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The March MVCA meeting will be held at the Dupont Library on Tuesday, March 12th @ 7pm.

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Millstone Village Community Association, INC. www.millstonevillagehoa.com 

March Meeting Agenda 

March 12th, 2024 

7:00PM 

Board Members 

Rachael Caldwell – President, Lee Keefer – Vice President, Karen Allen – Secretary, Jerry Vandeveer– Treasurer 

Time Item Officer 

7:00-7:05 Welcome Rachael 

7:05-7:10 January Financials Karen 

7:10-7:15 February Financials Karen 

7:15-7:20 Old Business 

•               Overdue dues/ lien update Rachael 

7:20-7:35 Spring Maintenance  

•               Playground (quote 1009) 
•               Benches (quote 1007) 
•               Sign Repair (quote 1008) 
•               Vandeveer memorial ideas 

7:35-7:45 Open Discussion 

•               Need volunteer board members 

 

7:45 Meeting Adjourned 

Next meeting to be held will be in May 2024. 

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The bi-monthly meeting of the Millstone Village HOA was held at the Dupont Public Library. The meeting was called to order at 7:11 on March 12th, 2024 by President Rachael.

Attendees: President, Rachael Caldwell, VP Lee Keefer, Secretary Karen Allen. (Our Treasurer- Jerry Vandeveer passed away on Feb 22, 2024.) Also in attendance was resident- Austin Waikel.

The January meeting was not an official meeting as Rachael and Lee were the only Attendees. There were no meeting minutes recorded.

Rachael read the Treasurer report. Beginning balance on Jan 1st, 2024, of $46,604.86 and ending balance on Jan 31st, 2024, of $71,174.47. The ending balance of $73,840.09 as of February 29th 2024. The influx of money is from payments of 2024 dues paid in January. Rachael made a motion to accept the reports. Lee seconded.

Rachael announced that the Treasurer position was vacant due to the passing of Jerry Vandeveer. Austin who was present stated he would like to take on the position. Lee made a motion to accept his nomination, Karen seconded. It was unanimous approval. Rachael announced she would still like to see more volunteers. If anyone is interested, please come to the next HOA meeting in May or contact the Board at : MillstoneVillageHOA@gmail.com

Austin suggested that we get a Venmo or Paypal or some other way to pay dues other than by mailing a check. Rachael stated that if there is a fee that the payer would need to pay the fee and had concerns of tracking down what payment goes to what lot. That subject will be discussed further in the May meeting.

11 homeowners had liens filed on their properties in February for 2024 outstanding dues. They have all received late letter notifications from the attorney advising them of more fees possible. 2 paid, 2 requested payoff amounts, 1 claim she paid but no proof. After 90 days (about 3 months) from lien filing a small claims will be filed to receive a judgement. Late fees and costs will keep accumulating every year.

Rachael received bids from contractors for playground updates for needed maintenance. B Square was the lowest bidder. Playground border, maintenance on existing benches, new mulch and 3 new benches were in the bids. The total will be $7262.00 for the playground and $2260.00 to remove sunken concrete from 2 existing benches and reinstall them. B Square also submitted a bid of $450.00 to repair the cracked plexiglass on the Northland entrance sign. They will also install a vent to allow air circulation inside the sign. We will get an estimate to add

3 new benches. One will have a small name tag in memory of Jerry Vandeveer. Lee made a motion to start the approval to allow the equipment to be purchased.

The first Association Garage Sales will be Thursday May 30th thru Sat June 1. Millstone signs will be out at the 2 entrances. Participating residents are encouraged to put out their own signs to direct people to their respective sales. Media ads will also be sent out. Residents are also encouraged to advertise their own sales.

The Fall sale will be September 5 – 7.

Lee made a motion to adjourn the meeting at 8:20. Karen seconded. Meeting adjourned.

January bi monthly meeting will be held at 7pm at the Allen County Library, 536 E Dupont Rd, Fort Wayne, IN 46825.

 

NO OFFICIAL MEETING – ONLY TWO BOARD MEMBERS PRESENT – NO RESIDENTS PRESENT

The annual Millstone Village HOA meeting will be held on TUESDAY, November 14th, 2023 @ 7pm at the Dupont Library.

If anyone is interested in volunteering for the board please reach out via email to Millstonevillagehoa@gmail.com.

We will discuss maintenance costs;  it has been pre determined that the dues amount will remain the same, at $156.

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Opening;

The Annual meeting of the Millstone Village was held on Nov 14, 2022 at Dupont Library and was called to order by Pres. Rachael Caldwell at 7 pm.

Present: Pres. Rachael Caldwell, VP Lee Keefer, Treas. Jerry Vandeveer and Secy. Karen Allen.

Minutes: Rachael read the minutes for the Nov 9th, 2021 Annual meeting.  Jerry Vandeveer made a motion to approve them and Lee Keefer seconded the motion.

Karen then read the minutes for the last regular meeting, which was held Sept 6, 2022.   Rachael made a motion to accept and Lee approved.

Jerry Vandeveer read the Treasurers report. It was noted that June Ball (Accountant) has asked for her duties to be taken over. The beginning balance as of August 31, 2022 was $11, 239.54. Sept 30 balance was $4832.45, Oct 31 balance was $8713.34. Lee made a motion to approve the Sept and Oct Treas report, Karen seconded.

Rachael read the police log for Sept and October.  There were just 7 calls in total.  None of which is unusual or out of the ordinary.

Our current snow plow service is raising rates from $85 to $150 an hour (salting extra) for each occurrence.  That company is perfectly fine if we get someone else.  Both Lee and Jerry will start looking for new contractors.

Rachael submitted the new 2023 Millstone Budget. The budget shows Income of $59,280 from 380 home owners paying annual HOA dues of $156 each (same as 2022). It was noted that prices can fluctuate.  But the way it stands, we will have a surplus of $14,952.00 for 2023.  Those monies will possibly be used to pay to dredge the pond next spring.  The Board approved the 2023 Budget and also agreed that we can keep the annual dues at $156 per home.

The Board discussed using Rob Aplin CPA firm to process the annual 1120 H Tax form, will look into that.

Rachael submitted a copy of the postcard to be sent for annual dues.   We approved and all agreed that she submit to the printing company ASAP.  They should be in mailboxes by N0v 30th. Rachael will also send year end 2022 invoices to the 6 Northland businesses who now share in the annual pond maintenance fees.  the fees total $1915.42.

The 1 small claims court case for collecting 2022 dues was resolved by setting up a payment plan for the homeowner.  To date they have paid 1 payment with 2 more due.

Rachael made a motion to adjourn the meeting at 7:56.   Karen seconded.    Meeting adjourned.

Next meeting will be in January.    No definite date has been determined.

Respectfully submitted by Karen Allen

Millstone Village Community Association, INC. www.millstonevillagehoa.com

September Meeting Agenda

September 5th , 2023

7:00PM

Board Members

Rachael Caldwell – President, Lee Keefer – Vice President, Karen Allen – Secretary, Jerry Vandeveer– Treasurer

Time                                        Item                                                                             Officer

7:00-7:05                                  Welcome                                                                      Rachael

7:05-7:10                                  July meeting minutes                                                     Karen

7:10-7:20                                  July Financials                                                              Jerry

August Financials                                                         Jerry

7:20-7:25                                  Coyote sighting                                                             Lee

7:25-7:30                                  Plant trees                                                                    Rachael

7:30-7:40                                  Open Discussion

Meeting Adjourned

Next meeting to be held will be the annual meeting on November 14th, 2023 @ 7pm, at the dupont library.

If interested in volunteering for the Millstone Village Board please email us! 🙂

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The bi-monthly meeting of the Millstone Village HOA was held September 5^th, 2023 at Dupont Public Library, the meeting was called to order at 7:00 by Rachael.

Attendees: Pres. Rachael Caldwell. VP, Lee Keefer, Treas. Jerry Vandeveer, and 4 Millstone residents.

Motion to start meeting @ 6:59PM by Lee.

The minutes for the July 3^rd meeting were read by Rachael. Motion to approve the July minutes was made by Lee and seconded by Jerry.

Jerry read the Treasurers reports.  He reported a beginning balance of $25,673.87 as of July 1^st, 2023, and an ending balance of $21,197.77 as of July 31^st, 2023.  He also reported the end balance of $20,478.31 as August 31^st, 2023. A motion to approve the treasurer report was made by Rachael and seconded by Lee.

Open Discussion: Welcomed a new homeowner in attendance. Talked briefly about the geese around the pond due to being fed. After reported coyote sighting Rachael will call DNR to see what they recommend.  Spoke briefly about planting of new trees; consensus was to plant oaks or maples instead of fruit trees next spring.

Lee made a motion to adjourn the meeting, Jerry seconded. Meeting was adjourned at 7:54pm.