Meeting Minutes
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March 14, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting
Zoom meeting: started at 7:02pm.
Board Members present:
Elizabeth Lonnquist, Kevin Guy, Julie Pheteplace, Bill Griffith, Skip Chang, Doreen McLaughlin, Paul Tillotson, Mark Fears
Guests:
Matt Quinlan, Julie Yack
Architectural Control:
There were no new requests but the Board did discuss whether there needed to be a new ACC request for changes to existing structures. The consensus was maybe and probably if something is being enlarged.
Approval of Minutes:
Paul motioned for approval with Bill having the second. Board approved
Treasurer’s Report:
The HOA started the month with $16,895.98. $340.00 was spent on ballots. $10.00 went to Cyberbasement for the website. There has been $540.00 collected for ACC requests. No new Firewise expenditures. There was a carryover of $801 for legal expenses. Other expenses were $352.00 for insurance and $50.00 for the updated sign.
There has been $1525.00 in contributions, $750.00 of that was from David Jones for the pickle ball court. $400.00 in contributions came in this last month. There have been 7 contributions over the recommended $75.00. Bill reported the budget as holding steady.
Julie motioned for approval with Skip having the second. Board approved.
Old Business:
The website needs new articles and it was suggested that old articles should be kept available on the website. Beth had a suggestion for a new community article.
Bill motioned for approval and Julie seconded. Board approved.
Kevin proposed the adoption of electronic voting for HOA members. Board discussion focused on the need to understand pertinent regulations, how to do secret ballots. It was suggested that CONO would be a source for guidance. Also, Bruce Barron might have information. Skip wanted the Board to be sure that people that aren’t very tech savvy aren’t left out.
Firewise:
Firewise had a February meeting and is planning on four chipping events. July 16 and August 13 are on the calendar so far. TriLakes FD will be assisting. Julie is putting information together for lower Red Rocks Ranch and is planning on distributing that with welcome packages also including evacuation information.
Camping @ Mt. Herman:
Board discussed ongoing extended camping at Mt. Herman trailhead. There was a question of whether there was a fire ban at that location and how long someone can camp there. It was noted that there is trash and broken glass at the trail head and possible illegal firepits. The location is in Nat. Forest property and is subject to those rules and regulations.
Cleanup Day:
Dumpsters will cost $640.00 each and will be 30yd. dumpsters. There will be a charge of $70.00 per ton over 40 tons. It was discussed that the park will need to be monitored during the time the dumpster are there.
Skip motioned for reserving the larger (more expensive) dumpsters and Bill had the second. Board approved.
Insurance:
D&O insurance due in May. WC necessary for Firewise and other volunteer activities. Dates need to be posted before the event for coverage.
Forest View Acres Water District:
FVAWD will have an election in May. Their board has three positions open.
Newsletter:
Julie motioned for approving the printing of the newsletter and including a return envelope. Bill had the second.
Bill also reported that he had nine ballots returned but had been able to readdress six of the returns.
Bill also suggested that the ballot be available off of the website. Skip motioned for approval and Bill had the second. Board approved.
Beth was going to work with Paul for the location of the tab on the website.
Lawsuit settlement:
There is ongoing work for developing a PDF with a watermark so that the settlement can be accessed from the HOA website. Paul, Doreen, and Kevin are coordinating that work. Matt Quinlan volunteered to help with the watermark development.
Skip motioned for approval and Kevin seconded. Board approved.
April 11th member meeting:
There are minutes to be approved at the April 11th meeting. Also, there needs to be a discussion about voting on poultry after the present voting is concluded.
Beth had some suggestions for covenant changes to be discussed at the member meeting and it was noted that a lawyer should be used to edit possible changes.
Kevin noted that it is very expensive to rewrite a covenant and many HOA’s try to consolidate amendments as much as possible to avoid confusion and cost.
Welcoming Committee:
Julie said it had not been started up at the time of the meeting but she was still working on getting four or five residents to help with making welcoming baskets that would include HOA information along with Firewise information. It was noted that getting contact info during visits would be helpful.
Around the Zoom:
Beth said she would be writing a letter to the Forest Service about community concerns over camping, fire pits, etc.
Skip mentioned the possibility of making a directory of people who can help with snow removal.
Skip motioned to adjourn and Bill seconded. Board approved.
Meeting adjourned at 7:55pm.
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April 11, 2022 Red Rock Ranch Home Owners Association Board Monthly Meeting
Zoom meeting started at 7:05pm
Board members present:
Skip Chang, Kevin Guy, Elizabeth Lonnquist, Paul Tillotson, Bill Griffith, Doreen McLaughlin, Shannon Majestic , Mark Fears
Guests:
Craig Pryor, Tammy Jones
FireWise:
The meeting started off with FireWise because of the Board’s concern with possible wildfires in our area and concern over evacuation plans for the neighborhood. Dave Root and Dave Poletti from Colorado State Forest Service spoke about the need for active mitigation of fuel for fires. Before people moved into the area, small fires would regularly burn and keep the needle and scrub oak levels down. Now, the amount of trees, pine needles, and leaves has increased dramatically and creates a huge hazard. It was recommended that there be about 10 feet of space between trees and that scrub oak can stunt the growth of pine trees. Vegetation close to the side of roads is a concern for fire crews trying to fight fires. CSFS is working with FireWise. CSFS can come out to do evaluations for $70.00. Scheduling can be done for almost anytime.
Insects were also discussed because of pine beetle infestations. Kevin asked if anyone else had any success in fighting beetles. It was recommended that spraying only occurs if there is an actual infestation and carefully follow instructions for using pesticides because of the potential to affect other insects and animals.
CSFS has information and a pamphlet for dealing with beetles.
Chipping dates are June 11, July 16, August 13, and October 1. More information at rrrfirewise.com.
Architectural Control:
Discussed Cindy Goodwin’s garage addition. New section will be lower than the original structure but don’t have permit yet or site map. Paint will match. Skip motioned for approval with Bill seconding. Board approved.
March Minutes:
There was a request for a change to reflect the statement regarding member opinions on chickens. Doreen motioned for approval of minutes, Bill had the second. Board approved.
Treasurer’s Report: Bill presented the report stating there was $17,661.32 in the Board account at the end of March. There had been $2,550.14 in deposits. As to expenses, there has been $352.00 for insurance, $801.00 in legal expenses (no new billings since January), and a carryover for Firewise. $1,280 is for the dumpsters and $49.87 for park sign. Contributions totaled $6175 and ACC fees have totaled $569.30 to date. It was asked how many open lots are left. The estimation is that there are 12 lots left open. Kevin motioned for approval and Skip seconded. Board approved.
Budget:
Bill presented the Budget noting that there wasn’t any changes to the January budget at this time. Electronic payments were discussed but that isn’t feasible at this time.
The Board’s use of CyberBasement for IT support was discussed. CyberBasement has given good service for the Boards IT requirements.
Bill reported that the HOA doesn’t have to pay the Water Board for infrastructure. Only for water used.
The line in the budget for legal fees was reviewed for continued expenses pertaining to covenant advice.
No plans for park expenditures at this time.
Covenant Vote:
Board has until May 1, 2022 to collect the Covenant votes. Approximately 33 percent have been returned to date. 51 percent of homeowners voting to affirm is needed to make changes to the Covenants.
Rentals were discussed. Rentals are allowed if for six months or longer.
Also, CCIOA (Colorado Common Interest Ownership Act) was discussed and whether the HOA was subject to CCIOA. Kevin believes we are.
Discussed dispute resolution in the future.
Elizabeth proposed eliminating the requirement for recurring votes every 20 years for the Covenants.
New Business:
Discussed Annual Cleanup coming in June.
Bill brought up the continuing long term camping at the Mt. Herman trailhead. Question of whether there is evidence of increased vandalism and increased fire hazard. There are restrictions on how long camping can be used at the site. Can the Forest Service and County be persuaded to monitor the site more closely? There are limited manpower resources for policing. Skip suggested we look into combining with other HOAs to hire private security or create a local crime watch.
FireWise is hiring a chipper in June and Bill proposed the HOA increase our donation to $600.00 to help with the rental. Skip motioned for approval with Kevin seconding. Board approved.
People driving too fast was discussed.
Discussed what is required to initiate service with Mountain View Electric.
Discussed water quality. It was also noted that Forest View Acres Water District has three board positions coming open. Vote is May 3.
Craig Pryor asked about the 30 day comment period and about the upcoming vote on poultry.
Doreen reported on hiring a surveyor to locate marker pin because of property line dispute.
Next meeting is on May 10.
Meeting adjourned at 9:07. Paul motioned for approval with Skip having the second. Board approved.
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February 7, 2022 Red Rock Ranch Home Owners Association Meeting Board Monthly
Meeting
Zoom meeting: was started at 7:00pm.
Board Members: Elizabeth Lonnquist, Kevin Guy, Julie Pheteplace, Shannon Majestic, Bill Griffith, Skip Yang, Paul Tillotson, Doreen McLaughlin, Mark Fears
Guests: Rosalia Mckean, David Yack, Julia Yack, Matt Quinlan, Dave Pheteplace, Julie Burmeister,
Election of Board Positions:
Elizabeth was nominated for President with Bill having the first motion and Skip having the
second.
Bill was nominated for Treasurer, Paul had the first and Skip the second.
Mark was nominated for Secretary, Julie had the first and Skip the second.
Shannon was nominated for ACC chairman. Mark had the first with Bill having the second.
Vice President was added as there had not been one on the previous Board. Skip was
nominated with Kevin having the first and Bill the second. All the nominations were approved
by the Board.
Special Meeting:
There were 103 returned ballots for the Special Meeting. This was a very successful meeting
and the Board wants to thank everyone who participated. The Board also wants to thank
everyone who ran for positions on the Board.
Guest concerns:
Rosalia volunteered to become a historian for RRRHOA. A notification will be put on the HOA
website of her work and asking for contributions from other members with knowledge of RRR
history.
Dave Pheteplace is now on the Forest View Acres Waterboard. He gave the HOA Board
information about the Water Board activity and efforts to rehabilitate the Dawson well and
added that there are 340 lots on the water system. He also discussed the City of Monument
building a storage tank close to RRR. He told the Board that the Water Board was seeking an
easement on RRRHOA property to facilitate the interconnection of the Forest View Acres
system with the City of Monument system. This would give us some insurance for continued
uninterrupted water service in the future. Work for adding the required equipment would start
late 2022, early 2023.
The Board approved the easement with Mark having the first motion and Paul the second.
Dave asked that there be a link to the Water District website added to the RRRHOA website.
Architectural Control:
Julie Burmeister was in attendance to submit her request for new construction at
48bb Sandstone Dr. Julie Phetelplace motioned for approval and Mark had the second. Board
approved.
Approval of Minutes:
The Minutes were approved with Bill having the first and Skip the second.
Treasurer’s Report:
Bill reported that the Board had $17,311.24 to begin the month. There had been $450.00 in
donations by six homeowners and that David Jones had donated $750.00 to cover the cost of
painting the pickle ball court. There were $801.00 in legal fees. Also, there had been $10.00 in
registration fees and NEPCO dues of $55.00. $0.15 in interest had been collected from the
bank account there is $488.00 in carryover funds for Firewise. At the end of the month there
was $16,895.39 in the HOA account. Doreen motioned for approval of the Treasurer’s report
with Skip having the second. Board approved.
Website:
An education tab as been added to the website. Also, information about Director terms and a
link to the FVA waterboard to be added. The website has been improved with an update to a
more secure and stable operating system.
Park Repairs:
No activity due to winter weather.
Insurance:
GL insurance is secured. WC policy is secured. At the time of the meeting, D&O coverage was
still pending.
Forest View Acres Water District:
Bill explained our billing from FVAWD. At this time HOA usage has been minimal with little
expense. Kevin has pieces for the watering system in the park and will be looking into hooking
up the watering system in warmer weather.
The next meeting of the FVAWD was to be Feb. 23.
Newsletter:
The newsletter is to be mailed in March and articles and changes were requested to be
submitted in the next two weeks.
Legal Settlement:
New policies will require and a 30 day announcement period and there is a 30 day review
period for existing policies. Discussed how to distribute information to homeowners about
policies from 2016, 2017, and 2018. There will be an announcement in the newsletter. Also
discussed the need for corporate records request policy.
Non-Disclosure Agreement can be requested from the HOA website now. Discussed the
dissemination of information after signing the NDA.
Julie motioned for approval of information guidelines with Bill having the second. Board
approved.
An email has been sent to answer a request about the definition of Single Family vs. Single
Family dwellings. Skip motioned for approval with minor changes and Doreen had the second.
Board approved.
Also discussed the 2002 Covenant and 2017 Covenant and what is valid at this time.
It was decided that the 2022 revision should show both parts together and that a single tab on
the website would be a single PDF showing the three sections.
The Board thanked Julie Pheteplace for running the vote at the Special Meeting.
Discussed new sign info and Paul is getting it printed to be placed in the Park.
Discussion of working with National Forest Service for a fire ban and coordinating with
Firewise.
Julie suggested creating a welcoming committee and adding a participation draft letter to the
newsletter.
Doreen announced she may be moving.
Meeting Adjourned: Julie had the first motion and Doreen had the sec
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January 10, 2022 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting started at 7:14pm
Board members present:
Beth Longquist, Julie Pheteplace, Kevin Guy, Bill Griffith, Paul Tillotson, Doreen McLaughlin, Mark Fears
Guests:
Julie Yack, David Yack, Craig Pryor, Matt and Laura Quinlan, Rosalia McKean,
Architectural Control:
No new ACC business.
Approval of Minutes:
Minutes were approved with a motion from Mark and a second by Bill. Board approved.
Treasurer’s Report:
Bill reported that there had been a deposit of $145.00 from ACC fees to go along with $0.14 from interest. Expenses were $40.28 for printing of election documents as well as $49.15 for the park sign. The HOA had a beginning balance of $17,255.53 for January and finished with $17,311.24. $75.00 in contributions for 2022. $750.00 was paid to David Jones to cover his paying for the pickle ball court painting.
Total annual interest was $2.34 for 2021. Firewise contributions were 488.11 with a carryover to 2022. Legal expenses were $14,495.19. Insurance expenses were $4,092.95. There were $10,319.95 in contributions for 2021. This includes $750 specified for Law Suit Defense. 51.4% of homeowners contributed, 44 of which contributed more than the requested $75.00. There were $1,380.90 in ACC fees for the year.
The Treasurer’s report was motioned for approval by Julie and Doreen had the second. Board approved.
There was a lengthy discussion of the proposed 2022 budget. Items such as the number of dumpsters for Clean Up Day were discussed in relation to the budget as was watering the landscaping in the park. There is a desire to get the budget surplus a little higher. The editing of the covenant will probably exceed $500.00. There was discussion of moving the expenses for Nivens Park to another part of the budget.
Discussion of support for Firewise was also part of the proposed discussion. Higher participation is highly desired. Rosalia talked about the need for more mitigation. Especially in the Clovenhoof neighborhood.
The proposed budget approval was motioned by Kevin with Mark seconding. Board approved.
Bill showed a comparison of 2021 budget actual expenses and participation to proposed 2022 budget and explained each line item and what happened with each one.
Annual Audit:
Audit was motioned for approval by Julie and seconded by Kevin. Board Approved
Website Education:
A tab was created for the HOA website and Elizabeth has sent out pages for inclusion once a quarter. Doreen motioned for approval and Bill seconded. Board approved.
Firewise:
Chipping dates have been submitted the Fire Dept. Marshall Fire article possibly included into Feb. 7 meeting. Dave Pheteplace has been doing assessments outside of RRRHOA to help other neighborhoods.
Posting of videos regarding the Marshall Fire and exit plans on wildfire.com were discussed. It was noted that the Waldo Fire evacuation took 8 hours for some. Julie motioned for approval and Doreen seconded. Board approved.
Park repairs:
Painting of pickle ball court is finished.
Laura Quinlan suggested moving the signage in the park for better viewing. It was suggested Firewise information could be put on the other side.
Insurance:
GL insurance is secured. WC policy is secured with payment due in February. D&O will be searched for in February. Will be due later in the year.
Forest View Acres Water District:
FVAWD had not posted meeting date by the time of the HOA Board meeting.
Letter to Complainant:
The letter was motioned for approval Julie and seconded by Bill. Board approved. HOA is limited in what it can do.
Newsletter:
Will be mailed in March.
Settlement:
The requirements on the HOA are being met as to the dates for actions and information distribution. The Board discussed how the NDA affects members and Paul explained how the NDA can be accessed by members. Implementation was discussed and Bill motioned for approval with Kevin having the second. Board approved.
Discussed the archive tab and how it would show the settlement. The settlement would move into the archive tab as it moves down the list of articles.
Special Meeting:
At !66 Second Ave., Monument, Co. @ 7:00pm.
Discussed postings for Board candidates on the website. The special meeting has to be an in-person meeting with written ballots and have to be hand counted. Because of the requirement for an in-person meeting there was discussion about how to mitigate for Covid-19 and make it as safe as possible.
Mark volunteered to run the meeting. Julie to be secretary.
Proxies must announced at the beginning of the special meeting. Each voter will have three votes and the votes can’t all be for one candidate.
The count will be on January 24 by three people. Counters to be property owners not on the ballot.
Future Dates:
Clean UP Days - June 4 & 5 (dumpsters delivered on the 3rd), Picnic will be held on August 27th. Julie motioned for approval and Bill seconded. Board approved.
It was agreed to move the February meeting to the 7th.
It was noted a new flag for NIvens Park was donated by Jim Bergeron.
Paul motioned to adjourn the meeting with Julie having the second. Board approved. Meeting ended at 9:25pm
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December 13, 2021 Red Rock Ranch Homeowners Assoc. Board Monthly Meeting
Zoom meeting called to order by Beth Lonnquist at 7:02 pm.
Board members present: Beth Lonnquist, Julie Pheteplace, Doreen McLaughlin, Skip Chang,
Kevin Guy, Paul Tillotson, Bill Griffith, Shannon Kittelson and Mark Fears.
Guests present: Julie Yack, David Yack, Craig Pryor, Megan Acree, Matt and Laura Quinlan.
President Lonnquist asked if any of the guests had any concerns or comments at this time. None of the guests had any comments/concerns.
Architectural Control: Meghan Acree and Jason Zengerle at 3555 Range View Rd request approval for a tough shed garage. Director Chang made a motion to approve and Director Griffith second. The board approved this request with a vote of 8-1.
Theresa and Craig Williams requested approval for replacing their current deck. Director Griffith made a motion to approve and Director Fears second. The board approved the request unanimously.
November Minutes: Director Chang motioned to approve and Director Tillotson second. The board approved the November meeting minutes unanimously.
Treasurers Report: Director Griffith reviewed the December Treasurer’s Report. November deposits were $1226.05, November expenses were $2,541.00 with an ending balance of $17,255.53. Director Kittleson made a motion to approve and Director Fears second. The board unanimously approved the report.
Old Business: None
Web Site: Director Tillotson reported the education tab on the HOA website has been created. President Lonnquist will present several articles to the board for approval at the next meeting. Director Guy said they are looking at a software upgrade for the website.
Firewise: Director Pheteplace suggested the board members review a presentation by the West Side Watch on emergency evacuation, which was emailed by Dave Betzler.
Park Repairs: Director Fears reported that the tentative date for painting the tennis court is December 17, weather permitting. Director Pheteplace and President Lonnquist put up the holiday decorations at the park.
Insurance: President Lonnquist reported that General Liability Insurance has been secured. She will be looking into Workers comp insurance and D&O insurance in January and February respectively.
Forest View Acres Water District: Next meeting is December 15 at 6 pm.
Red Rock Ranch Acres: Platting approval of the development will be the next phase.
New Business: Need articles for the annual newsletter-Director Griffith (treasurer) will provide a report on the annual audit and budget for 2022, Director Kittleson will provide an article on Architectural Control, Director Pheteplace will provide an article on FireWise, Director Chang will provide an article on County Road maintenance, Director Fears will provide a synopsis of Park Project.
There was discussion regarding a neighbor complaint. President Lonnquist will send a letter to complainant.
Current Lawsuit Status: Director Guy reported that the current lawsuit has been amicably settled. Settlement review will be available to homeowners upon request when the HOA board has a process to collect signatures for the non-disclosure agreement. The Board will approve the process at January’s Board meeting. Sign in the park has been taken down and re-purposed.
Director Guy suggested disbanding the CDLC. Director Tillotson made the motion to disband the CDLC and Director Pheteplace second. The board voted unanimously to disband the CDLC.
A special meeting has been set for January 24, 2022 to elect 3 board positions. Election notifications and proxies were sent to all HOA members on December 10, 2021.
Guest Comments: Guest Craig Pryor inquired about the upcoming election in January. He also asked how he could review the settlement. Director Guy replied he should submit a request and as soon as the process has been established, he would be able to review the settlement agreement.
Around the room: Director Pheteplace suggested posting on the HOA website that the meeting minutes for the Water Board are posted at the gazebo in the park and at the bus stop.
Director Fears motioned to adjourn the meeting and Director Tillotson second. The board was unanimous in adjourning the meeting. The meeting was adjourned at 8:40 PM.
