BCA Board of Directors Meeting, March 7, 2011
Posted March 7, 2011 at 7:00 PM, Filed Under: Board Meetings, EventsMonday, March 7, 2011 - 7:00 PM
Brandermill Woods.
Minutes
1. CALL REGULAR MONTHLY MEETING TO ORDER – The March 7, 2011 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 Guthrie, Hillman, Livingston, McGinniss, McLenagan, Community Manager Pritz, Assistant Community Manager Raimo, and Recorder Judy Agee were present. Director Friedel was absent.
President Rowe reviewed the format of the meeting that follows Robert's Rules of Order. All members have an opportunity to speak during Member Voice on subjects not addressed on the agenda, and can address an agenda item during Member Comment and observe while the directors conduct their business. President Rowe encouraged members to call the BCA office to sign up to speak during Member Voice and that other attendees are allowed to speak if sufficient time allows.
2. MEMBER VOICE - Helen O'Neill, McTyre's Cove noted her previous concern about the upkeep of the utility conduit boxes and covers and was told they would be painted after the sign post painting project was completed. She suggested that the back of the signs could be painted to match the posts. She followed up on her previous concern whether Brandermill and Woodlake collaborate on similar projects.
- Mark Smith, Cove Ridge Place expressed concern whether 2 minutes is sufficient time for members to speak during Member Voice. He suggested that members' brief comments be permitted so that valuable information on agenda items be included during board discussion.
3. MOTION TO APPROVE MINUTES – February 7, 2011
MOTION: Director Guthrie moved to approve the minutes of the February 7, 2011 board meeting, as written.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously
4. PRESIDENT'S REPORT – President Rowe presented her written report. President Rowe participated on the Virginia Legislative Action Committee and provided a summary of legislation affecting Home Owners Associations passed during the 2011 General Assembly session.
A. Director Reports - Director Livingston asked whether the board would adopt a cost schedule of charges for access to association books and records as noted in the recent legislation. The board agreed that a policy to adopt these charges will be prepared for the April board meeting.
- Director Hillman asked what was accomplished during the meeting with Mike Hatch, Brandermill Country Club. President Rowe, Directors McLenagan and Guthrie were able to identify joint projects in 2011 that address maintenance and golf cart path issues.
- Director McGinniss asked if any of the legislative bills listed would have a negative impact on HOAs. President Rowe noted she listed the bills that could potentially affect Brandermill and there were other bills proposed by the CAI.
5. MANAGER’S REPORT – Community Manager Pritz updated the pool memberships now totalling 174 which includes 16 non-resident memberships. Manager Pritz reminded the board of the breakfast meeting with county representatives scheduled March 16th, 7:30 AM at Brandermill Woods.
MOTION: Director McGinniss moved to approve the Member Voice Policy, as amended.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously
Assistant Community Manager Al Raimo had no additions to his report. The reports for Community Services and The Village Mill are attached. Director McGinniss led the board in congratulating The Village Mill named as Newsletter of the Year by the CAI Central Virginia Chapter. Manager Pritz noted that Brandermill is the only association involved with CAI that produces a newspaper.
6. COMMITTEE REPORTS
A. Activities - No report.
B. Community Character - No report.
C. Crime Prevention - Director McLenagan reported that Neighborhood Watch Programs are now in place for Copper Hill and Sandy Brook neighborhoods, with a total of 18 programs now in place.
D. Facilities - No report.
E. MPOC Project Update - Al Raimo - November 18, 2010 and January 20, 2011 meeting minutes are attached. Assistant Community Manager Raimo reviewed the recent activities of each committee and noted that the task developer planning list is being used to manage the direction of projects.
F. Natural Resources - No report at this time.
G. NRC - Helen O'Neill, NRC First Vice Chair reported the NRC held its annual meeting on January 25th and elected the 2011 board officers: Chair Andrea Epps, First Vice Chair Helen O'Neill, Second Vice Chair Alan Manden, Secretary Kit Kavanagh, Treasurer Sandy Schrecengost, Communications Committee Chair Chris Glaze, and Membership Committee Chair Kathy Cantrell. The NRC will host Meet the Candidates Night scheduled on March 16th at Brandermill Woods. She addressed the concerns of several NRC reps regarding the template for "Committee Minutes/Meeting Report" and "Member Voice Policy," and the minutes reflect that all of the questions have been answered.
7. MOTION TO APPROVE 2011 PROXY/BALLOT -
MOTION: Director McLenagan moved to approve the 2011 proxy/ballot, as amended.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously
8. MAILBOX IMPLEMENTATION PLAN - Al Raimo
a. Member Comment - Helen O'Neill, McTyre's Cove noted that the name has not been added to the new mailbox design and stressed her concern that nothing else be added to the mailbox which will allow for a uniform look.
MOTION: Director Guthrie moved to approve the mailbox implementation plan.
MOTION SECONDED: Director McLenagan
AMENDED MOTION: Director McGinniss moved to approve the mailbox implementation plan, as amended.
AMENDED MOTION SECONDED: Director Guthrie
AMENDED MOTION FAILED: President Rowe, Directors Guthrie and McGinniss approved. Directors Hillman, Livingston and McLenagan opposed.
MOTION CARRIED: President Rowe, Directors Guthrie, Hillman, McLenagan approved. Director McGinniss opposed. Director Livingston abstained.
9. MOTION TO APPROVE APPROVE ROOF STAIN COVENANT - Al Raimo
a. Member Comment - Joan O'Hanley, Muirfield Green stated that newer shingles contain copper granules that inhibit the algae growth causing roof stains. Ms. O'Hanley noted that the stain removal process is expensive and requires repeated treatments. She felt a covenant is not needed, is too invasive, and that upkeep of the roof is the owner's responsibility.
MOTION: Director Guthrie moved to approve the roof stain covenant, as presented.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously
10. MOTION TO APPROVE BOARD CODE OF CONDUCT
MOTION: Director McLenagan moved to approve the BCA Code of Ethics and Standards of Conduct of the Board of Directors, as amended.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: President Rowe, Directors Guthrie, Hillman, McGinniss and McLenagan approved. Director Livingston abstained.
11. EROSION CONTROL DEVICES/DOCKS
President Rowe reported that Brandermill allows no docks since the BCA owns the property around the lake but does not own property under the lake because it has no affiliation with the owner East-West Partners. She noted that three years ago an erosion control device that looks like a dock was approved by the Army Corps of Engineers since it was less intrusive than having boats wash ashore. Woodlake's board of directors approved and set a standard for erosion control devices since they are affiliated with East-West and own 10' from the shoreline. President Rowe noted the county has asked for input from Brandermill regarding a standard for erosion control devices to be constructed.
a. Member Comment - Ian Waye, Rockport Landing stated he wants to build a floating dock on his property and noted he is aware of erosion control issues, the question of land ownership, and is concerned what will have minimal ecological impact on the lake.
- Helen O'Neill said she has owned a waterfront lot in Harbour Hill since 2004 and has always understood that docks are not permitted. She considered installing a floating dock that would have to be pulled in to shoreline after use and would cause more erosion. She requested the number of docks that are now in place, how they are built, and if they have been approved.
- Kevin Wells of Rockport Landing noted that during the summer his boat is anchored out 10' from the shoreline when the water is low and during the winter storms push his boat onto the shoreline causing damage and erosion.
- Susan Smith, chair of Natural Resources Committee met on February 22nd and presented the committee's report on the dock issue. The committee met with Ray Cash, Chesterfield County Planning who stated the county currently allows docks and asked for Brandermill's position to allow/not allow docks which would impact the county's application process. Ms. Smith noted the committee suggested if Brandermill considers allowing docks that the standard be a sturdy permanent structure and not the temporary structures allowed by Woodlake. Ms. Smith reported the committee voted to follow Brandermill's long-standing policy of "no docks allowed" and to support the research that docks cause erosion, they do not prevent it.
- Jim Schrecengost of Timber Ridge suggested that boat owners not be permitted to drag their boats on shore that is the major cause of erosion.
After discussion, the board noted that no docks are permitted that are built on BCA property and the answer to the county's request for information is: "Brandermill does not allow docks." The board agreed to ask for assistance from Mr. Cash during the breakfast meeting with county representatives scheduled March 16th.
12. EXECUTIVE SESSION - To discuss legal, contracts and personnel issues
MOTION: Director McGinniss moved to enter into executive session to discuss legal, contracts and personnel issues.
MOTION SECONDED: Director McLenagan
MOTION CARRIED: Unanimously
13. RETURN TO OPEN SESSION
The board returned to open session.
MOTION: Director Livingston moved to authorize the Community Manager to enter into two landscape contracts not to exceed $40,000.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously
MOTION: Director Livingston moved to authorize the Community Manager to enter into a contract for the Brandermill pool analysis.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously
14. EXECUTIVE SESSION
The board entered into executive session.
15. RETURN TO OPEN SESSION
The board returned to open session.
MOTION: Director Livingston moved to approve and review with Community Manager Pritz the 2010 evaluation.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unaimously
16. ADJOURNMENT –
President Rowe adjourned the meeting at 9:52 PM.
Submitted by:
___________________________________ _______________________________
Jane Pritz, CMCA®, AMS® Joyce Rowe, President
Community Manager/Secretary Board of Directors
Brandermill Community Assoc., Inc. Brandermill Community Assoc., Inc.