Bradford Farms Home Owner’s Association Meeting

 

Board of Directors Meeting

 

April 20, 2004

 

7:07 PM – The meeting was called to order by President Jim Terry.

            Mr. Terry Noted that Councilman Marc J. Jacobson, City Council District 5,

            would address the meeting.

 

Board Members Present:  Jim Terry, Rosemary Terry, Alisa Gaultney, Joe Bradford, David Seitz, and Peter Sullivan.  Absent: Vonderri Morris.

 

Guests Present:  Dick Clem, Carolyn Glazik, mark Jacobson, David Churchill, Jason Brown, Matt Decke, and Darnesha Alexander.

 

Property Manager:  Lois Brown

 

Past minutes read into record:  March minutes were read and approved at the March Board of Directors Meeting.

 

Treasurer Report:  Forty HOA members have not paid their fees for 2004.  These consist of 37 homes and 3 lots.  The balance as of April 19, 2004 was $39,119.51.  Today’s deposit of $8425.00 provides a current balance of $47,544.51.  The board members continue to struggle to understand the budget and exactly what is being paid and how much is being spent.

 

Guest Speaker: Mr. Jacobson introduced himself as city councilman of district 5.  Marc assured us that he will provide us any assistance we require. Mr. Jacobson can be reached at Home – 469-9600, or e-mail marc.jacobson@ci.madison.al.us

 

Architecture Committee Report: No report was given.

 

Landscape Committee Report:  Mr. Dick Clem provided the board with a copy of the contracts for Landscape Maintenance and Front Entrance Maintenance.  Both are with A Cut Above Lawn Care.  A discussion followed about the two areas in the median that have dead grass or no grass at all.  Members agreed to the following steps:  (1) Locate a water source for the bare area.  (2)  Obtain a cost for replanting the area.  (3) If funds are available and the cost is reasonable, replant the area.  Dick is in the process of repairing the irrigation system.

 

Social Committee: No report was given.

 

Welcome Committee:  The committee chairperson was not present.  Board member Rosemary Terry provided a report based on the information provided to her by Sharon Ditto, the welcome committee chairperson.  The committee is composed of chairperson

Bradford Farms Home Owner’s Association Meeting

 

Board of Directors Meeting

 

April 20, 2004

 

 

Sharon Ditto, Linda Valentyne, Gloria Richardson, Carolyn Glazik, Donna Holman, Shonda Johnson, and Richard Clem.

The committee members welcome new members to their neighborhoods and the Home Owners Association.  When visiting the new home owners, data is collected for the HOA database and a copy of the covenant and bylaws are presented.  The following is a partial list of additional material provided:

1.  Calendar for the Madison City School Year.

2.  A gift basket or flowers.

3.  Information on local school zones.

4.  Schedule for garbage, recycle, and refuse collections.

5.  List of  the HOA officers and committee chairpersons.

6.  HOA Budget.

7.  List of community government offices and phone numbers.

8.  A list of Madison community organizations.

Board members were impressed by the content and professional appearance of the packet.

 

Old Business:

 

The crosswalk across Hughes Road was painted March 30, 2004.  A pedestrian controlled traffic light will be installed.

 

The bank signature card was incorrectly prepared.  Lois Brown’s name was not on the card.  The bank must now prepare a new card.

 

Collection letters for June 1, July 1, and July 8 were presented to the board.  Changes will be made.  The letters will be approved at the May meeting.

 

A safety reminder will be placed in the May Home Owners Newsletter cautioning people to drive slowly and to keep children out of the street.

 

Monthly lien report was presented as part of the treasurer’s report.

 

New Business:

 

The board continued to discuss the HOA budget as a method of understanding what the HOA is spending.

 

 

Bradford Farms Home Owner’s Association Meeting

 

Board of Directors Meeting

 

April 20, 2004

 

 

A new bank signature card will be prepared and signed by Jim Terry, Lois Brown, David Seitz, and Alisa Gaultney.

 

On time payment of bills was discussed and agreed upon.  A Cut Above sent the HOA a Bill for $1600.00.  This bill was due on March 25, 2004 and consisted of a past due balance of $800.00 and a current charge of $800.00.  Lois Brown assured the board that the payment was current and would talk to A Cut Above.

 

The letter concerning liens were discussed with Lois Brown.  The letters was not clear as to when liens would be placed.  In the future, letters will not be mailed until the board has edited and approved them.

 

The board agreed to use Holloway Credit Bureau’s services for sending out a notification for the collection of past due fees for a proposed fixed amount of $2.00 per notification.  The board will analyze the remaining number of and amount of outstanding debts and will then reconsider all the collection agencies again for the follow-up collection efforts based on the agencies’ proposed collection methods and cost.

 

Jim Terry was reimbursed for the cost of the post cards used in our Post Card Blitz.

 

E-mail thank you notes were sent by Sharon Ditto and Jason Rupert to the board for addressing the city council about the construction next to the Bradford Farms entrance.

 

Articles for the next news letter are due to Jamesterry3rd@knology.net by April 29, 2004.

 

Councilman Marc Jacobson’s e-mail address and telephone number have been added to the Bradford Farms Home Page.

 

It was announced that the City Council meets ever 2nd and 4th Monday.  The City Planning Committee meets every 3rd Thursday.

 

The HOA database will be reviewed for accuracy.  At least one home owner did not receive the letter concerning the 2004 fees.

 

The board agreed to give the property between Harpers Hop and the new commercial development to the home owners adjacent to the commercial development.  The property will be given to the owners if all agree to accept the property and the owners pay all expenses related to the gift.

Bradford Farms Home Owner’s Association Meeting

 

Board of Directors Meeting

 

April 20, 2004

 

 

 

 

The board decided to maintain the median known as common property for the remainder of this year’s lawn care contract.

 

Mr. Clem informed the board the HOA has a 99 year easement on the property where a small part of the North Entrance Wall sits.

 

HOA will publicly announce The Bradford Farms Yearly Community Garage Sale.  The sale will be on May 22, 2004 from 7:00 AM until 1:00 PM.  Jim Terry and Rosemary Terry will notify the HOA members via e-mail and phone calls.  Richard Clem will provide the Garage Sale Signs used last year.  Carolyn Glazik will place an advertisement in the newspaper.

 

March minutes will be prepared and sent via e-mail for additions, changes, deletions, and approval.

 

The next meeting will be May 18, 2004.

 

Meeting adjourned at 8:39 PM