Meetings - FAQs

The primary purpose of a Board of Director Meeting is to provide a formal avenue for each Board member and select Committee chairs to update the other Board members on any pending projects and activities or brief on any future efforts.

Board of Director meeting follow the spirit of Robert’s Rules of Order of Parliamentary Procedure

Making a motion
Having someone second the motion
Stating the motion
Debating the motion
Putting the motion to a vote
Announcing the results of the vote

Robert's Rules of Order provide guidelines for conducting meetings with democratic principles in mind. It is a time-tested manual for deliberation and decision-making. The procedure considers the rights of the majority, minority, individual members, and absentee members. 

Meetings are typically Bi-monthly and usually occur on the first Saturday of the meeting month.  Notices are placed on the calendar and on the front page of the Santa Fe Trail Ranch Website.

The annual meeting schedule is determined during the October Board meeting for the upcoming 12 months and is posted on the SFTR website.

Anyone can attend the Board of Director meetings and all are encouraged to attend.  Those individuals not able to attend in person are encouraged to attend via video streaming from the website during the actual meetings - the video is also available on the website after the meetings.

click here for website (will require logon access) Santa Fe Trail Ranch POA Board Meeting

Owners have the opportunity to ask questions or provide comments during the deliberation period of any pending Board of Directors vote. Traditionally, each presenter inquires if attending owners have any questions regarding the information presented. Additionally, there is a designated period during each meeting called "From the Floor" where owners can raise questions or discuss any Association-related topics of their interest.

The Association holds its annual Owners Meeting each October.

The Annual Owners’ Meeting is where Owners are afforded the greatest influence over the agenda. In addition, during this meeting each Board of Director and Committee Chair provides a briefing to Owners on what they have accomplished during the past year as well as what they are proposing for the upcoming year.

You can send any topic suggestions directly to the respective Committee Chair or the Associations Secretary. The Committee Chair email addresses are listed on the Santa Fe Trail Ranch Website under contacts

Yes, occasionally there are Special Meetings called. Special Meetings can be called by the President, a majority of Board Members, or 20% of Association Owners. These meetings typically address topics outside regular Board Meetings. (Examples: elections to fill sudden vacancies or short notice special projects).

A Working Session is a less formal board gathering. These sessions are designed to facilitate in-depth analysis and deliberation on key issues affecting the community, allowing the Board to become informed on complex matters with greater attention and efficiency.

Working sessions are not considered meetings because they don't involve specific or final actions impacting Owner's Rights and Responsibilities or the Administration and Management of the Association. Therefore, no Board voting is allowed during these sessions on matters affecting the CCRs or By-Laws, and minutes are not required.

Members may attend a Working Session, however, they may not participate, comment or have input during the sessions.