March 12, 2025 - Meeting Minutes

Board Member Attendance: Terry H, Steve D, Victoria F, Sue G, John C Neighborhood Attendance: Binny H, Dave H, Ed S, Peggy S, Mike G

Meeting: 7 – 8:15 pm

• Meeting Minutes from Feb. 12 were read and approved

• AGENDA ITEM 1 – Actions that can be taken if HOA due payments are late

  Invoices are sent out quarterly as needed. Cindy noted that the entire neighborhood is paid and up-to-date through the first quarter of 2025.

  HOA bylaws list the following consequences: Q1: A reminder letter as well as a 10% fine | Later: A lien (agreed this would be difficult to execute and we may want to strike it)

  As there are no outstanding payments at this time, there was no further discussion about additional actions that would be taken against a late paying homeowner. Side note: If they are late by Q2, it was agreed we could consider removing their trash and recycling service. No motion or votes were taken to approve this action at this time.

• AGENDA ITEM 2 - Flyer re HOA Dues Updates and Save the Dates

  Remove the section about the updated HOA dues penalties as it’s not needed at this time, as noted above.

  Victoria to bring 100 final copies to the April meeting. We’ll divide them up and do a door drop rather than mail them.

• AGENDA ITEM 3 - Hiring of landscape & maintenance person/company by April

  Signs at entrances: Hiring! Weeding and mowing of common sections. See the website for job details.

  Job Description (adjust as needed): To be posted on the website Hiring! We need a person or multiple people to weed and mow the entrances as well as mow the perimeters and islands of all community spaces.

  These dates are estimates and depend on weather conditions.

  May-July: 3-4 times and Aug-Sept: 2 times

  $XX/hour (Check with Cindy on how much they get paid)

  If you’re interested, please submit a form.

  Discussion about the mower

  Discussed buying a used mower. We have 20 acres of open space on which to build a storage shed. However, the shed would need to be built and the mower maintained.

  Terry will instead check on how much it costs to rent and have a mower dropped off and picked up.

• AGENDA ITEM 4 - Priority list for neighborhood projects using cash reserves

  Steve put together a list of options that were discussed; members agreed to immediately move forward with the below two recommendations.

  1. Stream clean-up East of Virgil: It was agreed this is a BIG priority for the safety of the neighborhood.

  Steve will work with a company that charges $2500 for every 8 hours of work (this quote is extremely reasonable when compared with past quotes). He will oversee these workers and determine if we should continue to use this company depending on what they get done in 8 hours.

  We need to communicate with the owners of the houses that may be impacted.

  Additional Notes: Agreed that we could paint or put ribbons around trees that should not be taken down but also agreed that only the worst and more obvious trees would be removed. Note that the company should have liability insurance. 

  2: Branch Clean-Up West of Virgil: This could be a job offered to a neighborhood person rather than using a professional company. Small manageable branches need to be moved. Post after April job posting. Suggested $20/hour.

  Future projects to consider:

  Stream clean-up West of Windy: Not a huge problem at this time

  Fence repair: Yes, but can wait

  Entrance and island beautification: Yes, but can wait

• AGENDA ITEM 4 - Discuss options to update by-laws for compliance with the state

  Proposal to put together a small working group that will go through the current bylaws and make recommendations on items to be removed as well as new items to add. NOTE: Any changes need to be approved by the board.  

  Review state and county regulations.

  HOA members will determine a future date for this work; there is no immediate need or risk if this doesn’t happen in the next few months.

  AGENDA ITEMS – Additional

  Lights that are currently out as well as a pole that is leaning to the side: Terese submitted one form for a light; Victoria will submit forms for three lights and the leaning pole.

  Victoria and Terese will discuss creating an FAQ page on the website. It would highlight annual dates; board meeting dates; as well as act as a repository for answers to questions that are submitted via website forms. FOR INSTANCE:

  -- Who handles snow removal? / The county.

  -- If a light goes out on my street, what should I do? / Contact xcel – post link and number.

  -- When does Waste Management pick up trash and recycling bins? / Post calendar as well as link that allows people to get automated text messages from Waste Management.

  -- What is the process when I want to make changes to my yard? / Ask your neighbors as well as anyone who you think is in the line of sight. Major changes need to be approved by the board.

  -- Who do I contact if I’m having issues with Xfinity? / Xfinity agreed to reseed and clean-up the spaces outside the fences that were impacted. If there are issues with your personal property, you can contact: Aaron Sanchez, Construction Manager, Mainline Construction – 720-767-4128 (cell) – aaron.sanchez@SZT-ML.com