Meeting Minutes
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Red Rock Ranch Homeowners Association Monthly Meeting
13 May 2019
Presiding: President Beth Lonnquist,
Present: Beth Lonnquist, Jim Bergeron, Kevin Guy, P.K. Robinson
Guests: Shannon Kittleson, Kim and Trey Roby, Ryan and Jamie Madison
The meeting was called to order by President Beth Lonnquist at 1902.
It is noted that a quorum of Board members is not present, therefore, no decisions or approvals can be made at this meeting.
The minutes of the 08 April 2019 minutes were not approved in lieu of a lack of a quorum.
Architectural Control:
As per Association policy, residents Kim and Trey Roby of 18040 Forest View Road presented their requests for a deck and corral fencing. After discussion with Board members, the Roby’s agreed to alter the fence request from corral to split rail. Members present agreed to the plans, and as soon as a 5th Board member agrees, the project can proceed pending a building permit number. The required fee was paid.
Shannon Kittleson stated that they have three lots and asked if permission is needed to erase the lot lines and have one large parcel. That is accomplished through El Paso County. She also stated that they are considering a fence in the future and is aware of the request form.
The Garza home needs driveway information, permit numbers and a check to the HOA.
An e-mail was sent to him in this regard in February, 2019.
No plans have been received from Skip Chang who bought two lots that he will eventually subdivide. He plans on building a 2400 square foot garage.P.K.Robinson submitted a request for a Tuff Shed at 4625 Limestone Road that measures 6’by 15’. It is not visible from the street and the required fee was paid. Approval will be given when a 5th member agrees with the 4 Board members present.
President Lonnquist will send a letter to the Kraus residence about a portable toilet that has been next to the one stall detached garage for some time. That will be sent with Board approval once a quorum is achieved.
Ryan and Jamie Madison had received a letter from the RRRHOA concerning chickens on their property and asked to address the Board about the matter. He stated that the realtor who sold the house assured them that chickens were permissible on the Ranch and they further felt that chickens were not considered animals or livestock. President read the covenants regarding animals that does include chickens as prohibited and assured the couple that the Board is bound to enforce all aspects of the covenants. It was agreed that the chickens would be removed within 30 days. Mr. Madison gave an envelope to Kevin Guy with a request for fencing. No action taken with a lack of a quorum.
Treasurer’s Report: The current bank balance is $15,784.05 Deposits:
Contributions…………….$4,575.00
Bank Interest…………… . 0.50 Firewise, P. Hall Agency…….75.00 Expenses:
Safety Deposit Box………$20.00
Firewise, U. of Nevada……105.00
Firewise, Bags ………,,,….217.37
Firewise, CUSP.…….……1,500.00
Total contributions for 2019..$6,190.00
Contributors above $75……25
Treasurer’s Report not approved in lieu of a lack of a quorum.
Old Business: There were 45 responses, or 25%, of survey contact forms printed in the spring newsletter.
Web site – Contact form, similar to Architectural control.. forwards to rrrfirewise.com. Minutes: March minutes were approved, but not posted on the web. April minutes were not approved, but were posted. Web master Kevin Guy will rectify that.
Covenant Policy: Was emended in November 2018, but have not been posted. Kevin Guy will post changes.
Member meeting: 15 homeowners attended, plus Board members.
Clean Up: Dates are 7 and 8 June 2019, or earlier if roll-offs are filled. One of the two is paid by CONO and the other by RRRHOA. Board members will be asked to sign up for shifts at the site. There is concern about residents dumping unaccepted items at night such tires and electronics for which the Association must pay extra money.
New Business:
Firewise: There have been complaints about absentee owners with overgrown lots, but there is nothing in the covenants giving the Association any authority to have the lots cleaned up.
There will be 5 chipping days this year and the response from homeowners has been fewer than expected. The next Firewise meeting will be on 15 May 2019 at the Betzler home.
NEPCO: Brian Megan and Representative Terry Carver will be speakers at the next meeting on 18 May 2019.
Park Water Shed: Kevin Guy will asses the damage done by the windstorm and advise the Board. He feels repairs will cost$200 to $250. Board members agreed to help with repairs.
Electronic Communication: E-mails have been gathered with their requests as to the type of communication they would like to receive. All information is BCC - we do not distribute homeowner’s e-mails. Kevin Guy will have two lists for emergency listing and general HOA information that will reply to RRRHOA.com and one listing to Firewise reply to Firewise.com.
Architectural Control: President Lonnquist said she will be the gateway until a new Architectural Control Chairman is appointed to replace Frank Chuba who resigned from the Board.
Resident Patti Farley-Barker submitted pictures of a “No Trespassing” sign near Granite Circle that she says has been a trail used for years by residents. The area in question is actually private property that residents used to go to the National Forest and the landowner is within his rights to block the path on his property.
With no further business to discuss, the meeting was adjourned at 2031 and the Board went into Executive Session.
Executive session ended at 2042.
Meeting adjourned at 2043.
The next regularly scheduled meeting will be at 1900 on 10 June 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
11 February 2019
Presiding: President Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Paul Tillotson, Frank Chuba, P.K. Robinson,
Kevin Guy
Guests: None
The meeting was called to order by President Beth Lonnquist at 1900.
Minutes of the 14 January 2019 were approved after a motion to accept by P.K. Robinson
and a second by Frank Chuba.
Architectural Control: ACC Frank Chuba gave a synopsis of his duties for the benefit
of the Board since this is his last meeting as a member and as Architectural Control
Chairman.
A request was submitted by Gabriel Garza to construct a house ay 18325 Forest View
Road with one level above ground and one below. The total square footage, including
decks and garage, will be 4100. The siding will be lab with taupe color with white wood
trim. Shingles are asphalt with high wind rating. All set backs are in order. A motion was
made by Bill Griffith to approve pending building permit, driveway, drainage and
payment of fee. A second was made by Kevin Guy and motion unanimously approved.
Treasurer’s Report: Bank balance is $11,772.76.
Income included:
$125.00 in contributions
$0.40 in bank interest.
Current Activity (not cleared by bank):
$300.00…..contributions
$55.00…...NEPCO
Treasurer’s Report accepted following a motion by P.K.Robinson and a second by Frank
Chuba.
Treasurer Bill Griffith then presented a proposed annual budget that was discussed
among Board members. There were two minor changes that will be made and then the
budget will be electronically sent for Board approval.
Dues: After perusing the annual budget, it was felt an increase in voluntary dues must be
made. A motion to increase voluntary dues to $75.00 per year was made by P.K.
Robinson, seconded by Frank Chuba and passed unanimously by the Board.
Reserve Fund: A reserve fund that could be used for unexpected and/or unplanned
situations was discussed with perhaps 10% of donations being set aside for the fund. No
decision was made at this time.
Bills: Paul Tillotson presented a bill ($60.00) for reimbursement for supplies he
purchased for the post and sign placed on the Association property denoting emergency
vehicles only.
Old Business:
Spring Newsletter: Board members were asked to submit articles for the newsletter.
To be included will be: a Firewise page, dues, Contact Board information, Member
meeting, Treasurer’s Report, community clean-up, annual picnic, plus a Statement of
Occupancy/Contact information, Nevins Park use/options, Fire Exit map, and some
emergency preparedness information.
Web Site: Kudos to Kevin Guy and Paul Tillotson for their efforts for the up and running
website. Gabriel Garza did say he could find the architectural control site and download
the request form, but was unable to e-mail it to Frank Chuba. That will be updated as
well as a separate quarterly newsletter site from the blog.
New Business:
Firewise: The first meeting of the year will be at 0930 on 14 February at Dave
Betzler’s house on Sandstone Road. It is noted that Red Rock Ranch is only one of seven
communities in the country with the designation of Firewise Community. Red Rock
Ranch is being considered for a mock fire evacuation drill in 2020.
With no further business to discuss, the regular meeting was closed at 2030 so the Board
could meet in Executive Session. Motion to adjourn to Executive Session made by Frank
Chuba and seconded by Kevin Guy.
Executive session ended at 2035 and meeting adjourned after a motion by Frank Chuba
and a second by Kevin Guy.
The next regularly scheduled meeting will be at 1900 on Monday, 11 March 2019 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
14 January 2019
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Frank Chuba, P.K. Robinson, Kevin Guy, Paul Tillotson, Jim Zalmanek
Guests: None
The meeting was called to order by President Beth Lonnquist at 1901.
The 10 December 2018 minutes were approved as written following a motion to approve by P.K. Robinson and a second by Frank Chuba.
Treasurer’s Report: The bank balance is $11,647.36. Income included a $50.00 contribution and $0.41 bank interest.
Expenses:
$1,210.25……. . HUB Insurance (D&O)
$1,636.00……. . Philadelphia Insurance
$236.50………. Firewise Expenses
$200.00………. Tri Lakes Cares contribution
Treasurer’s Report accepted by all members following a motion by Jim Zalmanek and a second by Frank Chuba.
Architectural Control: Chairman Frank Chuba reports no new requests for the month.
Old Business:
Spring Newsletter: Board members were asked to submit articles for the newsletter by 01 February 2019. The newsletter will include a Firewise page, dues, Contact Board Information, Member meetings, Treasurer’s Report, community clean-up, and annual picnic. Also, will be a Statement of Occupancy/contact information, Nevins Park use and options, plus an exit map and some emergency preparedness information.
Web Site: Kevin Guy gave a report on the web site among items such as a need for a NEPCO dropdown, assuring that the Single-Family Definition is included, that monthly minutes are posted, a Home Tab welcoming newcomers to the neighborhood, By-Laws and Covenants and an Architectural Control Form that can be downloaded and/or completed on-line. The Firewise dates for chipping in 2019 are not complete at this time, but will be added when available. Information will be posted about procedure for making reverse 911 calls and the dues request will be printed with check-off boxes for amounts of $50, $75, $100 or more. An area for Board member’s names should be listed with addresses and members having the option of printing their phone numbers or e-mail addresses as a means of contact.
Kevin Guy mentioned that the web site is currently at 75% of disc usage and options must be considered to avoid paying monthly fees. He suggested adding an SSL (Secure Stack Layer) to the website at a cost of $50 per year and that was approved after a motion to accept was made by Frank Chuba and a second by Paul Tillotson. Kevin Guy also suggested closing the old site and move to a new site (rrrhoa.com) and the Board agreed but thought it might be prudent to delay a month to assure that the new site is operating properly. He will also explore the cost of using Pay Pal to enable residents to make dues payments that way.
Meetings: The meeting schedule for 2019 remains the second Monday of each month at 1900, except for the annual picnic on 17 August held at noon in Nevins Park and the annual member meeting on 08 April at a site to be determined. The 11 November date could possibly be changed since it is Veterans Day and many activities occur on that holiday.
Sign: The no through traffic sign previously approved by the Board for the easement was displayed by Paul Tillotson.
New Business:
Firewise: Dave Betzler and President Lonnquist attended an Evacuation/Mitigation meeting om 10 January with local Emergency Preparedness personnel; Jamey Bumgartner, Tri Lakes Fire Department; Andrew Prehm, Commander El Paso County Sheriff; Jim Reid, Emergency Management Executive Director; and Sara Fant, Emergency Preparedness Planner. There have been many comparisons made between the California fire and Red Rock Ranch’s evacuation routes, fuel sources and proximity to the National Forest.
Spring Cleanup: Dates for the annual cleanup on the Ranch will be the 7th and 8th of June.
New Sales: 4675 Limestone, New Directions Trust, FBO Laurel Taylor
Tennis Court: The Board expressed thanks to Paul Tillotson and Kevin Guy for removing the broken basketball hoop from Nevins Park.
Resignation: The Board reluctantly accepted the resignation of long time Board member Jim Zalmanek. He will be travelling extensively and will not be able to attend scheduled meetings. Architectural Control Chairman Frank Chuba stated that he is selling his property in the February time frame on Red Rock Ranch which would make him ineligible to remain on the Board.
With no further business to discuss, the meeting was adjourned at 2023 after a motion by Frank Chuba and a second by Paul Tillotson.
The next regularly scheduled meeting will be at 1900 on Monday, 11 February 2019 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
10 December 2018
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, Frank Chuba, Bill Griffith, Paul Tillotson, Kevin Guy, P.K. Robinson
Guests: None
Meeting called to order at 1901.
The minutes of the 12 November 2018 meeting were read and approved unanimously after a motion by Jim Zalmanek and a second by P.K. Robinson.
Web Site: Director Kevin Guy requested to speak first since the battery on his phone was running low and he wanted to let the Board see his presentation on the I Pad before the battery died. He did report on the status of the web site and said that Director Paul Tillotson has been helping. New items to be included will be tabs for documents such as Bylaws and Articles of Incorporation, CWPP and the Single Family Definition. Firewise should have a drop down for dates, contact information and sign-ups, plus a NEPCO dropdown with monthly minutes to post. Board minutes will be posted with a history of five years. There will be a Home Tab to welcome residents to the neighborhood, and a What’s New with current information including the president’s message, picnic information, clean-up information, and Firewise information. A Contact Tab will list Board names, addresses (PO Box) and contact information.
Frank Chuba asked for a printable form for Architectural Control and Kevin Guy said that can be done.
President Lonnquist stressed the importance of having resident contacts on the Ranch, especially in view of the recent fires in Paridise, California.
Treasurer’s Report: Bank balance is $14,879.70.
Deposits for November:
$57.00 Architectural Control fees
$0.50 Bank interest
Expenses for November:
$100.00 CONO Law Day
$88.00 PO Box rental
$248.19 Firewise Newsletter
Notes:
Legal expenses to date: $1,518.50
Insurance expenses to date: $2,846.25
Firewise expenses to date: $1,460.63
December Outstanding Activity (not cleared bank)
HUB Insurance (D&O) $1,210.25
Philadelphia Ins. $1,636.00
Contribution $50.00
Treasurer Bill Griffith will present the annual budget at the January 2019 meeting.
Treasurer’s report accepted by the Board after a motion to accept by Jim Zalmanek and a second by P.K. Robinson.
Old Business: Driving on back side of properties – Directors Paul Tillotson and Kevin Guy presented e-mails from all affected neighbors, except Lee Galloway, who are all against using the utility easement and private property as a roadway. A sign will be erected on the RRRHOA property as approved at the November meeting and will read, “Service and Emergency Vehicles Only” and will be signed by “RRRHOA.org.” The wording of the sign was approved following a motion by Jim Zalmanek and a second by Bill Griffith. Frank Chuba agreed to draft a letter to Lee Galloway explaining the situation concerning an easement that prohibits anyone except emergency vehicles traversing the property and will offer Mr. Galloway alternatives for moving his trailer.
Policies: The policy dealing with rentals/visitors revised form was accepted by the Board with a correction of a typo after a motion by Jim Bergeron and a second by Jim Zalmanek.
Architectural Control: AC Chairman Frank Chuba reports no new requests. The request from President Lonnquist is still pending, awaiting square footage from the contractor and a building permit.
New Business:
Spring Newsletter: President Lonnquist asked Board members for article ideas for the Spring Newsletter; the deadline is 01 February 2019. There will be a Firewise page, dues, Contact Board information, Member meeting, Treasurer’s Report, community clean-up, annual picnic, Statement of Occupancy/contact information, and Nevins Park use/options.
Jim Zalmanek made a motion to donate $200.00 to Tri Lakes Cares as thanks for the use of the conference room each month. The motion was seconded by P.K. Robinson and the Board concurred.
Kevin Guy gave his views on the tennis court area that included digging up the existing concrete and replacing it with a composite product suitable for tennis, whiffle ball, and basketball. He also explained a proper way of installing a basketball pole and suggested a heavy-duty net to withstand Colorado weather.
New Sales: 18565 Vista View Drive, 18545 Vista View Drive. Shannon and Troy Kittleson 3555 Range View Drive, Jamine and Ryan Madison 18105 Stone View Road, Robert and Sondra Michaels (vacant lot).
With no further business to discuss, the meeting was unanimously adjourned at 2032 on a motion by Kevin Guy and a second by Frank Chuba.
The Board then did convene an Executive Session at 2033 and ended that session at 2045.
The next regularly scheduled meeting will be at 1900 on Monday, 14 January 2019 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
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Red Rock Ranch Homeowners Association Monthly Meeting
12 November 2018
Presiding: Beth Lonnquist
Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, Frank Chuba, Bill Griffith, Kevin Guy, Paul Tillotson
Guests: Troy Taylor
Meeting called to order at 1902.
The minutes of the 29 October 2018 meeting were read and approved unanimously after a motion by Bill Griffith and a second by Frank Chuba.
Guest Troy Taylor was allowed to speak and told the Board that he purchased a property at 4675 Limestone Road with the intent to rent it. He has read the Association covenants and will abide by the section concerning rental property and further stated that he will screen prospective renters and expect them to be long-term renters. He is also interested in fire mitigation on the property.
Treasurers’ Report: Treasurer Bill Griffith reports a bank balance of $15,258.39.
Expenses for the month totaled $195.00 for mowing at Nevins Park. Checks not cleared by the bank are $88.00 for PO Box Rental and $100.00 for CONO Law Day.
Total contributions to date: $8,085.00
Contribution percentage: 67.00%
Contributors above $50.00: 34
Treasurer’s Report accepted by the Board following a motion by Frank Chuba and a second by Jim Zalmanek.
Insurance: President Lonnquist has received a bid from only one company to date with a quote of:
$1,200.00 for D & O with a 2K deductable ($1 million coverage)
$1,386.00 for General Liability ($2 million coverage)
$250.00 $1 million Umbrella Policy as recommended by Kevin Guy
After discussion concerning the umbrella policy, it was agreed by the Board that it was a propitious recommendation. A motion to accept the three coverages was made by Frank Chuba, seconded by Jim Zalmanek and voted upon unanimously by the Board. It was noted that if there are businesses within the HOA that are a cause for concern by Insurance companies, that will raise the premium for D&O/and Liability insurance. Would the HOA then assess the added fee to the business? That is a discussion for the future and President Lonnquist will in the meantime follow up on that with the insurance company.
Architectural Control: AC Chairman Frank Chuba reports no new requests.
Old Business:
Driving on back side of properties: The situation was discussed at length with comments from Bill Griffith who has researched easements and also received advice from two attorney friends who have experience in this matter. He reported that the easement is strictly for use by utilities vehicles and emergency equipment, and anyone else using it is trespassing. Jim Zalmanek, who was the head of the electric division of Colorado Springs Utilities with experience in easements agreed that use by other than utility and emergency vehicles is indeed trespassing. Bill Griffith felt that the problem is in the hands of homeowners and it is not an HOA matter, but the Association can give support. It was felt that driving across the Association green space is also trespassing. Kevin Guy made a motion to erect a sign on the green space, seconded by Paul Tillotson with Board approval. The Board felt it was an appropriate move, but everyone would need to see the wording on the sign before approval is given.
4575 Sandstone Drive: Treasurer Bill Griffith has driven by and there is only one RV at the residence, so this is a non-issue. Closed.
Firewise: There are two Firewise signs for the Ranch and it was agreed to erect one at Nevins Park with Keith Lonnquist being volunteered for the job. The second one will be put up at a later date at a site not yet selected.
Web Site: WebmasterKevin Guy reports that all minutes have been posted in addition to messages from the President. Next, a tab will be added for residents to see happenings at NEPCO and news of Firewise needs to be posted.
New Business: Update Covenant Policy Enforcement: Change the first step to read “a letter to the Lot owner requesting they meet with a Board member to discuss the issue”. Approved by the Board after a motion by Jim Zalmanek and a second by Kevin Guy. This change will be posted on the Association web site.
Law Day: President Lonnquist attended and reported some information:
Do due diligence and transparency.
Get ahead of problems before they happen.
Create a policy for rentals, such as Lot Owner, who is occupying the premises, contact information for both, and understanding that both recognize and will comply with covenants.
We should create our version of 9 governing policies:
- How we adopt and amend policies, procedures and rules. How do we amend the covenants?
- How do we collect assessments?
- How to handle conflicts with Board members.
- How do we conduct meetings?
- How do we enforce the covenants?
- Lot owners have rights to inspect and copy our records.
- We should have a plan to invest reserves.
- How do we handle dispute resolution?
- We should have a Reserve study and a Reserve study policy (i.e., upkeep of tennis court and playground, landscaping, maintenance, legal fund)
Director Kevin Guy suggested that Board members think about future plans for Nevins Park such as refurbishing the tennis court, signage, landscaping, etc.
President Lonnquist presented a Statement of Occupancy for Board review. It was discussed and some questions on the statement were felt to be too personal. A revised Statement will be forthcoming for approval.
With no further business to discuss, the meeting was unanimously adjourned at 2023 on a motion by Frank Chuba and a second by Bergeron.
The next regularly scheduled meeting will be at 1900 on Monday, 10 December 2018 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.
Respectfully submitted,
Jim Bergeron
Secretary/Recorder, RRRHOA
