Meeting Minutes
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- Written by: Kevin Guy
- Category: Board of Director Meeting Minutes
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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.
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July 13, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
The meeting began at 7:17pm.
Board Members:
Laura Quinlan, Bill Griffith, Shannon Kittelson, Scott Miller, Elizabeth Lonnquist, Julie Pheteplace, Mark Fears
Guests:
Melisa and Steve Andrichak, Craig Pryor
ACC:
Melisa and Steve are building on Sandstone. They discussed with the Board their ideas about where the house might be located on the lot. They described the proposed shingles, stonework, paint colors, and the walkout deck. Shannon told the Andrichaks that the ACC fee might be different than first discussed. Julie motioned for approval with Bill having the second. Board approved.
Joe Figueroa had a shed request. The paint is to match the house and has a 25’ buffer. The payment has already been submitted. Mark motioned for approval. Bill had the second. Board approved.
Scott Miller had a request for a redo on his roof. There will be no change in appearance. Julie motioned for approval. Bill had the second. Board approved.
Jack Pruitt brought a request for a fence install, trying to get work going by a July 26th closing date. It is to be a three split rail fence that incloses one acre. It is 25’ from the lot line. Scott motioned for approval. Shannon had the second. Board approved.
June Minutes:
No changes and Bill motioned for approval. Julie had the second. Board approved.
Special meeting minutes where also approved. Scott had the first with Laura the second.
Treasurer’s Report:
Bill reported that at the time of the meeting the HOA had a balance of $28,318.59. There had been contributions of $795.00 and $145.00 for a total of $940.00 thru July 13th. $25.00 in ACC fees had been collected. $123.01 had been spent on a reusable FireWise banner. Mark motioned for approval and Julie had the second. Board approved.
FireWise:
The upcoming August 2nd meeting was noted and that 25 households had signed up. A September 9th chipping date was discussed as an additional date. Elizabeth proposed adding another $500.00 to the FireWise fund. Scott motioned for approval and Laura had the second. Board approved. There was discussion on the possible addition of other chipping dates.
Website:
Nothing to report.
Park:
Mark reported on mowing and cleanup at the park.
FVAWD:
There was a July 26th meeting of the water board. No new information on the proposed Red Rock Acres development at this time.
Annual Picnic:
The Picnic is to be held on August 26th. Julie volunteered to bring pulled pork, Elizabeth - brats, Kevin is bringing water, Bill - condiments.
Ballots for vote on Chickens in the HOA areas:
Laura said that all the ballots had been mailed. Printing costs were discussed as well as the cost for stamps and envelopes. There was a discussion about how many returned mailings are to be expected. Laura and Bill are working on assignments for going out to request votes as 51% is required for a measure to pass either way.
The Board wants to remind owners that there is one vote per lot.
Red Rock Ranch Drive:
Paving has bee redone. More work along the road is scheduled for August and September.
Residence emails:
The Board again worked on ways to ensure all households are made aware of HOA business. Emails provide the quickest way to disseminate information but there has always been at least 35% of households that either don’t have an email address or haven’t provided it to the Board.
Board Priorities:
The Board addressed some of the points Craig Pryor had brought up. As to rewriting the Covenants, !00% of homeowners would have to approve a new covenant. Elizabeth gave an explanation for the Board’s actions in regards to the half way house, short term rentals, and the work on the question of chickens. Craig had also asked about park improvements. The Board explained that there had been efforts towards resurfacing the tennis court but because of funds outlay for lawsuit defense, the park improvements had to be postponed.
Round the Room:
No additional topics were brought to the meeting. It was noted that a playground inspector is scheduled for August 14th.
Laura volunteered to assist in setting up Zoom meetings.
Last discussions concerned homeowner education and the number of greenhouses.
Meeting adjourned at 8:15pm
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June 12, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
The meeting began at 7:03pm.
Board Members:
Elizabeth Lonnquist, Rosalia McKean, Julie Pheteplace, Bill Griffith, Laura Quinlan, Scott Miller, Kevin Guy, Mark Fears
Guests:
Craig Pryor, Jason Krause, Lana Lawson, Ketch Nowicki, Matt Quinlan
ACC:
Jason and Lana had a request for a fence to keep their cats in and also protect them. Rosalia inquired about the height and whether it would impact wild animals. The fence will be approximately six feet high.
Kevin motioned for approval. Bill had the second. Board approved.
Kevin displayed HOA fence policies to help clarify height requirements.
May Minutes:
Corrections noted by other Board members were applied and Julie motioned for approval. Rosalia had the second. Board approved.
Treasurer’s Report:
Bill reported that $2,115.00 in contributions and ACC fees had come in to the HOA. $440.00 of that amount was contributed since the first of June. There was a payout of $1,686.00 for insurance ($2,038 for the year). In addition, the Board paid $123.01 for the FireWise banner (which is reusable).
At the end of May, the HOA has $28,318.59 ($9,225.00 in contributions, $100.00 in ACC fees ytd). 49.52% (103) of owners have contributed. 41 have given more than the recommended $75.00.
Bill also reported that there is $531.00 already designated for FireWise and that there is additional funds for FireWise in the budget that haven’t been specifically allocated from the HOA funds at this time.
Mark motioned for approval of the Treasurer’s Report. Laura had the second. Board approved.
Website:
Website is working well. Elizabeth has new articles for the website. There was discussion about adding information about the mitigation work in Pike National Forest and the issue of hikers and bikers still entering active work zones. Elizabeth has been working for an extended period of time on getting the work accomplished.
FireWise:
Julie reported that sixteen owners have signed up for chipping. Scott reported on the schedule. TriLakes FD is covering the cost of the chipper. (In a related note, Bill had reported that owners utilizing FireWise were up to date with their dues.) At the time of this meeting all available time slots have been reserved. It is possible more time slots could be made available.
Park:
Mark and Keith have been mowing the parks. The tennis court net has been taken down because the cable holding up the net is broken. It will take approximately $60.00 to get a new cable. All new fixtures will be approximately $650.00
FVAWD:
Next meeting is on June 28. Nothing to report in regards to RRRHOA.
Red Rock Acres:
No new information
Members’ Picnic:
The Picnic is scheduled for August 26. Various board members volunteered to bring food items and condiments. Members are urged to bring a dish to share also.
Road Repair:
Elizabeth has been communicating with the City of Monument about the time frame for repairing Red Rock Ranch Drive. She was told that repairs would be later in June.
Garbage Collection:
Kevin is planning on having more information in the coming months.
Chicken Ballot:
Laura has been working on making the ballot as concise but also as explanatory as possible. She and other Board members were concerned about making members aware of the consequences of not voting. She also wants to remind everyone that there has to 51% of members voting one way or the other for passage.
Round the Room:
Julie noted that cement was being delivered and poured for Monument’s new water tank. There will be a lot of addition large vehicle traffic until the work is finished.
Laura inquired about which governmental body is responsible for the culverts, ditches along the streets. El Paso County is responsible for road maintenance.
Meeting adjourned at 8:02pm.
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May 8, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
Board Members: Elizabeth Lonnquist, Rosalia McKean, Shannon Kittleson, Bill Griffith, Julie
Pheteplace, Laura Quinlan, Scott Miller, Mark Fears
Guests: David Yack, Julie Yack, Matt Quinlan
Meeting started at 7:03pm
Executives were voted on by the Board as follows:
Bill nominated Elizabeth for President, Julie had the second. Kevin nominated Scott for Vice
President and Rosalia had the second. Laura nominated Mark for Secretary and Bill had the
second. Bill was nominated as Treasurer by Rosalia with Shannon having the second. The
Board approved all nominations.
President - Elizabeth Lonnquist
Vice President - Scott Miller
Secretary - Mark Fears
Treasurer - Bill Griffith
ACC:
Tod Teska submitted a fencing request. He has already paid the fee and Shannon is confirming
the placement in regards to lot lines. Mark motioned for approval and Laura seconded. Board
approved.
March Minutes:
There was a short review of the minutes and Julie motioned for approval. Bill had the second.
Board approved.
Treasurer’s Report:
Bill reported that there had been good participation in paying HOA dues. The balance at the
time of the report was $28,465.21. This is up from $22,436.18 at the beginning of the month.
There has been $6,160.20 in deposits from contributions and $50.00 from ACC fees. The $.20
is from interest accrued.
There is a carry over of $654.39 in contributions for FireWise. Insurance expenses at report
date are $352.00.
Activity that hadn’t cleared the bank as of the report date include $50.00 for the Cyber
Basement subscription, $1,686 for insurance and $110.86 for printing the newsletter.
Total contributions for 2023 are at $7,260. Total ACC fees for 2023 are $175.00. Contribution
percentage stands at 38.9% with 81 contributions. There have been 33 contributors that have
given more than the suggested $75.00.
There is no planned payment for a clean up day because it has been decided to cancel this
year’s clean up day.
Mark motioned to accept the Treasurer’s report. Kevin had the second. Board approved.
Old Business:
With Paul’s retirement, Kevin has responsibility for the website. He reported that the website
has been updated to 4.0 with no major problems. Kevin said Paul had done a good job in
updating/maintaining the site. The only ongoing issue is with the calendar. It didn’t port over
correctly after the update.
April minutes:
There is a message on the website regarding the April meeting/minutes. Also, there is an
update to the NEPCO meeting also.
In addition, on the website, there is an update on the new terms for the directors and it was
decided to have also a list of past directors included.
Julie volunteered to assist with the website due to Paul leaving the Board. Kevin suggested
Julie setup a practice session for Zoom administration. Bill said he would help.
FireWise:
Julie discussed trying to get more households to sign up to use FireWise. There will be signs
and banners announcing the next chipping dates. At this time, chipping is scheduled for
June 17 and August 12. David Yack asked if $654.00 is enough. There is another $500.00
budgeted for FireWise but it has not been moved into the FireWise account at this time.
Park:
Mark is going to work on a mowing schedule and Elizabeth volunteered Keith to help. It was
noted that the tennis courts needed to be weeded. Kevin is working on the sprinkler system.
The fence has been repaired by the City of Monument and road repairs have been started. The
large section of Red Rock Ranch Drive that is gravel will probably stay that way until July or
August due to additional testing on the newly installed water pipe.
Forest View Acres Water District:
FVAWD had a meeting on May 24. In an early meeting lawyers for Red Rock Acres
development were there trying to get clarification on their questions. Same issues with the
development were brought up again as there could some limit to the number of taps sold
depending on lot size/etc.
There was a discussion of what is appropriate to be discussed at RRRHOA board meetings in
regards to FVAWD. There are board members of the HOA that have spoused on the board of
FVAWD. No issues were brought up that seemed to impact either board and Kevin suggested
that the HOA could post information from the water board via a link on the website to FVAWD.
Annual Picnic:
The annual member’s Picnic will be August 26. Scott asked about the timing of the meeting
and whether an earlier date could be considered. He brought up that the timing in August
might prohibit some people/families from attending.
New Business:
The April member meeting went smoothly and the vote went well with the required number of
members/proxies to validate the voting.
Kevin has had to delay research into group rates for garbage collection. Julie said she could
help some with the research. The Board also discussed how to handle payments for the
collection and whether collections would/would not be tied into contributions. Rosalia asked if
participation would be voluntary. Bill was concerned about keeping collection fees and HOA
dues separate. There wasn’t a decision about implementing a new plan but Kevin said some
areas have seen a reduction of 30% in collection fees.
Chicken Amendement:
June 14th is the end of the comment period. There will be two options on the ballot. 51%
participation is required for the vote to be legal. There will be sixty days to return the ballots.
Laura gave an explanation to the changes and intentions in the wording of the ballot.
After the end of the comment period the final form of the ballot will be approved and then
posted on the website. The vote on the proposed amendment with then be held.
Round the Room:
There was a discussion about posting the names of owners that have paid the annual dues. It
was decided to not post any names. Kevin suggested a gift for Paul for all the hours he put in
to making the website run.
Julie motioned to adjourn. Mark had the second. Board approved. Meeting ended at 8:38pm.
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March 13, 2020 Red Rock Ranch Homeowners Association Monthly Meeting
Board Members: Beth Lonnquist, Julie Pheteplace, Kevin Guy, Shannon Kittleson, Skip Chang,
Laura Quinlan
Guests: Craig Pryor, Tom Dermody
Meeting began at 7:02pm.
Beth began the meeting with questions from Tom Dermody. He was wondering if Spruce (st.) was maintained by El Paso County. The County does have responsibility for maintaining Spruce. He asked about HOA dues and the covenant. He was informed that the dues are voluntary but the covenants are mandatory.
Architectural Control Committee:
The request by the Yacks for approval of their shed was discussed. Julie motioned for approval with Shannon having the second. Board approved.
February minutes:
Mark motioned for approval with Julie second. Board approved.
Tresurer’s Report:
Bill couldn’t attend the meeting and Beth gave the report. Nothing new in the report as far as payments/receipts. Kevin asked about the bill for Cyberbasement (website support). The bill was for $30.00 and was approved.
It was noted that there is an old “cc” that is no longer valid on the website.
Skip motioned for approval with Mark having the second. Board approved.
Bill also sent out the proposed budget.
It was decided to bring up the annual Clean Up Day at the members’ meeting.
Julie motioned for approval of the proposed budget. Skip had the second. Board approved.
Website:
Kevin reported that the calendar on the website was causing some problems. Paul and Kevin are researching the fix. Temporarily suspending use of the calendar might be necessary. They are working on the transition to the next website update (4.0).
Firewise:
Julie said June 17 is the only date finalized so far for chipping on the Firewise calendar. More will probably be added at a later date. Julie gave Tom an explanation of what Firewise does and it’s accomplishments. (
Park:
Some of the fence still needs to be replaced from the City of Monument’s road work.
Craig volunteered to help with Park landscaping and maintenance. The garden needs to be cleaned up and the use of drought resistant plants is recommended. Kevin is finishing up the work on the sprinkler system.
FVAWD:
No new information about Red Rock Acres development and how that might affect the Water District.
There is another development in the works on the north side of HWY 105. The development is in discussions with Palmer Lake about water/sewer.
Newsletter:
Beth has sent a copy out to the Board for review. Laura suggested moving the donation form to the bottom of the newsletter to make it easy to use. The Newsletter will be printed and mailed out within two weeks.
Kevin asked about the addition of covenant information into the newsletter.
Julie motioned for approval with Skip second. Board approved.
Annual Clean Up Day:
It was started originally to help with fund raising/dues collection as well as help with owners’ disposal of trash. It hasn’t been as effective the last couple of years (covid?). Discussion ongoing about the number of days and dumpsters required.
April 17 Owners’ meeting:
Will be held at the Chamber of Commerce building. Beth has sent out the agenda and mentioned getting proxies for Board members that will not be able to attend and from members also not attending. There needs to be at least 42 votes from members/proxies at the meeting to make the voting valid.
Julie motioned for approval of meeting plan with Mark having the second. Board approved.
New business:
A discussion was started about negotiating with waste disposal companies for a better rate for RRR homeowners. Kevin said it was possible to get a better rate and incorporate dues into the rate plan. The discussion did not suggest that the dues would be mandatory, just that it would be a way to streamline payments for participants. Kevin said most companies required a two year contract and payment up front.
It is noted that Doreen has retired from the Board in December. Skip and Paul said they would not run in the next election. The Board thanks all three members for their service and wishes them the best in their new endeavors.
Skip motioned for adjournment, Kevin had the second. Board approved.
Meeting ended at 7:50pm.
