Agenda Items: Discussion of proposed association dues increase for 2017

Millstone Village Meeting

Meeting Minutes

August 11, 2015

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:05 p.m., on August 11, 2015, at Wallen Baptist Church by Nicole Tribble..

Present

Nicole Tribble – President, Bryan Martin – Vice-President, Christina Saylor – Secretary, Rob Aplin – Attorney, June Ball – Accountant, Officer Gavin Dambra – Police Liaison and 3  residents

Approval of Minutes

The July minutes were reviewed.  A motion was made & seconded for approval of the minutes.

Treasurer’s Report

The report was tabled until June arrived. A motion was made & seconded for approval.

June reported a July 31s balance of $15,878.99.  She also report that there was a glitch in the Legal Services balance.  She will look into it & correct by the next meeting.  A motion was made & seconded for approval of the Treasurer’s report.

Old Business

A motion was made & seconded to table the vacant Treasurer’s position until the next meeting.  A resident reported a trailer is behind the makeshift fence located at 612 Woodland Springs, but the boat is gone. The board asked for pictures. They also reported trash on the property.  The board advised them to call 311 on that issue.  Bryan reported that new LED lights have been ordered and should be installed next week.  Rob asked if the board had made a decision on the free standing information signs for each entrance.  He said the cost would be roughly $500/sign.  Signs are not in the budget at this time, after the new fountain pump, LED lights & electrician expense. ($6500.00)

 

New Business

Leeper’s contract is winding down and now would be a good time to start looking for new bids for the 2017 season.  We have had several new residents move into the addition.  The board needs to get this information to Anne, so she can update the master list, by mid-September and forward a copy to Christina Saylor, as well.

Open Discussion

There was a recent water main break, at the sidewalks closest to the Wallen Road entrance.  There are a lot of large stones in the ditch and an asphalt patch, as well.  The board will ask Charlie to look into it, since he works for the city.  Bryan also mentioned board members not responding promptly to other board members emails.

Adjournment

A motion to adjourn the meeting was made and seconded.. The meeting was adjourned at 8;07 p.m. by Nicole Tribble.  The next general meeting will be held on September 8, 2015, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by:     Christina Saylor                 Approved by:BOARD

Millstone Village Meeting

Meeting Minutes

June 9, 2015

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:04 p.m., on June 9, 2015, at Wallen Baptist Church by Nicole Tribble..

Present

Nicole Tribble – President, Bryan Martin – Vice-President, Charlie Cochran – Maintenance, Christina Saylor – Secretary, June Ball – Accountant, Rob Aplin – Attorney, and 5  residents

Approval of Minutes

May minutes reviewed.  A motion was made & seconded for approval..

Treasurer’s Report

June presented the financials in Zach’s absence. She reported that as of June 5th, Millstone’s bank balance was $17,973.77.  A motion was made & seconded for approval.  Also, June reported that the check to Aquatic Management ($1669.20) had not been received.  A stop payment fee of $36.00 would be required.  A motion was made to approve and seconded.

Special Guest

The newly assigned Officer Liaison, Gavin Dambra, stopped by to introduce himself.  He works 2:00 – 10:00 p.m. and can be reached at #427-5400 ext. 4801.  He will respond promptly to messages. Also, the excessive trash has been removed after a complaint with the city was made.

Old Business

Joe was upset with the ruling of his request to have Christina Saylor removed from her board position.  It was pointed out again that this is a private dispute that can be resolved by involving the police, city or mediation.  Rachael & Christina agreed to mediation. Also, the excessive trash has been removed after a complaint with the city was made.

New Business

The board will work on improving their response time to residents’ inquiries.

Sheds are not permitted per section 6.2.6.1 of the covenants.  In order to allow sheds 75% of the homeowners must vote to approve.  A special meeting would need to be called and a proxy ballot mailed to each homeowner.  This could get pricey ($750 – $1000 plus hourly attorney costs) A gravel driveway is located at 612 Woodland Springs along with a makeshift fence & boat.  The gravel driveway needs to be investigated further, so it will be tabled until the July meeting.  Letters will be sent out by Nicole for the boats & trailers at 926 Heartland & 1201 Polo Run.  To request cleaning and/or repairs of the streets please call 311.

Open Discussion

It was approved by a  motion & seconded that the log-in requirement on the website, for comments, is to be eliminated.  Everything is to be directed to the G-mail account.  Lightbulbs need replaced for our signs.  Barry V. was volunteered for this task.  A motion was made to approve & it was seconded.  Nicole to place the garage sale signs out tomorrow.

Adjournment

A motion to adjourn the meeting was made and seconded.. The meeting was adjourned at 8:22 p.m. by Nicole Tribble.  The next general meeting will be held on July 14, 2015, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by:     Christina Saylor        Approved by:   Motion & Seconded 7/14/15

AGENDA

Millstone Village Association Meeting

May 12, 2015

7:00p.m.

Board Members Present – Nicole Tribble – President, Bryan Martin – Vice-President, Zach Meyer – Treasurer, Charlie Cochran – Maintenance, Christina Saylor – Secretary

 

Welcome

Minutes from March & April

Treasurer’s Report

Old Business

A.     Roanoke P.O. Box

B.     Resignation Request of  Board Member Christina Saylor by Joe Caldwell

C.    Utility Trailer on Medallion Run

New Business

A.     2015 Garage Sale

B.     Code Enforcement – Violators – Policy/Procedure

C.    914 Woodland Springs Place

D.    Rental Homes in Millstone

E.     IC-23-17-10-5 Notice of Meetings

F.     Improving meeting signs

Next Meeting – 7:00p.m., Tuesday, June 9^th, 2015

Adornment

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Meeting Minutes

May 12, 2015

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:03 p.m., on May 12, 2015, at Wallen Baptist Church by Nicole Tribble..

Present

Nicole Tribble – President, Bryan Martin – Vice-President, Charlie Cochran – Maintenance, Christina Saylor – Secretary,  6 residents

Approval of Minutes

March & April minutes reviewed.  A motion was made & seconded for approval..

Treasurer’s Report

Charlie present the financials in Zach’s absence. He reported that as of April 30th, Millstone’s bank balance was $21,984.53.  A motion was made & seconded for approval.

Old Business

June obtained a P.O. Box in Roanoke.  The original P.O. Box is being kept with mail being forwarded to the new one.

Resignation request of board member, Christina Saylor, by Joe Caldwell is not valid, since he is not a homeowner in Millstone as defined in section 3.1 of the covenants.

The cost to file a suit against the homeowner with the trailer on Medallion will be $750.00.  A motion was made & seconded for approval to move forward.

 New Business

The 2015 Millstone Garage Sale is set for June 12-13.

Please call 311 for code violations that are out of the board’s control such as trash/recycle bins, potholes and weed control.

Rentals homes are permitted in Millstone.

Karla Aumsbaugh still had concerns regarding flag poles from the last meeting. When asked what her true concern was it was about changes being made to the covenants by the board.  It was pointed out that the only way changes may occur is if 75% of the homeowners vote for approval, as stated in Section 6.  She presented some examples in regards to IC-23-1710-5, Notice of Meetings, which was discussed at April’s meeting.  Improving the meeting signs by placing the  2^nd Tuesday, on them, was also a topic she brought up, but due to the expense it would not be feasible at this time.

Open Discussion

Chad delivered a letter, from a resident, to the board regarding action being taken against them for unpaid dues

Adjournment

A motion to adjourn the meeting was made and seconded.. The meeting was adjourned at 7:54 p.m. by Nicole Tribble.  The next general meeting will be held on June 9, 2015, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by:     Christina Saylor                                        Approved by:BOARD

Millstone Village Association Meeting
April 14, 2015 – 7:00PM
Board Members Present	Nicole Tribble – President, Bryan Martin – Vice-President, Zach Meyer – Treasurer, Charlie Cochran – Maintenance, Christina Saylor – Secretary
Time	Item	Owner
7:00-7:05	Welcome	Nicole Tribble
7:05-7:15	Old business and approval of last meeting’s minutes	Christina Saylor
7:15-7:20	Treasure Report	Zach Meyers
7:20-7:50	New Business	Resident
	A. Phone call from Mike Steury of Windows, Doors & More	Resident
	B. Google voice number.	Resident
	C. Garbage/Recyling Containers (FTW City Code 50.05)	Resident
	D. Protective Restrictions & enforcement steps	Resident
	E. Questions regarding advance notice of meetings and methods	Resident
	F. 2014 collection action progress and 2015 drop dead dates	Rob Aplin
7:50-8:00	Next Meeting – Tuesday, May 12, 2015	Nicole Tribble
8:00	Adjournment	Nicole Tribble

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Millstone Village Meeting

Meeting Minutes

April 14, 2015

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:02 p.m., on April 14, 2015, at Wallen Baptist Church by Nicole Tribble – President..

Present

Nicole Tribble – President, Christina Saylor – Secretary, Rob Aplin – Millstone Attorney, June Ball – Millstone Accountant, 7 residents and Zach Meyer – Treasurer arrived from a previous engagement at 8:07p.m.

Approval of Minutes

Tabled until May, since March’s minutes were not typed for distribution.

Treasurer’s Report

Tabled until Zach arrives.  Zach arrived at 8:07 and reported that as of April 14^th, Millstone’s bank balance was $19,563.50.  Leeper’s contract was renewed for moving & landscaping.  It was significantly lower than the rest of the estimates received.  Zach is working with June on Y.T.D. and Budgeted reports.  Christina motioned to approve the treasurer’s report and Zach seconded the motion.  Motion to approve the payment of bills was brought by Nicole and Zach seconded the motion.  By a voice vote the motion passed.

Guest

Captain P.J. Smith attended the evening meeting to let the association know that he was working to assign Millstone a new Liaison Officers.  He discussed some of the common crimes our neighborhood encounters, such as vandalism & vehicle break-ins.  He gave the Desk Sargent’s number, 427-1222, to report non-life threatening crimes. He also answered some questions resident’s had.

Open Issues

Utility trailer on Medallion is still there.  The board agreed to have Rob Aplin send a final letter for removal.

New Business

Windows, Doors & More contact Joe Caldwell via the Millstone gmail account.  He suggested we look into setting up a Google Voice Mail account. Garbage/Recycling cans must be stored in the garage or on the side of homes, in accordance with City Ordinance.  Currently there are 45 homes in violation according to Ann Strebig.  She suggested that the ordinance be posted on our website.  Violations, such as the current utility trailer issue, will be handled as follows:  The association will send out a letter, if no action is taken a second letter will be sent. If no action still does not occur the matter will be turned over to the attorney for legal action. Two more utility trailers were reported. A new one on Medallion and one on Shadeland. Association meetings are scheduled for the second Tuesday of every month, as noted in the letter sent out in November 2014, for this year.  Special meetings require a 10 day notice.  Tremendous progress has been made on 2014 & older collections.  $9251 was collected in March & $3300 already in April.  A drop dead date of May 11^th was agreed upon for filing of 2015 unpaid dues in small claims court.  There are still 30 residents who have unpaid dues with liens filed. June Ball would like to have a P.O. Box set-up in Roanoke

Open Discussion

Barry Vestal brought up an issue of a broken swing located in Spyder Park.  He said it needs six stainless steel “S” hooks which run $5-$10 each.  Joe Caldwell asked for the resignation of Christina Saylor, from her board position.  He cited violation of Section 6.7 Nuisance  and Section 6.1.0  Free standing poles of the By-laws as grounds, as well as, violation of city ordinance pertaining to trash/recycling cans. Christina declined to resign.  Sections I & II of the covenants are missing, so the request was tabled.  Rob offered free conflict & resolution to the Caldwell/Saylor ongoing neighbor issue.  Ann brought up that the Secretary is to carry at all times the association’s tax exempt certificate and articles of corporation, but Rob said that is all digitized & public information on the State of Indiana’s web page.

Agenda for Next Meeting

Christina Saylor’s board position.

Adjournment

Christina Saylor motioned that the meeting adjourn and Zach Meyers seconded the motion. The meeting was adjourned at 9:13p.m. by Nicole Tribble – President.  The next general meeting will be at 7:00p.m., on May 12, 2015, at Wallen Baptist Church..

Minutes submitted by:     Christina Saylor

Approved by: BOARD