MillRidge Homeowners Association

2025 Owners Meeting Minutes

Date: December 18, 2025 Time: 6:30 PM Location: Avon Library Board Members Present: Jamie Natole, Rockell Churby Llanos Management: Jim Votruba (Renner Management) Homeowners Present: 11 addresses present in-person, 5 proxies

Call to Order

The Owners Meeting was called to order at 6:30 PM.

A notice was sent to homeowners via email and mail indicating the annual meeting was to be held on Thursday, December 18, 2025 at 6:30 pm at the Avon Library. This notice included a proxy.

Out of 130 homes, there were 11 units represented in person and 5 proxies representing owners. Homeowners 36540 Rummel Mill & 36553 Rummel Mill motioned to waive the reading of the minutes from 2025 during the meeting. Copies were provided to all homeowners in attendance. 

Board Vacancy & Community Engagement

The Board announced one open Board position for a two-year term, created by the resignation of Jennifer Weaver. No nominations or volunteers were received during the meeting.

• If no volunteers come forward, the Board will appoint a qualified homeowner to fill the vacancy.

• Homeowners interested in learning more are encouraged to contact the Board via the official HOA website or email, with no immediate commitment required.

• The Board emphasized using formal communication channels rather than social media to ensure accurate, respectful, and productive discussions.

The Board reaffirmed its commitment to re-engaging all 130 homeowners, improving participation, and strengthening trust through transparency and consistent communication.

Communication System & Website Launch

The Board announced the launch of the new HOA website: www.millridgehoa.org

The website serves as the central hub for:

• Meeting minutes

• Announcements and updates

• Community documents

• Project information

• Contact information collection
  

Key points:

• Homeowners are strongly encouraged to complete the contact form to ensure they receive important notices, voting information, and meeting invitations.

• A new email system tied to the website improves deliverability, tracking, and continuity, especially during management transitions.

• The Board will gradually move away from individual email communications to consolidate all official messaging through this system.

• Residents are encouraged to mark HOA emails as “safe” and reply when possible to improve future delivery.

The Board acknowledged ongoing email delivery challenges due to spam filtering and is working with IT professionals to further improve communications.

Financial Overview & Budget Summary

The Board reviewed the 2026 budget and HOA Fees, which remains unchanged at $450 per homeowner.

Annual Budget Overview:

• Total Budget: ~$60,975
  

Key discussion points:

• Landscaping costs have increased significantly from approximately $12,000 in 2022 to $28,000 today.

• The increase is due to a switch in landscaping companies. 

• Beginning last year (2025) the City alerted us they will be discontinuing maintenance in creek areas, requiring monthly contractor mowing on Mills. Will continue this discussion with the City.

• While the current landscaper has improved community appearance and reliability, the Board will continue to seek alternative bids when contractually feasible.

• The current landscaping contract is locked in for two more years of a three-year term.
  

Reserve Status:

• Current reserve balance is approximately $10,176, below the ideal level outlined in the community’s reserve study.

• The Board plans to prioritize replenishing reserves with any excess funds over the course of several years, rather than increasing annual dues.

  
  

Dues Collection & Late Fee Waiver

The Board announced a one-time goodwill waiver of 2025 late fees, under the following conditions:

• Late fees for 2025 dues will be waived if paid in full by January 31, 2026

• Legal fees and late fees from prior years are not waived

• This waiver is a one-time accommodation, not a permanent policy change
  

Additional notes:

• Approximately 41 homes remain unpaid, representing roughly $26,000 in accounts receivable

• The budget must assume 100% payment to cover fixed expenses

• Continued nonpayment impacts reserve rebuilding and long-term financial stability

• After January 31, 2026, enforcement will proceed per bylaws, including collection letters, liens, and legal action including potential foreclosure.

Homeowners are encouraged to communicate early through official channels to avoid unnecessary legal costs.

Transparency & Historical Financial Records

In response to homeowner requests, the Board committed to providing historical financial data dating back to 2020, including:

• Annual budgets

• Line-item expenses

• Reserve contributions and usage
  

Jim will compile and distribute this information to requesting homeowner within 30 days, following Board review and approval.

The Board acknowledged challenges caused by prior management transitions and emphasized a focus on moving forward with accountability, clarity, and fiscal responsibility.

Voting Rights & Governance Clarification

The Board clarified that:

• All 130 homes count toward quorum and approval thresholds, regardless of dues payment status

• Homeowners not in good standing lose voting privileges but still count toward quorum, complicating approvals
  

The Board will consult legal counsel to confirm:

• Whether unpaid homeowners should be excluded from vote counts

• Options for potential bylaw amendments
  

Discussion included interest in possibly lowering approval thresholds from 75% to a simple majority to improve decision-making efficiency, to be considered once community trust and financial stability improve.

Action Items

Jim

• Compile and distribute historical budgets and financial data (by January 15) to requesting homeowner.
  

Jamie Natole

• Continue collecting homeowner contact information via the website

• Manage HOA email communications and E-Blasts
  

HOA Board

• Review and approve financial disclosures prior to distribution

• Consult legal counsel regarding voting rights and quorum rules

• Continue evaluating landscaping vendors for future contract periods
  

All Homeowners

• Complete the contact form on the HOA website

• Submit dues payment by January 31, 2026, to qualify for the late fee waiver
  

Adjournment

The meeting was adjourned at 7:46 pm by 4987 Clifton Mill and seconded by 36553 Rummel Mill Dr.

If you have any questions, suggestions or ideas about things discussed at our annual meeting please don't hesitate to reach out to the board at board@millridgehoa.org