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

7:00 PM – Wallen Baptist Church
Board Members – Nicole Tribble – President, Bryan Martin – Vice-President, Zach Meyer – Treasure, Charlie Cochran – Maintenance, Christina Saylor – Secretary

Agenda Items

7:00 – 7:05 Welcome
7:05 – 7:15 Old business and approval of last meeting’s minutes
7:15 – 7:30 Board Reports
Treasure
President
Vice-President
Maintenance
7:30 – 7:50 New Business
Website Approval
Lein Releases
Moving P.O Box or checking it more often
Senate Bill 415
Open Discussion
7:50 – 8:00 New Meeting Tuesday April 14, 2015
8:00 Adjournment

Agenda

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

7:00-7:05 Welcome – Nicole Tribble

7:05-7:30 Board Reports

Treasure

President

Vice President

Maintenance

7:30-7:50

New Business – Floor Open

2015 Liens – Rob Aplin

2014 Small Claims – Rob Aplin

7:50-8:00 Next Meeting – Tuesday, March 10, 2015 Nicole

8:00 Adjournment – Nicole Tribble

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Meeting Notes
Opening
The regular meeting of the Millstone Village Meeting was called to order at 7:04p.m. on February 10, 1015 at Wallen Baptist Church by Nicole Tribble – President.

Present
Nicole Tribble, Zach Meyer, Rob Aplin, Charlie Cochran, Mike Fowler, Rachael Harris, Joe Caldwell, Amy Beck, Bryan Martin, Christina Saylor, June Ball, Rose Elder, Anna & Steve Bell, Ann Strebig.

Approval of Agenda

Approval of Minutes
Bryan Martin Approved the January 13, 2015 meeting minutes and Zach Meyers seconded the motion.

Open Issues
Joe found several domains names available, as low as $12 for Millstone. Millstonevillagehoa.com seemed to be the one everyone liked, but no formal decision was made.

New Business
There were 14 2014 Small Claim cases actually file with 1 already paid in full. There were 90 2015 liens filed. Rob Aplin returned a check for $350.00 for fees on 5 of the liens filed to the association. June Ball reported a checkbook balance of $20,054.99 for Millstone. A resident brought up the utility trailer parked in the driveway on Medallion. A letter to the homeowner was to be sent out by Rob. Rose Elder pointed out the need to examine the worn benches & light posts with broken glass on the Woodland Springs walking path. Steve Bell asked about fence requirements.

Agenda for Next Meeting
2015 Liens, 2014 Small Claim Cases, Website Decision

Adjournment
Meeting was adjourned at 810 by Nicole Tribble – President. The next general meeting will be at 7:00 on April 14, 2015 at Wallen Baptist Church..

Minutes Submitted by: Christina Saylor
Approved by: Nicole Woods

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:00p.m on January 13, 2015 at Wallen Baptist Church by Nicole Tribble – President.

Present

Nicole Tribble, Zach Meyer, Rob Aplin, Charlie Cochran, Mike Fowler, Rachael Harris, Alex Bishop, Bryan Martin, Christina Saylor, June Ball & Joe Caldwell.

Approval of Agenda

There were no minutes from the annual meeting to distribute

Open Issues

Alex, Mike & Joe, new residents in attendance, asked questions about the covenants, by-laws, what the annual dues cover & why we charge $118.00, the website and Rob, Bryan & Charlie answer their questions.  Joe volunteered to help us with the the website.

New Business

The board approved $6900 to be spent for the filling of 17 residents who have yet to pay their 2014 due.  The board also approved February 7, 2015 as the dropdead cut-off date for 2015 dues, so liens could be filed promptly.  Resuce Lawn submitted an estimate for total lawn maintenance.  June gave Bryan contact information for Aquatic Management (ponds).