Meeting Minutes

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Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 13 February 2023

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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

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 14 November 2022

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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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Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 13 October 2022

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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.

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 12 September 2022

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August 8, 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: Meeting called to order at 7:03pm.

Architectural Control Committee: Doreen McLaughlin presented her request for building a new deck.  Mark motioned for approval, Julie had the second.  Board approved.
Jason Schneider requested approval for his roof replacement.  Skip motioned for approval, Paul had the second and Board approved.

 July minutes: Julie had the 1st, Bill had the 2nd, and the Board approved the July minutes.

 Treasurer’s Report: Bill reported that the Board had received a check from the Lumens for their ACC request.
There was an update to the Firewise funds to $769.00 which should support one more chipping event.
At the end of July the Board had $21,826.93  At the time of this meeting the balance was $21,993.05.  $400.00 has been contributed but had not cleared the bank along with $50.00 in ACC requests. 
There has been $540.69 in expenses for printing and mailing ballots.  Also, $629.59 in legal expenses for the ballot issue.
YTD there has been $1,387.50 in legal expenses and $1,847.00 in insurance payments. Interest income was $0.18, YTD $1.12.
So far 52.36% of the members have contributed. The goal is 55%.  There have been 38 members that have contributed more than the requested $75.00.
The Board approved the Treasurer’s report with Julie having the first and Kevin the second.

Website: No issues with website.  There has been no downtime and it is running on the latest OS.  Kevin was researching contacts with other organizations about their website operations.

Firewise: The next chipping day is August 13th.  All members that have requested chipping are up to date on dues.  October 1st is the last chipping date.  Julie is providing lunch for the work crews.

Park: Skip and Keith (Lonnquist) have been mowing the park. Kevin repaired the sprinkler shed and reported that new parts are needed to get the sprinklers up and running.  The parts should cost less than $400.00 and that the flower beds will need some future work.  Skip motioned for approval of the funds with Kevin having the second.  Board approved.  Also, Tammy and Dave Jones have been mowing the smaller park.

Elizabeth expressed thanks to all that manned the dumpsters.  It was noted that there was lots of use of the Pickle Ball court.
There wasn’t a large percentage of members that used the dumpsters this year though both were full at the end of the two days.  $300.00 was collected in dues.
There was an accident with a member’s car contacting the dumpster.  It is ongoing issue at this time.
It was noted that next year there should be some flags to mark exactly where the dumpsters need to be placed so as to be fully in RRHOA property.
There was a discussion of what will be done in regards to dumpsters next year.

FVAWD:
Their next meeting is August 25.  The planned development may be planning up to 40 wells which could impact FVAWD supply. 
The Board discussed the required boil notices from the latest large water line break.  There is a requirement that the notices be hand delivered but that slows down delivery.  Julie said the water district will be requesting email/phone contact information.

Zoom meeting service:
Bill was researching whether the HOA can meet 501C3 tax exempt status. That would allow the Board to acquire Zoom much cheaper.  Paul commented that it might not be worth the effort to pursue the tax exempt status and that he thought he could line up an easier and inexpensive subscription to Zoom.

Annual Picnic: Bill is bringing drinks.  Elizabeth is bringing chicken with Julie supplying  pulled pork.  Other members are bringing other dishes as well.

Settlement: 
Elizabeth has mailed out the ballots and the tally needs to be finished by October 7th.  There will be areas assigned to Board members to avoid overlapping effort in canvasing members for the return of the ballots. The Board thanked Bill for his effort in writing out the measure.

Other business: 
There was a discussion of out buildings in that there was a report of a plastic shed on one property. The conversation between Craig and Beth was entered in error.
There was discussion about whether the HOA was CIOWA compliant?  Not decided yet.
Skip reported about ruts forming along the gravel roads in the Ranch.  Several roads have ruts.  He had reported the situation to the County but had not heard back from the County at the time of this meeting. Kevin asked about getting electrical power into the park from the joint water connection housing with the city of Monument.  Paul said that Monument did not want to provide the hookup.

Bill proposed paying Board members for fuel, etc. used for park maintenance.  Mark motioned for approval and Julie seconded.  Board approved.
Doreen suggested everyone keep an eye on their mail boxed due to the State tax refunds.

Meeting adjourned at 8:12.