Meeting Minutes

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Category: Board of Director Meeting Minutes

Published: 09 January 2018

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            Red Rock Ranch Homeowners Association Monthly Meeting

                                                   12 June 2017

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Bill Griffith, Kevin Guy, Jim Zalmanek, David Weber, Frank Chuba

Guests:  Tom Guenther

The meeting was called to order by President Beth Lonnquist at 1900

The minutes of the 08 May 2017 were read and approved, except for the May financial report that will be amended and submitted by Treasurer David Weber.

Motion made by Frank Chuba and a second by Jim Zalmanek.  

Treasurer’s Report:  The bank balance is $12,810.83. There have been 92 donors to date for a total of $4,575.00 in dues, plus $119.80 in architectural control fees and $1.87 in interest. Total expenses to date are $2,131.38 including $1,125.00 to Tri Lakes Disposal, $313.23 to Tri Lakes Printing, $435.94 to attorney Lenard Rioth, $125.00 to CONO, $50.00 to Peoples National Bank, $50.00 to NEPCO, $27.00 for Colorado State Filing Fee, and $5.21 to Fred Lanyon.

Treasurer’s Report accepted following a motion by Frank Chuba and a second by Jim Zalmanek.

Architectural Control:  Architectural Control Chairman Frank Chuba reported a Mr. Kevin Burdine had requested permission via e-mail to replace a roof – no address given.  Mr. Chuba asked him to attend the meeting and fill a request form, but he did not show at the meeting.

Old Business: Insurance coverage for alcohol and drug abuse was discussed at length concerning liability and business rentals on the Ranch. President Lonnquist will peruse the 120 page insurance document and act on it.

Bill Griffith has nearly completed a draft of a letter to be sent to Mr. Green, owner of the Spruce Road property that has been rented to a business.  Mr. Griffith will e-mail copies to Board members for approval and/or suggestions.  After the first letter is sent to the property and the PO Box as address of record, the Board will follow the policies drawn up for Covenant Enforcement with follow-up letters if the situation has not been corrected.

President Lonnquist thanked all Board members for their participation in the spring cleanup at Nevins Park.  Also brought up was the chipping and whether it should be offered again.  Pioneer Sand Company accepts slash at $10.00 per truck load and Black Forest charges $2.00 per load.  President Lonnquist reported that she has been in contact the Firewise Community Protection Plan that she will present to residents at the annual picnic.  It consists of having designated monitors on each block who will know of any disabled residents who may need assistance in the event of an evacuation, chipping done at residences for a rate of $52.00 per hour with residents responsible for disposing of the chips, and free fire mitigation for homes on the Ranch.

State training for Board Directors is not required if there is no compensation.  RRRHOA is exempt from most of Common Interest Ownership Act (CIOA).

New Business: Dave Root of the Forest Service is to meet with President Lonnquist on the morning of 13 June 2017 to discuss the Firewise Program.

The Monument water tank situation is due for a court hearing on 22 June 2017.

President Lonnquist will send copies of the latest report to all Board members on Soaring Hope issued by the El Paso County Planning and Community Development Department.

A complaint was received by the owner of Lot # 4 in Forest View Estates that a Red Rock Ranch resident has a camping trailer parked on his property line which he said violates RRRHOA covenants.  President Lonnquist said she will approach the owner to explain the situation.

President Lonnquist reported that she has formed a Firewise committee of 5 other residents.  They are drafting a Community Wildfire Protection Plan (CWPP) for the Red Rock Ranch HOA.  There will be a Firewise presentation for the area that will hopefully gain neighborhood support to create a Firewise community.  Increased preparedness measures will be needed to better protect your home and property.  This is an important consideration in a scenario where sufficient firefighting resources are not available to protect your home or property.  Hopefully, we will have access to chipping services either at residences or at the playground next year at rates the HOA and neighbors can support.  In addition to a mitigation plan, the CWPP will consist of listing the neighborhood “core values” and having designated block monitors that will know of disabled residents that may need help in the event of an evacuation.  The CWPP will point out multiple evacuation routes and have a list of multiple neighborhood projects to create a safer neighborhood in Red Rock Ranch.  Once in place, the RRRHOA can apply for grants and other help to implement a Firewise plan and create a safer community.

 The next Firewise meeting will be on 28 June at the President’s house.

Mowing the grass at Nevins Park was discussed, i.e., volunteer mowing versus paying someone.  Clair Brenneman has been used in the past, but Director Kevin Guy is concerned about liability and workman’s compensation issues.  Jim Bergeron will contact Mr. Brenneman to ascertain whether or not he carries insurance.

The annual picnic scheduled for 26 August was discussed and Board members will bring the following:

Beth Lonnquist – dishes and silverware

BBQ Grill – David Weber

Meats – Jim Bergeron

Drinks – Kevin Guy

Treasurer David Weber announced that he will resign his position as Treasurer of RRRHOA and his seat on the Board.  He stated that he will remain while a new treasurer is found, but it must be sooner than later due to his work schedule. All  members expressed their thanks for David’s dedicated service over the many years he has been a member of the Board.

With no further business to discuss, the meeting was adjourned at 2020 on a motion by David Weber and a second by Jim Zalmanek.

The next regularly scheduled meeting will be at 1900 on Monday, 10 July 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Details

Category: Board of Director Meeting Minutes

Published: 02 June 2017

Hits: 2349

{tab=Call To Order}

Presiding:  Beth Lonnquist                           

Present: Fred Layon, David Webber, Bill Griffith, Frank Chuba, Kevin Guy

Guests: Tom Gunther, Wayne Crowley

The meeting was called to order by President Beth Lonnquist at 1900 

 {tab=Special Topic}

As per Association policy, resident Wayne Crowley was allowed to present plans before the start of the meeting for a fence at the residence at 17970 Granite Cir.  This will be wooden four rails with metal fencing inside.  Plans were viewed by members, approved on a motion by David Webber and a second by Fred Lanyon. The required fee was paid.  

 {tab=Meeting Minutes}

The minutes of April 10, 2017 were read and approved unanimously as written following a motion by David Weber, seconded by   Frank Chuba

{tab=Treasurer's Report}

Treasurer’s report: The current bank balance is $10,348.82. There was one donor since the last meeting who contributed $100.00 for a year to date total of $745.00. Bank interest was $0.41 for a total income year to date of $746.02.  Expenses to date: $643.15 with $27.00 to Colorado State for filling fees and $304.94 for legal fees this month.

 Treasurer’s Report accepted following a motion by Fred Layon and a second by Frank Chuba. 

{tab=Arch Control}

Architectural Control: No new requests other than the fence noted above.

{tab=Old Business}

Old Business:

David Weber will still follow up on checking the insurance coverage.   He registered with the Colorado State HOA registration.   There was a question about licensure for Board Members.  Nothing in our covenants requires licensing, but classes are offered through CONO.

The spring cleanup was discussed and it was agreed to have four roll-off dumpsters delivered to Nevins Park on Friday, 02 June 2017 and have dumping begin on Saturday, 03 June through Monday, 05 June.  The site will be manned by Board members for two to four hour shifts, depending on the individual wish of each Director. The hours of operation will be from 0800 to 1600 each day.  No chipping will be done this year and residents who wish to have brush/slash chipped will be given times and dates when the Black Forest chipping area will accept brush/slash and chip it for $2 per load.

Firewise event: Director Beth Lonnquist went to the Firewise event.  At this meeting we were introduced to many of the community’s resources available.  Our RRRHOA  is being included in a grant application for 2018.

            Becoming Firewise Neighborhood will be extensive and last for a while.  Director Beth Lonnquist has solicited lot owners for a committee to follow through outside the HOA, but with an HOA liason and HOA support.  Mitigation betters your home’s odds of survival in a fire and safety of the firefighters. 

Director Beth Lonnquist will be the HOA representative to the Firewise group.

Newsletter: the newsletter was approved and it was unanimously approved to have tri lakes Printing handle mailing out the newsletter,  after a motion  from Fred Layon and Seconded by Frank Chuba. 

{tab=New Business}

New Business

The HOA received a letter of concern about the business on Spruce Rd.   There was a discussion as to how to contact John Green and decided a letter in step 3 will be most efficient, as John and Joan Green have received many letters in the past from the HOA.  Neighbor to neighbor contact happened when Courage to Change began and there was no intention on their part to become a single family residence.

{tab=Adjournment}

There were no other topics discussed and no other concerns.  Meeting was adjourned at 1950. 

Details

Category: Board of Director Meeting Minutes

Published: 02 May 2017

Hits: 2371

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Fred Lanyon, Bill Griffith, Kevin Guy

Guests:  Kevin Kraus, Dan Cuvala

The meeting was called to order by President Beth Lonnquist at 1900

 {tab=Special Topic}

As per Association policy, resident Kevin Kraus and builder Dan Cuvala were allowed to present plans before the start of the meeting for a detached garage at the residence at 18425 Stone View Road.  The building will be one story with stucco siding, wood trim, metal doors and colors to match the house.  Plans were viewed by members, approved on a motion by Kevin Guy and a second by Fred Lanyon. The required fee was paid.

 {tab=Meeting Minutes}

The minutes of the 13 march 2017 were read and approved unanimously as written following a motion by Fred Lanyon and a second by Bill Griffith.    

{tab=Treasurer's Report}

Treasurer’s Report:  The treasurer was unable to attend the meeting because of work commitments, but submitted a treasurer’s report via e-mail.

      The current bank balance is $10,535.56.  There have been three donors since the last meeting who contributed $150.00 for a year to date total of $745.00. Bank interest was $0.47 for a total income year to date of $746.02.

Expenses to date: $206.21 with $50.00 to People’s National Bank for PO Box as the only expense.

Treasurer’s Report accepted following a motion by Bill Griffith and a second by Fred Lanyon.

{tab=Arch Control}

Architectural Control:  No new requests other than the garage noted above.

{tab=Old Business}

Old Business: The spring cleanup was discussed and it was agreed to have four roll-off dumpsters delivered to Nevins Park on Friday, 02 June 2017 and have dumping begin on Saturday, 03 June through Monday, 05 June.  The site will be manned by Board members for two to four hour shifts, depending on the individual wish of each Director. The hours of operation will be from 0800 to 1600 each day.  No chipping will be done this year and residents who wish to have brush/slash chipped will be given times and dates when the Black Forest chipping area will accept brush/slash and chip it for free. President Beth Lonnquist researched funds available for chipping and found none available at this time.  The questions concerning a civil rights clause in the Association insurance policy and whether or not the Association is current on DORA registration will be answered when Treasurer David Weber returns.

The spring newsletter will be ready by mid-May in time for the Clean-Up and it will remind residents that no chipping will be done at Nevins Park this year, in addition to the reminder about voluntary dues.

The Covenant Enforcement Policy that was so ably written by Director Fred Lanyon was discussed at length, dissected, parsed, and ended up with just five additions or changed words in paragraph 7.  The revised policy (see pages 3 and 4) was unanimously accepted following a motion by Kevin Guy and a second by Bill Griffith. Fred Lanyon will change the wording recommended and will e-mail to all Board members. Colorado Council of Neighborhood Organizations (CONO), of which RRRHOA is a member, has offered any assistance needed in the event the Covenant Enforcement Policy needs to be applied.

{tab=New Business}

New Business: There will be a Firewise meeting on 06 May and President Lonnquist will attend.  Additionally, she contacted Jamey Bumgarner, Tri Lakes Fire Department Battalion Chief, about seeking additional funding for chipping and fire mitigation and will follow up at the 06 May meeting.

Treasurer David Weber will have up-dated sheets available at the Clean-Up with names of residents who have paid dues.

President Beth Lonnquist asked Board members to consider a Blue Spruce Moth and a Firewise presentation for the future.  Director Bill Griffith suggested the annual picnic might be a good venue for either one, but felt the Blue Spruce Moth might be a more pressing issue considering the devastation it has caused in nearby Perry Park.  No decision was made at this time.

{tab=Adjournment}

With no further business to discuss, the meeting was adjourned at 2102 on a motion by Fred Lanyon and a second by Bill Griffith.

The next regularly scheduled meeting will be at 1900 on Monday, 08 May 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Note: These minutes are in draft form and are not official until approved at the next meeting on 08 May 2017.

 {tab=Covenant Policy}

Red Rock Ranch Homeowner's Association Board of Director's

Covenant Enforcement Policy

The following procedure will be followed by the Red Rock Ranch Homeowner's Association ("Association") Board of Directors ("Board") whenever it is requested to investigate a possible violation of the Association's Covenants ("Covenants").

 1.      An initial complaint to the Board of a possible Covenant violation ("Violation") may be presented to the Board either in writing or orally.  The Board will first request that the complaining Association member try whenever possible to resolve the covenant dispute through direct neighbor-to-neighbor discussion.  This can often be the quickest and most amiable path to a resolution.  Note that if deemed necessary individual Association members can seek injunctive relief based on the Covenants.

 2.      If direct neighbor-to-neighbor discussion doesn't resolve the complaint then the Board shall review the complaint and, in its discretion, determine whether or not the complaint shows cause for further proceedings.

 3.      If the Board decides that cause has been shown for a possible Violation, then one or more Board members will attempt to meet in person with the parties involved in the possible Violation to further explore whether a Violation has occurred and whether an "informal" resolution is possible.

 4.      If the Board determines that a possible Violation has occurred and was not resolved informally in step #3 above, then a First/Courtesy letter will be sent to the alleged violating Association member by the Board or the Board's lawyer describing the possible Violation.  The alleged violating Association member will be given 15 days to either refute the complaint or explain how/when the Violation will be corrected.

 5.      If no response is obtained or the possible Violation is not corrected within 15 days then a Second/Warning letter will be sent to the alleged violating Association member by the Board or the Board's lawyer again describing the possible Violation and requesting a response either refuting the complaint or explaining how/when the Violation will be corrected in order to avoid possible further action.  The Second/Warning letter will be sent via certified mail, return receipt requested, to the alleged violating Association member's address of record, and the alleged violating Association member will be given 15 days to respond.

 6.      If no response is obtained or the possible Violation is not corrected within 15 days a Third/Final certified, return receipt requested, letter ("Hearing Notice") will be sent to the alleged violating Association member by the Board or the Board's lawyer advising them that a hearing will take place at the next regularly scheduled Board meeting and requesting their presence to either refute the complaint or explain why the possible Violation has not been corrected.  The Notice will be deemed received by the alleged violating Association member three (3) days after mailing.

 7.      At the hearing, the Board may consider any written or oral information produced by the alleged violating Association member or other interested party.  Any legal or statutory rule of evidence or procedure shall not apply to the hearing, and the Board may restrict testimony or proceed in any manner or order which it deems appropriate in its discretion.  Generally, any relevant evidence may be admitted if it is the sort of evidence on which responsible persons are accustomed to rely in the conduct of serious affairs, regardless of the existence of any common law or statutory rule which might make improper the admission of such evidence over objection in civil actions.  The Board may record or otherwise transcribe the hearing.  The alleged violating Association member may be supported by legal counsel so long as the Board is given at least ten (10) days prior written notice so that the Board’s attorney may be present as well.  Any Board member may question any witnesses and examine any documents presented at the hearing.

If the alleged violating Associating member does not appear but a written response is received by the Board (via certified, return receipt requested, mail), the Board shall render its decision as to whether a Violation has indeed occurred based on the information contained in the written response and any relevant testimony or information obtained.  If neither an appearance nor a written response is made, the Board may, but need not, conduct a hearing or make any further findings except that it may determine that the alleged violating Association member's failure to appear or respond constitutes a waiver of the right to a hearing, and a no-contest plea, and impose the sanctions provided for in the Covenants.

The Board shall render its decision as to whether a Violation has indeed occurred within fifteen (15) days after the date of the hearing, taking into consideration all of the relevant facts and circumstances.  The Board shall provide a written notice of the decision to the alleged violating Association member's address of record via certified, return receipt requested, mail within fifteen (15) days after the decision is made.

 8.      Following the hearing and a determination by the Board that the alleged violating Association member has indeed committed a Violation and that it has not been corrected then the Board may, at its discretion, seek injunctive relief and/or impose a fine as allowed for in the Covenants in order to get the Violation corrected .  The amount of any fine shall be set by a majority vote of the Board in its reasonable discretion.  Upon the Board's determination that a Violation has been committed and notification of such to the violating Association member, each day of a continuing violation shall be considered a separate violation for which any maximum fine may be imposed.  The Board may in its discretion impose increased fines for repeated violations.

Details

Category: Board of Director Meeting Minutes

Published: 02 May 2017

Hits: 2274

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Fred Lanyon, David Weber, Jim Zalmanek, Kevin Guy

Guests:  Tom Guenther, P.K. Robinson

The meeting was called to order by President Beth Lonnquist at 1900

 {tab=Meeting Minutes}

The minutes of the 13 February 2017 were read and approved unanimously as written following a motion by David Weber and a second by Fred Lanyon.    

{tab=Treasurer's Report}

Treasurer’s Report: The current bank balance is $10,435.09.  There have been four donors since the last meeting who contributed $200.00 for a year to date total of $595.00. Bank interest was $0.30 for a total income year to date of $595.55.

Expenses to date: $156.21.

Treasurer’s Report accepted following a motion by Fred Lanyon and a second by Jim Zalmanek.

{tab=Arch Control}

Architectural Control:  No new requests this month.

{tab=Old Business}

Old Business: President Lonnquist reported that the covenant changes voted on by residents did pass and they have been filed through attorney Lenard Rioth.

Chipping of brush and branches at the spring cleanup was discussed.  President Lonnquist reported that she has had several bids and all were more expensive than the Association has paid in the past.  She will continue to seek other bids and is also looking for possible grants to help with chipping costs and that includes meeting with Battalion Chief Jamey Bumgarner of the Tri Lakes Fire Department.   Additionally, she checked with Firewise about money for future projects and discovered that funds for the year 2018 needed to be requested by June of 2016.  The Board agreed to table the chipping issue until the April meeting to allow more time for additional bids and possible grant money..

The Association was once registered with DORA (Department of Regulatory Agencies), but does not appear to be current.  Treasurer David Weber will check on the status.

{tab=New Business}

New Business: Attorney Lenard Rioth suggested that the Association insurance policy be checked to make sure there is a civil rights clause – if not, one should be included.  Treasurer David Weber agreed to research the issue and take appropriate action if necessary.

Policies need to be established about enforcing covenants which Director Fred Lanyon agreed to write for perusal and editing by all Board members.  CONO (Colorado Council of Neighborhood Organizations) can be used as a source for extra free guidance, if needed.

A short spring newsletter will be composed by Treasurer David Weber with input from Board members, if needed.  He will mention the voluntary dues have increased from $35.00 to $50.00 per year.

Firewise: President Lonnquist reported that she did not get any new information from NEPCO.  Fire Chief Truty was present and reported that response time locally is 7 1/4 minutes compared to the national average of 8 minutes.

The Fire Department will check property on the Ranch for free with recommendations about fire mitigation.

At the end of the meeting, during the round-the-table comments,  resident P. K. Robinson asked about a mole problem and if the Association does anything about it.  Jim Bergeron stated it sounded like a pocket gopher problem from the description given by Mr. Robinson.  Jim recommended a trap called The Black Hole which he claims has been very successful on his property.

Jim Bergeron mentioned the Homestead Act in Colorado that exempts a portion of property tax for residents who qualify.  To qualify, they must be 65 years of age and have lived in their residence for ten years.   Applications may be obtained from the El Paso County Assessor’s Office and it is a one-time application.

{tab=Adjournment}

With no further business to discuss, the meeting was adjourned at 1955 on a motion by David Weber and a second by Jim Zalmanek.

The next regularly scheduled meeting will be at 1900 on Monday, 10 April 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Note: These minutes are in draft form and are not official until approved at the next meeting on 10 April 2017.