Posted on: January 25th, 2026

Gold Hill Special Town Meeting- Agenda

Monday, January 26, 2026, 7:00 At the Community Center and Zoom

Kelly Veit is inviting you to a scheduled Zoom meeting.

Topic: Special Meeting- Town Bylaws
Time: Jan 26, 2026 07:00 PM Mountain Time (US and Canada)
Join Zoom Meeting
https://us06web.zoom.us/j/86966213803?pwd=Qu5xLVSQ05HQYMbvDv4bfrgbrHcKRn.1

Meeting ID: 869 6621 3803
Passcode: 033342

—

One tap mobile
+17193594580,,86966213803#,,,,*033342# US
+13462487799,,86966213803#,,,,*033342# US (Houston)

Join instructions
https://us06web.zoom.us/meetings/86966213803/invitations?signature=6jeJfMvYR7ob8v-f1dof_FUToybSdcSZPmGFybw7QMw

Kelly Veit, MHA | Program Manager, WellMind Connection  | Program Manager, Opioid Abatement

Interim Co-Director, Division of Strategic Initiatives | Boulder County Community Services

kveit@bouldercounty.gov  | 847-903-3396

Agenda

– Recap of Bylaws progress and remaining voting (reference Martha’s document)

– Legal parameters and review of Membership bylaw (Boyd)

– Finalize wording of Membership bylaws (final vote in Feb 9th GHTM).

 

Attachments include:

– Martha’s bylaw progress summary document

 

Gold Hill Town Meeting Bylaws

Proposed Changes 2025

Updated: January 11, 2026 and January 21, 2026 with all approved changes through 2025.

Summary Statement:

Why update the bylaws?

Periodically reviewing and updating nonprofit bylaws is essential to ensure they remain relevant, clear, and

compliant with state laws. For our Town Council, this process addressed problematic areas, particularly

those related to managing grant finances. As stewards of these funds, it is critical to have accountability

measures in place to allocate money properly and protect it from unintended uses. While revisions to

address these financial responsibilities are forthcoming, our initial bylaw updates clarified roles and

procedures that were previously vague or misleading. We also streamlined language to avoid potential legal

challenges and strengthen our overall governance framework.

Summary Statement Continued:

Why do we need a Policy Manual?

Having a policy manual in addition to bylaws offers significant benefits for nonprofit organizations. While

bylaws provide the foundational framework and overarching principles that govern the organization, a policy

manual allows for detailed, adaptable guidelines that outline specific procedures and operations. This

separation ensures the bylaws remain concise and focused on governance, avoiding unnecessary

complexity. Policies, on the other hand, can be more easily revised to address evolving needs or

circumstances without the formal amendment process required for bylaw changes. This flexibility helps the

organization respond quickly to new challenges or opportunities while maintaining alignment with its mission

and legal obligations. A well-structured policy manual also promotes consistency and transparency, ensuring

that members and leadership have a clear, accessible resource for operational guidance.

Article I: Name, Purpose & Mailing Address

Section A, Name:

The name of this organization is: Gold Hill Town Meeting, Inc. (GHTM)Article I: Name, Purpose & Mailing Address

Section B, Mailing Address:

The mailing address of the Gold Hill Town Meeting, Inc. shall be:

1011 Main Street

Boulder, Colorado, 80302-8777.Article II: Membership

Section A, Eligibility: Previous Adopted

All residents and property owners within the Gold Hill Fire

Protection District who are over the age of 18 are members

of the Gold Hill Town Meeting and have voting rights. Each

member is entitled to cast one vote on any issue that

requires a vote by the GHTM membership, regardless of the

number of properties owned.

Proposed Changes

Section A Eligibility:

Those residing in the Town Meeting area are members and

may vote at town meetings, provided they fulfill the following

requirements:

1. Be a minimum of 18 years of age.
2. Have lived in GHTM area for sixty days during the

twelve months prior to the meeting, or for sixty days

during the previous five years with no less than five

days in any one year.

The GHTM area is identified as that included in the

boundaries of the Gold HIll Fire Protection District (GHFPD).

9/24/25 Motion to revisit approved. 12/8 Motion to

research legalities and revisit on 1/26/26 approved.Article II: Membership

Section B, Membership Voting Procedures:

The GHTM shall establish procedures and methods to ensure that only eligible members participate

in elections, that all members are properly notified of the election, and that the nomination and

voting processes, including all relevant deadlines, are clearly communicated in advance.

Election procedures may allow for voting to take place over a period of up to three (3) days,

beginning with the date of the annual meeting.

The Town Council shall determine the methods of voting, which may include any combination of:

• In-person voting by show of hands;
• written ballot;
• Voting by electronic means

History: Approved 8/11/2025 with 10 Ayes and 1

opposed.

 

Article II: Membership Approved 9/24/2025

Section C, Authorities and Responsibilities of the Gold Hill Town Meeting Membership:

Members of the GHTM shall have the authority and responsibility to but aren’t limited to:

• Vote to elect the Town Council annually;
• Vote to remove a Town Council member before the end of their term;
• Vote on the establishment and removal of support staff;
• Vote on the formation and dissolution of committees;
• Vote on the designation of standing committees;
• Vote to amend a committees charter;
• Vote on the major programs and activities the GHTM will focus on annually;
• Vote to approve the annual budget;
• Vote on resolution of issues that may arise in the community;
• Vote on proposed establishment or amendments to policies and procedures;
• Vote on proposed amendments to the bylaws; and
• Vote on any proposed dissolution of the organization.
• Provide input and consultation to the Town Council;

History: Approved 9/24/2025Article III: Members Meetings

 

Section A, General Membership Meetings:

Regular meetings of the GHTM shall be held six times each year: February, April, June, August, October and December on the

second Monday of the month at such time and place as may be determined by the Town Council.

History: This Section A and Sections B, C, D, E, F

approved 10/13/2025, 9 in favor, 1 abstention. Another vote

needed?

Note: Different wording was previously approved but a

motion on 10/13/25 was made by M.Moench and seconded

by B.Brown to change the wording back to reflect previous

bylaws from 2020 along with the addition of a change to the

quorum in Section F. Voted 9 in favor, 1 abstention.

 

Article III: Members Meetings

Section B, Annual Meetings:

The annual meeting of the Gold Hill Town Meeting shall be held on the second Monday of August each year.

The election of Town Council members shall be held at the Annual meeting.

History: All sections A- F approved 10/13/2025, 9 in

favor, 1 abstention. Another vote needed?

 

Article III: Members Meetings

Section C, Budget Meeting:

The annual budget meeting of the GHTM, Inc shall be held annually at the October Town Meeting. The GHTM Treasurer shall

submit estimated income and expenses for the following year. Requests for funding from the general fund may be made by the

various Committees or any constituency of the GHTM at this meeting, and at any regularly scheduled meeting.

History: All sections A- F approved 10/13/2025, 9 in

favor, 1 abstention. Another vote needed?Article III: Members Meetings

 

Section D, Special Meetings:

Special meetings of the GHTM may be called by the Chair:

1. 2. At the request of at least three members of the Town Council, or

By petition requesting a special meeting signed by at least twenty members of the GHTM.

History: All sections A- F approved 10/13/2025, 9 in

favor, 1 abstention. Another vote needed?

 

Article III: Members Meetings

Section E, Written Notice:

Written notice of all members’ meetings shall be posted to the town website (goldhilltown.com), emailed to all

members and sent by U.S. Mail or by electronic means to those who request them at least two weeks prior to

all regular, annual, and special meetings.

History: All sections A- F approved 10/13/2025, 9 in

favor, 1 abstention. Another vote needed?

Request to insert “or by electronic means” passed 9 in

favor, 1 abstention. Another vote needed?

 

Article III: Members Meetings

Section F, Quorum:

A quorum for a member’s meeting of the GHTM, Inc. shall exist if three of the five members of the Town

Council and at least five other members of the Town Meeting are present to transact any business to be

presented in accordance with the Article of Incorporation or Code of Bylaws.

History: All sections A- F approved 10/13/2025, 9 in

favor, 1 abstention. Another vote needed?

 

Article III: Members Meetings

Section G, Parliamentary Authority and Meeting Procedures:

The GHTM shall conduct meetings in an orderly, inclusive manner that encourages good faith

participation and respectful conduct. The general principles of Robert’s Rules of Order shall be

applied.

History: Discussed at 8/11/25 meeting. Motion made and

approved unanimously to table. Discussed 9/24/25

Approved with 7 in favor, 2 opposed, 1 abstention.

 

Article IV: Conflicts

Section A, Conflict of Interest:

To ensure Town Council members fulfill their duties of loyalty to the organization and maintain transparency

with the membership, the Town Council will establish a Conflict of Interest policy. This policy requires all Town

Council members to disclose any actual or potential conflicts of interest,financial or otherwise, that may affect

their ability to act in the best interests of the organization.

Town Council members must disclose such conflicts in writing at least once a year, and whenever a conflict

arises. Any member with a conflict of interest is required to recuse themselves from discussions or decisions

related to that matter.

 

Article IV: Conflicts

Section B, Membership Code of Conduct:

The Gold Hill Town Meeting will establish a written Code of Conduct policy to govern participation in general

membership meetings, events, and other official communications. The Code of Conduct encourages the

expression of opinions and viewpoints in a civil manner while prohibiting the use of abusive language or

behavior that is disrespectful to others or disrupts the orderly conduct of business.

If a participant violates the Code of Conduct, the Town Council may impose consequences. These may

include, but are not limited to, asking the individual to leave a meeting or prohibiting further contact with Town

Council members.

Quality Control Review: Special Meeting on January 14th, 2025 stated this

“Unanimously approved”, but the February 10, 2025 the meeting minutes says it was

Defeated 4-10.

 

Article V: Town Council

Section A, Members:

The Town Council shall consist of five members: Chair, Vice Chair, Secretary, Treasurer, and

Member-at-Large.

 

Article V: Town Council

Section B, Eligibility:

All members of the Town Council must be voting members of the GHTM, as defined in these bylaws.

Additionally, the Chair, Vice Chair, Secretary, and Treasurer must have resided within the GHTM area

for at least nine consecutive months prior to their election.

 

Article V: Town Council

Section C, Term of Office:

Each Town Council member shall serve a one-year term or until a successor is duly elected and

qualified. A Town Council member may resign at any time by submitting written notice to the Town

Council. The resignation will take effect as specified in the notice, and, unless otherwise indicated, no

formal acceptance is required for it to become effective.

 

Article V: Town Council

Section D, Removal:

A Town Council member may be removed through the following procedure:

1. 2. 3. Removal may be proposed by:

○ Any Town Council member, or

○ At least ten GHTM members through a written petition.

The proposed removal must be included in the agenda for the general membership meeting and distributed to the

members at least two weeks prior to the meeting.

Removal requires a two-thirds majority vote of the membership present at a general membership meeting where a

quorum of Town Council members is present. The member proposed for removal does not count towards the quorum for

the meeting.

 

Article V: Town Council

Section E, Cause for Removal:

A Town Council member may be removed if the member is ineligible to serve or the GHTM determines that

their continued service is inconsistent with the best interests of the organization.

Examples of conduct that may be considered inconsistent with the organization’s best interests include, but

are not limited to:

• Excessive unexcused absences from GHTM meetings;
• Serious violations of organizational policies;
• Conduct that brings disrepute to the organization; or
• Disruptive behavior during meetings.

 

Article V: Town Council

Section F, When a Town Council Member Moves:

Any Town Council member who becomes ineligible for election under Article V, Section B, and does not

voluntarily resign, shall be deemed to have resigned from the Town Council, and their position will be

considered vacant.

 

Article V: Town Council

Section G, Vacancies:

Any vacancy shall be filled by appointment for the remainder of the term, made by a majority of the Town

Council members, within two weeks of its occurrence or as soon as practical.

 

Article V: Town Council

Section H, Town Council Meetings:

A meeting of the Town Council may be called by any member of the Town Council by giving notice to all

members of the Town Council at least two days prior to such meeting. Town Council meetings are for

discussion. No decision(s) reached at a Town Council Meeting are binding on the Gold Hill Town Meeting,

Inc. or the Town Council, or any member of the Town Council.

History: 9/24/2025. Motion to approve first section and

not any proposed changes – passed 8 in favor, 2

abstentions. On 10/13/25 a second review of the

proposed changes culminated in a unanimous vote

against proposed changes and in favor of retain original

wording.

Article V: Town Council

Section I, Town Council Duties:

The GHTM is responsible for overseeing the organization’s business and properties and for fulfilling all duties under

Colorado state law for nonprofit corporations, as well as those outlined in these bylaws. Each Town Council member

will perform the duties typically associated with their office and any additional responsibilities as designated by the

GHTM.

History: Voted to table any discussions of proposed

additions on 9/24/2025. Discussed at 10/13/25 meeting.

9 opposed adopting the additions, 4 abstained. Proposed

additions failed and section remains as is.

 

Article VI: Committees

Section A, Purpose: The GHTM may establish both standing and temporary committees to support the

fulfillment of its mission and duties.

Committee leaders are authorized to make strategic and financial decisions consistent with the committee’s

charter and the intended use of designated funds. They are responsible for maintaining accurate financial

records and any other required documentation related to their programs, and for providing these materials to

the Chair and Treasurer as needed.

Committee leaders shall report to the Town Council upon request and provide regular updates at general

membership meetings.

 

Article VI: Committees

Section B, Creation:

To establish a committee, the GHTM must approve a committee charter that includes, at a minimum:

• The name of the committee;
• A general description of its purpose, duties, and scope of authority;
• The process for selecting committee members and identifying leadership;
• A statement regarding membership eligibility (unless otherwise specified in the charter, committees may include

individuals who are not members of the GHTM with approval);

• The committee’s reporting structure, including to whom it is accountable;
• The expected duration or term of the committee (e.g., standing or ad hoc); and
• Any additional guidance or direction the GHTM deems appropriate.Article VI: Committees

 

Section C: Standing Committees

Standing committees of the GHTM operate with a level of autonomy distinct from other committees. They

are not subject to charter amendments or dissolution by the Town Council and retain independent authority

over the management of their designated funds.

The GHTM’s standing committees include:

• The Cemetery Committee

 

Article VI: Committees

Section D, Dissolution:

At a member’s meeting of the Gold Hill Town Meeting, Inc., when a quorum is present, the Chair, with the

approval of the members at the meeting, may dissolve a committee.

History: 9/24/25 voted to approve this section without

proposed changes: 8 in favor, 2 abstentions.

 

Article VII: Financials

Section A, Contracts:

The GHTM may authorize any council member(s) or agent(s) of the Town Meeting to enter into any

contract or execute and deliver any instruments in the name of, or on the behalf of, the GHTM.

History: 9/24 Motion to adopt but change “Corporation”

where it appears to Gold Hill Town Meeting (aka GHTM).

Passed unanimously.

10/13/25 meeting: Motion to approve final wording

change. Vote: 9 in favor, 1 abstention.

 

Article VII Financials

Section B, Loans:

No loans shall be made or accepted on behalf of the GHTM, nor shall any evidence of indebtedness be

issued in its name, except as authorized by a resolution of the GHTM.

History: Approved on 10/13/2025 with 9 in favor and 1

abstention.Article VII: Financials

Section C, Financial Oversight and Budget Adjustments:

All checks, drafts, notes, and similar financial instruments shall be signed and executed on behalf of the

GHTM by Town Council members who are authorized signatories of the GHTM.

Once the annual budget has been approved, any adjustment to a committee’s allocated funds from the

town’s general budget shall require approval from the relevant Committee Chair. Committees may spend

their designated funds at their discretion, provided expenditures align with the committee’s stated mission

and purpose.

The Treasurer is authorized to adjust non-committee operating budget allocations as necessary to meet the

evolving needs of conducting GHTM business. New purchases require GHTM approval.

History: At 8/11/25 meeting this was listed as Section B.

The text was unanimously approved at that meeting.

Section was later renamed Section C.Article VII: Financials

Section D, Deposits:

All funds of the GHTM shall be deposited in accounts held at banks, trust companies, or other financial

institutions designated by the Town Council.Article VII: Financials

Section E, Grants & Gifts:

The Town Council may accept contributions, grants, gifts, or bequests on behalf of the GHTM. All grants

awarded to the Gold Hill Town Meeting must be approved by the Town Council and deposited into the

GHTM account. The Treasurer, in collaboration with the designated grant executor, shall oversee the

management of grant funds, including spending and required reporting.

Donations to the GHTM shall be allocated to specific committees or budget line items according to the

donor’s stated intent. Undesignated donations shall be accepted and used for general operating

expenses.

 

Article VIII: Amendments

These Bylaws may be altered, amended, or repealed and new Bylaws may be adopted according to the

following procedure:

Section A, Proposal:

Bylaw changes may be proposed at a general membership meeting where a quorum is present. Proposed

changes will be presented and discussed on a section-by-section basis.Article VIII: Amendments

Section B, Notice:

Proposed additions, deletions, or amendments to the bylaws must be included in the meeting minutes of the

general membership meeting and distributed to members at least two weeks prior to the next general

membership meeting.

 

Article VIII: Amendments

Section C, Approval:

At the next general membership meeting, the proposed amendments to the Bylaws may be adopted by a

two-third majority vote of the GHTM, Inc. members present. Bylaw changes are to be voted on section by

section.

 

Article IX: Dissolution

This Corporation may be dissolved according to the following procedure:

Section A, Proposal:

At a general membership meeting where a quorum is present, the dissolution of the corporation may be

proposed by a simple majority of the members present.Article IX: Dissolution

Section B, Notice:

The proposed dissolution of the corporation must be included in the agenda for the general membership

meeting and distributed to members at least two weeks prior to the next general membership meeting.

 

Article IX: Dissolution

Section C, Approval:

At the next general membership meeting, the dissolution of the corporation may be adopted by a

three-quarters majority of the members of Gold Hill Town Meeting, Inc. who are present.

Upon dissolution of the GHTM, any remaining funds shall first be used to settle any outstanding bills, and,

with the approval of the Town Council, may be spent for the benefit of the town of Gold Hill.