Minutes, October 4, 2010

Posted November 18, 2010 at 6:58 PM, Filed Under: Minutes

1. CALL REGULAR MONTHLY MEETING TO ORDER – The October 4, 2010 BCA Board of Directors meeting was called to order by President Rowe at 7 PM in the meeting room of Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. Directors Friedel, Guthrie, Hillman, Livingston, McGinniss, McLenagan, Community Manager Pritz, Assistant Community Manager Raimo, and Recorder Judy Agee were present.

President Rowe noted that the meeting will be conducted so members' opinions can be expressed without stress or abuse and can attend meetings and events without concern about safety.

2. MEMBER VOICE - When-Dee Morrison of Huntgate Woods stated she felt the residents had no input regarding the mailbox change and asked that the board repeal their vote.
- Andy Morrison of Huntgate Woods seconded When-Dee's comments.
- Meredith Robinson of Fox Chase expressed concern that the covenants department has applied different standards regarding homes adjacent to the golf course and mailbox alterations.
- Rin Barkdull of Northwich expressed concern that she does not know anyone in favor of the roundabout and noted the additional cost for reconstruction of that intersection. She noted insufficient information was provided to the residents regarding the mailbox replacement and suggested the board minutes be published as soon as possible to help improve communications.
- John King of Quail Hill expressed concern regarding the additional cost to Brandermill property owners to replace their mailboxes and requested the proposal be cancelled.
- June Rayfield of Shallowford Landing expressed concern that the issue of changing the mailboxes be put to a referendum vote to show the board is willing to improve communications and listen to input from the residents.
- Rick Swyers of Sterling's Bridge expressed concern that the BCA records show he is not in support and has never supported the mailbox change. He noted that the August 2nd meeting notes should have reflected this as his position on the matter, and that the new mailboxes should not be mandatory but to be replaced when needed.
- Naomi Swyers of Sterling's Bridge expressed concern that she received a standards violation for painting her mailbox and the Community Character Committee reported that no standards violations would be issued at this time due to the mailbox change.
- Jerry Barnes of Sterling's Bridge expressed concern whether the standards violations are being issued only to residents who painted their mailboxes and not issued when repairs are needed.
- Adrienne May of Winterberry Ridge suggested the unapproved board minutes be published as soon after the meeting as possible to help improve communication.
- Andrea Epps of Steeple Chase noted that all recommendations in the master plan were provided by Brandermill residents. She stated the MPOC committee should request more detail regarding the implementation of the master plan projects.
- Warren Ragsdale of Huntsbridge noted he heard from several residents that a lot of the BCA employees do not live in Brandermill, that there must be qualified people in this community who need jobs, that there needs to be an effort by BCA management to employ residents, and that an independent resident survey be sent asking how BCA staff are doing their jobs.
- John Borden of Bayport Landing asked the board to pass a resolution recognizing Tommy Baer, Esquire, an 11-year resident of Brandermill, for the recent humanitarian award he received and commended him for his service to the community. The board and audience gave a standing ovation to honor Tommy Baer and his wife, Betty.
- Pat Goldberg of Northwich expressed concern over the obvious contention by residents who are opposed to replacing their mailbox and noted that the current mailboxes could be maintained within the covenant guidelines.
- Ralph Guiser of Turtle Hill stated the new mailboxes could be installed only when there is the need for replacement and other residents will want to have a new mailbox.
- Tom Doyle of Huntsbridge suggested the house numbers would be more visibile by installing them to the post to the rear of the metal mailbox.
- Helen O'Neil of McTyre's Cove expressed concern there are more covenant enforcement issues and beautification of the neighborhoods to be done other than replacing the mailboxes.
- Jay Lafler of Long Gate expressed concern that he was offended by the flippant remark made by the board on television that violation letters would be sent for residents who painted their mailboxes yellow and fees collected if not corrected.

3. MOTION TO APPROVE MINUTES – September 7, 2010
MOTION: Director McGinniss moved to approve the minutes of the September 7, 2010 board meeting.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously

4. PRESIDENT'S REPORT – President Rowe reviewed her written report. She noted that the Chesterfield County Board of Supervisors approved a roundabout at the Old Hundred Road/Brandermill Parkway intersection near the new high school, and the BCA board supports the roundabout as a safer alternative to a traffic signal since vehicles will be traveling at a slower speed with less critical injuries.
President Rowe reported she appointed a Resident Communications Task Force, consisting of John McLenagan, Keith McGinniss, Wendy Parker and Jane Pritz, to improve the delivery of accurate information to residents in a timely manner.

A. Director Reports - Director McGinniss noted that the Comprehensive Plan Steering Committee will meet on November 1st and he will present comments from the board and residents on how they feel the plan will impact Brandermill. Director McGinniss commented that he felt all board members are working toward improving the community and that no board member has a personal agenda for supporting the new mailboxes.
- Director McLenagan thanked all residents in attendance during this meeting and encouraged their participation in all board meetings.
- Director Guthrie also encouraged resident participation in the committees to get involved with the activities and business of the community.

5. MANAGER’S REPORT – Community Manager Pritz reviewed her written report and noted that she and the staff thanked the board for their time and efforts. Director Guthrie noted the BCA board held their meeting on September 29th with Chesterfield County senior officials and school board members to discuss issues relating to Brandermill. Director Guthrie noted this was a very effective meeting and the county officials recognize Brandermill as the center of Chesterfield County with the largest population in the county which has the most influence on the decisions being made. Director Guthrie stated the board members strive to vote on issues with the best intention of the community as a whole.
- Assistant Community Manager Raimo reviewed his written report. The Community Services, Community Standards, and The Village Mill reports were also included.

MOTION: Director McGinniss moved to approve Kylie Draucker of Shady Pointe and Curtis Witham of Seven Oaks as members of the Activities Committee.
MOTION SECONDED: Director Guthrie
It was noted that Chris Schwarz was recently approved as a member and will serve as chair of the Activities Committee.
MOTION CARRIED: Unanimously

6. COMMITTEE REPORTS
A. Community Character - Chair Dianne Cardea thanked the board for their assistance and noted the first award-winning home will be announced in the next edition of The Village Mill.
B. MPOC - The next meeting is scheduled for October 21st.
C. Natural Resources - Chair Susan Smith reported the committee was referred to Dr. David Aho of the Virginia Department of Conservation and Recreation (DCR) Erosion and Sediment Control Program to meet and discuss the possibility of conducting a shoreline erosion survey. The committee will put up several signs asking residents to not feed the waterfowl at the boardwalk along the retail area and at the war memorial boardwalk at Sunday Park, and are also considering a sign to be installed at The Landing.
D. NRC - Andrea Epps presented the written report of the September 26th NRC meeting for Chair Mamie McNeal, who was not in attendance.

7. MOTION TO APPROVE CAP FEE PROXY/BALLOT
MOTION: Director Guthrie moved to approve the cap fee proxy/ballot.
MOTION SECONDED: Director Friedel
After discussion, the board agreed to amend the proxy/ballot for presentation at the next board meeting.
MOTION WITHDRAWN

8. JULY 4TH FIREWORKS DISCUSSION - The board reviewed the draft of a survey to Brandermill residents prepared by the Community Character Committee and noted several revisions were needed. Director Guthrie stated a broader discussion was needed. It was recommended the survey be revised by Wendy Parker, reviewed by the Community Character Committee, and that resident discussions be included during MPOC project presentations.


9. EXECUTIVE SESSION - To discuss contracts
MOTION: Director McLenagan moved to enter into executive session to discuss contracts.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously

10. RETURN TO OPEN SESSION
MOTION: Director Livingston moved to return to open session.
MOTION SECONDED: Director Friedel
MOTION CARRIED: Unanimously

MOTION: Director Livingston moved to authorize the Community Manager to enter into a landscape agreement with Turfway Inc.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously

MOTION: Director Friedel moved to authorize the Community Manager to enter into an agreement with Miller Dodson for a reserve study beginning in 2011 and ending 2016.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously

11. ADJOURNMENT –
President Rowe adjourned the meeting at 9:15 PM.

Submitted by:


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