Jan. 10, 2025 - Annual Business Meeting Minutes
Board Member Attendance: Terry, Steve, Victoria (meeting minutes), Cindi, Terese, John, Sue| Neighborhood Attendance: Note: Around 30 people attended but not everyone signed in. | Barb P, Binny H, Heidi K, Peggy S, Rick K, Wayne and Diane DeWih, Kevin E, Fred O, Carrole B, Dru D, Anthony M, John and Cathy E, Diane J, Barb S, Joe Q, Greg and Stephanie Smith, Alex Knoll (online)
Meeting: 9 am - 10:15 am
AGENDA ITEM 1 – December Meeting Minutes and 2025 Accomplishments
Meeting Minutes from Dec. were read and approved. As the meeting minutes were read, comments were received as follows:
Dumpsters: The HOA orders two dumpsters twice a year. Note: Metal can be put to the side which can include items such as wheelbarrows, bed frames, etc that do NOT need to be put in the dumpster.
Neighborhood Directory: A comment was made that a neighborhood directory would be appreciated. It would be on a voluntary basis. However, this has been tried in the past, but there was pushback as people were concerned about their information being published outside of the neighborhood and/or used by solicitors.
Who’s in charge of keeping the creek clear: At this time, it is understood that the HOA is responsible for the flow of the creek; otherwise. the HOA can be held liable if there are serious issues. There was a question about whether The Trails was completely responsible for this work. | Steve would like to lead a volunteer task force to maintain a regular creek cleanup. Again, we want to keep it clear so it doesn’t flow over. First, we need to check on what the HOA is responsible for.
ACTION: Cindi will check to see if the Church Ditch Water Authority or any other group also has a responsibility to keep the creek clear.
AGENDA ITEM 2 - Board Member nominations
Nominations will be accepted for the election of new Board members at the February Board meeting. If you want to be nominated, just show up. Terry will not be President next year.
The definitions for each position as listed in the bylaws as well as specific tasks from 2025 per board member can be found in the Dec. meeting minutes.
NOTE: Feb. - Dec. 2026 HOA meetings are held on the second Wednesday of every month at 7 p.m.
AGENDA ITEM 3 - HOA Covenants and Bylaws Project
The Trails HOA Covenants are out of compliance with the State of Colorado and Jefferson County.
Goal: The current covenants came from another neighborhood. We could simply meet Jeffco standards, but we probably want a higher standard. Also, we need a concrete process to act upon when a neighbor is out of compliance. Everyone needs to get the same consistent message. We do NOT want to hire a management company to police the area, but we do want to keep consistent standards in place.
Fees: In the past, research has shown that to hire a lawyer was around $5K. Terese did some current research that showed the current rates would be around $6K to $10K. This is a one-time fee. We need 90% approval from the neighborhood; the lawyer could add this language to the contract. New neighbors do have to sign bylaws and covenants per county law.
ACTION: Terese will start a working group. There will be a number of small meetings most likely held before each monthly meeting.
AGENDA ITEM 4 - 2025/2026 Budget Review
Due: Dues were a little behind in 2024 so they went to the 2025 line item. | There were two home transfers. | The budget for the picnic was increased so we can make it more robust especially as more people join the event. | Landscaping fees were down because John didn’t charge as much. | The extra creek clean up was $15K and the rock entrances project was $11K.
2026 Budget: About break-even. There will probably be a 10% dues increase for 2027.
Homeowner transfers: We need to raise the cost from $300 to $500. This includes any title changes.
Note about property lines: Fences do not mean that the correct property lines have been marked and some fences may even be on open space. Call a surveyor if needed.
The fee for a lawyer would be a capital charge and cash in reserve would be used. We want to maintain $25K minimum in reserve.
Fences and no trespassing signs: There was a question about using a different fencing type such as a wire fence vs split rail, but we’d want a special assessment for any major fence changes. It can be very expensive and what we have now is doable. We need to add about 20-30 new posts on the South side which hasn’t been updated in decades. This is usually a project for the Spring Clean-up Volunteers. We will need new trespassing signs. Brenda has some good signs that we can use as a template we can use.
AGENDA ITEM 5 - Additional Updates
Trash Cans: If you put out additional trash cans or if you’d like an additional can, you will be charged by Waste Management. Currently, the neighborhood is allowed one for trash and one for recycling. People sometimes use their neighbors bins if needed.
Neighbor solar plan house installation: Anthony is adding solar panels that will face toward the open space. The board and his neighbors have signed off on this project. There were several people who were interested in the Tesla power wall he’s using and would like to know the company name, if they do a great job. Ask about the company that’s doing.
Neighborhood power: It’s legally and logistically feasible to put up walls to power the neighborhood, but it would be a massive amount of work. We would need to get 90% approval from the neighborhood
ACTION: The Architectural Committee is the board. Victoria will add a google site with folders so we can track all proposals and signatures as they come in.
Please don’t poison voles. They are eaten by other animals.
THANK YOU: Thank you to the board; thank you for the increase in communication via the website, FB page, and signage. Thank you to all for your community engagement; we are at a place where we can self-manage the neighborhood.