Santa Fe Trail Ranch POA
Regular Board Meeting
August 15, 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: Ernie Parker, John Parker, Tom & June Stephens, Linda Brown, Ann Scott, Dick Goellen, RC Ghormley, Rick Kinder, Betty & Jerry Withington, Gillian & Deane Hart, J Aufderheide, Gillis & Carmen Bowling, Kevin Blake, Val Allred, Donna Garrett, Don Ruward, John Noard, Joe & Carmen Richards.

Agenda

1. Bob 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:  Six Directors were present which made a quorum and all business official.
    
4. Jim Davis moved to approve the minutes of the 20 June 2009 meeting. The motion carried.
    
5. Committee reports:
    
   1. Common Area - Bob reported Burlington Northern Santa Fe Railroad has not responded to the second request to lease the Morley crossing. The POA has received a lawsuit from the owners of lots J-1 & 2 who are contesting the POA’s right to enforce its covenants and properly maintain its roads.
       
   2. Roads - Road work has cost $184,000 so far in 2009. $47,000 of the years remaining budget will be used for grading and snow plowing. Four ½ miles of road have been resurfaced this year, costing $28,000 per mile for material and grading. The last 5 years the main roads are in good shape though not all have received road base. Currently there are 17 occupied cul de sacs that have never had road base applied, which will need to be addressed in the future. John asked that something be put in the new property owner packet concerning bringing in modular homes. Three have been brought on the ranch recently, and only one property owner notified John prior to the event that roads may be temporarily blocked. In two cases, the contractor moving the homes did damage to the roads, for which the contractor is responsible. If people driving 4-wheelers are caught driving recklessly and doing damage to the road base, they will be charged for the road repair.
       
   3. Covenants – no report.
       
   4. Finance – Nancy presented the financial report through July. There is $98,375 in budgeted expenses yet to pay in 2009, with adequate funds to cover. The CPC Committee did not need all of their budgeted money, so part of the funds were transferred to Weed Control to purchase Curtail chemicals and to Building & Equipment to replace the information sign on the ranch. Tom Stephens thanked Nancy for the exemplary work she has done as Treasurer to reduce outstanding debt owed to SFTR. There are two more foreclosure sales in process from the delinquent list.
       
   5. Communications – no report
       
   6. Community Preparedness – Sheryl reported there were two incidents since the last meeting. The Withingtons had a fire from a lightning strike. Neighbors & FPFPD responded. The area leader served as an escort available for FPFPD. Betty (assistant area leader) called us & so Sheryl verified that the FPFPD had been notified and the hotline was updated.

      There was also a report of smelling of smoke. By reporting it to a CPC person, we were able to check out the situation with FPFPD and update the hotline, and later the discussion forum. Various people did check the hotline, so that was good; however, there had been earlier reports directly to Eddie without inclusion of any CPC person. This bypass does not get the hotline or forum updated, so more reinforcement needs to be done in this area. Sheryl currently has a greeting on the hotline that says,” if you have an emergency, call 911, then your area leader.”

      Area leaders have been asked to update and check their areas for changes to the residency list.

      Sheryl is working on the E911 map for reconciliation.

      Wildfire mitigation committee met and agreed to submit for 2010 WUI grant money. After discussion with Dave Skogberg, $50,000 will be requested. The request will be for defensible space and RC is writing the grant with the grantee as SFTR POA.

      There will be a “Fire Wise Community” informational session following the POA 17 October 2009 Board Meeting. There will be speakers and tours of land that is in various stages of mitigation. Greg Beaumont will have his display available for the meeting. These activities will allow for the renewal of the “Fire Wise Community” status.

6. Discussion from the floor:  Road concerns should be emailed to John Albert &/or the Road committee. If something is urgent, call the chair of the Road Committee, with the specific location of the problem. There are always more roads that need work than the money available in the road budget. Those with concerns are encouraged to attend the Road Committee meeting in January each year. Fence repair with the grazing lease was discussed.
    
7. Jim Davis moved to adjourn the meeting, and the motion carried at 9:50 am.
    
8. An Executive Session was held by Directors of the Board.
    
9. Next scheduled meeting is 9:00 am, 17 October 2009 for the Annual POA Meeting with election of Board Members, Board Meeting and Fire Wise Community Education at the Pioneer Room, TSJC, Trinidad.
    

The SFTR Women’s Group will have merchandise and logo wear available for sale at the Annual POA Meeting.