Bradford HOA Meeting Minutes
November 2009

Meeting Started: 3:02 p.m.

Those Present: Mike Welty, James Barnes, Don Mallonee, Cherryl Cox, Steve Slack, Todd Hawkins, and Rick Gibson present.  Jennifer Stiles attended as a guest.

President: 

• Cherryl started the meeting and immediately moved to “treasurer report” (see below). 
• Cherryl reported on small claims court that BHOA won the judgment against Hitchcock and next steps are being taken. 
• Morales settled ahead of small claims court and made his first payment to BHOA.  Sergio proposed a payment plan of $350 x 3 + $375 to be finished by December 15th.  Cherryl made a motion to accept the payment plan and James seconded the motion and the motion passed unanimously (8-0).

Secretary:

• Steve to follow up and put a tentative meeting schedule together for 2010.

Treasurer:

• Rick talked with Jennifer and the board regarding the responsibilities and time commitment of the treasurer’s position.  Jennifer talked about her accounting experience and background.  Jennifer asked several questions about the position.  Mike made a motion to appoint Jennifer as treasurer and Todd seconded the motion.  Mike stated in his motion that Rick should continue as treasurer through the end of December with full dues credit and Jennifer become assistant treasurer immediately with a $40 dues credit for the remainder of 2009 becoming treasurer effective immediately on Jan 1, 2010.  The motion passed unanimously (6-0 Rick abstained).
• Rick clarified the $ amount for 2 hours of work credit. 
• Rick asked about the new treasurer reporting format—Mike commented on the page that provided a simple summary of all of the significant information.
• Rick commented briefly on his recent experiences with the new accounting service (HOA Management).

Collections:

• Cherryl updated board regarding other payment plans. 
• Mike commented that the collection letters were now being sent out by the accountant.
• Mike reviewed payment plan with Layton’s via email.  Mike made a motion to approve the plan, James seconded the motion, and it passed unanimously (8-0).
• Mike reviewed payment plan with Allen’s via email.  Mike made a motion to approve the plan, Rick seconded the motion, and it passed unanimously (8-0).

Commons:

• Work day report:  Todd reported that some jobs from work day were not completed. 
• Todd provided the list of work day volunteers to Rick and clarification regarding specific credits.
• Countryside took care of tree work as planned.
• Todd is also working on the sprinkler timer at 9402 W Ryan. 
• Cherryl updated board regarding costs of other options for commons maintenance from several companies.  Todd commented on his contact with landscape companies.
• Cherryl made a motion to have Todd write a letter to Suburban notifying them that we will be cancelling the contract we have with them (letter to be dated November 15th and effective no later than December 15, 2009) , seconded the motion and it passed unanimously (8-0).
• Cherryl made a motion to authorize James to put up decorations at all 3 entrances at a limit of $360, Rick seconded the motion, and it passed unanimously (8-0).  Todd will check out the existence/viability of electricity at the entrances 

Architectural:

• Neighbor 2822 Keith Ct has a trailer parked and will receive letter. 
• James also spoke to a realtor regarding empty Ryan Court lot and potential new construction.  The committee approved the plan submitted to them for this lot. 
• James received a resignation from Lori East from the architectural committee. 
• James made a motion to appoint Scott Raines, Mike McCaslin, Mary Belvin, and Dan East to the arch committee for 2010, Don seconded, and the motion passed (8-0). 
• STEVE TO FOLLOW UP plan for yearly arch approval.                                       

Pool:

• Aquasizers existing pool furniture is no longer available and they will provide a bid for pool furniture.
• James TO FOLLOW UP with Todd contacting electricians and the installation of a light pole at the pool.  STEVE TO FOLLOW UP contacting Tim Bobb at Westar.

New Business:

• RICK TO FOLLOW UP and provide info for Cherryl about how many people attended the annual meeting. 
• Mike asked about trailer and dog run fence at 8813 Meadow Knoll Court – James TO FOLLOW UP next step with homeowner. 
• James asked about having a pool board member or committee in the future. 
• Mike asked about cost regarding landscape companies and working with HOA in signing a contract with a landscape company in the future. 
• Board agreed on the need to follow up with additional action items identified during the annual meeting (drainage, entrances, trees, etc.).

Minutes Recorded by: Steve Slack

Meeting Ended: 4:42 p.m.