Bradford Farms Homeowners Association
Board of Directors
June 21, 2005
The meeting was held at the Madison Assembly of God Church and was opened at 6:00.
Board Members Present: Jim Terry, Rosemary Terry, Dick Clem, and Paul Hurst
Board Members Absent: Alisa Gaultney, David Seitz and Keith Ryan
Property Manager Present: Lois Brown
Visitors Present: Tommy Overcash, Darnell Stair, Jerry Lyons, Linda Lyons, Bob Richardson, Philip Gaultney
Report from Tommy Overcash, city councilman: A city engineer has looked at the median and will determine the best way to make a cross walk. Adding a sidewalk in front of the empty lot will be the easiest project to complete. Tommy will find out if the city can put grass in the bare spots left by the construction of the new shopping center. Jim showed Tommy the areas behind Harpers Hop we want to donate to the city of Madison for a possible walking trail.
Tommy reported the city will open a CIP plan in the next couple of months for a new hospital in Madison. The city has made a proposal for the hospital. The city council is in the process of establishing seven voting places.
Reading of the Minutes: The minutes of the previous meeting were approved via email. After approval, the minutes were posted on the home page at http://bradfordfarms.com.
Treasurer’s Report: The treasurer’s report was given by Philip Gaultney. He reported the data base has been updated. The board voted prior to the meeting via email to accept Alisa’s resignation and to accept Philip Gaultney as board member and treasurer to complete the remainder of Alisa’s term on the board. A motion was made at the meeting by Dick to accept Alisa’s resignation. The board voted unanimously to accept her resignation. Rosemary made a motion to accept Philip Gaultney as a board member and treasurer. The board voted unanimously to accept him as a board member and treasurer to complete Alisa’s term. Philip told the board he is having problems using the access data base program. He asked the board to buy a program that will be easier to use. Jim asked Philip to look around for a suitable program. Philip agreed to try to find one.
Property Manager’s Report: The two signature check procedure has been set up. The last check signed with one signature was check number 587, written May 1, 2005.
The amount of the capital improvement CD is $13,477.80.
The cash balance on hand is $45,492.14.
The total expenses for the year at this time amount to $8,643.00.
Rosemary asked Lois to add a column to the spreadsheet giving the balance in each line item. Lois agreed to do this.
The number of fees paid for 2005 is 160. The number of fees not paid for 2005 is 26. The number of past due accounts for 2004 and before is 16 totaling $8,030.00. One homeowner is on payment status. There are 6 current accounts with a collection agency. The homeowner at 106 Champions Green Lane will be dropped from the collection agency and the association will collect his past dues with a lien. Total fees owed for 2005 are $3900.00. The board was asked to consider posting the addresses of the delinquent payers on the home page. This will be discussed at the July meeting.
Jim asked Lois to write a check for $100.00 to the Madison Assembly of God Church as a midyear token of appreciation for letting us use their church for our monthly meetings. Rosemary included the check in a thank you card given to the church.
The total cost of the picnic table and trash cans is $1,694.55.
The board voted in February to pay for the pole and cement for the bird house. Paul was asked to present the receipts to the board for payment
Architecture Committee Report: The trees along the sides of the first and second median have been trimmed.
Landscaping Committee Report: Dick has taken over as chairman of the landscaping committee. The weeds have been treated.
Welcome Committee Report: Jim read the report submitted by email from Sharon Ditto that Paul Hurst has taken over for Shonda Johnson on the Welcome Committee. He will watch for realty signs on Barrington Hills Drive and Barrington Hills Court. Thank you to Shonda for her work on the committee for the past several years.
Old Business:
1. Jim stated the proper way for residents to request approval from the architectural committee is to send a written request to the board. The architectural committee will make a recommendation to the board. The board will make the final decision of the request. There are no records of any requests by homeowners or any approval by the architectural committee or by the board of any requests.
2. The sequence of member fee notices is as follows:
Past due with intent to place a lien on property – June 1, 2005 - This has been accomplished.
Lien has been placed letter July 1, 2005 – Lois will send these letters out July 1.
3. The quarterly letter including the minutes of the quarter will go out July 1.
4. Dick Clem started a discussion of the request for an inflatable above ground pool by the residents of 124 Champions Green Drive that was disallowed by the majority of the board members in the May meeting. The architectural committee approved the pool and sent a letter to the homeowner without any communication to the board and without a recommendation to the board. Dick refused to accept the decision of the board and he refused to accept the fact that the board has the final ruling on a decision. He called for a vote to have the board rescind the decision of the May 17 meeting. The board voted on this motion and the majority of board members, Dick Clem, Paul Hurst, and Philip Gaultney voted in favor of rescinding the decision. Jim Terry and Rosemary Terry voted against rescinding the decision. Dick argued that every request for a pool should be evaluated on its own merit. He argued that the pool is not a pool but an inflatable toy. A picture of the pool and a copy of the request for installation are at the following links:
http://www.bradfordfarms.com/images/jun05pic1.jpg
http://www.bradfordfarms.com/images/jun05pic2.jpg
The residents of 124 Champions Green Drive asked the board if the bylaws could be changed to allow them to have the pool. The president of the board told them a change of bylaws requires a two-thirds vote by the members of the homeowners association. They then asked for approval of the pool because it is inside their fence and is not visible to other people. A discussion followed in which Dick made a motion for a committee to meet with the architectural committee to determine a definition of an above ground pool. A majority of the board voted to allow him to meet with the committee for this purpose. Members voting for this motion were Dick Clem, Paul Hurst, and Philip Gaultney. Members voting against this motion were Jim Terry and Rosemary Terry. A report will be made at a future meeting.
Paul Hurst made a motion that a three member committee from the board be appointed to work with the architectural committee to determine the correct names of the committees, their duties, and the scope of their authority. The committee will report to the board at the July meeting. The board voted unanimously to accept this. No committee was appointed during the meeting.
5. Jim reported that the city council voted to allow us to have a no parking sign at the entrance to the subdivision where people park cars they want to sell. It may take some time for us to get the sign because the request is low priority.
6. Jim displayed a map of Bradford Farms and asked members to mark the common area around Harpers Hop. The board has offered to donate this area to the city for the Green Way Project. Jim will give the information to Bob Wagner.
7. The board voted unanimously to allow Ware Tree Company to remove the tree stump in the median for a cost of $50.00.
8. The discussion of the “Yard of the Month Award” will be carried over to next month.
9. Turf Tamers has been paid.
10. The animals have not been removed from the pond.
New Business:
1. Jim sent letters to people who need to do yard work. Some letters were returned because Jim does not have a current data base. Philip will give Jim an updated copy.
2. Work on the gazebo roof will begin tomorrow. The job will take one day and Rosemary requested a check to pay for the work when the job is completed to satisfaction. The final cost is $1,155.29. A check was written and given to her.
3. Painting of the gazebo will begin when the roof work is finished.
4. Paul reported that he went to Bennet’s Nursery and got a suggestion to plant Cleveland Pear trees in the median. The board asked for three bids for the exact number of trees needed and the cost, not a partial replanting.
5. A homeowner asked for a report on who gave permission and who planted six trees on common property behind Linda Valentine’s house. Dick will find out and report next month.
6. Darnell Stair wants a letter to be sent to a neighbor to cut his grass. Jim will send a letter to the homeowner to try to solve the problem.
7. Bob Richardson asked Jim to write a letter to the city thanking them for spraying for mosquitoes in the Bradford Farms Subdivision. Jim will write a letter.
The meeting adjourned at 8:05 pm.
The next meeting will be July 19, 2005.
Respectfully submitted,
Rosemary Terry,
Secretary
