Meeting Minutes
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Red Rock Ranch Homeowners Association Monthly Meeting
13 April 2020
NOTE: Because of the coronavirus pandemic sweeping the nation and the “stay at home” order from the governor, this meeting was held via Zoom.
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Bill Griffith, P.K. Robinson, Paul Tillotson, Kevin Guy, Jamie Madison, Shannon Kittelson, Julie Pheteplace. The meeting was called to order by President Beth Lonnquist at 1909.
Guests: None present, but letters from two residents were presented. One was from Nick and Jessica Bartley, 4315 Red Forest Road with concerns about chipping at their residence when Mr. Bartley felt pressured to not only help with chipping at his home, but also help at other sites. (See attached letter). Treasurer Bill Griffith drafted a reply (See attached letter) to the Bartley’s with Board approval following a motion by Jim Bergeron and a second by Paul Tillotson. The letter from the Bartley’s will be shared with David Pheteplace, director of Firewise on the Ranch.
The second letter was actually an e-mail sent by Dr. David Bohn, 4710 Limestone Road who will be renting his residence and a prospective renter inquired about having an enclosed trailer containing tools used in his work kept on the property. The Board discussed the matter and felt more information is needed before a decision can be made, such as the size of the trailer, does it have business lettering, etc. President Lonnquist will follow up on this matter.
Architectural Control:
Jack and Diane Britton submitted a request to build a home at 18320 Stone View Road along with the detailed plans. The total square footage, including decks and garages, will be 3,280. Exterior will be stucco, roof of asphalt shingles, fiberglass doors with color of grayish/beige. Plans were examined and approval is pending upon receipt of samples of color, placement of house on the lot, building permit number and appropriate fees. The pending approval was given after a motion by Julie Pheteplace and a second by Shannon Kittelson.
Skip and Terri Chang, 18439 Forest View Road, requested permission to erect a split rail fence around their property. It meets covenant requirements and was approved by the Board after a motion to accept by Kevin Guy and a second by Julie Pheteplace.
The minutes of the 09 March 2020 were read and approved unanimously as written following a motion by Julie Pheteplace and a second by Paul Tillotson.
Old Business: The covenant updates are on hold until next month when the Board can hopefully meet in person as a group to discuss them at length.
Clean up dates for Nevins Park are on hold temporarily due to the “stay at home” order.
Treasurer’s Report: Bank balance is $19,872.09
Deposits:…………………………… 75. 00 (Contribution)
243.00 (State Farm Refund)
$40.00 (Barn Refund)
550.00 (Contribution)
1,275.00 (Contribution)
675.00 (Contribution)
850.00 (Contribution)
0.58 (Bank Interest)
Expenses:………………………………..….10.00 (Sec. of State Registration)
85.06 (Newsletter Printing)
300.89 (Newsletter Postage)
352.00 (Insurance)
Total Contributions for 2020 $6,550.00
Contributors above $75 25
Total ACC fees to date $25.00
Treasurer’s Report accepted following a motion by Paul Tillotson and a second by Kevin Guy.
Firewise: Julie Pheteplace attended a Firewise Zoom conference today. It appears that the scheduled June 2020 chipping date will have to be cancelled due to the corona virus pandemic. There will be a fire evacuation drill on the 26th of September that includes Red Rock Ranch. Those on the Ranch with e-mail addresses known to the Firewise committee will have reminders sent about fire mitigation. Thinning out the scrub oak at Nevins Park is planned for 02 May which is National Wildfire Preparedness Day – but again, timing will depend on the pandemic. Residents may sign up for chipping at
New Business: Volunteer Insurance coverage has been obtained through the Mark O’Donnell Agency.
The newsletter has been mailed and contributions are coming in as a result of the reminder in the newsletter.
Mowing the grass in Nevins Park was discussed and Clair Brenneman will be asked to mow again this year with Jim Bergeron as the contact for Mr. Brenneman. Jamie Madison has attempted to contact mowers at a lower fee, but has been unsuccessful to date.
The Board thanked Kevin Guy for arranging the Zoom meeting and also expressed thanks to Jamie Madison for her offer to host the Zoom meeting if needed.
With no further business to discuss, the meeting was adjourned at 1948 on a motion by Jim Bergeron and a second by Julie Pheteplace.
The next regularly scheduled meeting will be on Monday, 11 May 2020 either at the Tri Lakes Cares Building, 235 Jefferson Street, Monument, Colorado or through a Zoom meeting.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
09 March 2020
Presiding: P.K. Robinson
Present: P.K. Robinson, Jim Bergeron, Paul Tillotson, Kevin Guy, Julia Pheteplace, Shannon Kittelson, Bill Griffith
Guests: None
Meeting called to order at 1900.
Architectural Control: ACC Chair Shannon Kittelson reports no new requests this month.
The minutes of the 17 February 2020 meeting were read and approved unanimously after a motion by Julie Pheteplace and a second by Bill Griffith.
Treasurer’s Report:
Bank Balance…………………………..$16,911.46
Deposits……………………………….. 75.00 (Contribution)
211.00 (State Farm Refund)
175.00 (Contribution)
25.00 (ACC Fee)
0.53 (Bank Interest)
Expenses…………………………………..…...10.00 (Cyberspace)
Checks Not Cleared Bank……………………..85.06 (Tri Lakes Printing)
300.89 (Newsletter Supplies/Postage)
10.00 (SecofState (HOA Registration)
Treasurer’s Report accepted following a motion by Paul Tillotson and a second by Kevin Guy.
Old Business: Covenant review discussed as well as policies that Kevin Guy has authored. At the last meeting, President Lonnquist was to have coordinated policies with Mr. Guy, but she is not available at this meeting for comment. It was agreed by all Board members that any policy changes should be run by an attorney for his/her legal opinion.
Web Site: Kevin Guy and Paul Tillotson report the site is up and running with all additions noted at the February meeting have been implemented.
Firewise: Julia Pheteplace attended the Firewise meeting and will continue to attend as the HOA representative. She mentioned that there will be four chipping dates this year, as previously noted, on 13 June, 11 July, 08 August and 12 September.
New Business: Volunteer Insurance Search continues. In an e-mail, President Lonnquist stated there are two options… one is just Medical, the other is a Workman’s Comp Policy. Both run around $350.00. Board members approved President Lonnquist authority to pursue the insurance policies in question and then have her decision electronically approved before the April meeting. Bill Griffith made the motion that was seconded by Julia Pheteplace.
The annual meeting will be held in Woodmoor’s The Barn and Board members are to set up and put away all furniture. Cost is $40 for two hours, plus a $500 check for damage that will be returned if no damage occurs.
P.K. Robinson offered wishes for Julia Pheteplace who had recent surgery and Beth Lonnquist who is in California assisting her ailing mother.
Board members were reminded to have work dates at the April meeting when they will be available to spruce up the Nevins Park in June.
With no further business to discuss, the meeting was unanimously adjourned at 1943 on a motion by Bill Griffith and a second by Julia Pheteplace.
The next regularly scheduled meeting will be at 1900 on Monday, 13 April 2020 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
17 February 2020
Presiding: President Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, P.K. Robinson, Jamie Madison, Shannon Kittelson, Bill Griffith, Kevin Guy
Guests: Skip Chang
The meeting was called to order by President Beth Lonnquist at 1901.
It is noted that the regularly scheduled meeting for Monday, 10 February 2020 was cancelled because of inclement weather and rescheduled for this meeting on 17 February 2020.
Minutes of the 13 January 2020 were approved after a motion to accept by P.K. Robinson and a second by Jamie Madison.
Architectural Control: Resident Skip Chang of 18439 Forest View Road presented plans for extensive landscaping at his property (see attachment) that will include a gas fire pit and a recycling water pond. After reviewing the plans, the Board agreed to the project after a motion to accept by Shannon Kittelson and a second by Bill Griffith.
Treasurer’s Report:
Ending bank balance…………………….$16,434.93
Deposits……………………………………….175.00 (Resident Contributions)
958.68 (Firewise Contribution)
175.00 (Resident Contributions)
175.00 (Resident Contributions)
0.54 (Bank Interest)
Expenses……………………………………….. 33.00 (DORA Renewal)
55.00 (NEPCO Dues)
40.00 (Rent for annual meeting space)
Notes:
Current Outstanding Activity – not cleared by bank
Cyber Basement (Web site)……………………….$10.00
Total contributions for 2020 550.00
Contribution Percentage 3%
Contributors above $75 4
Total ACC Fees to date None
Treasurer’s Report accepted following a motion by P K Robinson and a second by Kevin Guy.
HOA Budget for 2020 (see attachment)
The 2020 budget was discussed by Board members and was accepted following a motion by Jim Bergeron and a second by Shannon Kittelson.
Old Business: Kevin Guy presented a draft concerning acceptable businesses on the Ranch that was discussed at length among Board members and whether it should be a policy or an amendment to the covenants. The decision was to make it a policy and President Lonnquist said she would coordinate various points of the policy with Kevin Guy for approval by the Board.
Web Site: Kevin Guy said he has updated the web site with a calendar to include dates for meetings, picnic, Ranch cleanup, holidays and chipping dates.
Firewise: The four dates for chipping in 2020 are 13 June, 11 July, 08 August and 12 September. Residents can sign up at
Newsletter: President Lonnquist will edit, send to Board members for approval by Friday, 21 February, and if approved, will print and mail to residents.
New Business: President Lonnquist said the search for volunteer insurance is continuing.
Future Dates: 05 and 06 June 2020 are dates scheduled for Nevins Park cleanup. That will include establishing a water friendly rock garden, painting the gazebo, fill cracks at tennis court, and paint surface. Board members will sign up to help with tasks at the April meeting. Firewise will thin out the stand of scrub oak on the Park.
13 April: Annual Member Meeting at Woodmoor’s The Barn.
05 and 06 June: Ranch spring cleanup.
15 August: HOA Picnic at Nevins Park.
With no further business to discuss, the meeting was adjourned at 2029 om a motion made by Kevin Guy and seconded by Shannon Kittelson.
The next regularly scheduled meeting will be at 1900 on Monday, 09 March 2020 at the Tri Lakes Cares building, 235 Jefferson Street, Monument.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
.
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Red Rock Ranch Homeowners Association Monthly Meeting
13 January 2020
Presiding: President Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Julie Pheteplace, Jamie Madison, Bill Griffith, Paul Tillotson, Kevin Guy
Guests: None
The meeting was called to order by President Beth Lonnquist at 1900.
Minutes of the 09 December 2019 were approved electronically.
Treasurer’s Report:
Bank Balance: ……………..$15,078.71
Deposits:……………………….….25.00 (ACC Contribution)
0.54 (Bank Interest)
Expenses:………………………… 34.00 (Firewise Support)
382.50 (CUSP – Firewise)
467.50 (CUSP – Firewise)
100.00 (PO Box Rental)
152.66 (Firewise Support)
200.00 ( Tri Lakes Cares)
600.00 ( ACC Refund, Hartley residence)
Notes:
Total Annual Interest 6.69
Total Contributions for 2019 9,615.00
Total ACC Fees to date 1,825.40
Contribution percentage 59%
Treasurer’s Report accepted by the Board after a motion to accept by Julie Pheteplace and a second by Paul Tillotson.
The 2020 budget submitted by Treasurer Bill Griffith at the December meeting reviewed by the Board with minor changes/additions suggested. The amended budget will be voted on by the Board at the February 2020 meeting.
Old Business:
Policies written by Kevin Guy were reviewed, as well as current covenants with several changes/deletions/additions suggested such as deleting the term group homes, RV parking on the Ranch and clarifying single dwellings. Attorney Meredith McDonald had suggested in the past that the Board have an attorney familiar with HOA’s review and fine-tune all changes. Julie Pheteplace volunteered to do the typing involved.
Insurance: The Association has D and O insurance from HUB for one year and general liability from State Farm. Coverage is still needed for volunteer accident insurance. Originally, State Farm was thought to have offered it, but their policies have since deleted that coverage. President Lonnquist continues to follow up on that.
Firewise: There will be four months with dates to be announced for chipping in 2020; May, June, August and September. The chipping will use equipment of CUSP for two dates and Tri Lakes Fire Department for the other two.
New Business:
Annual Meeting: The annual resident’s meeting will be held on 13 April 2020 at 1900 in Woodmoor’s The Barn. The fee for renting The Barn is $40.00 for two hours, plus a $500.00 deposit for damages. The $500.00 check will not be cashed unless there are damages. The $40.00 is a courtesy from one HOA to another since the usual fee would be $50.00. The $540.00 was approved following a motion by Kevin Guy and a second by Julie Pheteplace.
Park/Tennis Court: Jamie Madison continues attempts to find funding to improve the park and tennis court. It was felt by the Board that volunteer work can spruce up the tennis court and Jamie Madison suggested xeriscaping around the area. President Lonnquist asked Board members to bring dates to the next meeting when they are available for helping with work at Nevins Park.
Future Dates: The annual picnic/business meeting will be on 15 August 2020 at noon in Nevins Park.
The spring Ranch cleanup will be on 05 and 06 June 2020.
Newsletter: The HOA newsletter needs to be mailed by 13 March 2020, four weeks before the annual owner’s meeting. Covenants, the park and budget will be mentioned and Board members are invited to add articles of interest.
With no further business to discuss, the meeting was ended at 2011 on a motion by Julie Pheteplace and a second by Paul Tillotson so the Board could go into Executive Session.
Executive Session ended at 2027. The meeting adjourned at 2028 after a motion to adjourn by Kevin Guy and a second by Paul Tillotson.
The next regular meeting will be at 1900 on 10 February 2020 at Tri Lakes Cares, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
.
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Red Rock Ranch Homeowners Association Monthly Meeting
09 December 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, PK Robinson, Bill Griffith, Paul Tillotson, Kevin Guy, Julie Pheteplace, Jamie Madison, Shannon Kittelson
Guests: Matt Wadell, John Dallmann, Dr. David Bohn
The meeting was called to order by President Beth Lonnquist at 1903.
Matt Wadell, of State Farm Insurance, was present to address the Board and give an overview about insurance coverage for the HOA and Board members for the upcoming year. He also said insurance coverage for volunteers, such as those who help with chipping on the Ranch are covered for an additional $308.00 per year. Coverage for a single incident is $100,000 and $500,000 aggregate coverage. Mr. Wadell is a licensed attorney in California and Colorado with 40 years of insurance experience. He offered his assistance to Board members who have questions or concerns about coverage and said he is just a phone call away.
Guests John Dallmann and Dr. David Bohn said they were present as homeowners to observe the meeting and had nothing to offer.
Architectural Control: No new requests.
Approval of minutes: The November meeting minutes were previously approved electronically by the Board.
Treasurer’s Report:
Bank balance is $16,989.83
Deposits: 25.00……Architectural Control Fees
75.00…….Contribution
0.65...….Bank Interest
Expenses: 165.49……Firewise Expenses
195.00…,,,Mowing Nevins Park
475.18……CUSP – Firewise
2,309.00……State Farm Insurance
952.75……HUB Insurance
Notes:
Total Annual 2019 Interest………….$6.19
Total Contributions for 2019…….9,615.00
Total ACC Fees to date…………..1,825.40
Checks Not Cleared Bank……..…1,584.00
Treasurer’s Report accepted after a motion by P K Robinson and a second by Kevin Guy.
Proposed 2020 budget attached for Board perusal.
Firewise: Nothing to report this month.
New Business: A motion was made by Julie Pheteplace to donate $200.00 to Tri Lakes Cares as a thank you for allowing the HOA to use their conference room for meetings each month. The motion was seconded by Shannon Kittelson and carried.
Forest View Acres Water District sent notices to residents that water will be shut off on Wednesday, 11 December from 0900 until 1600 for installation of a new water main. The shut-off will affect all properties east of Spruce Road. Residents are cautioned to boil their water from 11 December to 13 December as a precautionary measure. In the event of inclement weather, the alternate date for the shut-off is 17 December 2019.
President Lonnquist reported that the two owners of the area that is platted for ½ acre lots to be developed between State Highway 105 and Rockbrook Road will not give information of the process to the HOA – information will be given only to landowners whose property abuts the area to be developed. One such property is owned by Board member Shannon Kittelson who has agreed to keep the Board advised.
Round the Room: Jamie Madison has researched work quotes for Nevins Park renewal/beautification and found renewing the tennis court will cost $40,000. Other quotes for work around the park are in the $8,000 range. Julie Pheteplace suggested going on-line for products needed, then purchase from Home Depot and have volunteers do the work. Nothing will be done until warmer weather prevails.
Jamie Madison also suggested using the web site to collect voluntary dues and any other things that require monetary transactions. Kevin Guy said a merchant account would be needed and Paul Tillotson wondered if the project would be worth the effort required. That remains open.
With no further business to discuss, the meeting was adjourned at 2007 to go into Executive Session after a motion by Bill Griffith and a second by Paul Tillotson.
Executive Session began at 2009 with attorney Meredith McDonald via telephone.
Executive session ended at 2057.
The meeting adjourned at 2103 on a motion by Julie Pheteplace and a second by Paul Tillotson.
The next regularly scheduled meeting will be at 1900 on Monday, 13 January 2020 at the Tri Lakes Cares building, 235 Jefferson Street, Monument.
Respectfully submitted,
Jim Bergeron, Secretary/Recorder, RRRHOA
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