Meeting Minutes
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January 10, 2022 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting started at 7:14pm
Board members present:
Beth Longquist, Julie Pheteplace, Kevin Guy, Bill Griffith, Paul Tillotson, Doreen McLaughlin, Mark Fears
Guests:
Julie Yack, David Yack, Craig Pryor, Matt and Laura Quinlan, Rosalia McKean,
Architectural Control:
No new ACC business.
Approval of Minutes:
Minutes were approved with a motion from Mark and a second by Bill. Board approved.
Treasurer’s Report:
Bill reported that there had been a deposit of $145.00 from ACC fees to go along with $0.14 from interest. Expenses were $40.28 for printing of election documents as well as $49.15 for the park sign. The HOA had a beginning balance of $17,255.53 for January and finished with $17,311.24. $75.00 in contributions for 2022. $750.00 was paid to David Jones to cover his paying for the pickle ball court painting.
Total annual interest was $2.34 for 2021. Firewise contributions were 488.11 with a carryover to 2022. Legal expenses were $14,495.19. Insurance expenses were $4,092.95. There were $10,319.95 in contributions for 2021. This includes $750 specified for Law Suit Defense. 51.4% of homeowners contributed, 44 of which contributed more than the requested $75.00. There were $1,380.90 in ACC fees for the year.
The Treasurer’s report was motioned for approval by Julie and Doreen had the second. Board approved.
There was a lengthy discussion of the proposed 2022 budget. Items such as the number of dumpsters for Clean Up Day were discussed in relation to the budget as was watering the landscaping in the park. There is a desire to get the budget surplus a little higher. The editing of the covenant will probably exceed $500.00. There was discussion of moving the expenses for Nivens Park to another part of the budget.
Discussion of support for Firewise was also part of the proposed discussion. Higher participation is highly desired. Rosalia talked about the need for more mitigation. Especially in the Clovenhoof neighborhood.
The proposed budget approval was motioned by Kevin with Mark seconding. Board approved.
Bill showed a comparison of 2021 budget actual expenses and participation to proposed 2022 budget and explained each line item and what happened with each one.
Annual Audit:
Audit was motioned for approval by Julie and seconded by Kevin. Board Approved
Website Education:
A tab was created for the HOA website and Elizabeth has sent out pages for inclusion once a quarter. Doreen motioned for approval and Bill seconded. Board approved.
Firewise:
Chipping dates have been submitted the Fire Dept. Marshall Fire article possibly included into Feb. 7 meeting. Dave Pheteplace has been doing assessments outside of RRRHOA to help other neighborhoods.
Posting of videos regarding the Marshall Fire and exit plans on wildfire.com were discussed. It was noted that the Waldo Fire evacuation took 8 hours for some. Julie motioned for approval and Doreen seconded. Board approved.
Park repairs:
Painting of pickle ball court is finished.
Laura Quinlan suggested moving the signage in the park for better viewing. It was suggested Firewise information could be put on the other side.
Insurance:
GL insurance is secured. WC policy is secured with payment due in February. D&O will be searched for in February. Will be due later in the year.
Forest View Acres Water District:
FVAWD had not posted meeting date by the time of the HOA Board meeting.
Letter to Complainant:
The letter was motioned for approval Julie and seconded by Bill. Board approved. HOA is limited in what it can do.
Newsletter:
Will be mailed in March.
Settlement:
The requirements on the HOA are being met as to the dates for actions and information distribution. The Board discussed how the NDA affects members and Paul explained how the NDA can be accessed by members. Implementation was discussed and Bill motioned for approval with Kevin having the second. Board approved.
Discussed the archive tab and how it would show the settlement. The settlement would move into the archive tab as it moves down the list of articles.
Special Meeting:
At !66 Second Ave., Monument, Co. @ 7:00pm.
Discussed postings for Board candidates on the website. The special meeting has to be an in-person meeting with written ballots and have to be hand counted. Because of the requirement for an in-person meeting there was discussion about how to mitigate for Covid-19 and make it as safe as possible.
Mark volunteered to run the meeting. Julie to be secretary.
Proxies must announced at the beginning of the special meeting. Each voter will have three votes and the votes can’t all be for one candidate.
The count will be on January 24 by three people. Counters to be property owners not on the ballot.
Future Dates:
Clean UP Days - June 4 & 5 (dumpsters delivered on the 3rd), Picnic will be held on August 27th. Julie motioned for approval and Bill seconded. Board approved.
It was agreed to move the February meeting to the 7th.
It was noted a new flag for NIvens Park was donated by Jim Bergeron.
Paul motioned to adjourn the meeting with Julie having the second. Board approved. Meeting ended at 9:25pm
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December 13, 2021 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting called to order by Beth Lonnquist at 7:02 pm.
Board members present: Beth Lonnquist, Julie Pheteplace, Doreen McLaughlin, Skip Chang,
Kevin Guy, Paul Tillotson, Bill Griffith, Shannon Kittelson and Mark Fears.
Guests present: Julie Yack, David Yack, Craig Pryor, Megan Acree, Matt and Laura Quinlan.
President Lonnquist asked if any of the guests had any concerns or comments at this time. None of the guests had any comments/concerns.
Architectural Control: Meghan Acree and Jason Zengerle at 3555 Range View Rd request approval for a tough shed garage. Director Chang made a motion to approve and Director Griffith second. The board approved this request with a vote of 8-1.
Theresa and Craig Williams requested approval for replacing their current deck. Director Griffith made a motion to approve and Director Fears second. The board approved the request unanimously.
November Minutes: Director Chang motioned to approve and Director Tillotson second. The board approved the November meeting minutes unanimously.
Treasurers Report: Director Griffith reviewed the December Treasurer’s Report. November deposits were $1226.05, November expenses were $2,541.00 with an ending balance of $17,255.53. Director Kittleson made a motion to approve and Director Fears second. The board unanimously approved the report.
Old Business: None
Web Site: Director Tillotson reported the education tab on the HOA website has been created. President Lonnquist will present several articles to the board for approval at the next meeting. Director Guy said they are looking at a software upgrade for the website.
Firewise: Director Pheteplace suggested the board members review a presentation by the West Side Watch on emergency evacuation, which was emailed by Dave Betzler.
Park Repairs: Director Fears reported that the tentative date for painting the tennis court is December 17, weather permitting. Director Pheteplace and President Lonnquist put up the holiday decorations at the park.
Insurance: President Lonnquist reported that General Liability Insurance has been secured. She will be looking into Workers comp insurance and D&O insurance in January and February respectively.
Forest View Acres Water District: Next meeting is December 15 at 6 pm.
Red Rock Ranch Acres: Platting approval of the development will be the next phase.
New Business: Need articles for the annual newsletter-Director Griffith (treasurer) will provide a report on the annual audit and budget for 2022, Director Kittleson will provide an article on Architectural Control, Director Pheteplace will provide an article on FireWise, Director Chang will provide an article on County Road maintenance, Director Fears will provide a synopsis of Park Project.
There was discussion regarding a neighbor complaint. President Lonnquist will send a letter to complainant.
Current Lawsuit Status: Director Guy reported that the current lawsuit has been amicably settled. Settlement review will be available to homeowners upon request when the HOA board has a process to collect signatures for the non-disclosure agreement. The Board will approve the process at January’s Board meeting. Sign in the park has been taken down and re-purposed.
Director Guy suggested disbanding the CDLC. Director Tillotson made the motion to disband the CDLC and Director Pheteplace second. The board voted unanimously to disband the CDLC.
A special meeting has been set for January 24, 2022 to elect 3 board positions. Election notifications and proxies were sent to all HOA members on December 10, 2021.
Guest Comments: Guest Craig Pryor inquired about the upcoming election in January. He also asked how he could review the settlement. Director Guy replied he should submit a request and as soon as the process has been established, he would be able to review the settlement agreement.
Around the room: Director Pheteplace suggested posting on the HOA website that the meeting minutes for the Water Board are posted at the gazebo in the park and at the bus stop.
Director Fears motioned to adjourn the meeting and Director Tillotson second. The board was unanimous in adjourning the meeting. The meeting was adjourned at 8:40 PM.
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November 8, 2021 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting called to order at 7:01pm.
Board members present: Beth Lonnquist, Doreen McLaughlin, Kevin Guy, Julie Pheteplace, Paul Tilltoson, Shannon Kittelson, Bill Griffith, Skip Chang, Mark Fears
Guests present: Julie Yack, David Yack, Craig Pryor, Matt Quinlan,
Architectural Control:
Dave Betzler had a question about an ACC request but didn’t have a formal request in at the time. The Board didn’t have any issues with his inquiry. The Yacks have filed an ACC request for their new home at 3630 Mesa Verde. It will be 5149sq.ft. and includes a deck, lifetime shingles, fiber cement board siding, firebreak around the house. They have their building permit. They are planning on breaking ground by the end of the year. Skip had the !st and Bill the 2nd for approval. Board voted for approval. Shannon talked to Mr. Burdine about the fence in his earlier request. It will be only three feet high and no factor in traffic sight lines.
Guest concerns:
Board President Lonnquist asked if there were any guest concerns but no one had any additional comments or concerns.
Minutes approval:
Bill motioned for approval with Paul seconding. Board approved.
Treasurer’s Report:
Bill reported that there had been a total of $575.18 in deposits for October. There were two contributions, one of $475 and another of $100, and $0.18 in interest. Legal fees now total $9,908.19 with another $3,192.00 pending. There has been $$10,244.95 in contributions ytd with $750.00 of that dedicated to Law Suit Defense. ACC contributions total $721.00 ytd. Insurance fees to date are $2,422.95. DORA registration was $29.00. The HOA P.O. Box costs $148.00. The HOA has made a net contribution to Firewise of $888.11. There as been 50.9% participation in contributions so far this year. 43 households have contributed more than the recommended $75.00.
It was motioned that the HOA will pay for tennis court/pickle ball painting and David Jones will reimburse the HOA. Skip had the 1st with Doreen the 2nd. Board approved.
Old Business:
Website:
Paul and Kevin reported that the website was working well.
Park Repairs:
Tennis court painting is scheduled for December.
Insurance:
There was discussion of the value of HOA property (gazebo, tennis court, playground, bus stop) in regards to liability insurance.
Firewise:
Julie reported Firewise has some training ongoing for inspections but no chipping at this time.
Forest View Water District:
There will be a Dec. 15 meeting. The November meeting was cancelled.
Red Rock Ranch Acres:
No new activity. Planning approval of the development will be the next stage.
New Business:
Discussed the Tuff Shed on Range View. There was a notification to the Board back in January but it wasn’t approved due to easement. Due to adjacent lots being combined, there was a discussion whether the easement was now an issue and would the there be an issue if the lots were later separated again. Bill suggested an informal inquiry as to owners intentions, It appears the construction has been started on the shed.
Donation to Tri-Lakes Cares of $100 was motioned for approval with Mark having the 1st, Skip the 2nd. Board approved.
Law Suit status:
Kevin reported that discussions were moving forward. Kevin also reported on covenant section that informs on multiple lot ownership.
Round the Room:
Skip will report on updated landscaping and he is also working with the County in regards to paving the rest of Forest View Way.
Next meeting is December 13th.
Skip motioned to close the meeting with Shannon the 2nd. Board approved.
Meeting ended at 7:48pm.
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October 11, 2021 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting called to order at 7:04pm
Board members present: Elizabeth Lonnquist, Kevin Guy, Skip Chang, Julie Pheteplace, Shannon Kittelson, Paul Tillotson, Doreen McLaughlin, Bill Griffith, Mark Fears
Guests: Matt Quinlan, Denise Geller, Andrea Riley
Architectural Control: Discussed with Andrea Riley the color of the new house, also drainage and driveway access and the stucco finish. Board recommended having a Firewise inspection. Skip Chang motioned for approval with Shannon the 2nd. Board approved,
Discussed the request for the fence for the Burdine garden. The Board discussed fence regulations and whether the location of the fence would obscure the ability of drivers to see traffic at the nearby intersection. Mark motioned for approval and Skip had the 2nd. Board approved.
The siding request from Denise Geller was approved with Paul making the motion and Julie for the 2nd. Board approved
Guest concerns: Elizabeth asked if there were any guest concerns for this meeting. There were none.
Approval of September Minutes: The Sept. minutes were approved with minor grammar and typing edits.
Treasurer’s Report: The Treasurer’s report wasn’t completely finalized. Approval postponed to the November meeting. Bill did say that the HOA treasury was now about at $20,000. There was also a donation of $400.00 to the Tri-Lakes Fire Dept. for their support of Firewise. The Tri-Lakes FD has been a very good supporter of Firewise.
Website: No issues reported with the website. It is being well maintained by Paul and Kevin and is being used below capacity.
Firewise: Firewise is done for the year. There was chipping done for 14 houses on Sept. 14.
In a related matter, there was an evacuation drill scheduled for October. Julie suggested that thank you notes be sent out to all that helped with chipping and clearing of right-of-ways.
Doreen began a discussion of what the utility companies are allowed in regards to trimming/removing trees. The utilities do have authorization to clear trees that may be a hazard to utility service.
Park Repairs: Painting for the Pickle Ball court may start in December. Elizabeth stated that the HOA cannot officially support a tournament due to insurance restrictions. Bill reported that we had a water bill of $0.34 from the park.
New Business: Elizabeth reported on General Liability insurance for the HOA. It will be due November 16th. Bill motioned for approval with Kevin for the 2nd. Board approved.
Forest View Acres Water District: Their next meeting is on October 27. There is a vacancy on the Water Board. Kevin suggested we add a link to Forest View Acres Water District to the HOA website. Board agreed.
Red Rock Ranch Acres: Rezoning passed. It will still be some time before work starts with some issues still to be resolved.
Elizabeth asked for approval to send to the County a letter about camping on empty lots on Limestone. Julie motioned for approval with Skip for the second. Board approved.
Current Lawsuit Status: There have been exchanges between the Board and the Yacks. Work on the lawsuit is ongoing.
Elizabeth asked if there was any other discussions from the Board. Kevin mentioned pine beetles and what might be done with them. Elizabeth has a link to an arborist.
As a final note, it was reported that there had been 230hrs. of chipping and 92hrs. of right-of-way clearing done in the HOA this year by Firewise. Lots of good work accomplished.
Meeting was adjourned at 8:10 with a motion by Julie and Paul 2nd.
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September 13, 2021 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting called to order at 7:02pm
Board members present: Elizabeth Lonnquist, Kevin Guy, Bill Griffith, Shannon Kittelson, Skip Yang, Julie Pheteplace, Paul Tillotsen, Doreen McLaughlin, Mark Fears
Guests:
Matt Quinlan, Craig Pryor, David Jones, Julie Yack
Director Lonnquist asked if any of the guests had concerns. None were presented.
There was a discussion of new residents and the locations they had moved into.
Architectural Control:
No new business.
Thank you to all the Board members that contributed time, materials, food and drinks, along with mowing and painting.
There was a good turnout for the August members meeting with 35 people and 20 homes represented.
Treasurer’s report:
Director Griffith reported that there had been $350.00 in new contributions with $100.00 of that designated for lawsuit expenses. He said that there has been $425.00 donated previously for the lawsuit. Another $50.00 had been received from Architectural Control fees along with $0.19 in interest. $1525.00 had been paid in attorney fees. There has been $9919.95 received YTD in contributions and this includes $625.00 designated for legal expenses. 41 parties have contributed more than the recommended $75.00.
There was no new Firewise expenses. Julie moved to approve the Treasurer’s report with Shannon for the second. All voted in favor.
Firewise:
It was reported that about 45 homes have had chipping done through FireWise. Try Lakes FD is supporting FireWise. Julie reported that there would chipping on Saturday the 18th to include 14 properties and right of way clearing. There also was the possibility FireWise meeting on the 14th. There is a evacuation drill scheduled on October 2nd.
Website:
Paul and Kevin said website is running well with no problems. The website has been updated to make minutes access easier.
Park repairs:
Homeowner David Jones has made an offer to pay for painting pickle ball lines on the tennis court. He reported on what he had been told would need to be done and how much it would cost. He felt that the court was being under utilized and that it could be a great asset to the community and also offered to conduct pickle ball clinics. The Board agreed that this was a good idea and thanked Dr. Jones for his contribution. There was hope the work could start in about three weeks. Keven motioned for approval and Skip seconded. Board voted in favor.
There was additional discussions about watering existing plants and Skip and Mark were going to coordinate moving the larger rocks in the park.
Forest View Water District:
Meeting on September 22nd.
Red Rock Ranch Acres:
El Paso County Commissioners meeting on September 14th.
Lawsuit status:
Kevin reported that ongoing negotiations were still underway.
Elizabeth asked for any additional comments and the problem with Pine Beetles being mentioned. Kevin was going to research what could be done about mitigating the beetles. Also, what trees and plants are allowable so as not to plant invasive species.
Meeting was adjourned with a motion from Julie and the second from Mark.
