August 5, 2026 Meeting Minutes
ATTENDANCE
Board Member Attendance: Steve D, Sue G, Victoria F, Cindi P as well as Barb P, Terese M, Terry H | Neighborhood Binny H, Brenda F, Carole B, Dru D, Ed S, Elaina B, Frank B, Geoff V, Heidi K, John C, Paul O, Rick K, Wendy O | Online: None
AGENDA ITEMS
ITEM 1 - Approved July Meeting Minutes
ACTION, STILL NEEDED: Meeting location for the Sept. 9 meeting
ITEM 2 - Annual Picnic Timeline
Victoria gave a comprehensive overview of the timeline as well as a list of all of the items needed for the picnic which include, among other details: the flyer; rentals (bounce house, canopy, tents, chairs, chafing dishes); purchases (food and drink); items provided by neighbors (games, speakers and a mic); as well as miscellaneous items to be provided like the trash and recycling bins. A few volunteers were named.
ITEM 3 - Landscaping Update
John mowed the main section in July. The neighborhood kids are still mowing their dedicated sections. Terry is mowing the W 58th Dr section and Scott the large island.
ITEM 4 – HOA decisions from the past that might impact the covenants
Rules: Terese and Vic came up with language for the HOA split-rail fence and new fence requests and sent it to Terry and Cindi.
No other items were thought to be left out of new covenants documents. However, there may be a future project to cut and paste years’ worth of minutes into AI to find big decisions that may have happened in the past.
ACTION, Victoria: The HOA would like to own its own google site and email address. Documents will be moved from Terese and Victoria’s personal accounts to this new site.
ITEM 5 – HOA Covenants and Bylaws Project
History – NEED TERRY’S Notes: Started with XX moved to XX and the copies we have now are from XX.
HOA, County, and State: When HOA rules are stricter than the county, those rules should be followed. County rules apply when the HOA doesn’t address those rules. State laws supersede both HOA and County rules.
Changes: If there are any changes to the Declaration in the future, we need 67% of the homes to approve of this document which is a state rule. For this first round, we need 75% or 72 of 96 homes to approve the covenants, because the current HOA rules are stricter than state rules. Changes to the Rules is an easier process because it’s not a legal document.
Language: The word Owners, not members, lots or properties is used.
Review Request: Although Owners should review all 7 Articles in the Declaration for a complete understanding of our State compliance, Article 7 may be of most interest to Owners as it contains language regarding: 1) Pets & Livestock (chickens and bees) and 2) home rentals (6 months to 3 years), how to apply the Declaration to existing rental owners, maintenance fees for renters which are mentioned (the actual amounts will go into the Rules document), and a note that after 3 years, the owner can request a variance but otherwise needs to move back into the house or leave it vacant for at least a year. | Article 5 contains information about common areas behind Owner properties.
State-owned house: They pay HOA dues and are considered one of the total 96 homes in the HOA. Steve will talk to the director about the new covenants and will request a signature. There is a question about who signs legal documents for the state.
Fire Mitigation: Under Article 7, the information for “Exterior Fires” hasn’t changed from the original covenants. The Wildfire Preparedness section is a suggestion to encourage Owners to think about defensible space. Owners should follow County rules.
Messaging: Draft documents and overview information will exclusively be on the HOA website until after the flyer and picnic end. The working group will see how many comments come in before printing and mailing all documents; ideally they will be mailed out in September as hard copies.
Flyer and picnic: There’s a call to action to view documents on the website as well as a summary overview. There will also be an information sheet that expands upon this summary that will be handed out at the picnic. | The picnic Q&A table will be in lieu of having a Q&A session with the attorney. The working group has all of the necessary information.
Mailing: Along with the covenants, a sheet requesting the best way to communicate will be provided to owners asking for contact information, email, and phone numbers. There may be an owner portal that acts as a directory that neighbors can opt out of.