Meeting Minutes
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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.
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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.
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June 13, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting
Board Members Present:
Kevin Guy, Skip Chang, Bill Griffith, Doreen McLaughlin, Mark Fears
Guests:
Julie Yack, Sally O’Brian, Craig Pryor
Meeting called to order at 7:07pm by Skip Chang, acting President
Guest Concerns/Requests:
Sally O’Brian has a solar panel request and Julie Yack is requesting an update on status of covenant vote/changes.
Architectural Control:
Board discussed Sally O’Brian’s request for solar panel installation by Skyline Solar. Mark motioned for approval with Doreen 2nd. Board approved.
Bill motioned for approval for a Doreen’s fence install. Mark had the 2nd. Board approved. Doreen is finishing up the application.
Skip asked about the required easement from road - it was noted that generally it is 20 feet.
There was a request for a replacement for a shed, decision pending due to the paperwork not submitted at this time.
Minutes approval:
Minutes were approved by the Board with Skip having the motion and Bill the 2nd.
Treasurer’s report:
Bill reported that to date there has been $1,195.18 in contributions. There was $101.00 in new ACC requests, $17.00 from insurance refund, along with $0.18 in interest as part of the deposits for June. Ending balance at the time of the report is $21,837.16. YTD there have been $9,800.00 from 97 HOA members. This represents a 46% participation rate. 35 members have contributed more than the recommenced $75.00.
Upcoming expenses will include an insurance payment in August as well as monies for the chipper for Firewise. There should be a reimbursement from the dumpster rental but more funds will probably be needed for Firewise.
Kevin motioned for approval of the Treasurer’s report with Mark the 2nd. Board approved.
Misc. business:
Skip thanked Julie for replacing the flag at the park and Mark for mowing.
Doreen asked about the abandoned house on Spruce and whether the Board should initiate any actions at this time. The house looks as if there is damage to the exterior that would allow more interior damage. Julie Yack suggested checking with El Paso County to find out about rules/regulations covering abandoned buildings.
Neighborhood Clean Up:
Postponed due to the dumpster company not able to supply equipment. The clean-up is rescheduled for August 6th and 7th. There will be a new sign-up schedule for working those days.
Forest View Water District:
No new information.
Red Rock Acres development:
No new information.
New Business:
The Board is waiting for remarks from the lawyers about proposed covenant wording/changes. Julie Yack asked about whether there were any other items being proposed besides the question of chickens. There have been discussions about including the short term use of goats for fire mitigation as a possible voting item along with the vote on chickens. No decision has been made at this time.
The concern about trespassers from the Mt. Herman trails was discussed again. El Paso County and the U.S. Forest service have limited resources for monitoring the area. Ideas of trail cameras and a neighborhood watch were brought up again. In addition, hiring an off-duty officer for random checks of the area. The Forest Service does have the authority to add restrictions but still wouldn’t be able to provide much in the way of manpower for enforcement. Volunteers might be a possible solution.
Skip asked for additional comments and then asked for a motion to adjourn. Doreen so motioned with Bill having the 2nd. Meeting ended at 8:20pm.
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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.
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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.
