2023 HOA Election

Annual TMMD/HOA Meeting Tuesday, November 14th

The 2023 Annual TMMD/HOA Meeting is Tuesday, November 14th. The TrailMark Metro District Board will meet at 5:30 pm, followed by the HOA Board at 6:00 p.m. The combined meeting will be held in person at Fire Station 19 in TrailMark.
 
The HOA will ratify the 2024 HOA budget as well as present the Board of Director candidates for the HOA. There are two (2) positions open on the Board this year. If you are interested in running for the Board, please contact the property manager at Westwind Management Group – https://www.trailmark.org/management-company.html

The HOA board election will take place at this meeting. According to our CCR’s, your current HOA dues must be paid in full in order for your vote to count. Please make sure your HOA dues are up to date.

A mailing with the meeting notice, 2024 budget, a self-nomination form, the proxy and the ballot was sent out in mid-October. If you did not receive yours, please contact Westwind. Proxies and ballots may be mailed back to Westwind in the envelope that was provided, or you can email it, or fax it to 303-369-0007.

Update: We have received enough proxies! Thank you, everyone!

The HOA needs volunteers to process and count ballots. In order to volunteer, you may not be related or affiliated with any of the HOA candidates running for a Board position. If you wish to help with this process, please contact the property manager at Westwind Management Group – https://www.trailmark.org/management-company.html. 

All are welcome to attend the annual meeting.

​October 12, 2023

Dear TrailMark Residents,

Our Annual Meeting packets have arrived in our mailboxes. Yea!!!

Please fill out the Pink Proxy page, and the Yellow HOA Board of Director’s Ballot ASAP. Make your voice heard.

Mail your Proxy and Ballot back to Westwind. Both are due by 5:00 p.m. on Monday, November 13, 2023.

Ballots and Proxies can be mailed to:

     TrailMark HOA
     c/o Westwind Management Group
     27 Inverness Drive East
     Englewood, CO 80112

October 5, 2023

Dear TrailMark Residents,

Within the next week, you should be receiving your HOA Annual meeting packet in the mail. The mailer contains some very important information for all members of the TrailMark HOA.

Included in the packet will be:

• Notice of the Annual HOA Meeting – a blue sheet
• Proxy – a pink sheet
• HOA Board of Directors Election Ballot – a yellow sheet
• HOA Board of Directors Self Nomination Forms – on white paper
• 2024 Proposed Budget – on white paper

Once you receive the packet, the TrailMark HOA Board needs you to please fill out the pink Proxy sheet, and the yellow HOA Board of Directors Ballot and return it by USPS mail, email, or fax to:

TrailMark HOA
c/o Westwind Management Group
27 Inverness Drive East
Englewood, CO 80112
trailmark@westwindmanagement.com
303-369-0007 (FAX)

The TrailMark HOA guidelines clearly state that we need 10% (at least 80) of the pink proxies signed and returned to validate our Annual Meeting with a quorum.  

WE NEED YOUR HELP… Please fill out your pink Proxy and your yellow HOA Board of Directors Ballot ASAP and drop it in the mail, email, or fax. All proxies and ballots need to be received by 5:00 p.m. on Monday, November 13th. Please relay this information to your fellow neighbors so everyone can contribute in helping TrailMark.

HOA Annual Meeting – Tuesday, November 14th

Save the date! November 14th, 2023

TrailMark Residents, the annual TrailMark HOA Meeting and Budget Ratification Meeting will be held to discuss the budgets for 2024 on Tuesday, November 14th. The meeting begins at 6:00 pm at Fire Station 19 in TrailMark. If you want to know where your fees are being spent and managed, please attend the meeting.

Call for Proxies (Update: ​We have received enough proxies! Thank you, everyone!)

To have a quorum (required for the HOA meeting) necessary for ratification we need representation by proxy of a minimum of 82 households! You will receive, in the mail, notice of this meeting with a proxy form and ballot which may be turned in at the annual meeting. If you cannot attend the meeting, please return your proxy and ballot by mail.

Every year the HOA struggles to get enough proxies back to meet the quorum requirements set forth in the Governing Documents. If a quorum is not reached, the meeting must be rescheduled and costs the HOA a lot of money as all of the items must be mailed again and additional meetings must be called. Please send back your proxy when you receive it in the mail. Be sure to indicate who you are assigning your proxy to. Do not leave the proxy blank. You may still complete the proxy for quorum only. This means that nobody gets to vote on your behalf, but that your proxy counts towards the quorum requirement for the meeting. If you would like to ensure someone votes on your behalf, you can either assign your vote to a Board member or to someone else in the community. Don’t leave it blank! If you think your neighbor already sent it, they probably didn’t! So please, if you are not going to attend the meeting, send your proxy back. Thank you!

Call for Candidates

The Annual Meeting also means that Board elections are coming up. Please contact the Property Manager at Westwind Management Group (https://www.trailmark.org/management-company.html) if you are interested in running for a position on the Board of Directors. More information about Board duties is included in the newsletter and on the website, and will be included with the items mailed to you and posted on the TrailMark website prior to the meeting. 

​Election Season

As election season is upon us, it is time to remind TrailMark homeowners and residents of TrailMark’s signage rules: TrailMark Homeowners Association cannot prohibit the placement of political signs on property which is owned by a resident of the HOA or in the window of a unit. A political sign is defined as a sign that carries a message intended to influence the outcome of an election, including supporting or opposing the election of a candidate, the recall of a public official, or the passage of a ballot issue.

Any political sign shall not be on display earlier than 45 days before an election and shall be removed no later than 7 days after an election. The political sign may be no larger than thirty-six by forty-eight inches in size. Each home or unit may only have one (1) sign per political office or ballot issue that is contested in an upcoming election.

Please adhere to these rules to avoid a covenant violation.

Reference: CCIOA (C.R.S 38-33.3106.5(1)(C)) – (Colorado Common Interest Ownership Act) 

Common Questions about running for the Board of Directors for the TrailMark Homeowners Association

Q: What are my duties on the Board?
A: The Board is responsible for maintaining and honoring the Declarations, Bylaws, and Design Review Guidelines of the community. The Board reviews/approves all contracts for work done in the common area. The Board receives emails from residents who voice concerns, complaints and/or ideas. The Board is responsible for holding homeowners accountable to the standards set in the covenants. The Board is responsible for the financial state of the Association in which they set dues, approve all invoices, and maintain a balanced budget. The Board is ultimately responsible for the trash contract, social events, maintenance and upkeep of Association property, and all things administrative (insurance, reserve study, etc.). Each Board member is assigned a committee for which they are the liaison between the Board and that committee. In this capacity, the Board member attends committee meetings and advises the Board on on-going committee activities. The Board currently meets every other month, in the odd number months, on the evening of the 2nd Tuesday.

Q: What are the qualifications for being on the Board?
A: As outlined in the Association Bylaws: “A Director may be any natural person and need not be an Owner of a Lot within the Community Area; provided, however, that upon the expiration of the Declarant’s Control Period, at least a majority of the Directors shall be Owners…” It is important to keep in mind that the qualifications to be a Director and the qualifications to vote vary. To cast a vote for Association issues, the Lot for which the vote is being cast must be in good standing, that is, no outstanding fines or dues are allowed, in order to vote. 

Q: How much time does it take to be on the Board?
A: Typically, Board members spend about 1-10 hours each week dealing with HOA items: emails; phone calls; visits from neighbors; reviewing and overseeing contracts; performing site visits; attending various meetings with agencies such as City of Littleton, JEFFCO, SSPR and/or fielding and responding to issues presented by these entities; provides guidance to our committees; etc. During the week when there is a Board meeting, the time spent on HOA issues is approximately 15-20 hours to facilitate meeting preparation and meeting attendance.  

Q: How long is my term on the Board? And are there term limits?
A: Terms are 2-years in length. This is to ensure not all five Board members change at once, to allow consistency in governance. There are no term limits for how many times a person can sit on the Board.

PLEASE NOTE:

The Annual Meeting is coming up in November. We need people to return proxies, so please be on the lookout for mail with the meeting notice, 2024 budget, and proxy.

August 9, 2023

Dear TrailMark Residents,

It’s that time of year again….Time to elect your HOA Board of Directors.

The HOA is looking for volunteers who would like to run for the HOA Board of Directors. This is a great opportunity for residents to jump in and give back to TrailMark.

Requirements are the following:

• You must be a TrailMark resident.
• Your dues must be paid in full (including quarterly assessments, and any outstanding fines).
• Willing to dedicate approximately 10 hours per week by email or in person.
• Attend bi-monthly HOA Board meetings.
• Attend bi-monthly workshops with the management company.
• Willing to follow and adhere to the TrailMark CCR’s and DRC guidelines.
• Willing to participate in TrailMark social events.
• Willing to serve a Two-Year commitment from 2023-2025.
• New Board Member training will be conducted by Westwind Management Group, and by remaining HOA Board Members.

If you are interested in running for the TrailMark HOA Board of Directors, please fill out the included self-nomination form and return it by email to to
trailmark@westwindmanagement.com, or by USPS mail to Westwind Management Group at 27 Inverness Drive East Englewood, CO 80112. The self-nomination form is due to Westwind Management no later than Thursday, September 28th at 5:00 p.m. Self-nominations received by September 28th will assure that your name is on the ballot that will be distributed to all homeowners in early October for voting.

There will be two open positions on the TrailMark HOA Board of Directors in November. Once the Board is elected, the HOA Board of Directors will have a meeting amongst the Board members, so each Board member can choose who will fill which position (President, Vice President, Treasurer, Secretary, and Member at Large). Historically, this meeting will happen a few weeks following the November 14th Annual Meeting.

The results of the election will be announced at our Annual HOA meeting on November 14th at 6:00 p.m. at TrailMark Fire Station #19. Please consider volunteering your time and learning how your HOA works for the entire community. We look forward to hearing from inspiring, eager candidates who would love to step forward and run for the HOA Board of Directors.