Bradford Farms Home Owners’ Association
Board of Directors’ Meeting
June 15, 2004
The meeting was called to order at 7:07 by Jim Terry, President.
Board Members Present: Jim, Terry, David Seitz, Rosemary Terry, Alisa Gaultney, and Joe Bradford
Board Member Absent: Vonderri Morris
Property Manager Absent: Lois Brown
Visitor: Carolyn Glazik
Reading of the Minutes of the May Meeting: The minutes were read and approved via email.
Treasurer’s Report: A deposit of $700.00 was made to the Bradford Farms Home Owners’ Association account. The amount of $5106.25 has not been paid for dues this year for 28 homes and 3 vacant lots. The amount of $6550.00 has not been paid for past dues for previous years.
Property Manager’s Report: The monthly financial sheet was distributed to the board members by Jim Terry. It was noted that Lois Brown has not transferred $1900.00 from the CD to the operating account as requested at the May meeting.
Architecture Committee Report: There was no architecture committee report.
Landscaping Committee Report: There was no landscaping committee report.
Social Committee Report: There was no social committee report.
Welcome Committee Report: There was no welcome committee report.
Old Business: Letters were sent to home owners in the Bradford Farms Subdivision who had covenant violations. Some names and addresses were incorrect because the data base was not up-to-date. Alisa Gaultney has assumed responsibility for the data base and it will be brought up-to-date as soon as possible.
Alisa Gaultney has attempted to contact the property manager for reimbursement for sod. The property manager has not communicated with Alisa, therefore Alisa has not been paid.
Lois Brown has not taken the bank signature card to Alisa for Alisa’s signature.
A letter from the Holloway Credit Bureau Company was sent to a resident of Bradford Farms Subdivision concerning his failure to pay association dues. He complained that he has attempted to contact the property manager and she has failed to communicate with him.
New Business: The board members voted to give the social committee responsibility for organizing and managing the community garage sale beginning next year.
Bob Wagner addressed the board and indicated he does not know the plans of the city for connecting a subdivision to Bradford Farms. Bob asked Jo Summers, city engineer, why the sidewalk has not been built, why the cross walk has not been made and why the front light has not been installed in the subdivision. She told him the items are on a list and will be done when the workers can get to them.
Peter Sullivan’s letter concerning possible annexation to another subdivision was reviewed. Joe Bradford will contact all candidates for election and ask them to meet with the board or send an article for our newsletter.
Rosemary Terry has assumed the duties of secretary for the Bradford Farms Homeowners Board of Directors.
Jim Terry circulated examples of reports that can be generated with the Microsoft Access program.
A check from a homeowner for $308.75 past dues and fees was given to the treasurer for deposit.
Jim Terry will arrange for all bills to the association to be due at the same date every month. He will arrange for as many bills as possible to be paid by automatic withdrawal.
A complaint has been made that dues are not being paid by the owners of the empty lots and the lots are not being mowed. The names of the owners of the lots will be turned over to Holloway Credit Bureau Company for collection of dues. The owners will be given thirty days to pay. The enforcement division of the Community Development Office will be notified that the lots are in violation of the city ordinances.
The board members agreed on the following duties of the board members and the property manager:
The president will send letters to homeowners concerning violations of the covenant.
The secretary will record the minutes of the meeting, send them via email to the board members for approval, and send the approved minutes to the web master for inclusion in the monthly newsletter.
The treasurer will make deposits monthly, post payments to the database, obtain information of new residents from the welcome committee and put the information into the database, check the mail for all checks and possible delinquent bills, and print reports as needed.
The property manager, in a timely manner, will write checks, place liens, prepare the budget, consult with the attorney, and communicate with the president of the board and the other board members.
Alisa will call some other home owners’ associations in Madison to find out how they manage their subdivision, what property manager they have and what services the manager provides.
Lois Brown will be given a written list at the end of each meeting with the items to be accomplished by the next meeting and proof that they were done.
The next board meeting will be July 20 at 7:00 pm.
The meeting was adjourned at 8:37 pm.
Respectfully submitted,
Rosemary Terry,
Secretary