Millstone Village Annual Meeting to be held at 7pm on Monday, November 14th, 2022 at the Dupont Library (536 E Dupont Rd Fort Wayne, IN 46825)

If you have any questions or concerns please email millstonevillagehoa@gmail.com.

Millstone Village Community Association, INC. 

Annual Meeting AGENDA 

November 14th, 2022 

7:00PM 

Board Members 

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

Time Item Officer 

7:00-7:05 Welcome Rachael 

7:05-7:20 November 2021 Minutes Rachael 

                   September 2022 Minutes Karen 

                   September/October Police Log Rachael 

7:20-7:40 September Financials Jerry 

                     October Financials Jerry 

                     2023 Budget   Jerry 

                     Pond Reimbursement/Dues invoices Rachael 

7:40 – 7:50 Elect of board members. Proposed budget / dues increase vote. 

7:50– 8:00 Open Discussion 

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Millstone Village Meeting 

2021 Annual Meeting Minutes 

November 9th, 2021 

Opening 

The regular meeting of the Millstone Village Meeting was called to order at 7:01 p.m., on November 9th, 2021, at Wallen Baptist Church by Ann Strebig. 

Present 

Ann Strebig – President, Jerry Vandeveer – Treasurer, Rachael Caldwell – Secretary, and three residents. 

Meeting Minutes 

Reviewed November 2020 and July 2021 meeting minutes. Motion to approve was made and accepted. 

Treasurer’s Report 

Jerry reported: a balance of:    

$29,838.93 as of July 31st  

$15,096.65 as of August 31st   

$10,184.74 as of September 30th 

$9,779.51 as of October 31st      

Went over 2021 budget with an expected income of $55,860.00 

Motion to approve treasurer reports and budget was made and accepted. 

Open Discussion 

A resident asked who is the Liaison officer. Spoke of pond and sign damage, insurance and replacement. Spoke about erosion control at Crazy Pinz worksite. Talked about a volunteer committee/tasks. A resident proposed Jerry be president. A resident nominated Lee Keefer to the board. HOA president resigned.  

Elect of Board 

Votes counted – Jerry Vandeveer, Rachael Caldwell to remain board members, Lee Keefer joins the board. 

Adjournment 

A motion to adjourn the meeting was made and seconded. The meeting was adjourned at 7:59p.m.  

Minutes submitted by: Rachael Caldwell       Approved: By board on 11/14/2022

 

September Millstone Village Association meeting.

September 6th, 2022, 7pm @ Dupont Library

Millstone Village Community Association, Inc

SEPTEMBER MEETING AGENDA

September 6^th, 2022

7pm

Board Members

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

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.                                June/July/August Police log                                Rachael

7:25-7:40.                                   Old Business:

• Update on dues paid/small claims. (5 min)
• Update on pond maintenance and sharing costs of ponds 1&2 w/ the businesses on Northland Blvd. (5 min)
• August 13^th community event. (5 min)

7:40-8:00.                                  New business:

• Discuss getting snow plow removal bids to compare with current service/pricing. (5 min)
• Discuss signage, no dumping, no throwing rocks. (5 min)
• Pond need dredged one day? Rip rap remaining two ponds? (10 min)

8:00-815.                                 Open discussion

8:15.                                        Adjournment

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Opening:   The bi-monthly meeting of the Millstone Village was called to order at the Dupont Library on September 6th, 2022 at 7:02 PM by Rachael Caldwell.

 

Attendees: Pres. Rachael Caldwell, VP, Lee Keefer, Treas, Jerry Vandeveer, Secretary, Karen Allen, Accountant,  June Ball, and a resident of the Hearthstone Village.

Karen Allen read the minutes for the July 13th meeting. Lee accepted the minutes, and Jerry seconded.

Jerry read the Treasurer’s report. He reported an ending balance on July 31, 2022 of $60,637.87, a transfer of funds was made to the Millstone Savings account in the amount of $53,000, the ending balance on August 31,2022 was $11,239.54.

Rachael read the police log for July and August. Nothing out of the ordinary. Residents have expressed concern for speeders and drivers running through the stop sign at Medallion and Fox Run. Police set up a timed observance and gave some residents a warning.

Jerry acknowledged Rachael’s diligence in getting 6 businesses along Northland Blvd to agree to their earlier commitment to help maintain Ponds 1&2 which are at the Lima Rd (Northland Blvd) entrance and along Oak Bay Run. We have recouped 6 years (2016-2021) of pond maintenance cost from all 6 of the businesses for a total of $17,596.57. Going forward the 6 businesses will be assessed 53% of the 2 ponds maintenance costs.

Rachael discussed collecting past due 2022 Association dues.  A September 20 court date was set for 1 claim.

The August 13 social with ice cream and Heartland sings saw a turnout of about 40 people.   State Farm has advised that they will be glad to do it again next year.

A discussion was made about new bids for snow plowing and mowing. 1 bid was turned in for mowing. We are hoping to get several bids.

A discussion was made about possible dredging of the pond. Lee thinks the best time to dredge would be in the winter. We need to get a depth measurement on the first pond closest to Northland Blvd.

Garage sale signs were approved for 2 banners and 5 signs for future Association Garage Sales. Also approved signs for “no throwing rocks”, “danger, keep off” and  “no dumping” signs.

Lee made a motion to adjourn at 7:56pm.   Jerry seconded.

The next meeting will be held on MONDAY – Nov 14 at 7:00 PM at the Dupont Public Library.

Meetings submitted by Karen Allen     Approved: By board on 11/14/2022

Millstone Village Community Association, Inc

JULY MEETING AGENDA

July 13^th, 2022 , 7pm

Board Members

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

Time                                                Item                                                                         Officer

7:00-7:05.                                   Welcome                                                                 Rachael

7:05-7:10.                                   May Meeting Minutes                                         Karen

7:10-7:20.                                   May Financials                                                       Jerry

June Financials                                                        Jerry

7:20-7:25.                                May/ June Police log                                           Rachael

7:25-7:35.                                   Old Business:

• Update on past due Association dues/small claims filed (5 min)
• Update on pond maintenance and sharing costs of ponds 1&2 w/ the businesses on Northland Blvd. (5 min)

7:35-7:45.                                  New business:

• Discuss possible ice cream social being offered by Tyler Moreland w/ State farm; week of August 14^th. (5 min)
• Discuss possible concert by Hartland Sings; available dates are July 20^th, 21^st ,23^rd & Aug 10^th, 12^th, 13^th. (5 min)

7:45-7:55.                                Open discussion

7:55.                                        Adjournment

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Millstone Village Meeting Minutes – July 13^th, 2022

Opening: The bi-monthly meeting of the Millstone Village was called to order at 7:10 pm , on July 13^th, 2022.

Attendees: Rachael Caldwell – President, Lee Keefer – VP, Jerry Vandeveer- Treas., Karen Allen – Secretary, June Ball and two residents. 

Meeting Minutes: Rachael Caldwell read the minutes for the May 9^th, 2022 meeting. A motion to accept was made by Lee. Seconded by Jerry.

Rachael read the Treasurers report. She reported May ending balance $66,042.00 and reported June ending balance of $65,754.58. A motion was made by Lee, seconded by Jerry.

Rachael read police report provided by Liaison Officer Kevin Peeper for May, they responded to 10 calls for Millstone Village.

Old business: Four homes were filed for small claims for unpaid dues, court date was set for July 20^th. Three businesses on Northland Blvd have paid the pond maintenance reimbursement: Phantom Fireworks, Three Rivers and Crazy Pinz respectively. The Fire Dept, Hires, and Norle Investments (Lassus/Wendys) still owe. We have recouped $13,862.46 for 2016-2021 pond maintenance reimbursement and still are owed $5,158.75.

New business: Discussed a free ice cream social provided by Tyler Moreland with State Farm Insurance as well as a Concert by Hartland Sings for August 13^th TENTATIVELY.

Open discussion: A resident expressed concern for needed speed bumps, but the streets are city streets. City told us in past speed bumps are not permitted. A resident expressed concern for driveway extension being denied. Let him know he can submit a new request for 4’ extension instead of 6’ that was denied. Talked about first house when come in off Wallen Road where a house fire took place, looks like they are working on it daily to fix it. Talked about several fences in the neighborhood looking disheveled, the board is tasked with locating fences in neighborhood that are in need or repair or removal.

Meeting adjourned at 8:15pm by Jerry, next meeting tentatively scheduled for September 13^th, 2022 if room at library is available that evening.

Association Meeting – Monday, May 9th, 2022 

The meeting will be held at 7pm at the Dupont Library located at 536 E Dupont Rd, Fort Wayne, IN 46825.

We apologize for any confusion regarding location and the meetings being held on a Monday. We are working with the availability offered at the Dupont Library due to we can no longer use the church facilities at 1001 W Wallen Rd, Fort Wayne, IN 46825. We appreciate your flexibility.

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Millstone Village Community Association, Inc

MAY MEETING AGENDA

MAY 9^th, 2022

7pm

Board Members

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

Time                                                Item                                                                         Officer

7:00-7:05.                                   Welcome                                                                 Rachael

7:05-7:10.                                   March Meeting Minutes                                      Karen

7:10-7:20.                                   March Financials                                                    Jerry

April Financials                                                       Jerry

7:20-7:25                                 March/April Police log                                       Rachael

7:25-7:40.                                   Old Business:

• Update on past due Association dues/liens placed (5 min)
• Update on pond maintenance and sharing costs of ponds 1&2 w/ the businesses on Northland Blvd. (5 min)
• Update on the Neighborhood Approval for 10 new fruit trees and their placement around the neighborhood. (5 min)

7:40-7:45.                                  New business:

• Dead or falling trees in wood near trail (5 min)
• Christmas light displays (5 min)

7:45-7:55.                                Open discussion

7:55.                                        Adjournment

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Millstone Village Meeting Minutes – May 9th, 2022

Opening: The bi-monthly meeting of the Millstone Village was called to order at 7:03 pm , on May 9th, 2022.

Attendees: Rachael Caldwell – President, Lee Keefer – VP, Jerry Vandeveer- Treas., Karen Allen – Secretary and June Ball.

Meeting Minutes: Karen Allen read the minutes for the March 7th, 2022 meeting. A motion to accept was made by Lee. Seconded by Jerry.

Jerry read the Treasurers report. He reported March ending balance $63,699.31 and reported April’s ending balance of $59,739.07.

Update on the sharing of Pond Maintenance expenses: After researching the old records, it was determined that the 6 businesses with entrance off Northland Blvd should share in the ponds 1 &2 maintenance. A yearly breakdown was given to each business for 2016 thru 2021 respectively. So far, Phantom Fireworks and Three Rivers FCU have written checks to Millstone for a combined total of $7,430.93. The remaining 4 businesses still owe Millstone a total of $11,590.28. The 6 businesses will each get a bill annually for their share of the pond maintenance. We hope this extra income will help keep Millstone home owner annual Association dues steady as long as possible.

Update on 2022 Association dues: We are down to just 5 home owners who have not paid their annual dues ($156 per home in 2022) of 381 home owners. Thank you for all who have paid! They have until June 13 to avoid small claims court costs.

Update from Kevin Peepers: Fort Wayne Police reported 12 incidents in February and 7 in March. Thankfully, nothing serious or out of the ordinary for a sub-division of 381 homes.

Update on City Improvement Grant of 10 fruit trees: Millstone has been given 5 pear and 5 peach trees. The Board agreed to plant them as follows. 2 on the hill near Oak Bay Park. 2 near the rip rap by the Oak Bay park, 2 by the Wallen Rd pond, 2 near the trail off Medallion, and 2 near the Playground off Polo Run. Once these trees produce fruit, residents are welcome to reap the benefits by picking the fruit.

Response to Home Owner complaints: Christmas lights. The Board discussed the fact the a few home owners keep their Christmas lights up after the holidays. The Covenants do not mention lights. The architectural guidelines mention that they should be removed within 30 days. The Board discussed and determined that it would not be worth the time and resources to pursue any action.

Dead trees near trail – The Board discussed with Brandenberger. They said to leave trees in their natural habitat. We will revisit this in the fall to determine how many trees are a problem.

New Business: The Board discussed repairing the lawn damaged in the car accident at the Northland Blvd entrance. Rachael will discuss with our lawn care company.

Adjournment: Lee made a motion to adjourn at 8:02. Jerry seconded.

Minutes submitted by Karen Allen, Secretary.

Next meeting tentatively scheduled for July 12, 2022 at 7:00

Millstone Village Community Association, INC. 

March Meeting AGENDA 

March 7th, 2022 

7 PM @ DUPONT LIBRARY

Board Members 

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

Time Item Officer 

7:00-7:05 Welcome                                     Rachael 

7:05-7:10 January Meeting Minutes         Karen 

7:10-7:15 January Financial’s                    Jerry 

                  February Financial’s                 Jerry  

7:15-7:20 Crazy Pinz Expansion update 

7:20-7:30 Neighborhood Improvement Grant 

7:30- 7:35 Police recap of calls for February 

7:34-7:45 Open Discussion 

Meeting Adjourned 

NEXT MEETING Scheduled – MONDAY May 9th, 2022 – 7 PM @ DUPONT LIBRARY

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Millstone Village Meeting

March 7th, 2022

Opening

The regular meeting of the Millstone Village Meeting was called to order at 7:02 PM, on March 7^th, 2022 at Dupont Library by Rachael Caldwell.

Present

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

Meeting Minutes

Karen Allen read the meetings for the January 11^th meeting.  A motion was made by Lee to approve the minutes and Jerry seconded.

Treasurer’s Report

Jerry reported a balance of $63,558.54 as of Jan 31, 2022 and a balance of $61,542.50 as of Feb 28, 2022.  A motion was made and accepted to approve the treasurer’s report.

Agenda Items

Rachel and Lee attended both zoning meeting for the Crazy Pinz expansion in January and February. The Crazy Pinz GoCart expansion has been approved by the city.  Crazy Pinz agreed to plant more trees around their border and will repair their existing fence as well as add more fencing on the east side of their property.

Fort Wayne planning has given Millstone Village a grant for ten (10) fruit trees.    We discussed placement.   Fruit trees have to be planted in pairs to thrive.  Possibilities are 2 by the Wallen Rd pond, 2 by the bench near the 2nd Pond by Oak Bay Run, 2 by our property west of Crazy Pinz. The city will give final grant in approx. 2 weeks. The discussion ended there.

Kevin Peepers of the Fort Wayne Police Dept told Rachel there were 12 calls from residents in Feb. None of which were out of the ordinary for a 381-home subdivision.

Lee thinks we need to talk to the current Snow Plow company about some issues residents expressed this year about their job performance.

A resident has requested that we approach 3 homeowners to remove Christmas lights.  Rachael will ask Rob (lawyer) if we can enforce guidelines in that respect.

Millstone is down to just 12 unpaid Association dues.

A motion was made and seconded to adjourn the meeting at 7:39PM.  The meeting was adjourned by Rachael Caldwell.

Minutes submitted by Karen Allen.                                                           Approved by: Board on 5-9-2022