Minutes - April 2, 2007

Posted May 11, 2007 at 9:41 AM, Filed Under: Minutes

I. CALL MEETING TO ORDER – The April 2, 2007 meeting of the BCA Board of Directors was called to order by President Whitfield at 7:05 PM in the meeting room of Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. President Whitfield, Directors Bradner, Cook, Epps, Gibbons, Livingston and Reamy, Community Manager Pritz and Recorder Judy Agee were present.

II. MEMBER VOICE – There were no speakers.

III. MOTION TO APPROVE MINUTES – March 5, 2007 -
MOTION: Director Bradner moved to approve the minutes of the March 5, 2007 meeting, as amended.
MOTION SECONDED: Director Reamy.
MOTION CARRIED: Unanimously

IV. MOTION TO APPROVE NRC MINUTES – March 13, 2007 – The board reviewed the minutes of the March 13th Neighborhood Residents Council (NRC) meeting, which included comments from each candidate running for the board of directors during the “Meet the Candidates” portion of the meeting. The NRC has not approved these minutes, and it was a consensus that the board will take no action at this time.

V. PRESIDENT’S COMMENTS – President Whitfield commended the board members and residents who spoke at the March 28th Chesterfield County Budget Meeting on the new Clover Hill High School, with the county’s vote on this issue expected by April 11th. This subject will be discussed further at the breakfast meeting with county representatives scheduled for April 3rd. President Whitfield will also recognize retiring Chesterfield County Administrator Lane Ramsey at the April 3rd meeting. Other subjects to be discussed are: transportation issues such as an alternative route prohibiting trucks through Brandermill, the status of the new Clover Hill High School, open space calculations and the revisions to the Upper Swift Creek Reservoir water quality and land use plans.

VI. TREASURER’S REPORT – Ryland Reamy – Treasurer Reamy reported that he, Community Manager Pritz and Accounting Manager Covington met with the auditor to review the completed preliminary audit. There were several issues addressed in preparation for the final audit.

Treasurer Reamy reported that the Finance Committee is in need of additional members and that Randy Whittemore, who has a banking background, is interested in serving on the committee.

MOTION: Treasurer Reamy moved to appoint Randy Whittemore to the Finance Committee.
MOTION SECONDED: Director Gibbons.
MOTION CARRIED: Unanimously

Treasurer Reamy requested the board provide feedback to Community Manager Pritz regarding the Financial Policy, which was previously provided at the February 5th board meeting, for review and approval at the May 5th board meeting.

VII. MANAGER’S REPORT – Community Manager Pritz highlighted her written report. She reported that she was still waiting for a response from last year’s concession provider with confirmation of his participation for the 2007 pool season.
MOTION: Treasurer Reamy moved to authorize Community Manager Pritz to negotiate a subsidy up to $13,500 for the concession provider for the 2007 pool season.
MOTION SECONDED: Director Gibbons.
MOTION CARRIED: Unanimously

VIII. REVIEW LANDSCAPE COMMITTEE CHARTER – The board reviewed the Landscape Committee Charter and requested Community Manager Pritz get input from John Barnard, BCA Maintenance Director and Grant Miller regarding the policy for review and approval at the May 7th board meeting.

IX. APPROVE DEED TO ACCEPT MILLCREST OPEN SPACE – The board reviewed for consideration of approval the Deed of Common Properties regarding the easement in the Millcrest neighborhood to become BCA open space. This subject will be deferred until the May 7th board meeting to allow Director Epps and Community Manager Pritz to review several concerns including whether this easement acreage will impact the BCA open space calculation.

X. REVIEW AND APPROVE UPDATED RESIDENTIAL DESIGN STANDARDS – Treasurer Reamy noted that the board previously authorized the Architectural Review Board to revise the Residential Design Standards. These revisions have been reviewed by the Architectural Review Board, Community Manager Pritz and her staff, and were presented for review and approval by the board. Community Manager Pritz was directed to speak to Doug Greene, BCA Architect, for his recommendation on adequate notification to the residents and an effective date.

MOTION: Treasurer Reamy moved to approve the updated Residential Design Standards to become effective after notification of the membership.
MOTION SECONDED: Director Cook.
MOTION CARRIED: Unanimously

XI. REVIEW AND APPROVE INVESTMENT POLICY/INVESTMENT CHANGES – Treasurer Reamy reviewed clarifications of the association’s Investment Policy and changes in its Reserve Fund Investment Portfolio being proposed by the Investment Committee. Specifically proposed was replacing the investments in which Reserve Fund Balances are currently being held with a ladder of FDIC insured CD’s. The recommended CD ladder had been designed with the assistance of Citigroup–Smith Barney to safely improve the return being realized on Reserve Fund Balances and to provide the funds needed for major repair and replacement projects on a timely basis.
MOTION: Treasurer Reamy moved to authorize Community Manager Pritz to establish an account with Citigroup–Smith Barney and to transfer Reserve Fund Balances to this new account for the purpose of implementing and maintaining the proposed investment ladder of FDIC insured CD’s. Further, Treasurer Reamy moved that the proposed Investment Policy clarifications be adopted for inclusion in the overall BCA Financial Policy currently being updated.
MOTION SECONDED: Director Gibbons.
MOTION CARRIED: Unanimously

XII. PROPOSED GAS LINE TO BE INSTALLED IN THE UTILITY EASEMENT AT THORNRIDGE AND RT. 360 – President Whitfield presented a resolution for a gas line to be installed in the utility easement between Rt. 360 Hull Street Road and the Thornridge neighborhood.
MOTION: Director Epps moved to approve the Resolution to include the gas line in the utility easement between Rt. 360 Hull Street Road and the Thornridge neighborhood.
MOTION SECONDED: Treasurer Reamy.
MOTION CARRIED: Unanimously

XIII. ADJOURNMENT -
MOTION: Director Epps moved to adjourn the April 2, 2007 Board of Directors meeting at 8:50 PM.
MOTION SECONDED: Director Cook.
MOTION CARRIED: Unanimously




Submitted by:


___________________________________ _______________________________
Jane Pritz, CMCA®, AMS® Worth Whitfield, President
Community Manager/Secretary Board of Directors
Brandermill Community Assoc., Inc. Brandermill Community Assoc., Inc.