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Millwood Land  Map

Millwood Homeowners – P & L – May 11th, 2023

Millwood Homeowners Association Meeting Minutes – May 11th, 2023

Millwood Homeowners Association P & L – May 12, 2022

Millwood Homeowners Association Minutes – May 12, 2022

Motion to accept minutes   1)  Bret Golden  2) JoAnn Smith                                

(ii)

Millwood Homeowners Association – May 13, 2021

Call to Order – the meeting was called to order at 7:30 pm by Mary Lynn Gothard, Millwood Homeowners Association President.

Introductions – Mary Lynn introduced all Board members present Order of Business

(a)  Roll Call – board members present were Mary Lynn Gothard, Viv Bibler, Tina DeLaet, and Sheri Coleman.

(b)  Proof of notice of meeting or waiver of notice – all homeowners were mailed a notice of tonight’s meeting; an example was shown at the meeting

(c)  Reading of minutes of preceding meeting – There was no meeting in May 2020 due to the pandemic restrictions at that time. Mary Lynn Gothard referred to the letter mailed to all homeowners last year in lieu of the meeting. There was a motion to accept the letter in place of minutes for the last meeting.

Motion to accept minutes 1) Heather Gehron 2) Dave Barhorst

Motion was approved.

(d)  Reports of officers –

President – Mary Lynn Gothard reported that the Homeowners Association Board met several times over the past year via Zoom, and recently in person. In addition, they are frequently in touch with each other by text message. All lots in Millwood have now been sold. We have 167 lots total. 

Trustees are elected by members of the Homeowners Association. This year two Trustees’ terms expire, those of Tina DeLaet and Jeff Hobbs. Both of them are willing to serve another two-year term.

Mary Lynn expressed her thanks to the members of the HOA Board for their service during
the past year.

Secretary – Sheri Coleman reported that minutes from Annual Homeowners meetings and Millwood
Board meetings are posed on the association’s website.

Treasurer – Kent Crabtree reported we currently have three homeowners whose annual dues for 2021 are outstanding. Mary Lynn will make home visits to each one. Legally, we have the ability to place a lien on homes with outstanding dues. Due to the current pandemic situation, there is a hold on all liens. we hope to be able to resolve the outstanding dues before the hold is lifted and we would have to consider liens on properties. Kent reported there were numerous projects undertaken last year, all completed on budget.  Millwood Profit / Loss statements can be found on the association’s website. 

Trustees – Viv Bibler keeps an eye on mowing, fertilizing, mulching, and weeding of the common areas. She is in frequent contact with the companies we have hired to do those jobs. There has been an ongoing problem with drainage in the retention area behind Deeter Drive and Charlie Drive. This past year the city dredged the creek to help improve flow and drainage. This seems to have helped with the drainage from the retention area. In addition, Viv requested the city clean out the drains that empty into the retention area. We are in the process of having Greentech clear overgrown glass from the cement culvert on the east side of the retention area to further improve flow. Dave Barhorst cleared the cement culvert on the west side. A big thank you to Dave for his hard work!

Jeff Hobbs is responsible for overseeing the pond and fountains, and ensuring that lighting is working properly. He also had several trees removed at the Wenger entrance last summer to help with drainage there. We put in tile and reseeded the area. Several other dead / dying trees in the common areas were also removed last summer.

Tina DeLaet reported on the extensive overhaul of both entrances last summer. The entrances and their landscaping were all original, completed sometime in the 1990’s. Tina secured several bids for the job. Ultimately we contracted with Nature’s Green to do the job. They had done some work for the homeowner who won the City Beautiful Award recently. Nature’s Green removed all the old bushes and landscaping plants at both entrances, replacing them with all new plantings to give us color throughout the growing season. The rock ledges have been redone in the beds at the the Union Road entrance. They also replaced all of the old lights at both entrances with new LED lighting. Initially, the lights were installed on timers, but that has since been corrected, and they operate on sensors now.

The entrances will become more colorful in the next few years as the new plantings mature. To date, all of the new plantings except one bush have survived. Nature’s Green will replace the bush at no cost to us.

We have no electricity for the west side of the Wenger Road entrance at this time. DP&L disconnected it when Metronet was working in the area. Calls have been made to DP&L to rectify the situation.

(f)  Election of Trustees – Jeff Hobbs and Tina DeLaet were both reelected to two-year terms as trustees by
homeowners present at the meeting. Attendees voted by voice vote.

(g)  Unfinished Business – as discussed in Trustees’ reports (drainage issues in the retention areas)

(h)  New Business – A homeowner asked whether there’s a city ordinance about how long a vehicle may remain parked on the street. They were referred to the city of Englewood website. A homeowner is having trouble with standing water in their lot, which is an ongoing issue. The lot has a drain which appears to be ineffective. They were referred to the city to inquire about a remedy for the issue.

A resident at the end of Charlie Drive had several concerns regarding the recent work Englewood did dredging Moss Creek. While they acknowledge the work has improved overall drainage for the Millwood neighborhood, this resident says their own property and drainage has suffered ill effects. They have spoken to the city of Englewood about it several times.

The same neighbor brought up the issue of a new housing development recently approved by Clayton to be built on the west side of Hoke Road, on part of what was once Deeter’s Nursery. The area where the new construction will occur will ultimately drain into Moss Creek. The neighbor requested that the Homeowners Association make contact with Clayton and Englewood governments to advise them of our concerns regarding potential new drainage issues being created by the additional runoff from the new development. The proposed development is in the planning phase, and it is in all of our interests to request both governments do the proper planning to mitigate any additional water flowing into Moss Creek. The developer should be required to create substantial retention space in the new development. 

Another resident stated that the developer is being required to do surveys of traffic along Hoke Road at the developer’s expense. Maybe they could also be required to do surveys about drainage. A homeowner asked about dead trees in people’s yards and what could be done about them. They were referred to the city. (i)  Adjournment – Heather Gehron moved we adjourn. Dave Barhorst seconded. The meeting was adjourned at approximately 8:30 pm. 

Millwood Homeowners Association Board Meeting
May 2, 2021
Call to Order – 7:30 pm
Attendance – Mary Lynn Gothard, Kent Crabtree, Jeff Hobbs,Viv Bibler, Sheri Coleman
Review of Minutes from Previous Meeting – posted on the Homeowners Association website
Unfinished Business
• Kent presented the current profit / loss statement for the Homeowners Association. We still have a handful of members
with outstanding dues. A reminder was sent several months ago. Kent will send another round of reminders to those
who are still in arrears. The association has the right to have a lien placed on homes if dues remain unpaid.
• Greentech has not been weed whipping the troughs sufficiently in the common area behind Deeter and Charlie. Viv
has made it clear to them that it’s unacceptable to let them go, even when the ground is wet. The troughs have
become overgrown with sod and debris from grass cutting and weed whipping. Greentech will be clearing them to our
satisfaction in the very near future. The trough on the east side of the area needs to have sod dug out and cleared from
the cement.
• Viv and Jeff will get quotes for rock to be placed along both sides of the troughs, similar to the rock border around the
pond. This would discourage the sod from growing over the cement and help keep grass clippings away from the
troughs.
• Viv has worked with the City of Englewood and had the manholes and drains in the common area behind Charlie
cleaned out. There was considerable debris in them that was impeding drainage.
• Jeff has been in contact with Jim Chase to resolve issues with the electricity at both entrances.
• We received a call from a neighbor on Wenger Road whose property abuts Millwood about a large tree leaning badly
over his property. Jeff and Viv ascertained that the tree belonged to Millwood’s common area, and was our
responsibility. It was rotting and unsafe. They got quotes and had the tree removed
New Business
• Viv reported that the irrigation systems at both entrances will be turned on within the next couple of weeks.
• Jeff and Tina’s terms as trustees both expire this year. Both of them have agreed to remain for another term. We thank
them for their continued willingness to serve in these volunteer positions.

Adjournment 1) Mary Lynne Gotherd 2) Jeff Hobbs
Meeting adjourned at 9:15 pm

Millwood Homeowners Association Board Meeting Nov. 10, 2019

Call to Order – 3:30 pm The meeting was called to order by Mary Lynn Gothard

Attendance – Mary Lynn Gothard, Kent Crabtree, Jeff Hobbs, Viv Bibler, Sheri Coleman

Review of Minutes from Previous Meeting – posted on the Homeowners Association website

Unfinished Business

• Kent Crabtree presented the expenditures and assets for Jan.-Nov. 9, 2019. A comparison with
  2018 was also presented. Our largest recent expenditure was for the removal of trees, stumps, and
  debris from the common areas. All bills are current and the statement is balanced to date. Utilities
  costs increased slightly due to the addition of a second fountain in the pond.
•  Homeowners will receive a copy of the budget for 2020 via by December 15, per the bylaws.
• Jeff Hobbs reported on the specifics of tree and debris removal. We had four trees removed and
  the trough cleaned out in the Denwood retention area. At the Anger road entrance, 3-4 trees were
  removed, along with stumps. Several pine trees were removed from the retention area behind
  Charlie Dr. Also, the concrete troughs in the Charlie retention area have been cleaned out and
  debris removed.
• The fountains will be removed to storage for the winter before Thanksgiving.
• Viv Bibler reported that she remains in contact with the City of Englewood in our effort to have the
  section of Moss Creek that receives drainage from the Charlie Dr. retention area dredged and
  cleaned out. The city has already done this work south of Wenger Rd., but has yet to begin work
  on the creek on our side of Wenger (north of Wenger). We still have drainage issues to deal with in
  the Charlie Drive retention area, but we need to wait for the work to be completed on the creek so
  we can determine how best to proceed, and what needs to be done to ensure proper drainage.
• The irrigation systems for both entrances have been shut down for winter.
• Viv is in the process of getting estimates for the mowing, irrigation maintenance, and landscaping
  upkeep for next year. She has contacted several companies. We have a large area of land to be
  maintained for the association, and it’s challenging to find companies to take on the variety of
  services we need.
• Holiday decorations will be installed at both entrances within the next several weeks.

New Business

• Mary Lynn has updated the list of Homeowners. We have had several homes sold recently, and those new names will be added as we learn them. The current list can be found on the website.
• Adjournment 1) Jeff Hobbs 2) Viv Bibler
• Meeting adjourned at 4:55 pm

Millwood Profit / Loss Statement – 2018

Millwood Homeowners Association

Minutes

Millwood Homeowners Association Board Meeting
April 28, 2019
Call to Order – 3:30 pm
Attendance – Mary Lynn Gothard Kent Crabtree Joann Smith Jeff Hobbs Viv Bibler
Sheri Coleman
Review of Minutes from Previous Meeting – posted on the Homeowners Association website
Unfinished Business

• Kent presented an updated list of homeowners who have not paid their 2019 dues. In addition to the annual bill in
January, Kent has already sent one reminder notice to those who are delinquent. Mary Lynn has also attempted to
contact those who are on Next Door through private messaging. Per the by-laws, any homeowner who has not
paid annual dues by the date of the annual meeting (May 9, 2019) will have a lien placed on their property. Those
who are currently delinquent will receive another reminder through the mail before the annual meeting.

• Retention area behind Deeter and Charlie – Viv and Dave Barhorst have walked the area several times and
documented the problems. Viv has been in contact with the City of Englewood, and Bill Singer as well as another
city employee, Al Butler, who deals with these types of issues have also been here to see the issues. It appears
that part of the problem is being caused by a lot of high water and silt in the creek, which impedes our drainage.
Bill Singer has proposed that the city clear out the creek in the section on the south side of Wenger Road. He
thinks that if the debris and pathway for the water is cleared downstream it will allow free flow of water on our side
of the creek, which should improve our drainage.

• We still have some major work that needs to be done in the retention area, in conjunction with what the city is
proposing. We anticipate having to do some regrading, repair of pipes and drainage troughs, and possibly installing
loose rock berms along the edges of the troughs to help stop grass and other debris from interfering with the
drainage.

• Jeff has three bids from tree removal companies to take out the dead trees from around the Denwood retention
pond. The weather has not been cooperative. It was decided to get a final quote from Helping Hands and sign the
contract with them to do the work at the first possible opportunity. In addition to the retention pond area, they will
also remove several dying pine trees along the easement to the Retention area off of Charlie, and at the west side
of the Wenger Road entrance to the neighborhood.

• The fountains are working well. We have several lights to replace, and they’re ordered. Jeff will secure services to
have the pond water treated to stop the buildup of algae.
New Business

• Viv has noted some overgrown bushes and loose pavers at the Union Road entrance. We will consider the best
course of action at a later date, dependent upon the cost of the repairs to the retention areas and the tree removal.

• GreenTech will be opening and inspecting the irrigation systems at both entrances in the next week or so.

• Bill Singer will attend the annual Homeowners meeting on May 9 to discuss the retention area off of Deeter and
Charlie and to answer questions.

Meeting adjourned at 5:15 p.m.

Millwood Homeowners Association Board Meeting
Dec. 2, 2018

Call to Order – 4:00 pm

Attendance – Mary Lynn Gothard Kent Crabtree Joann Smith Jeff Hobbs Viv Bibler
Sheri Coleman

Review of Minutes from Previous Meeting – posted on the Homeowners Association website

Unfinished Business

• We continue to look for an excavator who can give us an estimate on the much needed repairs of the retention area off of Deeter and Charlie. Mary Lynn has contacted several, and they were either uninterested in the job, or scheduling months out. We are currently on a waiting list with one contractor. We have learned through discussion with several professionals the job may be more expensive than we first anticipated. We anxiously await the estimate so we can better understand the full scope of the repairs.

• All bills and expenses for the year are accounted for and have been paid.
• All homeowners’ dues have been collected. Our revenue was approximately the same as it was for 2017.
• The weather has been uncooperative for the tree removal that is needed near the retention area on Denwood. It never really got dry enough this summer for an extended time to be able to have it done. We are looking at possibly scheduling it this winter if the ground freezes hard enough.

New Business

• Greentech will be contracted to care for the common areas again in 2019. They will make two additional visits in 2019 compared with 2018. We had some issues this year with weeds and trimming at the entrances that will be resolved by these additional applications.

• Board members discussed the association’s annual expenses and income. Although we have some money in reserve, we are looking at several large maintenance issues (i.e. the retention areas, the tree removal, and rising costs for mowing, weeding, and treating the common areas). As the neighborhood ages, we are incurring expenses such as the replacement of curbs by the pond, and the need to replace aging parts of the irrigation systems. This year, our expenses averaged out to about $127.00 per household. After much discussion, we determined the need to raise annual dues to $175.00 per household. This will ensure that we have sufficient funds for the maintenance we are aware of, as well as provide a safety net for future expenses.

• The idea of creating a directory for the neighborhood has been presented. We discussed the pros and cons of having personal data available, and whether we need it, with the existence of Next Door and the homeowners website. This idea will be presented to the homeowners at the annual meeting in May for input and a possible vote.

Meeting adjourned at 6:00 pm

1/28/18 – Minutes

12/2017