ATTENDANCE
Board Member Attendance: Steve D, Sue G, Victoria F (meeting minutes), Terese M, Terry H | Neighborhood: Brenda F, Corrie T, Dru D, Ed S, Elaina B, Frank B, Ginger P, John C, Ken P, Pam O, Paul O, Peggy S, Rachel K, Wendy O | Online: Adam, Allen
ITEM 1 - Approved September Meeting Minutes
NOTE: We need a host for the Nov. and Dec. meetings.
ITEM 2 – Fall Clean-up
Thank you to all of those who participated! It was a productive day.
ACTION, Terry: No-trespassing signs are needed. Terry will get the sample sign from Brenda and have more made. They need to be placed about every four feet along the outside fence line.
Fencing along the East side and under the power lines: This additional work can wait until the spring clean-up.
Rock Entrances: Terry, Sue, Victoria, Ginger, and Dru will put together an action plan.
Comment: Dru will put out a birdhouse and asked if the HOA would purchase a few more. It was decided to hold on this idea for now.
Landscaping
Steve requested that the weeds and grass between the gutters and asphalt be cut when they are above 5 inches. John will add this to the main landscaping list.
He noted that there are overgrown trees around the bridge and that the area could be cleaned up to provide a view of the stream.
He also noted that John has done a great job in many areas, especially the stream area west of Windy. He thinks hiring someone to clean up the east side would be good to make it aesthetically pleasing.
ACTION, Steve: Will check into hiring a crew to do additional work.
ITEM 3 – Covenants Update
Covenants Voting Status and Next Steps
The covenants did not pass with a definitive yay or nay vote because thirty votes were missing and the legal deadline has passed.
Another vote is needed, which will give the neighborhood additional time to submit feedback. The goal is to have this project completed by the end of the year.
A status update letter from the covenants working group will be mailed to all neighbors outlining the next steps. The communications survey will be included in this mailing; a number of email addresses have already been submitted. Research is in process about a system that can be used for updates that are sent via email.
The covenants must be passed in their entirety, as the neighborhood cannot vote by individual section or article.
Once neighbor suggestions are reviewed (see the feedback process section below), only the updated declaration will be mailed out. The bylaws and rules do not need to be resent since they are not the primary legal documents.
The new cover letter will highlight the major changes and clearly state the deadlines.
There will be two distinct deadlines: the first is for neighbors to return their signed declarations, and the second is the final legal deadline. A time period will be built in between these dates to contact those who do not return their forms on time.
Feedback Process and Neighbor Input
Neighbors will be reminded to complete the following tasks via a flyer, the website, and FB page.
A feedback form will be posted on the website. Rather than simply stating what they like or dislike, neighbors will be asked to rewrite the actual text to propose a compromise that helps the revised covenants pass.
The three main points of discussion include chickens/bees, RVs, and rentals. However, it was noted that just because an item has historically been in the covenants does not mean it must remain. Any suggestions regarding items that are not legally required can be submitted.
A summary of relevant neighbor responses will be posted online to ensure transparency and help neighbors see differing perspectives. It was noted that while dissatisfied residents are highly likely to respond, those who already approved of the covenants might not.
All decisions will be made electronically. While the potential for an in-person meeting was discussed as a way to gather feedback, it was decided that no final decisions will be made in that forum.
ITEM 4 - Additional Items
State-Owned Home: As has been noted in most meetings this year, the state is working to reopen the house it owns. Steve has been in contact with the lead person regarding concerns about parking and other activities. One neighbor expressed concern about the safety of this reopening. For example, when the house was previously occupied by adults with disabilities, incidents occurred such as knocked-over signs and a car crashed into a yard, which could have hit a child. Once the home reopens, neighbors should be vigilant about filing police reports as needed. The current plan is that they will have a staffing ratio of two staff members per resident.
ITEM 5 – Vision & Mission Statement Reminders
Both statements are posted on the About page.
One neighbor received an anonymous letter regarding the actions she took during the process of revising the covenants. She pointed out that her intentions were to discuss the issues and to reinforce that this process should be focused on transparency and inclusiveness. No attacks were made or intended.
Vision Statement
To be a vibrant, safe, and welcoming community where neighbors are committed to the shared stewardship of our unique Golden landscape.
ITEM 6: Additional Items
The board is in discussion about the specific duties the next Board Treasurer will assume.