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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

New Business

 

Millwood Profit / Loss Statement – 2018

Millwood Homeowners Association

  Bank Balance – 12/9/18 $16,167.47    
               
          Jan 1 – Dec 9, 18   % of Income
  Ordinary Income/Expense      
    Income      
      Dues 24,600.00   100.0%
    Total Income 24,600.00   100.0%
    Expense      
      Lawn Services      
        Lawn Services – Other 6,383.30   25.95%
        Beds 1,397.51   5.68%
        Treatment 718.26   2.92%
      Total Lawn Services 8,499.07   34.55%
      Repairs      
        Electrical 4,380.50   17.81%
        Cement 2,718.00   11.05%
      Total Repairs 7,098.50   28.86%
      Maintenance      
        Irrigation 1,385.79   5.63%
        Pond 750.75   3.05%
        Entry 27.87   0.11%
      Total Maintenance 2,164.41   8.8%
      Utilities      
        Gas & Electric 926.68   3.77%
        Water 902.88   3.67%
      Total Utilities 1,829.56   7.44%
      Insurance      
        Comprehensive 975.00   3.96%
      Total Insurance 975.00   3.96%
      Postage 225.54   0.92%
      Decorations 50.00   0.2%
      Domain Name 12.17   0.05%
    Total Expense 20,854.25   84.77%
  Net Ordinary Income 3,745.75   15.23%
Net Income   3,745.75   15.23%
  Bank Balance 12/31/2017   $12,271.22        
                       
          2017   2016   $ Change   % Change
  Ordinary Income/Expense              
    Income                
      Dues 24,600.00   23,850.00   750.00   3.15%
    Total Income 24,600.00   23,850.00   750.00   3.15%
    Expense              
      Decorations 1,638.35   697.13   941.22   135.01%
      Insurance              
        Comprehensive 694.00   680.00   14.00   2.06%
      Total Insurance 694.00   680.00   14.00   2.06%
      Lawn Services              
        Treatment 40.24   0.00   40.24   100.0%
        Lawn Services – Other 7,142.07   11,422.11   -4,280.04   -37.47%
      Total Lawn Services 7,182.31   11,422.11   -4,239.80   -37.12%
      Maintenance              
        Drainage 0.00   663.61   -663.61   -100.0%
        Entry 878.05   0.00   878.05   100.0%
        Irrigation 1,411.02   2,821.49   -1,410.47   -49.99%
        Pond 536.25   785.07   -248.82   -31.69%
      Total Maintenance 2,825.32   4,270.17   -1,444.85   -33.84%
      Office 0.00   20.37   -20.37   -100.0%
      Postage 280.06   292.48   -12.42   -4.25%
      Reconciliation Discrepancies -150.00   0.00   -150.00   -100.0%
      Repairs              
        Electrical 0.00   605.65   -605.65   -100.0%
        Fountain 418.75   0.00   418.75   100.0%
        Repairs – Other 1,100.00   155.70   944.30   606.49%
      Total Repairs 1,518.75   761.35   757.40   99.48%
      Subscriptions 50.00   0.00   50.00   100.0%
      Utilities              
        Gas & Electric 1,256.76   1,657.41   -400.65   -24.17%
        Water 802.68   855.57   -52.89   -6.18%
      Total Utilities 2,059.44   2,512.98   -453.54   -18.05%
    Total Expense 16,098.23   20,656.59   -4,558.36   -22.07%
  Net Ordinary Income 8,501.77   3,193.41   5,308.36   166.23%
Net Income     8,501.77   3,193.41   5,308.36   166.23%

Minutes

Millwood Homeowners Association

May 9, 2019

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

Introductions – Mary Lynne introduced all Board members present, as well as Bill Singer, Director of Development for the City of Englewood.

Order of Business

(a)Roll Call – board members present were President Mary Lynn Gothard, Treasurer Kent Crabtree, Trustee Viv Bibler, Trustee JoAnn Smith, Trustee Jeff Hobbs, and Secretary 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 – minutes from the 2018 Annual Meeting were read aloud by Sheri Coleman

Motion to accept minutes 1) Ray McDonald moved to accept the minutes as presented

2)Tina DeLaet seconded

Minutes were accepted

(d)Reports of ocers – President –

Mary Lynn invited Bill Singer to take the floor. He gave the group an overview of the City of Englewood’s government and current projects that are underway. Members present were invited to ask questions, and a number of questions about empty business properties and the water softening project being undertaken were discussed. It was both interesting and informative for all present.

Regarding Moss Creek and the drainage issues our neighborhood is experiencing behind Deeter and Charlie, the city is involved and is working with the Homeowners Association. The water level in the creek has risen to a level that interferes with the outflow pipe from our

retention area when we experience heavy rains. The City of Englewood has been working in and around the creek on the south side of Wenger Road. They have removed a lot of debris. The weather this spring has prevented the use of heavy equipment so far, but when weather and schedules permit, Englewood will dredge Moss Creek. It has been dredged once before that we know of, about 12 years ago. Mr. Singer is hopeful that with the removal of debris and the dredging on both sides of Wenger Road, the water level will be lower and will not cause the severe flooding we have been seeing in the retention area. The Board is appreciative of the city’s attention and eorts. Mary Lynn thanked Mr. Singer for attending the meeting.

Mary Lynn also expressed thanks to members of the Homeowners Board and Trustees for their time and eorts.

Thanks were extended to Viv Bibler, Tina DeLaet, and Sheri Coleman for planting the flowers at both entrances this year.

The Board and Trustees met face to face twice in the past year. In addition, they are in regular contact via texts.

Mary Lynn noted that our by-laws were written in 1993. It’s time to look at updating them. In particular, there have been many changes in types of available building materials, satellite dishes, etc. We will be getting information and seeking members’ input as we begin to look at making any updates to the by-laws. One member present has access to by-laws from another local HOA, which may prove helpful.

Treasurer – Kent Crabtree reported that we have a balance of $ 40,000 in the bank. That seems high, but it is earmarked for significant expenses we are anticipating. As of tonight, we have received annual dues from all but six homeowners. In accordant with our by-laws, a lien will be placed on the homes of people who do not pay their dues.

Maintenance for the neighborhood is proceeding on schedule.

Trustees –

JoAnn Smith reported that regarding her greeting new neighbors as they move into Millwood, she has learned the city of Englewood has a detailed welcome packet that they mail to new residents. JoAnn has continued to send new members a copy of the welcome letter from our website and a list of all homeowners in Millwood.

JoAnn has decided not to continue as a trustee at this time, though she is willing to help from time to time if needs arise. Mary Lynn extended our thanks to JoAnn for her service these past two years, and for the new ideas and perspective she has brought to the Homeowners Board and Trustees.

Viv Bibler reported on our continued retention area issues. We will still need to do considerable work on the retention area after the Englewood finishes their work. We have debris to clean out of the retention area, which should be done on a yearly basis. Viv will contact Helping Hands to clear debris. Also, we anticipate needing to regrade and possibly redo some of the drainage culverts and pipes that have settled over time to ensure proper drainage. Dave Barhorst has been helpful in meeting with Viv and Englewood personnel to try and determine the best way to resolve the drainage problem.

Viv has contacted Green Tech to address grass being blown into the pond when they mow.

We have had some incidents of people fishing in the pond, even though it’s clearly posted that fishing is prohibited. This brings liability concerns, as well as possibly depleting the fish in the pond. The fish were placed there to help control algae. Also, we have noticed children from time to time throwing rocks into the pond.The rock border that edges the pond plays a part in protecting the pond from erosion. If you notice anyone fishing or people throwing rocks into the pond, please ask them to stop and to leave the pond area.

Jeff Hobbs reported that the fountains were able to be installed and begin functioning on time this year. Last year we were delayed for a while waiting for DP&L to be able to replace an electrical line that had shorted out. We do have several lights out at the pond and new ones have been ordered.

Jeff has made several calls to Lake Doctors about the algae we have on the pond, but they have not yet been able to come. He will continue reminding them.

We still have several trees in the retention area off of Denwood that need to come out. Helping Hands has been contracted to do the job. In addition, they will remove a couple of trees from the west side of the Wenger Road entrance to ease the overcrowding there. Helping Hands will also remove a couple of pine trees that are dying, located along the easement drive to the Charlie / Denwood retention area.

Irrigation heads will be replaced at the north side of the Union Road entrance. They’re old and aren’t functioning properly.

(f)Election of Trustees – two Trustees’ terms expire this year: JoAnn Smith and Jeff Hobbs.As mentioned previously, JoAnn has chosen not to run for reelection. Jeff is willing to serve

again if elected. Tina DeLaet, who has served as a Trustee in the past, is interested in serving again if elected.

Mary Lynn opened the floor to nominations for Trustees. These are two-year terms.

Kimball Ragan nominated Jeff Hobbs and Tina DeLaet. Clay Robison seconded the nomination. A vote was taken. Jeff Hobbs and Tina DeLaet will serve as Trustees for the next two years.

(g) Unfinished Business – as discussed in Trustees’ reports (retention areas, tree removal)

h)New Business – The City of Englewood has a regulation against leaving grass clippings on the street after mowing. Several neighbors have noticed this becoming a problem, possibly with some of our newer neighbors who may not be aware of the law. There has been an inquiry about this on NextDoor from Mr. Gibson. Mary Lynn will respond on NextDoor. Also, next year when we mail the notices about the annual meeting, we will include a reminder about this issue.

Motion to Adjourn – 1) Dave Barhorst

2) Irene McCreight

9:00 pm

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

Millwood Homeowners Association Board Meeting
January 28, 2018
 
Call to Order – the meeting was called to order by Mary Lynn Gothard
 
Attendance – Mary Lynn Gothard, Kent Crabtree, Joann Smith, Jeff Hobbs, Vivian Bibler,
Sheri Coleman
 
Old Business –
•  End of year financial information has been compiled by Kent Crabtree.
•  We currently have approximately an $28,800 balance to begin 2018. Annual Homeowners’ dues are
still coming in, with the due date of Jan. 31.There are approx. $8,100 in remaining outstanding dues.
• Green Tech was responsible for maintaining the common areas last year. They will be contracted again for 2018, with updates to the contract to include more frequent maintenance of the beds at both entrances.
• There are currently two homeowners in the process of obtaining permits and trustee signatures for projects on their property
 
New Business-
• There are three trees in one of the retention areas that are dead and need to be removed. The trustees will seek bids and an effort will be made to have the tree removal done as soon as possible
• There is an issue with a drain pipe that leads from one of the retention areas to Moss Creek. The trustees will have an excavation company assess the situation and determine how best to solve the problem. Once we know what or if anything needs to be done, a decision will be made as to how best to proceed.
 
Assignment of Responsibilities for 2018 –
• Viv Bibler will maintain contact with Green Tech as the year progresses, and make sure the common areas are being maintained according to the contract
• Jeff Hobbs will secure bids and contract to remove the dead trees in the retention area, and will work with Helping Hands to have the fountains restarted and maintained in the pond at the Union Road entrance.
• Joann Smith will interact with new homeowners in the association, ensuring that they feel welcome and informed about our neighborhood. She will also explore the creation of a welcome packet for future new members.
 
Good of the Order – no items
 
Adjournment –
 
Respectfully Submitted,
Sheri Coleman

12/2017