Meeting Minutes
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- Written by: Kevin Guy
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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It was noted that there is an old “cc” that is no longer valid on the website.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.
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Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by Vice President Skip Chang at 7:08 pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Laura Quinlan, Bill Griffith, Julie Pheteplace and Shannon Kittleson
Guests present: Matt Quinlan, Craig Pryor and Juliette Yack
Vice President Chang asked if any guests had any concerns or comments at this time. Craig Pryor mentioned the pending issue with the October minutes. The minutes will be amended. Craig Pryor’s granddaughter asked if the HOA could add some fun equipment to the park. Director Griffith replied that we need to fix the tennis/pickle ball court first and then we will see how much money we have left for the playground.
November Minutes: Director Pheteplace made a motion to approve the November minutes, Director Tillotson seconded the motion and the minutes were approved unanimously.
December Minutes: approved electronically
January Minutes: Will be approved electronically after Director Griffith amends treasurer’s report.
Architectural Control: No ACC to report
Treasurers Report: Director Bill Griffith reviewed the January Treasurer’s report. Director Pheteplace made a motion to approve the January Treasurer’s report and Paul Tillotson seconded the motion. The report was unanimously approved. Director Griffith will amend the 2023 budget.
Member Meeting in April: The annual member meeting will be held at The Chamber House on 105 next to Jarrito Loco on April 17 at 7pm. There are 3 board positions that will be up for election in 2023.
Old Business: Director Tillotson reported that the website has been working fine. He will need to do some updates/convert to new server, later this year which may cost $300.
Park Clean-up and Repair: There was a discussion about moving the annual clean up day to every other year and use the money that would have been spent on the clean up ($1200) for fixing the tennis/pickle ball court. It was decided to ask the members at the annual member meeting.
FireWise: Dave Betzler composed a letter to residents requesting new volunteers to serve on the FireWise Board. Scott Miller will monitor the FireWise email account and compile a list of responses. The Tri Lakes Fire Department will be accepting requests for chipping dates in the second week of March. We will try to reserve 3 or 4 dates for this summer.
Forest View Acres Water District: Next meeting February 21, 2023. Vice President Chang suggested we have enough volunteers to take turns mowing Nevins Park.
Annual picnic was set for August 26 at noon in Nevin Park.
There was discussion about the proposed new development on the east side of 105 just south of the recovery center.
Vice President Chang reminded the Directors that their Newsletter articles are due on 2/15.
Director Quinlan motioned to adjourn the meeting and Vice President Chang seconded the motion.
Vice President Chang adjourned the meeting at 8:02 pm.
The Board went into executive session.
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Board Members: Paul Tillotson, Beth Lonnquist, Julie Pheteplace, Shannon Kittlelson, Skip Chang, Bill Griffith, Laura Quinlan
Guests: Craig Pryor, Matt Quinlan Meeting called to order at 7:00pm
December Minutes: Skip motioned for approval with Bill having the second. All approved. In regards to Craig Pryor’s request to amend the October minutes; it was decided to rewrite the Oct. minutes with the revision to be evaluated at the February meeting.
Treasurer’s Report: The HOA received $1,925.00 from the city of Monument for the easement for Monument’s water line. Bill also reported that $585.00 was spent to cover the last legal expenses along with $100.00 donated to Tri-Lakes Cares. $654.39 was designated to FireWise. $0.19 was accrued in interest. Bill reported that there had been $1,302.80 received in ACC fees. Mark motioned for approval and Paul seconded. Board approved.
New Budget: Bill gave a synopsis of a proposed budget. It will be similar to 2022. There are 207 homeowners in the HOA. There was a 55.7% participation in suggested dues. Bill said that the HOA received $5,400.00 more than the projected income from dues. He said that expenses were very close to projections with the newsletter costing less than expected but FireWise contributions were higher than initially budgeted. Insurance costs were a little lower than projected. Park expenses were higher than first budgeted but the donation from David Jones helped cover that. Bill said that expense variances were around nine percent. There is increased awareness of fire danger in the HOA and more interest in FireWise participation. There will be an ongoing need to support FireWise including the use of the Fire Dept. chipper. At this time, the HOA has $654.00 to donate to FireWise. There is a $100.00 expense for Zoom registration. For next year’s budget, Bill said he expects $6,500 in dues receipts with another $1,000 in ACC fees. Interest may add up to $5.00. Along with the new Zoom fee, he put in a line for $600.00 for Nivens Park and the need for some expenditure for a new flag (approximately $150.00). Bill projects a positive balance of $18.00 for 2023. Skip inquired about 2023 Clean Up Day and whether the HOA wants to do this year similar to 2022 by renting two dumpsters. It was decided to take up the details of Clean Up Day at later meeting. Skip motioned for approval of the proposed budget and Paul had the second. Board approved.
Website: No reported problems. Paul said the website is performing well with an update scheduled in about a month.
FireWise: At this time there is no new activity to report. New recruits to help with chipping days, etc. are needed. There is a FireWise conference scheduled on April 10 and 11th in Ft. Collins.
Nivens Park: Nothing new to report in regards to park activity. The crew working on the Monument water line has replaced some of the split rail decorative fencing. There may be more to be done as the water line work progresses. Beth reported that she had asked to Forest Service to post “No Camping” signs around the Mt. Herman trails. The Forest Service said that they would not post any signs.
April Meeting: The April HOA meeting will held in the Chamber of Commerce conference room. There will be three board seats up for reelection. There needs to be at least 20% member participation for the election to be valid.
Around the room: Laura asked about the “star” next to the February meeting on the calendar. It’s a reminder that Beth will be gone and Skip will chair the meeting. Shannon reported on an ACC request for a roof repair (it will be a metal roof). At the time of the meeting the homeowner had not been contacted. No vote was taken at this time. If voted on by email there needs to be a 100% vote from the Board. There was a discussion of owner concerns about loose dogs. Mark motioned for adjournment with Julie having the second. Board approved. Meeting ended at 7:59pm
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December 12, 2022 Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by President Beth Lonnquist at 7:03pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Doreen McLaughlin, Bill Griffith, Julie Pheteplace and Shannon Kittleson
Guests present: Laura Quinlan, Matt Quinlan and Craig Pryor
President Beth Lonnquist asked if any guests had any concerns or comments at this time. There were none.
November Minutes: Will be approved in January 2023
Architectural Control: No ACC to report
Treasurers Report: Director Bill Griffith reviewed the November Treasurer’s report with an ending balance of $20,624.69. Director Griffith reported that he received a check from the FVAWD for $1925.00 for the easement at the park. Director Skip Chang made a motion to approve the November treasurer’s report and Doreen seconded. The board unanimously approved the November treasurer’s report. Director Bill Griffith will propose a 2023 budget at the January meeting. Director Griffith motioned to donate $100 annually to Tri Lakes Cares. Director Doreen McLaughlin seconded. The board unanimously approved.
Director Kevin Guy inquired about expenditure to repair the water system at the park. $400 was approved for that purpose at the last meeting and will roll over to 2023 budget.
Craig Pryor inquired about his request to correct the October minutes. President Beth Lonnquist will follow up with Secretary Mark Fears and get back to Craig Pryor.
There was discussion about how to maintain educational articles on the website.
There was discussion about damage to the rail fencing at the park by the Monument water project. President Beth Lonnquist will reach out to the Town of Monument to see if they will replace the damaged fence.
President Beth Lonnquist accepted Director Doreen Mclaughlin’s resignation and suggested appointing Laura Quinlan to finish out Director McLaughlin’s term. Director Julie Pheteplace made a motion to appoint Laura Quinlan and Director Bill Griffith made a second. The board unanimously approved.
Member Meeting in April: There was a discussion about a venue for the annual member meeting in April. President Beth Lonnquist will inquire if the Monument Chamber of Commerce building is available. There are 3 board positions that will be up for election in 2023.
Old Business: Director Tillotson reported that the website has been working fine.
Park Clean-up and Repair: The flag in the park has been taken down due to broken rope. Craig Pryor has agreed to replace the rope and rehang the flag, and to hang a new flag when necessary. Director Skip Chang made a motion to approve up to $150 for flag repair/replacement. Director Bill Griffith seconded. The board unanimously approved.
FireWise: No FireWise activity to report.
Forest View Acres Water District: Next meeting January 25, 2023.
The Board reviewed dates for meetings in 2023.
President Beth Lonnquist adjourned the meeting at 7:55 pm.
The Board went into executive session.
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November 14, 2022 Red Rock Ranch Home Owners Association Monthly Meeting
Board members: Kevin Guy, Beth Lonnquist, Bill Griffith, Doreen McLaughlin, Julie Pheteplace, Paul Tillotson, Shannon Majestic, Mark Fears
Guests: Heidi Juell, Matt and Laura Quinlan, Julie Yack, Craig Pryor
Resident concerns: Heidi Juell had questions about fire burns and the permitting process for burn permits. She asked why it was allowed. The permit process was discussed and it was noted a burn ban would be difficult to implement given existing regulations that allow for burns. It was also noted that burns do have beneficial effects. It was suggested that Firewise could be used to alert owners to planned burns. There is a requirement in place to notify immediate neighbors. Emergency Management contacts were given and are Stan Vanderworth and Jim Reed. A question was raised if the local fire department could be requested to check if the burn was finished and extinguished. Elizabeth noted that there was action in the Colorado State house about planned burns, covered in HB 1132
Laura and Matt Quinlan had a question regarding the October meeting.
Treasurer’s report: Bill reported that there was minimal financial business in October for the HOA. There was one ACC request, $425.00 in contributions, and there was an expenditure to cover the lunch for Firewise volunteers. Other expenses included payment for the P.O. Box, $176.00, insurance payment of $1,673.00 (insurance has cost $3,520.00 ytd.) There was a balance of $22,473.51 at the end of October. Julie motioned for approval and Paul had the second. Board approved.
Architectural Control: No new requests or approvals. It was noted that there was foundation work ongoing at the intersection of Stoneview and Red Rock drive.
Website: Kevin and Paul said the website is running as expected with no issues. There is now an egress map on the website with a QR code. The egress map has caused some concern in the both the Palmer Lake and Monument Police departments.
Firewise: Julie said there was no new business at this time.
Minutes: Doreen motioned for approval and Bill had the second. Board approved.
Park cleanup/maintenance: It is noted that the halyard on the flag pole needs to repaired/replaced. This might be a task for a local scout troop.
Forest View Acres Water District: A payment from the Water District is pending but not received at the time of this meeting. There is a new plan for development of 38 lots. The developer has paid an initial fee to start the application process. There are ongoing discussions with Palmer Lake about being connected to Palmer Lake’s sewage system.
An additional note: Matt Quinlan is now on the Water District Board. Congratulations Matt.
Settlement Procedures Announcement: There were 114 responses to the vote on the proposed covenant changes. There were 45 in favor of Option 1, 27 in favor of Option 2 (chicken exception), and 42 votes for no change. Since neither Option 1 or 2 had enough votes in favor to pass, there is no change to the covenants at this time. Keven asked that the board get further legal advice whether the HOA is CCIOA compliant/ regulated (Colorado Common Interest Ownership Act) before proceeding further with any proposed covenant changes. Elizabeth discussed HB 1137 and how that might affect the HOA. The house bill deals with covenant enforcement. The use of Altitude Law in dealing with homeowners that need to be notified of various matters was discussed.
Zoom service: Though it is planned to have the HOA use it’s own Zoom account, November’s meeting is using Kevin’s company account to facilitate this meeting.
New Business: Doreen has bought a property outside the Ranch and will shortly be resigning from the board. Elizabeth is sending a letter to AirBnB regarding the prohibition of short term rentals in Red Rock Ranch.
Meeting adjourned: 7:51pm
