Meeting Minutes
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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.
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Red Rock Ranch Homeowners Assoc
Meeting, April 12, 2021
Kevin gave an introduction to the Zoom meeting and that there would be one vote per property and that there would be some polling.
Board members in attendance: Kevin Guy, Julie Pheteplace, Mark Fears, Elizabeth Lonnquist, Skip Chang, Shannon Kittelson, Paul Tillotson, Bill Griffith
29 Lot owners and 13 proxies were present for a quorum.
March Minutes approval was postponed.
Treasurer’s report: Treasurer’s report had some updates since the newsletter. Bill reported that he re-registered with the Sec. of State, and annual requirement. HOA started the month with $25,265.37. $160 was contributed and there was another $2,450.00 received that hadn’t yet cleared the bank at the time of the meeting. Umbrella insurance expenses were $319.00 and one ACC fee of $25 and $0.21 of interest income. March ending balance was $25,121.12 including a charge of $1,133.50 for obligated to FireWise. Newsletter costs were $527.11 and the mowing bill was paid at $195.00. About 20% of members have contributed and $3,835 has been received recently with 15 members contributing more than the suggested yearly dues of $75.00. There were $200 coming in from prior years dues. There were $125 of architectural fees received.
Skip Chang motioned for acceptance of report and Paul Tillotson seconded. Board voted to approve.
Budget report:
Bill reported expenses have been stable from one year to the next. With an estimate of 65% of homeowners in dues and that would bring in approximately $10,090 in contributions. Architectural fees may bring in $1,000. Interest is negligible. $11,095 is expected to come in to the treasury.
Expenses are: Co. Dept. of State are $10.00, DORA fees $33.00, CONO membership workshops is $175.00, Cyber Basement (website support), $60.00. Covenant editing from attorneys estimated at $500.00. FireWise at $500.00 (funds are already set aside for FireWise.) Umbrella insurance estimated at $4,200.00. Legal fees are anticipated at $1000.00. Miscellaneous park expenses are budgeted at $2,000.00. $585.00 for mowing. NEPCO dues are $55.00. Newsletter was a little over $500.00. Picnic budgeted at $200.00. PO Box has been paid for this year at $114.00. Additional postage at $50.00. Cleanup expenses are budgeted at $500.00, primarily for the dumpster. Safety deposit box is already paid at $23.00. Tri-Lakes Cares is usually given a donation of $200.00 for letting us have meetings in their facilities. That may not be as large due to the ongoing pandemic restrictions. $100.00 of water expensed for Nevins Park. Website registration has been $140.00. Anticipated expenses of $10,985.00 will leave about $120.00 after expenses.
There were also suggestions/questions about park improvements. Mark was designated as a point person for park improvements. Jean Kraus asked about a survey concerning park usage. Bill said that pickle ball was the majority request. There were no objections the Budget stands.
FireWise:
Julie reported on FireWise efforts towards mitigations and the committees first meetings. Chipping days are June 12, July 17, August 14, and Sept. 18. Up to twelve homes each day can be serviced and pre-registration is required. She urged owners sign up for free assessment for mitigation. She gave the FireWise address as
NEPCO (Northern El Paso County Coalition of Community Associations):
NEPCO estimates there may be an increase 0f 39 to 49% in new homes in the Tri lakes area. She also reported on the possible development , Red Rock Acres, and the discussions with the County Planning Commission.
Annual Picnic: August 28, Saturday afternoon. All owners are encouraged to participate.
Board Positions and Nominations:
Three Board Member Positions were up for election. Three HOA members ran unopposed and were elected.
Julie Pheteplace, Shannon Kittelson and Doreen McLaughlin were elected to 4 year term on the Board.
Open Discussion:
Monument Water Tank: Will be placed in Forest View Acres IV, lot 6 in the future.
Covenants: There was a majority of lot owners in favor of extending the covenants in perpetuity. The Covenants may need further amending to become current with State and Federal Law. A poll showed about 70% of the lot owners present at the meeting are against having chickens in the HOA.
Lawsuit: This will affect how much the Board is able to allocate resources on the park. Complainants stated they will make the lawsuit available to homeowners.
Meeting was adjourned at 8:45.
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August 14, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
Meeting began at 7:05pm.
Board Members:
Elizabeth Lonnquist, Laura Quinlan, Rosalia McKean, Shannon Kittelson, Julie Pheteplace,
Scott Miller, Mark Fears
Guests: Ketch Nowacki, Craig Pryor
Guest Concerns:
Ketch had sent e-mails to the board and asked about the status of the correspondence. The emails
concerned the financials of the HOA. He also asked about the timeline for a reply.
Elizabeth explained that Bill Griffith (treasurer) was not at this meeting and wouldn’t be
available for the immediate future. A summary of monthly financial statements compiled by Bill
have been posted in the monthly minutes.
The HOA controls/owns two pieces of property and Beth explained that if someone wanted to
see the deeds immediately that the information is readily available at the county assessors
office. She would be getting copies to have on hand also.
Craig Pryor asked about the appointment of Laura Quinlan to the Board. He was wanting to
make sure that the proper procedure for making appointments to the Board had been followed
and that Laura’s position hadn’t expired. Elizabeth said the Board would follow up on this item
at the next Board meeting.
ACC:
Andrew Wacker had put in a ACC request for the installation of solar panels on the back of his
house. He has sent in the $25.00 check. Rosalia motioned for approval and Julie had the 2nd.
Board approved.
Kelly Smith also had put in a request for a solar panel installation and had sent in the ACC fee.
Julie motioned for approval and Scott had the 2nd. Board approved.
Kimberly Leonard’s request was for the installation of a Tuffshed. The position of the shed was
reviewed. It was determined it met all the requirements. Fee has been paid. Scott motioned for
approval, Shannon had the 2nd. Board approved.
Stetler household had a request but approval was moved to next month’s meeting. Shannon is
getting clarification on what is exactly being planned.
Minutes:
Discussed minutes and statements about required percentage of homeowners voting for a
measure to pass a covenant change. It was decided that e-mails to the Board would be added
to the minutes.
Treasurer’s Report:
Bill Griffith was unavailable for this Board session. Elizabeth gave short summary of Bill’s
report. The HOA has a balance of $29,288.06 at the time of this meeting. There has been a
collection of $295.24 in donations and ACC fees, including $1.45 in interest. $23.00 had been
payed to CyberBasement for website maintenance. 51.92% of HOA members have sent in
yearly donations. 44 have donated more than the suggested $75.00. $125.00 in ACC fees
have been collected.
FireWise:
$123.00 was paid out for a FireWise banner. The banner is designed to be reused. Board
discussed adding $500.00 to the fund for FireWise. Julie motioned for approval and Laura had
the 2nd. Board approved. That would bring FireWise fund to $1,031.38
Rosalia said she would send a report to Ketch.
Last chipping session served 11 houses. Next chipping date is September 9th.
Reserve Fund:
Elizabeth said that in 2012 the Board proposed setting up a Reserved Fund. At that time, it
was determined that $12,000.00 would be the goal. The fund wasn’t established but the
present Board thinks that a Reserve Fund should be established. The amount desired would
have to be increased in that it is now more than ten years later. More discussion is scheduled
for the next Board meetings.
Website:
Discussed what is missing on the current website and what might be added. Shannon
motioned for a “education” tab to be added to the website to make current/past articles more
accessible. Scott seconded. Board approved.
Park:
Rosalia gave a rundown on information she had gathered about playground inspections/
inspectors. Routine checks on playground equipment don’t need certifications. Small
playground areas are not usually inspected unless a specific insurance plan requires it. A Mr.
Clifford is available to do an inspection for the HOA and is certified. Scott motioned to
authorize the $250.00 inspection and Mark had the 2nd. The vote was 6-2 for approval. Scott
thought that no new equipment should be purchased until the Reserve Fund is set up. Kevin
stated he thought that the sprinkler repairs should be postponed until next spring. A motion for
abeyance vote was made by Mark, Kevin had the 2nd. Board approved.
Rosalia stated that she thought that the Board should develop a plan for park improvementsahead of the next Member’s meeting in April.
FVAWD:
There wasn’t new information about planned residential developments.
Picnic:
Scheduled for August 26th.
Insurance:
Elizabeth is researching a new broker for the Board.
Red Rock Ranch Drive:
City of Monument is planning more work/repairs in September.
Ballot:
Laura has sent out a list of names for follow up on voting for the chicken amendment. She
reported that there has been a return of approximately 50% so far.
E-mails:
Discussed timeline for replies to e-mails to the Board.
Around the Room:
It was noted that some of the fence posts at the entrance to Nivens Park had been knocked
down. Mark said he would remove the fallen pieces.
Kevin told Elizabeth he had a document from Skip for her.
Rosalia asked that anyone attending Board meetings via Zoom turn on their cameras. This
idea was agreed upon but there was discussion if this needed to announced thirty days ahead
of implementation. Some members may need coaching on how to use Zoom. It was decided
to put the request for video in replies to meeting attendance requests.
Scott will chair the meeting in September.
Meeting adjourned at 8:22pm.
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July 13, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
The meeting began at 7:17pm.
Board Members:
Laura Quinlan, Bill Griffith, Shannon Kittelson, Scott Miller, Elizabeth Lonnquist, Julie Pheteplace, Mark Fears
Guests:
Melisa and Steve Andrichak, Craig Pryor
ACC:
Melisa and Steve are building on Sandstone. They discussed with the Board their ideas about where the house might be located on the lot. They described the proposed shingles, stonework, paint colors, and the walkout deck. Shannon told the Andrichaks that the ACC fee might be different than first discussed. Julie motioned for approval with Bill having the second. Board approved.
Joe Figueroa had a shed request. The paint is to match the house and has a 25’ buffer. The payment has already been submitted. Mark motioned for approval. Bill had the second. Board approved.
Scott Miller had a request for a redo on his roof. There will be no change in appearance. Julie motioned for approval. Bill had the second. Board approved.
Jack Pruitt brought a request for a fence install, trying to get work going by a July 26th closing date. It is to be a three split rail fence that incloses one acre. It is 25’ from the lot line. Scott motioned for approval. Shannon had the second. Board approved.
June Minutes:
No changes and Bill motioned for approval. Julie had the second. Board approved.
Special meeting minutes where also approved. Scott had the first with Laura the second.
Treasurer’s Report:
Bill reported that at the time of the meeting the HOA had a balance of $28,318.59. There had been contributions of $795.00 and $145.00 for a total of $940.00 thru July 13th. $25.00 in ACC fees had been collected. $123.01 had been spent on a reusable FireWise banner. Mark motioned for approval and Julie had the second. Board approved.
FireWise:
The upcoming August 2nd meeting was noted and that 25 households had signed up. A September 9th chipping date was discussed as an additional date. Elizabeth proposed adding another $500.00 to the FireWise fund. Scott motioned for approval and Laura had the second. Board approved. There was discussion on the possible addition of other chipping dates.
Website:
Nothing to report.
Park:
Mark reported on mowing and cleanup at the park.
FVAWD:
There was a July 26th meeting of the water board. No new information on the proposed Red Rock Acres development at this time.
Annual Picnic:
The Picnic is to be held on August 26th. Julie volunteered to bring pulled pork, Elizabeth - brats, Kevin is bringing water, Bill - condiments.
Ballots for vote on Chickens in the HOA areas:
Laura said that all the ballots had been mailed. Printing costs were discussed as well as the cost for stamps and envelopes. There was a discussion about how many returned mailings are to be expected. Laura and Bill are working on assignments for going out to request votes as 51% is required for a measure to pass either way.
The Board wants to remind owners that there is one vote per lot.
Red Rock Ranch Drive:
Paving has bee redone. More work along the road is scheduled for August and September.
Residence emails:
The Board again worked on ways to ensure all households are made aware of HOA business. Emails provide the quickest way to disseminate information but there has always been at least 35% of households that either don’t have an email address or haven’t provided it to the Board.
Board Priorities:
The Board addressed some of the points Craig Pryor had brought up. As to rewriting the Covenants, !00% of homeowners would have to approve a new covenant. Elizabeth gave an explanation for the Board’s actions in regards to the half way house, short term rentals, and the work on the question of chickens. Craig had also asked about park improvements. The Board explained that there had been efforts towards resurfacing the tennis court but because of funds outlay for lawsuit defense, the park improvements had to be postponed.
Round the Room:
No additional topics were brought to the meeting. It was noted that a playground inspector is scheduled for August 14th.
Laura volunteered to assist in setting up Zoom meetings.
Last discussions concerned homeowner education and the number of greenhouses.
Meeting adjourned at 8:15pm
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June 12, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
The meeting began at 7:03pm.
Board Members:
Elizabeth Lonnquist, Rosalia McKean, Julie Pheteplace, Bill Griffith, Laura Quinlan, Scott Miller, Kevin Guy, Mark Fears
Guests:
Craig Pryor, Jason Krause, Lana Lawson, Ketch Nowicki, Matt Quinlan
ACC:
Jason and Lana had a request for a fence to keep their cats in and also protect them. Rosalia inquired about the height and whether it would impact wild animals. The fence will be approximately six feet high.
Kevin motioned for approval. Bill had the second. Board approved.
Kevin displayed HOA fence policies to help clarify height requirements.
May Minutes:
Corrections noted by other Board members were applied and Julie motioned for approval. Rosalia had the second. Board approved.
Treasurer’s Report:
Bill reported that $2,115.00 in contributions and ACC fees had come in to the HOA. $440.00 of that amount was contributed since the first of June. There was a payout of $1,686.00 for insurance ($2,038 for the year). In addition, the Board paid $123.01 for the FireWise banner (which is reusable).
At the end of May, the HOA has $28,318.59 ($9,225.00 in contributions, $100.00 in ACC fees ytd). 49.52% (103) of owners have contributed. 41 have given more than the recommended $75.00.
Bill also reported that there is $531.00 already designated for FireWise and that there is additional funds for FireWise in the budget that haven’t been specifically allocated from the HOA funds at this time.
Mark motioned for approval of the Treasurer’s Report. Laura had the second. Board approved.
Website:
Website is working well. Elizabeth has new articles for the website. There was discussion about adding information about the mitigation work in Pike National Forest and the issue of hikers and bikers still entering active work zones. Elizabeth has been working for an extended period of time on getting the work accomplished.
FireWise:
Julie reported that sixteen owners have signed up for chipping. Scott reported on the schedule. TriLakes FD is covering the cost of the chipper. (In a related note, Bill had reported that owners utilizing FireWise were up to date with their dues.) At the time of this meeting all available time slots have been reserved. It is possible more time slots could be made available.
Park:
Mark and Keith have been mowing the parks. The tennis court net has been taken down because the cable holding up the net is broken. It will take approximately $60.00 to get a new cable. All new fixtures will be approximately $650.00
FVAWD:
Next meeting is on June 28. Nothing to report in regards to RRRHOA.
Red Rock Acres:
No new information
Members’ Picnic:
The Picnic is scheduled for August 26. Various board members volunteered to bring food items and condiments. Members are urged to bring a dish to share also.
Road Repair:
Elizabeth has been communicating with the City of Monument about the time frame for repairing Red Rock Ranch Drive. She was told that repairs would be later in June.
Garbage Collection:
Kevin is planning on having more information in the coming months.
Chicken Ballot:
Laura has been working on making the ballot as concise but also as explanatory as possible. She and other Board members were concerned about making members aware of the consequences of not voting. She also wants to remind everyone that there has to 51% of members voting one way or the other for passage.
Round the Room:
Julie noted that cement was being delivered and poured for Monument’s new water tank. There will be a lot of addition large vehicle traffic until the work is finished.
Laura inquired about which governmental body is responsible for the culverts, ditches along the streets. El Paso County is responsible for road maintenance.
Meeting adjourned at 8:02pm.
