Meeting Minutes
- Details
- Written by: RRRHOA
- Category: Board of Director Meeting Minutes
- Hits: 913
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
- Details
- Written by: RRRHOA
- Category: Board of Director Meeting Minutes
- Hits: 1079
October 10, 2022 Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by Director Skip Chang at 7:00pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Doreen McLaughlin, Bill Griffith and Julie Pheteplace
Guests present: Heidi Juell
Director Chang asked if any guests had any concerns or comments at this time. Heidi Juell expressed concern about recent slash fires. She wondered if the HOA could do anything to restrict those fires. After lengthy discussion, it was decided that she would contact Jamie Baumgartner at TLFD to see if he would advise residents requesting a permit to contact the RRR FireWise committee to schedule chipping before burning slash. If that is unsuccessful, she will contact El Paso County to see if they might advise the same. She will follow up with Director Julie Pheteplace.
September Minutes: Director Julie Pheteplace made a motion to approve the September minutes, Director Bill Griffith second. The board approved the meeting minutes unanimously. Director Kevin Guy asked if the August minutes had been corrected as Craig Pryor requested. Director Paul Tillotson confirmed they had been corrected and posted on the website.
Treasurers Report: Director Bill Griffith reviewed the September Treasurer’s report. September’s beginning balance was $21,624.10. September deposits were $682.68 and expenses were $223.59 with an ending balance of $22,083.19. The only significant expense anticipated for the 2022 calendar year is an insurance renewal. Director Guy motioned to approve the September Treasurer’s report, Director Tillotson second. The board unanimously approved the September Treasurer’s report.
Old Business: Director Tillotson reported that the website has been working fine.
Park Clean-up and Repair: Thank you to Keith Lonnquist for mowing the park. Construction company laying piping for the Monument water upgrade decided not to use Nevins park for their staging area. There were about 35 people who attended the pickle ball lessons, with more requesting one in the spring. There was a discussion about adding 8 feet of concrete at the ends of the existing tennis court so we can have 2 pickleball courts. (requested by David Jones). There was discussion about completely resurfacing/replacing the tennis court instead of doing piecemeal. No decisions were made at this time and the board will discuss again at a later date. Thank you, Director Pheteplace, for repainting the bench at the tennis court. Director Guy requested approval of $400 to fix the sprinkler system at the park. Director McLaughlin motioned to approve, Paul second. The board unanimously approved the expenditure.
FireWise: Director Pheteplace reported that the October 1 chipping was the final event for FireWise for this year. In 2022 48 properties were chipped and 1292 volunteer hours were spent. The 2023 action plan will focus on continuing the successful chipping program, clearing two right of way road segments and encouraging residents to get a property assessment. The FireWise committee would like to put a piece in the RRR HOA Newsletter in the spring. Dave Betzler is stepping down as director of the committee. The committee is looking for new board members.
Forest View Acres Water District: Next meeting scheduled for October 26. GTG property developer will attend this meeting.
Short term rental issue: Director Griffith received confirmation that the certified letter sent to the resident by the HOA was received. No further response has been received. It appears the property is no longer listed on Air BNB website.
Settlement: Director Griffith reported that we received 45 votes for option 1, 27 votes for option 2 and 42 votes for option 3. There is not a majority of homeowner votes in any one area to change the covenants. Article 20 and 22 stand as the original covenant.
Director Chang adjourned the meeting at 8:01pm.
- Details
- Written by: RRRHOA
- Category: Board of Director Meeting Minutes
- Hits: 1105
September 12, 2022 Red Rock Ranch Home Owners Association Monthly Meeting
Board Members: Elizabeth Lonnquist, Julie Pheteplace, Skip Chang, Kevin Guy, Doreen McLaughlin, Bill Griffith, Shannon Kittelson, Paul Tillotson, Mark Fears
Guests: Roberto and Dawn Torres, Matt and Lori Quinlan, Craig Pryor, Jeff Wilkins, Karen Monk, Jori Ernst
ACC: Discussed whether a yard repair would qualify for a ACC fee. It was decided that it did not.
Jory Ernst - building new house, discussed with Board the driveway and explained it was mostly straight into the garage, discussed the difference between covenant requirements, 25 feet from property line, and county requirements. Discussed the choices of colors and siding. Mr. Ernst showed the Board examples of the siding (there was a question due to the metal siding) and showed architectural renderings of the proposed construction. Mr. Ernst said he would email additional information. Mark moved for approval with Kevin having the second. Board approved.
There was a request put forward by the Yacks for a fence. Mark motioned for approval with Julie second. Board approved.
Roberto and Dawn Torres also had a fence request. Kevin had the first motion, Shannon second. Board approved.
The Board received an ACC check from Cindy Goodwin.
August minutes: The August minutes were motioned for approval by Julie 1st, Bill 2nd, and approved by the Board.
Treasurer’s Report: Bill reported that there had been $216.50 paid in ACC fees. Firewise had been paid $135.45 for chipping costs (lunches etc.). The Firewise account showed a balance of $714.25. Additionally, $110.00 had been paid out for printing the newsletter and $586.50 for review of covenant changes. $0.19 had been received in interest from the bank account. The bank account balance was $21,624.10 which included the Firewise account. At this time, there have been 113 households that have contributed (for a 53.3% contribution rate) and 40 households have contributed more than recommended amount. Skip motioned for approval, Doreen had the second, Board approved.
Old Business: Kevin and Paul reported no issues with website. They said at some future point the OS will be updated.
Firewise: There is a chipping date of October 1st. Julie is preparing the lunch for the work crew.
Parks: Kevin has acquired parts for the sprinkler system. Skip and Kevin have been mowing along with Mark doing trimming in the parks.
Elizabeth thanked everyone that contributed to the Members Picnic. There were approximately 15 families, thirty people attending this year.
Forest View Acres Water District: FVAWD monthly meeting scheduled for Sept. 25. GTG may be applying for permits.
Discussed Zoom usage. It was decided to setup an exclusive RRRHOA account so as to not have to use Kevin’s business account. $14.00 a month was approved by the Board with Julie having the first motion and Skip the second.
The settlement vote is scheduled to be concluded on October 7th.
Elizabeth asked there were any other resident concerns but none were noted at this time.
Mark asked for advice about county road maintenance.
Meeting adjourned at 8:05. Kevin had the first, Bill the second, Board approved.
- Details
- Written by: RRRHOA
- Category: Board of Director Meeting Minutes
- Hits: 2569
August 8, 2022 Red Rock Ranch Home Owners Association Monthly Meeting
Board Members: Elizabeth Lonnquist, Julie Pheteplace, Skip Chang, Kevin Guy, Doreen McLaughlin, Bill Griffith, Shannon Kittelson, Paul Tillotson, Mark Fears
Guests: Meeting called to order at 7:03pm.
Architectural Control Committee: Doreen McLaughlin presented her request for building a new deck. Mark motioned for approval, Julie had the second. Board approved.
Jason Schneider requested approval for his roof replacement. Skip motioned for approval, Paul had the second and Board approved.
July minutes: Julie had the 1st, Bill had the 2nd, and the Board approved the July minutes.
Treasurer’s Report: Bill reported that the Board had received a check from the Lumens for their ACC request.
There was an update to the Firewise funds to $769.00 which should support one more chipping event.
At the end of July the Board had $21,826.93 At the time of this meeting the balance was $21,993.05. $400.00 has been contributed but had not cleared the bank along with $50.00 in ACC requests.
There has been $540.69 in expenses for printing and mailing ballots. Also, $629.59 in legal expenses for the ballot issue.
YTD there has been $1,387.50 in legal expenses and $1,847.00 in insurance payments. Interest income was $0.18, YTD $1.12.
So far 52.36% of the members have contributed. The goal is 55%. There have been 38 members that have contributed more than the requested $75.00.
The Board approved the Treasurer’s report with Julie having the first and Kevin the second.
Website: No issues with website. There has been no downtime and it is running on the latest OS. Kevin was researching contacts with other organizations about their website operations.
Firewise: The next chipping day is August 13th. All members that have requested chipping are up to date on dues. October 1st is the last chipping date. Julie is providing lunch for the work crews.
Park: Skip and Keith (Lonnquist) have been mowing the park. Kevin repaired the sprinkler shed and reported that new parts are needed to get the sprinklers up and running. The parts should cost less than $400.00 and that the flower beds will need some future work. Skip motioned for approval of the funds with Kevin having the second. Board approved. Also, Tammy and Dave Jones have been mowing the smaller park.
Elizabeth expressed thanks to all that manned the dumpsters. It was noted that there was lots of use of the Pickle Ball court.
There wasn’t a large percentage of members that used the dumpsters this year though both were full at the end of the two days. $300.00 was collected in dues.
There was an accident with a member’s car contacting the dumpster. It is ongoing issue at this time.
It was noted that next year there should be some flags to mark exactly where the dumpsters need to be placed so as to be fully in RRHOA property.
There was a discussion of what will be done in regards to dumpsters next year.
FVAWD:
Their next meeting is August 25. The planned development may be planning up to 40 wells which could impact FVAWD supply.
The Board discussed the required boil notices from the latest large water line break. There is a requirement that the notices be hand delivered but that slows down delivery. Julie said the water district will be requesting email/phone contact information.
Zoom meeting service:
Bill was researching whether the HOA can meet 501C3 tax exempt status. That would allow the Board to acquire Zoom much cheaper. Paul commented that it might not be worth the effort to pursue the tax exempt status and that he thought he could line up an easier and inexpensive subscription to Zoom.
Annual Picnic: Bill is bringing drinks. Elizabeth is bringing chicken with Julie supplying pulled pork. Other members are bringing other dishes as well.
Settlement:
Elizabeth has mailed out the ballots and the tally needs to be finished by October 7th. There will be areas assigned to Board members to avoid overlapping effort in canvasing members for the return of the ballots. The Board thanked Bill for his effort in writing out the measure.
Other business:
There was a discussion of out buildings in that there was a report of a plastic shed on one property. The conversation between Craig and Beth was entered in error.
There was discussion about whether the HOA was CIOWA compliant? Not decided yet.
Skip reported about ruts forming along the gravel roads in the Ranch. Several roads have ruts. He had reported the situation to the County but had not heard back from the County at the time of this meeting. Kevin asked about getting electrical power into the park from the joint water connection housing with the city of Monument. Paul said that Monument did not want to provide the hookup.
Bill proposed paying Board members for fuel, etc. used for park maintenance. Mark motioned for approval and Julie seconded. Board approved.
Doreen suggested everyone keep an eye on their mail boxed due to the State tax refunds.
Meeting adjourned at 8:12.
- Details
- Written by: RRRHOA
- Category: Board of Director Meeting Minutes
- Hits: 1255
July 11, 2022 Red Rock Ranch Home Owners Association Monthly Board Meeting
Board Members: Beth Lonnquist, Shannon Kittleson, Skip Chang, Bill Griffith, Doreen McLaughlin, Julie Pheteplace, Paul Tillotson, Mark Fears
Guests: John Luman, Craig Pryor
Meeting called to order at 7:03pm.
Architectural Control Request:
John Luman, 4840 Limestone Rd., requested approval for a new fence. It will be a split rail build with wire inside for pets. Skip motioned for approval, Bill had the second, Board approved.
Doreen had more information about her fence, work was to begin on the 18th. Work being done by Jake’s Fencing. She informed the Board about what she had found out about putting a fence across a septic leach field. Shannon motioned for approval for Doreen’s request, Bill had the second, and the Board approved.
June Minutes:
Doreen pointed out that the date needed to be updated which Mark has done. Mark wanted to thank Doreen for helping to keep him on track. Doreen motioned for approval and Skip seconded. Board approved.
Treasurer’s Report:
Bill reported that the HOA had $21,837.16 at the end of June. $73.00 had been paid for website costs, $206.96 had been paid for FireWise shirts. There had been $985.00 in total contributions since June 1st. Along with money for the shirts, $503.84 had been paid out for the chipper and lunch for the volunteers. The HOA had received a $100.00 refund from the dumpsters not being delivered on time and $0.18 in interest. $377.00 had been paid to FireWise and there might be more money required for chipping operations/Firewise. At the time of the Board meeting, the treasury balance was $21,993.05
There have 103 contributions to date which is 49% of the home owners. 37 have given above the suggested dues amount.
Skip motioned for approval of the Treasurer’s report, Paul had the second, Board approved.
Website:
Paul and Kevin reported that the website had been backed up with no down time. They were continuing research/work on electronic voting. There is some difficulty in getting everyone registered. They estimated that maybe 60% were signed up electronically.
FireWise:
Chipping is scheduled for the upcoming weekend. Everyone requesting chipping are up to date on having paid HOA dues.
Bill recommended that the Board allocate additional money for FireWise. Elizabeth also said she thought more support was warranted. Bill suggested another $500.00. Doreen motioned for approval with Skip 2nd. Board approved.
Cleanup Day:
Dumpsters scheduled to be at the park on August 6th and 7th. New sign up sheet for working at the Park will be available. Keith, Elizabeth’s husband, and Skip have been keeping the park mowed.
Forest View Acres Water District:
A contract was sent to cover the requested easement. It will be sometime next year before the hookup is completed. Mark had the 1st for approval and Julie had the 2nd. Board approved.
GTG/Red Rock Acres development:
No new information about any action at this time. El Paso County is recommending the developer meet with NEPCO about future plans.
Zoom connection:
The Board has been using Kevin’s company account. Paul found a non-profit account that will allow the Board to use Zoom for about $5.00 a month. Doreen motioned for using the new account, Skip seconded, Board approved.
PIcnic:
The HOA members’ picnic will be August 27. Initially, it was decided to provide pulled pork and chicken. Bill said he would bring water and soda. We will be missing Skip and may be Shannon for the picnic.
Settlement procedures:
Discussed reviewing comments received from the mailers. Keith had received some comments about goats and how expensive it is to use them for abatement. Discussed how having a question about goats on the upcoming ballot made for a longer, more involved document. It was decided to table the question of goats at this time. Mark had the 1st, Skid 2nd, Board approved.
Information about goats would be added to the newsletter for information for later consideration.
Post cards were mailed out to garner comments in regards to chickens. Elizabeth bought stamps for the mailing. Reimbursement for Elizabeth’s costs were approved with Skip having the 1st, Bill the 2nd.
Neighborhood Watch:
Because of activity at the Mt. Herman trail head, the Board discussed options for maintaining a safe environment for the HOA. It was reported that it would cost at least $7,000.00 to hire private security. There was question if that would possibly make homeowners’ insurance cheaper. It was noted that crime has declined in the area. Also, it was discussed that monitoring mailboxes is necessary. Asking members for suggestions at the picnic was suggested also.
Campers/RVs:
Board recommends storage but there is no prohibition on campers/rvs being parked on owners property. It is suggested making the units less conspicuous. It was also noted that HOAs can’t regulate parking on streets per state law.
Windchimes:
Noise is not covered by the Covenants. There might be some county regulations.
Around the Room:
An owner’s concern over fire pits was brought up for discussion. There is nothing in the covenants regarding fire pit use.
Clothes lines and State statutes pertaining their use was discussed.
Mailings to be done August 8th. Afterwards, Board will go out to solicit the return of the ballots. Will need to finished by November 9th.
Adjournment:
Mark motioned adjournment, Skip had the second. Meeting closed at 8:07pm.
