Dec. 10, 2025 - Meeting Minutes & 2025 Accomplishments
Board Member Attendance: Terry H, Steve D, Victoria F, Sue G | Neighborhood Attendance: Barb P
Meeting: 7 – 7:45 pm
Meeting Minutes from Nov. read and approved
Annual Business meeting: Sat, Jan. 10, 9 am at 17709 W. 58th Dr.
Flyer: To be distributed Jan. 4/5
AGENDA ITEM 1 – Description of Board Responsibilities and a 2025 Recap
Terry, President
Description from Bylaws
The president shall preside at all meetings of the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, mortgages, deeds and other written instruments and shall cosign all checks and promissory notes.
2025 Action Items
Lead in the Spring and Fall Clean-ups with a big thank you to our neighborhood volunteers!
Major trail improvements that included adding new rock using a skid steer.
Teasel and hemlock spraying with neighborhood volunteers. The HOA went from paying a company $5K to buying electric powered backpacks and using an environmentally friendly weed killer to spray these weeds.
Organized wood chipping.
Outstanding task: Oversee the repairs needed on the South and West fences which will need at least 30 new posts using a skid steer and auger to fix.
Spring Clean-up Volunteers
Steve, Vice President
Description from Bylaws
The vice-president shall act in the place and stead of the president in the event of his absence, inability or refusal to act, and shall exercise and discharge such other duties as may be required of him by the Board.
2025 Action Items
Oversaw the major stream clean-up East of Virgil (this was the first major clean-up in the last decade); they also did some clean-up West of Virgil. This project included 80 work hours from a company who removed dead trees and cleaned up brush.
Built a bridge over the canal; some of the land West of the canal is owned by the HOA.
Outstanding task: Organize a volunteer task force for regular creek clean-up.
Victoria, Secretary/Communications Liaison
Description from Bylaws
The secretary shall record the votes and keep the minutes of all meetings and proceedings of the Board and of the Members; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the Members; keep appropriate current records showing the Members of the Association together with their addresses, and shall perform such other duties as required by the Board.
2025 Action Items
Website: Posted meeting information, set up zoom rooms, took and posted meeting minutes. Updated and set up the entrance sign reminders.
Regular website and FB announcements and updates; added an FAQ page.
Submissions for lights/light poles.
April flyer: Save the dates, Spring Clean-up, and an outline of what the HOA dues cover. | July: Mailer with HOA policy reminders. | Aug flyer: Picnic details.
Annual Picnic: Managed the logistics and execution of the event with a big thank you to Terese, John, Cory, and Terry as well as to all the neighbors who brought sides and desserts! Day of: Approximately 70+ adults and 15+ kids; BBQ; games area and prizes.
Cindi, Treasurer
Description from Bylaws
The treasurer shall receive and deposit in appropriate bank accounts all monies of the Association and shall disburse such funds as directed by resolution of the Hoard of Directors; shall sign all checks and promissory notes of the Association; keep proper books of account; and shall prepare an annual budget and a statement of income and expenditures to be presented to the membership at its regular annual meeting.
2025 Action Items
Regular updates of budget to actuals.
Collected and tracked HOA dues payments as well as licenses and insurance.
NOTE: The HOA agreed that it’s important to keep up with capital projects for the safety of the neighborhood, and also agreed that we should keep a minimum reserve of 25K.
Ordered the roll off dumpsters twice.
Terese – Board Member at Large
Responded to messages that came in from website contact forms.
Dog container maintenance.
John – Board Member at Large
Oversaw maintenance and mowing of common areas.
Two interior islands were mowed by terrific neighborhood kids.
Sue – Board Member at Large
Entrance sign project TBD.
AGENDA ITEM 2 - Neighborhood Entrance Clean-up and Rock Redesign
Process: A few HOA board members (Steve, Sue, Victoria, Terry) collected quotes and personally met with landscapers to get their thoughts as well as discuss some of their own ideas.
Contracter Note: Cousinsandsonsllc.com | Call/Text: (720)507-6120 | Email: Cousinsandsons.llc@gmail.com | Note: We are pleased to announce, ALL residents of The Trails community qualify for a 20% labor discount for any landscape project during 2026 and 2027.
Drawings, rock types, and the design were finalized with the contractor that was hired. Steve led the contracting process.
Entrance signs were posted for over a month to alert the neighborhood of the changes. Victoria posted detailed information on the website.
Sue and Steve oversaw the work which was completed on December 16.
A few before and after pictures are below.
Action Items
Each area was cleaned of pine needles and weeds, and a new weed mat installed. The smaller rock was spread across this weed mat. The bigger rocks were repurposed to create a partial border.
New rock was placed over this rock to add some depth. Type of rock: Tan River Rock
A rock river started at the sign and runs down to the end of the entrance. Type of rock: Bluish/Brown Grand Mesa Stones
A few boulders were added for dimension. Type of rock: Rip rap boulders
AGENDA ITEM 3 - Additional Items
Virgil Entrance sign about Children at Play was removed (it was in bad shape). Dec. 19: Victoria submitted a request for two 15 mph signs (or whatever minimum is required for our neighborhood). An evaluation will be completed within 45 days.
Note: Easley and 60th roundabout in the works! Arvada and Jeffco need to work together.
Annual Business Meeting: A working group will meet then hire an attorney to update bylaws and covenants. Goal: To maintain a harmonious neighborhood that protects the value of houses located in The Trails community.