May 13, 2026 - Meeting Minutes
Board Member Attendance: Steve D, Sue G, Victoria F (meeting minutes) and Barb P, John C, Terese M, Terry H | Neighborhood Attendance: Binny H, Brenda F, Frank B, Paul O, Stephanie S, Wendy O | Online: None
7 - 8:30 pm
ITEM 1 - Approved April Meeting Minutes
ITEM 2 - Spring Clean-up Debrief & Remaining Projects
There were over 20 volunteers!
About a third of the South fence is complete. There were 60 rails and 35 posts; the group ran out of rails but the day was over at that time. Terry can again rent the skid steer and buy additional supplies to finish the project. To finish the project, Victoria will get some potential dates from Terry then write to a smaller group about their availability. The goal is to meet once during the summer then again during the fall clean-up. | John picked up all of the barbed wire.
The rocks at the entrances were adjusted. There is a corner on the Windy side where water accumulates due to the placement of the drain. John and Steve will work on that section and add a weed mat and additional rock if needed.
There was a creek clean-up group. There needs to be more clean-up of the creek East of Virgil.
ITEM 3 - HOA Covenants and Bylaws Project
The working group has been working on their own and with a lawyer. They have processed an incredibly large amount of information in a short time. Again, recognition and thanks should be given to: Barb P., Brenda F., Frank B., Steph S., Terese M
Budget:
The first invoice was $1900, and there will be another $2K spent as revisions and a live Q&A session for the neighborhood are scheduled. These are incredibly reasonable prices compared to the quotes received in past years.
Definitions:
Bylaws dictate how the HOA itself is run. This document will consist of the process for project approvals as well as enforcement policies. It is HOA-based; i.e., there are no state or Jefferson County regulations that need to be followed.
Covenants dictate the rules of the property. They need to be in compliance with the state and county. The working group is currently focused on this document and is working with the lawyer as needed.
Process:
The working group will continue working with the lawyer and collect opinions about a few key sections, some of which are noted below. The Board will review this document and give their final approval. All neighbors will then receive a mailed copy along with a cover letter that has an overview and call for action; the tentative date for this document is August. A live Q&A will be scheduled with the lawyer and neighborhood. There may be a final document in September, but dates are subject to change.
Votes: This first vote needs 75% of neighborhood approval due to the current rules this HOA has in place. Moving forward, we can use the state guidelines of 67%.
Some sections that were discussed:
There was a dicussion about the maximum increase of the annual HOA fees, and that it should be a percentage of the current fee. E.G, the fee will not to exceed 10% annually. Cindi will send a budget report so the board can analyze what makes sense.
Pets and Livestock: The group read through the current guidelines and discussed some changes moving forward. Clear language needs to be used, and a note needs to be added that the neighborhood should follow Jefferson County restrictions that may include permits (e.g., honey bees). | Terese sent the group three options and will collect final opinions.
Landscaping: The document should define minor versus major changes and what action needs to happen in either scenario. The working group will check with the lawyer too. The bylaws will note enforcement procedures.
Fire mitigation: There was agreement that it shouldn’t be required; there are a number of expensive steps that need to be taken in order to have an officially approved fire mitigation plan. It should be noted that the neighborhood should take proactive action.
Community open space: There needs to be a decision about how we want the open space to look. If there are regulations, they need to be clear; e.g., people are allowed to make improvements up to 9’ past their property.
Recreational vehicles: The text we use now seems to be working, so we’ll keep it for now.
ITEM 4 – Additional Items
Common areas that can be mowed with lawn mowers: A neighbor has requested to manage the big cul-de-sac. A few neighborhood kids will be asked to mow the smaller cul-de-sac as well as the section that’s on the corner of Windy and W 58th Dr.
State-owned home: There are a lot of cars coming and going, but we don’t know what’s specifically happening with the facility. Steve will reach out to the main contacts; Victoria has their information as well.