July 9, 2025 - Meeting Minutes
Board Member Attendance: Terry H, Steve D, Cindi P, Victoria F, John C, Sue G | Neighborhood Attendance: Barb P, Binny H, Dave H, Geoff V, Heidi K, Rick K
Meeting: 7 – 8: 15 pm
Meeting Minutes from May 14 were read and approved
From May action items:
We ran out of gravel for one of the trails. ACTION, Terry: Get a half load or 3 yards worth of gravel. Note that the fines are packed down so we don’t need bigger rocks. Put in erosion bars that are perpendicular to the trail. *wait until the fall*
HOA Locations for Aug and Sept have been posted.
AGENDA ITEM 1 – Board Report: Overview of June action items
Terry: Lou completed the wood chipping on a per hour basis.
Steve: Creek streambed is defined, cleaned up, and will be more accessible. Will watch grass fields into the fall/winter to keep it clean.
Lumberjack Crew: 4 days. A clean-up needs to be done every year but does not need to be as extensive this year as it has been about 10 years since it was last done.
Terry, side note: The culvert on Easley is on county property. You can check this out by going to the county website and using the GIS map with the contour lines. I am not too concerned about the water flow since the elevation of Easly is about 10 feet below the elevation of the nearest houses in our subdivision. There is almost no slope from Virgil down.
Cindi - Budget update:
About 60% of home owners have been their fees as an annual amount. Very few are behind in their payments.
Insurance went up from $2100 to $2400.
Maintenance is cheaper than in past years. It has been done 3 times and will slow down as the heat impacts growth.
A tax return will be filed as the HOA is taxed on interest earned.
VOTE: Agreed that it’s important to keep up with capital projects for the safety of the neighborhood. Keep a minimum reserve of 25K.
ACTION, Cindi: Noted that Kevin (wife is Faith) regularly mows a section of grass in front of fence and has done it for years. Cindi will send him a $100 gift card.
Victoria: Interior islands have been mowed by two neighborhood kids.
John: Common areas mowed and maintained. May-July: 3 times and anticipates Aug-Sept: 2 times.
AGENDA ITEM 2 - Picnic action items. Picnic to take place on Aug. 23.
ACTION, Victoria: Will review the items and numbers from last year, put together a new budget sheet with updated items needed, and have the board approve it before putting through orders and signing contract.
The regular order includes: a shade tent, tables, chairs, trash cans, bouncy castle, etc. The food included drinks and hamburgers/hotdogs. It came to just over $1K. The budget is $2K.
Add fun games such as corn hole (John and Sue have a set); a prize for guessing the number of jelly beans or something; a speaker system with music and lights (Victoria has it).
AGENDA ITEM 3 - Letter to be sent to all homeowners with a reminder of HOA policies in July
Include a note about Save the Dates as well as information from the FAQ page about trash/recycling bins and landscaping policies. Include a note about getting prior approval from the board before asking for reimbursements. Send to the Board for approval then to Cindi for mailing.
ACTION, John and Sue: There was a concern about people not maintaining their yard. There is one neighbor in particular that has been warned a few times. John and Sue will talk to him and if nothing is done, the HOA will have the yard cleaned up and then charge him.
ACTION, Cindi: Will create a Trails venmo account that we can use in the next flyer when we have details about the fall clean-up.
AGENDA ITEM 4 - Neighborhood Entrances: Q about a budget and research for landscaping and an update from Sue re signs
Fall clean-up: An emphasis on updating the entrances.
ACTION, Victoria: Get a quote and get drawings before we move forward with ordering xeriscape rocks and plants.
ACTION, Sue: Working to enhance the signs. Replace The Trails with a more modern design that has plasma cut metal. She will get quotes based on drawings and will work with John on some sketches. These will be sent to a local company. Question about how to remove the current signage and if the current rock might need to be sandblasted to even out the color.
ACTION, Pamela: Pamela’s father may have suggestions about how we can use additional solar lighting to backlight the signs or at least have some additional lighting. He can also suggest how much we should cut back trees, etc. We agreed that adding in power from Xcel would be expensive and probably unnecessary.
Additional ACTION, Victoria and Terry: The panels on the whiteboard signs are warped and falling apart due to exposure. Victoria ordered a whiteboard film to cover the old whiteboard, but Terry said we can remove the main panel and replace it.