- Brandermill Community Association

Archives for January 2009

Minutes - January 5, 2009

Posted January 22, 2009 at 5:27 PM

1. CALL REGULAR MONTHLY MEETING TO ORDER – The January 5, 2009 BCA Board of Directors meeting was called to order by President Bradner at 7 PM in the me0eting room of Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. Directors Epps, Friedel, Guthrie, Livingston, and McLenagan, Community Manager Pritz and Recorder Judy Agee were present. Director Rowe was absent.

2. EXECUTIVE SESSION –
MOTION: Director Epps moved to enter into executive session to consult with counsel.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: President Bradner, Directors Epps and Guthrie approved. Director Livingston opposed. Directors Friedel and McLenagan joined the meeting while in closed session.

Director Livingston was asked to leave the meeting and left voluntarily.

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

Director Livingston returned to the meeting.

MOTION: Director McLenagan moved that the board ask our counsel to prepare a response to the letter from Mr. Livingston's counsel to be sent to Mr. Livingston's counsel.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: President Bradner, Directors Friedel, Guthrie and McLenagan approved. Director Epps opposed. Director Livingston abstained.

4. MEMBER VOICE – Frances Hillman of Huntgate Woods requested a correction to her NRC report in the minutes of the December 1st meeting.

5. MOTION TO APPROVE MINUTES – November 24 & December 1, 2008 –
MOTION: Director Guthrie moved to approve the minutes of the November 24, 2008 meeting, as written.
MOTION SECONDED: Director Epps
MOTION CARRIED: President Bradner, Directors Epps, Friedel, Guthrie and McLenagan approved. Director Livingston abstained.

MOTION: Director Epps moved to approve the minutes of the December 1, 2008 meeting, as amended.
MOTION SECONDED: Director McLenagan
MOTION CARRIED: President Bradner, Directors Epps, Friedel, Guthrie and McLenagan approved. Director Livingston opposed.

6. PRESIDENT’S REPORT – President Bradner noted that the Environmental Committee will present the revised buffer policy for the board's consideration during the February 2nd board meeting. He noted that one section of an olympic training facility would be built on Brandermill property, which will be reviewed by the BCA Architectural Review Board. He also noted that there was a very good article on the Brandermill Master Plan process in the January edition of “Richmond Magazine,” which included interviews of several board members and residents.

A. Director Reports – Director McLenagan reported that the two Boy Scout troops chartered with the Woodlake Church, consisting of many Brandermill residents, are recognized for helping the Brandermill Helping Brandermill Seniors group with leaf removal at two senior residences. Director McLenagan inquired about the status of the previously requested VDOT traffic analysis of Millridge Parkway in response to several fatal accidents on that road. The board agreed that it would be appropriate to contact Art Warren for his assistance if there was a long delay in receiving this study. Director McLenagan noted that over the holidays three neighborhoods had items removed from unlocked cars and he has requested an email blast be sent to residents to remind them to lock their cars and avoid becoming a victim. He noted that Officer Lamb, the new Chesterfield County Police Crime Prevention Officer, can prepare a list of crime prevention “dos and don'ts” for an article in The Village Mill.

MOTION: Director Livingston made the following motion:
Resolved, that in the interest of promoting transparency, board meeting agendas that contain a closed executive session shall contain a description of the specific purpose for such executive session with the degree of clarity specified in the Virginia Property Owners Association Act section permitting such executive session.
MOTION SECONDED: Director Friedel
President Bradner noted there are specific reasons that should be stated as the purpose when going into executive session, such as consulting with counsel, reviewing contracts, and discussing a personnel matter. He also noted that the agenda may need to be changed after it is printed due to last minute urgent matters but that as always the reason for the executive session will be noted.
MOTION CARRIED: Unanimously

Director Epps reported that she met as a Brandermill resident with the Nuttree Homeowners Association in November regarding the Old Hundred Road Study and the impact of the improvements on the Cheatham case. Director Epps noted that a letter was sent to Brandermill commercial members to have them complete the Brandermill Chamber of Commerce/Business Council questionnaire by January 15th, and Directors Epps and Rowe will schedule an informational meeting to discuss this project with them. Director Epps reported that the road evaluations are complete and will be posted on the NRC website. She thanked all who contributed to this project and noted that this information will be available for future evaluations. Director Epps noted that the Resident Survey for the Brandermill Master Plan was mailed to all residents on January 5th along with the quarterly statements.

Director Guthrie noted that the designforum team will give a presentation on the BCA master plan to the Brandermill Retired Men's Club at their February meeting.

7. MANAGER’S REPORT – Community Manager Pritz reviewed her written report. She noted that the Environmental Committee would like the board to acknowledge Susan Smith as a new member to that committee. She noted that Ms. Smith is a master gardener, has worked with the Friends of the James River Society, and has been a waterfront and non-waterfront property owner in Brandermill for 30 years. The board welcomed Ms. Smith to the environmental committee. Community Manager Pritz reported that the construction of the new Clover Hill High School is on schedule. The board agreed to schedule the next board meeting on Wednesday, January 21st at 7 PM, since Monday the 19th is a holiday and there were conflicting schedules for the 20th. Community Manager Pritz reported that the marina annual leases were sent to renters along with a letter explaining the option to pay the marina fee in full or quarterly.

8. COMMITTEE REPORTS
A. NRC – Regina Knapp, 1st Vice Chair of the NRC, reported that the slate of officers to be voted on at the January 20th NRC meeting are: Frances Hillman - Chair, Bob Strickland - 1st Vice Chair, Kevin Healy - 2nd Vice Chair, Sam Chiocca – Secretary, and Mary-Jane Zander – Treasurer. Ms. Knapp noted that John Hughes thanked Doug Wayne for his assistance with the Nominating Meeting. Ms. Knapp reported receiving a concern from a resident in Bayport Landing regarding the ethics code policy, which will be forwarded to Director Friedel for his review. President Bradner thanked the NRC for their communication regarding the slate of officers which included a mini-resume for each candidate.

B. Crime Reduction Task Force – Director McLenagan noted that the Task Force did not meet during December and will provide a report at the next board meeting.

9. OLD HUNDRED ROAD STUDY UPDATE – President Bradner reported that the Old Hundred Road Corridor Study was reviewed on December 4th, with three board members, representatives from neighboring communities, John McCracken, Chesterfield County Transportation, Art Warren, Chesterfield County Board of Supervisors, Dale Totten and other representatives from VDOT were in attendance. The study recommended two roundabouts along Old Hundred Road at Market Square Lane and at the intersection of Brandermill Parkway, which will be the second entrance to the new Clover Hill High School. It was agreed Community Manager Pritz should contact John McCracken to express the board's concerns that more data be provided to the board regarding the safety issues of the proposed roundabout at the school entrance.

10. EXECUTIVE SESSION –
MOTION: Director Epps moved to enter into executive session to discuss a personnel matter.
MOTION SECONDED: President Bradner
MOTION CARRIED: Unanimously

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

No action was taken.

12. ADJOURNMENT –
MOTION: Director Guthrie moved to adjourn the January 5, 2009 Board of Directors meeting at 12:10 AM.
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.

Minutes - December 1, 2008

Posted January 8, 2009 at 11:43 AM

1. CALL REGULAR MONTHLY MEETING TO ORDER – The December 1, 2008 BCA Board of Directors meeting was called to order by President Bradner at 6:30 PM in the meeting room of Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. Directors Epps, Friedel, Guthrie, Livingston, McLenagan and Rowe, Community Manager Pritz and Recorder Judy Agee were present.

2. EXECUTIVE SESSION –
MOTION: Director Guthrie moved to enter into executive session to discuss a personnel matter.
MOTION SECONDED: Director Rowe
MOTION CARRIED: Unanimously

MOTION: Director Friedel moved to return to open session.
MOTION SECONDED: Director Epps
MOTION CARRIED: Unanimously

MOTION: Director Friedel moved to permit recording of the executive session.
MOTION SECONDED: Director McLenagan
MOTION FAILED: President Bradner, Director Epps, Guthrie and Rowe opposed. Directors Friedel, Livingston and McLenagan approved.

MOTION: Director Epps moved the BCA Board of Directors not allow recording of any executive session.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: President Bradner, Directors Epps, Guthrie and Rowe approved. Directors Friedel, Livingston and McLenagan opposed.

MOTION: Director Epps moved to return to executive session to discuss a personnel matter.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Unanimously

Director Livingston left the meeting.

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

MOTION: Director Guthrie made the following motion:
Resolved, that the BCA Board of Directors would censure Board Member Jason Livingston for actions taken that were not in the best interests of the Brandermill Community Association and its Board of Directors. The Board unanimously requests that Director Jason Livingston resign his position on the BCA Board effective immediately. The Board further states that Mr. Livingston is removed from active participation on the BCA Finance Committee and that Mr. Livingston must register his boat with the BCA, moor it at a proper location and that he make all financial restitution to make the community whole.
MOTION SECONDED: Director Epps
Director Epps seconded the motion because as the governing body of this community we need to hold ourselves to a higher ethical standards.
MOTION CARRIED: Unanimously

4. DESIGNFORUM PRESENTATION – Doug Cole of designforum introduced his staff and updated the board on the information gathered from tours, interviews and the two community meetings regarding the Brandermill Master Plan. A draft will be presented to the board at the second meeting in January and at a third community meeting. Director Guthrie noted that there were very positive responses from the first two community meetings and added that more input is needed from younger residents. Director Epps noted that a survey asking for members' input is tentatively scheduled to be sent with the January quarterly statements.

5. MEMBER VOICE – Rich Kury of Cove Ridge asked whether a cost benefit analysis study would be done as part of the master plan, and designforum staff confirmed this would be included in the plan.
- Dan Rucker with Stoney Ridge expressed concern about the fee increase for the BCA Marina and noted its deteriorated conditions. It was noted by Robert Cook that a meeting of the marina renters is scheduled on December 4th at 7 PM at Harbour Pointe Clubhouse. Director Rowe will attend this meeting to provide the financial information regarding this increase.
- Pete Cookson of North Point noted that the marina renters would like to resolve the issues regarding the fee increase and that the repairs needed to the amenities be accomplished. President Bradner noted that BCA Maintenance Director John Barnard has checked this area and will make the repairs.
- Jack Aden of Quail Hill stated he was proud of the board's action taken at this meeting.
- Chuck Rayfield of Shallowford Landing thanked the board for their action during this meeting and noted that the board gave the message they expect to be held accountable to the standards set for the BCA board of directors. He recommended that the board not respond to the comments made during member voice at that time and to respond at a later time, as has been the policy for that portion of the meeting.
- Bob Hunt of Long Shadow suggested that the board consider the setting marina fee to be paid quarterly.
- President Bradner noted the attached email from Kathleen Martin of Crosstimbers regarding her concerns about the master plan.

6. MOTION TO APPROVE MINUTES – November 17, 2008 –
MOTION: Director McLenagan moved to approve the minutes of the November 17, 2008 meeting, as written.
MOTION SECONDED: Director Guthrie.
MOTION CARRIED: President Bradner, Directors Friedel, Guthrie, McLenagan and Rowe approved. Director Epps abstained.

7. PRESIDENT’S REPORT – President Bradner noted this past week has been very busy with the Thanksgiving holiday and the matter before the board during this meeting. Mr. Bradner thanked Community Manager Pritz for her assistance as liaison with legal counsel on this matter, and noted he was happy with the board's action.
A. Director Reports – Director McLenagan reported that the Brandermill Helping Brandermill Seniors group was in contact with one family to assist with yard work.

8. MANAGER’S REPORT – Community Manager Pritz reviewed her written report. She and President Bradner met with staff from “Richmond Magazine” regarding an article on Brandermill and the master plan to included in the January 2009 edition. Director McLenagan noted the attached 2008 End of Year Pool Report regarding concessions. Community Manager Pritz noted this information has been given to the Pool Committee and an ad will be placed in “The Village Mill” to generate interest for the concessions for next year's pool season. Director Guthrie reported that the BCA Five-Year Strategic Plan Scorecard for 2008 initiatives will be published in the December edition of “The Village Mill.” It was noted that this scorecard is for the end of the first year of a five year plan. All board members were requested to forward any updates as soon as possible.

9. COMMITTEE REPORTS
A. NRC – Frances Hillman reported on several items reviewed at the November 18th NRC meeting. She noted that a resident was concerned that the board had no contingency plan for the BCA Marina in case the new owners of the Brandermill Inn would not allow the marina to stay at that location. The NRC agreed to give an appreciation gift to Brandermill Woods for all of their assistance to Brandermill. The NRC nominating committee will present its slate of officers at the NRC January meeting. Based on the feed back from members, the NRC charter needs minor changes. The NRC submitted those recommendations to Directors Livingston and Friedel as requested. Committee policy papers are unnecessary for a volunteer group and hinder volunteerism. She reported that there are now 38 neighborhoods represented.
B. Crime Prevention Task Force – Director McLenagan reported that the Crime Prevention Through Environmental Design subcommittee presented its report “An Analysis of the Open Spaces” at the November 17th board meeting and at the NRC meeting held on November 18th. Director McLenagan sent a copy of this report to the Chesterfield County Police Department and the chief of police asked if the BCA board would consider presenting this information to the “Chesterfield Observer” to emphasize the partnership between the police department and the community. The board members were in agreement with this request.
C. Year End Pool Report – Chuck Rayfield reported for the Pool Committee on the 2008 BCA pool season and noted the attached 2008 End of Year Pool Report.

10. ADJOURNMENT –
MOTION: Director Epps moved to adjourn the December 1, 2008 Board of Directors meeting at 9:30 PM.
MOTION SECONDED: Director Rowe.
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.

Minutes - November 24, 2008

Posted January 8, 2009 at 11:07 AM

1. CALL SPECIAL MEETING TO ORDER – The November 24, 2008 BCA Board of Directors special meeting was called to order by President Bradner at 6:00 PM in the conference room at Brandermill Community Association, 3001 E. Boundary Terrace, Midlothian, VA 23112. Directors Friedel, Guthrie, McLenagan, Rowe, Epps, and Livingston and Community Manager Pritz were present.

2. MEMBER VOICE – No members were present.

Director Guthrie stated he had promised the community that a scorecard would be developed to show the progress that was made on the 2008 strategic projects with a set of measurements to be applied over a five year period. He also stated he will email the scorecard to the board with preliminary ratings and would like the board to provide indicators of progress. He stated the scorecard reflects the 2008 budget and will reflect the calendar year from January 1, 2008 through December 31, 2008.

3. EXECUTIVE SESSION
MOTION: Director Epps moved to enter into executive session to discuss a personnel matter involving a potential rules violation.
MOTION SECONDED: Director Rowe
MOTION CARRIED: Unanimously

Director Livingston excused himself from the meeting.

4. RETURN TO OPEN SESSION
MOTION: Director Epps moved to return to open session.
MOTION SECONDED: Director Rowe
MOTION CARRIED: Unanimously

MOTION: Director Guthrie made the following motion:
Resolved, that the board would continue the discussion of a personnel matter in executive session on Monday evening, December 1, 2008 at 6:30PM, in accordance with Section 55-510.1(c) of the Virginia Property Owners' Association Act, and that the community manager would obtain specific information to be reviewed by the board at that time, including an accounting of fees to be collected due to a violation incurred by a board member, an evaluation of the relevant facts and documents by legal counsel and information related to, at minimum, public censure of the board member.
MOTION SECONDED: Director Rowe
MOTION CARRIED: Unanimously

5. ADJOURNMENT –
MOTION: Director Epps moved to adjourn the November 24, 2008 Board of Directors special meeting at 8 PM.
MOTION SECONDED: Director Rowe
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.

2008 Neighborhood Road Study

Posted January 26, 2009 at 5:18 PM

Volunteer reps from the Neighborhood Residents Council recently evaluated the conditions of the majority of roads in Brandermill for a road study that will help Virginia Department of Transportation (VDOT) officials prioritize road resurfacing projects in the community. (more...)

designforum will present draft of Brandermill master plan on February 3

Posted January 20, 2009 at 12:06 PM

By Wendy Parker
Managing Editor

Doug Cole and his designforum team made a presentation of a draft of the master plan before the BCA Board of Directors during a special meeting at Harbour Pointe Clubhouse on January 15. (more...)

Candidates will vie for two seats on the BCA Board

Posted January 20, 2009 at 12:04 PM

Two seats will be open on the BCA Board of Directors in April. The terms of First Vice President Andrea Epps and Director John McLenagan will expire. (more...)

Roundabouts may improve traffic patterns

Posted January 20, 2009 at 12:03 PM

By Lynda Raines
Copy Editor

On December 4, Community Manager Jane Pritz, BCA Board President Joel Bradner, and BCA Directors Andrea Epps and Dick Guthrie met with Chesterfield County Director of Transportation John McCracken, Chesterfield Residency Administrator with the Virginia Department of Transportation Dale Totten, several residents from neighboring communities, and county engineers to discuss the findings of the Old Hundred Road corridor study conducted this past fall. (more...)

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