Minutes - May 7, 2007

Posted May 24, 2007 at 12:45 PM, Filed Under: Minutes

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

II. MEMBER VOICE – There were no speakers.

III. MOTION TO APPROVE MINUTES – April 2, 2007 -
MOTION: Director Bradner moved to approve the minutes of the April 2, 2007 meeting, as amended.
MOTION SECONDED: Director Cook.
MOTION CARRIED: President Reamy, Directors Bradner, Cook and Livingston approved. Directors Guthrie and Rowe abstained.

IV. PRESIDENT’S COMMENTS – President Reamy reported that several members of the board attended the May 3rd Planning Commission meeting and he presented the BCA Board approved statement opposing adoption of the Upper Swift Creek Plan Revision in its present form. He then volunteered to draft a letter to the Board of Supervisors opposing approval of the current version of the Upper Swift Creek Plan Revision and urging approval of an extension of 60 days in the Planning Commission’s deadline to make needed changes and obtain public input.
President Reamy informed the Board that prior to the next board meeting he will provide recommendations for 2007-2008 priorities and asked all Directors to be prepared to offer comments and suggestions and to identify those areas in which they would be willing to take on a leadership role.
Next, he reported on a major development that is in the works in the northwest quadrant of the Rt. 288 and Genito Road intersection. The proposed 196 acre development will include multi-family residential and a small amount of commercial. This acreage surrounds the existing self-storage facility. Russ Gulley will initiate a meeting with the developer, himself and representatives from our board.
The county Planning Commission staff continues to refine the documentation associated with the rezoning of BCA open space. Community Manager Pritz met with Greg Allen and Kirk Turner who indicated that there are still several pending issues having to do with the calculation of the open space that have to be resolved before the proposed rezoning can be submitted for approval. We do not have a firm date as to when this case will be on the county’s agenda.

V. TREASURER’S REPORT – Robert Cook – Treasurer Cook reviewed the Preliminary Financial Results, January – March 2007, including the Preliminary Overview of First Quarter 2007 Budget Results, as reported to the Finance Committee on April 23, 2007.

VI. MANAGER’S REPORT – Community Manager Pritz highlighted her written report.
President Reamy and Community Manager Pritz met on May 4th with Dan Butler of Daniel Butler Photography and Steve Menninger who represented The Brandermill Church. Kevin Healy, owner of The Boathouse Restaurant, was invited to the meeting but did not attend. They discussed the Sunday Park loop road area including maintenance items such as trash left over from Friday and Saturday night activities. It was agreed that a year-end financial report will be provided to Sunday Park property owners each year for their information. It was also agreed that future meetings would be scheduled on an as needed basis, at the request of any of the Sunday Park property owners.
Community Manager Pritz introduced Jerry Clemmer who will be running the pool concessions for the 2007 pool season, starting May 26th. He has a very extensive background in food service and we appreciate the efforts he and Alan Manden are making this year for the concessions at the Brandermill pools. She reported that the pool concession management fees previously authorized by the board should be adequate and that she is still in the process of negotiating the purchase of some equipment from the last year’s concession provider.
The BCA office summer hours were successful last year and provided residents with additional hours to visit the BCA office. It was the consensus of the board that the summer hours begin this year on June 1st, with four 9-hour days and the office closing at noon on Fridays. The office staff will stagger their schedules to be available from 7:30 AM until 6:00 PM and 8:00 AM – 12 Noon on Fridays. On Friday afternoons, the automated phone system will direct incoming calls to the appropriate departments.

VII. MAIL BOX COLOR CHANGE – Brandermill has shared a large order of mailboxes each year with Woodlake from a company that was recently sold to a competitor. That company will not custom paint the mailboxes brown and will only sell retail. Community Manager Pritz and Maintenance Director Barnard have been trying to find a source for the brown mailboxes and are considering other options. One example would be that black mailboxes could be purchased and painted by an auto body shop for a baked-on paint surface rather than brush painted which would quickly chip. It was the consensus of the board to continue looking at options for the mailboxes and defer any action until the May 21st board meeting.


VIII. APPROVE DEED TO ACCEPT MILLCREST OPEN SPACE – The board reviewed the status of accepting the deed for the Millcrest open space. President Reamy reported that he, Director Guthrie, Community Manager Pritz and Maintenance Director Barnard met with Hank Meyer of East-West Partners to walk the open space area and identify concerns. Community Manager Pritz will draft a letter for board approval to East-West regarding the issues to be resolved before accepting the deed.

IX. MAJOR INTERSECTION LANDSCAPE PROJECT UPDATE – Grant Miller with Miller Landscaping reviewed the plans and preliminary estimate of costs for proposed landscaping of the islands at the intersections of Brandermill Parkway/Millridge Parkway and Brandermill Parkway/Genito Road. It was the consensus of the board to get further information for the island where the Brandermill sign is located at the main entrance at Hull Street Road/Old Hundred Road, and to incorporate these recommendations with other items to be considered for the BCA capital improvement program for the next budget cycle. Grant Miller will review the specifications with the Landscape Committee and have Community Manager Pritz send them out for bid proposals.

X. NEW BOARD MEMBER CONFIDENTIALITY AGREEMENT – The board reviewed the Confidentiality Agreement, which was signed by incoming board members Director Dick Guthrie and Director Joyce Rowe.

XI. FINANCE COMMITTEE APPOINTMENTS –
President Reamy reported that the Finance Committee is in need of additional members and that Buddy Whitfield has volunteered to serve on the committee.
MOTION: President Reamy moved to appoint Buddy Whitfield to the Finance Committee.
MOTION SECONDED: Director Cook.
MOTION CARRIED: Unanimously

President Reamy suggested writing a letter to current committee members to encourage their participation and attendance at the committee meetings.

XII. POOL POLICY MEMBERSHIP CATEGORY REVIEW – We have had a resident express concern that she would have to join as the parent with her 15-year old daughter for a couple membership, and instead wanted to have her soon to be 18-year old son on the membership with her daughter. This would be a change in policy and would require review by the Pool Committee. Community Manager Pritz advised that the parent needs to be included on the membership to insure there is parental involvement. It was the consensus of the board that the Pool Membership Policy not be changed.

XIII. EXECUTIVE SESSION –
MOTION: Director Bradner moved to enter into executive session at 9:00 PM to discuss a legal matter.
MOTION SECONDED: Director Cook.
MOTION CARRIED: Unanimously

XIV. RETURN TO OPEN SESSION –
MOTION: Director Bradner moved to return to open session.
MOTION SECONDED: Director Guthrie.
MOTION CARRIED: Unanimously

MOTION: President Reamy moved to authorize Community Manager Pritz to have the BCA’s attorney prepare letters pertaining to two pending cases involving potential litigation.
MOTION SECONDED: Director Cook.
MOTION CARRIED: Unanimously

XV. ADJOURNMENT -
MOTION: Director Cook moved to adjourn the May 7, 2007 Board of Directors meeting at 10:00 PM.
MOTION SECONDED: Director Bradner.
MOTION CARRIED: Unanimously




Submitted by:


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