Meeting Minutes

Details

Written by: Jim Bergeron

Category: Board of Director Meeting Minutes

Published: 11 March 2018

Hits: 2557

                Red Rock Ranch Homeowners Association Monthly Meeting

                                                    12 February 2018

Presiding: Beth Lonnquist

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

Guests: None

Meeting called to order at 1905.

The minutes of the 08 January 2018 meeting were read and amended to read that due to his busy work schedule, Frank Chuba made telephone contact with residents Cindy Goodwin and Bret Hull rather than a personal visit as written. The amended minutes were approved unanimously after a motion by Frank Chuba and a second by Kevin Guy.

Treasurer’s Report: Treasurer Bill Griffith reported an interest deposit of $.46 as the only income for the month. Expenses include an outstanding obligation of $10.00 for the annual registration to the State of Colorado and the 2018 NEPCO dues of $55.00 were paid.

Architectural Control: AC Chairman Frank Chuba reports no new requests this month. Frank Chuba did talk with Cindy Goodwin who has installed the fence that was approved by the Board. She said she wanted to erect the fence so neighbors would not be bothered by her dogs barking and agrees with the Board that enclosing an entire property is not in keeping with the open space attitude on the Ranch.

Old Business: As noted above, the fence at resident Cindy Goodwin has been erected.

     Firewise: The Red Rock Ranch HOA has been accepted as a Firewise Community and President Lonnquist received a plaque attesting to that.

The Coalition for Upper South Platte (CUSP) contract needs approval from the Board. A motion was made to accept the contract by Kevin Guy with a second from Bill Griffith and the Board voted to accept.

Goals:

ü  Complete the Community Wildfire Preparedness Plan (CWPP) within 3 to 6 weeks. The Fire Marshal needs to write a section. Dave Root (Colorado State Forest Service) will coordinate with Jamey Bumgartner of the Tri Lakes Fire Department.

ü  The plan to greet neighbors, spread the word, and create interest and educate has been successful with 40 to 45 households signed up for chipping.

ü  More cooperative projects with the Tri Lakes Methodist Church’s group EPG.

ü  Evaluate lots will be done using the CUSP application and will be scheduled soon. A drone flying at 200 feet will demonstrate encumbered roadways that might make evacuations difficult.

Spruce Road Update: Anderson Dude and Label is going to send a letter to John Green’s lawyer. This is a slow process and the HOA is covered with insurance. Soaring Hope Recovery/Courage to Change had a Registered Sexual Offender residing there. The County Attorney has not responded to President Lonnquist concerning this matter as of today.

Budget for 2018: Treasurer Bill Griffith presented a preliminary budget outline and received comments from Board members. Funds will be requested for Firewise. The final document will be presented during the annual meeting with residents at the 09 April 2018 meeting.

New Business:

1. President Lonnquist presented a draft of the proposed Association Newsletter and asked for comments from Board members prior to printing.
2. The President received an estimate of $50,000 to repair the tennis court that prompted members to consider a do-it-yourself project that the President will look into.
3. Some residents in Sundance Estates and Forest View Estates have expressed a desire to join RRRHOA with the chipping project. The consensus of Association members was that it would be permissible if they pay a fee of $50.00 per household following a motion by Kevin Guy and a second by Bill Griffith. This does not make them members of the HOA, but does allow the HOA to offer trash clean-up services and chipping… after the HOA is serviced.
4. There was confusion among Board members over math entries made on a letter from CUSP which President Lonnquist will address with CUSP in addition to questions about possible tax liabilities with HOA and CUSP contribution shares.
5. Kevin Guy reported that the web site is up and running, but if it crashes again he will need assistance restoring it.
6. Pending expenses are legal fees of $718.00 and CONO dues of $75.00
7. The date set for the annual business meeting/picnic is 18 August 2018.
8. Trash collection dates are 01 and 02 June 2018.
9. Chipping dates are 28 April, 09 and 10 June 2018, plus 3 or 4 more later in the year.

New Sales: Travis Hall

With no further business to discuss, the meeting was unanimously adjourned at 2014 on a motion by Frank Chuba and a second by Bill Griffith.

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

Respectfully submitted,

Jim Bergeron

Secretary/Recorder, RRRHOA

Details

Written by: Jim Bergeron

Category: Board of Director Meeting Minutes

Published: 12 February 2018

Hits: 1998

                Red Rock Ranch Homeowners Association Monthly Meeting

                                                    11 December 2017

Presiding: Beth Lonnquist

Present: Jim Bergeron, Beth Lonnquist, Frank Chuba, Kevin Guy (via telephone hookup), Bill Griffith

Guests: Dave Betzler, Travis Hall

Meeting called to order at 1900.

The minutes of the 13 November 2017 meeting were read and were unanimously accepted following a motion by Bill Griffith and a second by Jim Zalmanek.

Treasurer’s Report: The bank balance is $11,076.24. Interest to date: $5.04. Expenses are $1,930.00 for insurance and $519.00 in legal fees. Deposits include $150.00 from contributions and $510.00 in Architectural Control fees. The Post Office box fee of $50.00 has been paid. Treasurer’s Report accepted after a motion by Jim Zalmanek and a second by Frank Chuba.

Architectural Control: Travis Hall presented plans for a house to be built on a 2 ½ acre lot at 18335 Pixie Park Road. All set backs are in order, the exterior of the 4856 square foot home will be stucco with stone and some wood trim – all in earth tone colors. The roof will have long life fire resistant shingles. There is no building permit yet from El Paso County and Mr. Hall wanted to make certain that the plans meet approval from the Board before proceeding any further. He is currently in the process of making the property fire safe by removing most of the scrub oak.

Firewise: David Betzler briefed the Board on the Firewise Program. He and his wife Barbara, plus Tom and Paula Kelly, and Paul and Rosalia McKean compromise the Firewise Committee and will continue working as a committee along with David Phetaplace who may join them. David made it clear that the Committee plans on working with the HOA to mitigate fire danger on the Ranch. He also wrote the grant for Red Rock Ranch HOA to help with funding to clear roads for safe evacuation of the Ranch. The grant was submitted to Colorado State Fire Service, with approval to be granted in the future.

Coalition for the Upper South Platte (CUSP) read the grant through David Root of the Colorado State Service and CUSP decided to fund the grant.

The next step is to become a Firewise Community and David Betzler is 70% of the way through writing that document. Once it is approved by the HOA, Fire Department, El Paso County Sheriff and Department of Emergency Preparedness, paperwork will be submitted to the state Firewise committee for consideration.

New Business: A motion was made by Jim Zalmanek to donate $200 to Tri Lakes Cares for the use of the conference room where HOA meetings are held. Frank Chuba seconded the motion and the Board agreed to support the motion.

Kevin Guy spoke via telephone about his research into ways of helping with the Treasurer’s organizational programs, but Treasurer Bill Griffith stated that he is comfortable using a spread sheet, especially since there is no cost involved. The treasurer stated that he will work on a budget for the upcoming year.

The tennis court still needs estimates for repairs, but that may be put on the back burner with possible expenditures for attorney fees.

A resident noticed the fences at Nevins Park need repairs. Jim Bergeron stated that he did repair one section and will look over the remaining portions and repair as needed.

A message was received about a property at 4620 Sandstone that is allegedly in a state of disrepair with a chicken coop, a tent and a camper trailer that appears to have someone living in it. President Lonnquist and Kevin Guy will make a courtesy visit to the owners.

Kevin Guy talked via telephone about the web site and said it needs to be updated and gave an estimate on the number of hours needed and an approximate cost of $2,000 to update it. Kevin did say he would work on the update to save money for the HOA. He also asked if the Board would have objections to using g mail for Board use. No one objected. He also stated that minutes from the June-October time frame have been posted.

Old Business: At 2015 the Board went into Executive Session so the regular business meeting was temporarily suspended on a motion by Jim Zalmanek and a second by Frank Chuba.

At 2045, the Executive Session ended and the regular business meeting continued.

It was agreed to notify residents of actions taken by the Board with regards to the Spruce Road nuisance business issue in a January newsletter and possible consequences in the future. The covenants are clear and it is the duty of the Board to enforce the covenants. This is a document that all homeowners agreed to when they purchased their lot in this Red Rock HOA.

09 April 2018 is planned for the annual member meeting with a Firewise presentation.

With no further business to discuss the meeting was unanimously adjourned at 2100 on a motion by Frank Chuba and a second by Bill Griffith.

The next regularly scheduled meeting will be at 1900 on Monday, 08 January 2018 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron

Secretary/Recorder, RRRHOA

Details

Written by: Jim Bergeron

Category: Board of Director Meeting Minutes

Published: 12 February 2018

Hits: 2018

                Red Rock Ranch Homeowners Association Monthly Meeting

                                                    13 November 2017

Presiding: Beth Lonnquist

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

Guests: Tammy Krehbiel

Meeting called to order at 1900.

The minutes of the 16 October 2016 meeting were read and approved unanimously after a motion by Frank Chuba and a second by Jim Zalmanek.

Treasurer’s Report: Bank balance as of 13 November 2017 is $10,752.33. Expenses during the period of 01 November 2017 to date:

06 November - $641.00 for D & O Insurance

06 November - $1,289.00 for HOA Insurance

06 November - $519.00 for Attorney fees

Treasurer’s report was unanimously approved following a motion by Kevin Guy and a second by Jim Zalmanek.

Architectural Control: Guest Tammy Krehbiel presented plans for a house to be built at 18515 Vista View. It will be a five bedroom residence with 5,102 square feet, two levels, stucco siding in earth tones, and class four asphalt 50 year shingles. The plans were reviewed by all members and a motion was made to accept by Frank Chuba and was passed unanimously following a second by Jim Zalmanek. The required fee was paid.

Frank Chuba presented plans from residents Bret and Leslie Hull to install solar panels on their residence at 4730 Red Forest Road. Discussion followed since it was unclear exactly where on the roof(s) the panels will be placed and Frank Chuba said he would contact the residents for clarification. It was noted, however, that courts have upheld the right to install solar panels regardless of the HOA rules, so the members agreed to the plan with follow up by Frank Chuba following a motion by Frank Chuba and a second by Kevin Guy.

Old Business: A letter was sent to the Green’s on 14 September concerning the Spruce Road Recovery Center and no reply as of this date. 14 November will be the 60 days given in the letter. If they have not responded by 14 November 2017, the next move after the 60 days is to issue a bill for the covenant infraction and attorney fees. The fines will be on-going until the violation is removed.

Attorney Bryce Meighan has asked for a current sheriff report regarding the Recovery Center.

If there is no response, President Lonnquist will send a letter to the Green’s on 15 November 2017 with a notice of Board action concerning the fines and legal fees.

To clarify and reiterate the fees assessed the Green’s: “Fees were decided upon as $1000 for being out of compliance, 3 months of $50/day, then escalates to $200/day, and all legal fees this has created for the HOA. Balance is due after 30 days from when the bill is sent with a 1.5% interest on any unpaid balance.” This is a clarification approved in the December meeting prior to approval of the minutes.

     Insurance: There are two insurance policies: one for general liability and one for an additional Director’s liability.

     Firewise: The Firewise Committee, an organization that encourages homeowners to take responsibility for preparing their homes from the risk of wildfire, would like to be recognized as a committee of the HOA. Since it is permitted under the RRRHOA by laws, it was agreed to accept the request by Board members following a motion made by President Beth Lonnquist and a second by Kevin Guy.

The Firewise Committee is applying for a grant on behalf of the HOA for $5,000.00 that will need to be mailed prior to 27 November 2017. These funds will require a cash matching amount of $750.00. If the funds are granted, the money will be held in an account separate from the one used by the HOA. President Lonnquist made a motion to allot $750.00 in matching money for the grant and it was agreed to by the Board after a second by Jim Zalmanek.

The grant application will need to be submitted before the next Board meeting and that can be done electronically.

     CWPP: The CWPP (Colorado Wildfire Preparedness Plan) is an extensive document that will take a few more months to compile by the author, David Betzler. The Board will need to read and approve the plan, as well as the fire department, sheriff, and the Forest Service before submission to the National Firewise Organization for recognition. The committee is formulating its need for an Outreach Committee that will disseminate information about Firewise and what can be done around each lot. They will also form an action/planning department to decide goals for the next ten years and oversee the progress made as well as looking for a funding committee that will look for ways to raise funds for mitigation in the future.

     Tennis Court: Repair estimates are needed and will be addressed by the President.

New Business: No new sales were found during the last three months. Letters of welcome were sent to the residents listed for June through August. Another property is being sold on Pixie Park Road and a letter of welcome will be sent to that owner by President Lonnquist.

     CONO: President Beth Lonnquist and Director Jim Zalmanek attended the CONO meeting on 11 November 2017 and passed on information to the Board. The important thing that they learned at the meeting was the fact that the RRRHOA is conducting business and rules as it should. Also learned that annual member meetings are run differently from regular Board and CONO will send information on how to run such meetings. CONO will also send information on financial records keeping. Treasurer Bill Griffith is looking for a more efficient way to keep all the HOA paperwork together.

The next NEPCO meeting is Saturday, 18 November 2017.

Director Kevin Guy gave a report about the HOA website and continues working on it to modernize it. It was learned that the May 2017 Meeting Minutes need to be posted and Kevin will do that. He will also research on-line book-keeping methods and coordinate with Treasurer Bill Griffith on his findings.

     Resignation: An e-mail was received from Director Fred Lanyon stating that his resignation from the Board was effective on 13 November 2017 because of family issues. The resignation was accepted by the Board with regret. Director Kevin Guy stated he said Board should go on record as giving honor to Fred for his long and dedicated service to the Board and the Red Rock Ranch community and received a hearty “aye” from all Board members.

With no further business to discuss, the meeting was unanimously adjourned at 2052 on a motion by Frank Chuba and a second by Jim Zalmanek.

The next regularly scheduled meeting will be at 1900 on Monday, 11 December 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron

Secretary/Recorder, RRRHOA

Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 11 December 2017 meeting.

Details

Written by: Jim Bergeron

Category: Board of Director Meeting Minutes

Published: 12 February 2018

Hits: 1974

                Red Rock Ranch Homeowners Association Monthly Meeting

                                                    16 October 2017

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, Frank Chuba, Fred Lanyon, Kevin Guy

Guests: None

Meeting called to order at 1902.

The minutes of the 26 August 2017 meeting were read and approved unanimously after a motion by Fred Lanyon and a second by Kevin Guy. The minutes of the 11 September 2017 meeting were approved following a motion by Kevin Guy and a second by Fred Lanyon.

Treasurer’s Report: Bill Griffith has assumed the position of Treasurer of the Association and has his signature on file at People’s Bank. The starting bank balance on 01 September 2017 was $13,572.71.

19 September 2017 – Attorney fees - $88.00

30 September 2017 – Bank interest - $00.57

03 October 2017 – Contributions   - $225.00

03 October 2017 – Attorney fees -   $520.50

Balance as of 16 October 2017 -       $13,199.78

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

President Beth Lonnquist presented a bill for $236.41 she paid for postage, certified letters to John Green, thumb drive, recording device for the hearing, post office box key, and a Visa card for upkeep of the web site. Jim Bergeron made a motion to reimburse the president for the expenses, a second was made by Jim Zalmanek and the Board approved unanimously.

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

Old Business:

     Spruce Road: A letter was sent to the Green’s attorney on 14 September with a 60 day reply timeframe.   No reply to date. The attorney wanted a current sheriff report and the president reported the most current is in the packet as of 10 September 2017 and she is unaware of any that transpired since that date.

     Air BNB: The residents involved sent an e-mail to the president stating that they have removed the listing from the website and noted that they are a pro-single family community. The resident did have questions concerning foreign exchange students, etc. and was advised to bring any concerns in the future to the Board for consideration.

     Insurance Policy: Quotes are needed in October. The current broker: Director’s policy is $641.00 and the general policy is similar to last year. President Lonnquist feels this is the same company the Association has used for the past 20 years and asked if there were thoughts of going to other brokers.

     Firewise: Lucy McGuire’s residence had more mitigation on 23 September done by Tri Lakes Methodist Church Emergency Preparedness Group for their second time. Four Red Rock Ranch people and ten other volunteers also participated. Wood chips need to be spread out and are being saved for Hans Zimmerman who uses them on local trails, but he may not be able to use all the piles around the edge of the property.

The next Firewise meeting is Tuesday, 17 October 2017 when the Community Wildfire Preparedness Plan (CWPP) will be reviewed and readied for approval.

     New Sales: A letter was presented before the Board, corrections were made and the Firewise paragraph will be changed and sent around for approval.

Sales from May through July:

1 Sierra Vista Road         3765 Sierra Vista Road               3780 Range View Road

3520 Mesa Verde Road   18295 Stone View Road             18270 Forest View Road

New Business: In regard to the question about thoughts of going to other insurance brokers, Kevin Guy made a motion to remain with our present insurance company and a second was made by Frank Chuba. The Board agreed unanimously.

Chipping was discussed and to date, eight residents have signed up.

Jim Zalmanek raised the question about residents feeling forced or coerced into cutting down trees on their property after moving into a community because of the trees. A discussion followed and it was agreed that any letters sent by the Board would recommend and encourage fire mitigation and also add that insurance rates on properties could possibly be lowered by mitigation.

Kevin Guy suggested release forms for volunteers for HOA projects, such as mowing, to reduce litigation against the Association. He will write a sample form for the Board’s review. Another suggestion involved the Association website that needs updating. He asked if it might be beneficial to have voluntary dues collected on-line, such as Pay Pal, which might increase the numbers of residents paying. At present, about half the residents pay annual dues.

The tennis court was discussed and it was felt the concrete should probably be repaired and restriped. Jim Bergeron stated that when he had a finisher give an estimate several years ago, it was $20,000. At that time, the Forest View Estates HOA agreed to help with the cost if their residents could use the court. The possibility of using Boy Scouts and the Eagle Project was a possibility, as well as the project for cadets at the Air Force Academy. We will do further research on the costs for this project.

CONO meets at 0900 on 11 November 2017 at 1230. There will be an attorney HOA morning at a fee of $75.00 for two representatives from our HOA – President Lonnquist and Director Jim Zalmanek will attend. Topics include reserves and budgeting, nuisance and privacy, group homes, meetings and covenant enforcement. Jim Zalmanek made a motion for the Board to pay the $75.00 CONO fee and it was accepted unanimously after a second by Kevin Guy.

As noted in the past, the Tri Lakes Fire Department will give free inspections of property in regard to fire mitigation. The HOA has submitted e-mail addresses of those who signed up at the picnic for lot evaluation to Tri Lakes Fire Department.

With no further business to discuss, the meeting was unanimously adjourned at 2008 on a motion by Fred Lanyon and a second by Jim Zalmanek.

The next regularly scheduled meeting will be at 1900 on Monday, 13 November 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron

Secretary/Recorder, RRRHOA

Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 13 November 2017 meeting.