BRADFORD FARMS H.O.A. BOARD MEETING

MARCH 9, 2004

 

7:05 - Meeting called to order by President Jim Terry

          Mr. Terry noted that we were expecting Councilman Bob Wagner

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

Guests Present:  John Stoner, Rick Holtzman, Carolyn Glazik

 

Property Manager Present:  Lois Brown

 

Past minutes read into record:  January minutes were read and approved unanimously.

                                                      February minutes not at the meeting so will be read into

                                                      record at April’s meeting.

 

Treasurers Report:            Lois states that our accounting procedure is on a “cash” basis and

                                    not an “accrual” system.  However, she will do her best to show

                                    outstanding debts on the budget as in an accrual system.  Lois is

                                    now taking classes to learn Quickbooks.  There has been an

                                    additional deposit of $9593.25 since the spreadsheet was printed.

                                    Report approved unanimously.

 

Bob Wagner spoke: Mr. Wagner is one of our councilmen.  He reported that the city

                                    was supposed to complete our sidewalks with a larger project,

                                    however it was not done.  He will follow up to see if public works

                                    can do it.  Peter Sullivan presented a video of the intersection of

                                    Champions Green Dr. and Bradford Farms Dr.  The video was

                                    taken during the let out of school to show the number of children

                                    using that intersection in hopes of getting a stop sign.  Mr. Wagner

                                    said he would look into it.  John Stoner wants action taken on a

                                    barking dog from 132 Champions Green Dr.  Mr. Wagner will have

                                    letter sent and will handle with code enforcement.  Mark Jacobsen

                                    is the other councilman for the area past the creek.  Mr. Wagner

                                    also gave us a number for the Chamber of Commerce Business

                                    Recruitment if any residents are interested in helping business

                                    come to Madison.  It is 461-0518.

 

Architecture Report:  Request given to Rick Holtzman for a playhouse at 124

                                     Champions Green Dr.            

                       

Landscape, Social and Welcome committees:  No report

 

Old Business:              No discussion, no Feb report.

 

 

New Business

n      Library costs $15 for 2 hours so it was decided that we would continue to hold meetings at the city hall location.

n      All correspondence will now be dated and reviewed by board before being sent out.  Motion passed unanimously.

n      Bank account procedures reviewed.  Motion to have two(2) signatures for all checks.  One (1) of either Treasurer OR Property Manager AND one(1) of either President OR Vice President.  Motion passed unanimously.

n      Motion to standardize notification of dues in rears.   

                        -December letter stating dues to be paid by Jan 31st

                        -March 3rd 60 days past due notice goes out

                        -June 1st notice goes out about lien on property to be placed

                         on July 1st including all fees and interest (return receipt)

                        -July 8th Letter stating that lien has been placed and dues will be sent to

                         a collection agency for collections. (return receipt)

      Motion passed unanimously.

n      Motion to form three(3) person committee to explore collection agencies.  Joe

      Bradford, committee chair.  Jim Terry and John Stoner members.  Passed 

      unanimously.

n      Internal audit.  Lois reported that Dale Hyatt does an external audit so it was decided to wait for that report before looking into audits anymore.

n      Alisa Gaultney to head up a playground committee.  Passed unanimously.

n      Motion to send out correspondence to residents about traffic problems (speeding) and children playing in the streets.  Pete Sullivan will draft and present in April.  Motion passed unanimously.

n      Lien Reports.  Jim Terry would like a report on liens and amounts owed.  Lois will prepare.

n      Outgoing funds.  It was proposed that ALL outgoing moneys to committees be approved by the board before being paid.  Budgets are a guideline for spending but the actual purchases should be approved by the board.  All committees should seek board approval before spending money that is allocated to them in the budget.  Motion passed unanimously.

n      We will discuss the forming of a finance committee next month.

n      Per bylaws - A board member must be on each committee as a reporting person.  Alisa Gualtney on maintenance/landscape. Vondre on social. Rosemary on Welcome.  Pete on Architect. 

n      Letter to be sent out to Mr. Maymi approved unanimously.

n      Secretary will buy stamps and be reimbursed by Lois.  Procedure approved unanimously

n      Mike has been asked to change zip code on website.

n      Board approved the first letter to be sent for late dues.

March minutes read into record and approved unanimously.

Meeting adjourned 8:45.

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