Meeting Minutes

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Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 17 July 2022

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May 9, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting

 Board members present: Bill Griffith, Beth Lonnquist, Doreen McLaughlin, Kevin Guy, Julie Pheteplace, Paul Tillotson, Mark Fears

 Guests: Cindy Goodwin, Julie Yack, Matt Quinlan, Joe Suckow

 Meeting called to order at 7:06pm.

 Architectural Control:
 Board discussed Cindy Goodwin’s site map and request for construction.  Approval granted pending payment.  Joe Suckow’s request for new deck was approved with Julie having the 1st and Bill 2nd.  Board approved.  Doreen’s deck request was also approved with Bill having the 1st and Julie 2nd. Board approved.  Bridges’ request for work on their A frame on Sandstone was approved by the Board pending submission of request form and fee with Kevin having the 1st and Julie 2nd.

Minutes: 
In that there wasn’t a quorum of HOA members, the May 9 meeting was a Board meeting, and the minutes were approved by the Board, pending corrections, Bill had the 1st and Julie the 2nd.

Treasurer’s report:
Bill reported the beginning balance was $17,661.32 and that there had been contributions of $4,250.16. This came from member contributions and ACC fees. Also from a very small amount of interest .  YTD, there have been $8,100 in contributions. This represents a 39.6% participation rate among members. $620.30 of the YTD contributions have come from ACC fees. There have been 32 members that have contributed more than the suggested $75.00 yearly dues.  Ending balance is $19,884.98 after $2,2026.50 in expenses.  Cindy Goodwin inquired about asking for donations specifically for cleaning/repairing the tennis courts.

The Treasurer’s report was approved with Kevin having the 1st, Mark 2nd.

Old Business: Kevin and Paul are working on updating the HOA website to current 4.0OS.  This should help with adopting electronic voting through the website.  Kevin and Paul are working on trial ballot to test electronic voting.  It was pointed out that there will still be a need for traditional ballots in that not all members will be able to use electronic voting.  Paul said that he would like to see more people using the website and participating in HOA business/activities.  Kevin suggested we research other HOAs use of electronic voting. It was noted that there has to be a record of ballots being sent via e-mail and that security in the vote has to be ensured.

 Firewise:  HOA contributions to Firewise includes $488.11 in carryover funds and an additional contribution of $600.00 for a total of $1,088.11 for 2022.

 Firewise cont.

 Julie attended a meeting last week and said communications are being handled through Rosalia.  There will chipping on June 11.  Roadway clearing in the lower Ranch is planned. Dates for printed signs Firewise/HOA are needed.  Matt Quinlan inquired about evacuation plans from TriLakes FD.  It was noted that HOA dues are needed paid to participate in chipping days. 

Kevin asked about any possible problems of beetle kill wood being chipped.  Monument has an area to bring beetle kill.

Also noted,  Colorado State Forestry Service can do an assessment of a property for a $75.00 fee.

Park Cleanup: 

Cleanup is scheduled for June 4 & 5.  Dumpsters are scheduled for delivery on Thursday prior to the cleanup days.  Board members signed up for work slots for the cleanup weekend.  It was decided that there wouldn’t be any slash taken until Sunday afternoon if there was some room in the dumpsters at that time.

Insurance: Insurance is paid through November.

 Forest View Acres Water District:

 Nothing to report.

 New Business:

 Board announced the tally for the latest vote.  There were 133 ballots returned.  For first item, 116 yes, 17 no.  Second item, 117 yes, 16 no.  Both measures passed.  The changes now to be filed with El Paso county commissioner.

 Board discussed next vote and wording for amendments.  Need lawyer review.  It was noted that the Covenants are not being rewritten but that amendments are being added as necessary.  To rewrite the Covenants would be extremely time consuming, difficult, and expensive.

 Bill said the HOA safe deposit box is getting very full.  Some records might need to be moved to digital copies.  Julie said she has a thumb drive with the ballot copies.

 Elizabeth asked for comments/discussion for the next ballot.  What might be on the next ballot?

 Discussion focused on wording for what would/would not be allowed in the HOA regarding animals.  How desirable would goats being used for short term fire mitigation was discussed.

Seven day limit and a cost of approximately $2000.00 (property owner paying) was noted.

Also, should dispute resolution language be on the next ballot so as to have that option for future disputes.  Also, it was discussed whether this was the time to work on Covenant  extension.

 Bill, Julie, and Mark volunteered to develop language for the next vote.

 Around the Room:

 Elizabeth asked the guests if they had any questions/concerns.  None at this time.

 Adjournment:

 Kevin motioned to close, Paul had the 2nd.  Board approved. 

Meeting ended at 8:14pm.

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 11 April 2022

Hits: 1296

March 14, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting

 Zoom meeting: started at 7:02pm.

 Board Members present:

 Elizabeth Lonnquist, Kevin Guy, Julie Pheteplace, Bill Griffith, Skip Chang, Doreen McLaughlin, Paul Tillotson, Mark Fears

 Guests:

 Matt Quinlan, Julie Yack

 Architectural Control: 

 There were no new requests but the Board did discuss whether there needed to be a new ACC request for changes to existing structures.  The consensus was maybe and probably if something is being enlarged.

 Approval of Minutes: 

 Paul motioned for approval with Bill having the second.  Board approved

 Treasurer’s Report: 

 The HOA started the month with $16,895.98.  $340.00 was spent on ballots. $10.00 went to Cyberbasement for the website.  There has been $540.00 collected for ACC requests.  No new Firewise expenditures.  There was a carryover of $801 for legal expenses.  Other expenses were $352.00 for insurance and $50.00 for the updated sign.

 There has been $1525.00 in contributions, $750.00 of that was from David Jones for the pickle ball court.  $400.00 in contributions came in this last month.  There have been 7 contributions over the recommended $75.00. Bill reported the budget as holding steady.

 Julie motioned for approval with Skip having the second.  Board approved.

 Old Business:

 The website needs new articles and it was suggested that old articles should be kept available on the website.  Beth had a suggestion for a new community article.

Bill motioned for approval and Julie seconded.  Board approved.

 Kevin proposed the adoption of electronic voting for HOA members.  Board discussion focused on the need to understand pertinent regulations, how to do secret ballots.  It was suggested that CONO would be a source for guidance.  Also, Bruce Barron might have information.  Skip wanted the Board to be sure that people that aren’t very tech savvy aren’t left out.

 Firewise:

 Firewise had a February meeting and is planning on four chipping events.  July 16 and August 13 are on the calendar so far.  TriLakes FD will be assisting.  Julie is putting information together for lower Red Rocks Ranch and is planning on distributing that with welcome packages also including evacuation information.

 Camping @ Mt. Herman:

 Board discussed ongoing extended camping at Mt. Herman trailhead.  There was a question of whether there was a fire ban at that location and how long someone can camp there.  It was noted that there is trash and broken glass at the trail head and possible illegal firepits.  The location is in Nat. Forest property and is subject to those rules and regulations.

 Cleanup Day:

 Dumpsters will cost $640.00 each and will be 30yd. dumpsters.  There will be a charge of $70.00 per ton over 40 tons.  It was discussed that the park will need to be monitored during the time the dumpster are there.

 Skip motioned for reserving the larger (more expensive) dumpsters and Bill had the second.  Board approved.

 Insurance:

 D&O insurance due in May.  WC necessary for Firewise and other volunteer activities. Dates  need to be posted  before the event for coverage.

 Forest View Acres Water District:
FVAWD will have an election in May.  Their board has three positions open.

Newsletter:

Julie motioned for approving the printing of the newsletter and including a return envelope.  Bill had the second.

Bill also reported that he had nine ballots returned but had been able to readdress six of the returns.

Bill also suggested that the ballot be available off of the website.  Skip motioned for approval and Bill had the second.  Board approved.

Beth was going to work with Paul for the location of the tab on the website.

Lawsuit settlement:

There is ongoing work for developing a PDF with a watermark so that the settlement can be accessed from the HOA website.  Paul, Doreen, and Kevin are coordinating that work.  Matt Quinlan volunteered to help with the watermark development.

Skip motioned for approval and Kevin seconded.  Board approved.

April 11th member meeting:

There are minutes to be approved at the April 11th meeting.  Also, there needs to be a discussion about voting on poultry after the present voting is concluded.

Beth had some suggestions for covenant changes to be discussed at the member meeting and it was noted that a lawyer should be used to edit possible changes.

Kevin noted that it is very expensive to rewrite a covenant and many HOA’s try to consolidate amendments as much as possible to avoid confusion and cost.

Welcoming Committee:
Julie said it had not been started up at the time of the meeting but she was still working on getting four or five residents to help with making welcoming baskets that would include HOA information along with Firewise information.  It was noted that getting contact info during visits would be helpful.

Around the Zoom:

Beth said she would be writing a letter to the Forest Service about community concerns over camping, fire pits, etc.

Skip mentioned the possibility of making a directory of people who can help with snow removal.

Skip motioned to adjourn and Bill seconded.  Board approved.

Meeting adjourned at 7:55pm.

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 17 July 2022

Hits: 1286

April 11, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting

 Zoom meeting started at 7:05pm

 Board members present:
 Skip Chang, Kevin Guy, Elizabeth Lonnquist, Paul Tillotson, Bill Griffith, Doreen McLaughlin, Shannon Majestic , Mark Fears

 Guests: 
 Craig Pryor, Tammy Jones

FireWise:
The meeting started off with FireWise because of the Board’s concern with possible wildfires in our area and concern over evacuation plans for the neighborhood.  Dave Root and Dave Poletti from Colorado State Forest Service spoke about the need for active mitigation of fuel for fires.  Before people moved into the area, small fires would regularly burn and keep the needle and scrub oak levels down.  Now, the amount of trees, pine needles, and leaves has increased dramatically and creates a huge hazard.  It was recommended that there be about 10 feet of space between trees and that scrub oak can stunt the growth of pine trees. Vegetation close to the side of roads is a concern for fire crews trying to fight fires. CSFS is working with FireWise.  CSFS can come out to do evaluations for $70.00. Scheduling can be done for almost anytime.

Insects were also discussed because of pine beetle infestations. Kevin asked if anyone else had any success in fighting beetles. It was recommended that spraying only occurs if there is an actual infestation and carefully follow instructions for using pesticides because of the potential to affect other insects and animals.

CSFS has information and a pamphlet for dealing with beetles.

Chipping dates are June 11, July 16, August 13, and October 1.  More information at rrrfirewise.com.

Architectural Control: 
Discussed Cindy Goodwin’s garage addition.  New section will be lower than the original structure but don’t have permit yet or site map.  Paint will match.  Skip motioned for approval with Bill seconding.  Board approved.

March Minutes: 
There was a request for a change to reflect the statement regarding member opinions on chickens. Doreen motioned for approval of minutes, Bill had the second.  Board approved.

Treasurer’s Report: Bill presented the report stating there was $17,661.32 in the Board account at the end of March.  There had been $2,550.14 in deposits.  As to expenses, there has been $352.00 for insurance, $801.00 in legal expenses (no new billings since January), and a carryover for Firewise. $1,280 is for the dumpsters and $49.87 for park sign. Contributions totaled $6175 and ACC fees have totaled $569.30 to date. It was asked how many open lots are left.  The estimation is that there are 12 lots left open.  Kevin motioned for approval and Skip seconded.  Board approved.

 Budget:
Bill presented the Budget noting that there wasn’t any changes to the January budget at this time.  Electronic payments were discussed but that isn’t feasible at this time.
The Board’s use of CyberBasement for IT support was discussed.  CyberBasement has given good service for the Boards IT requirements.
Bill reported that the HOA doesn’t have to pay the Water Board for infrastructure. Only for water used.
The line in the budget for legal fees was reviewed for continued expenses pertaining to covenant advice.

No plans for park expenditures at this time.

Covenant Vote:
Board has until May 1, 2022 to collect the Covenant votes.  Approximately 33 percent have been returned to date.  51 percent of homeowners voting to affirm is needed to make changes to the Covenants.

Rentals were discussed.  Rentals are allowed if for six months or longer. 

Also, CCIOA  (Colorado Common Interest Ownership Act) was discussed and whether the HOA was subject to CCIOA.  Kevin believes we are.

Discussed dispute resolution in the future.

Elizabeth proposed eliminating the requirement for recurring votes every 20 years for the Covenants. 

New Business: 
Discussed Annual Cleanup coming in June.

Bill brought up the continuing long term camping at the Mt. Herman trailhead.  Question of whether there is evidence of increased vandalism and increased fire hazard.  There are restrictions on how long camping can be used at the site.  Can the Forest Service and County be persuaded to monitor the site more closely?  There are limited manpower resources for policing.  Skip suggested we look into combining with other HOAs to hire private security or create a local crime watch.

FireWise is hiring a chipper in June and Bill proposed the HOA increase our donation to $600.00 to help with the rental.  Skip motioned for approval with Kevin seconding.  Board approved.

People driving too fast was discussed. 

Discussed what is required to initiate service with Mountain View Electric.

Discussed water quality.  It was also noted that Forest View Acres Water District has three board positions coming open.  Vote is May 3.

Craig Pryor asked about the 30 day comment period and about the upcoming vote on poultry.

Doreen reported on hiring a surveyor to locate marker pin because of property line dispute. 

Next meeting is on May 10.

Meeting adjourned at 9:07. Paul motioned for approval with Skip having the second.  Board approved.

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 11 April 2022

Hits: 1211

February 7, 2022 Red Rock Ranch Home Owners Association Meeting Board Monthly
Meeting
Zoom meeting: was started at 7:00pm.

Board Members: Elizabeth Lonnquist, Kevin Guy, Julie Pheteplace, Shannon Majestic, Bill Griffith, Skip Yang, Paul Tillotson, Doreen McLaughlin, Mark Fears
Guests: Rosalia Mckean, David Yack, Julia Yack, Matt Quinlan, Dave Pheteplace, Julie Burmeister,

Election of Board Positions:

Elizabeth was nominated for President with Bill having the first motion and Skip having the
second.
Bill was nominated for Treasurer, Paul had the first and Skip the second.
Mark was nominated for Secretary, Julie had the first and Skip the second.
Shannon was nominated for ACC chairman. Mark had the first with Bill having the second.
Vice President was added as there had not been one on the previous Board. Skip was
nominated with Kevin having the first and Bill the second. All the nominations were approved
by the Board.

Special Meeting:

There were 103 returned ballots for the Special Meeting. This was a very successful meeting
and the Board wants to thank everyone who participated. The Board also wants to thank
everyone who ran for positions on the Board.

Guest concerns:

Rosalia volunteered to become a historian for RRRHOA. A notification will be put on the HOA
website of her work and asking for contributions from other members with knowledge of RRR
history.
Dave Pheteplace is now on the Forest View Acres Waterboard. He gave the HOA Board
information about the Water Board activity and efforts to rehabilitate the Dawson well and
added that there are 340 lots on the water system. He also discussed the City of Monument
building a storage tank close to RRR. He told the Board that the Water Board was seeking an
easement on RRRHOA property to facilitate the interconnection of the Forest View Acres
system with the City of Monument system. This would give us some insurance for continued
uninterrupted water service in the future. Work for adding the required equipment would start
late 2022, early 2023.
The Board approved the easement with Mark having the first motion and Paul the second.
Dave asked that there be a link to the Water District website added to the RRRHOA website.

Architectural Control:

Julie Burmeister was in attendance to submit her request for new construction at
48bb Sandstone Dr. Julie Phetelplace motioned for approval and Mark had the second. Board
approved.
Approval of Minutes:
The Minutes were approved with Bill having the first and Skip the second.

Treasurer’s Report:

Bill reported that the Board had $17,311.24 to begin the month. There had been $450.00 in
donations by six homeowners and that David Jones had donated $750.00 to cover the cost of
painting the pickle ball court. There were $801.00 in legal fees. Also, there had been $10.00 in
registration fees and NEPCO dues of $55.00. $0.15 in interest had been collected from the
bank account there is $488.00 in carryover funds for Firewise. At the end of the month there
was $16,895.39 in the HOA account. Doreen motioned for approval of the Treasurer’s report
with Skip having the second. Board approved.

Website:

An education tab as been added to the website. Also, information about Director terms and a
link to the FVA waterboard to be added. The website has been improved with an update to a
more secure and stable operating system.

Park Repairs:

No activity due to winter weather.

Insurance:

GL insurance is secured. WC policy is secured. At the time of the meeting, D&O coverage was
still pending.

Forest View Acres Water District:

Bill explained our billing from FVAWD. At this time HOA usage has been minimal with little
expense. Kevin has pieces for the watering system in the park and will be looking into hooking
up the watering system in warmer weather.
The next meeting of the FVAWD was to be Feb. 23.

Newsletter:

The newsletter is to be mailed in March and articles and changes were requested to be
submitted in the next two weeks.

Legal Settlement:

New policies will require and a 30 day announcement period and there is a 30 day review
period for existing policies. Discussed how to distribute information to homeowners about
policies from 2016, 2017, and 2018. There will be an announcement in the newsletter. Also
discussed the need for corporate records request policy.
Non-Disclosure Agreement can be requested from the HOA website now. Discussed the
dissemination of information after signing the NDA.
Julie motioned for approval of information guidelines with Bill having the second. Board
approved.
An email has been sent to answer a request about the definition of Single Family vs. Single
Family dwellings. Skip motioned for approval with minor changes and Doreen had the second.
Board approved.
Also discussed the 2002 Covenant and 2017 Covenant and what is valid at this time.
It was decided that the 2022 revision should show both parts together and that a single tab on
the website would be a single PDF showing the three sections.
The Board thanked Julie Pheteplace for running the vote at the Special Meeting.
Discussed new sign info and Paul is getting it printed to be placed in the Park.
Discussion of working with National Forest Service for a fire ban and coordinating with
Firewise.
Julie suggested creating a welcoming committee and adding a participation draft letter to the
newsletter.
Doreen announced she may be moving.
Meeting Adjourned: Julie had the first motion and Doreen had the sec