Meeting Minutes
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- Written by: Kevin Guy
- Category: Board of Director Meeting Minutes
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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.
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- Written by: Kevin Guy
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May 8, 2023 Red Rock Ranch Homeowners Association Monthly Meeting
Board Members: Elizabeth Lonnquist, Rosalia McKean, Shannon Kittleson, Bill Griffith, Julie
Pheteplace, Laura Quinlan, Scott Miller, Mark Fears
Guests: David Yack, Julie Yack, Matt Quinlan
Meeting started at 7:03pm
Executives were voted on by the Board as follows:
Bill nominated Elizabeth for President, Julie had the second. Kevin nominated Scott for Vice
President and Rosalia had the second. Laura nominated Mark for Secretary and Bill had the
second. Bill was nominated as Treasurer by Rosalia with Shannon having the second. The
Board approved all nominations.
President - Elizabeth Lonnquist
Vice President - Scott Miller
Secretary - Mark Fears
Treasurer - Bill Griffith
ACC:
Tod Teska submitted a fencing request. He has already paid the fee and Shannon is confirming
the placement in regards to lot lines. Mark motioned for approval and Laura seconded. Board
approved.
March Minutes:
There was a short review of the minutes and Julie motioned for approval. Bill had the second.
Board approved.
Treasurer’s Report:
Bill reported that there had been good participation in paying HOA dues. The balance at the
time of the report was $28,465.21. This is up from $22,436.18 at the beginning of the month.
There has been $6,160.20 in deposits from contributions and $50.00 from ACC fees. The $.20
is from interest accrued.
There is a carry over of $654.39 in contributions for FireWise. Insurance expenses at report
date are $352.00.
Activity that hadn’t cleared the bank as of the report date include $50.00 for the Cyber
Basement subscription, $1,686 for insurance and $110.86 for printing the newsletter.
Total contributions for 2023 are at $7,260. Total ACC fees for 2023 are $175.00. Contribution
percentage stands at 38.9% with 81 contributions. There have been 33 contributors that have
given more than the suggested $75.00.
There is no planned payment for a clean up day because it has been decided to cancel this
year’s clean up day.
Mark motioned to accept the Treasurer’s report. Kevin had the second. Board approved.
Old Business:
With Paul’s retirement, Kevin has responsibility for the website. He reported that the website
has been updated to 4.0 with no major problems. Kevin said Paul had done a good job in
updating/maintaining the site. The only ongoing issue is with the calendar. It didn’t port over
correctly after the update.
April minutes:
There is a message on the website regarding the April meeting/minutes. Also, there is an
update to the NEPCO meeting also.
In addition, on the website, there is an update on the new terms for the directors and it was
decided to have also a list of past directors included.
Julie volunteered to assist with the website due to Paul leaving the Board. Kevin suggested
Julie setup a practice session for Zoom administration. Bill said he would help.
FireWise:
Julie discussed trying to get more households to sign up to use FireWise. There will be signs
and banners announcing the next chipping dates. At this time, chipping is scheduled for
June 17 and August 12. David Yack asked if $654.00 is enough. There is another $500.00
budgeted for FireWise but it has not been moved into the FireWise account at this time.
Park:
Mark is going to work on a mowing schedule and Elizabeth volunteered Keith to help. It was
noted that the tennis courts needed to be weeded. Kevin is working on the sprinkler system.
The fence has been repaired by the City of Monument and road repairs have been started. The
large section of Red Rock Ranch Drive that is gravel will probably stay that way until July or
August due to additional testing on the newly installed water pipe.
Forest View Acres Water District:
FVAWD had a meeting on May 24. In an early meeting lawyers for Red Rock Acres
development were there trying to get clarification on their questions. Same issues with the
development were brought up again as there could some limit to the number of taps sold
depending on lot size/etc.
There was a discussion of what is appropriate to be discussed at RRRHOA board meetings in
regards to FVAWD. There are board members of the HOA that have spoused on the board of
FVAWD. No issues were brought up that seemed to impact either board and Kevin suggested
that the HOA could post information from the water board via a link on the website to FVAWD.
Annual Picnic:
The annual member’s Picnic will be August 26. Scott asked about the timing of the meeting
and whether an earlier date could be considered. He brought up that the timing in August
might prohibit some people/families from attending.
New Business:
The April member meeting went smoothly and the vote went well with the required number of
members/proxies to validate the voting.
Kevin has had to delay research into group rates for garbage collection. Julie said she could
help some with the research. The Board also discussed how to handle payments for the
collection and whether collections would/would not be tied into contributions. Rosalia asked if
participation would be voluntary. Bill was concerned about keeping collection fees and HOA
dues separate. There wasn’t a decision about implementing a new plan but Kevin said some
areas have seen a reduction of 30% in collection fees.
Chicken Amendement:
June 14th is the end of the comment period. There will be two options on the ballot. 51%
participation is required for the vote to be legal. There will be sixty days to return the ballots.
Laura gave an explanation to the changes and intentions in the wording of the ballot.
After the end of the comment period the final form of the ballot will be approved and then
posted on the website. The vote on the proposed amendment with then be held.
Round the Room:
There was a discussion about posting the names of owners that have paid the annual dues. It
was decided to not post any names. Kevin suggested a gift for Paul for all the hours he put in
to making the website run.
Julie motioned to adjourn. Mark had the second. Board approved. Meeting ended at 8:38pm.
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March 13, 2020 Red Rock Ranch Homeowners Association Monthly Meeting
Board Members: Beth Lonnquist, Julie Pheteplace, Kevin Guy, Shannon Kittleson, Skip Chang,
Laura Quinlan
Guests: Craig Pryor, Tom Dermody
Meeting began at 7:02pm.
Beth began the meeting with questions from Tom Dermody. He was wondering if Spruce (st.) was maintained by El Paso County. The County does have responsibility for maintaining Spruce. He asked about HOA dues and the covenant. He was informed that the dues are voluntary but the covenants are mandatory.
Architectural Control Committee:
The request by the Yacks for approval of their shed was discussed. Julie motioned for approval with Shannon having the second. Board approved.
February minutes:
Mark motioned for approval with Julie second. Board approved.
Tresurer’s Report:
Bill couldn’t attend the meeting and Beth gave the report. Nothing new in the report as far as payments/receipts. Kevin asked about the bill for Cyberbasement (website support). The bill was for $30.00 and was approved.
It was noted that there is an old “cc” that is no longer valid on the website.
Skip motioned for approval with Mark having the second. Board approved.
Bill also sent out the proposed budget.
It was decided to bring up the annual Clean Up Day at the members’ meeting.
Julie motioned for approval of the proposed budget. Skip had the second. Board approved.
Website:
Kevin reported that the calendar on the website was causing some problems. Paul and Kevin are researching the fix. Temporarily suspending use of the calendar might be necessary. They are working on the transition to the next website update (4.0).
Firewise:
Julie said June 17 is the only date finalized so far for chipping on the Firewise calendar. More will probably be added at a later date. Julie gave Tom an explanation of what Firewise does and it’s accomplishments. (
Park:
Some of the fence still needs to be replaced from the City of Monument’s road work.
Craig volunteered to help with Park landscaping and maintenance. The garden needs to be cleaned up and the use of drought resistant plants is recommended. Kevin is finishing up the work on the sprinkler system.
FVAWD:
No new information about Red Rock Acres development and how that might affect the Water District.
There is another development in the works on the north side of HWY 105. The development is in discussions with Palmer Lake about water/sewer.
Newsletter:
Beth has sent a copy out to the Board for review. Laura suggested moving the donation form to the bottom of the newsletter to make it easy to use. The Newsletter will be printed and mailed out within two weeks.
Kevin asked about the addition of covenant information into the newsletter.
Julie motioned for approval with Skip second. Board approved.
Annual Clean Up Day:
It was started originally to help with fund raising/dues collection as well as help with owners’ disposal of trash. It hasn’t been as effective the last couple of years (covid?). Discussion ongoing about the number of days and dumpsters required.
April 17 Owners’ meeting:
Will be held at the Chamber of Commerce building. Beth has sent out the agenda and mentioned getting proxies for Board members that will not be able to attend and from members also not attending. There needs to be at least 42 votes from members/proxies at the meeting to make the voting valid.
Julie motioned for approval of meeting plan with Mark having the second. Board approved.
New business:
A discussion was started about negotiating with waste disposal companies for a better rate for RRR homeowners. Kevin said it was possible to get a better rate and incorporate dues into the rate plan. The discussion did not suggest that the dues would be mandatory, just that it would be a way to streamline payments for participants. Kevin said most companies required a two year contract and payment up front.
It is noted that Doreen has retired from the Board in December. Skip and Paul said they would not run in the next election. The Board thanks all three members for their service and wishes them the best in their new endeavors.
Skip motioned for adjournment, Kevin had the second. Board approved.
Meeting ended at 7:50pm.
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Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by Vice President Skip Chang at 7:08 pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Laura Quinlan, Bill Griffith, Julie Pheteplace and Shannon Kittleson
Guests present: Matt Quinlan, Craig Pryor and Juliette Yack
Vice President Chang asked if any guests had any concerns or comments at this time. Craig Pryor mentioned the pending issue with the October minutes. The minutes will be amended. Craig Pryor’s granddaughter asked if the HOA could add some fun equipment to the park. Director Griffith replied that we need to fix the tennis/pickle ball court first and then we will see how much money we have left for the playground.
November Minutes: Director Pheteplace made a motion to approve the November minutes, Director Tillotson seconded the motion and the minutes were approved unanimously.
December Minutes: approved electronically
January Minutes: Will be approved electronically after Director Griffith amends treasurer’s report.
Architectural Control: No ACC to report
Treasurers Report: Director Bill Griffith reviewed the January Treasurer’s report. Director Pheteplace made a motion to approve the January Treasurer’s report and Paul Tillotson seconded the motion. The report was unanimously approved. Director Griffith will amend the 2023 budget.
Member Meeting in April: The annual member meeting will be held at The Chamber House on 105 next to Jarrito Loco on April 17 at 7pm. There are 3 board positions that will be up for election in 2023.
Old Business: Director Tillotson reported that the website has been working fine. He will need to do some updates/convert to new server, later this year which may cost $300.
Park Clean-up and Repair: There was a discussion about moving the annual clean up day to every other year and use the money that would have been spent on the clean up ($1200) for fixing the tennis/pickle ball court. It was decided to ask the members at the annual member meeting.
FireWise: Dave Betzler composed a letter to residents requesting new volunteers to serve on the FireWise Board. Scott Miller will monitor the FireWise email account and compile a list of responses. The Tri Lakes Fire Department will be accepting requests for chipping dates in the second week of March. We will try to reserve 3 or 4 dates for this summer.
Forest View Acres Water District: Next meeting February 21, 2023. Vice President Chang suggested we have enough volunteers to take turns mowing Nevins Park.
Annual picnic was set for August 26 at noon in Nevin Park.
There was discussion about the proposed new development on the east side of 105 just south of the recovery center.
Vice President Chang reminded the Directors that their Newsletter articles are due on 2/15.
Director Quinlan motioned to adjourn the meeting and Vice President Chang seconded the motion.
Vice President Chang adjourned the meeting at 8:02 pm.
The Board went into executive session.
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Board Members: Paul Tillotson, Beth Lonnquist, Julie Pheteplace, Shannon Kittlelson, Skip Chang, Bill Griffith, Laura Quinlan
Guests: Craig Pryor, Matt Quinlan Meeting called to order at 7:00pm
December Minutes: Skip motioned for approval with Bill having the second. All approved. In regards to Craig Pryor’s request to amend the October minutes; it was decided to rewrite the Oct. minutes with the revision to be evaluated at the February meeting.
Treasurer’s Report: The HOA received $1,925.00 from the city of Monument for the easement for Monument’s water line. Bill also reported that $585.00 was spent to cover the last legal expenses along with $100.00 donated to Tri-Lakes Cares. $654.39 was designated to FireWise. $0.19 was accrued in interest. Bill reported that there had been $1,302.80 received in ACC fees. Mark motioned for approval and Paul seconded. Board approved.
New Budget: Bill gave a synopsis of a proposed budget. It will be similar to 2022. There are 207 homeowners in the HOA. There was a 55.7% participation in suggested dues. Bill said that the HOA received $5,400.00 more than the projected income from dues. He said that expenses were very close to projections with the newsletter costing less than expected but FireWise contributions were higher than initially budgeted. Insurance costs were a little lower than projected. Park expenses were higher than first budgeted but the donation from David Jones helped cover that. Bill said that expense variances were around nine percent. There is increased awareness of fire danger in the HOA and more interest in FireWise participation. There will be an ongoing need to support FireWise including the use of the Fire Dept. chipper. At this time, the HOA has $654.00 to donate to FireWise. There is a $100.00 expense for Zoom registration. For next year’s budget, Bill said he expects $6,500 in dues receipts with another $1,000 in ACC fees. Interest may add up to $5.00. Along with the new Zoom fee, he put in a line for $600.00 for Nivens Park and the need for some expenditure for a new flag (approximately $150.00). Bill projects a positive balance of $18.00 for 2023. Skip inquired about 2023 Clean Up Day and whether the HOA wants to do this year similar to 2022 by renting two dumpsters. It was decided to take up the details of Clean Up Day at later meeting. Skip motioned for approval of the proposed budget and Paul had the second. Board approved.
Website: No reported problems. Paul said the website is performing well with an update scheduled in about a month.
FireWise: At this time there is no new activity to report. New recruits to help with chipping days, etc. are needed. There is a FireWise conference scheduled on April 10 and 11th in Ft. Collins.
Nivens Park: Nothing new to report in regards to park activity. The crew working on the Monument water line has replaced some of the split rail decorative fencing. There may be more to be done as the water line work progresses. Beth reported that she had asked to Forest Service to post “No Camping” signs around the Mt. Herman trails. The Forest Service said that they would not post any signs.
April Meeting: The April HOA meeting will held in the Chamber of Commerce conference room. There will be three board seats up for reelection. There needs to be at least 20% member participation for the election to be valid.
Around the room: Laura asked about the “star” next to the February meeting on the calendar. It’s a reminder that Beth will be gone and Skip will chair the meeting. Shannon reported on an ACC request for a roof repair (it will be a metal roof). At the time of the meeting the homeowner had not been contacted. No vote was taken at this time. If voted on by email there needs to be a 100% vote from the Board. There was a discussion of owner concerns about loose dogs. Mark motioned for adjournment with Julie having the second. Board approved. Meeting ended at 7:59pm
