July 8, 2026 - Meeting Minutes

ATTENDANCE

Cindi Post: Board Treasurer and the Controlling Individual who is authorized to conduct business on behalf of the HOA

Board Member Attendance: Steve D (President), Sue G (Vice President), Cindi P (Treasurer), Victoria F (Secretary and Communications Liaison, meeting minutes), Barb P (board member at large), Terry H (board member at large) | Neighborhood Attendance: Brenda F, Ed S, Frank B, John C, Rick K | Online: None

AGENDA ITEMS

ITEM 1 – Approved June Meeting Minutes with a modification

• The Covenants include these three documents: Declaration, Bylaws, and Rules.

ITEM 2 – Landscaping/Mowing Update

• John: Due to the drought, there hasn’t been much mowing to date.

• John currently rents the large mower from Arvada rentals but will ask about renting a mower from Kevin or Terry.

• Neighborhood kids including Grady, Emmett, Enzo, and Brendan are mowing 1) the small island; 2) the W 58th Drive section (Terry will no longer mow this section); 3) both sides of the fence at 58th; 4) the area by Steve’s house (Enzo can use a weed whacker for this space). A volunteer neighbor, Scott, will take care of the large island.

ITEM 3 - HOA Covenants and Bylaws Project

The Covenants include these three documents:

• Declaration: Establishes the rights and obligations between the HOA and the homeowners. It is legally binding.

• Bylaws: Acts as the internal rules of order and will address how we operate as a board. No vote is needed.

• Rules: Manages the practical, daily operations of the neighborhood and shared common areas. No vote is needed.

There should be a maximum of 7 board members.

• There were 9 board members, so the group removed Elaina and John, who will still attend HOA meetings, but will not vote as a part of the quorum.

Communication Plan, Schedule, and Timing:

• July 12-30: The website will be updated with the wording Terese sent to Victoria.

• Aug: Talking points will be distributed to community leaders so they can speak with neighbors as needed.

• Aug: Board members will go through draft documents and have an opportunity to ask questions about the verbiage.

• Aug. 15 Picnic Flyer: Terese sent wording to Victoria who creates the flyer. Neighbors will be alerted to this project and directed to the website for detailed information. Neighbors will be able to submit comments via a form on the website; Victoria will work with Frank so comments can be submitted via a tool such as Tally.

• Aug. 22 Picnic: A table for members of the working group will be available for neighbors who have questions.

  • Side note: There was a concern about the picnic logistics and adequacy of the event. Victoria is the logistics lead who manages the orders and contracts for the event as well as helps with the set-up, execution, and tear down. The budget was increased last year so that the food options were more robust; also, there was a bounce house, new games along with competitions, music with lights, and a snow cone machine. This year, there will be a couple of additional upgrades. There were over 90 people in attendance.

• September, the first or second week: A cover letter will be sent to all households along with the covenants packet, which will cover high level details of the project. The three documents will be included and will highlight what’s new and what’s been changed. Only the Declaration needs one vote per house. This document as well as the Rules and Bylaws will be sent to every household even though these latter two do not require a vote. There will be a call for action.

• October: The final documents will need to be signed.

Working group updates:

• The language is nearly complete in regards to animals and recreational vehicles.

Short- and long-term rentals/leases discussion and modifications:

• There will be no short-term rentals, which are now defined as rentals that are less than 180 days. This was extended from the 30-day rental period.

• Long-term rentals will be allowed for 6 months to 3 years. No more than 10% of the units can be rented throughout the neighborhood. They will need to submit the signed lease agreement as well as the signed covenants to Cindi. There will be an administration fee for management.

• Additional details were distributed and will be available on the website when this information is complete.

ITEM 4 – Additional Items

• Meeting location for Aug. 12 – Cindi P

• The budget will be the first item of discussion at the next meeting. The picnic details will be presented as the second.

• Barb: The Jeffco Road & Bridge group will be performing road repairs (cracked sealing) on 58th & 59th Place next week. NOTE: People can use the JeffCo app to submit work orders.

• Steve, state owned home: He talked to the director about various concerns including parking. One main issue is that there are multiple vehicles up and down the street, so they will park on the property.

• Stephanie, Welby gardens development, 480 units: The Arvada City Council is expected to vote this Tuesday (tonight 7/7) on a motion to reconsider its previous decision regarding the proposed Welby Gardens development. If the motion passes, it will begin another hearing process on the Conditional Use application. They are using a fear tactic by claiming if the housing isn’t approved, a data center might be. NOTE: The county put a pause on new zoning for data centers not already underway. The HOA should have a statement against it.