Miller Farms Condominium Association 2016 Annual Meeting 7:00 p.m. May 18, 2016 Springfield Plains Elementary School

Agenda  Introduce Officers, Developers & Roll Call to determine voting power (35% is a quorum)  Read minutes of preceding meeting  Budget Review  Buildout Details & Entrance Landscaping  Appoint inspector of election & Vote on Proposals:  Extend Board of Directors terms by 6 months  Remove split rail fencing and replace with single 4x4 post  Remove gazebo structure  Allow Swing Sets  Open Discussions & Motions from the floor  Open Space Discussion

Previous Meeting Minutes, October 14, 2015  Introduced Developer, Roll Call  Financial Report (provided in handout)  Appointment of inspector of election – Heather Mills  Nomination and election of Board of Directors  Bryan Pryor – 2 year term  James Masterson – 2 year term  Brian Mirzoian – 1 year term  Surrender of Association documents, records, and monies to new Board of Directors  Set meeting between Developers and new Board of Directors to facilitate transition – 10/21/2015.  Meeting Adjourned

Budget, Income & Reserves  Expected 2016 income is $15,950. Not all members have paid yet  Budget is less than income. Excess will go to 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”  Entrance monuments, well, landscaping, irrigation system, & electrical  Electrical, Telephone, Gas, Telecommunications  Storm water drainage system  Other Landscaping, Trail, Gazebo, Trees

Spending October 2015 – Present

Buildout Details & Entrance Landscaping  Buildout Overview from Developers  Gazebo structure: $3,500  Corner fences: $500  Paver Patio, Benches: $1800  Stone path & Seeding $1,200  We are going to clean up the front entrance, get the sprinklers running, extend the berm on Davisburg road, plant the missing/dead development trees and put the top layer of asphalt on. These items are required by the township  Street trees are the individual homeowners responsibility and must be replaced with a sugar maple of 2 ½” caliper or larger. (Bylaws Section 6.11)  Any volunteers interested in planting flowers once developer is finished with entrance landscaping? If not, will just pay landscaping company to plant. No responses from forum topic.

Mailboxes  Proposal is to distribute mailboxes throughout subdivision in clusters of (HPWS4-700-LM) (Bylaws Section 6.19)  If Gazebo is removed, money from Gazebo can be used to install mailboxes  If Gazebo is kept, Association will purchase and install mailboxes at our own expense

Discuss & Vote on Proposals  Appoint inspector of election & Vote on Proposals:  Extend current Board of Directors terms by 6 months  Brian M – Extend to May 2017  Bryan P. & Jim M. – Extend to May 2018  Split Rail Fencing removal from plans. Replace with 4x4 post.  Gazebo Removal from plans  Do we want to allow swing sets to be approved by the Association? If yes:  Set up an Architectural Control Committee by voting at the Annual meeting  Comprised of 3 Directors and 2 members from the Association. Term limits: no more than 3 consecutive years on the architectural control committee  ACC will set up a written list of guidelines to be followed in the future at their first meeting.  If rejected by the Architectural Control Committee, proposals could be brought to a meeting and voted on by the Association for approval.  What is defined as a structure? Any permanent, non-movable feature that is installed  NOT a structure: Trampoline, small playhouse & portable playsets

Discussions from the floor  Proposal 5 Mailboxes  Yes, 1 at each house  NO - 2 groupings, each entrance  Proposal 6 Re-Vote on Gazebo  Yes – Remove the Gazebo  Proposal 7 -Architectural Controls Committee  Lisa Villella  Mary Lynn  Stephanie Morris  Sarah Mikola

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

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

Open Space  Gray area is the Open Space  Access path will be 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?

Ways to Communicate   – 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.

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