
     
  5. COMMITTEE REPORTS –
     
    1. Common Area/CBM
      • Bob Scott stated that the Structure Selection Report on the entrance bridge study was received on 12/12/08.  The Introduction to the report describes the current bridge as not meeting today’s highway and interstate standards .  The report stated four options (1) replace existing structure & center pier $581,000 (2) larger concrete beams with taller girder $587,000 (3) new steel bridge$717,000 (4) Retrofit existing bridge - not feasible.  Costs are estimated for parts and labor only.  Complete project costs will be determined in the next phase of the project.  New Mexico DOT would be contacted to open Exit 2 during the months of bridge construction.  For everyone’s safety, Bob Scott moved to give the approval to Wilson & Company, Inc, Engineers & Architects to proceed with a full report, which would include design costs.  The motion carried.  POA Financing options: an assessment equal to each lot.  Metro options: 1) grant opportunities with Dept of Local Affairs & CDOT, 2) supplemental bond financing at tax exempt rates, 3) tax exempt loan at a tax exempt rate, 4) combination of grant and loan.
         
      • The changes in the garbage dumpsters seem to be working better.
         
    2. Roads
      1. John Albert reported that the road work and snow removal is under budget as of the meeting, but will very likely be used by 12/31/08 depending on the weather.  With more people living on the ranch, very few roads are unoccupied.  John will be gone from Dec 17 – Jan 6,2009.  During that time please contact Al Tucker 846-1415 or Bob Scott 845-0007 with any road concerns.  After the snow of 12/9/08, all 83 miles of roads were plowed in 36 hours.  Complaints of those on roads plowed last were discussed.  The north end of the ranch was plowed first with this snow, and areas plowed first are rotated between North and South ends of the ranch.  John Sanders will work with John Albert to list unoccupied roads that will not be plowed.  That list will be shorter, as the majority of roads are now plowed.
         
      2. Moisture is required to do a test section of ‘ripping and rolling’ on the roads.  The Road Committee will meet in January ’09 to determine the best spot on the ranch for the test section.
         
    3. Covenants - Al Tucker, Bob Scott & Jim Davis will meet in January ’09 to work on covenant updates.
       
    4. Community Preparedness - Sheryl Smith reported that the annual Firewise application was completed and approved for SFTR.  The committee will meet in Feb or March to plan the Smoke Watcher Program for the 2009 Firewise Training Certification.  The Firewise action group must write their own grants.  Jim Davis has online grant information.
       
    5. Communications Committee - John Sanders reported that the committee will meet in January to prioritize requests for the SFTR web site.
       
    6. Finance
       
      1. Nancy Allred reported that four more names on the delinquent list have been turned over to attorney, Dennis Malone.  One party has since paid.  The case with T. Nathan resulted in a default judgment, with the next step a Sheriff’s Sale of the property.  Notice of the sale will be posted on the SFTR web site.  Attorney’s fees to collect the debt are being paid half by the Metro District and half by SFTR.  The fees will be recovered with the sale.
         
      2. The 2008 budget was reviewed.  Most areas were at or below budgeted amounts through November ’08, with some anticipated expenses for December.
         
      3. The 2009 Proposed Budget was distributed for review.  At meeting time, the carry forward from 2008 budget was unknown, as well as the November consumer price index.  Bob Scott moved that the Property Owners Association dues be increased based on the November CPI.  The motion carried.  The grazing lease was discussed and the 2009 budget amount will be zero.
         
  6. NEW BUSINESS – None
     
  7. NEXT MEETING – Next regular meeting, 7 Feb 09, 9:00 am. Lazaro Martinez Station, SFTR.
     
  8. ADJOURNMENT – Doris Noard moved to adjourn the meeting at 10:05 am.  The motion carried.

Addendum:  Following the meeting the CPI for November, 2008 came out as 1.1%.  That will increase annual POA dues by $7.24 per lot to $665.77.

Submitted in draft form by Doris Noard, Secretary on December 16, 2008.