Archives for July 2009


Minutes - June 1, 2009

Posted July 13, 2009 at 12:19 PM
1. CALL REGULAR MONTHLY MEETING TO ORDER – The June 1, 2009 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 Bradner, Friedel, Guthrie, Livingston, McGinniss and McLenagan, Community Manager Pritz and Recorder Judy Agee were present.

MOTION: Director Bradner moved to approve and amend the agenda for June 1st to include a time for public discussion of the implementation of the Waterfront Buffer Policy after item 7 (Motion to Elect Board Secretary) and before item 8 (Motion for Contacting Legal Counsel). There are many valid concerns and questions that are still unaddressed, and I will reiterate my concern that we are in no way ready to implement the new policy without further discussion and action by this board. Although I requested this last week, and the president agreed saying—and I quote, “We, as a board, should discuss this in our open meeting next Mon. evening. We can put this on the agenda if you wish,” it was not on the draft agenda put before us tonight.
Director Bradner further suggested that those who are here tonight prepared to speak to this issue during member voice be allowed to speak instead when we are ready to address this topic on the agenda.
MOTION SECONDED: Director McGinniss
President Rowe stated that this item was not added to the agenda since there was no new information.
MOTION FAILED: Director Bradner approved. President Rowe, Directors Friedel, Guthrie, Livingston, McGinniss and McLenagan opposed.

MOTION: Director Bradner moved that the Waterfront Buffer Policy and documents, prematurely adopted by this board on May 4th, be reviewed and revised to correct spelling and grammar errors. As they currently exist, the policy and accompanying documents themselves bear embarrassing witness to the haste in which they were drafted and passed. Examples include misspellings of the words “seaward” and “original.” In addition, the specific language which states that “mitigation plants must be species that are native to the coastal plain of Virginia” should be reviewed and revised as necessary to include other plants that would be appropriate for our physiographic area which, indeed, lies on the eastern border of the Piedmont. I presume that this specific language regarding “coastal plains” was held over from the James City County policy from which these documents were derived.
MOTION SECONDED: No Second
MOTION FAILED

2. MEMBER VOICE – Dee Pisciella of Planter's Wood presented a handout regarding the safety issues of the trail connecting Planter's Wood/Heritage Woods neighborhoods to Market Square when crossing Old Hundred Road. Several short- and long-term suggestions were offered on this issue during the May 21st meeting of the two neighborhoods in relation to the Old Hundred Road Study. Director Livingston will follow-up at the next board meeting.
- Dr. Tom Pakurar of Bayport Landing and president of HAL presented a letter regarding the buffer zone, which addressed further information on view easements. Dr. Pakurar offered his assistance on this subject.
- Marie Turner of Birnam Woods expressed her interest in setting up a fund in memory of her son Travis who died in a boating incident in 2006 on the Swift Creek Reservoir. She stated the possibility of starting a fund along with the Swift Creek Athletic Association to assist Brandermill families who have experienced hardships to have their children continue with their sports activity. Director Guthrie will follow-up at the next board meeting.

3. MOTION TO APPROVE MINUTES – April 20, 2009, (2) for May 4, 2009
MOTION: Director McGinniss moved to approve the minutes of the April 20, 2009 meeting.
MOTION SECONDED: Director Guthrie
MOTION CARRIED: Directors Bradner, Friedel, Guthrie, Livingston, and McLenagan approved. President Rowe and Director McGinniss abstained.

MOTION: Director McGinniss moved to approve the minutes of the May 4, 2009 annual organizational meeting, as amended.
MOTION SECONDED: Director McLenagan
MOTION CARRIED: Unanimously

MOTION: Director Guthrie moved to approve the minutes of the May 4, 2009 meeting.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously

4. PRESIDENT’S REPORT – President Rowe reviewed her written report. President Rowe noted that Kevin Healy recently purchased equipment that will measure the decibel level of the music coming from The Boathouse.
A. Director Reports – Director Guthrie reported that the Cheatham property/Market Square development requires further meetings between the county and property owners. Director Guthrie noted that funding for stonewalls for the neighborhood signs was not included in the 2009 budget.
- Director Bradner asked for clarification of changes to the suggested Guidelines after the Waterfront Buffer Policy's approval. President Rowe noted that the changes to the guidelines were submitted by legal counsel and were discussed at the task force meeting. These guidelines will provide general information and will be reviewed by the Environmental committee. Director Bradner stated he had not asked for another review of the policy but inquired about the implementation of the policy. Since this policy has issues with land use, Director Bradner noted that the BCA attorney is a HOA attorney and not a land use attorney. Director Bradner requested correspondence which notes that the Chesterfield County Planning Department and the Water Quality Department have reviewed the Waterfront Buffer Policy.
B. Master Plan Report – John McLenagan – Director McLenagan reported that all committee chairs are to review Chapter 7 – Policy and Implementation of the Master Plan and provide their input by June 17th in preparation for the June 20th Board Master/Strategic Plan meeting.

5. MANAGER’S REPORT – Community Manager Pritz reviewed her written report. Community Manager Pritz will meet on June 16th with Dick McElfish and Scott Flanagan regarding the buffer policy prior to the county breakfast meeting scheduled June 29th, which will be held at the Brandermill Country Club.

6. COMMITTEE REPORTS
A. Crime Prevention Committee – Director McLenagan reported that the committee recently elected Chris Schwarz as Chair, Mike Metzger as Vice-Chair, and Susan Schoemmell will remain as Secretary. The Brandermill Neighborhood Watch Festival is scheduled for Saturday, August 1st, 11 am - 4 pm in Market Square with numerous family activities planned. Also planned is the Neighborhood Watch National Night Out with 12 neighborhoods scheduled so far to participate on Tuesday, August 4th. The Education subcommittee will present a CPTED program to residents on June 10th at the BCA office.
B. Finance Committee – Director Guthrie met with Community Manager Pritz and Accounting Manager Margaret Covington to review the 2010 budget schedule. President Rowe and Director McLenagan have reminded the board to present items to be considered in this budget at the June 20th board master/strategic plan review meeting. Director Guthrie noted that the draft budget will be presented to the board during the August, September and October board meetings and for public comment.
C. NRC – Bob Strickland, 1st Vice Chair, reported the NRC will host a meeting scheduled on June 16th at Brandermill Woods for an information exchange with SportsQuest. The NRC complimented the Planter's Wood/Heritage Woods combined neighborhood meeting on May 21st and their recommendations on the Old Hundred Road expansion. The NRC is looking at online surveys as a means to obtain comments from all residents and neighborhood representatives. The NRC will present their statements for implementation of the master plan, and encouraged the board to to adopt the master plan.

7. MOTION TO ELECT BOARD SECRETARY – There was no objection to Community Manager Pritz continuing to serve as Secretary of the BCA Board of Directors.

8. MOTION FOR CONTACTING LEGAL COUNSEL –
MOTION: Director McGinniss moved to amend the “Staff and Management” section of the BCA Board of Director General Operating Guidelines and Procedures to the following:
The President and the Community Manager are the principal contacts between the Association and its legal counsel (including other retained outside consultants). Board members who have specific questions for counsel or other outside consultants are encouraged required to contact the Community Manager or the President who are encouraged to seek the will of the majority of the Board of Directors prior to requesting said services. Legal counsel is available to attend board meetings if necessary. This procedure is purely for cost control, efficiency and consolidation of requested legal work and is not intended to limit a director's genuine need or right for information.
MOTION SECONDED: Director McLenagan

MOTION: Director Friedel moved to table the motion made by Director McGinniss.
MOTION SECONDED: No Second
MOTION FAILED

AMENDED MOTION: Director Livingston moved to amend the motion with the following language to be added after the first sentence and before the sentence beginning with legal counsel is available.
Unless specifically authorized by the President, Community Manager, or the Board of Directors, all communications with the Association's legal counsel (and other retained consultants) shall be by and through the President or the Community Manager.
MOTION SECONDED: Director McGinniss

AMENDED MOTION CARRIED: President Rowe, Directors Friedel, Guthrie, Livingston, McGinniss and McLenagan approved. Director Bradner opposed.

MOTION FAILED: Unanimously

9. COMMUNITY IMPROVEMENT GRANT – Keith McGinniss -
MOTION: Director McGinniss moved to approve the Resolution he submitted regarding a grant program for neighborhood projects to be completed by residents.
MOTION SECONDED: Director Guthrie

AMENDED MOTION: Director Guthrie moved to direct staff to include $7,500 in the 2010 budget, and to set a grant range in the amount of $100 to a maximum of $2,500.
MOTION SECONDED: Director McLenagan
MOTION WITHDRAWN

AMENDMENT TO AMENDED MOTION: Director Livingston moved to amend the Resolution to strike the word “sweat” and replace it with “efforts.”
MOTION SECONDED: Director McLenagan

MOTION: Director McGinniss moved to suspend the rules for five minutes.
MOTION SECONDED: No Second
MOTION FAILED

AMENDMENT TO AMENDED MOTION CARRIED: Unanimously

AMENDED MOTION: Director Guthrie moved that in order to implement the new community grants program that the board direct staff to identify $7,500 in the proposed 2010 budget, and that the grant range within the program be established at $100 to a maximum of $2,500.
MOTION SECONDED: Director McGinniss
AMENDED MOTION CARRIED: Unanimously

MOTION CARRIED: Unanimously

10. FINANCE COMMITTEE CHARTER – Bob Friedel –
MOTION: Director Friedel moved to approve the charter for the Finance Committee, as amended.
MOTION SECONDED: Director Livingston
MOTION CARRIED: Unanimously

11. EXECUTIVE SESSION – To discuss a personnel and contract issue
MOTION: Director Guthrie moved to enter into executive session to discuss a personnel and contract issue.
MOTION SECONDED: Director Friedel
MOTION CARRIED: Unanimously

12. RETURN TO OPEN SESSION
MOTION: Director McLenagan moved to return to open session.
MOTION SECONDED: Director Friedel
MOTION CARRIED: Unanimously
No action taken

13. ADJOURNMENT –
MOTION: Director Friedel moved to adjourn the June 1, 2009 Board of Directors meeting at 9:50 PM.
MOTION SECONDED: Director McGinniss
MOTION CARRIED: Unanimously


Submitted by:


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



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