Meeting Minutes
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
11 June 2012
Presiding: Kelly McGuire
Present: Jim Bergeron, Jim Zalmanek, Kelly McGuire, Bill Martin, David Weber, Frank Chuba, Craig Ketels
Meeting called to order at 1857.
The minutes of the 14 May 2012 meeting were read and approved unanimously after a motion by David Weber and a second by Craig Ketels.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,931.96. There have been 116 voluntary donations amounting to $4,281.00. Architectural Control fees from one resident amount to $25, and interest from the bank account is $13.01. Total income for the year is $4,319.01. Expenses for the year total $ 734.59. The Treasurer reminded the Board that the dumpster fee has yet to be paid and that will be $1100.
The Treasurer’s Report was accepted following a motion by Frank Chuba and a second by Jim Zalmanek.
{tab=Arch Control}Architectural Control:
Director Jim Zalmanek requested approval to remove siding and apply stucco to his residence at 18040 Granite Circle, in addition to re-surfacing a deck with a composite, replace eaves and soffit, and replace windows. Color of the stucco was presented to Board members. Craig Ketels made a motion to accept the plans, a second was made by Frank Chuba and it was accepted by all board members except Jim Zalmanek who abstained. A check in the amount of $25 was paid.
{tab=Old Business}Old Business:
The Ranch-wide garage sales were discussed and a report was received from the chairwoman, Lucy McGuire. She wrote that there were 12 paid participants and 8 not registered. The traffic was consistent and those involved in the sales seemed pleased with the results. The cost did exceed expectation by $100.42, but it was noted that items such as signs can be used next year. Cost of advertising was $200, printing at Tri Lakes Printing was $241, maps were $95, and posters were $9.42, plus sales taxes.
Craig Ketels made a motion to reimburse Mrs. McGuire the $100.42 with a second by Frank Chuba. It carried unanimously.
The annual cleanup went well with 34 residents using the dumpsters in addition to several from Sundance Estates and Red Rock Preserve who paid a dumping fee of $35 for the use of the dumpsters.
President Kelly McGuire did state that Baldwin promised 40 cubic yard containers, but dropped off 30 cubic yard units instead, saying they were out of the larger ones.
President McGuire is working on the welcome letter for newcomers to the Ranch.
{tab=New Business}New Business:
There was considerable discussion concerning yard sales and the annual cleanup for next year on the Ranch.
Craig Ketels suggested using the website to include garage/yard sales and trash cleanup in advance and have a link to maps showing where sales will be held. That would save money on advertising and printing maps. He also suggested increasing fees to participate in sales from $5 to $10 or $15 per household. The next suggestion was to donate left-over goods to HAP or Tri Lakes Cares and advertise the fact that these items will stay in and help our local community. He also felt fliers could be left at homes participating in sales so buyers would be able to know which other homes are participating. Mr. Ketels said that Dave Miller agreed to let the Association put signs on his land near Red Rock Ranch Drive and State Highway 105 to advertise the cleanup and garage sales, but he was unable to contact the Nevins family about using their land and suggested that if any Board member happened to see Gary Nevins working on his property to stop and ask for his permission.
President McGuire stated that residents from Sundance Estates, Red Rock Preserve and Forest View Estates have expressed an interest in joining in the garage sales and cleanup in the future, which all present felt was a feasible idea.
Director David Weber said he had sent out a bulk e-mail message concerning door-to-door salesmen scams with no bounces, so he is confident the system is working. He also presented a letter head for possible use on official stationery and asked for comments. Craig Ketels suggested having a contest among residents with the winner of the best letter head design receiving a $50 gift certificate.
The newsletter was discussed with an option to send it out via e-mail rather than by U.S Postal Service which was felt to be more efficient and cost-saving. Treasurer Bill Martin said he has approximately 160 e-mail addresses for Ranch residents. A post card will be sent to residents informing them that the newsletter and other events will be posted on the Association website in the future. David Weber agreed to write the postcard.
Craig Ketels made a motion to hold the annual picnic/business meeting on Saturday, 25 August 2012 with a second from Frank Chuba and it was approved unanimously. The regular business meeting for August will be held on Monday the 13th, and the annual picnic/business meeting on the 25th will count as the September meeting.
Bids will be solicited next year for dumpsters so it will be in writing and thereby avoid confusion over the size of the dumpsters.
Jim Bergeron suggested that next year only two dumpsters and a chipper be in place since a good share of the dumping consists of scrub oak branches that quickly fill a dumpster. He further suggested that the person who chips be required to haul away the chipped material. This idea will be discussed as next year’s cleanup nears.
{tab=Adjournment}
With no further business to discuss, the meeting was unanimously adjourned at 2010 on a motion by Frank Chuba and a second by Jim Zalmanek.
The next regularly scheduled meeting will be at 1900 on Monday, 09 July 2012 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Secretary/Recorder, RRRHOA
Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 09 July 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
14 May 2012
Presiding: Kelly McGuire
Present: Kelly McGuire, Jim Bergeron, Bill Martin, David Weber, Jim Zalmanek, Frank Chuba, Craig Ketels
Guests: John and Jana Brandt
Meeting called to order at 1900.
The minutes of the 09 April 2012 meeting were read and amended to reflect that Director Jim Zalmanek was present once, not twice as noted in the roll call section of the minutes. Amended minutes accepted after a motion by Director Craig Ketels and a second by Treasurer Bill Martin.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $17,456.03. There have been ninety-four voluntary donations amounting to $3,546.00 and expenditures of $482.59 to date.
The Treasurer’s Report was accepted following a motion by Frank Chuba and a second by Craig Ketels.
{tab=Arch Control}Architectural Control:
Mr. and Mrs. Brandt requested permission to repaint and add shutters to their residence at 4315 Red Forest Road. The color of the house will be brown musso and they presented a color chip. The plans were approved unanimously following a motion to accept by Jim Zalmanek and a second by David Weber. A $25 fee was paid by the Brandts.
{tab=Old Business}Old Business:
President McGuire reported on the upcoming garage sale on the Ranch. Mrs. McGuire has 12 confirmed participants and has placed ads in Our Community News, Snippets, the Tri Lakes Tribune and the Colorado Springs Gazette. She has ordered two banners at a cost of $112 each, which can be used at future events. Maps will be printed and the total cost of all expenditures will be close to the $400 appropriated by the Board. The deadline for requesting participation is 20 May.
Craig Ketels made suggestions concerning the maps and felt if they were placed in Snippets that would save the cost of printing at Tri Lakes Printing. If maps are printed, perhaps they could be placed in a help yourself box much like realtors do and save the manpower needed to hand them out. President McGuire agreed to research the map idea concerning Snippets versus Tri Lakes Printing costs. Craig Ketels agreed to contact Gary Nevins about placing an advertising banner on his property near State Highway 105 and Red Rock Ranch Drive. David Weber stated that he will send out an e-mail to residents about the garage sale.
In other old business, Craig Ketels raised the question of having $15,000 in reserve as noted in the February 2012 minutes. He felt residents should be aware of the rationale behind that amount. Jim Zalmanek agreed to compose a short explanation that can be sent to residents with input from Board members.
The members each signed up for two hour tours of duty for spring cleanup at the dumpster in the park on 08, 09, and 10 June. Craig Ketels raised the question of residents dumping trash on these days. Should those who do not pay their voluntary dues be allowed to dump for free as the residents who do pay are allowed? Architectural Control Chairman Frank Chuba suggested sending a thank-you card to residents who have donated and that would give them access to free dumping. After much discussion, it was agreed that paying members will dump for free and non-paying residents will only be allowed to dump if they make a voluntary $35 donation to the RRRHOA. Treasurer Bill Martin will have available a roster of all residents indicating those who have paid their voluntary dues.
Bill Martin purchased ten bags of bark approved by the Board, and that was spread in the park garden area. He feels it will have to be repeated next year.
{tab=New Business}New Business:
President Kelly McGuire attended the NEPCO meeting on Saturday, 12 May 2012 and stated that Representative Amy Stephens was the speaker. As always, minutes of that meeting are available on line.
Treasurer Bill Martin stated that he has e-mail addresses for the majority of Ranch residents and President McGuire said his goal is to send the newsletter electronically, except for the annual letter requesting voluntary donations which would be sent by USPS. Craig Ketels said he would research local advertising possibilities that could possibly cover the cost of printing and mailing the annual newsletter. It was noted that no personal ads would be accepted- only businesses. There would also be a disclaimer that the Association assumes no responsibility for nor specifically endorses any product or service advertised.
Bill Martin has composed a welcome letter draft for new residents to the Ranch that will be mailed with the president’s signature. Members were asked for input, but it was stressed that the letter should be no longer than one page.
Director David Weber attended the 03 May 2012 meeting at the County Court House concerning HOA’s and felt there was nothing new to report. Much of the discussion centered on properties such as apartment complexes and condominiums.
Val Martin has spent many hours over many years improving the physical looks and tending plants at the Association Park and members felt a letter of thanks and appreciation is in order. Craig Ketels agreed to write the letter for President McGuire’s signature.
{tab=Architectural Fee Policy}Architectural Fee Policy:
Architectural Chairman Frank Chuba discussed guidelines for fees and general improvements in accordance with the RRRHOA covenants. His recommendations are:
Maintenance & Restoration of RRR Properties
In light of the positive responses to the recent newsletter article on architectural control the RRRHOA board discussed ways to simplify this process and make it more user friendly for our residents. It is the intent of the RRRHOA board to encourage and facilitate the maintenance and upkeep of RRR properties by the owners. In the interest of eliminating unnecessary administration for routine maintenance and restoration of existing structural elements on RRR properties the board does not consider the following types of projects to be “alterations” as defined in the covenants and therefore these projects do not require architectural approval by the board.
Projects of this type would include but not be limited to:
- Repainting, re-staining structures to their original color.
- Repaving existing driveways (No expansion or rerouting).
- Repairing, replacing existing fences with the same type of fence.
- Repairing, resurfacing existing decks. (No expansion of deck area)
Projects that add new elements (sheds, antennae, decks, etc) or significantly modify or expand existing structures (re-roof, re-siding, additions) continue to require architectural approval in accordance with the covenants.
We applaud our residents’ efforts to maintain and beautify their properties and will continue to facilitate their efforts in any way we can as a board.
{tab=Adjournment}
With no further business to discuss, the meeting was adjourned at 2034 on a motion by Frank Chuba and a second by Craig Ketels.
The next regularly scheduled meeting will be at 1900 on Monday, 11 June 2012 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 14 May 2012 meeting.
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{tab=Call To Order}
Red Rock Ranch Homeowners Association Monthly Meeting
9 April 2012
Presiding: Kelly McGuire
Present: Kelly McGuire,
Guests: None
The meeting was called to order by President Kelly McGuire at 1903. Members were present to begin at 1900, but the meeting room was being used by AARP tax preparers who ran past their allotted time.
The minutes of the 12 March 2012 meeting were read and approved as written. The minutes were unanimously approved following a motion by Jim Zalmanek and a second by David Weber.{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $14,633.56. Seventy-one donations in the amount of $2665.00 have been received. No Architectural Control fees received and expenses amount to $421.43. Interest earned was $7.45. Total income: $2,672.45.
Treasurer’s Report unanimously accepted following a motion by Frank Chuba and a second by Craig Ketels{tab=Arch Control}Architectural Control:
No requests received for the month.
{tab=Old Business}Old Business:
The Association website was noted to be down today. Director David Weber volunteered to contact Jase Campbell about taking over the website for which he needs the password(s). If no response is received in a reasonable amount of time, President Kelly McGuire will send a letter to Jase thanking him for his devotion to the web site, but feels it is time for a board member to take it over. That action will be taken on a motion from Craig Ketels and seconded by Frank Chuba with concurrence from all board members present.
President Kelly McGuire stated that he would like to see updated addresses, telephone numbers, and as many e-mail addresses as possible added so residents can be notified of upcoming events and it will give the Association knowledge of Ranch wide properties and owners.
{tab=New Business}New Business:
Treasurer Bill Martin, who with his wife Val, tend the garden at the Association Park said the area needs approximately ten bags of bark to replace what has blown away. David Weber made a motion to spend up to $50 to purchase bark at Home Depot with a second from Jim Zalmanek and approval from all board members present.
Director David Weber said he has run the watering system at the Park and will continue to do so on an as-needed-basis.
A letter was received from Ranch residents Dave and Sondra Wayman who stated that they are very glad that RRR will have a Neighborhood Garage Sale and they hope the Association can provide funds for the cost of signs, advertising and printing of maps. They also enclosed their voluntary dues for 2012.
The garage sale planned for 01, 02, and 03 June 2012 will be overseen by Mrs. Lucy McGuire and she has requested a budget allowance of $500 to allow for any unseen expenses. President Kelly McGuire stated that Mrs. McGuire would need at least 25 participants at $25 per participant for the event. Director Craig Ketels made a motion to allocate $400 to subsidize Mrs. McGuire for the sale in case she does not have sufficient funds and a second was forthcoming from Jim Zalmanek with concurrence from all board members present. Added to that motion was “any overage in the sale will go to the Association Treasury to be available as seed money for next year’s sale”.
President McGuire stated that he is waiting for a telephone call from Brian at Tri Lakes Disposal concerning cost of dumpsters for the June Ranch wide pickup in the Park. The company that provided dumpsters in the past (Baldwin) has been turned over to a new owner by the name of Patrick, and he has not yet called the President about his offer. The Board authorized President McGuire to make a decision about which company to use based on cost effectiveness.
Director Jim Zalmanek stated that there will be a meeting on 03 May 2012 at 1730 in the El Paso County Court House, 270 South Tejon Street in Colorado Springs concerning HOA’s. It is hosted by the Bar Association as a public service in conjunction with the Council of Neighbors and Organizations (CONO). The public is invited. Director David Weber plans on attending.
Treasurer Bill Martin feels a welcome letter to new residents on the Ranch is in order and said he would provide input to President McGuire for such a letter to go out under the president’s signature.
Board members will be asked at the May meeting to sign up for two hour stints at the Association Park dumpster station in June.
{tab=Adjournent}
With no further business to discuss, the meeting was adjourned at 1955 on a motion by David Weber, seconded by Jim Zalmanek and carried unanimously by the Board.
The next regularly scheduled meeting will be at 1900 on Monday, 14 May 2012 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Secretary/Recorder, RRRHOA
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 14 May 2012 meeting.
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{tab=Attendees}
Red Rock Ranch Homeowners Association Monthly Meeting
12 March 2012
Presiding: Kelly McGuire
Present: Kelly McGuire,
Guests: None
The meeting was called to order by President Kelly McGuire at 1910. Members were present to begin at 1900, but the meeting room was being used by AARP tax preparers who ran past their allotted time.
The minutes of the 13 February 2012 meeting were read and amended to read that “the $15,000 motion was made by Fred Lanyon and seconded by Frank Chuba”. Also, trucks to pick up unused items should have read “possibly ARC, Association of Retired Citizens”. The amended minutes were unanimously approved following a motion by Fred Lanyon and a second by David Weber.
{tab=Treasurer's Report}Treasurer’s Report:
Bank balance is $14,642.32. Eight donations in the amount of $275.00 have been received. There were no expenses and no Architectural Control fees received.
Treasurer’s Report unanimously accepted following a motion by Frank Chuba and a second by Fred Lanyon.{tab=Arch Control}Architectural Control:
No requests received for the month.
{tab=Old Business}Old Business:
The spring newsletter for the RRRHOA has been published, mailed and received by residents. Printing and mailing was accomplished by Tri Lakes Printing.
{tab=New Business}New Business:
The Board members present expressed their appreciation for the professional newsletter edited and arranged for printing by Director David Weber.
President Kelly McGuire met with personnel at Tri Lakes Printing and for an additional $20 they will add an insert with future newsletters that can be mailed in without tearing the newsletter apart. The insert can be used to mail in voluntary contributions, change of address or votes on Association matters.
President Kelly attended the NEPCO meeting on Saturday, 10 March 2012. A presentation on induced hydraulic fracturing (fracking) was given and a video on the subject can be seen at NEPCO.com. Also mentioned was a website that can be accessed at: neighbors.whitepages.com. This site shows aerial pictures of selected homes by inserting an address and the selected home, plus surrounding neighbors with names of occupants will be shown.
The Association website manager, Jase Campbell, is in the process of moving from his present home and should be back on duty once he and his family are settled. The members expressed their appreciation for the work Jase has done over the years and hoped that he would ask for help if he becomes overwhelmed keeping up the website.
With no further business to discuss, the meeting was adjourned at 1938 on a motion by Fred Lanyon, seconded by Frank Chuba and carried unanimously by the Board.
The next regularly scheduled meeting will be at 1900 on Monday, 09 April 2012 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 09 April 2012 meeting.
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{tab=Attendees}
Red Rock Ranch Homeowners Association Monthly Meeting
13 February 2012
Presiding: Kelly McGuire
Present: Bill Martin,
The meeting was called to order by President Kelly McGuire at 1900.
The minutes of the 09 January 2012 meeting were read and unanimously approved following a motion by Fred Lanyon and a second by Frank Chuba.
{tab=Treasurer's Report}Treasurer’s Report:
The bank balance is $14,640.00. To date there have been eight donations for a total of $275.00. No Architectural Control fees received and no expenses reported. Treasurer’s Report approved unanimously following a motion to accept by Craig Ketels and a second by Fred Lanyon.
{tab=Arch Control}Architectural Control:
No requests received for the month.
{tab=Old Business}Old Business:
Director David Weber reported that he has received seven articles from RRRHOA Board members for publication in the upcoming February newsletter that was mentioned at the January meeting. He will compile the newsletter and have it printed and mailed by Tri Lakes Printing.
{tab=New Business}New Business:
President Kelly McGuire asked for input from all members concerning the in-depth report by Director David Weber outlining past, present and future expenditures and income. The report was discussed at length and it was noted that current income from voluntary dues and Architectural Control fees now meet Association operating expenses. However, since dues are on a voluntary basis and the Ranch is largely built out, ruling out large amounts of money in building fees, it was felt an amount should be set aside as a contingency fund since there is no guaranteed source of income in the future given these circumstances. On a motion by Frank Chuba and a second by Fred Lanyon, it was unanimously agreed to set aside the sum of $15,000 for the contingency fund to cover expenses if income sources decrease.
The Board thanked Mr. Weber for the hours of work he put into the financial report.
The newsletter will mention all events mentioned in the January minutes, including the garage sales on the Ranch scheduled for 01 and 02 June 2012, and possibly the 3rd. Mrs. Lucy McGuire has graciously agreed to head up this event. It was mentioned that perhaps Goodwill or ARK could have a truck pick up unsold items after the sale days
President Kelly McGuire asked for input about putting up a website advertising services on the Ranch. After much discussion it was agreed that liability issues would probably outweigh the benefits, so the plan was dropped.
Treasurer Bill Martin said he will complete and file tax forms for the Association, which is a requirement even though no taxes are due.
With no further business to discuss, the meeting was adjourned at 2006 on a motion by Craig Ketels, seconded by Frank Chuba and carried unanimously by the Board.
The next regularly scheduled meeting will be at 1900 on Monday, 12 March 2012 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
Note: Minutes are in draft form until approved by the RRRHOA Association Board at the 12 March 2012 meeting.
