Meeting Minutes
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Red Rock Ranch Homeowners Association Monthly Meeting
09 December 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, PK Robinson, Bill Griffith, Paul Tillotson, Kevin Guy, Julie Pheteplace, Jamie Madison, Shannon Kittelson
Guests: Matt Wadell, John Dallmann, Dr. David Bohn
The meeting was called to order by President Beth Lonnquist at 1903.
Matt Wadell, of State Farm Insurance, was present to address the Board and give an overview about insurance coverage for the HOA and Board members for the upcoming year. He also said insurance coverage for volunteers, such as those who help with chipping on the Ranch are covered for an additional $308.00 per year. Coverage for a single incident is $100,000 and $500,000 aggregate coverage. Mr. Wadell is a licensed attorney in California and Colorado with 40 years of insurance experience. He offered his assistance to Board members who have questions or concerns about coverage and said he is just a phone call away.
Guests John Dallmann and Dr. David Bohn said they were present as homeowners to observe the meeting and had nothing to offer.
Architectural Control: No new requests.
Approval of minutes: The November meeting minutes were previously approved electronically by the Board.
Treasurer’s Report:
Bank balance is $16,989.83
Deposits: 25.00……Architectural Control Fees
75.00…….Contribution
0.65...….Bank Interest
Expenses: 165.49……Firewise Expenses
195.00…,,,Mowing Nevins Park
475.18……CUSP – Firewise
2,309.00……State Farm Insurance
952.75……HUB Insurance
Notes:
Total Annual 2019 Interest………….$6.19
Total Contributions for 2019…….9,615.00
Total ACC Fees to date…………..1,825.40
Checks Not Cleared Bank……..…1,584.00
Treasurer’s Report accepted after a motion by P K Robinson and a second by Kevin Guy.
Proposed 2020 budget attached for Board perusal.
Firewise: Nothing to report this month.
New Business: A motion was made by Julie Pheteplace to donate $200.00 to Tri Lakes Cares as a thank you for allowing the HOA to use their conference room for meetings each month. The motion was seconded by Shannon Kittelson and carried.
Forest View Acres Water District sent notices to residents that water will be shut off on Wednesday, 11 December from 0900 until 1600 for installation of a new water main. The shut-off will affect all properties east of Spruce Road. Residents are cautioned to boil their water from 11 December to 13 December as a precautionary measure. In the event of inclement weather, the alternate date for the shut-off is 17 December 2019.
President Lonnquist reported that the two owners of the area that is platted for ½ acre lots to be developed between State Highway 105 and Rockbrook Road will not give information of the process to the HOA – information will be given only to landowners whose property abuts the area to be developed. One such property is owned by Board member Shannon Kittelson who has agreed to keep the Board advised.
Round the Room: Jamie Madison has researched work quotes for Nevins Park renewal/beautification and found renewing the tennis court will cost $40,000. Other quotes for work around the park are in the $8,000 range. Julie Pheteplace suggested going on-line for products needed, then purchase from Home Depot and have volunteers do the work. Nothing will be done until warmer weather prevails.
Jamie Madison also suggested using the web site to collect voluntary dues and any other things that require monetary transactions. Kevin Guy said a merchant account would be needed and Paul Tillotson wondered if the project would be worth the effort required. That remains open.
With no further business to discuss, the meeting was adjourned at 2007 to go into Executive Session after a motion by Bill Griffith and a second by Paul Tillotson.
Executive Session began at 2009 with attorney Meredith McDonald via telephone.
Executive session ended at 2057.
The meeting adjourned at 2103 on a motion by Julie Pheteplace and a second by Paul Tillotson.
The next regularly scheduled meeting will be at 1900 on Monday, 13 January 2020 at the Tri Lakes Cares building, 235 Jefferson Street, Monument.
Respectfully submitted,
Jim Bergeron, Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
11 November 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, PK Robinson, Shannon Kittelson, Paul Tillotson, Julia Pheteplace
Guests: Skip Chang, Dr. David Bohn
The meeting was called to order by President Beth Lonnquist at 1900.
Architectural Control: Resident Chris Abeyta of 4640 Limestone Road requested permission to add solar panels to his residence. Pictures of the proposed panels, materials were reviewed, and they will have a southern exposure. The site of the house is such that the panels will not be readily seen from the road or by neighbors. Julia Pheteplace made a motion to approve with a second by Paul Tillotson. Passed unanimously.
A prospective buyer of the residence at 3830 Range View Road asked about building a small “mother-in-law” residence next to the current house. The request was denied because of rules prohibiting lot splitting and the home would be smaller than covenants require.
Guest Concerns/Comments: Resident Skip Chang wanted to inform the Board of his on-going water problem at his residence under construction at 18439 Forest View Road. At this time the Water Board has been unable to locate a water main to connect to Mr. Chang’s home. The Water Board estimates that it will cost $130,000 to locate and extend a water line to that home, which Mr. Chang said is progressing ahead of schedule. Jim Bergeron asked Mr. Chang if he would be responsible for the $130,000 and the answer was “no” since it is the responsibility of the Water Board to provide water service.
Resident Dr. David Bohn questioned whether there will be safeguards for neighbors of businesses on the Ranch and if there will be recourse for those neighbors with complaints. He was told that Board member Kevin Guy is currently drafting a policy covering businesses on the Ranch which will also cover those issues.
Minutes: The RRRHOA minutes from the 21 October 2019 were previously approved electronically.
Treasurer’s Report: The bank balance is $20,968.60.
Income: $150.00…………..HOA Fees
0.71…………..Bank Interest
Expenses…….0.00
Outstanding checks not cleared by bank…..$195.00 (Mowing of Nevins Park)
Notes:
Total Annual 2019 Interest……………..$5.50
Net Firewise Expenses to date………….2,332.30 (Brochures, bags, chipper)
Treasure’s Report accepted following a motion by P.K. Robinson and a second by Julia Pheteplace.
Old Business: Insurance coverage for RRRHOA will be provided by State Farm and will cover volunteers. Motion to accept that provider was made by Julia Pheteplace with a second from P.K. Robinson. All Board members present concurred.
Web Site: Board member Shannon Kittelson said she is not receiving e-mails sent to the Board. Paul Tillotson said he will ensure that all Board members are included.
Firewise: The Firewise Committee requested $1,000.00 for their next year budget. There is still $1,000.00 from NFPA for next year and they may also have $1,000.00 from the State Forest Service to use until June. Chipping dates for 2020 are May, June, August and September with the chipper from Tri Lakes Fire District being available. Motion to fund $1,000.00 was made by Julia Pheteplace and seconded by Shannon Kittelson. Board concurred. Director Pheteplace said her husband David will pick up trash at Nevins Park this coming weekend.
New Business: Residents at 17955 Red Rock Drive asked for an exemption to operate an Air BNB at their residence because they are on the edge of the development. The Board unanimously agreed that no exemption would be given since it violates the covenants and in addition, having a BNB on the Ranch impacts HOA insurance rates. President Lonnquist will notify the requesters.
With no further business to discuss, the meeting was adjourned at 2008 to go into Executive Session.
Executive Session ended at 2035.
The meeting was adjourned at 2035 on a motion by P.K. Robinson and seconded by Julia Pheteplace.
The next regularly scheduled meeting will be at 1900 on Monday, 09 December 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument. The December meeting will be on 10th.
Respectfully submitted,
Jim Bergeron, Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
09 September 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, P.K. Robinson, Jamie Madison, Shannon Kittelson, Bill Griffith, Paul Tillotson, Kevin Guy
Guests: Julia Pheteplace, Amy and Matt Hartley, Ryan Madison, Brad Bryant (builder for the Hartley’s)
The meeting was called to order by President Beth Lonnquist at 1901.
Guest and Red Rock Ranch resident Julia Pheteplace expressed a desire to join the Homeowners Association. She introduced herself and gave the Board a brief bio of herself. Bill Griffith made a motion to accept her as a Board member and that was unanimously accepted following a second by P.K. Robinson. By joining, the nine positions for Board members are now complete.
Architectural Control: Amy and Matt Hartley presented a request to build a house at 18365 Forest View Road. It will be a 6,000 square foot building including a garage and deck. Colors were shown, as well as siding made of metal. The Board discussed the metal siding, but after seeing pictures showing the siding looking like wood, that was approved. The request to build was approved pending a building permit number and approval of hookup from Forest View Acres Water District. The fee was paid. Motion to accept made by Bill Griffith, seconded by Kevin Guy and approved unanimously.
Resident Paul Tillotson requested permission to replace an existing deck at his residence, 18250 Spruce Road. It will be the same color and material. Fee was paid. Approved by the Board after a motion by Jim Bergeron and a second by Kevin Guy.
Resident Victor McBride requested permission to put a hot tub on his property at 3885 Sierra Vista Road. It will be hidden from the road and approval was granted after a motion by Shannon Kittelson and a second by Kevin Guy. The fee has been paid.
Resident John Green requested permission to replace shingles on his house at 18375 Spruce Road. Approved and fee paid.
Hans Zimmerman requested permission to replace shingles on his residence at 18330 Spruce Road. Approved by the Board.
The minutes of the 17 August 2019 annual picnic/ meeting were read and unanimously approved following a motion by Bill Griffith and a second by Paul Tillotson.
Treasurer’s Report: The August report was read to residents at the annual picnic/meeting and recorded in the published minutes, but not approved at that time. Motion to approve the August report made by Kevin Guy with a second by P. K. Robinson. All Board members concurred.
September Report:
Deposits:
Bank balance…………… $19,255.23
Contributions……………. …..450.00
Architectural fees…………….196.70
Bank Interest………………… 00.65
Expenses:
Picnic Mailer…………………$119.84
2019 Firewise Contributions/Expenses:
Payment: $2,014.15 Receipt: $3,575.00 Balance: $1,560.85
HOA resources as of the end of August are $19,255.23
September Treasurer’s Report accepted after a motion by Julia Pheteplace and a second by Jamie Madison.
Old Business:
Cyber Policy: Paul Tillotson explained the workings and security measures for the Association website. Only he and Kevin Guy have “keys” to access e-mail addresses, other sensitive information, and all backup is done monthly. Nothing on the site is shared or sold. Paul Tillotson will put together a cyber policy next month with regards to the web site and the HOA’s use of e-mails collected.
Web Site: Paul Tillotson will put together a contact tab that does not require an outlook password. The change in the date for the October meeting has been posted and the November meeting will be on the 11th even though it is Veteran’s Day.
Firewise: Chipping dates are scheduled for 21 September and 12 October. The next Firewise meeting is on the 19th of September. There was discussion about clearing the scrub oak on the Nevins Park property and involving the Firewise Committee, but that is on hold until insurance coverage is made in November.
New Business:
Insurance: President Lonnquist has bids out to three insurance companies to see what is available for coverage for the Association. Volunteer insurance is needed to cover any HOA members running the chipper in the future.
Chickens: Director Jamie Madison presented wording for the proposed change to RRRHOA covenants to allow up to ten chickens (no roosters) per household and it was discussed by Board members. Changes in wording were suggested and that will be re-written in the proposal. Also discussed was the process for gathering signatures to change covenants once the wording is finalized and approved by the Association attorney.
Park: Director P. K. Robinson presented a draft of Park goals for discussion by Board members. Director Jamie Madison spoke of grants, some of which are matching and for specific projects. Treasurer Bill Griffith has information gleaned from responses made by residents about the Park and will share that with Jamie. Minor tasks will be accomplished by Board members such as digging out cracks in the tennis court concrete, filling said cracks, weeding, erecting a basketball hoop(s), and possibly install pickle ball courts. Work must be done before November because of weather concerns. Also discussed was the thought of hiring a professional to do more work at the Park, but with limited resources, that is on hold. Major work will be planned for next spring when weather should not be a factor. Bids for mowing the grass at the Park are needed and Director Jamie Madison volunteered to follow up on that.
President Lonnquist asked for a volunteer to assume the role of Architectural Control Chairman and Director Shannon Kittelson agreed to take that on.
The regular meeting was adjourned at 2044 and the Board went into Executive Session at that time.
The Executive Session ended at 2111.
With no further business to discuss, the meeting was adjourned at 2112 on a motion by Jim Bergeron, seconded by Bill Griffith and the motion was carried unanimously.
The next regularly scheduled meeting will be at 1900 on Monday, 21 October 2019 at the Tri Lakes Cares building, 235 Jefferson Street in Monument.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
.
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Red Rock Ranch Homeowners Association Monthly Meeting
21 October 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, P.K. Robinson, Kevin Guy, Julia Pheteplace,
Jamie Madison, Shannon Kittelson
Guests: Dave Pheteplace, Scott Miller, Ryan Madison, Dr. David Bohn
Meeting called to order at 1902.
The minutes of the 09 September 2019 meeting were read and approved unanimously after a motion by Julie Pheteplace and a second by Kevin Guy.
Guest Scott Miller presented a text (attached) that he requested be included with any petition that goes forward to RRRHOA members regarding amending the RRRHOA covenants to allow chickens.
Architectural Control: Resident Edward Contract, 3520 Mesa Verde Road, requested permission to erect a fence of 600 square feet on his property. It will be a two-rail split fence of Western red cedar with two arched gates. Fee paid. Motion to accept request made by Julie Pheteplace and a second by Shannon Kittelson. Board concurred.
Amy and Matt Hartley of 18365 Forest View Road were granted permission at the September 2019 meeting to build a house at that address and paid a $600.00 fee and since the sale did not go through, they have requested a refund of their $600.00 payment. It was agreed among Board members that it was a reasonable request and a motion to refund the $600.00 was made by P. K. Robinson, seconded by Julie Pheteplace with concurrence from the Board.
Treasurer’s Report:
Bank balance is $20,817.89
Deposits:
$1,000.00……………….Firewise (NFPA)
650.00……………….ACC Fees
0.66………………..Bank Interest
Expenses:
$88.00………………..Attorney Fees
Total contributions for 2019 …………$9,490.00
Total ACC Fees to date………………..2,375.40
2019 Firewise Contributions/Expenses
Payment Receipt Balance
$2,014.15 $3,575.00 $1,560.85
Treasurers Report accepted following a motion by P.K. Robinson and a second by Kevin Guy.
Firewise: Guest Dave Pheteplace gave a presentation about Firewise on the Ranch and it was noted that he is now certified in that field by NFPA (National Fire Protection Association). There was recent news in the Colorado Springs Gazette about the Firewise program and the Red Rock Ranch was mentioned which is good publicity. Red Rock Ranch is one of seven sites in the nation that is noted for excellence, and Dave Pheteplace feels it is probably number one. He said he is ready to assess any property on Red Rock Ranch for owners who are interested in fire mitigation. On 10 October 2019 he attended a meeting at the Tri Lakes Fire Station that included the CEO of NFPA, State Representative Terri Carver, Forest Service reps, CUSP personnel, Tri Lakes Fire Department, the Gazette newspaper and KOAA TV.
Dave volunteered to remove chipping/trash from the Nevins Park and the Board will pay dumping fees of up to $40.00. Motion to pay was made by Kevin Guy with a second from Shannon Kittelson.
Old Business: Jamie Madison spoke of efforts to obtain grant money for Nevins Park up-grades, but discovered that most granters felt the need is greater elsewhere, especially in poorer communities. She suggested volunteer work by the RRR Board and residents to upgrade the tennis court such as repairs to cracked concrete, basketball hoops, and pickle ball courts. She was unable to find anyone for grass cutting, so Clair Brenneman will be asked to mow. Jim Bergeron will contact him for the job.
Jamie Madison: The chicken proposal is written. She will attempt to gather the 150 or more signatures by going door-to-door before a vote can occur. Legal advice is also necessary and the vote must be by U.S mail. President Beth Lonnquist will write an article for the web site advising residents that the petition drive will be forthcoming.
Insurance: President Beth Lonnquist has worked diligently to obtain insurance coverage for the Association with bids out to three companies and it is down to two companies of brokers. The pros and cons of each company were discussed at length among Board members. President Lonnquist will contact agent Matt Waddell and have Board members vote electronically before the end of October on the amount of coverage.
New Business:
CONO Law Day is 09 November 2019 in Colorado Springs from 0845 to noon.
NEPCO is also 09 November 2019 from 0900 to noon at the Monument Police Station.’
Kevin Guy volunteered to write a proposal for Business Allowed Policies for RRRHOA.
Jim Bergeron lauded President Lonnquist for her diligence in attending all but one meeting in Denver for the depositions concerning the on-going law suit, as well as paying $20.00 each day for parking.
New Sales:
4880 Sandstone- John and Laura Quinian
18150 Aspen Way- Bill and Debra Dover
18375 Spruce Road- Teresa and Oliver Clark
Homes for Sale:
3830 Range View Road
4330 Red Forest Road
With no further business to discuss, the meeting was unanimously adjourned at 2053 on a motion by P.K. Robinson and a second by Kevin Guy.
The next regularly scheduled meeting will be at 1900 on Monday, 11 November 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
Scott Miller Memorandum...
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Red Rock Ranch Homeowners Association Monthly Meeting
12 August 2019
The RRRHOA Board met in Executive Session with Attorney Meredith L McDonald starting at 1820 and ending at 1907. The regular monthly meeting was called to order at 1910.
Presiding: President Beth Lonnquist,
Present: Beth Lonnquist, Jim Bergeron, P.K. Robinson, Paul Tillotson, Jamie Madison
Guests: Shannon Kittelson, Ryan Madison, Craig Pryor, David and Julie Yack
The minutes of the 08 July 2019 minutes were approved following a motion by Jamie Madison and a second by Paul Tillotson. Guest David Yack immediately asked why minutes could not be sent out to residents after being printed and not wait until they are approved by the Board. It was decided that the minutes will be sent out for approval electronically to Board members before the next meeting. Once approval is received, the Board will publish the minutes. They will be posted on the website and e-mailed to those who requested that meeting minutes be sent to them. This will be done with a BCC format.
Treasurer’s Report: No report available at this time.
Architectural Control:
Dave and Julie Yack, of 3580 Mesa Verde Drive, requested permission to erect a split rail fence to be used as a dog run and will be between 400 and 500 linear feet. That was approved after a motion by P.K. Robinson and a second by Paul Tillotson. The required fee was paid.
Craig Pryor of 18509 Pike View requested permission to extend an existing deck to the length of his house that will be 12 feet by 26 feet. Also, he requested permission to build a second storage shed on the property measuring 12 feet by 24 feet. It will have a wood siding. Plans were approved following a motion by Jim Bergeron and a second by P.K. Robinson. The fee was paid.
Brad Moulden, 3890 Sierra Vista, requested permission to erect a storage shed of 160 square feet. Color on the Masonite siding will match the house and fee was paid. Approval given after a motion by Jamie Madison and a second by Paul Tillotson.
Danny and Shelley Rose, 4860 Limestone Road, asked permission to build an addition to their residence that will measure 617 square feet. Siding and roof material will match the existing house. Fee was paid. Approval given after a motion by P.K. Robinson and a second by Jim Bergeron.
Old Business:
Web Site: Paul Tillotson reports that the web site is going well. There needs to be a Firewise tab under the Firewise tab:
Firewise: Chipping was done at 12 homes in July. Guest Ryan Madison raised the question of the possibility of homeowners doing their own chipping and saving Association money. It was felt by the Board that residents seldom did chipping on their own in the past and it is money well spent to make the Ranch a more Firewise community. Additionally, some of the money for chipping comes from grants and not all of it from the Association treasury.
New Business:
New Member: Guest Shannon Kittelson, who has attended meetings in the past, expressed a desire to join the Red Rock Ranch Homeowners Association Board. She was informed that a two-year commitment was expected of new members to which she agreed. A motion was made to accept her as a Board member by Jamie Madison and a second by P.K. Robinson.
Insurance: President Lonnquist has bids out to three companies to see what is available. Volunteer insurance must be added if we are to run the chippers in the future.
CONO: Concerning Cyber Security; 2 bills passed mandated that HOS’s have a Cyber Policy for storage, sharing permission, and disposal of said information. The Association accomplished that with the with the Occupancy Form., but Paul Tillotson will create a policy that covers the mandate.
Chickens: Jamie Madison has composed a draft concerning having chickens on the Ranch and changing the covenants to reflect that. After discussion with Board members, she will make changes to clarify the proposed change and present it at the next Board meeting. The Madisons in the meantime have removed the chickens from their residence.
Park: Director Jamie Madison has done extensive research into grants to make renovations to the Nevins Park area and will continue those efforts in an attempt to receive funding in 2020 that has a deadline of 24 October for submitting requests. Guest Julie Yack offered to help since she has experience in that field of grant writing. These grants are usually not 100% of the amount asked, so fundraising would be needed. Guest Ryan Madison offered tips on methods to make the Park more attractive and events that could be used as money-raisers.
Electronic Communication: E-mails have been gathered with resident’s requests as to the type of communication they would like to receive. All information is BCC - we do not distribute homeowner’s e-mails.
Picnic: The annual picnic is Saturday, 17 August 2019 at noon, Nevins Park.
With no further business to discuss, the meeting was adjourned at 2044.
The next regularly scheduled meeting will be at 1900 on 09 September 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
