HOMESTEAD IN THE WILLOWS HOMEOWNERS ASSOCIATION
Regular Board Meeting August 11, 2025 – Unofficial Minutes
CALL TO ORDER: President, Robb Origer called the meeting to order at 5:34pm. Present were Vice President, Ginny Karlberg; Treasurer, Steve Bell; Secretary, Eric Kemp; and Business Manager, Katie Kidwell.
RATIFICATION OF BOARD ACTIONS: Eric moved to ratify the board actions as recorded in the July 14, 2025 minutes. Ginny seconded the motion which passed unanimously.
APPEALS HEARING RESULTS: Account 456 requested an extension to complete their Task Force citation. Robb moved to grant the extension, Steve seconded the motion which passed unanimously.
The Minutes of July 14, 2025, regular meetings were approved as read.
OLD BUSINESS: The Board reviewed the results of the recent survey of residents regarding the HOA. Approximately 25% of residents responded to the survey and the Board discussed the comments as they related to the ACC, Tennis Programing, Social Committee and Business office responsiveness and communications. The Board agreed to publish bar graphs and an overview of the responses in the September Homestead Herald summarizing the Boards thoughts on the information.
Flock Cameras: A recent near accident between a car and kids on bikes prompted questions about the Flock Camera system being used to track the car. Robb explained that Flock is a license plate recognition program which captures images of cars entering the neighborhood. It’s primary use is to help law enforcement respond to criminal activity. It is not a tool for traffic enforcement or to track vehicles in real time. An explanation will be published in the September Homestead Herald.
COMMITTEE REPORTS:
SWIM TEAM: No report.
SOCIAL COMMITTEE: No report.
MANAGER REPORTS:
POOL: Front Range Recreation submitted a written report. Two skimmer basket covers with poorly fitting lids have been secured with screws and/or a heavy-duty non-slip mat at the South Pool. The West Pool closed on August 10, the South Pool will close on September 1, and the North Pool closed on August 10. Because the ACES Swim Club will use the North Pool for after school swim practices in the fall, the North Pool will be open for residents to swim on the weekends of September 6 & 7 and 13 & 14.
TENNIS: Manager Jill Ellsworth submitted a written report. Tennis awnings have been installed at the South and West Courts. The tennis schedules for the remainder of the season have been published and Jill is walking all tennis courts with the rep from Renner Sports Surfaces in preparation for completing her budget. A request was made to allow the Cherry Creek High School tennis team to rent four Homesteads courts three times weekly for practice. The Board discussed the request and agreed to decline. There is already dissatisfaction among residents at the courts being reserved for USTA play at the expense of drop-in homeowner play. More reserved courts would interfere with the scheduled drills Advantage You runs for adults and Junior Team Tennis players in Homestead and finally renting the courts would contribute to additional wear and tear on the facilities by non-resident players.
LANDSCAPE: Manager Nancy Bauer submitted a written report. Nancy had received approval from Xcel Energy Transmission Right of Way engineers to replace the timber retaining wall on Dry Creek Road near Quebec and has hired a contractor to begin construction. Shrubs have been pruned throughout the property and Matt’s Maintenance Tree Service will return in early September to clear out dead branches and remove tree limbs above the Perimeter Fence along Easter and Homestead Parkway. She noted the Association irrigation system is becoming more and more expensive to maintain and suggested the Board meet with the irrigation contractor at the September Board meeting to discuss options.
ACC: Manager Emily Maxfield submitted a written report. The ACC processed 189 applications over the most recent 5 months. 179 of the applications were approved and 10 were denied. A new tracking system has been implemented so the Board can track how long it is taking for applications to be processed as well as note the number of denials. Emily updated the Board regarding her progress toward digital ACC applications noting that the office has accepted four emailed applications in the last weeks but has had to go back to the homeowners to request more information in three out of the four.
BUSINESS: Manager Katie Kidwell reported finding a 1989 letter from Arapahoe County confirming the greenbelt next to the North Tennis Courts is on a drainage easement belonging to the HOA. The Board will have to fund the drain repair without help from the City of Centennial or SEMSWA. The Board agreed to continue being the Charter Organization for Boy Scouts (Scouting America). The ACES Swim Club will rent the North Pool for after school swim practice and Katie confirmed the Board would continue to offer early morning lap swim to residents with a signed waiver throughout September from 5am to 10am daily.
FINANCIAL REPORT: Treasurer Steve Bell reported the Association interest income is above what was budgeted which helps offset the increased spending on sprinkler repair. The Long-Term Planning worksheet of the HOA amenities, their remaining useful life and expected replacement cost is almost finished. This document will help the Board budget more accurately for future reserve expenses.
NEW BUSINESS: The Board set the fall dumpster day for Saturday, September 27th from 8:00 am to 9:30 or until the dumpsters are filled.
ADJOURNMENT AND CALENDARING: The meeting adjourned at 7:17pm. The next regular Board Meeting will be on Monday, September 8 at 5:30pm at the Business Office.