BRADFORD FARMS HOMEOWNERS ASSOC. BOARD

MEETING

Members present: Meeting convened at 7:00 PM. Board members Dick Clem, Mark Wilson, Keith Ryan, Rick Holman, Kathy Short, Vonderri, were present in Dick Clem’s home.

Visitors present: Association residents Rosemary and Jim Terry, 208 Bridgeway Circle, who were interested in running for positions on the Board and want to sit-in to see how things ran.

Secretary Report. Aug. meeting minutes were presented and approved unanimously by the Board.

Treasurer’s Report.

(1) Board reviewed the Treasurer’s report as presented by Lois. The report was approved unanimously.

New Business:

(2) Fence situation on Champions Green Court. Completed. Original bid was $2150.

Final price was $1990. Dick wanted to use the extra money to extend the fence.

Board approved unanimously.

(3) Social Committee Report. NSTR.

(4) Discussion on Treasurer’s function and ability of QuickBook to Maintaine financial records. Discussion centered on who handles what functions. The treasurer handles all incoming money, reported by the Treasurer and inputted into QuickBooks. Carolyn collects, reports $$ to Lois. Only Vonderri is doing the conversion to QuickBooks. QuickBooks is scheduled to go into effect as soon as the books are converted. This has not been done yet and will take some time. Conversion started in Sep 03 but has taken so long because all homeowners had to be inputted into the system. Board agreed that we would do QuickBooks only for this year and beyond since 03 was complete and books were final.

(5) Request of Harper’s Hop resident to purchase easement property at 101 Harper’s Hop Drive. $2000 to re-plat. Homeowner wants to buy because he is maintaining it. Decision of board was NO until Harpers Hop joins the Association. At the time the Board agreed we could re-plat the entire Harpers Hop area. Also for legal reasons the Board decided it did not want to do this at this time and also didn’t want to spend the money it would cost.

(6) Status of the front entrance (sprinkler system, sodding of bare areas, replacement of shrubs, planting of flowers). Sprinkler system had a broken pipe; low voltage electrical valve will be replaced, shrubs and planting done by the landscaping committee with the assistance of Enchanted Forest.

(7) Annual meeting information. Items to remember: sign-in sheets and committee sign-up lists, which Mark will prepare; have received 14 proxy’s to date; dick passed out a list of names for Board members to call to remind them of the annual meeting.

(8) Dues. Dues are due 29 February 04. Those that do not pay, as of 1 June 04, Board will send a letter giving them until 30 June 04 to pay, at which time if payment is not received a lien would be placed on their home. Board will also send a letter two weeks before the 30 Jun deadline notifying the homeowner they are late with their payment. Dick is looking to go to mortgage companies to see if they can identify a way to charge late fees, filing fees and so forth direct to the homeowner.

(9) Harper’s Hop into the Association. Mark has taken this action on for this year.

(10) Two residents who have been on the books as woing dues, one owing $125 and one owing $85, wanted the Board to waive these debts, each claiming they didn’t really owe the money. After discussion, a motions was made by the Board to forgive this debt. The motion carried 4 for and 1 against, Vonderi had left by this time and did not vote.

Old Business: NSTR.

Meeting adjourned: Approximately 8:55 PM.

Next Meeting: 20 February 2004, at Madison City Hall, 7:00PM.