Bradford HOA Board Meeting Minutes
November 9, 2008

Meeting Started:   3:12 p.m.

Those Present:  Monty Sowder, Cherryl Cox, Rick Gibson.

Old Business:  

President: 

• Cherryl reported that the next court date for non-payment of dues is November 26, the day before Thanksgiving.  Cherryl plans to attend, along with Steve and Monty.  All other Board members are welcome.

Secretary:  

• No Secretary’s report was given.

Treasurer:  

• Rick has not received the October financials and will forward them to all Board members once received.   Rick explained concerns about the budgeting process, especially a lack of advance planning for major projects at the time the budget is adopted.  The budgeting process we use may be appropriate for non-profits, and there may not be need for change.  Further discussion is tabled until at least February.

Collections:

• No Collections report was given

Commons: 

• Monty requested further discussion on the Rip-Rap proposal near the pool.  Although some concern for having enough money for the job has been expressed, Rick expressed confidence that there would be enough money for at least the Rip-Rap and weed removal this year—approximately $11,200 needed.  Then we would complete seeding the cleared area in the spring for around $3000.  Monty moved that we accept this proposal, Rick seconded; Cherryl voted in favor.  Because a majority of the board was not present, those present agreed to ask for an e-mail vote from absent board members. MONTY will follow-up.
• Monty then moved that we accept a three year contract with Suburban Landscaping.  This contract would include mowing, fertilizing, weed spraying around the Rip-Rap, and sprinkler maintenance in all commons areas.  The contract would be $20, 150 for 2009, and $21,150 for each of 2010 and 2011, allowing a savings of $1000 the first year in return for a three year contract.  While these various lawn care activities are now spread across different line items in the budget, appropriate line items added together would allow the 2009 approved budget to cover this contract.  Rick seconded the motion; Cherryl voted yes.  Approval will call for another e-mail vote of those members absent; MONTY will follow-up.

Architectural:  

• Cherryl reported that barbeque grills left out, lawns not properly edged, and unsightly nuisances are frequently reported to the Architectural committee.  She suggested that, although many of these circumstances are not actual violations of the Covenants, they should probably be addressed before they grow to be larger problems.  One suggestion was that a letter be sent, reminding ALL homeowners that we are a community who takes pride in the appearance of our area, and that we are working together to make Bradford a beautiful place to live.  Although this letter would not be accusatory of any one household, it would only be mailed to those who need to do a better job of maintaining an overall pleasant appearance of their property.  If the first letter does not generate a response, a second letter targeting specific property and specific problems would be mailed.

New Business:   

• Cherryl mentioned that a homeowner complained that someone came up to her garage inquiring if the house at 2803 Bellwood  was the one with the basement for rent.  The homeowner is not sure anyone lives in the house in question.  CHERRYL to follow-up.
• We recently received a bill from Aqua-Sizers for several routine charges and a charge for a sport pool motor.  Cherryl has not approved the installation of a new motor for the sport pool, so we are holding the check for that invoiced until we get a response concerning the conditions under which the installation was made. 
• Since there is no Board meeting scheduled for December, this meeting is scheduled to be Monty’s last meeting; he shared a list of items that will likely need to be addressed, including
  • Stacy Turner should be retained to do occasional work on sprinkler maintenance, such as replacing heads, etc.  It is Monty’s recommendation to continue waving Stacy’s annual dues for the work that he does, even though much of the maintenance may now be contracted to Suburban.
  • A decision is needed on the pool fence, even if that decision is to wait until Spring.
  • We need a plan for methodically removing dead trees from the commons areas and securing and replanting new ones.  Copies of lists of deciduous trees that grow well and are disease resistant were distributed, along with the recommendation NOT to plant more pines or trees that were not specifically disease resistant.
  • We are very fortunate to have low levels of algae forming in our ponds.  One likely reason is that we are very careful to use low phosphorus fertilizers and to fertilize only minimally in the grassy areas around the ponds.  Monty recommends continuing limited fertilization with low phosphorus fertilizer.
  • The wrought iron guard rails around the south lake are rusted and weak and need replacement.  They should be moved back from the sidewalk whenever possible.
• Because this is Monty’s last formal meeting, Cherryl thanked him for his years of service and awarded him a gift card from Home Depot.  Monty’s work for and with this Association has been invaluable, and he will surely be missed.

Meeting Concluded: 4:33 p.m.

Minutes recorded by: Rick Gibson