Highlights of August 8, 2012 BCA Board Meeting

Posted August 19, 2012 at 3:00 PM, Filed Under: News, NRC Email

Important Note: These highlights are reported based on unofficial notes taken by NRC representatives who attended the above BCA meeting. Although we believe the above reporting is reliable and strive for accuracy, we cannot assure 100% accuracy. It is recommended to all readers that they read the approved BCA Board Meeting minutes when published.

Member Voice
  • Dee Pisciella (Planters Wood) introduced the Citizens Emergency Response Team to Brandermill. This County-certified, 17-member group acts as "first responders before the First Responders can get to a neighborhood". She invited the BCA Board Directors to join the members of this group for a cruise on the BranderBelle.
  • Warren Ragsdale (Huntsbridge) commented that our next community manager should implement a change in the existing "us-against-them" culture. Focus should also be placed on increasing Brandermill home values. He also feels that the salary range as stated in the job description posted on the Community Association Institute ("CAI") web site to be high as compared to salaries of town managers of comparable size townships.
  • David Schein (Spring Gate) asked that the Board take a hard look at the BCA employee structure and advocated that all work be performed on a contract-basis.

Minutes of July 9, 2012 BCA Board Meeting
Director Frances Hillman asked that the last sentence of the first paragraph of Item 8 ("Financial Policy Change," page 4 of the August 6, 2012 Board Information Packet) be removed and replaced with:
In summary, the Finance Committee is supportive of the overall concept of some sort of reasonable advantage for local businesses but questions the proposed methods of allowing local businesses to reduce a price to meet competition. The Finance Committee proposes taking more time to review the alternatives and stands willing to help with such a review.
The July 9, 2012 Board Minutes were approved as amended.

President's Report
  • The County Board of Supervisors will be recognizing retiring Community Manager Jane Pritz on August 22, 2012, 6:30 p.m., public meeting room of the County Government Center. This event was arranged by County Supervisor Art Warren.
  • Members of the Brandermill History Task Force met with representatives of Chesterfield Historical Society and confirmed the Task Force's plan of action. There are now 20+ members on this Task Force, and their next meeting is scheduled for September 17 at Harbour Pointe Clubhouse when the Task Force will begin to organize itself in a manner to conform with its BCA charter (to be presented to the BCA Board at its October meeting). President Guthrie urged residents who may wish to contribute historic documents, pictures, flyers, relics, etc., to contact Wendy Parker.
  • Residents of Gleneagles have e-mailed Dianne Cardea, Chair, Community Character Committee, about their excitement in the improvements they're making to their neighborhood. President Guthrie acknowledges the good work of this sub-association and applauds all other neighborhoods that have done the same.

Directors' Reports
  • Director Joan O'Hanley reported that she, Director Bettin and Marketing Committee Chair Dennis Peterson met with Jerrell Nickerson, BCA's current technologist, and learned what his company, Forward Pass, could provide to the Board's marketing and communications initiatives. She, along with Dennis Peterson and BCA staff member Ann Hunt, attended the Digital Advertising meeting sponsored by the Richmond Merchants Association. Director O'Hanley sees the Board's marketing and communication initiatives technologically going hand-in-hand.
  • Director Davis confirmed that the BCA does not have a contract with Forward Pass and that the BCA currently uses proprietary software owned by Forward Pass. Web development is a component of the services that Forward Pass offers to its customers.
  • Director Hillman presented a status summary of her initiative, "Enhance the Look of Brandermill," on page 6 of the August 6, 2012 Board Information Packet.
  • Director Davis reported that he has been in contact with John McCracken and Butch Sirry of VDOT with regards to our road needs.

Treasurer's Report (see pages 7-16 of the August 6, 2012 Board Information Packet)
Director Hillman summarized the BCA budget as of June 30, 2012 as follows: Revenues are under-budget by $11,004, and expenses are over-budget by $34,021, creating a net loss of $45,025 in the operating account. She further explained some of the loss is created by timing of revenues yet to be received and that some of the expenses may be moved to the Reserve and Capital Fee accounts. She anticipates that the BCA will be on-budget by year-end.

President Guthrie commented that some of the possible "Reserve" expenses are deducted from the Operating account as the Finance Committee and the BCA Staff are mindful of tax liabilities.

Director Hillman also requested that the number of neighborhood signs to be refurbished be increased from five to 10. The cost of refurbishing these signs would be a Reserve expense. Community Manager Pritz stated that this expense was not taken out of last year's Reserve fund, so there should be funds to refurbish 10 neighborhood signs this year.

Manager's Report
In addition to her report on page 17 of the August 6, 2012 Board Information Packet, Community Manager Pritz presented the BCA Board with a request for drainage easement and temporary construction easement around three Brandermill-owned tunnels (located on Genito Road near the elementary school, North Beach and Harbour Pointe) so that VDOT could make improvements and maintain those drainage systems. Cost to make tunnel repairs will exceed $100,000. Brandermill would continue to own the tunnels, walkways and paths in those areas. The BCA Board unanimously approved this request.

Committee Reports
In addition to the committee reports on pages 21-22 of the August 6, 2012 Board Information Packet, the Crime Prevention Committee requested $300 from the 2013 BCA budget for Neighborhood Watch Program signs to be placed in neighborhoods with that program.

Confirming Date for September BCA Board Meeting
It was agreed that the next BCA Board meeting will be scheduled for Monday, September 10, 7:00 p.m., Brandermill Woods.

Common Interest Community ("CIC") Complaint Procedure
As mandated by State law, the BCA Board established a complaint procedure (see pages 23-31 of the August 6, 2012 Board Information Packet) whereby a resident who is not satisfied with the BCA Board's final ruling on his/her complaint may further file a complaint with the State Common Interest Community Board ("CICB") for reconsideration of the Board's decision.

Complaints falling under the jurisdiction of the CIC are those which deal with State law (see Code of Virginia, Title 55 - Property and Conveyances, Chapter 26 - Property Owners' Association Act). The cost of filing a complaint with the CICB is presently set at $25, and all decisions rendered by the CICB as a result of this process are final. The BCA Board unanimously adopted the proposed complaint procedure.

Update on Roundabout Sign
President Guthrie recalled the BCA Board approved at its last meeting the signage as shown on page 50 of the July 7, 2012 Board Information Packet. This design has been tentatively approved by the County Planning Commission, and the County is now hosting a community meeting on Monday, August 13, 2012, 7:00 p.m. at Clover Hill High School to get community feedback.

President Guthrie wanted residents to know that regardless of whether you like the roundabout sign or not, it is important to note that the cost to Brandermill for adjusting the signage is roughly $4,300 while the cost of removing the entire sign is about $17,000.

Prioritization of Funding 2013 MPOC and Staff-Recommended Projects
The BCA Board has initially approved the following 2013 projects and has given guidance to the Finance Committee to identify accounts (Operating, Reserve, or Capital Fee) for funding:
  • Directional Signs $    30,000
  • Landscaping at Old Hundred Road and Brandermill Parkway 15,000
  • "Show Me Brandermill First" (2013 amount may be adjusted based on award of $15,000 allotment in 2012) 35,000
  • RFP Pool Update (Director Livingston and Assistant Community Manager Al Raimo considering the costs of updating the pools in phases, rather than simultaneously updating all three pools. Further information forthcoming.) ---
  • Sagegrove Playground/Park 22,000
  • Permits to Dredge The Landing 5,000
  • Community Clean-Up Day (to include Stream Clean-Up) 7,000
  • Self-Help Program 7,500
  • Marketing Committee 2013 budget 150
  • Neighborhood Residents Council ("NRC") 2013 budget 4,100
  • Community Character Committee ("CCC") 2013 budget 300
  • Crime Prevention Committee ("CPC") 2013 budget 300
  • Brandermill Car Decals 500
  • T-Rack Replacement at Waterside Park and Harbour Pointe 2,500
  • Public Address System for BCA Board Meetings 2,500
  • 2013 Reserve Items based on BCA Reserve Study 112,135
    Update on Community Manager Search
    President Guthrie stated that all seven BCA Board Directors would be involved in the selection of a new community manager. It is also his desire to include resident feedback in the Board's process and deliberations for a new community manager. He apologized if this vision was not recently perceived by residents and Directors.

    Director Bettin, who serves on the BCA Board's manager search committee with Director Rowe, described what has been done thus far. During his research, he solicited input from Community Manager Pritz and Julie Joyner, Community Manager of Woodlake. Directors Bettin and Rowe have formulated an action plan, a pool of questions for applicants, and a qualification grid to rate applicants for BCA Board consideration.

    To begin the process of getting applicants, the Search Committee posted the updated 2010 Community Manager job description to the CAI web site. Discussion ensued about what should be done with the present employment posting on the CAI web site as well as how Directors may modify the existing job description, screen applications and adjust salary information.

    At Director Davis' suggestion, the job description will be open for Directors' comments for one week (until Monday, August 13, 2012). It was also agreed that all seven Directors would be involved in the final in-person interviews. The BCA Board also agreed that September 30th be set as the closing date for applications, a date that may get extended if an insufficient number of applications are received.