Meeting Minutes

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 16 January 2020

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            Red Rock Ranch Homeowners Association Monthly Meeting

                                                   13 January 2020

                                           

                                                         

 

Presiding: President Beth Lonnquist

 

Present: Beth Lonnquist, Jim Bergeron, Julie Pheteplace, Jamie Madison, Bill Griffith, Paul Tillotson, Kevin Guy

 

Guests: None

 

The meeting was called to order by President Beth Lonnquist at 1900.

 

Minutes of the 09 December 2019 were approved electronically.

 

Treasurer’s Report:

     Bank Balance: ……………..$15,078.71

     Deposits:……………………….….25.00   (ACC Contribution)

                                                                0.54    (Bank Interest)

     Expenses:………………………… 34.00    (Firewise Support)

                                                            382.50    (CUSP – Firewise)                  

                                                            467.50     (CUSP – Firewise)

                                                            100.00     (PO Box Rental)

                                                            152.66     (Firewise Support)

                                                            200.00     ( Tri Lakes Cares)

                                                            600.00     ( ACC Refund, Hartley residence)

Notes:

Total Annual Interest                             6.69  

Total Contributions for 2019          9,615.00  

Total ACC Fees to date                  1,825.40  

Contribution percentage                       59%

 

Treasurer’s Report accepted by the Board after a motion to accept by Julie Pheteplace and a second by Paul Tillotson.

 

The 2020 budget submitted by Treasurer Bill Griffith at the December meeting reviewed by the Board with minor changes/additions suggested.  The amended budget will be voted on by the Board at the February 2020 meeting.

 

Old Business:

 Policies written by Kevin Guy were reviewed, as well as current covenants with several changes/deletions/additions suggested such as deleting the term group homes, RV parking on the Ranch and clarifying single dwellings.  Attorney Meredith McDonald had suggested in the past that the Board have an attorney familiar with HOA’s review and fine-tune all changes.  Julie Pheteplace volunteered to do the typing involved.

Insurance: The Association has D and O insurance from HUB for one year and general liability from State Farm.  Coverage is still needed for volunteer accident insurance.  Originally, State Farm was thought to have offered it, but their policies have since deleted that coverage.  President Lonnquist continues to follow up on that.

Firewise:  There will be four months with dates to be announced for chipping in 2020; May, June, August and September.  The chipping will use equipment of CUSP for two dates and Tri Lakes Fire Department for the other two.

 

New Business:  

Annual Meeting: The annual resident’s meeting will be held on 13 April 2020 at 1900 in Woodmoor’s The Barn.  The fee for renting The Barn is $40.00 for two hours, plus a $500.00 deposit for damages.  The $500.00 check will not be cashed unless there are damages.  The $40.00 is a courtesy from one HOA to another since the usual fee would be $50.00. The $540.00 was approved following a motion by Kevin Guy and a second by Julie Pheteplace.

Park/Tennis Court:  Jamie Madison continues attempts to find funding to improve the park and tennis court.  It was felt by the Board that volunteer work can spruce up the tennis court and Jamie Madison suggested xeriscaping around the area.  President Lonnquist asked Board members to bring dates to the next meeting when they are available for helping with work at Nevins Park.

Future Dates:  The annual picnic/business meeting will be on 15 August 2020 at noon in Nevins Park.

The spring Ranch cleanup will be on 05 and 06 June 2020.

Newsletter: The HOA newsletter needs to be mailed by 13 March 2020, four weeks before the annual owner’s meeting.  Covenants, the park and budget will be mentioned and Board members are invited to add articles of interest.

 

With no further business to discuss, the meeting was ended at 2011 on a motion by Julie Pheteplace and a second by Paul Tillotson so the Board could go into Executive Session.

 

Executive Session ended at 2027.  The meeting adjourned at 2028 after a motion to adjourn by Kevin Guy and a second by Paul Tillotson.

 

The next regular meeting will be at 1900 on 10 February 2020 at Tri Lakes Cares, 235 Jefferson Street, Monument, Colorado.

 

 

Respectfully submitted,

 

 

 

Jim Bergeron  

Secretary/Recorder, RRRHOA

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 10 December 2019

Hits: 2217

            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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Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 18 November 2019

Hits: 2199

         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 10^th.

Respectfully submitted,
Jim Bergeron, Secretary/Recorder, RRRHOA

 

Details

Written by: RRRHOA

Category: Board of Director Meeting Minutes

Published: 13 September 2019

Hits: 2336

                   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 11^th 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 19^th 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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