01.22.2026 – Board Of Directors Meeting Minutes – Copperleaf Community in Aurora Colorado

01.22.2026 – Board Of Directors Meeting Minutes

CALL TO ORDER

The regular monthly Board of Directors meeting was held on Thursday, January 22, 2026, located at 4895 S Tibet St, Aurora, CO 80015. The meeting was called to order at 6:02 PM. A quorum was established. The Board of Directors introduced themselves to the membership.

Present Board members were:

Micheal Rohde – President
Joseph Cervone – Vice President
Stephanie Abram- Treasurer
Uri Hoffman- Secretary
Jim Fleck – Member at Large

Absent member was:

DECLARATION OF CONFLICT OF INTEREST

For transparency, the Board acknowledged the standing conflicts of interest for Mike Rohde and Joe Cervone (Metro District No. 2) and Uri Hoffman (Metro District No. 6). No additional conflicts were declared for this session.

OPEN FORUM

The Homeowners Open Forum is held during each Board Meeting to allow owners an opportunity to voice opinions, compliments, concerns, or issues as they relate to the Association. The following topics were discussed:

A. Timing and due dates for Semi-Annual Assessments
B. Concerns regarding receipt of Association email communications
C. Advertising opportunities within the community

APPROVAL OF MINUTES

A motion was made, seconded, and unanimously carried to approve the August, September, October, and December 2025 meeting minutes, with revisions to the August and September minutes as noted.

FINANCIALS

Stephanie Abram advised that, due to the ongoing management transition and uncertainty regarding the current status and allocation of Association funds, she was unable to present the financial report for the month. The financial review was tabled until the year-end financials are received from Keystone.
Edward Jones requires authorization from Mike Rhode to set up individuals on the accounts as viewers and decision makers.

COMMITTEE REPORTS

A. Activities Committee (AC)- Jessa Hoffman presented the proposed event plan for the upcoming Blood Drive and requested Board approval. A motion was made, seconded, and unanimously carried to approve the Blood Drive proposal as presented. The Board also discussed the success of the recent Holiday Event. Service Plus noted the need to further discuss procedures related to credit card usage and how event budgets will be managed moving forward. This topic will require a separate meeting with the committee.
B. Clubhouse- There were discussions regarding multiple items.

Made Clean – Current Responsibilities-The current scope of responsibilities for Made Clean was included in the Board packet for review and reference.
Responsibility for Ordering Supplies- The Board discussed transitioning the responsibility of ordering and providing cleaning supplies from Service Plus to Made Clean. A motion was made, seconded, and unanimously carried to approve Made Clean handling supply ordering, with close monitoring. The Board noted that further discussion is needed to determine whether clubhouse supplies may be used by homeowners or if renters must provide their own.
Clubhouse Rental Procedures- Service Plus advised the Board that several homeowners expressed concerns regarding the requirement to pay the full damage deposit far in advance of their event date. After discussion, a motion was made, seconded, and unanimously carried to approve the following procedure: the cleaning fee, rental fee, and a partial deposit of $100 will be collected at the time of reservation if the event is scheduled well in advance. The remaining deposit will be due no later than two weeks prior to the event.
Fire Alarm Repair- Service Plus advised that follow-up will be made regarding the fire alarm repair, as no response has yet been received from the vendor.
Media Control Panel and Remotes- Joseph reported that the media control panel rack had been tampered with and dismantled. Jim Fleck requested that Harrison Home Systems return to repair the media rack, as prior patching work had been undone. The Board discussed securing the equipment behind a locked door, including microphones. Additional discussion was held regarding securing remotes, which have repeatedly gone missing.
Clubhouse Enhancements- Stephanie Abram and Uri Hoffman have not yet been able to meet to discuss updated paint colors for the clubhouse. The goal is to modernize the paint and flooring finishes.

C. Communications- The Board discussed adding a news page to the website, as well as creating official Facebook and Instagram pages to be managed by the Communications Committee. The necessity of continuing the community newsletter was also discussed. Uri Hoffman made a motion to discontinue the newsletter, Stephanie Abram seconded the motion, and the motion passed unanimously.
D. Design Guidelines- The proposed revisions to the Design Guidelines were included in the Board packet for review. Due to time constraints and the need for further committee input, this item was tabled. The Design Guidelines Committee will resume meetings in February to continue working through the revisions.
E. Architectural Committee- The Architectural Committee report was reviewed. Management recently met with the committee to present a simplified and more user-friendly review process. The Board also discussed the possibility of combining the Architectural Review Committee and the Design Guidelines Committee into a single committee for efficiency and consistency. This topic was tabled for further consideration.
F. Landscape Committee- The Board discussed recent tree proposals and noted that the bids received were not comparable. The Committee requested that a third proposal be obtained to allow for a more accurate comparison.
The Board also discussed concerns regarding several stone pillar columns throughout the community that are beginning to lean. The Board requested that all columns be inspected to determine their condition and to evaluate whether repair or full removal would be the most appropriate course of action.
Discussion was also held regarding the structures at Alder Park and potential options for replacement. Ideas included installing shade structures or climbing features, as well as replacing the existing mulch surface with a rubberized safety surface. Due to time constraints, the Alder Park discussion was tabled for a future meeting.
G. Pool Committee- The Pool Committee reported that their current focus is planning events for the 2026 pool season. The pool and patio areas are currently under repair for resurfacing and re-plastering.
Requests for Proposals (RFPs) for design services were sent to four vendors. The Committee noted the need to utilize the updated Service Plus vendor form instead of the prior Keystone form. While design concepts were discussed, the Board noted that a budget will need to be established before engaging an architect.
It was reported that 40 new pool chairs have been ordered. Jim Fleck also advised that the pressure relief valves for the underground water systems at both pools are broken and will require repair, adding to the overall cost of the current project.
The homeowners inquired about the status of the ongoing lawsuit with the pool contractor, which remains in process.

ASSOCIATION BUSINESS

A. Ratifications- A motion was made, seconded, and unanimously carried to ratify prior approvals for the Waste Management contract, the CDI/Nature Force 2026 Landscape Maintenance Contract, and the Lift Property Services fence proposal for 5072 S. Netherland Way.
B. Snow Removal Contract & Maps (Finalize and Execute)- The Board reviewed the snow removal contract and discussed whether the updated snow removal maps were satisfactory. The maps have been submitted to the vendor; however, a response has not yet been received. Clarification was provided that under the revised contract terms, snow removal will include clearing bus stops, school stops, and the Clubhouse sidewalks when snowfall reaches 2 inches, where melting is unlikely due to temperatures. When snowfall reaches 4 inches, plowing operations will commence in designated plow areas. A motion was made, seconded, and unanimously carried to approve the 2026 snow removal contract with Nature Force, inclusive of the discussed amendments.
C. Flower Installation Proposal – CDI/Nature Force- The Board discussed the flower installation proposal and the benefit of utilizing the same contractor that performs the landscape maintenance services. Service Plus recommended keeping these services combined for efficiency and consistency. The Board also discussed incorporating more perennial plantings to reduce long-term costs and increase survivability. The Board requested that CDI/Nature Force provide a proposal reflecting perennial options.
D. Fence Staining, Inspection, and Repair RFP- Tabled.
E. Monument Lighting Repairs (Proposals Due 2/1/26)- The Board discussed ongoing issues with monument lighting dimming and failing. Service Plus was asked to consult with vendors regarding alternative solutions that would provide longer-lasting performance. The Board is awaiting a third proposal from Lift Property Services before making a final decision.
F. 2024 Audit- The Board noted that the 2024 audit report requires review. It was also noted that the invoice from the CPA remains unpaid.
G. Reserve Study (Second Draft)- The second draft of the Reserve Study requires further review. The initial study was found to contain inaccuracies, including components not present within the community. It was determined that a separate meeting will be scheduled to review the document in detail.
H. Filing 27 (Birch) Maintenance Turnover- Management will follow up with legal counsel and Jeff Kutzer with Richmond regarding maintenance turnover responsibilities related to Filing 27 (Birch).
I. Copperleaf Boulevard Median Landscaping- An update was provided that the design work for the Copperleaf Boulevard median landscaping is currently in progress, with installation anticipated in the spring. While the Association will not be responsible for installation costs, ongoing maintenance responsibilities will be transferred to the Association upon completion.
J. 811 Billing- Management advised that they will be working with Utilo to update and clarify the service areas associated with 811 utility locates and billing.
K. Community Dumpster Day (Schedule Date and Assign Leader)- Tabled.
L. Underdrain Systems- Management reported that maps of the underdrain systems were located; however, responsibility for maintenance remains unclear aside from limited documentation provided by the developer.

REPORTS

A. Covenant Report- Reviewed. Management informed the Board that the first community inspection is scheduled to occur on January 23, 2026.
B. Work Order Report- Reviewed. The Board noted that two lights in the parking lot were not functioning and required attention.

ADJOURNMENT

With no further business to conduct, the meeting was adjourned at 8:27 PM. The Reconvened Annual/Budget Ratification Meeting will be held on February 26, 2026, at 6:00 PM at the Community Clubhouse.