Santa Fe Trail Ranch POA
Regular Board Meeting
February 7, 2009   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: RC & Mary Ghormley, Val Allred, Rick & Patty Kinder, Donna Garrett, Mike Shelton, John Noard, Betty Withington, Carol Rawle, Mark Pronovich.

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 – Six board members were present, which made a quorum and all business official.
     
  4. APPROVAL OF PREVIOUS MINUTES – Approval of 13 December 2008 meeting minutes: Jim Davis moved to approve.  The motion carried.
     
  5. COMMITTEE REPORTS –
     
    1. Common Area/CBM
      • Bridge and Morley crossing update: Several Board members met with Wilson & Co. to discuss continuation of bridge study.  Wilson & Co. state the bridge must be replaced, not repaired.  Board response was to seek another option.  Another quote was needed on the bridge before any action would be taken.  Bob Scott contacted John Morgan, Engineer from Raton.  He was paid $1000 retainer to get started with a bridge inspection and engineering cost proposal to reinforce the bridge.  There was discussion about how SFTR would lease the Exit 2 crossing over the Santa Fe Railroad property.  The cost to lease the crossing was unknown.
         
      • Entrance Signage: The large sign when entering SFTR is deteriorating.  Refinishing the sign is costly.  There is a lot of information on the sign, and it was determined to simplify the sign to include No Trespassing, the speed limit and (changeable) fire danger.  Suggestion was made to have the sign in reflective paint visible at night in vehicle headlights.  TSJC was mentioned as a source to have the sign made by the metal shop, as they do work projects for the cost of materials only.  Bob Scott will follow up on sign project.
         
      • Grazing Lease: Board approved renewal of lease with the condition that fencing needs to be completed.
         
      • Greg Beaumont volunteered to donate and maintain an American flag and pole at the ranch entrance.  The donation was accepted and approved by the Board, with no night lighting.
         
    2. Roads: John Albert reported that the Road Committee met a few weeks ago.  They discussed maintenance operations, snow removal and grading.  In 2009, the same number of miles will be rebased as last year.  The road base material purchased from Blasi last year was of inconsistent quality, creating more work.  For 2009, road base material will be purchased from Leone Sand & Gravel.  SFTR is trying to contact property owner to use red ash from Morley area.
       
    3. Covenants: The Covenant Committee met and proposed changes to 8.6 Association General Information.  The proposed changes will clarify that there are to be an odd number of Directors on the Board, not less than three (3) nor more than nine (9) members, and the Directors must be elected by a quorum of the total Association Membership eligible to vote.  In order to be elected, a candidate must be nominated and either placed on the Annual ballot, or written in.  A Special Meeting of Property Owners will be held at 9:00 am on April 11, 2009 to vote on the proposed covenant changes.
       
    4. Finance: Nancy Allred explained the cash statement presented at the meeting.  The online statement is a P & L format.  The road budget for 2008 had a carry forward from the previous year, making 2009 road budget appear lower.  The Conservation Trust Fund has a balance of $2800.00 and it was requested that this money be moved from the Metro to the POA Budget.  Tax liens were purchased by a third party on lots in foreclosure.  SFTR must now redeem these people out of the liens to proceed with foreclosure.
       
    5. Communications: No report
       
    6. Community Preparedness Committee: Written report from Sheryl stated area residency lists have been updated.  The Committee will meet in February or March and plan Firewatch Training.  Currently, there are no pending grants for tree thinning.  The Committee has asked for a volunteer to write grants for SFTR.
       
  6. NEW BUSINESS – None
     
  7. NEXT MEETING – Next regular meeting 11 April, 2009 following the Special Membership Meeting, Lazaro Martinez Station, SFTR.
     
  8. ADJOURNMENT – Nancy Allred moved to adjourn the meeting at 9:50 am.  The motion carried

Submitted in draft form by Doris Noard, Secretary on February 9, 2009.