Millstone Village Community Association, INC.

Monthly Meeting AGENDA

June 14th, 2016                

7:00PM WALLEN BAPTIST CHURCH

Board Members

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

Time                                        Item                                        Officer

7:00-7:05                                              Welcome                                             Nicole

7:05-7:10                                              April/May Minutes                          Rachael

7:10-7:15                                              Treasurer’s Report                          Christina

7:15-7:30                                              New Business

1. Architectural Control Applications
2. Fall Garage Sale
3. Welcoming committee/Volunteers

7:30 – 7:40                                           Open Discussion

Adjournment for Residents

NEXT MEETING – July 12th, 2016 @ 7:00PM

7:40                                                        Executive Session (Board Members)

 

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Millstone Village Meeting

Meeting Minutes

June 14th, 2016

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:06 p.m., on June 14^th, 2016, at Wallen Baptist Church by Nicole Tribble.

Present

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance, Rob Aplin – Attorney, June Ball – Accountant, and seven residents

Approval of Minutes

Reviewed May and April meeting minutes, motion was made for approval and seconded for approval.

Treasurer’s Report

June and Christina presented the financials for May, reporting a balance of $22,376.19 on May 31^st.

New Business

Reviewed 3 Architectural Control Applications with residents present, 3 approvals were made with stipulation of completion by October 1^st.

Discussed a fall garage sale, board will contact Hearthstone and try to collaborate with their fall garage sale.

Discussed sidewalk repair, Nicole has signed the agreement and is getting it back to Harlow Enterprises.

Open Discussion

Discussed with residents the small flags that have been appearing around the addition, it is “Baseline Communications”, Nicole spoke with them via phone and did not get an answer as to what they are for.

Discussed dying or dead landscaping, will look into options for removal.

Adjournment

A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 7:59 p.m. by Nicole Tribble. The next general meeting will be held on July 12^th, 2016, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by: Rachael Caldwell                                                                           Approved by: Board, July 12th, 2016

 

Millstone Village Community Association, INC.

Monthly Meeting AGENDA

May 10th, 2016

7:00PM

 

Board Members

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

 

Time                                        Item                                        Officer

7:00-7:05                                              Welcome                                            Nicole

7:05-7:10                                              April Minutes                                    Christina

7:10-7:15                                              Treasurer’s Report                          Christina

7:15-7:30                                              New Business

7:30 – 7:40                                           Open Discussion

Adjournment for Residents

NEXT MEETING – June 14th, 2016 @ 7:00PM

7:40                                                        Executive Session (Board Members)

 

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Millstone Village Meeting

Meeting Minutes

May 10th, 2016

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:00 p.m., on May 10^th 2016, at Wallen Baptist Church by Nicole Tribble.

Present

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance, Rob Aplin – Attorney, and two residents

Approval of Minutes

April meeting minutes were unavailable, tabled until June monthly meeting.

Treasurer’s Report

June presented the financials, reporting a Total Liabilities & Equity balance of $32,616.41 as of April 30th, 2016. A motion was made and seconded for approval.

Approved June paying LEEPERS lawn service bill and AEP bill.

New Business

Discussed the sidewalk repair and the pond pump that had issues working and not working. The board believes the sidewalk is more imperative as it poses a danger to the residents. Voted to have the sidewalk between the two ponds corrected by HARLOW ENTERPRISES in the amount of $9,640.00

Open Discussion

Talked briefly with the two residents in regards to potholes and what 311 handles.

Adjournment

A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 7:39 p.m. by Nicole Tribble. The next general meeting will be held of June 14^th, 2016, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by: Rachael Caldwell                                                                           Approved by: Board, June 14th, 2016

Millstone Village Community Association, INC.

Monthly Meeting AGENDA

April 12th, 2016
7:00PM

Board Members
Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

TimeItemOfficer
7:00-7:05WelcomeNicole

7:05-7:10March MinutesNicole

7:10-7:15Treasurer’s ReportChristina

7:15-7:25New Business

7:25 – 7:35Open Discussion
Adjournment for Residents
NEXT MEETING – May 10th, 2016 @ 7:00PM

7:35Executive Session (Board Members)

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Millstone Village Meeting

Meeting Minutes

April 12th, 2016

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:05 p.m., on April 12th, 2016, at Wallen Baptist Church by Nicole Tribble.

Present

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, , Bryan Martin – Maintenance, Rob Aplin – Attorney, and 2 Residents

Approval of Minutes

The March Meeting Minutes were reviewed. A motion was made for approval by Christina and approved.

Treasurer’s Report

Reported a savings balance of $8125.00 and checking balance of $32.677.20 as of March 31st, 2016. A motion was made for approval by Christina and approved.

New Business

Garage sale set for May 13^th/14^th.

Will participate in the Great American Clean up May 20^th/21^st.

Newsletter to be sent out to residents. (Reminder of boats, campers, trailers, garbage cans, 311)

Adjournment

A motion to adjourn the meeting was made at 8:07pm by Nicole and approved. The next general meeting will be held on May 10th, 2016, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by: Rachael Caldwell                                                                           Approved by: Board June 14th, 2016

The March association meeting will be held TUESDAY March 8th, 2016 at 7pm at the Wallen Baptist Chruch (1001 West Wallen Road, Fort Wayne, IN 46825).

Millstone Village Community Association, INC.

Monthly Meeting AGENDA

March 8^th, 2016                

7:00PM

 Board Members

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

Time                                        Item                                        Officer

7:00-7:05                                              Welcome                                             Nicole

7:05-7:10                                              February Minutes                            Rachael

7:10-7:15                                              Treasurer’s Report                          Christina

7:15-7:25                                              New Business

1. Basketball Hoops/Free standing poles     

7:25 – 7:35                                           Open Discussion

Adjournment for Residents

NEXT MEETING – April 12th, 2016 @ 7:00PM

7:35                                                        Executive Session (Board Members)

 

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Millstone Village Meeting
Meeting Minutes
March 8th, 2016
Opening
The regular meeting of the Millstone Village Meeting was called to order at 7:03 p.m., on March 8th, 2016, at Wallen Baptist Church by Nicole Tribble.

Present
Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance, Rob Aplin – Attorney

Approval of Minutes
The February Meeting Minutes were reviewed. A motion was made and seconded for approval.

Treasurer’s Report
Christina presented the financials, reporting a balance of $40,264.90 as of February 29th, 2016. A motion was made and seconded for approval.

New Business
Briefly discussed basketball hoops/flagpoles/posts, reviewed the Architectural Guidelines and Covenants for Millstone.

Open Discussion
Talked about unused portion of snow removal budget ($5,125) and sidewalk between ponds needing repaired/reinforced. Bryan stated he would get 3 or more quotes.

Adjournment
A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 8:04 p.m. by Nicole Tribble. The next general meeting will be held of April 12th, 2016, 7:00 p.m., at Wallen Baptist Church.
Minutes submitted by: Rachael Caldwell​​​​ Approved by: Board April 12th, 2016

 

 

 

*IF YOU ARE HERE REGARDING 2016 LIENS/DUES PLEASE SEE MVCA ATTORNEY ROB APLIN*

 

Millstone Village Community Association, INC.

Monthly Meeting AGENDA

February 9^th, 2016           

7:00PM

 Board Members

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

Time                                        Item                                        Officer

7:00-7:05                                              Welcome                                             Nicole

7:05-7:10                                              January Minutes                              Rachael

7:10-7:15                                              Treasurer’s Report                          Christina

7:15-7:25                                              Old Business

1. Improvement Project Request

7:25-7:35                                              New Business

7:35 – 7:45                                           Open Discussion

Adjournment for Residents

NEXT MEETING – March 8th, 2016 @ 7:00PM

7:45                                                        Executive Session (Board Members)

 

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Millstone Village Meeting

Meeting Minutes

February 9^th , 2016

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:02 p.m., on February 9th, 2016, at Wallen Baptist Church by Nicole Tribble.

Present

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance, two residents and 1 visitor.

Approval of Minutes

The January Meeting Minutes were reviewed. A motion was made and seconded for approval.

Treasurer’s Report

Christina presented the financials, reporting a balance of $41,805.58 as of February 8^th, 2016. A motion made and seconded for approval.

Old Business

Discussed the Fort Wayne Infrastructure Improvement Project Request form, will be sent back to the city by March 1^st.

Open Discussion

Briefly discussed new tornado siren near pond, flashing light request/installation on Wallen Road/Pufferbelly Trail, updating email on metal HOA signs, and repair of sidewalk near pond.

 Adjournment

A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 8:04 p.m. by Nicole Tribble. The next general meeting will be held of March 8th, 2016, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by: Rachael Caldwell                                       Approved by: Board March 8th, 2016

 

 

AGENDA

January 12^th, 2016           

7:00PM

Board Members

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance

Time                                        Item                                        Officer

7:00-7:05                                              Welcome                                             Nicole

7:05-7:15                                              Aquatic Mgmt.                                  Bryan

7:15-7:25                                              November Minutes                        Christina

7:25-7:35                                              Treasurer’s Report                          Christina

7:35-7:45                                              2016 Dues                                           Nicole

7:45-8:00                                              Open Discussion

NEXT MEETING – February 9^th, 2016

                                                            7:00PM

8:00                                                        Adjournment for Residents

8:00                                                        Executive Session (Board Members)

 

 

Millstone Village Meeting

Meeting Minutes

January 12^th, 2016

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:02 p.m., on January 12^th, 2016, at Wallen Baptist Church by Nicole Tribble.

Present

Nicole Tribble – President, Ann Strebig – Vice President, Christina Saylor – Treasurer, Rachael Caldwell – Secretary, Bryan Martin – Maintenance, and 2 residents.

Special Guest

Nick Gerber, Vice President of Aquatic Management, INC. was present at the meeting to provide an overview of the services they provide to Millstone Village Community’s three ponds.

Approval of Minutes

The November Annual Meeting Minutes were reviewed. A motion was made and seconded for approval.

Treasurer’s Report

June presented a December 31^st, 2015 balance of $32,273.21, a motion was made and seconded for approval. Discussed more reports wanted from June going forth with more categorization and breakdown. Will be adding Christina the current treasurer to MVCA bank account, removing old treasurer from account, motion made and seconded for approval.

DUES

Annual dues were discussed, as of January 12, 2015 we were down to 30 unpaid dues. Lien’s will be filed on February 1^st, 2016 to any outstanding dues.

Adjournment

A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 7:51 p.m. by Nicole Tribble. The next general meeting will be held of February 9^th, 2016, 7:00 p.m., at Wallen Baptist Church.

Minutes submitted by: Rachael Caldwell                                          Approved by: Board February 9th, 2016

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