Aug. 13, 2025 - Meeting Minutes

Board Member Attendance: Terry H, Steve D, Cindi P, Victoria F, John C, Sue G, Terese M | Neighborhood Attendance: Ed S, Peggy S, Rick K

Meeting: 7 – 8: 15 pm

Meeting Minutes from July 9 were read and approved

AGENDA ITEM 1 – July Action Items Update

CINDI UPDATE: Will send a $100 thank you gift card to Kevin who regularly mows the front section within the common areas.

JOHN UPDATE: Common areas mowed and maintained. May-July: 3 times and anticipates Aug-Sept: 2 times. | Multiple neighbors help to keep the common spaces mowed and weeded on their own time and as they’d like. We’ll keep the policy of not expecting neighbors to mow, so that job duty stays under general landscaping.

DONE: There was a concern about people not maintaining their yards. One neighbor was helped by a board member and now has plans for grass and flowers, etc.

VIC UPDATE: Created a letter that was sent to the neighborhood with HOA Policy information from the Governance pages re landscaping policies, trash/recycling bins, etc. Cindi mailed it.

ACTION, Cindi: Create a Trails venmo account that we can use in the next flyer when we have details about the fall clean-up.

AGENDA ITEM 2 - Aug. 23 Neighborhood Picnic

Victoria: Shared the budget; timeline of events; and the final flyer. Received volunteer names for set up and tear down help. The flyer was handed out by four volunteers on the weekend of Aug. 16.

AGENDA ITEM 3 - Neighborhood Entrances

ACTION, Victoria: Get a quote and drawings before we move forward with ordering xeriscape rocks and plants. We need plants that don’t require maintenance for up to five years. If it’s less, it will be a regular neighborhood clean-up item.

Trees need to be cut back.

AGENDA ITEM 4 - Additional Items

Discussion about neighbors who aren’t following policies.

In most cases, people need to talk to nearby neighbors who may be impacted by a change and come to an agreement as needed.

In some cases, the HOA board approves plans then asks that person to get signatures from neighbors who are in the direct line of sight. See the FAQ site regarding complex modifications which include new structures. This is the ONLY time board members need to approve plans before neighbors sign off.

If there are disputes, the HOA board will step in to help.

NOTE: All plans and signatures should be submitted by email; if not, they should be scanned so the board has digital files that are easy to track.