1. Miller Farms Condominium Association
2017 Annual Meeting
7:00 p.m. May 16, 2017
Springfield Plains Elementary School

2. Agenda
Introduce Officers, Developers & Roll Call to determine voting power (35% is a quorum)
Review minutes of preceding meeting
Budget Review
Accomplishments
Buildout Details & Entrance Landscaping
Street Trees – Individual’s responsibility
Appoint inspector of election & Vote on Proposals:
Board of Directors: 1 Director
ACC: 2 members
Street Signs
Mailbox Cuffs
Trash Collection
Street Trees Relocation
Front Landscaping
Open Discussions & Motions from the floor
Open Space Discussion

3. Previous Meeting Minutes, May 17, 2016
Roll Call, sign-in to determine voting power. Quorum established
Financial Report (provided in handout)
Appointment of inspector of election – Chad Freitas
Board of Directors terms extended to align with May annual meetings
Voted to remove Gazebo from plans: passed
Voted for individual mailboxes: passed
Voted to replace corner fences with corner posts: passed
Motion from floor to change bylaws to be less restrictive: failed
Discussion from the floor to split dues into quarterly statements instead of annual
Director’s decision is to stay with annual (Volunteer treasurer, bylaws change, etc… Can set up escrow with bank)
Meeting Adjourned

4. Budget, Income & Reserves
Expected 2017 income is $15,950. Not all members have paid yet
Budget is less than income. Excess will go to reserves.
Ended 2016 with over $20,000 in reserves
Why do we need reserves? (Master Deed, Article IV)
Private road. Estimated life is 20 years, and repair costs are estimated at $80,000. Current plan is to save ~$4000/year to account for this expense.
Funds for repair of other “Common Elements” (target is $10,000 over a 10 year period)
Entrance monuments, well, landscaping, irrigation system, & electrical
Electrical, Telephone, Gas, Telecommunications
Storm water drainage system
Other Landscaping, Trail, Gazebo, Trees
Planning annual internal audits based on advice from accountants.
Likely in the October timeframe.
Will send out invitation to any interested in participating.

8. Gazebo Still need to collect signatures to file final paperwork
Gazebo structure refund of $3700 received in 2016 ($200 refund for corner fences)
Expenses to change bylaws to remove Gazebo: $3077 to date
Township Attorney - $350
Association Attorney - $1677
Architect - $1000
Still need to collect signatures to file final paperwork

9. Mailboxes Post cuffs available for $29.15 each + shipping
Mailboxes installed Fall 2016 at a cost of $
Thanks to the volunteers who helped assemble them!
Post cuffs available for $29.15 each + shipping
The Association is responsible for the maintenance, repair, and replacement of mailboxes
Mailboxes have a lifetime warranty, but each house needs to register. See Directors for details.

10. Timelines for Finishing Yards
Deadline
We are all past the 7 month deadline to finish the yards
The builders and township have pushed back the street topcoat to allow people time to finish their yards
If yards are completed after the top coat and the heavy equipment damages the road, it will be the owners responsibility to repair the road

11. Buildout Details & Entrance Landscaping
These items are required by the township
Clean up the front entrance (completed Fall 2016)
Get the sprinklers running (est. May 2017)
Extend the berm on Davisburg road (completed Fall 2016)
Plant the missing/dead development trees and (completed Fall 2016)
Put the top layer of asphalt on (est. July 2017)
from Collin Walls, Township Supervisor, regarding street trees: The street tree portion of Landscape Plan for Miller Farms shows a total of 34 street trees for the entire project.  Although they are depicted on the plan spaced like soldiers on both sides of the road that is not necessary in our ordinance.  In fact, irregular spacing and groups of trees are preferred but the final decision is up to you and/or the association as to how and where they are planted.   I believe that the plan for street trees contains multiple species so you are not required to have just Maples. When I do a final check on landscaping I will be looking for 34 total street trees and at least 2 on each unit. I will be looking for a total of 34 street trees of 2.5 in. caliper or larger so please keep that in mind. Collin

12. Street Trees We have 34 street trees designated throughout our sub
Each tree MUST BE 2.5”
The trees do not need to be in the exact spot located on the picture, however, you are responsible for the amount of trees needed

13. New Business

14. Street Signs
Should we order matching street signs for both entrances that match the style of our mailboxes?
Estimated cost for 2 is $1378

15. Trash Collection
If would would like to get a community one-time trash pick up, we can
Community Disposal Services has offered us the best pricing
$45 Quarterly
Includes trash (up to 10 cans), recycle and 5 bags of yard waste weekly
Also, they can do pick up on heavy or big items. They just request that you call them ahead so they can have proper coverage for this
You can rent a 96 gallon garbage container on wheels for $2 more per month
Family owned and operated, very easy to work with
Smith’s Disposal
$51 Quarterly
Includes Trash, Recycling, yard waste.
Benefits
This will significantly help on minimizing the wear and tear on our road
We can work out timelines for people who are already on contracts with other providers

16. Front Entrance Landscaping
Maintain existing front entrance:
Any volunteers to weed the front entrance at least monthly?
If not, we can pay our current landscaper. This will cost $700-$1200 per year
Improve front entrance
Should we improve the front entrance?
Any volunteers interested in planting flowers?
How much should we improve the entrance
Small (~$1000-$3000): Homeowners plant flowers
Medium (~$ $10,000): Landscaper plants flowers and refreshes beds
Large ($15,000 and up): Improved hardscape, lighting, plants

17. Front Entrance Landscaping 6/26/2017

18. Discuss & Vote on Proposals
Appoint inspector of election & Vote on Proposals:
Board of Directors: 1 vacancy (2 year term)
ACC: 2 Members (1 year term)
Street Trees: Allow homeowners with front septic systems to relocate street trees
Will require approval from BOTH Association and Township Supervisor
Original homeowner will remain responsible for all future replacement of trees per the bylaws (6.11)
Trash Service: Common trash carrier
Should we switch to a common carrier?
If the Association is required to pay by a single check, this fee will be added to the annual dues
When should we switch?
New Street Signs
Improving front entrance

19. Discussions from the floor
Proposal 6
Proposal 7

20. Ways to Communicate Email: Website: millerfarms.org
– contact all 3 directors
– contact everyone in the neighborhood. DO NOT SPAM!!!
If you are not on this list, please leave your on the sign-in sheet.
Make sure you add these to your trusted senders list or it will likely get caught in your spam filters.
Website: millerfarms.org
General information
Blog style. Contact the Directors if you are interested in posting or helping to maintain
Forum – link on the website, or millerfarms.org/forum
Private space for community discussion. Must register to view or post.
Contact the Directors to get registered if you are not already.

21. Backup

22. Open Discussions – Questions from Members
Can we Have Gardens?
No regulations against having gardens on your own lot
Fencing NOT allowed without association approval
NO livestock allowed (Bylaws Section 6.6)
NO planting on open space without permission (Bylaws Section 6.28)
How do I get a structural approval?
If you have built a deck and did not receive Association approval (Bylaws Section 6.18 & 6.24), please send your request for approval to
How long do I have to install landscaping (Bylaws Section 6.22)
7 months from the date of completion of your Unit

23. Open Space What & Where is the Open Space? How can it be used?
Who can use it?

24. Open Space Gray area is the Open Space
Access path between lots 10 & 11
Can also access at Bridge Lake entrance, east of lots 14 & 15
How can it be used? (6.17)
No motorcycles, snowmobiles, motorized recreational vehicles
No firearms, BB guns, Bows
Who can use it?
All 22 houses have full access

25. Bylaws References