Bradford HOA Meeting Minutes
August 9, 2009

 Meeting Started: 3:08 p.m.

Those Present: Board Members James Barnes, Cherryl Cox, Rick Gibson, and Don Mallonee and Board Candidate Todd Hawkins.  Guests Mike and Linda Custer and Rodney Wright of HOA Management Services.

President:

• Cherryl made introductions of Todd Hawkins, resident and Board candidate, Rodney Wright, owner of HOA Management services, and Mike and Linda Custer, who recently purchased a home in Bradford.
• Cherryl explained that Todd Hawkins, 2902 North Keith Court, expressed an interest in serving the Board as Commons Chair; Todd confirmed his interest.  Cherryl moved, Rick seconded to accept Todd in this position.  All four Board members present voted in favor.
• Cherryl introduced Rodney Wright of HOA Management Services who presented a proposal for assuming all management responsibilities for Bradford HOA.  Rodney then presented two separate sample bids for performing various management tasks such as
  •   Bookkeeping
  •   Pay HOA bills
  •   Provide monthly income & expense reports
  •   Collect dues
  •   Follow up on late & delinquent owners
  •   Complete monthly bank reconciliation
  •   Track sales of homes with the title companies
  •   Enforce the covenants
  •   Solicit and submit bids with recommendations to the Board
  •   Identify problems, research and submit to Board
  •   Arrange and schedule Clubhouse/pool events
  •   Arrange for lawn care, pool maintenance, sprinkler service (repair and winterization)
• The board asked several questions of Rodney and tabled the discussion of the proposal until later in the meeting.
• Cherryl then recognized the Custers, who have purchased a home in Bradford and will be moving in 30-45 days.  They are requesting to build a shed on the property before they move in to 8910 West Meadow Knoll Court.  This request was turned over to James, chair of the Architectural Committee, to be reviewed at the next meeting. .
• Cherryl reported that repeated attempts to contact one resident who is failing to meet the requirements of a payment plan were not successful.  Only once was a phone call answered, and the person answering was not the resident.  This may require collections procedures to be reinstated.
• The annual Homeowner’s meeting is scheduled for October 12 at Westlink Christian Church.  Cherryl requested that Steve make the arrangements for use of the room.
• Future meetings are scheduled for September 13 , October 11, and November 8.

Secretary:

• No report.  Cherryl asked to remind Steve to make arrangements for use of a room at Westlink for the Homeowners’ meeting on October 12. 

Treasurer:

• Rick reported that Westar is now sending all billings on one statement, allowing one debit to the checking account.  The number of debits made without a fee is limited. 
• We have convinced the accountant to move from an “accrual” basis for accounting procedures to a “cash” basis, which should provide clearer reports of information we need to know.  The first cash basis reporting occurred in the July financial statements, causing an unusual number of ledger entries and the possibility of a few temporary inaccuracies. 

Collections:   

• Cherryl reminded the Board that Mike Welty had requested to resign the Board and that she had accepted his resignation with regret.
• Cherryl reported that the e-mail vote (Cherryl moved, Rick second) to ask the Board attorney to notify one homeowner outlining covenant violations and expectations for the homeowner had passed unanimously. A letter has been sent and a separate letter from the homeowner’s attorney was also mailed to the occupant of the residence making specific requests of those occupants.
• An invoice for 9401 West Ryan was mailed to Wells Fargo who is now the owner of record.  Former homeowners have moved out some time ago, and invoices for dues have been returned unopened.  If a response from Wells Fargo is not received soon, there may be a need to file a lien on the property. 

Commons: 

• Rick presented a quote from Westar for installing a security light on a pole at the swimming pool.  Discussion of security issues around the pool ensued.  No decision was made.
• Cherryl indicated that we are still looking for someone to help us decide what kind of trees should be planted where on commons areas.  No decision was made.
• Cherryl moved, James seconded that we contract Aero Fence Company to replace the pickets and missing caps of the three short fences at the end of the commons walks at the south lake.  Cost is $1575.  Board approved without exception.
• Cherryl moved, James seconded that we spend no more than $700 to move a sprinkler timer currently located inside an homeowner’s fence to a common area outside the fence.  All five board members present approved. 

Architectural: 

• James reported several recurring routine issues—lawn care, paint colors, and improperly parked cars and trucks continue to be an issue.

Pool Committee: 

• No report. 
• $20 was deposited with the Treasurer to replace a pool key.

New Business: 

• The Board returned to a discussion of Rodney Wright and HOA Management Services.  Discussion of the potential for hiring Mr. Wright for part or all of his management services was held.  Rick was assigned to check his letters of reference and report back to the Board.
• Cherryl asked for opinions on two new possible formats for the newsletter, the intent to freshen up the look and perhaps increase readership.  Opinions of the two different formats were expressed; no specific decision was made.

Meeting Concluded: 5:11PM
Minutes Recorded: Rick Gibson