Meeting Minutes
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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
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December 12, 2022 Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by President Beth Lonnquist at 7:03pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Doreen McLaughlin, Bill Griffith, Julie Pheteplace and Shannon Kittleson
Guests present: Laura Quinlan, Matt Quinlan and Craig Pryor
President Beth Lonnquist asked if any guests had any concerns or comments at this time. There were none.
November Minutes: Will be approved in January 2023
Architectural Control: No ACC to report
Treasurers Report: Director Bill Griffith reviewed the November Treasurer’s report with an ending balance of $20,624.69. Director Griffith reported that he received a check from the FVAWD for $1925.00 for the easement at the park. Director Skip Chang made a motion to approve the November treasurer’s report and Doreen seconded. The board unanimously approved the November treasurer’s report. Director Bill Griffith will propose a 2023 budget at the January meeting. Director Griffith motioned to donate $100 annually to Tri Lakes Cares. Director Doreen McLaughlin seconded. The board unanimously approved.
Director Kevin Guy inquired about expenditure to repair the water system at the park. $400 was approved for that purpose at the last meeting and will roll over to 2023 budget.
Craig Pryor inquired about his request to correct the October minutes. President Beth Lonnquist will follow up with Secretary Mark Fears and get back to Craig Pryor.
There was discussion about how to maintain educational articles on the website.
There was discussion about damage to the rail fencing at the park by the Monument water project. President Beth Lonnquist will reach out to the Town of Monument to see if they will replace the damaged fence.
President Beth Lonnquist accepted Director Doreen Mclaughlin’s resignation and suggested appointing Laura Quinlan to finish out Director McLaughlin’s term. Director Julie Pheteplace made a motion to appoint Laura Quinlan and Director Bill Griffith made a second. The board unanimously approved.
Member Meeting in April: There was a discussion about a venue for the annual member meeting in April. President Beth Lonnquist will inquire if the Monument Chamber of Commerce building is available. 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.
Park Clean-up and Repair: The flag in the park has been taken down due to broken rope. Craig Pryor has agreed to replace the rope and rehang the flag, and to hang a new flag when necessary. Director Skip Chang made a motion to approve up to $150 for flag repair/replacement. Director Bill Griffith seconded. The board unanimously approved.
FireWise: No FireWise activity to report.
Forest View Acres Water District: Next meeting January 25, 2023.
The Board reviewed dates for meetings in 2023.
President Beth Lonnquist adjourned the meeting at 7:55 pm.
The Board went into executive session.
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November 14, 2022 Red Rock Ranch Home Owners Association Monthly Meeting
Board members: Kevin Guy, Beth Lonnquist, Bill Griffith, Doreen McLaughlin, Julie Pheteplace, Paul Tillotson, Shannon Majestic, Mark Fears
Guests: Heidi Juell, Matt and Laura Quinlan, Julie Yack, Craig Pryor
Resident concerns: Heidi Juell had questions about fire burns and the permitting process for burn permits. She asked why it was allowed. The permit process was discussed and it was noted a burn ban would be difficult to implement given existing regulations that allow for burns. It was also noted that burns do have beneficial effects. It was suggested that Firewise could be used to alert owners to planned burns. There is a requirement in place to notify immediate neighbors. Emergency Management contacts were given and are Stan Vanderworth and Jim Reed. A question was raised if the local fire department could be requested to check if the burn was finished and extinguished. Elizabeth noted that there was action in the Colorado State house about planned burns, covered in HB 1132
Laura and Matt Quinlan had a question regarding the October meeting.
Treasurer’s report: Bill reported that there was minimal financial business in October for the HOA. There was one ACC request, $425.00 in contributions, and there was an expenditure to cover the lunch for Firewise volunteers. Other expenses included payment for the P.O. Box, $176.00, insurance payment of $1,673.00 (insurance has cost $3,520.00 ytd.) There was a balance of $22,473.51 at the end of October. Julie motioned for approval and Paul had the second. Board approved.
Architectural Control: No new requests or approvals. It was noted that there was foundation work ongoing at the intersection of Stoneview and Red Rock drive.
Website: Kevin and Paul said the website is running as expected with no issues. There is now an egress map on the website with a QR code. The egress map has caused some concern in the both the Palmer Lake and Monument Police departments.
Firewise: Julie said there was no new business at this time.
Minutes: Doreen motioned for approval and Bill had the second. Board approved.
Park cleanup/maintenance: It is noted that the halyard on the flag pole needs to repaired/replaced. This might be a task for a local scout troop.
Forest View Acres Water District: A payment from the Water District is pending but not received at the time of this meeting. There is a new plan for development of 38 lots. The developer has paid an initial fee to start the application process. There are ongoing discussions with Palmer Lake about being connected to Palmer Lake’s sewage system.
An additional note: Matt Quinlan is now on the Water District Board. Congratulations Matt.
Settlement Procedures Announcement: There were 114 responses to the vote on the proposed covenant changes. There were 45 in favor of Option 1, 27 in favor of Option 2 (chicken exception), and 42 votes for no change. Since neither Option 1 or 2 had enough votes in favor to pass, there is no change to the covenants at this time. Keven asked that the board get further legal advice whether the HOA is CCIOA compliant/ regulated (Colorado Common Interest Ownership Act) before proceeding further with any proposed covenant changes. Elizabeth discussed HB 1137 and how that might affect the HOA. The house bill deals with covenant enforcement. The use of Altitude Law in dealing with homeowners that need to be notified of various matters was discussed.
Zoom service: Though it is planned to have the HOA use it’s own Zoom account, November’s meeting is using Kevin’s company account to facilitate this meeting.
New Business: Doreen has bought a property outside the Ranch and will shortly be resigning from the board. Elizabeth is sending a letter to AirBnB regarding the prohibition of short term rentals in Red Rock Ranch.
Meeting adjourned: 7:51pm
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October 10, 2022 Red Rock Ranch Homeowners Association Board Monthly Meeting
Zoom meeting called to order by Director Skip Chang at 7:00pm.
Board members present: Skip Chang, Kevin Guy, Paul Tillotson, Doreen McLaughlin, Bill Griffith and Julie Pheteplace
Guests present: Heidi Juell
Director Chang asked if any guests had any concerns or comments at this time. Heidi Juell expressed concern about recent slash fires. She wondered if the HOA could do anything to restrict those fires. After lengthy discussion, it was decided that she would contact Jamie Baumgartner at TLFD to see if he would advise residents requesting a permit to contact the RRR FireWise committee to schedule chipping before burning slash. If that is unsuccessful, she will contact El Paso County to see if they might advise the same. She will follow up with Director Julie Pheteplace.
September Minutes: Director Julie Pheteplace made a motion to approve the September minutes, Director Bill Griffith second. The board approved the meeting minutes unanimously. Director Kevin Guy asked if the August minutes had been corrected as Craig Pryor requested. Director Paul Tillotson confirmed they had been corrected and posted on the website.
Treasurers Report: Director Bill Griffith reviewed the September Treasurer’s report. September’s beginning balance was $21,624.10. September deposits were $682.68 and expenses were $223.59 with an ending balance of $22,083.19. The only significant expense anticipated for the 2022 calendar year is an insurance renewal. Director Guy motioned to approve the September Treasurer’s report, Director Tillotson second. The board unanimously approved the September Treasurer’s report.
Old Business: Director Tillotson reported that the website has been working fine.
Park Clean-up and Repair: Thank you to Keith Lonnquist for mowing the park. Construction company laying piping for the Monument water upgrade decided not to use Nevins park for their staging area. There were about 35 people who attended the pickle ball lessons, with more requesting one in the spring. There was a discussion about adding 8 feet of concrete at the ends of the existing tennis court so we can have 2 pickleball courts. (requested by David Jones). There was discussion about completely resurfacing/replacing the tennis court instead of doing piecemeal. No decisions were made at this time and the board will discuss again at a later date. Thank you, Director Pheteplace, for repainting the bench at the tennis court. Director Guy requested approval of $400 to fix the sprinkler system at the park. Director McLaughlin motioned to approve, Paul second. The board unanimously approved the expenditure.
FireWise: Director Pheteplace reported that the October 1 chipping was the final event for FireWise for this year. In 2022 48 properties were chipped and 1292 volunteer hours were spent. The 2023 action plan will focus on continuing the successful chipping program, clearing two right of way road segments and encouraging residents to get a property assessment. The FireWise committee would like to put a piece in the RRR HOA Newsletter in the spring. Dave Betzler is stepping down as director of the committee. The committee is looking for new board members.
Forest View Acres Water District: Next meeting scheduled for October 26. GTG property developer will attend this meeting.
Short term rental issue: Director Griffith received confirmation that the certified letter sent to the resident by the HOA was received. No further response has been received. It appears the property is no longer listed on Air BNB website.
Settlement: Director Griffith reported that we received 45 votes for option 1, 27 votes for option 2 and 42 votes for option 3. There is not a majority of homeowner votes in any one area to change the covenants. Article 20 and 22 stand as the original covenant.
Director Chang adjourned the meeting at 8:01pm.
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September 12, 2022 Red Rock Ranch Home Owners Association Monthly Meeting
Board Members: Elizabeth Lonnquist, Julie Pheteplace, Skip Chang, Kevin Guy, Doreen McLaughlin, Bill Griffith, Shannon Kittelson, Paul Tillotson, Mark Fears
Guests: Roberto and Dawn Torres, Matt and Lori Quinlan, Craig Pryor, Jeff Wilkins, Karen Monk, Jori Ernst
ACC: Discussed whether a yard repair would qualify for a ACC fee. It was decided that it did not.
Jory Ernst - building new house, discussed with Board the driveway and explained it was mostly straight into the garage, discussed the difference between covenant requirements, 25 feet from property line, and county requirements. Discussed the choices of colors and siding. Mr. Ernst showed the Board examples of the siding (there was a question due to the metal siding) and showed architectural renderings of the proposed construction. Mr. Ernst said he would email additional information. Mark moved for approval with Kevin having the second. Board approved.
There was a request put forward by the Yacks for a fence. Mark motioned for approval with Julie second. Board approved.
Roberto and Dawn Torres also had a fence request. Kevin had the first motion, Shannon second. Board approved.
The Board received an ACC check from Cindy Goodwin.
August minutes: The August minutes were motioned for approval by Julie 1st, Bill 2nd, and approved by the Board.
Treasurer’s Report: Bill reported that there had been $216.50 paid in ACC fees. Firewise had been paid $135.45 for chipping costs (lunches etc.). The Firewise account showed a balance of $714.25. Additionally, $110.00 had been paid out for printing the newsletter and $586.50 for review of covenant changes. $0.19 had been received in interest from the bank account. The bank account balance was $21,624.10 which included the Firewise account. At this time, there have been 113 households that have contributed (for a 53.3% contribution rate) and 40 households have contributed more than recommended amount. Skip motioned for approval, Doreen had the second, Board approved.
Old Business: Kevin and Paul reported no issues with website. They said at some future point the OS will be updated.
Firewise: There is a chipping date of October 1st. Julie is preparing the lunch for the work crew.
Parks: Kevin has acquired parts for the sprinkler system. Skip and Kevin have been mowing along with Mark doing trimming in the parks.
Elizabeth thanked everyone that contributed to the Members Picnic. There were approximately 15 families, thirty people attending this year.
Forest View Acres Water District: FVAWD monthly meeting scheduled for Sept. 25. GTG may be applying for permits.
Discussed Zoom usage. It was decided to setup an exclusive RRRHOA account so as to not have to use Kevin’s business account. $14.00 a month was approved by the Board with Julie having the first motion and Skip the second.
The settlement vote is scheduled to be concluded on October 7th.
Elizabeth asked there were any other resident concerns but none were noted at this time.
Mark asked for advice about county road maintenance.
Meeting adjourned at 8:05. Kevin had the first, Bill the second, Board approved.
