Meeting Minutes
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- Written by: Kevin Guy
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RRRHOA Monthly Board Meeting December 11, 2023
Meeting Locations: Zoom meeting. Meeting was called to order by President Lonnquist at 7:02pm
Board members in attendance: President Lonnquist, Director Pheteplace, Director Quinlan, Director Kittleson, Treasurer Griffith, Director Guy and Vice President Miller.
Resident guests in Attendance: Mr. Nowacki, Mrs. Yack and Mr. Pryor.
Architectural Control: Nothing new to approve
Approval of the minutes: Vice President Miller made a motion to approve the November meeting minutes, Treasurer Griffith made the second. The November meeting minutes were approved unanimously and will be posted to the RRR HOA website.
Treasurer’s report: Treasurer Griffith presented the monthly Treasurers Report. Beginning balance was $30,066,70. Additions were 24 cents bank interest and expenditures were $523.37 for FireWise, $188.00 for P.O. box rental, $1,831.83 for insurance premium and $37.06 for park flag replacement. Ending balance is $27,486.68. Director Guy made a motion to approve the December Treasurers report and Vice President Miller made the second. The December Treasurers Report was unanimously approved. Treasurer Griffith will present a budget comparison at the January meeting.
Old Business:
RRRHOA Board Meeting Rules and Standards of Conduct: It was decided to take the proposed Rules & Standards of Conduct down from the website. The RRHOA Board is reviewing proposals for a Meeting Rules and Standards of Conduct (MRSC) policy. Proposals are currently under review and this effort will be taken up again in the 2024 year.
Web Site: Web site is up to date. There was discussion about whether or not to post member emails to the board on the website with the minutes. Director Guy created a check box on the contact the board link to give permission for the board to use members email addresses when they want to share information with the residents. To add an email address to the list, go to rrrhoa.org and click on the Board of Directors link at the top menu. Then click on Contact Board- complete name and email address and click the check box at the bottom. (Check Box to Authorize Email to be added to RRRHOA Broadcast Email List) President Lonnquist will compile the distribution list.
Mr. Pryor asked if there is a way to make the check box more obvious. Director Guy is working on it.
Firewise: FireWise is certified for 2023-2024
Park Flag: Thank you to Mr. Pryor for installing new flag at park. Thank you to President Lonnquist and Director Pheteplace for putting up the holiday decorations at the park.
Liability Insurance: New insurance is in place, should receive refund for previous policy.
Forest View Acres Water District: Next meeting January 24
New Developments: Red Rock Acres; looking for inclusion in the water district in January.
NEW Business:
Homeowner correspondence to the Board:
Mr. Pryor: Revision of meeting minutes- Meeting minutes will stand as written. Mr. Pryor questioned why the RRR HOA is exempt from CCIOA.
President Lonnquist replied: Over the last several months, 2 of our more than 200 Homeowners Association (HOA) members have questioned whether the Red Rock Ranch (RRR) HOA Board is complying with the Colorado Statute governing HOAs, specifically the Colorado Common Interest Ownership Act (CCIOA). The Board obtained legal counsel from two law firms that specialize in HOA issues. After reviewing the HOA documents, we were advised by counsel that the RRR HOA is exempt from most CCIOA compliance based on the following.
The Board solidified the HOA position on CCIOA with legal guidance to further our exemption from CCIOA. In 2017 the Board amended the Covenants to specify four statues from CCIOA the Red Rock Ranch HOA must comply with.
Then in 2022 the Board contracted with another legal firm that stated RRR is indeed exempt from based on multiple factors: Formation date of the HOA, the amount collected in annual dues. Because our dues are donations and not mandatory, this puts the HOA in an additional position to not be required to follow all of CCIOA.
Greater than 51% financial support from homeowners allows the RRRHOA to pay for insurance and maintenance of open spaces, Firewise and other activities within the HOA.
Purchasing property within the RRRHOA area obligates owners to comply with Covenants/Declarations, as Covenants/Declarations go with the land.
Mr. Nowacki: Inquired as to which email address is best to address the HOA Board and suggested an acknowledgement of receipt. Director Guy suggested the best and most secure way to communicate with the Board is to use the “contact the board” link on the website. The President receives these emails and will provide an acknowledgement of receipt and a reply. She will share pertinent information with the Board.
Resident concerns: Mr. Pryor reported that the fence at the entrance to the park is broken. Mr. Pryor suggested to have a cup of coffee with Board members.
Round the room: Director Guy asked for volunteers to call trash companies. Director Pheteplace and President Lonnquist volunteered.
Next Meeting: January 8, 2024
2024 dates: January 8 February 12 March 11 April 15 or 16
May13 June 8 meeting & picnic July 8 August 12
September 9 October 14 November 11 December 9
Large garbage day June 15. Director Kittleson made a motion to approve 2024 dates and Director Guy made the second. The 2024 dates were unanimously approved.
Director Quinlan made a motion to adjourn the meeting and Vice President Miller made the second. The Board unanimously approved adjournment. President Lonnquist adjourned the meeting at 7:47pm.
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October 9, 2023 Red Rock Ranch Homeowners Association Minutes
Meeting began at 7:03pm
Board Members:Laura Quinlan, Julie Pheteplace, Beth Lonnquist, Scott Miller, Kevin Guy, Shannon Kittelson,
Bill Griffith, Mark Fears
Guests:
Julie Yack, Ketch Nowacki, Craig Pryor
Minutes:
Julie motioned for the approval of the September minutes. Bill had the second. Board
approved.
There was question about the posting of the April Minutes. In that the April meeting was a
member meeting, the minutes for that meeting will have to be approved at the next member
meeting which will be in April 2024. It was noted that April 2021 minutes need to be posted.
Treasurer’s Report:
Bill gave a report of the HOA’s finances. There had been deposits of $690.00 from ACC fees,
$225.00 and $150.00 in contributions. Also $0.25 had been earned in interest. Total deposits
were $1,065.25. $43.00 had been paid out for DORA registration as well as $186.24 for the
Zoom subscription. Bill is in contact with Zoom to see if the fee might be reduced in that the
HOA is a non-profit organization. FireWise has a balance of $928.01. At this time, there have
been $10,425.00 in contributions which includes some pre-pay for 2024. There have 115
contributions which is just over 55.30% of members. That is in line with the Board’s goal for
contributions. There have been $890.00 in ACC fees also. The treasury balance is $29,973
which includes the FireWise balance. Bill reported that upcoming payments will include
insurance costing between $1,500 to $2,000. Mark motioned for approval of the Treasurer’s
report. Kevin had the second. Board approved.
Old Business:
There was discussion of the special election to be held April of 2024. Bill motioned for approval
of the April election. Julie seconded. Board approved.
RRRHOA Standards of Conduct were discussed and if the standards need to be posted before
implementation. Mark motioned for approval. Bill had the second. Board approved. Scott
also wanted clarification of time given for comments from guests at Board meetings.
Standards for guest comments and time for speaking will be implemented on a provisional
basis.
FireWise:
October 21 will be the next chipping date. Julie is making lunch. The chipper is being rented
for this date.
Newsletter:
Elizabeth wrote an article explaining the need for buildings to be 25 feet from lot lines. Studies
have shown that this helps mitigate fire risk. Fire is less likely to spread with the 25 foot
spacing.
Chicken Ballot:
83% of members responded to the ballot question. There wasn’t enough votes either for or
against the provision. The Covenant stands as written.
Park Master Plan:
Scott asked about funds to be put in reserve for Park improvements. The Board favored
$20,000 in a reserve in that the Board feels there is a need to be cautious in expenditures due
to insurance costs and litigation. Colorado is pushing for HOA’s to have larger reserve funds.
Kevin offered a view that there should be more emphasis on park improvements as opposed to
a larger reserve fund. Scott is drawing up plans with different amounts of work and
expenditures.
Scott also has obtained bids for liability insurance from two carriers. After discussion, the
Board approved the offer from American Family Insurance. Julie motioned for approval and
Scott had the second. Board approved.
Forest View Acres Water District:
Nothing new in regards to HOA involvement.
In other water news, the City of Monument is expecting to have road work done by late
October.
Education Page:
Elizabeth proposed an article about making sure water supply pipes are properly installed to
prevent freezing and breakage.
Emails:
There are three emails scheduled to be posted with October minutes.
Response to members:
Scott motioned for approval of a letter in response to Craig Pryor. Shannon seconded. Board
approved.
Member comments:
Ketch thanked Bill for sending him a financial condition report. Ketch also asked about future
postings of financials.
There was a question about the timeline for posting of minutes.
It was also noted that Bill has been exceeding requirements for financial reports for the HOA.
Round the Room:
It was noted that the Park looked good.
Kevin gave a briefing about a possible trash service coordinated thru the HOA. It would not be
a required service. Kevin described how other HOA’s have done a service for their members.
There would be a requirement to pay the suggested donation to be eligible for the service, however, it wouldn’t be
required to sign up for the service.
Shannon said there was an upcoming ACC request but she hadn’t received the paperwork yet.
Meeting adjourned at 8:06pm.
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September 11, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
Meeting began at 7:06pm, called to order by Scott Miller, vice president
Board Members:
Laura Quinlan, Julie Pheteplace, Kevin Guy, Scott Miller, Shannon Kittelson, Bill Griffith, Mark Fears
Guests:
Craig Pryor
First Board Business item:
Rosalia McKean resigned. Laura Quinlan was nominated to take Rosalia’s seat on the Board. Mark motioned for approval and Julie had the second. Board approved. The next scheduled election will be at the Members’s meeting on April 24, 2024
Minutes:
Julie motioned for approval and Bill had the 2nd. Board approved.
Treasurer’s Report:
Bill reported that the month ending balance was $29,137.39. There was a deposit of $250.00 in August and that there had been another deposit of $225.00 at the beginning of September. Also, there had been $690.00 in ACC fees collected that had not cleared the bank at the time of the report. Expenses were reported as $52.74 for printing of ballots, $52.05 for FireWise volunteer lunches, $296.00 in postage. Interest accrued $1.70. Payments contributions, including a carryover from 2022, amounts to $928.01. Insurance expenses to date are $2,038.00. Total contributions for 2023 are $10,275.00. That is from 114 members, 54.81% of total members. There have been 47 contributions above the suggested $75.00 level. There have been $890.00 in ACC fees collected. Bill said he was working on a budget reconciliation in that the picnic was cancelled.
Laura motioned for approval of the report, Julie had the 2nd. Board approved.
Website:
It was noted that minutes for April 2023 had not been posted. Kevin to get with Mark to make sure he has the notes to post.
Website has some new updates and is working well.
Firewise:
Chipping moved from Sept. 9 to Oct. 21
Park:
Kevin has repaired the sprinklers. Mowing has been done by Mark.
Board discussed removing the playground equipment. There are no actual requirements for a certified inspection of the equipment.
Several Board members have been to the park to examine the equipment and no problems have been found. Board weighing the possible liability against having the equipment available for Members and their children. Scott has been researching new insurance for the Board/Park.
Board property deeds:
Elizabeth went to the County offices and has current copies of the deeds. These are available to Members upon request. The Board believes it best not to have the deeds posted on the Website. The deeds are always available from the County offices.
Posting of financial data:
Per Ketch Nowicki’s request, Bill discussed how the Board has been posting the HOA’s financial position. Bill believes the Board is fulfilling it’s duty as to keeping records. Traditionally, the information is available to anyone who requests it but the full report hasn’t been posted in the minutes. A summary of the Treasurer’s report is in the minutes each month.
It is intentional that individual members’ contributions aren’t posted in that the contributions are voluntary and the Board does not feel it is the Board’s responsibility to make public a member’s participation.
In Person meetings:
Board again discussed in person meetings in that most Board members would like to have in person meetings but Zoom meetings have been advantageous. Many times, Board members have attended meetings while on vacation or out of town on business.
Chicken vote:
In that there has been a challenge to the validity of the last ballot, Scott proposed allocating $1,500 for more legal consultation. The threat of more lawsuits is guiding the Board’s actions and expenditures. Colorado statutes require Y/N votes which the Board is trying to follow as well the Covenant requirements that a change to the Covenants have to approved by 51% of the members, either for or against. A plurality one way or the other does not pass an amendment. Laura reported that there 156 votes out of 211 members. The vote stands at 41% to 32%. Neither Yes or No has enough for passage at this time.
FVAWD, Road construction, Red Rock Acres development:
No new information regarding the above except that Monument has more work on Red Rock Ranch drive planned.
Picnic:
The Picnic was cancelled due to poor weather being forecast for the day of the Picnic.
Park Masterplan:
Scott is working with Rosalia drawing up a plan for Park improvements funding.
Emails:
Emails to the Board will be added to the minutes to help provide context for Board discussions/actions.
Trash services:
A member asked about proposed Board sponsored trash services. The trash services would be voluntary.
Board concerns:
Shannon discussed Board members resigning because they felt harassed and didn’t think Board members should be subject to behaviors that are cause of anxiety or fear. Board members are volunteers and not paid for their services.
Homeowner comments:
Craig asked about the change in Board agenda organization. Member comments have been moved to later in the meeting to facilitate the conduct of Board business and dissemination of information at the beginning of the meeting.
Craig also asked whether or not we are “private”;
It was asked where the settlement language was acquired that Craig was quoting.
Standards of Conduct:
Board discussed Standards and it was determined that a review was in order. Laura motioned for approval and Kevin had the second. Board approved.
Meeting adjourned at 8:10pm.
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Red Rock Ranch Homeowners Assoc
Meeting, April 12, 2021
Kevin gave an introduction to the Zoom meeting and that there would be one vote per property and that there would be some polling.
Board members in attendance: Kevin Guy, Julie Pheteplace, Mark Fears, Elizabeth Lonnquist, Skip Chang, Shannon Kittelson, Paul Tillotson, Bill Griffith
29 Lot owners and 13 proxies were present for a quorum.
March Minutes approval was postponed.
Treasurer’s report: Treasurer’s report had some updates since the newsletter. Bill reported that he re-registered with the Sec. of State, and annual requirement. HOA started the month with $25,265.37. $160 was contributed and there was another $2,450.00 received that hadn’t yet cleared the bank at the time of the meeting. Umbrella insurance expenses were $319.00 and one ACC fee of $25 and $0.21 of interest income. March ending balance was $25,121.12 including a charge of $1,133.50 for obligated to FireWise. Newsletter costs were $527.11 and the mowing bill was paid at $195.00. About 20% of members have contributed and $3,835 has been received recently with 15 members contributing more than the suggested yearly dues of $75.00. There were $200 coming in from prior years dues. There were $125 of architectural fees received.
Skip Chang motioned for acceptance of report and Paul Tillotson seconded. Board voted to approve.
Budget report:
Bill reported expenses have been stable from one year to the next. With an estimate of 65% of homeowners in dues and that would bring in approximately $10,090 in contributions. Architectural fees may bring in $1,000. Interest is negligible. $11,095 is expected to come in to the treasury.
Expenses are: Co. Dept. of State are $10.00, DORA fees $33.00, CONO membership workshops is $175.00, Cyber Basement (website support), $60.00. Covenant editing from attorneys estimated at $500.00. FireWise at $500.00 (funds are already set aside for FireWise.) Umbrella insurance estimated at $4,200.00. Legal fees are anticipated at $1000.00. Miscellaneous park expenses are budgeted at $2,000.00. $585.00 for mowing. NEPCO dues are $55.00. Newsletter was a little over $500.00. Picnic budgeted at $200.00. PO Box has been paid for this year at $114.00. Additional postage at $50.00. Cleanup expenses are budgeted at $500.00, primarily for the dumpster. Safety deposit box is already paid at $23.00. Tri-Lakes Cares is usually given a donation of $200.00 for letting us have meetings in their facilities. That may not be as large due to the ongoing pandemic restrictions. $100.00 of water expensed for Nevins Park. Website registration has been $140.00. Anticipated expenses of $10,985.00 will leave about $120.00 after expenses.
There were also suggestions/questions about park improvements. Mark was designated as a point person for park improvements. Jean Kraus asked about a survey concerning park usage. Bill said that pickle ball was the majority request. There were no objections the Budget stands.
FireWise:
Julie reported on FireWise efforts towards mitigations and the committees first meetings. Chipping days are June 12, July 17, August 14, and Sept. 18. Up to twelve homes each day can be serviced and pre-registration is required. She urged owners sign up for free assessment for mitigation. She gave the FireWise address as
NEPCO (Northern El Paso County Coalition of Community Associations):
NEPCO estimates there may be an increase 0f 39 to 49% in new homes in the Tri lakes area. She also reported on the possible development , Red Rock Acres, and the discussions with the County Planning Commission.
Annual Picnic: August 28, Saturday afternoon. All owners are encouraged to participate.
Board Positions and Nominations:
Three Board Member Positions were up for election. Three HOA members ran unopposed and were elected.
Julie Pheteplace, Shannon Kittelson and Doreen McLaughlin were elected to 4 year term on the Board.
Open Discussion:
Monument Water Tank: Will be placed in Forest View Acres IV, lot 6 in the future.
Covenants: There was a majority of lot owners in favor of extending the covenants in perpetuity. The Covenants may need further amending to become current with State and Federal Law. A poll showed about 70% of the lot owners present at the meeting are against having chickens in the HOA.
Lawsuit: This will affect how much the Board is able to allocate resources on the park. Complainants stated they will make the lawsuit available to homeowners.
Meeting was adjourned at 8:45.
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August 14, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
Meeting began at 7:05pm.
Board Members:
Elizabeth Lonnquist, Laura Quinlan, Rosalia McKean, Shannon Kittelson, Julie Pheteplace,
Scott Miller, Mark Fears
Guests: Ketch Nowacki, Craig Pryor
Guest Concerns:
Ketch had sent e-mails to the board and asked about the status of the correspondence. The emails
concerned the financials of the HOA. He also asked about the timeline for a reply.
Elizabeth explained that Bill Griffith (treasurer) was not at this meeting and wouldn’t be
available for the immediate future. A summary of monthly financial statements compiled by Bill
have been posted in the monthly minutes.
The HOA controls/owns two pieces of property and Beth explained that if someone wanted to
see the deeds immediately that the information is readily available at the county assessors
office. She would be getting copies to have on hand also.
Craig Pryor asked about the appointment of Laura Quinlan to the Board. He was wanting to
make sure that the proper procedure for making appointments to the Board had been followed
and that Laura’s position hadn’t expired. Elizabeth said the Board would follow up on this item
at the next Board meeting.
ACC:
Andrew Wacker had put in a ACC request for the installation of solar panels on the back of his
house. He has sent in the $25.00 check. Rosalia motioned for approval and Julie had the 2nd.
Board approved.
Kelly Smith also had put in a request for a solar panel installation and had sent in the ACC fee.
Julie motioned for approval and Scott had the 2nd. Board approved.
Kimberly Leonard’s request was for the installation of a Tuffshed. The position of the shed was
reviewed. It was determined it met all the requirements. Fee has been paid. Scott motioned for
approval, Shannon had the 2nd. Board approved.
Stetler household had a request but approval was moved to next month’s meeting. Shannon is
getting clarification on what is exactly being planned.
Minutes:
Discussed minutes and statements about required percentage of homeowners voting for a
measure to pass a covenant change. It was decided that e-mails to the Board would be added
to the minutes.
Treasurer’s Report:
Bill Griffith was unavailable for this Board session. Elizabeth gave short summary of Bill’s
report. The HOA has a balance of $29,288.06 at the time of this meeting. There has been a
collection of $295.24 in donations and ACC fees, including $1.45 in interest. $23.00 had been
payed to CyberBasement for website maintenance. 51.92% of HOA members have sent in
yearly donations. 44 have donated more than the suggested $75.00. $125.00 in ACC fees
have been collected.
FireWise:
$123.00 was paid out for a FireWise banner. The banner is designed to be reused. Board
discussed adding $500.00 to the fund for FireWise. Julie motioned for approval and Laura had
the 2nd. Board approved. That would bring FireWise fund to $1,031.38
Rosalia said she would send a report to Ketch.
Last chipping session served 11 houses. Next chipping date is September 9th.
Reserve Fund:
Elizabeth said that in 2012 the Board proposed setting up a Reserved Fund. At that time, it
was determined that $12,000.00 would be the goal. The fund wasn’t established but the
present Board thinks that a Reserve Fund should be established. The amount desired would
have to be increased in that it is now more than ten years later. More discussion is scheduled
for the next Board meetings.
Website:
Discussed what is missing on the current website and what might be added. Shannon
motioned for a “education” tab to be added to the website to make current/past articles more
accessible. Scott seconded. Board approved.
Park:
Rosalia gave a rundown on information she had gathered about playground inspections/
inspectors. Routine checks on playground equipment don’t need certifications. Small
playground areas are not usually inspected unless a specific insurance plan requires it. A Mr.
Clifford is available to do an inspection for the HOA and is certified. Scott motioned to
authorize the $250.00 inspection and Mark had the 2nd. The vote was 6-2 for approval. Scott
thought that no new equipment should be purchased until the Reserve Fund is set up. Kevin
stated he thought that the sprinkler repairs should be postponed until next spring. A motion for
abeyance vote was made by Mark, Kevin had the 2nd. Board approved.
Rosalia stated that she thought that the Board should develop a plan for park improvementsahead of the next Member’s meeting in April.
FVAWD:
There wasn’t new information about planned residential developments.
Picnic:
Scheduled for August 26th.
Insurance:
Elizabeth is researching a new broker for the Board.
Red Rock Ranch Drive:
City of Monument is planning more work/repairs in September.
Ballot:
Laura has sent out a list of names for follow up on voting for the chicken amendment. She
reported that there has been a return of approximately 50% so far.
E-mails:
Discussed timeline for replies to e-mails to the Board.
Around the Room:
It was noted that some of the fence posts at the entrance to Nivens Park had been knocked
down. Mark said he would remove the fallen pieces.
Kevin told Elizabeth he had a document from Skip for her.
Rosalia asked that anyone attending Board meetings via Zoom turn on their cameras. This
idea was agreed upon but there was discussion if this needed to announced thirty days ahead
of implementation. Some members may need coaching on how to use Zoom. It was decided
to put the request for video in replies to meeting attendance requests.
Scott will chair the meeting in September.
Meeting adjourned at 8:22pm.
