Meeting Minutes

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Written by: Kevin Guy

Category: Board of Director Meeting Minutes

Published: 11 December 2023

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RRRHOA Monthly Board Meeting                                                   November 13, 2023

Meeting Locations: Zoom meeting.  Meeting was called to order by President Lonnquist at 7:16pm

Board members in attendance: President Lonnquist, Director Pheteplace, Director Quinlan, Director Kittleson, Treasurer Griffith and Director Guy.

Resident guests in Attendance: Mr. Nowacki, Mr. Yack, Mrs. Yack, Mr. Pryor and Mrs. McKean.

 Architectural Control:  Derek Heckmeyer 3885 Sierra Vista has requested approval for solar panels on south side of house. Director Pheteplace made a motion to approve, Treasurer Griffith made a second and the request was approved unanimously.

Director Kittleson has made contact with Selzer’s regarding the playhouse that is under construction.  She has not received a request for approval yet.

Approval of the minutes:  Director Quinlan made a motion to approve the October meeting minutes and Director Griffith made the second.  The October meeting minutes were unanimously approved and will be posted on the website.

Treasurer’s report: Treasurer Griffith presented the monthly Treasurers Report.  There was $150.25 in deposits and $56.95 in expenses. The ending balance for October is $30,066.70.  The FireWise Committee has $347.69 remaining and will be carried over to 2024.  Director Guy made a motion to approve the November Treasurer Report and Director Pheteplace made the second.  The November Treasurers Report was unanimously approved.

Old Business:  Rules & Standards of Conduct: A new version will be posted for another 30-day review.  There was a question on whether or not a blast email was sent.  A new email list is being compiled with resident’s permission.

Mr. Yack did not get an email and suggested the Board should review the settlement agreement.

RRRHOA Board Meeting Rules and Standards of Conduct:  Approve and post for additional 30-day comments

Web Site:  Post for 30-day comment period -

Firewise: Julie:  The last chipping date was October 21, 2023. 31 cubic yards of slash was chipped and 374 volunteer hours were accrued this season.

Park Flag: Mr. Pryor notified the Board that the flag was tattered and needs replacing. Director Pheteplace will purchase a 4X6 heavy duty flag for $35 and deliver it to Mr. Pryor who will install it.

Park master plan:  Mrs. Mc Kean presented a proposal of 5 options for the park Master Plan.

Option 1: New playground equipment.  Cost analysis for commercial equipment, not including installation: swing set =$1200-$4700, Merry go round= $1600-$4000, Slide= $3200-$13,000, See Saw= $1200- $1800.  Would need to factor in costs for insurance, installation and regular inspection.  Not recommended due to cost and liability.

Option 2: Walking path around park. Southern section of park is owned by another HOA and there are easements in areas which limits area.  Not recommended.

Option 3: Dog park.  This would require chain link fencing, benches, doggie bags and refuse container.  We need to consider the nearby residents hearing the dogs barking. Need someone to clean up and empty refuse container.  Not recommended.

Option 4: Do nothing. We have money and should make the park more useful. Not recommended.

Option 5:  Pickle ball court: Phase 1:  Repair cracks, repaint and add center post for net support.  Approximate cost $10,000.  Phase 2: Install basketball hoop at one end, approximate cost $ 1300-2500 plus installation.  Things we can do right now: put up a metal sign at entrance to tennis court (play at your own risk), change crank on net so users cannot over tighten and break, dig out dirt under the gate and install stone so that gate will open and close properly.  Mrs. McKean requested permission to get 3 bids for repairing and painting the tennis court.  Director Guy made a motion to approve Mrs. McKean getting bids, Director Pheteplace made the second and it was approved unanimously.  Director Kittleson offered to donate some stone tiles.

Mrs. Yack thanked Mrs. McKean for a very informative presentation.

Liability insurance:  Vice President Miller has secured liability insurance.

Forest View Acres Water District:  Next meeting is December 6.

Red Rock Ranch Drive: The resurfacing of Red Rock Ranch drive has been completed.  Public works has surveyed all roads in El Paso county and will make repairs over the next 20 years.  In January there will be an online site to check which roads are being repaired.

New Developments:  Red Rock Acres; nothing new to report

Schedule special election: April 15 or 16 depending upon availability location: Chamber house on 105.

NEW Business:

Homeowner correspondence to the Board:

Mr. Pryor requested a revision of meeting minutes: Director Guy made a motion to leave the minutes as written, and the Board did not approve or disapprove.  The item will be shelved until the next meeting.

Mr. Nowacki:  Request for paperwork with regards to properties, quarterly statements, sources for funding of the HOA, asset register, current agreement of Nevin’s park.

Our treasurer provides a treasurer’s report monthly, with income sources and expenses listed. The narrative provided contains all the quarterly information on a monthly basis.   Budget is printed annually in the newsletter.  The HOA is conservator of 2 properties with $0 value by the El Paso County Assessor’s office.  Mr. Nowacki was shown the deeds for both.  Nevin’s park is to be used as recreational space or returned to the Nevins’ family.

Director Pheteplace made a motion to close this item as complete, Director Quinlan made the second and the board unanimously approved.

Mr. Nowacki objected and indicated he had not received everything he requested.  The Board asked Mr. Nowacki to resubmit his requested with specific documents he would like to see.

Members in attendance: Director Pheteplace was contacted by a resident complaining about their neighbor’s property which is unsightly and a fire hazard because of lumber, junk and no fire mitigation.  The neighbors have had discussion with no resolution.  It was recommended they contact the El Paso County Code enforcement office. Director Guy is looking into a trash collection program for the HOA and asked how long of a commitment should be considered.  It was suggested a 1-year commitment was reasonable. Director Quinlan suggested he contact Lake of the Rockies HOA.

Resident concerns: Mr. Pryor also asked for clarification why the RRRHOA is exempt from CIOA.  President Lonnquist explained that the 2017 amendment to the covenants states we are exempt except for 4 statutes.  Legal counsel confirmed the exemption.

Round the room:

Next Meeting: December 11

2024 dates:    January 8                      February 12                              March 11                       April 15 or 16

                        May13                           June 10 * pending picnic date     July 8                            August 12

                        September 9                 October 14                                November 11                 December 9

Will firm up dates at next meeting.

President Lonnquist adjourned the meeting at 8:45pm.

Details

Written by: Kevin Guy

Category: Board of Director Meeting Minutes

Published: 08 January 2024

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RRRHOA Monthly Board Meeting                                                          December 11, 2023

 Meeting Locations: Zoom meeting.  Meeting was called to order by President Lonnquist at 7:02pm

Board members in attendance: President Lonnquist, Director Pheteplace, Director Quinlan, Director Kittleson, Treasurer Griffith, Director Guy and Vice President Miller.

Resident guests in Attendance: Mr. Nowacki, Mrs. Yack and Mr. Pryor.

 Architectural Control:  Nothing new to approve

Approval of the minutes:  Vice President Miller made a motion to approve the November meeting minutes, Treasurer Griffith made the second.  The November meeting minutes were approved unanimously and will be posted to the RRR HOA website.

Treasurer’s report: Treasurer Griffith presented the monthly Treasurers Report.  Beginning balance was $30,066,70.  Additions were 24 cents bank interest and expenditures were $523.37 for FireWise, $188.00 for P.O. box rental, $1,831.83 for insurance premium and $37.06 for park flag replacement.  Ending balance is $27,486.68. Director Guy made a motion to approve the December Treasurers report and Vice President Miller made the second. The December Treasurers Report was unanimously approved.  Treasurer Griffith will present a budget comparison at the January meeting. 

Old Business:  

RRRHOA Board Meeting Rules and Standards of Conduct:  It was decided to take the proposed Rules & Standards of Conduct down from the website.  The RRHOA Board is reviewing proposals for a Meeting Rules and Standards of Conduct (MRSC) policy.  Proposals are currently under review and this effort will be taken up again in the 2024 year. 

Web Site:  Web site is up to date.  There was discussion about whether or not to post member emails to the board on the website with the minutes.  Director Guy created a check box on the contact the board link to give permission for the board to use members email addresses when they want to share information with the residents.  To add an email address to the list, go to rrrhoa.org and click on the Board of Directors link at the top menu.  Then click on Contact Board- complete name and email address and click the check box at the bottom. (Check Box to Authorize Email to be added to RRRHOA Broadcast Email List) President Lonnquist will compile the distribution list.

Mr. Pryor asked if there is a way to make the check box more obvious.  Director Guy is working on it.

Firewise:  FireWise is certified for 2023-2024

 Park Flag: Thank you to Mr. Pryor for installing new flag at park.  Thank you to President Lonnquist and Director Pheteplace for putting up the holiday decorations at the park.

Liability Insurance: New insurance is in place, should receive refund for previous policy.

Forest View Acres Water District:  Next meeting January 24

New Developments:  Red Rock Acres; looking for inclusion in the water district in January.

NEW Business:

Homeowner correspondence to the Board:

Mr. Pryor: Revision of meeting minutes- Meeting minutes will stand as written.  Mr. Pryor questioned why the RRR HOA is exempt from CCIOA.

President Lonnquist replied: Over the last several months, 2 of our more than 200 Homeowners Association (HOA) members have questioned whether the Red Rock Ranch (RRR) HOA Board is complying with the Colorado Statute governing HOAs, specifically the Colorado Common Interest Ownership Act (CCIOA).  The Board obtained legal counsel from two law firms that specialize in HOA issues.  After reviewing the HOA documents, we were advised by counsel that the RRR HOA is exempt from most CCIOA compliance based on the following. 

The Board solidified the HOA position on CCIOA with legal guidance to further our exemption from CCIOA.  In 2017 the Board amended the Covenants to specify four statues from CCIOA the Red Rock Ranch HOA must comply with.

Then in 2022 the Board contracted with another legal firm that stated RRR is indeed exempt from based on multiple factors: Formation date of the HOA, the amount collected in annual dues.  Because our dues are donations and not mandatory, this puts the HOA in an additional position to not be required to follow all of CCIOA.

Greater than 51% financial support from homeowners allows the RRRHOA to pay for insurance and maintenance of open spaces, Firewise and other activities within the HOA.

Purchasing property within the RRRHOA area obligates owners to comply with Covenants/Declarations, as Covenants/Declarations go with the land. 

Mr. Nowacki:  Inquired as to which email address is best to address the HOA Board and suggested an acknowledgement of receipt.  Director Guy suggested the best and most secure way to communicate with the Board is to use the “contact the board” link on the website.  The President receives these emails and will provide an acknowledgement of receipt and a reply.  She will share pertinent information with the Board.

Resident concerns: Mr. Pryor reported that the fence at the entrance to the park is broken.  Mr. Pryor suggested to have a cup of coffee with Board members.

Round the room: Director Guy asked for volunteers to call trash companies.  Director Pheteplace and President Lonnquist volunteered.

Next Meeting: January 8, 2024

2024 dates:    January 8                      February 12                              March 11                       April 15 or 16

                        May13                           June 8 meeting & picnic              July 8                           August 12

                        September 9                 October 14                                November 11                 December 9

Large garbage day June 15.  Director Kittleson made a motion to approve 2024 dates and Director Guy made the second.  The 2024 dates were unanimously approved.

Director Quinlan made a motion to adjourn the meeting and Vice President Miller made the second.  The Board unanimously approved adjournment.  President Lonnquist adjourned the meeting at 7:47pm.

Details

Written by: Kevin Guy

Category: Board of Director Meeting Minutes

Published: 13 November 2023

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                                             October 9, 2023 Red Rock Ranch Homeowners Association Minutes
Meeting began at 7:03pm

Board Members:Laura Quinlan, Julie Pheteplace, Beth Lonnquist, Scott Miller, Kevin Guy, Shannon Kittelson,
Bill Griffith, Mark Fears

Guests:
Julie Yack, Ketch Nowacki, Craig Pryor

Minutes:
Julie motioned for the approval of the September minutes. Bill had the second. Board
approved.
There was question about the posting of the April Minutes. In that the April meeting was a
member meeting, the minutes for that meeting will have to be approved at the next member
meeting which will be in April 2024. It was noted that April 2021 minutes need to be posted.

Treasurer’s Report:

Bill gave a report of the HOA’s finances. There had been deposits of $690.00 from ACC fees,
$225.00 and $150.00 in contributions. Also $0.25 had been earned in interest. Total deposits
were $1,065.25. $43.00 had been paid out for DORA registration as well as $186.24 for the
Zoom subscription. Bill is in contact with Zoom to see if the fee might be reduced in that the
HOA is a non-profit organization. FireWise has a balance of $928.01. At this time, there have
been $10,425.00 in contributions which includes some pre-pay for 2024. There have 115
contributions which is just over 55.30% of members. That is in line with the Board’s goal for
contributions. There have been $890.00 in ACC fees also. The treasury balance is $29,973
which includes the FireWise balance. Bill reported that upcoming payments will include
insurance costing between $1,500 to $2,000. Mark motioned for approval of the Treasurer’s
report. Kevin had the second. Board approved.

Old Business:
There was discussion of the special election to be held April of 2024. Bill motioned for approval
of the April election. Julie seconded. Board approved.
RRRHOA Standards of Conduct were discussed and if the standards need to be posted before
implementation. Mark motioned for approval. Bill had the second. Board approved. Scott
also wanted clarification of time given for comments from guests at Board meetings.
Standards for guest comments and time for speaking will be implemented on a provisional
basis.

FireWise:
October 21 will be the next chipping date. Julie is making lunch. The chipper is being rented
for this date.

Newsletter:
Elizabeth wrote an article explaining the need for buildings to be 25 feet from lot lines. Studies
have shown that this helps mitigate fire risk. Fire is less likely to spread with the 25 foot
spacing.

Chicken Ballot:
83% of members responded to the ballot question. There wasn’t enough votes either for or
against the provision. The Covenant stands as written.

Park Master Plan:
Scott asked about funds to be put in reserve for Park improvements. The Board favored
$20,000 in a reserve in that the Board feels there is a need to be cautious in expenditures due
to insurance costs and litigation. Colorado is pushing for HOA’s to have larger reserve funds.
Kevin offered a view that there should be more emphasis on park improvements as opposed to
a larger reserve fund. Scott is drawing up plans with different amounts of work and
expenditures.
Scott also has obtained bids for liability insurance from two carriers. After discussion, the
Board approved the offer from American Family Insurance. Julie motioned for approval and
Scott had the second. Board approved.

Forest View Acres Water District:
Nothing new in regards to HOA involvement.
In other water news, the City of Monument is expecting to have road work done by late
October.

Education Page:
Elizabeth proposed an article about making sure water supply pipes are properly installed to
prevent freezing and breakage.

Emails:
There are three emails scheduled to be posted with October minutes.

Response to members:
Scott motioned for approval of a letter in response to Craig Pryor. Shannon seconded. Board
approved.

Member comments:
Ketch thanked Bill for sending him a financial condition report. Ketch also asked about future
postings of financials.

There was a question about the timeline for posting of minutes.

It was also noted that Bill has been exceeding requirements for financial reports for the HOA.

Round the Room:
It was noted that the Park looked good.
Kevin gave a briefing about a possible trash service coordinated thru the HOA. It would not be
a required service. Kevin described how other HOA’s have done a service for their members.
There would be a requirement to pay the suggested donation to be eligible for the service, however, it wouldn’t be
required to sign up for the service.
Shannon said there was an upcoming ACC request but she hadn’t received the paperwork yet.

Meeting adjourned at 8:06pm.

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Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 09 October 2023

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September 11, 2023 Red Rock Ranch Homeowners Association Monthly Meeting

Meeting began at 7:06pm, called to order by Scott Miller, vice president

Board Members:

Laura Quinlan, Julie Pheteplace, Kevin Guy, Scott Miller, Shannon Kittelson, Bill Griffith, Mark Fears

Guests:

Craig Pryor

First Board Business item:

Rosalia McKean resigned.  Laura Quinlan was nominated to take Rosalia’s seat on the Board.  Mark motioned for approval and Julie had the second. Board approved.  The next scheduled election will be at the Members’s meeting on April 24, 2024

Minutes:

Julie motioned for approval and Bill had the 2nd.  Board approved.

Treasurer’s Report:

Bill reported that the month ending balance was $29,137.39.  There was a deposit of $250.00 in August and that there had been another deposit of $225.00 at the beginning of September.  Also, there had been $690.00 in ACC fees collected that had not cleared the bank at the time of the report.  Expenses were reported as $52.74 for printing of ballots, $52.05 for FireWise volunteer lunches, $296.00 in postage.  Interest accrued $1.70.  Payments contributions, including a carryover from 2022, amounts to $928.01.  Insurance expenses to date are $2,038.00.  Total contributions for 2023 are $10,275.00.  That is from 114 members, 54.81% of total members.  There have been 47 contributions above the suggested $75.00 level. There have been $890.00 in ACC fees collected.  Bill said he was working on a budget reconciliation in that the picnic was cancelled.

Laura motioned for approval of the report, Julie had the 2nd.  Board approved.

Website:

It was noted that minutes for April 2023 had not been posted.  Kevin to get with Mark to make sure he has the notes to post.

Website has some new updates and is working well.

Firewise:

Chipping moved from Sept. 9 to Oct. 21

Park:

Kevin has repaired the sprinklers.  Mowing has been done by Mark.

Board discussed removing the playground equipment.  There are no actual requirements for a certified inspection of the equipment. 

Several Board members have been to the park to examine the equipment and no problems have been found.  Board weighing the possible liability against having the equipment available for Members and their children. Scott has been researching new insurance for the Board/Park. 

Board property deeds:

Elizabeth went to the County offices and has current copies of the deeds.  These are available to Members upon request.  The Board believes it best not to have the deeds posted on the Website.  The deeds are always available from the County offices.

Posting of financial data:

Per Ketch Nowicki’s request, Bill discussed how the Board has been posting the HOA’s financial position.  Bill believes the Board is fulfilling it’s duty as to keeping records. Traditionally, the information is available to anyone who requests it but the full report hasn’t been posted in the minutes.  A summary of the Treasurer’s report is in the minutes each month.

It is intentional that individual members’ contributions aren’t posted in that the contributions are voluntary and the Board does not feel it is the Board’s responsibility to make public a member’s participation.

In Person meetings:

Board again discussed in person meetings in that most Board members would like to have in person meetings but Zoom meetings have been advantageous.  Many times, Board members have attended meetings while on vacation or out of town on business.

Chicken vote:

In that there has been a challenge to the validity of the last ballot, Scott proposed allocating $1,500 for more legal consultation.  The threat of more lawsuits is guiding the Board’s actions and expenditures. Colorado statutes require Y/N votes which the Board is trying to follow as well the Covenant requirements that a change to the Covenants have to approved by 51% of the members, either for or against. A plurality one way or the other does not pass an amendment.  Laura reported that there 156 votes out of 211 members.  The vote stands at 41% to 32%.  Neither Yes or No has enough for passage at this time.

FVAWD, Road construction, Red Rock Acres development:

No new information regarding the above except that Monument has more work on Red Rock Ranch drive planned.

Picnic:

The Picnic was cancelled due to poor weather being forecast for the day of the Picnic.

Park Masterplan:

Scott is working with Rosalia drawing up a plan for Park improvements funding.

Emails:

Emails to the Board will be added to the minutes to help provide context for Board discussions/actions.

Trash services:

A member asked about proposed Board sponsored trash services.  The trash services would be voluntary.

Board concerns:

Shannon discussed Board members resigning because they felt harassed and didn’t think Board members should be subject to behaviors that are cause of anxiety or fear.  Board members are volunteers and not paid for their services.

Homeowner comments:

Craig asked about the change in Board agenda organization.  Member comments have been moved to later in the meeting to facilitate the conduct of Board business and dissemination of information at the beginning of the meeting.

Craig also asked whether or not we are “private”;

It was asked where the settlement language was acquired that Craig was quoting.

Standards of Conduct:

Board discussed Standards and it was determined that a review was in order.  Laura motioned for approval and Kevin had the second.  Board approved.

Meeting adjourned at 8:10pm.