Recap of April 8, 2025 - West Winds HOA Annual Meeting
- West Winds HOA
- Apr 8
- 9 min read
Updated: 6 days ago
West Winds HOA – Annual Meeting Minutes
This was the duly noticed Annual Meeting of the Members of the West Winds Master Homeowners’ Association, Inc., held virtually via Zoom. Notice was sent via email on March 28, 2025.
Date: Tuesday, April 8, 2025
Time: 6:30 PM – 8:30 PM MDT
Location: Virtual (Zoom)
Meeting Type: Annual Meeting of Members
Registration | Attendance: 62 Registrations | 41 Attended
Notice: Emailed to all members on March 28, 2025
Appendix A: Copy of Emailed Meeting Notice
Appendix B: Copy of Board Presentation Slides (166 Slides) - Also provided in PayHOA
Directors & Officers
Kitch Walker, President (3YR Term - elected in Jan 2023)
Linda Racicot, Treasurer (3YR Term - elected in Feb 2024)
Mandee Arnold, Secretary (3YR Term - elected in Feb 2024)
Officers
John Stelly, Vice President
Dillon Fatouros, Assistant Secretary
1. Call to Order
President Kitch Walker called the meeting to order at 6:37 PM MDT and welcomed attendees.
2. Roll Call and Board Introductions
Video is ~ 4 Minutes
Download PDF of Slides: Welcome, Board, and Agenda
HIGHLIGHTS include:
Kitch introduced the current Board and officer structure. Kitch Walker (President), Mandee Arnold (Secretary), and Linda Racicot (Treasurer) are elected by the members as Directors of the Board. John Stelly (Vice President) and Dillon Fatourous (Assistant Secretary) are appointed by the Directors as additional officers of the HOA, serving at the Board's discretion per the bylaws. Kitch is in his third year, with his term ending in 2025 (carry-over until a successor is elected by/before the April 2026 Annual Meeting). Mandee and Linda’s terms run through 2026 (carry-over until a successor is elected by/before the April 2027 Annual Meeting)
Kitch reviewed the meeting agenda.
Treasurer’s Report
Video is ~ 10 Minutes.
Download PDF of Slides: Treasurer's Report & Accessing Financial Reports
HIGHLIGHTS included:
Linda Racicot, Treasurer, reported on the financial health of the HOA:
Bank Balance as of March 31, 2025: $358,000
Reserve (Savings) Budget: $165,000 allocated for stormwater, surveying, and enhanced landscape guidelines
The delinquency rate significantly decreased from ~36% to 3.9% due, in part, to the Board's switch to PayHOA in Dec 2024/Jan 2025, a new late-fee policy, and improved record-keeping.
Quarterly financials to be posted online every quarter (PayHOA / Documents) beginning with 1st Qtr Reports by April 20, 2025
Where & how to see the HOA's Quarterly Financials - in PayHOA (complete financial transparency)
Here's the HOA's 2025 BUDGET
4. 2024 Projects and Accomplishments
Video is ~ 10 Minutes.
Download PDF of Slides: 2024 Projects & Accomplishments
HIGHLIGHTS included:
HOA President Kitch Walker highlighted a transformative (2024) year for the HOA, emphasizing significant operational, financial, and infrastructure advancements.
Sidewalk installation was completed across all lots, and the association launched a new website and branding to improve communication. The HOA recovered funds from the City for incorrect assessments and transitioned its billing platform to PayHOA. Major capital improvement projects planning progressed, supported by engaging expert consultants and exceptional common-area maintenance service providers. Major tree maintenance (near Buckrake & W Oak St) was completed and significantly under budget, while insurance coverage and HOA financial health improved dramatically. Additionally, the Board streamlined ownership transfers, resolved outdated liens, and adopted new technologies to enhance overall efficiency and transparency.
5. 2025 Project Plans & Updates
a) Enhanced Landscape Design Guidelines Project
Video is ~ 7 Minutes.
Download PDF of Slides: Enhanced Landscape Design Guidelines Project
HIGHLIGHTS included:
Secretary Mandee Arnold presented an overview of the Enhanced Landscape Design Guidelines (LDGs) project, highlighting the need to modernize the HOA’s outdated and vague landscaping rules. The updated guidelines aim to align with Bozeman regulations, environmental goals, and the HOA’s long-term vision. A total budget of $15,000 has been allocated for the project, which includes hiring a landscape consultant to assess the community, draft guidelines, and gather homeowner feedback before finalizing the document.
The timeline spans approximately 6–8 weeks, with project completion targeted for Fall 2025. Once adopted by the Board, members will receive a 30-day notice before the new standards become enforceable. The goals are to improve application clarity, boost community aesthetics, and ensure consistent and enforceable landscaping practices. Members were encouraged to stay informed via the HOA website and to participate in upcoming feedback session(s).
b) Missing City-Guaranteed Developer Improvements Project
Video is ~ 15 Minutes.
Download PDF of Slides: Missing City-Guaranteed Developer Improvements
HIGHLIGHTS included:
President Kitch Walker presented the status of the Missing Improvements Project, which targets over 14 areas throughout the West Winds community. He specifically highlighted significant deficiencies and opportunities within Phases 6, 7, and 8 of West Winds, wherein the city-guaranteed developer improvements were never completed in perimeter boulevards along the streets of Baxter Ln and Davis Lane. These include missing trees, irrigation systems, rock features, grass plantings, and other infrastructure promised & city-guaranteed during subdivision development.
The Board has dedicated over 350 volunteer hours since 2023 toward researching, documenting, and planning a resolution. The estimated value of these unfulfilled improvements is over $500,000. These deficiencies affect HOA boulevards, perimeter landscaping, and city park-adjacent areas—most notably along Hunters Way, Davis Lane and Baxter Lane.
The 2025 goal is to finalize all documentation and present the findings to the City of Bozeman, to:
Identify responsible parties (e.g., developer Joe Mahar / Mahar Montana Homes LLC and/or City of Bozeman)
Determine whether performance guarantee funds still exist
Push for completion of improvements at little or no cost to the HOA
The HOA will request a formal plan and implementation timeline from the City or developer by the end of 2025/Spring 2026.
c) Stormwater Facility Mitigation & Maintenance Project
Video is ~ 15 Minutes.
Download PDF of Slides: Stormwater Facilities Maintenance & Mitigation
HIGHLIGHTS included:
Assistant Secretary Dillon Fatouros delivered an in-depth update on the West Winds HOA’s stormwater infrastructure, outlining the condition of eight facilities—seven detention and one retention basin. Of these, six were identified as high priority due to severe sediment buildup, vegetation overgrowth, or needed repairs. The facilities had not undergone documented maintenance since their initial installation or the 2021 city inspection.
The HOA has committed $130,000 in the 2025 budget (including $125,000 from reserve funds) for a two-phase restoration plan. Phase 1, launching in Fall 2025, includes $100,000 worth of work focused on sediment removal, tree clearing, and vegetation management across the highest-priority facilities. Phase 2 in 2026 will complete the remaining cleanup work. The estimated total project cost is currently $129,755.
Starting in 2026, the HOA will implement annual inspections and maintenance as required by city, state, and federal stormwater regulations. The initiative also overlaps with the HOA’s willows harvesting, surveying, and missing improvements projects, ensuring a coordinated and compliant infrastructure strategy. Dillon also noted that the Board is collaborating with the City of Bozeman, Gallatin Watershed Council, and Trout Unlimited to allow for willow harvesting from the HOA’s stormwater facilities for use in habitat restoration in other areas around Bozeman while helping the HOA to reduce its stormwater mitigation and restoration costs.
May 7, 2025
HOA Stormwater Project Efforts - Receives Accolades From the City of Bozeman
Russell F. Smith | Project Coordinator, MSc, PWS
City of Bozeman | Stormwater Program
Dillon,
This presentation is a fantastic representation of good HOA management.
I’ll let you know when there’s an opening in the Division!
All joking aside, I want to ensure you and Kitch stay updated on the city's greater stormwater policy. Last night, the Division presented the updated Stormwater Facilities Plan to the City Commission. The Commission meeting minutes will take a couple of weeks to produce, but your Commission made some interesting comments about HOA, facility maintenance, and other poignant observations. It’s probably worth a watch starting at 1 hr: 16 min.
Thanks again,
Russ
Russell F. Smith | Project Coordinator, MSc, PWS City of Bozeman | Stormwater Program
d) Harvesting Willows from the HOA Stormwater Facilities Project
Video is ~ 5 Minutes.
Download PDF of Slides: Harvesting Willows from HOA Stormwater Facilities
HIGHLIGHTS included:
President Kitch Walker introduced a new collaborative project between the West Winds HOA, Gallatin Watershed Council (GWC), Trout Unlimited (TU), and the City of Bozeman’s Parks and Stormwater departments. The initiative involves selective willow harvesting from HOA’s stormwater facilities DF-4.2 and DF-2A, with potential for other sites. Stakeholders conducted a full site walkthrough and finalized roles and logistics in March 2025 to ensure compliance with city guidelines and outline harvesting techniques, non-destructive best practices, and proper cleanup post-harvest.
The project aims to support regional conservation efforts by providing willows for riparian restoration while improving the neighborhood’s stormwater facility function and aesthetics. It also helps reduce HOA maintenance costs for 2025.
The first scheduled harvesting event is April 24, 2025, from 1:00 to 4:30 PM, with a backup date of May 1, 2025. GWC is the lead partner on this effort, and HOA members were encouraged to volunteer via the Gallatin Watershed Council’s website https://www.gallatinwatershedcouncil.org/events
e) GVLT – NEW Trail Segment Project
Video is ~ 8 Minutes.
Download PDF of Slides: GVLT + City Parks + HOA New Trail & Bridge Project
HIGHLIGHTS included:
Treasurer Linda Racicot presented a collaborative project between the West Winds HOA, Gallatin Valley Land Trust (GVLT), and the City of Bozeman Parks Department to construct a new trail segment that connects existing neighborhood pathways. The project includes constructing a new bridge and trail section through the HOA open space to enhance community connectivity, recreation, and property values.
The project—valued at approximately $65,000—is funded in part by the Gallatin County Open Lands Levy. It includes legal and survey coordination, installation, and a long-term maintenance agreement with the City Parks Department. The board has invested over 120 hours of its time in this project. Construction is scheduled to begin mid-May 2025.
This initiative also addresses and resolves a long-standing issue involving missing developer-promised improvements, creating a lasting benefit for residents while ensuring public trail continuity in the neighborhood.
NEWS UPDATE: November 15, 2025
f) Surveying Project
Video is ~ 8 Minutes.
Download PDF of Slides: Surveying Project
HIGHLIGHTS included:
Vice President John Stelly introduced the 2025 Surveying Project, which aims to re-establish lost property stakes and clarify boundary lines across the West Winds HOA. This initiative supports multiple capital projects—including stormwater, missing developer improvements, trail and park improvements—and is designed to prevent legal disputes, resolve encroachments, and ensure HOA compliance with governing documents and City of Bozeman requirements.
The project has a $25,000 budget and will involve approximately 250 hours of volunteer time from the Board. The scope includes vendor selection, field surveying, legal review, and updates to HOA records. It also supports clarifying easements and stormwater and trail boundary definitions.
Completion is expected in Q4 2025. Members are encouraged to support the project by granting property access where needed, providing feedback, and avoiding improvements beyond verified property lines.
6. Member Q&A Regarding 2024/2025 Projects
Resident Concern – DF-7 Vegetation and Stormwater Maintenance - Hannah Stiff (resident near DF-7) raised concerns about the impact of upcoming stormwater maintenance on the natural feel of the area, specifically the removal of cattails, Russian olives, and other vegetation.
Board Response:
Kitch Walker explained that vegetation removal is required by Federal, State, and City regulations, especially when it interferes with stormwater infrastructure. New, compliant trees will be planted along the sidewalk to maintain aesthetics and natural sound buffers.
Dillon Fatouros noted that Russian olives are invasive and obstruct drainage. He stated that previous landscaping improvements were not fully implemented, and the Board is now addressing those gaps to restore a compliant and pleasant environment.
Kitch added that storm drains must remain free of obstructions. While some perimeter vegetation is allowed, overhanging branches and debris are not. The Board aims to balance maintenance & compliance requirements with preserving neighborhood appeal.
Retention Facility RF-2B – Cleanup and Water Issues
Kitch Walker acknowledged the importance of transparent communication regarding stormwater projects and thanked residents for their engagement. He also addressed a question from a homeowner on Hedgerow regarding RF-2B and nearby water issues.
Board Response:
Dillon Fatouros confirmed that Retention Facility RF-2B is scheduled for cleanup in Fall 2025. Work will include sediment excavation to restore proper capacity, as well as vegetation removal to reduce water blockage and improve drainage. This effort should help alleviate local water issues affecting nearby homes.
Kitch added that RF-2B has shown unusual flooding behavior despite its small size, and the Board is actively investigating the cause. The facility is included in the broader stormwater improvement plan currently underway.
Additional non-specific Q&A Topics included:
Several members gave accolades & thanks to the Board for their presentation and hard work
Surveying/Lot boundary project clarifications
Trail project connectivity clarification
7. Adjournment
Kitch expressed gratitude to all members, board volunteers, and contributors. He recognized that the Board puts in a lot of time and effort and is always working in the community's best interests. He encouraged members to stay informed, volunteer, and get involved.
He also reminded members to occasionally visit the HOA’s website, www.westwindsHOAbozeman.org, for more info and future project updates.
The meeting was adjourned at 9:00 PM MDT.
