Meeting Minutes

Details

Category: Board of Director Meeting Minutes

Published: 02 May 2017

Hits: 1969

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Fred Lanyon, Bill Griffith, Kevin Guy

Guests:  Kevin Kraus, Dan Cuvala

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

 {tab=Special Topic}

As per Association policy, resident Kevin Kraus and builder Dan Cuvala were allowed to present plans before the start of the meeting for a detached garage at the residence at 18425 Stone View Road.  The building will be one story with stucco siding, wood trim, metal doors and colors to match the house.  Plans were viewed by members, approved on a motion by Kevin Guy and a second by Fred Lanyon. The required fee was paid.

 {tab=Meeting Minutes}

The minutes of the 13 march 2017 were read and approved unanimously as written following a motion by Fred Lanyon and a second by Bill Griffith.    

{tab=Treasurer's Report}

Treasurer’s Report:  The treasurer was unable to attend the meeting because of work commitments, but submitted a treasurer’s report via e-mail.

      The current bank balance is $10,535.56.  There have been three donors since the last meeting who contributed $150.00 for a year to date total of $745.00. Bank interest was $0.47 for a total income year to date of $746.02.

Expenses to date: $206.21 with $50.00 to People’s National Bank for PO Box as the only expense.

Treasurer’s Report accepted following a motion by Bill Griffith and a second by Fred Lanyon.

{tab=Arch Control}

Architectural Control:  No new requests other than the garage noted above.

{tab=Old Business}

Old Business: The spring cleanup was discussed and it was agreed to have four roll-off dumpsters delivered to Nevins Park on Friday, 02 June 2017 and have dumping begin on Saturday, 03 June through Monday, 05 June.  The site will be manned by Board members for two to four hour shifts, depending on the individual wish of each Director. The hours of operation will be from 0800 to 1600 each day.  No chipping will be done this year and residents who wish to have brush/slash chipped will be given times and dates when the Black Forest chipping area will accept brush/slash and chip it for free. President Beth Lonnquist researched funds available for chipping and found none available at this time.  The questions concerning a civil rights clause in the Association insurance policy and whether or not the Association is current on DORA registration will be answered when Treasurer David Weber returns.

The spring newsletter will be ready by mid-May in time for the Clean-Up and it will remind residents that no chipping will be done at Nevins Park this year, in addition to the reminder about voluntary dues.

The Covenant Enforcement Policy that was so ably written by Director Fred Lanyon was discussed at length, dissected, parsed, and ended up with just five additions or changed words in paragraph 7.  The revised policy (see pages 3 and 4) was unanimously accepted following a motion by Kevin Guy and a second by Bill Griffith. Fred Lanyon will change the wording recommended and will e-mail to all Board members. Colorado Council of Neighborhood Organizations (CONO), of which RRRHOA is a member, has offered any assistance needed in the event the Covenant Enforcement Policy needs to be applied.

{tab=New Business}

New Business: There will be a Firewise meeting on 06 May and President Lonnquist will attend.  Additionally, she contacted Jamey Bumgarner, Tri Lakes Fire Department Battalion Chief, about seeking additional funding for chipping and fire mitigation and will follow up at the 06 May meeting.

Treasurer David Weber will have up-dated sheets available at the Clean-Up with names of residents who have paid dues.

President Beth Lonnquist asked Board members to consider a Blue Spruce Moth and a Firewise presentation for the future.  Director Bill Griffith suggested the annual picnic might be a good venue for either one, but felt the Blue Spruce Moth might be a more pressing issue considering the devastation it has caused in nearby Perry Park.  No decision was made at this time.

{tab=Adjournment}

With no further business to discuss, the meeting was adjourned at 2102 on a motion by Fred Lanyon and a second by Bill Griffith.

The next regularly scheduled meeting will be at 1900 on Monday, 08 May 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Note: These minutes are in draft form and are not official until approved at the next meeting on 08 May 2017.

 {tab=Covenant Policy}

Red Rock Ranch Homeowner's Association Board of Director's

Covenant Enforcement Policy

The following procedure will be followed by the Red Rock Ranch Homeowner's Association ("Association") Board of Directors ("Board") whenever it is requested to investigate a possible violation of the Association's Covenants ("Covenants").

 1.      An initial complaint to the Board of a possible Covenant violation ("Violation") may be presented to the Board either in writing or orally.  The Board will first request that the complaining Association member try whenever possible to resolve the covenant dispute through direct neighbor-to-neighbor discussion.  This can often be the quickest and most amiable path to a resolution.  Note that if deemed necessary individual Association members can seek injunctive relief based on the Covenants.

 2.      If direct neighbor-to-neighbor discussion doesn't resolve the complaint then the Board shall review the complaint and, in its discretion, determine whether or not the complaint shows cause for further proceedings.

 3.      If the Board decides that cause has been shown for a possible Violation, then one or more Board members will attempt to meet in person with the parties involved in the possible Violation to further explore whether a Violation has occurred and whether an "informal" resolution is possible.

 4.      If the Board determines that a possible Violation has occurred and was not resolved informally in step #3 above, then a First/Courtesy letter will be sent to the alleged violating Association member by the Board or the Board's lawyer describing the possible Violation.  The alleged violating Association member will be given 15 days to either refute the complaint or explain how/when the Violation will be corrected.

 5.      If no response is obtained or the possible Violation is not corrected within 15 days then a Second/Warning letter will be sent to the alleged violating Association member by the Board or the Board's lawyer again describing the possible Violation and requesting a response either refuting the complaint or explaining how/when the Violation will be corrected in order to avoid possible further action.  The Second/Warning letter will be sent via certified mail, return receipt requested, to the alleged violating Association member's address of record, and the alleged violating Association member will be given 15 days to respond.

 6.      If no response is obtained or the possible Violation is not corrected within 15 days a Third/Final certified, return receipt requested, letter ("Hearing Notice") will be sent to the alleged violating Association member by the Board or the Board's lawyer advising them that a hearing will take place at the next regularly scheduled Board meeting and requesting their presence to either refute the complaint or explain why the possible Violation has not been corrected.  The Notice will be deemed received by the alleged violating Association member three (3) days after mailing.

 7.      At the hearing, the Board may consider any written or oral information produced by the alleged violating Association member or other interested party.  Any legal or statutory rule of evidence or procedure shall not apply to the hearing, and the Board may restrict testimony or proceed in any manner or order which it deems appropriate in its discretion.  Generally, any relevant evidence may be admitted if it is the sort of evidence on which responsible persons are accustomed to rely in the conduct of serious affairs, regardless of the existence of any common law or statutory rule which might make improper the admission of such evidence over objection in civil actions.  The Board may record or otherwise transcribe the hearing.  The alleged violating Association member may be supported by legal counsel so long as the Board is given at least ten (10) days prior written notice so that the Board’s attorney may be present as well.  Any Board member may question any witnesses and examine any documents presented at the hearing.

If the alleged violating Associating member does not appear but a written response is received by the Board (via certified, return receipt requested, mail), the Board shall render its decision as to whether a Violation has indeed occurred based on the information contained in the written response and any relevant testimony or information obtained.  If neither an appearance nor a written response is made, the Board may, but need not, conduct a hearing or make any further findings except that it may determine that the alleged violating Association member's failure to appear or respond constitutes a waiver of the right to a hearing, and a no-contest plea, and impose the sanctions provided for in the Covenants.

The Board shall render its decision as to whether a Violation has indeed occurred within fifteen (15) days after the date of the hearing, taking into consideration all of the relevant facts and circumstances.  The Board shall provide a written notice of the decision to the alleged violating Association member's address of record via certified, return receipt requested, mail within fifteen (15) days after the decision is made.

 8.      Following the hearing and a determination by the Board that the alleged violating Association member has indeed committed a Violation and that it has not been corrected then the Board may, at its discretion, seek injunctive relief and/or impose a fine as allowed for in the Covenants in order to get the Violation corrected .  The amount of any fine shall be set by a majority vote of the Board in its reasonable discretion.  Upon the Board's determination that a Violation has been committed and notification of such to the violating Association member, each day of a continuing violation shall be considered a separate violation for which any maximum fine may be imposed.  The Board may in its discretion impose increased fines for repeated violations.

Details

Category: Board of Director Meeting Minutes

Published: 02 May 2017

Hits: 1873

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Fred Lanyon, David Weber, Jim Zalmanek, Kevin Guy

Guests:  Tom Guenther, P.K. Robinson

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

 {tab=Meeting Minutes}

The minutes of the 13 February 2017 were read and approved unanimously as written following a motion by David Weber and a second by Fred Lanyon.    

{tab=Treasurer's Report}

Treasurer’s Report: The current bank balance is $10,435.09.  There have been four donors since the last meeting who contributed $200.00 for a year to date total of $595.00. Bank interest was $0.30 for a total income year to date of $595.55.

Expenses to date: $156.21.

Treasurer’s Report accepted following a motion by Fred Lanyon and a second by Jim Zalmanek.

{tab=Arch Control}

Architectural Control:  No new requests this month.

{tab=Old Business}

Old Business: President Lonnquist reported that the covenant changes voted on by residents did pass and they have been filed through attorney Lenard Rioth.

Chipping of brush and branches at the spring cleanup was discussed.  President Lonnquist reported that she has had several bids and all were more expensive than the Association has paid in the past.  She will continue to seek other bids and is also looking for possible grants to help with chipping costs and that includes meeting with Battalion Chief Jamey Bumgarner of the Tri Lakes Fire Department.   Additionally, she checked with Firewise about money for future projects and discovered that funds for the year 2018 needed to be requested by June of 2016.  The Board agreed to table the chipping issue until the April meeting to allow more time for additional bids and possible grant money..

The Association was once registered with DORA (Department of Regulatory Agencies), but does not appear to be current.  Treasurer David Weber will check on the status.

{tab=New Business}

New Business: Attorney Lenard Rioth suggested that the Association insurance policy be checked to make sure there is a civil rights clause – if not, one should be included.  Treasurer David Weber agreed to research the issue and take appropriate action if necessary.

Policies need to be established about enforcing covenants which Director Fred Lanyon agreed to write for perusal and editing by all Board members.  CONO (Colorado Council of Neighborhood Organizations) can be used as a source for extra free guidance, if needed.

A short spring newsletter will be composed by Treasurer David Weber with input from Board members, if needed.  He will mention the voluntary dues have increased from $35.00 to $50.00 per year.

Firewise: President Lonnquist reported that she did not get any new information from NEPCO.  Fire Chief Truty was present and reported that response time locally is 7 1/4 minutes compared to the national average of 8 minutes.

The Fire Department will check property on the Ranch for free with recommendations about fire mitigation.

At the end of the meeting, during the round-the-table comments,  resident P. K. Robinson asked about a mole problem and if the Association does anything about it.  Jim Bergeron stated it sounded like a pocket gopher problem from the description given by Mr. Robinson.  Jim recommended a trap called The Black Hole which he claims has been very successful on his property.

Jim Bergeron mentioned the Homestead Act in Colorado that exempts a portion of property tax for residents who qualify.  To qualify, they must be 65 years of age and have lived in their residence for ten years.   Applications may be obtained from the El Paso County Assessor’s Office and it is a one-time application.

{tab=Adjournment}

With no further business to discuss, the meeting was adjourned at 1955 on a motion by David Weber and a second by Jim Zalmanek.

The next regularly scheduled meeting will be at 1900 on Monday, 10 April 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Note: These minutes are in draft form and are not official until approved at the next meeting on 10 April 2017.

Details

Category: Board of Director Meeting Minutes

Published: 13 March 2017

Hits: 3088

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Fred Lanyon, David Weber, Frank Chuba, Jim Zalmanek, Kevin Guy

Guests:  Tom Guenther, Chris and Murphy Cole

{tab=Special Topic} 

As per Association policy, residents Chris and Murphy Cole were allowed to present plans, before the start of the meeting, for a dog-containing fence at their residence at 3840 Sierra Vista.  It will be a split rail fence on the north-west side of the house and out of view of neighbors.  Plans were viewed by members, approved on a motion by David Weber and a second by Jim Zalmanek.  The $25.00 fee was paid.

{tab=Meeting Minutes}

The minutes of the 09 January 2017 were read and approved unanimously as written following a motion by Jim Zalmanek and a second by Frank Chuba. 

{tab=Treasurer's Report}

Treasurer’s Report: The current bank balance is $9,993.58.  There have been seven donors since the last meeting who contributed $270.00 for a year to date total of $395.00. Bank interest was $0.25 for a total income year to date of $395.35.

Expenses to date: $156.21 including $10.00 for cyber basement, $131.00 for legal fees to Anderson, Dude, Lebel P.C., and $5.21 to Bill Martin.

Treasurer’s Report accepted following a motion by Fred Lanyon and a second by Frank Chuba.

{tab=Arch Control}

Architectural Control:  No new requests other than the fence noted above.

{tab=Old Business}

Old Business: President Beth Lonnquist briefed the members concerning the process covering covenant changes including options available.  She also mentioned that she met with the new El Paso County Commissioner Stan VanderWerf on the 1^st of February for two hours to discuss the issue of Courage to Change on Red Rock Ranch.  There was also a meeting with Planning Services and Community Development personnel on the 6^th of February.  The new code enforcement officer is Mindy Madden .  Everyone Mrs. Lonnquist met with was aware of the situation and will continue to follow and notify the HOA if there are any changes, according to the Stipulation, Oct.18, 2016. 

President Lonnquist has contacted four companies for quotes on mulching at the annual Red Rock Ranch spring clean-up and will continue to contact others.  The Board will make a decision once all quotes are received.  Kevin Guy raised the question about mulching and wondered if it is feasible to do so this year considering the current bank balance.  No decision on that was made at this meeting.

{tab=New Business}

New Business: President Lonnquist received a letter from resident Tom Owens concerning barking dogs on the Ranch.  Jim Bergeron reported that he has also heard the same complaint from neighbors in his neighborhood.  The Board has a long-standing policy concerning situations such as this:  First, the Board recommends that the individual contact the offending dog’s owner and explain the problem.  If that does not resolve the problem, then a complaint can be filed with El Paso County animal control and they will take action, including warning letters and monetary fines if necessary.

Treasurer David Weber said the Association By-Laws need to be revised and will be revisited at a future meeting.

President Lonnquist reported that there is an advisory group for HOA’s called Colorado Council of Neighborhood Organizations (CONO) that differs from NEPCO.  They help with things such as enforcing covenants and letters for filing.  Admission fee is $85.00, plus a $50.00 fee for attending a meeting this Thursday, 16 February.  Jim Bergeron felt this would be a good investment for RRRHOA.  David Weber made a motion to join, a second was made by Kevin Guy and passed unanimously.

Commissioner Stan VanderWerf said he is willing to come to the Association meeting in the future, if asked, and suggested perhaps all the neighboring HOA’s could also attend.

Treasurer David Weber talked about terms and elections for Board members and said the election process is tiered so a new slate of officers is not elected at one time and a current board does not leave as a group.  With the resignation of Board member Michelle Miller, there is now a vacancy that Mr. Weber will publish on the web site for prospective candidates to fill it.

At the conclusion of new business, the Board counted for a final tally all the votes sent in by residents for the proposed covenant changes. A total of 202 ballots were mailed to residents and the final results were: 115 yes votes and 17 no votes.  The number of votes needed to pass the change was 102, so the covenants will be amended as proposed.  Jim Zalmanek volunteered to go to the El Paso County Clerk’s office for the process of changing the covenants.

{tab=Adjournment}

With no further business to discuss, the meeting was adjourned at 2015 on a motion by David Weber and a second by Fred Lanyon.

The next regularly scheduled meeting will be at 1900 on Monday, 13 March 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Details

Category: Board of Director Meeting Minutes

Published: 13 March 2017

Hits: 2314

{tab=Call To Order}

Presiding: Beth Lonnquist

Present: Beth Lonnquist, Jim Bergeron, Jim Zalmanek, David Weber, Frank Chuba, Fred Lanyon

Guests:  None

Meeting called to order at 1900.

The minutes of the 12 December 2016 meeting were read and approved unanimously after a motion by Frank Chuba and a second by Jim Zalmanek.

{tab=Treasurer's Report}

Treasurer’s Report: Treasurer David Weberreports there have been two residents contributing voluntary dues in the amount of $125.00 so far this year.  Bank interest earned was 0.35 cents.  The only expense for the month was $10.00 for a Colorado State filing fee.  Bank balance stands at $9, 869.54.

Treasurer’s report was unanimously approved following a motion by Fred Lanyon and a second by Frank Chuba.

{tab=Arch Control}

Architectural Control:  AC Chairman Frank Chuba reports no new requests this month.

{tab=Old Business}

Old Business: The covenant change and ballot count was discussed.  Ballots received have been counted and tallied by President Beth Lonnquist, Treasurer David Weber and Recorder Jim Bergeron.  It is noted that the deadline to receive ballots is 29 January 2017 at which time a final tally will be made.

Director Kevin Guy submitted a proposal (see on page 3) concerning release of information from the RRRHOA Board.  The Board accepted the proposal with one modification to paragraph number 5.  It was agreed that paragraph number 5 should read “Messages involving public interest such as safety, weather, or calendar events can be released by the communications administrators”.  Mr. Guy’s amended proposal was unanimously accepted by the Board following a motion by David Weber and a second by Frank Chuba.

{tab=New Business}

New Business: The Board decided to hold the annual spring cleanup on 03, 04 and 05 June 2017.  Details such as mulching and limits on refuse brought to the site will be discussed in detail as the event draws nearer.

The date set for the annual picnic/business meeting was set for Saturday, 26 August 2017.

A letter was received from residents Paul and Rose Hockersmith regarding the proposed changes to the covenants and their concerns will be answered in a letter from President Lonnquist.

President Lonnquist brought up the subject of a Firewise Presentation and said she will learn more at the NEPCO meeting in March and bring details to the Board. There will be a minimal fee for residents who wish to participate.

Treasurer David Weber proposed informing residents of the Covenant Voting Status:

“As of a preliminary vote count on 12/28/2016, the board has not received sufficient votes from residents to indicate a consensus position.  As such the board is invoking the stated procedure of extending the voting period by 30 days.  As such the new vote closing date is Sunday, 1/29/17. You may continue to return your ballot by mail or directly to a board member.  Board members may contact you to determine if you are willing to provide a vote.  You may contact a board member for a ballot or print one from the web site if you did not receive one or no longer have it.

Our mailing address is P.O. Box 1463, Monument, CO 80132”.

This proposal was accepted after a motion by Jim Bergeron and a second by Fred Lanyon. 

{tab=Adjournment}

With no further business to discuss, the meeting was unanimously adjourned at 1945 on a motion by David Weber and a second by Frank Chuba.

The next regularly scheduled meeting will be at 1900 on Monday, 13 February 2017 at the Tri Lakes Cares building, 235 Jefferson Street, Monument, Colorado.

Respectfully submitted,

Jim Bergeron 

Secretary/Recorder, RRRHOA

Please Note: These minutes are in draft form only until approved by the RRRHOA Board at the 13 February 2017 meeting.