Minutes - September 15, 2008

Posted October 13, 2008 at 3:49 PM, Filed Under: Minutes

1. CALL REGULAR MONTHLY MEETING TO ORDER – The September 15, 2008 BCA Board of Directors meeting was called to order by President Bradner at 7:00 PM in the meeting room of Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. Directors Friedel, Guthrie, Livingston and Rowe, Community Manager Pritz and Recorder Judy Agee were present. Directors Epps and McLenagan were absent.

2. MEMBER VOICE – Jeanne White of Fortune's Ridge thanked the BCA Maintenance Department staff for their assistance in painting over the graffiti at the tunnel under North Beach Road several times during the summer. Ms. White reported that the bike path at the end of the tunnel has a lot of erosion which needs to be corrected. She asked the status of the house in Fortune's Ridge that is in litigation because of numerous BCA covenant violations. Community Manager Pritz noted that she and Juli Talty with BCA Standards Department met with the BCA attorney and representatives from the Chesterfield County code enforcement and zoning departments to see the condition of the house, which is not what the county considers as “blighted.” The attorney will notify the judge handling this case of the condition of the house to determine how the BCA could be reimbursed if the BCA did routine maintenance. BCA staff is concerned this will continue to be an ongoing problem since this case involves an absentee homeowner. Ms. White also expressed concern regarding another home in Fortune's Ridge with violations.
Courtney Glaze of Woodbridge Crossing reviewed the attached report on the condition of the pond located in Woodbridge Crossing that collects runoff from other neighborhoods including trash and pollutants, which she feels affects their property values. Ms. Glaze noted that Woodbridge Crossing Association respectfully requested monetary assistance from the BCA for yearly pond maintenance and the creation of a forbay at the inlet of the pond, and that the BCA's response to her request be in writing.
Chris Glaze of Woodbridge Crossing thanked the board for their approval of the BCA master plan and noted he will provide his comments for this plan to the board for consideration.
John Hughes of Muirfield Green and chair of the NRC noted that alternate changes were made to the draft NRC committee charter and they have been sent to the BCA board for consideration.
Jason Livingston of Winterberry Ridge and an owner in Long Shadow provided photos of town homes in Long Shadow that he felt have shutters installed that do not match the style of the home and that go against the ARB Residential Design Standards. He also provided photos of cluster style mailboxes that are located on BCA open space and are in need of painting and repair. He would like the BCA to landscape the area around the cluster boxes. He noted that some name boards are not current, and Community Manager Pritz noted it is not a violation of the covenants if the name board is not updated for the current resident.
Jim Henricks of Winterberry Ridge expressed his concerns that the board decided not to send a survey on the Universal Pool Access (UPA), which he felt would provide residents an opportunity to state their ideas and alternatives to the UPA. He suggested that if the UPA is set up for this coming year that all administrative costs be reviewed.
Kathleen Martin of Crosstimbers stated that issues of overcrowding at the pools with a limited number of seats and space available around the pools and parking areas were her main concerns if Universal Pool Access was implemented. She also had concerns regarding a property rented by several college students in her neighborhood which has presented parking, safety and emergency issues. She noted that this multifamily rental home in a cul de sac has at least 10 cars visiting on a daily basis and presented photos showing the congested parking at this home . Ms. Martin asked the board's assistance in addressing this issue.

3. MOTION TO APPROVE MINUTES – August 18 and September 2, 2008 –
MOTION: Director Guthrie moved to approve the minutes of the August 18, 2008 meeting, as amended.
MOTION SECONDED: Director Friedel.
MOTION CARRIED: Unanimously

MOTION: Director Livingston moved to approve the minutes of the September 2, 2008 meeting, as amended.
MOTION SECONDED: Director Rowe.
MOTION CARRIED: Unanimously

4. PRESIDENT’S REPORT – There was no report.

A. Director Reports – There were no reports.

5. MANAGER’S REPORT – Community Manager Pritz reported that she had been subpoenaed to appear in court on September 22nd in response to the arrest of two non-resident males for vandalizing the bathroom at Sunday Park. She noted that a response from Tredegar indicated they are not involved with the Genito Road sight distance easement and other than The Village Bank, she does not know what other BCA commercial member may be involved with this easement. Community Manager Pritz also noted that the BCA attorney will meet to discuss the zoning issues at Sunday Park with the attorney for KPC – The Boathouse Restaurant. Director Rowe reported that a 60-day deferral was granted for this case by the Chesterfield County Board of Zoning Appeals.

6. COMMITTEE CHARTERS –
MOTION: President Bradner moved to table approval of the committee charters until the next board meeting to have an opportunity to combine the language recently discussed into the overall committee guidelines document and to streamline some of the actual charters.
MOTION SECONDED: Director Rowe.
Director Friedel wanted the record to show that during the board's strategic planning meeting it was recognized that the current committee structure was not in line with the strategic initiatives. To accomplish this would require the responsibilities of the committees to be connected to the goals of the strategic plan, the board members to be directly involved with the committees, the realigned committees to be encouraged to collaborate with other committees on similar projects, and the committee members to have enthusiasm, time, energy, creativity and expertise to accomplish the committee's goals. He noted that the board members recognized the need to be able to readily discharge its fiduciary responsibilities consisting of oversight of appropriate operations of the governance of the community and to represent the community in an accurate and official capacity. Director Friedel noted that the following three documents will address how the board can accomplish these goals. The board recently approved the Plan for Revision of Organization Structure, the Resolution Adopting General Committee Guidelines and revised committee charters, which includes several new committees, will be reviewed for approval at the next board meeting. Director Friedel stated he supports the motion made by President Bradner.
President Bradner stated he felt the committee charters are too long and repetitive and need to be easier for our volunteers to understand. Director Guthrie noted that this has been a major overhaul of the charters for existing and newly formed committees and their foundation documents.
The chair of the NRC John Hughes stated the NRC officers had reviewed the revised NRC committee charter and submitted an alternate version for the board's consideration. He was concerned that the charter be approved soon since there are timed events already in place for the committee's action.
MOTION CARRIED: Unanimously

7. MOTION TO APPROVE UNIVERSAL POOL ACCESS PROXY/BALLOT –
It was the consensus of the board to discuss this subject following executive session.

8. DRAFT 2009 BUDGET – Director Rowe presented the 2009 budget summary and stated the strategic projects for 2009 need to be determined by the board and reviewed by the finance committee prior to the next board meeting. The 2009 budget needs to be approved by the second board meeting in October in order to be published in the November issue of The Village Mill.

9. GENITO ROAD EASEMENT – President Bradner reported that Directors Epps and McLenagan informed him they have not received any response from The Village Bank or Tredegar in regard to this easement. President Bradner noted that the board will take the position that this easement is considered unsafe at the September 24th Board of Supervisors meeting, which is the same position taken by the Virginia Department of Transportation and Chesterfield County Department of Transportation.

10. EXECUTIVE SESSION –
MOTION: Director Livingston moved to enter into executive session to discuss a legal matter.
MOTION SECONDED: Director Guthrie.
MOTION CARRIED: Unanimously

11. RETURN TO OPEN SESSION –
MOTION: Director Rowe moved to return to open session.
MOTION SECONDED: Director Friedel.
MOTION CARRIED: Unanimously

MOTION TO APPROVE UNIVERSAL POOL ACCESS PROXY/BALLOT –
MOTION: Director Guthrie moved to withdraw the universal pool access referendum.
MOTION SECONDED: Director Rowe.
Director Guthrie stated a concern that he had was recently the board committed to a master plan process for the community which will be the vision for Brandermill for the next 20 years. He stated that we need to go through this process before a decision is made on universal pool access. Director Guthrie recommended that the referendum be postponed until the master plan is finished next spring.
Director Friedel stated Director Guthrie makes some excellent points. He stated universal pool access is part of the master plan and Director Guthrie's rationale is a good one.
Director Rowe stated she hated to put it off because she knows the community wants to vote but she felt we should follow the master plan process first.
Director Livingston stated he is disappointed universal access will not go into effect in 2009. However, the master plan process is important and he supports it.
President Bradner stated he thought the master plan is so overreaching that we need to complete the process due to its importance and he supports Director Guthrie's comments.
MOTION CARRIED: President Bradner, Directors Friedel, Rowe and Guthrie approved. Director Livingston abstained.

12. ADJOURNMENT –
MOTION: Director Rowe moved to adjourn the September 15, 2008 Board of Directors meeting at 10:20 PM.
MOTION SECONDED: President Bradner.
MOTION CARRIED: Unanimously

Submitted by:


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