Meeting Minutes

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Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 08 February 2019

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 Red Rock Ranch Homeowners Association Monthly Meeting

                                                   14 January 2019

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Frank Chuba, P.K. Robinson, Kevin Guy, Paul Tillotson, Jim Zalmanek

Guests: None

The meeting was called to order by President Beth Lonnquist at 1901.

The 10 December 2018 minutes were approved as written following a motion to approve by P.K. Robinson and a second by Frank Chuba.

 Treasurer’s Report: The bank balance is $11,647.36.  Income included a $50.00 contribution and $0.41 bank interest.
 Expenses:
$1,210.25……. . HUB Insurance (D&O)
$1,636.00……. . Philadelphia Insurance
$236.50………. Firewise Expenses
$200.00………. Tri Lakes Cares contribution
Treasurer’s Report accepted by all members following a motion by Jim Zalmanek and a second by Frank Chuba.

Architectural Control:  Chairman Frank Chuba reports no new requests for the month.

Old Business:
     Spring Newsletter: Board members were asked to submit articles for the newsletter by 01 February 2019.  The newsletter will include a Firewise page, dues, Contact Board Information, Member meetings, Treasurer’s Report, community clean-up, and annual picnic.  Also, will be a Statement of Occupancy/contact information, Nevins Park use and options, plus an exit map and some emergency preparedness information.

    Web Site: Kevin Guy gave a report on the web site among items such as a need for a NEPCO dropdown, assuring that the Single-Family Definition is included, that monthly minutes are posted, a Home Tab welcoming newcomers to the neighborhood, By-Laws and Covenants and an Architectural Control Form that can be downloaded and/or completed on-line.  The Firewise dates for chipping in 2019 are not complete at this time, but will be added when available.  Information will be posted about procedure for making reverse 911 calls and the dues request will be printed with check-off boxes for amounts of $50, $75, $100 or more.  An area for Board member’s names should be listed with addresses and members having the option of printing their phone numbers or e-mail addresses as a means of contact.

Kevin Guy mentioned that the web site is currently at 75% of disc usage and options must be considered to avoid paying monthly fees.  He suggested adding an SSL (Secure Stack Layer) to the website at a cost of $50 per year and that was approved after a motion to accept was made by Frank Chuba and a second by Paul Tillotson.  Kevin Guy also suggested closing the old site and move to a new site (rrrhoa.com) and the Board agreed but thought it might be prudent to delay a month to assure that the new site is operating properly. He will also explore the cost of using Pay Pal to enable residents to make dues payments that way.

     Meetings: The meeting schedule for 2019 remains the second Monday of each month at 1900, except for the annual picnic on 17 August held at noon in Nevins Park and the annual member meeting on 08 April at a site to be determined. The 11 November date could possibly be changed since it is Veterans Day and many activities occur on that holiday.
     Sign: The no through traffic sign previously approved by the Board for the easement was displayed by Paul Tillotson.

New Business:
     Firewise: Dave Betzler and President Lonnquist attended an Evacuation/Mitigation meeting om 10 January with local Emergency Preparedness personnel; Jamey Bumgartner, Tri Lakes Fire Department; Andrew Prehm, Commander El Paso County Sheriff; Jim Reid, Emergency Management Executive Director; and Sara Fant, Emergency Preparedness Planner.  There have been many comparisons made between the California fire and Red Rock Ranch’s evacuation routes, fuel sources and proximity to the National Forest.

     Spring Cleanup: Dates for the annual cleanup on the Ranch will be the 7^th and 8^th of June.
     New Sales: 4675 Limestone, New Directions Trust, FBO Laurel Taylor
     Tennis Court: The Board expressed thanks to Paul Tillotson and Kevin Guy for removing the broken basketball hoop from Nevins Park.

     Resignation: The Board reluctantly accepted the resignation of long time Board member Jim Zalmanek.  He will be travelling extensively and will not be able to attend scheduled meetings.  Architectural Control Chairman Frank Chuba stated that he is selling his property in the February time frame on Red Rock Ranch which would make him ineligible to remain on the Board.
With no further business to discuss, the meeting was adjourned at 2023 after a motion by Frank Chuba and a second by Paul Tillotson.

 The next regularly scheduled meeting will be at 1900 on Monday, 11 February 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument.

 Respectfully submitted, 

Jim Bergeron 
Secretary/Recorder, RRRHOA

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 10 December 2018

Hits: 1954

                   Red Rock Ranch Homeowners Association Monthly Meeting

                                                      10 December 2018

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, Frank Chuba, Bill Griffith, Paul Tillotson, Kevin Guy, P.K. Robinson

Guests: None

Meeting called to order at 1901.

The minutes of the 12 November 2018 meeting were read and approved unanimously after a motion by Jim Zalmanek and a second by P.K. Robinson.

Web Site: Director Kevin Guy requested to speak first since the battery on his phone was running low and he wanted to let the Board see his presentation on the I Pad before the battery died. He did report on the status of the web site and said that Director Paul Tillotson has been helping.  New items to be included will be tabs for documents such as Bylaws and Articles of Incorporation, CWPP and the Single Family Definition.  Firewise should have a drop down for dates, contact information and sign-ups, plus a NEPCO dropdown with monthly minutes to post.  Board minutes will be posted with a history of five years.  There will be a Home Tab to welcome residents to the neighborhood, and a What’s New with current information including the president’s message, picnic information, clean-up information, and Firewise information. A Contact Tab will list Board names, addresses (PO Box) and contact information.

Frank Chuba asked for a printable form for Architectural Control and Kevin Guy said that can be done.

President Lonnquist stressed the importance of having resident contacts on the Ranch, especially in view of the recent fires in Paridise, California.

 Treasurer’s Report: Bank balance is $14,879.70.  

Deposits for November:

$57.00 Architectural Control fees

$0.50 Bank interest

Expenses for November:

$100.00 CONO Law Day

$88.00 PO Box rental

$248.19 Firewise Newsletter

Notes:

Legal expenses to date:   $1,518.50

Insurance expenses to date:  $2,846.25

Firewise expenses to date:  $1,460.63

December Outstanding Activity (not cleared bank)

     HUB Insurance (D&O)     $1,210.25

     Philadelphia Ins.                $1,636.00

     Contribution                       $50.00

Treasurer Bill Griffith will present the annual budget at the January 2019 meeting.

Treasurer’s report accepted by the Board after a motion to accept by Jim Zalmanek and a second by P.K. Robinson.

Old Business: Driving on back side of properties – Directors Paul Tillotson and Kevin Guy presented e-mails from all affected neighbors, except Lee Galloway, who are all against using the utility easement and private property as a roadway.  A sign will be erected on the RRRHOA property as approved at the November meeting and will read, “Service and Emergency Vehicles Only” and will be signed by “RRRHOA.org.” The wording of the sign was approved following a motion by Jim Zalmanek and a second by Bill Griffith. Frank Chuba agreed to draft a letter to Lee Galloway explaining the situation concerning an easement that prohibits anyone except emergency vehicles traversing the property and will offer Mr. Galloway alternatives for moving his trailer.

Policies: The policy dealing with rentals/visitors revised form was accepted by the Board with a correction of a typo after a motion by Jim Bergeron and a second by Jim Zalmanek.

Architectural Control:  AC Chairman Frank Chuba reports no new requests.  The request from President Lonnquist is still pending, awaiting square footage from the contractor and a building permit.

New Business:

Spring Newsletter: President Lonnquist asked Board members for article ideas for the Spring Newsletter; the deadline is 01 February 2019.  There will be a Firewise page, dues, Contact Board information, Member meeting, Treasurer’s Report, community clean-up, annual picnic, Statement of Occupancy/contact information, and Nevins Park use/options.

Jim Zalmanek made a motion to donate $200.00 to Tri Lakes Cares as thanks for the use of the conference room each month.  The motion was seconded by P.K. Robinson and the Board concurred.

Kevin Guy gave his views on the tennis court area that included digging up the existing concrete and replacing it with a composite product suitable for tennis, whiffle ball, and basketball.  He also explained a proper way of installing a basketball pole and suggested a heavy-duty net to withstand Colorado weather.

New Sales: 18565 Vista View Drive, 18545 Vista View Drive. Shannon and Troy Kittleson 3555 Range View Drive, Jamine and Ryan Madison 18105 Stone View Road, Robert and Sondra Michaels (vacant lot).

With no further business to discuss, the meeting was unanimously adjourned at 2032 on a motion by Kevin Guy and a second by Frank Chuba.

The Board then did convene an Executive Session at 2033 and ended that session at 2045.

The next regularly scheduled meeting will be at 1900 on Monday, 14 January 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 18 November 2018

Hits: 2144

  Red Rock Ranch Homeowners Association Monthly Meeting

                                                    12 November 2018

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, Frank Chuba, Bill Griffith, Kevin Guy, Paul Tillotson

Guests: Troy Taylor

Meeting called to order at 1902.

The minutes of the 29 October 2018 meeting were read and approved unanimously after a motion by Bill Griffith and a second by Frank Chuba.

Guest Troy Taylor was allowed to speak and told the Board that he purchased a property at 4675 Limestone Road with the intent to rent it. He has read the Association covenants and will abide by the section concerning rental property and further stated that he will screen prospective renters and expect them to be long-term renters. He is also interested in fire mitigation on the property.

Treasurers’ Report: Treasurer Bill Griffith reports a bank balance of $15,258.39.

Expenses for the month totaled $195.00 for mowing at Nevins Park. Checks not cleared by the bank are $88.00 for PO Box Rental and $100.00 for CONO Law Day.

Total contributions to date: $8,085.00

Contribution percentage:    67.00%

Contributors above $50.00:         34

Treasurer’s Report accepted by the Board following a motion by Frank Chuba and a second by Jim Zalmanek.

Insurance: President Lonnquist has received a bid from only one company to date with a quote of:

$1,200.00 for D & O with a 2K deductable ($1 million coverage)

$1,386.00 for General Liability ($2 million coverage)

$250.00 $1 million Umbrella Policy as recommended by Kevin Guy

After discussion concerning the umbrella policy, it was agreed by the Board that it was a propitious recommendation. A motion to accept the three coverages was made by Frank Chuba, seconded by Jim Zalmanek and voted upon unanimously by the Board. It was noted that if there are businesses within the HOA that are a cause for concern by Insurance companies, that will raise the premium for D&O/and Liability insurance. Would the HOA then assess the added fee to the business? That is a discussion for the future and President Lonnquist will in the meantime follow up on that with the insurance company.

Architectural Control: AC Chairman Frank Chuba reports no new requests.

Old Business:

Driving on back side of properties: The situation was discussed at length with comments from Bill Griffith who has researched easements and also received advice from two attorney friends who have experience in this matter. He reported that the easement is strictly for use by utilities vehicles and emergency equipment, and anyone else using it is trespassing. Jim Zalmanek, who was the head of the electric division of Colorado Springs Utilities with experience in easements agreed that use by other than utility and emergency vehicles is indeed trespassing. Bill Griffith felt that the problem is in the hands of homeowners and it is not an HOA matter, but the Association can give support. It was felt that driving across the Association green space is also trespassing. Kevin Guy made a motion to erect a sign on the green space, seconded by Paul Tillotson with Board approval. The Board felt it was an appropriate move, but everyone would need to see the wording on the sign before approval is given.

4575 Sandstone Drive: Treasurer Bill Griffith has driven by and there is only one RV at the residence, so this is a non-issue. Closed.

Firewise: There are two Firewise signs for the Ranch and it was agreed to erect one at Nevins Park with Keith Lonnquist being volunteered for the job. The second one will be put up at a later date at a site not yet selected.

Web Site: WebmasterKevin Guy reports that all minutes have been posted in addition to messages from the President. Next, a tab will be added for residents to see happenings at NEPCO and news of Firewise needs to be posted.

New Business: Update Covenant Policy Enforcement: Change the first step to read “a letter to the Lot owner requesting they meet with a Board member to discuss the issue”. Approved by the Board after a motion by Jim Zalmanek and a second by Kevin Guy. This change will be posted on the Association web site.

Law Day: President Lonnquist attended and reported some information:

Do due diligence and transparency.

Get ahead of problems before they happen.

Create a policy for rentals, such as Lot Owner, who is occupying the premises, contact information for both, and understanding that both recognize and will comply with covenants.

We should create our version of 9 governing policies:

1. How we adopt and amend policies, procedures and rules. How do we amend the covenants?
2. How do we collect assessments?
3. How to handle conflicts with Board members.
4. How do we conduct meetings?
5. How do we enforce the covenants?
6. Lot owners have rights to inspect and copy our records.
7. We should have a plan to invest reserves.
8. How do we handle dispute resolution?
9. We should have a Reserve study and a Reserve study policy (i.e., upkeep of tennis court and playground, landscaping, maintenance, legal fund)

Director Kevin Guy suggested that Board members think about future plans for Nevins Park such as refurbishing the tennis court, signage, landscaping, etc.

President Lonnquist presented a Statement of Occupancy for Board review. It was discussed and some questions on the statement were felt to be too personal. A revised Statement will be forthcoming for approval.

With no further business to discuss, the meeting was unanimously adjourned at 2023 on a motion by Frank Chuba and a second by Bergeron.

The next regularly scheduled meeting will be at 1900 on Monday, 10 December 2018 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron

Secretary/Recorder, RRRHOA

Details

Category: Board of Director Meeting Minutes

Published: 12 November 2018

Hits: 2099

                     Red Rock Ranch Homeowners Association Monthly Meeting
                                              29 October 2018

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, PK Robinson, Bill Griffith, Paul Tillotson, Kevin Guy

Guests: Dave Phetplace, Dave Betzler, Andrea Mahoney, Jamine and Ryan Madison

The meeting was called to order by President Beth Lonnquist at 1900.

Architectural Control: Since she had travelled from Denver for the meeting and needed to return, Andrea Mahoney was allowed to speak first. She requested that her late father’s property be subdivided into nine one-acre lots from the existing three parcels of three acre lots at 18320 Forest View Road, 18320 Stone View Road and 18460 Stone View Road. When the late James O Hix purchased the lots, they were platted for one acre lots, but eventually were made into three acre lots for tax purposes. ACC Chairman Frank Chuba researched through County records to verify that the lots were indeed originally platted as one acre lots and can be reverted to the original plat. Jim Bergeron made a motion to allow the three-acre parcels to be divided into one acre lots, seconded by PK Robinson and motion was carried unanimously.
Let the record show that John Cressman’s driveway at 18252 Pixie Park Road was electronically approved by the Board.
A request was made by Beth Lonnquist to stucco the remainder of her house at 18325 Spruce Road, replace cement, and add a 16 by 20-foot deck. She has a contractor and no building permit is required. Motion made to accept by Jim Bergeron, seconded by Bill Griffith and motion passed by the Board.
Residents Jamine and Ryan Madison were present to ask how to request permission to build a garage separate from their residence at 3555 Range View Road. They were given a hard copy request and also advised how to go about requesting on-line at the Association web site.

Firewise: Dave Phetplace and Dave Betzler gave an in-depth presentation of the year of Firewise. There are seven people on the committee and additional volunteers are always welcome to join. The stress is to mitigate every house on the Ranch with a primary goal of cutting back vegetation five feet from the home. The County will be cutting back vegetation from the roads, concentrating on Red Rock Drive, Red Forest Road, and Forest View Road. Firewise Committee is requesting $2,000 from RRRHOA for the 2019 calendar year to be used:
$1,000 for chipping. Tri Lakes Fire Department will assist with an additional two days of chipping.
National Fire Protection Association has issued a 2-year grant of $1,000 to Red Rock Ranch, one of 7 neighborhoods in the United States chosen for this grant. This will include more training for the Firewise committee members Dave Phetplace and Dave Betzler.
$1,000 for homeowner education through a newsletter and flyers, safety equipment, signage, T-shirts, and banners.
In 2018 the Firewise Committee was able to chip at 72 homes, assess 21 homes and give homeowners a better idea as to how to protect their home. They can chip an average of 13 houses per day.
A motion was made by Kevin Guy to fund Firewise $2,000 for year 2019, seconded by PK Robinson and approved by the Board.

Minutes: The September minutes were read and approved as written after a motion by Kevin Guy and a second by Bill Griffith.

Treasurer’s Report:
Beginning balance on 01 September 2018…$15,272.37
Contributions……………………………….$105.00
Bank Interest………………………………..$0.51
Outstanding Activity (mowing)…………….$195.00

Total contributions to date…………………..$8,085.00
Contribution percentage………………………67.00%
Contributors above $50………………………..34
Treasurer’s Report approved following a motion by PK Robinson and a second by Paul Tillotson.

Old Business: Driving on back side of properties was tabled until the 12 November 2018 meeting, but still drew comments from Board members. President Lonnquist will research the issue further prior to the November meeting.
The broken basketball hoop at Nevins Park has been removed, thanks to Kevin Guy and Paul Tillotson.

Web Site: Kevin Guy reports that the Association web site is up and running.

New Business: Four different neighbors have voiced their concern that there may be residents staying in campers at 4575 Sandstone Drive. President Lonnquist will draft a letter for Board approval to be sent to the owners at that residence advising them of covenants covering that matter.

New Sales: 4880 Sandstone Road and 4665 Limestone Road

With no further business to discuss, the meeting was adjourned at 2100 after a motion by Bill Griffith and a second by Paul Tillotson.

The next regularly scheduled meeting will be at 1900 on Monday, 12 November 2018 at the Tri Lakes Cares building, 235 Jefferson Street, Monument. The December meeting will be on 10th.

Respectfully submitted,

Jim Bergeron, Secretary/Recorder, RRRHOA