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NOTICE: RECENT UPDATES Join Our Taos Pines Community Chat See Links #3 Are you having a road problem? more info NEW Visit the Calender list of events for important dates more info IMPORTANT NOTICE CONCERNING ROADS IN TAOS PINES (click on SAD Reports in Menu) more info NEW PROTECTIVE COVENANTS PASSED more info Membership dues for the POA for 2008-2009 are $120.00, due August 1, 2008. Your membership supports this web site. Send check to: Taos Pines Ranch Property Owners Assoc., P. O Box 656, Angel Fire, NM 87710 |
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TAOS PINES RANCH SPECIAL ASSESSMENT DISTRICT ADVISORY BOARD POLICIES AND PROCEDURESINTRODUCTIONAt the November 6, 2001, meeting of the Colfax County Board of Commissioners the Board passed Resolutions 2001-67 Special Road Assessment District - Taos Pines Ranch and 2001-69 Budget Adjustment Increase Taos Pines Road District. The first resolution created the Taos pines Ranch Special Assessment District for the purpose of providing road maintenance and snow removal services to the County roads within Taos Pines Ranch Subdivision. The second resolution created the means through which to manage the funds of this SAD separate from the County's General Fund. Resolution 2001-67 also created the Taos Pines Ranch Special Assessment District Advisory Board. The purpose of this Board is to work with the County and manage the work required and the funds collected. The following policies and procedures are designed to permit effective and efficient management of the resources of the TPRSAD. DUTIES OF THE TPRSAD ADVISORY BOARD The Advisory Board shall be responsible for planning and advising the County on all aspects of maintenance of the roads, including budgeting expenditures of funds, preparing specifications for requests for proposals and invitations to bid work to be performed for use by the County Manager in accordance with the New Mexico Procurement Code, consulting with engineers, private contractors and public agencies regarding the streets, approving in writing and recommending expenditures of funds from the Taos Pines Ranch Special Assessment District Fund prior to authorization of such payment by the Board of Commissioners, and seeking additional funds, requesting appropriations, grants, and other public and private funds. ADVISORY BOARD MEMBERSHIP The TPRSAD Advisory Board shall be appointed by the County Board of Commissioners and have no fewer than three members and no more than seven members. Each member shall reside in Taos Pines Ranch Subdivision and own a fee interest in property in Taos Pines Ranch Subdivision and to the extent practicable shall be active members of any associations of property owners which may exist from time to time in Taos Pines Ranch Subdivision. A member of the board will serve for two years at the end of which the member will be replaced by a new board member. The terms of service will be staggered such that three members will be replaced at the end of the first year and four members replaced at the end of the second year. This will provide continuity through time. There is no provision for non-voting, non-property owner members of this board. MEETINGS All meetings of the TPRSAD Advisory Board are open to all Taos Pines Ranch property owners. The schedule of meetings is the second Tuesday of each month commencing at 6:00 pm at a place to be appointed by the Chairman of the Advisory Board. This call for meeting by the Chairman of the Advisory Board will include the agenda to be covered at the up coming meeting. Meetings to be cancelled will be done so at least one week in advance by the Chairman. Advisory Board members who cannot attend a meeting will be communicated with via technologies such as e-mail to collect their input. There is no provision for the attendance and participation in TPRSAD Meetings of people who do not own property in Taos Pines Ranch. ROAD INSPECTION Each Board Member shall be required to perform a random inspection each month of the year on their own to remain informed as to road quality and to identify maintenance issues to be discussed with the Board at its next meeting. This inspection may be accomplished by driving all nine miles of the roads in TPR Subdivision and noting issues to be followed up on. PREPARATION OF ANNUAL BUDGET Annually in the September-October timeframe the TPRSAD Advisory Board will prepare both a detailed work statement and monetary budget for the next calendar year. This work statement and monetary budget will be reviewed with the County Board of Commissioners and with the contractor who will perform the work. Adjustments will be made and the final work statement and budget will be sent to the County Board, the contractor and to each property owner in TPR Subdivision no later than November 1st of each year that the SAD is in effect. This budget and work statement will form the basis for managing the work and paying bills in the budget year. BILL APPROVAL AND PAYING The contractor performing the work will send bills upon completion of the work to the Treasurer of Colfax County. The Treasurer will note the bill and forward it to the Chairman, TPRSAD Advisory Board, for approval. Once received the TPRSAD Advisory Board will perform a physical inspection of the work billed for, will audit the billing rates and amounts relative to the contract under which the work was done, and approve the bill for payment. Any discrepancies will be addressed with the contractor before the bill is submitted for payment. With the assistance of the Treasurer of Colfax County, the TPRSAD Advisory Board will maintain a running balance in the TPRSAD bank account, and will submit no bill for payment unless adequate monies are available in the account to pay the bill. The Advisory Board will return the approved bill for payment to the Colfax County Treasurer. Bills submitted for payment will require four of seven Advisory Board members to approve the bill for payment. The bill will be paid after authorization of payment by vote of the Board of County Commissioners. CONTRACTING The TPRSAD Advisory Board is responsible for preparing the necessary documentation for use by the County Board of Commissioners to solicit bids for the completion of work on TPR roads. These documents include but are not limited to the Statement of Work to be used in the RFP, evaluation of bids received, and a recommendation for the selection for the successful bidder. DOCUMENTATION Meetings - Minutes of each TPRSAD Advisory Board will be recorded. One copy will be distributed to each Board Member regardless of attendance. One copy of the minutes will be maintained in a central file for the Advisory Board. The minutes will record attendance, absence, subjects covered and a brief review of what was discussed. When votes are taken, the vote of each member will be recorded by how they voted. Billing - Each bill will record the specific work being billed for on a detailed basis to enable review of the work, physical amounts billed for in terms of work units, rates for that work and extension for totals. Any additional amounts beyond the work will be itemized. Payment Approval - Approval by the Advisory Board will record that the physical work was inspected, the arithmetic of the bill has been checked, the balance in the SAD bank account has been verified, and who performed each step of this audit. The members who approve the payment of the bill will be recorded. Advisory Board Road Inspections - Each Advisory Board member will submit to the Chairman a copy of a statement containing the date and time at which they performed the inspection, any issues noted, and any conversations with other property owners about the roads. Contracting - The TPRSAD Advisory Board will maintain appropriate written documentation to support the drafting of the Statement of Work, evaluation of contractor responses to RFPs, and selection of the successful contractor. Complaints/Issue Resolution - The TPRSAD Advisory Board will maintain appropriate written documentation for each complaint/issue brought before the Board. DISCLOSURE TO COLFAX COUNTY BOARD OF COMMISSIONERS The TPRSAD Advisory Board will provide to the Colfax County Board of Commissioners at least every three months a written report on the construction of improvements within TPR and shall identify by lot the location of such improvements. This report will contain a description of the maintenance and snow removal services performed for the prior three months by location. DISCLOSURE TO PROPERTY OWNERS The TPRSAD Advisory Board will provide each property owner a written document on the following schedule to inform the property owner about the work being done and the cost incurred. A copy of the Budget/Work Statement prepared in the September/October timeframe. Quarterly, the Advisory Board will report progress against the budget, highlighting significant changes to the work plan and the reasons for such changes. RESPONSIBILIY OF TPR PROPERTY OWNERS It is the responsibility of TPR property owners to pay their respective SAD Assessment on a timely basis. This will provide the necessary funds to maintain TPR roads. It is the responsibility of TPR property owners to maintain their respective culvert(s) at the bottom of their driveways so that drainage of the roads will be most effective. Damage to TPR roads be caused by a property owner or their agent is the responsibility of the lot owner causing the damage to repair such damage at their own expense. It is the responsibility of TPR property TAOS PINES RANCH SPECIAL ASSESSMENT DISTRICT owners to meet all County Road Specifications relative to the intersection of their respective driveways with TPR County Roads. RESPONSIBILITY OF NON-TPR PROPERTY OWNERS Property Owners who own property outside of TPR, but who use TPR roads to access their respective easements within TPR to get to their property, are responsible for the repair of any damage that they or their agents cause to TPR roads. FEEDBACK AND COMPLAINTS FROM PROPERTY OWNERS Feedback from property owners can be submitted either in writing or verbally to a member of the Advisory Board. The Advisory Board Member receiving such feedback is responsible for submitting such comments to the Advisory Board at the next scheduled meeting. Complaints by property owners must be submitted to the Chairman of the Advisory Board in writing. The complaint should identify the complete nature of the complaint and identify any other property owners involved. The person submitting the complaint as well as other interested/involved property owners will be scheduled to attend the next regularly scheduled meeting of the Advisory Board for the purpose of participating in the discussion concerning the complaint. The Advisory Board will outline the steps to be taken concerning the complaint at the meeting. Written notification will confirm such outline and the actual steps taken to address the problem will be sent to the complainant. The Advisory Board reserves the right to disagree with complaints and take no action if the Board determines that such inaction is the right solution to the complaint. Second draft 3-14-02 |