Board of Directors: Richard Kinder, Donna Scott, Robert L. Scott, Robert T. Scott, Michael Shelton
Minutes of the last Board meeting were provided by Gail Thomas of Century Financial. The minutes were reviewed by Donna Scott. Robert T. Scott made the motion that the minutes be accepted and this motion was seconded by Robert L. Scott. Minutes were approved unanimously.
Robert L. Scott stated he had been in discussions with the contractor for the last month about increases to the contractor’s cost due to labor and fuel increases. The contractor is to get back to Robert L. Scott and let him know his requirements. Robert L. Scott stated he will keep the fuel adjustment charge as it currently is. Robert L. Scott stated the contractor sells us parts from time-to-time at his cost with no mark-up and confirmed the statement by Robert T. Scott that the Metro does the same with our materials to the contractor.
Robert T. Scott asked about the cost of the installation of the poppet valves and Robert L. Scott stated it was between $1200 and $1300. Robert L. Scott stated the instructions were not clear for about the first 16 which were consequently installed backwards and had to be redone.
Robert L. Scott made the motion that the Board direct the Treasurer to retire between 7 to 10 $5000 bonds in the next bond call which would be done in December 2006 before the next scheduled Board meeting and it was seconded by Richard Kinder. The motion was approved by a unanimous vote.
Robert T. Scott stated the audit should close in September.
The Brown’s, owners of lot D-2, have made a request of the Board to have a fire hydrant installed at their property front at the Brown’s expense. The following points were discussed by the Board:
The Board agreed the current fire hydrant locations would be the only ones due to the above discussion with emphasis on the fire department directions.
Robert L. Scott stated he had adjusted tank levels for tank one to near capacity, tank 2 to 2/3 and tank 3 to 1/2.
Robert T. Scott made the request to Robert L. Scott to have 2007 preliminary budget input to him by September 15, 2006 for the maintenance and repair account. Robert T. Scott will fold that into the 2007 budget plan to be submitted to the Board by October 15, 2006
Water sales on track, but due to additional customers over the first half and poppets should increase
PIF plan is 80 and we have 71 (one awaiting septic permit)
Power acct transfer may have some residual funds due from the POA from the 2000 refund of $7,353.87 and the 2001 refund of $8,827.97. These amounts will be offset at least by power consumed by the Metro from 1999 until July 2005 when the account was transferred. Other consumption than the Metro needs to be considered and the Treasurers of both organizations are working through the details.
$28,910.23 is still outstanding on liens from 27 lots. Dilley with lots C-18, C-19 and C-20 have been paid to the POA and funds need to be transferred to the metro in the amount of $4,171.89. Gail and Tom are working on this.
The Metro auditor contacted Bob Winters as a matter of course in the audit. His response will be seen when the audit is complete, however, it appears there will be no additional charges for litigation.
Utilities and storage have $1,561.00 remaining in the account. We will exceed the budget amount due to increased water loss and sales.
System repairs have $3,940.00 remaining against a $36,000.00 budget. This account is in jeopardy of exceeding its estimated budget level.
| International Operating | $280,000 |
| BOW Bond | $143,000 |
Resolve outstanding balances between the Metro and the POA including the Conservancy fund. A letter is being sent to the State to transfer responsibilities to the POA along with treasurer agreements on outstanding power account and lien issues. Future Metro liens will be handled internally.
Water losses coupled with system repairs require close management to contain within budget.
Call additional bonds due in 2018 and 2019. The date for this notice to call is December and the Treasurer should determine the quantity of the call at that time based on revenues collected. Currently there is about $70,000 in reserves in this account. Based upon these levels at this time the Treasurer recommends a call of 7 to 10 bonds.
Expense Approval
Individual Expense Reimbursement
Santa Fe Trail Ranch Metropolitan District
August 29, 2006
From time-to-time it becomes necessary for the Metro to reimburse its Board members for expenses they incur while performing Metro business. Board members cannot be suppliers of service to the Metro as set forth in C.R.S. 32-1-902, (b) as set forth below:
(b) No director shall receive compensation as an employee of the special district, other than that provided in this section, and any director shall disqualify himself or herself from voting on any issue in which the director has a conflict of interest unless the director has disclosed such conflict of interest in compliance with section 18-8-308, C.R.S. Reimbursement of actual expenses for directors shall not be considered compensation. No director receiving workers' compensation benefits awarded in the line of duty as a volunteer firefighter or pension payments to retired firefighters shall be allowed to vote on issues involving the director's disability or pension payments.
Therefore, the Board of Directors agreed in a regularly scheduled meeting August 29, 2006 that the following expense process will be followed:
Any Board member in good standing with the Metro at the time the expense was incurred.
Mileage expenses directly related to and only for the execution of assigned responsibilities by the Board. These assigned responsibilities are for system maintenance, system repair, system operation and sanitation.
Direct purchases on an emergency basis only for materials, supplies and services which otherwise cannot wait until the standard financial process is available. This is extremely important so the Metro may enjoy its tax exemption status.
Other expenses may be considered reimbursable by the Metro Board of Directors as long as they are in compliance with all Title 32 Colorado Revised Statutes and have the prior majority approval of the Board of Directors.
Reimbursable mileage expenses as defined above shall be submitted to the Metro President for approval prior to being submitted to the Metro business office for check generation. The mileage submitted must be supported by a log of the actual miles traveled, the dates of each travel and the reason for the travel.
Reimbursable direct purchases as set forth above shall be presented to the Metro President for approval prior to being submitted for payment to the Metro business office for check generation. The expense submitted must show the cost, proof of payment, and the reason for not utilizing the standard financial process.
Once approved by the Metro President the expenses with all of the above information along with the approval shall be presented to the Metro business office to follow the standard payment process.
Board members seeking reimbursement are encouraged to submit travel expenses on a calendar quarterly basis for the previous quarter’s travels to minimize office expenses and keep expenses current.
Mileage will be reimbursed at the amount per mile as set by the United States Government Accounting Office.
Should any Board member use any personal items such as tools, equipment or supplies they may do so at their own expense and risk to damage or consumption. Any of these types of items should follow the Metro’s standard financial process to ensure optimum cost controls and management.
Agreed:
| Michael R. Shelton | Richard Kinder | |
| Donna F. Scott | Robert L. Scott | Robert T. Scott |