Meeting Minutes
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
10 September 2012
Presiding: Kelly McGuire
Present: Kelly McGuire,
Guests: P. K. Robinson
The meeting was called to order by President Kelly McGuire at 1858.
The minutes of the 13 August 2012 meeting were read and approved unanimously following a motion by Fred Lanyon and a second by Bill Martin.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,094.99. Donations from 129 residents add up to $4,770.00. Architectural control fees amount to $575.00 and interest is $21.89 for a total income of $5,366.89.
Expenses to date total $2,694.44 Pending expenses are $1900 (approximately) for Director’s Liability Insurance and General Insurance and $300 (approximately) for other expenses in 2012.
Treasurer’s Report accepted following a motion by Craig Ketels and a second by Fred Lanyon.{tab=Arch Control}Architectural Control:
A Setback Variance at 4640 Limestone Road was approved by the Board following an agreement with the owners, builder Dan Cuvala and adjacent property owner Mr. D. Bell, who voiced no objection.
{tab=Old Business}Old Business:
The post card that was developed by David Weber, printed by Tri Lakes Printing, and mailed to all residents/property owners cost $134.46
Craig Ketels will approach local businesses about advertising in the printed newsletter with hopes that the money received will cover the cost of printing and mailing
{tab=New Business}New Business:
P. K. Robinson asked about the 06 September 2012 fire on Mount Herman and was told it consumed less than an acre of land and was put out in a very short time. He then asked about the possibility of restricting further building on the Ranch by restricting water taps given the uncertain water situation. He was advised that the idea has merit, but it should be addressed at the Water Board meeting instead of the HOA. Also brought up was the fact that the Forest View Acres Water District services Shiloh Pines and Sundance Estates in addition to Red Rock Ranch. President Kelly McGuire agreed to make an informal call to Ann Bevis of the Water Board for her input concerning the tap issue and what she would consider the crisis point of water availability for future home building.
P. K. Robinson then said he is upset about motorists spinning tires on the dirt road where he lives and suggested closing Pixie Park except for emergency vehicles. Craig Ketels said from his experience on Pike View Way, the county will not allow that. President McGuire suggested contacting the sheriff’s office about careless drivers and attempt to get a license plate number. Mr. Ketels also said he should talk with the neighbors about the situation, if the offenders are indeed neighbors. Mr. Robinson then complained about drivers not stopping for stop signs and dusty roads by his residence. Mr. Ketels suggested calling the county roads department about the possibility of installing yield traffic signs. Jim Bergeron said the county, if asked, will spray magnesium chloride on the road which solves most of the dust problem.
President McGuire reported on the NEPCO meeting he attended on Saturday. Wescott Fire Marshal Margo Humes gave a presentation on fire mitigation and discussed the Waldo Canyon fire. She said there should be ten feet between trees, scrub oak should be trimmed to make them look like a mini-tree, and all dead and dry grass, weeds, and branches should be cleared. There is a Colorado tax credit up to $2500 per year for years 2012 and 2013 for fire mitigation about which your tax preparer should be aware of.
Powers Boulevard to I-25 should be finished by 2014.
A shopping area called Copper Ridge Mall is planned for I-25 and Northgate Road with Bass Pro covering 23 acres being the lead-off store. The area is on the north side of east Northgate Road.
There is a possibility of a county park being constructed at the site of the former Willow Springs Ranch west of the railroad tracks on Baptist Road in Monument.
The picnic will be held on Saturday, 15 September 2012.
{tab=Adjournment}
With no further business to discuss, the meeting was adjourned at 1945 on a motion by Fred Lanyon, seconded by Craig Ketels and carried unanimously by the Board.
The next regularly scheduled meeting will be at 1900 on Monday, 08 October 2012 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 08 October 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
13 August 2012
Presiding: Kelly McGuire
Present: Kelly McGuire, Jim Bergeron, Bill Martin, Jim Zalmanek, Fred Lanyon, Frank Chuba, David Weber
Meeting called to order at 1855.
The minutes of the 09 July 2012 meeting were read and approved unanimously after a motion by Fred Lanyon and a second by Jim Zalmanek.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $16,842.01. There have been 129 voluntary donations amounting to $4,770.00. Architectural Control fees amount to $75, and interest from the bank account is $22.03. Total income for the year to date is $4,927 03. Expenses for the year total $ 2444.44, which includes the fee for the dumpsters. The insurance bill is pending and will be approximately $1900.
The Treasurer’s Report was accepted following a motion by Frank Chuba and a second by Fred Lanyon.
{tab=Arch Control}Architectural Control:
AC Chairman Frank Chuba presented plans from Dan Cuvala Construction for a new house to be built at 4640 Limestone for Chris and Kim Abeyta. The structure will be 5,000 square feet with stucco siding and 50 year presidential fire resistant shingles. Color of the stucco will be buckskin with royal brown trim. The Board examined the plans and unanimously approved construction following a motion made by Fred Lanyon and a second by David Weber. A check in the amount of $500 was received as the architectural control fee.
{tab=Old Business}Old Business:
The newsletter has been compiled by David Weber and will be sent electronically within 48 hours. Mr. Weber asked about residents requesting a hard copy in the mail and it was agreed that it can be done if the resident simply calls one of the Board members with a request.
The annual picnic will be on Saturday, 25 August 2012 in the Association Park starting at noon. Bill Martin will bring soft drinks and ice and Jim Bergeron will provide the meat, buns and rolls.
Jim Zalmanek discussed findings from various sources about fire mitigation and fire protection plans, including Cathy Russell in Colorado Springs. Red Rock Ranch is covered under an overall El Paso County plan, but a separate specific plan is needed for the Ranch. Mr. Zalmanek will obtain a format for that purpose, and then suggested a meeting with neighbors on the Ranch to discuss fire mitigation. One advantage that will be mentioned is property values increase in an area with fire mitigation.
{tab=New Business}New Business:
None
{tab=Adjournment}
With no further business to discuss, the meeting was unanimously adjourned at 1922 on a motion by Frank Chuba and a second by Fred Lanyon.
The next regularly scheduled meeting will be at 1900 on Monday, 10 September 2012 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Secretary/Recorder, RRRHOA
Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 10 September 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
09 July 2012
Presiding: Kelly McGuire
Present: Kelly McGuire,
The meeting was called to order by President Kelly McGuire at 1858.
The minutes of the 11 June 2012 meeting were read and revised to read “Red Rock Reserve” instead of “Red Rock Preserve”. The revised minutes were unanimously approved following a motion by Fred Lanyon and a second by Frank Chuba.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,775.36.
125 Donations……………………………4,630.00
Architectural Control Fees (2)………………50.00
Garage Sale Fees…………………………….60.00
Interest………………………………………16.02
Total…………..$4,756.02
Expenses………………………………..$1,293.20
Pending Expenses for Last Half of 2012:
Dumpster……………………………….$1,100.00
Insurance…………………………………1,800.00
Garage Sale:
Expense………………………………$552.32
Income…………………………………..60.00
Net Expense…………………………...492.32
Letter Reminders:
50 letters sent to homeowners as of 09 July 2012 at an expense of $22 for stamps
30 donations received as a result (60 %) for a total of $1,136.00
Cleanup:
Income from homeowners who had not paid voluntary dues….$135.00
Income from Sundance residents who dumped…………………140.00
The treasurer’s report approved as presented following a motion by David Weber and a second by Fred Lanyon.
{tab=Arch Control}Architectural Control:
Gary and Susan McClendon requested permission to apply stucco on three sides of their residence at 4355 Red Forest Road with the front of the house remaining as it is. The color will be tan. ACC Frank Chuba made a motion to approve the request and a second was made by Jim Zalmanek with full approval of the Board. A fee of $25 has been paid.
{tab=Old Business}Old Business:
The RRRHOA Newsletter was discussed and President Kelly McGuire asked for articles from Board members. He will give a recap of the cleanup weekend and garage sales. Jim Bergeron will write an article about the Community Emergency Response Team (CERT) sponsored by the El Paso County Sheriff’s office, and Jim Zalmanek plans to have his paper about the Association fund balance finished by then.
Director David Weber is still working on a letter head stationery idea that he will present to Board members for suggestions. He also feels he has over 100 e-mail addresses for residents and will write an article in the newsletter asking for more so future newsletters and/or emergency notices can be sent out electronically. Residents will also be asked to contact the Forest View Estates Water Management Company requesting e-mail messages be sent directly to them so there is no duplication with the same notice being sent by David Weber.
{tab=New Business}New Business:
With the recent Waldo Canyon fire, there was much discussion concerning fire mitigation on the Ranch, which has been discussed in previous meetings. The Board also received an e-mail from resident Elizabeth Lonnquist regarding fire mitigation, tax breaks, a possible grant for a wood chipper and a Community Wildfire Protection Plan.
President McGuire has talked at length with Dave Root, District Forrester and ACC Frank Chuba has also researched plans and possible grants for chippers (the deadline for applying has passed). The grants come from federal money that is then administered by states and comes under Community Wildfire Protection Plans. Director Jim Zalmanek has had discussions with the Palmer Lake Fire Department and they do have a Fire Protection Plan on file. El Paso County has an overall plan for the county, but it is not specific for Red Rock Ranch- however, the Ranch could possibly adapt ideas from that plan just for the Ranch. Director Jim Zalmanek said he will try to obtain a County umbrella plan that might cover the Ranch with some implementation. Resident Sharon Williams is collecting data on fire mitigation which she will share with President McGuire for presentation at a Board meeting.
The President also reported that Mount Herman Road has been closed while the Forest Service cuts a swath from the top of Mount Herman to Douglas County.
It was agreed by all that fire mitigation is a community responsibility and not just for the members on the RRRHOA to solve. We can offer advice and help with plans, but residents have to follow through.
Resident David Troudt sent a message to the Board that said he felt a decal or magnetic sign on automobiles concerning a neighborhood security presence would be useful. The Board discussed the idea and felt it was not appropriate for Red Rock Ranch.
{tab=Adjournment}
With no further business to discuss, the meeting was adjourned at 2011 on a motion by Fred Lanyon, seconded by Jim Zalmanek and carried unanimously by the Board.
The next regularly scheduled meeting will be at 1900 on Monday, 13 August 2012 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Secretary/Recorder, RRRHOA
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 13 August 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
11 June 2012
Presiding: Kelly McGuire
Present: Jim Bergeron, Jim Zalmanek, Kelly McGuire, Bill Martin, David Weber, Frank Chuba, Craig Ketels
Meeting called to order at 1857.
The minutes of the 14 May 2012 meeting were read and approved unanimously after a motion by David Weber and a second by Craig Ketels.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,931.96. There have been 116 voluntary donations amounting to $4,281.00. Architectural Control fees from one resident amount to $25, and interest from the bank account is $13.01. Total income for the year is $4,319.01. Expenses for the year total $ 734.59. The Treasurer reminded the Board that the dumpster fee has yet to be paid and that will be $1100.
The Treasurer’s Report was accepted following a motion by Frank Chuba and a second by Jim Zalmanek.
{tab=Arch Control}Architectural Control:
Director Jim Zalmanek requested approval to remove siding and apply stucco to his residence at 18040 Granite Circle, in addition to re-surfacing a deck with a composite, replace eaves and soffit, and replace windows. Color of the stucco was presented to Board members. Craig Ketels made a motion to accept the plans, a second was made by Frank Chuba and it was accepted by all board members except Jim Zalmanek who abstained. A check in the amount of $25 was paid.
{tab=Old Business}Old Business:
The Ranch-wide garage sales were discussed and a report was received from the chairwoman, Lucy McGuire. She wrote that there were 12 paid participants and 8 not registered. The traffic was consistent and those involved in the sales seemed pleased with the results. The cost did exceed expectation by $100.42, but it was noted that items such as signs can be used next year. Cost of advertising was $200, printing at Tri Lakes Printing was $241, maps were $95, and posters were $9.42, plus sales taxes.
Craig Ketels made a motion to reimburse Mrs. McGuire the $100.42 with a second by Frank Chuba. It carried unanimously.
The annual cleanup went well with 34 residents using the dumpsters in addition to several from Sundance Estates and Red Rock Preserve who paid a dumping fee of $35 for the use of the dumpsters.
President Kelly McGuire did state that Baldwin promised 40 cubic yard containers, but dropped off 30 cubic yard units instead, saying they were out of the larger ones.
President McGuire is working on the welcome letter for newcomers to the Ranch.
{tab=New Business}New Business:
There was considerable discussion concerning yard sales and the annual cleanup for next year on the Ranch.
Craig Ketels suggested using the website to include garage/yard sales and trash cleanup in advance and have a link to maps showing where sales will be held. That would save money on advertising and printing maps. He also suggested increasing fees to participate in sales from $5 to $10 or $15 per household. The next suggestion was to donate left-over goods to HAP or Tri Lakes Cares and advertise the fact that these items will stay in and help our local community. He also felt fliers could be left at homes participating in sales so buyers would be able to know which other homes are participating. Mr. Ketels said that Dave Miller agreed to let the Association put signs on his land near Red Rock Ranch Drive and State Highway 105 to advertise the cleanup and garage sales, but he was unable to contact the Nevins family about using their land and suggested that if any Board member happened to see Gary Nevins working on his property to stop and ask for his permission.
President McGuire stated that residents from Sundance Estates, Red Rock Preserve and Forest View Estates have expressed an interest in joining in the garage sales and cleanup in the future, which all present felt was a feasible idea.
Director David Weber said he had sent out a bulk e-mail message concerning door-to-door salesmen scams with no bounces, so he is confident the system is working. He also presented a letter head for possible use on official stationery and asked for comments. Craig Ketels suggested having a contest among residents with the winner of the best letter head design receiving a $50 gift certificate.
The newsletter was discussed with an option to send it out via e-mail rather than by U.S Postal Service which was felt to be more efficient and cost-saving. Treasurer Bill Martin said he has approximately 160 e-mail addresses for Ranch residents. A post card will be sent to residents informing them that the newsletter and other events will be posted on the Association website in the future. David Weber agreed to write the postcard.
Craig Ketels made a motion to hold the annual picnic/business meeting on Saturday, 25 August 2012 with a second from Frank Chuba and it was approved unanimously. The regular business meeting for August will be held on Monday the 13th, and the annual picnic/business meeting on the 25th will count as the September meeting.
Bids will be solicited next year for dumpsters so it will be in writing and thereby avoid confusion over the size of the dumpsters.
Jim Bergeron suggested that next year only two dumpsters and a chipper be in place since a good share of the dumping consists of scrub oak branches that quickly fill a dumpster. He further suggested that the person who chips be required to haul away the chipped material. This idea will be discussed as next year’s cleanup nears.
{tab=Adjournment}
With no further business to discuss, the meeting was unanimously adjourned at 2010 on a motion by Frank Chuba and a second by Jim Zalmanek.
The next regularly scheduled meeting will be at 1900 on Monday, 09 July 2012 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Secretary/Recorder, RRRHOA
Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 09 July 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
14 May 2012
Presiding: Kelly McGuire
Present: Kelly McGuire, Jim Bergeron, Bill Martin, David Weber, Jim Zalmanek, Frank Chuba, Craig Ketels
Guests: John and Jana Brandt
Meeting called to order at 1900.
The minutes of the 09 April 2012 meeting were read and amended to reflect that Director Jim Zalmanek was present once, not twice as noted in the roll call section of the minutes. Amended minutes accepted after a motion by Director Craig Ketels and a second by Treasurer Bill Martin.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,456.03. There have been ninety-four voluntary donations amounting to $3,546.00 and expenditures of $482.59 to date.
The Treasurer’s Report was accepted following a motion by Frank Chuba and a second by Craig Ketels.
{tab=Arch Control}Architectural Control:
Mr. and Mrs. Brandt requested permission to repaint and add shutters to their residence at 4315 Red Forest Road. The color of the house will be brown musso and they presented a color chip. The plans were approved unanimously following a motion to accept by Jim Zalmanek and a second by David Weber. A $25 fee was paid by the Brandts.
{tab=Old Business}Old Business:
President McGuire reported on the upcoming garage sale on the Ranch. Mrs. McGuire has 12 confirmed participants and has placed ads in Our Community News, Snippets, the Tri Lakes Tribune and the Colorado Springs Gazette. She has ordered two banners at a cost of $112 each, which can be used at future events. Maps will be printed and the total cost of all expenditures will be close to the $400 appropriated by the Board. The deadline for requesting participation is 20 May.
Craig Ketels made suggestions concerning the maps and felt if they were placed in Snippets that would save the cost of printing at Tri Lakes Printing. If maps are printed, perhaps they could be placed in a help yourself box much like realtors do and save the manpower needed to hand them out. President McGuire agreed to research the map idea concerning Snippets versus Tri Lakes Printing costs. Craig Ketels agreed to contact Gary Nevins about placing an advertising banner on his property near State Highway 105 and Red Rock Ranch Drive. David Weber stated that he will send out an e-mail to residents about the garage sale.
In other old business, Craig Ketels raised the question of having $15,000 in reserve as noted in the February 2012 minutes. He felt residents should be aware of the rationale behind that amount. Jim Zalmanek agreed to compose a short explanation that can be sent to residents with input from Board members.
The members each signed up for two hour tours of duty for spring cleanup at the dumpster in the park on 08, 09, and 10 June. Craig Ketels raised the question of residents dumping trash on these days. Should those who do not pay their voluntary dues be allowed to dump for free as the residents who do pay are allowed? Architectural Control Chairman Frank Chuba suggested sending a thank-you card to residents who have donated and that would give them access to free dumping. After much discussion, it was agreed that paying members will dump for free and non-paying residents will only be allowed to dump if they make a voluntary $35 donation to the RRRHOA. Treasurer Bill Martin will have available a roster of all residents indicating those who have paid their voluntary dues.
Bill Martin purchased ten bags of bark approved by the Board, and that was spread in the park garden area. He feels it will have to be repeated next year.
{tab=New Business}New Business:
President Kelly McGuire attended the NEPCO meeting on Saturday, 12 May 2012 and stated that Representative Amy Stephens was the speaker. As always, minutes of that meeting are available on line.
Treasurer Bill Martin stated that he has e-mail addresses for the majority of Ranch residents and President McGuire said his goal is to send the newsletter electronically, except for the annual letter requesting voluntary donations which would be sent by USPS. Craig Ketels said he would research local advertising possibilities that could possibly cover the cost of printing and mailing the annual newsletter. It was noted that no personal ads would be accepted- only businesses. There would also be a disclaimer that the Association assumes no responsibility for nor specifically endorses any product or service advertised.
Bill Martin has composed a welcome letter draft for new residents to the Ranch that will be mailed with the president’s signature. Members were asked for input, but it was stressed that the letter should be no longer than one page.
Director David Weber attended the 03 May 2012 meeting at the County Court House concerning HOA’s and felt there was nothing new to report. Much of the discussion centered on properties such as apartment complexes and condominiums.
Val Martin has spent many hours over many years improving the physical looks and tending plants at the Association Park and members felt a letter of thanks and appreciation is in order. Craig Ketels agreed to write the letter for President McGuire’s signature.
{tab=Architectural Fee Policy}Architectural Fee Policy:
Architectural Chairman Frank Chuba discussed guidelines for fees and general improvements in accordance with the RRRHOA covenants. His recommendations are:
Maintenance & Restoration of RRR Properties
In light of the positive responses to the recent newsletter article on architectural control the RRRHOA board discussed ways to simplify this process and make it more user friendly for our residents. It is the intent of the RRRHOA board to encourage and facilitate the maintenance and upkeep of RRR properties by the owners. In the interest of eliminating unnecessary administration for routine maintenance and restoration of existing structural elements on RRR properties the board does not consider the following types of projects to be “alterations” as defined in the covenants and therefore these projects do not require architectural approval by the board.
Projects of this type would include but not be limited to:
- Repainting, re-staining structures to their original color.
- Repaving existing driveways (No expansion or rerouting).
- Repairing, replacing existing fences with the same type of fence.
- Repairing, resurfacing existing decks. (No expansion of deck area)
Projects that add new elements (sheds, antennae, decks, etc) or significantly modify or expand existing structures (re-roof, re-siding, additions) continue to require architectural approval in accordance with the covenants.
We applaud our residents’ efforts to maintain and beautify their properties and will continue to facilitate their efforts in any way we can as a board.
{tab=Adjournment}
With no further business to discuss, the meeting was adjourned at 2034 on a motion by Frank Chuba and a second by Craig Ketels.
The next regularly scheduled meeting will be at 1900 on Monday, 11 June 2012 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 14 May 2012 meeting.
