- Brandermill Community Association

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Minutes, December 6, 2010

Posted January 4, 2011 at 9:39 AM

1. CALL REGULAR MONTHLY MEETING TO ORDER – The December 6, 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.

2. MEMBER VOICE - Alan Manden of Huntsbridge stated he received a violation notice due to the placement of reflective numbers on the vertical post of his brown mailbox. He questioned whether other residents would also receive violation notices. He commented that a police officer was present at a previous meeting and if this is an indication of how much the Board trusts the residents.
- Helen O'Neill of McTyre's Cove presented pictures of mailboxes she thinks are violations and states covenants have not been enforced on the old design. She also requested the leaves be removed from the island near her property. Ms. O'Neill also asked why the "No Parking Signs" along Millridge Parkway were placed so close together.
- Jason Livingston of Winterberry Ridge noted the master plan recommended implementation of universal pool access, that no vote of the residents is needed, and he would like to know what the community will do to advance this goal.
President Rowe responded to questions raised at a previous meeting: Tom Doyle noted that he did not have any problem with the new mailboxes but was concerned that the correct reflective numbers be used to assist emergency management responses. Director McGinniss confirmed that the reflective numbers on the new mailboxes can be seen clearly. Elissa Mast questioned why the board pursued the case against the BCA and President Rowe responded the case was brought against the BCA and it needed to be defended.

3. MOTION TO APPROVE MINUTES – November 1, 2010
MOTION: Director McLenagan moved to approve the minutes of the November 1, 2010 board meeting.
MOTION SECONDED: Director Friedel
MOTION CARRIED: Unanimously

4. PRESIDENT'S REPORT – President Rowe thanked Susan Smith and Theresa Biagioli with the Natural Resources Committee and Assistant Community Manager Al Raimo for their participation with the charrette for The Landing project held on November 30th. She thanked the residents who attended and noted their comments will be reviewed and considered for this project. President Rowe stated she attended her first Legislative Action Committee for CAI and there were several items on the Virginia General Assembly's agenda which will affect community's like Brandermill.

A. Director Reports -
- Director McGinniss noted the Comprehensive Plan Steering Committee received the draft plan on November 15th, and comments will be shared at the next meeting on December 16th. President Rowe announced a community meeting will be scheduled in February 2011 and the county will review this plan and obtain resident input. It was agreed to link the draft of the plan to the Brandermill website and to announce the meeting to Brandermill residents.

5. MANAGER’S REPORT – Community Manager Pritz reviewed her written report and noted the reports of Assistant Community Manager, Community Services and The Village Mill are also attached. She confirmed the BCA will announce the Comprehensive Plan community meeting when a meeting location has been confirmed. She stated the Volunteer Reception was a huge success and thanked all who participated including staff who planned the event. Director Guthrie asked the status of VDOT repairing the patch work completed in front of Sunday Park. Community Manager Pritz will follow up with VDOT.

6. COMMITTEE REPORTS
A. Activities - No report.
B. Community Character - October 19th minutes attached.
C. Crime Prevention - No report.
D. Facilities - November 15th minutes attached.
E. MPOC - October 21 minutes attached. It was noted that a subcommittee is working on their recommendation for the mailbox implementation plan to be presented at the December 16th MPOC committee meeting. Their recommendations will be presented to the board and announced in The Village Mill. In February or March, a meeting will be held for residents to provide additional suggestions for implementation procedures. Assistant Community Manager Raimo noted the MPOC members are looking at their committee's 2012 proposed master plan projects.
F. Natural Resources - October 20th and November 17th minutes are attached. Director McLenagan stated he would like the committee to follow up with Chesterfield County on possible mitigation for the North Beach Pool pocket park which is in the 100' buffer.
G. NRC - September 26th minutes attached. President Rowe asked Manager Pritz for a clarification on a recent court case concerning a covenant violation. Manager Pritz confirmed that to date the BCA has not lost a case.
H. Finance Committee - Director Guthrie reported the committee reviewed the projected year end financials at their November 15th meeting and found everything in order.

7. RMG CHARTER & VOTING PROCEDURES - Bob Malek -
Bob Malek presented the draft Reservoir Hydrilla Management Group Charter and list of waterfront owners on the Swift Creek Reservior. He noted he was part of a subgroup formed to meet with Chesterfield County Utilities Director Roy Covington to develop a charter. Mr. Malek stated the hydrilla impacts more residents than just waterfront owners. There was concern that the prevailing winds are causing more hydrilla on the Brandermill side of the lake. He is not sure the charter gives Brandermill adequate representation for voting or if there should be a weighted formula to allocate the votes. It was the consensus of the board to have Community Manager Pritz or Assistant Community Manager Raimo contact Roy Covington to request a revision of the charter to provide more input from Brandermill.

8. MOTION TO APPROVE CAPITAL IMPROVEMENT FEE REFERENDUM -
Member Comment:
- Warren Ragsdale of Huntsbridge expressed his concern that we don't need more fees for new buyers to consider when purchasing a home in Brandermill. He suggested increasing resident assessments.

MOTION: Director Guthrie moved to approve the Capital Improvement Fee Referendum to be sent for community vote.
MOTION SECONDED: Director McLenagan
President Rowe noted the current capital improvement fee is $150.00 for a new resident moving into Brandermill. The proposed referendum will increase the capital improvement fee up to a maximum of one year's assessment, which has been endorsed by the Finance Committee. This fee is intended for new master plan projects and not for daily operational costs.
MOTION CARRIED: President Rowe, Directors Friedel, Guthrie, Hillman, McGinniss and McLenagan approved. Director Livingston opposed.

9. ETHICS DOCUMENTS - Bob Friedel -
A. Member Comment -
- Rin Barkdull of Northwich stated she reviewed the code of ethics documents and could not understand how expressing one's opinion in disagreement could be taken as unethical.
- Jerry Barnes of Sterling's Bridge stated he will not sign the code of ethics document as a volunteer on a committee.
- Mary Jane Zander of McTyre's Cove stated that this document is a turnoff to any community member who would like to volunteer on committees to assist with implementing the master plan and all areas of community activities.
- Susan Smith of Cove Ridge and chair of the Natural Resources Committee noted the volunteers on this committee have never been asked to sign an ethics document and are united in their opposition in signing.
- Jim Schrecengost of Timber Ridge noted his employment has a code of ethics but the employees are not required to sign the document.
- Mamie McNeal of Planter's Wood, speaking as NRC chair, stated the code of ethics document is viewed by NRC members as very harsh and they feel penalized for expressing opinions in disagreement even though the committee was established to have open dialogue with the board.

MOTION: Director McGinniss moved to adopt the Code of Ethics and Standards of Conduct for the Board of Directors, as presented with the amendment of omitting Section 5.5 and requiring signatures.
MOTION SECONDED: Director Guthrie
Director Friedel noted that counsel recommended the proposed revisions to the Code of Ethics for the elected board and appointed committee members, which have different responsibilities. The board discussed their concerns regarding the language of several sections, and it was decided the board would look at the document as it relates to the board, and Director Hillman will draft a one page simplified document for committees.
MOTION WITHDRAWN
10. RENTAL PROPERTY DISCUSSION - John McLenagan -
Director McLenagan stated he is concerned about covenant violations on rental properties and how we can better communicate with owners. It was noted that BCA counsel recommended against putting a cap on the number of rental homes in Brandermill. Director McLenagan will work further with the BCA Standards staff regarding this issue and will present their information to the Community Character Committee.

11. MOTION TO APPROVE JULY 4TH SURVEY -
Member Comment:
- Mamie McNeal of Planter's Wood stated she felt the language of the survey was biased against the July 4th fireworks.
- Clint McDonald of Poplar Grove asked whether the real purpose of having the fireworks was to build a sense of community or to publicize Brandermill. He noted if it was kept as a private event that it will keep out those interested in moving to Brandermill.

After further discussion, it was the consensus of the board not to go forward with a July 4th survey.

12. ADJOURNMENT –
President Rowe adjourned the meeting at 9:30 PM.

Submitted by:

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

Minutes, November 1, 2010

Posted December 10, 2010 at 4:25 PM

1. CALL REGULAR MONTHLY MEETING TO ORDER – The November 1, 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.

2. MEMBER VOICE - Sharon Blom of Promontory Pointe stated the county requested modifications to the BCA documents to be included with her application for stairs on BCA open space before granting approval. She encouraged the board to approve the resolution for structures in the waterfront buffer included on this agenda.
- Susan Smith of Cove Ridge and chair of the Natural Resources Committee stated she was opposed to the proposed budget cut to salaries of consultants Doug Greene, ARB architect and Theresa Biagioli, landscape designer with the Natural Resources Committee. They have assisted with numerous projects and their assistance is needed with the renovation project at The Landing.
- Andy Wyman of Walnut Creek and chair of the ARB thanked the board and volunteers who have helped make Brandermill a great community. He seconded Susan's comments that there be no cut to the consultants' salaries as part of the proposed 2011 budget.
- Elissa Mast of Winterberry Ridge expressed concern regarding the litigation that had continued over the past two years and wished the money defending the lawsuit was spent on master plan projects and covenant enforcement. She stated the new design of the mailboxes was not a priority of the community, that the master plan does not recommend updating the mailboxes, and there is no implementation plan in place.
- Warren Ragsdale of Huntsbridge suggested the board look for alternative measures to provide staff incentives since there is no salary increase included in the 2011 budget.
- Mary Beth Hanifer of Shallowford Landing expressed her concerns regarding the mailbox update and stated the voice of the community was not heard.
- Calvin Pletcher of Shallowford Landing requested an explanation of how the decision was made regarding the updated mailboxes.
- Tom Doyle of Huntsbridge asked the board how they stood on the safety rescue issues in regard to the placement of house numbers on the mailboxes.

3. MOTION TO APPROVE MINUTES – October 4 & 11, 2010
MOTION: Director Guthrie moved to approve the minutes of the October 4, 2010 board meeting.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously

MOTION: Director Guthrie moved to approve the minutes of the October 11, 2010 board & draft budget meeting, as amended.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously

4. PRESIDENT'S REPORT – President Rowe reported that she and Community Manager Pritz recently met with Chesterfield County Board of Supervisor Art Warren and other county officials regarding the status of the Brandermill Inn. President Rowe noted that Clover Hill High School science students volunteered their assistance with the hydrilla. President Rowe advised Art Warren of the BCA's opposition to a proposed electronic sign to be installed on Hull Street Road and the application was denied by the Board of Supervisors. President Rowe read the proposed Resolution for community resident Tommy Baer.

MOTION: Director Hillman moved to approve the resolution for Tommy Baer, Esquire, and commended him for his service to the community.
MOTION SECONDED: Director Friedel
MOTION CARRIED: President Rowe, Directors Friedel, Guthrie, Hillman, McGinniss and McLenagan approved. Director Livingston abstained.

A. Director Reports -
MOTION: Director Livingston moved to approve a moratorium on the sale of new mailboxes and requested MPOC to provide more suggestions for implementation.
MOTION SECONDED: Director McLenagan
Discussion: The board reviewed all issues of the implementation process of the new mailboxes.
MOTION FAILED: Director Livingston approved. President Rowe, Directors Friedel, Guthrie, Hillman, McGinniss and McLenagan opposed.
- Director McGinniss reported the next meeting of the Comprehensive Plan Steering Committee is November 15th.

5. MANAGER’S REPORT – Community Manager Pritz reviewed her written report. She noted that President Joyce Rowe accepted the position as a volunteer representative for the Virginia Legislative Action Committee. Director McGinniss complemented the maintenance staff on the first stage of cleaning and painting the street signs on the north side of Brandermill. Director McGinniss noted that the assistance from the BCA maintenance staff was appreciated with the community improvement grant project at Huntgate Woods' entrance.
- Assistant Community Manager Raimo reviewed his written report. He noted the Community Services and The Village Mill reports were also included.

MOTION: Director Livingston moved to approve Betsy Bolling and Jeanne White of Fortune's Ridge as members of the Hearing Panel.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously

6. COMMITTEE REPORTS
A. Activities - Director Guthrie reported the committee reviewed the activities for this year and noted a Holiday Boat Parade is scheduled for Saturday, December 11th with promotion of this event in The Village Mill. Director Guthrie reported the Halloween Fest for the Toddlers was a terrific event and thanked the Brandermill Region Men's Club for their assistance.
B. Community Character - November 2010 report to board attached.
C. MPOC - September 16th minutes attached.
D. Natural Resources - Chair Susan Smith reported the committee has scheduled a community charrette to review the proposed revitalization of The Landing at Commodore Point as a high priority project of the master plan. It was noted that flyers will be distributed announcing the date and time of this community meeting.
E. NRC - The next NRC meeting is scheduled for November 9th.

7. EXECUTIVE SESSION - To discuss a contract
MOTION: Director Friedel moved to enter into executive session to discuss a contract.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously

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

MOTION: Director Livingston moved to allow the Community Manager to enter into the Level 1 mowing contract with TruGreen.
MOTION SECONDED: Director McLenagan
MOTION CARRIED: Unanimously

Director McGinniss reported the Communications Subcommittee, consisting of Directors McGinniss and McLenagan, Community Manager Pritz and Editor Wendy Parker met to review ideas to improve communications to the community. The group suggested including frequently asked questions on the BCA website.

MOTION: Director McGinniss moved to instruct staff to tape and make available on the website a recording of the board meeting within a reasonable time after the meeting.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously

9. MOTION TO APPROVE 2011 BUDGET - Finance Committee Chair Buddy Whitfield presented the committee's options for the 2011 budget.
MOTION: Director Guthrie moved to approve the proposed 2011 budget which provides a 0% salary and 0% assessment increase as proposed by the Finance Committee.
MOTION SECONDED: Director Friedel
Discussion: Director Guthrie noted that the board and community provided the Finance Committee with guidance in preparing this budget, which included no increase to assessments and staff salaries. He thanked the committee for their work on this budget.
MOTION CARRIED: President Rowe, Directors Friedel, Guthrie, Hillman, Livingston and McLenagan approved. Director McGinniss opposed.

10. MOTION TO APPROVE STRUCTURES IN WATERFRONT BUFFER
MOTION: Director McLenagan moved to approve structures in the waterfront buffer, as amended.
MOTION SECONDED: Director Friedel
MOTION CARRIED: President Rowe, Directors Friedel, Guthrie, Hillman, Livingston and McLenagan approved. Director McGinniss opposed.

11. COMMUNITY IMPROVEMENT GRANT APPLICATION - The board advised the Gleneagles Homeowners Association to resubmit their community improvement grant application for BCA open space only.

12. EXECUTIVE SESSION - To discuss a legal and personnel issue
MOTION: Director Hillman moved to enter into executive session to discuss a legal and personnel issue.
MOTION SECONDED: President Rowe
MOTION CARRIED: Unanimously

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

No action was taken.

14. ADJOURNMENT –
President Rowe adjourned the meeting at 9PM.

Submitted by:

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

Minutes, October 11, 2010, Board of Directors & Draft Budget Meeting

Posted November 18, 2010 at 6:38 PM

CALL REGULAR MONTHLY MEETING TO ORDER – The October 11, 2010 BCA Board of Directors Meeting & Draft Budget Meeting was called to order by President Rowe at 7 PM in the Ivy 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.
2011 DRAFT BUDGET PRESENTATION TO THE MEMBERSHIP
Buddy Whitfield, chair of the Finance Committee, reviewed the schedule of the budgeting process. He noted the Community Manager met in June with each department to develop projections for the upcoming year, which were presented during the Board of Directors Strategic Plan Workshop in July. After further committee and board review, the draft budget is presented to the community during this meeting, with final adoption around November 1st for publication in The Village Mill, to become effective January 1, 2011. Chair Whitfield noted this proposed budget includes several master plan projects and is set up as a functional budget by department. Chair Whitfield noted the Finance Committee has some great members: Jimmy Angel, Ken Berger, Wayne Moyer, Carole Raterink and Randy Whittemore, who have worked hard and contributed to this budget. He noted the committee's next meeting is October 18th.

Director Friedel presented his proposed modifications to the 2011 budget for board review.

Member Voice regarding the Budget
- Charlie Davis of Commodore Point noted that the current economy does not allow for any increase in the budget.
- Bob Malek of Regatta Pointe asked for confirmation of the change in the landscaping contract as listed on the budget.
- Warren Ragsdale of Huntsbridge stated his concern about employee costs and asked the board to reduce the budget further.
- Dick English of Winterberry Ridge and NRC rep complimented the Finance Committee and all who worked on the proposed budget. He stated that work should be rewarded but does not agree that salaries be increased.
- Kelly Starbuck of Planter's Wood expressed concern that the board did not listen when she was against the mailboxes and noted she was offended the board would even consider any salary increase.
- Karen Gammon of Two Notch and NRC Treasurer thanked Director Friedel for the budget modifications he presented regarding any increase to the budget.
- June Rayfield of Shallowford Landing stated the master plan project to beautify the front entrance should only include upkeep of the current plantings and the Market Square sign should be updated and repositioned since it blocks the main Brandermill sign.
During discussion, the board thanked the Finance Committee for their assistance in preparing the budget. There were differing opinions as to any increase in assessments and salaries due to the poor economy. There was concern that stronger convenant enforcement and maintenance upkeep was needed which would require staff to increase their level of service. It was noted that there may be areas of the budget that can be adjusted and with employees doing more with less. There was concern that if certain projects are cut there would be an overall decrease in property value.

President Rowe expressed her concern about a NRC expenditure of $1,074 from the 2010 budget for a social held on September 26th. In the future all expenditures not included in a committees budget need to be reviewed by the Treasurer.

MOTION: Director Guthrie moved to direct the Finance Committee in principle to develop a budget with a 3% salary pool increase.
MOTION SECONDED: Director McGinniss
MOTION FAILED: President Rowe and Directors Guthrie and McGinniss approved. Directors Friedel, Hillman, Livingston and McLenagan opposed.

MOTION: Director Friedel moved to table any further approvals and take it back to the community for input.
MOTION FAILED: No second

MOTION: Director Livingston moved to direct the Finance Committee in principle to develop a budget with a 0% salary increase.
MOTION SECONDED: Director Friedel
MOTION CARRIED: President Rowe and Directors Friedel, Hillman, Livingston approved. Directors Guthrie, McGinniss and McLenagan opposed.

MOTION: Director Livingston moved to direct the Finance Committee in principle to develop a budget with a 0% assessment increase at the 2010 assessment rate.
MOTION SECONDED: Director Friedel
MOTION FAILED: Directors Friedel, Hillman and Livingston approved. President Rowe, Directors Guthrie, McGinniss and McLenagan opposed.

Response to Previous Member Voice Questions - President Rowe
- Were violations for other mailbox problems being sent out? Yes.
- Do the mailboxes have to be mandatory? To date, no time frame has been established for replacement of all mailboxes throughout Brandermill. The Mailbox Subcommittee of the MPOC will provide a timeline recommendation to the board.
  
  It was noted that the design has been approved and orders are being installed this week. The price of the new design costs less than the old mailbox. She noted that the brown mailboxes were manufactured black and painted brown, which oxidizes over several years and is the main reason for changing to a black mailbox. Residents who purchased a mailbox between October 11, 2009 and October 12, 2010 can contact the vendor regarding a free mailbox.
- What vendors will be used? There is one vendor who can produce the mailbox and they are supplying specifications for residents to build their own mailbox, which will be inspected by the BCA Standards Department following installation.
- What are the fees for violations? A violation notice will be sent with 7-10 days to correct the situation. If not corrected by that time, the resident will meet with the BCA Hearing Panel for review and an additional 7-10 days is given to comply. If the situation is not corrected by that time, the charges will retroactive to the hearing panel date, with 60-90 days given for compliance. If the resident has complied during that time the charges will be waived. If not completed, the account will be sent to a collection agency and court action will follow.
MEMBER VOICE
- Bob Malek of Regatta Pointe stated he understood the schedule for the budget process and suggested the board consider presenting the proposed budget to the community earlier to allow input from residents. Director Guthrie noted that the community is welcome to provide input during the board's Strategic Plan Workshop in July and that the proposed budget was reviewed at the September board meeting.
- Charlie Davis of Commodore Point made his fourth suggestion that the board members use a microphone system so the audience could hear.
- A resident (no name given) of Spring Gate noted that he knows of two mailboxes in Huntsbridge that were retrofitted for $22.
- Jerry Barnes of Sterling's Bridge asked what the status of the mailboxes is for commercial properties. He stated the "No Solicitation" policy is the most positive action taken by the board recently and it has been well received.
- Karen Gammons of Two Notch wanted to go on record that she thought the comments made by President Rowe were tacky regarding the NRC expenditure for the social. She said the event was not well attended because of the bad weather.
ADJOURNMENT – President Rowe adjourned the meeting at 9:30 PM.

Submitted by:

___________________________________
Jane Pritz, CMCA®, AMS®
Community Manager/Secretary
Brandermill Community Assoc., Inc.

Submitted by:

___________________________________
Joyce Rowe, President
Board of Directors
Brandermill Community Assoc., Inc.

Brandermill Community Association

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Minutes, October 11, 2010, Board of Directors & Draft Budget Meeting

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