Archives for April 2016

Information Packet for May 2, 2016 Organizational and Regular BCA Meetings

Posted April 29, 2016 at 12:50 PM
The information packet for the upcoming BCA Organizational and regular Board Meetings is now available for downloading.

Please note that the Organizational Meeting will begin at 6:30 p.m. while the regular Board meeting will begin at 7:00 p.m. Both meetings will be held at the Brandermill Church. A slate of officers is shown on page 2 of the current Board packet.

According to Manager Bailey's cover memo to the regular Board meeting, "There are no business items for the Board's consideration at this time. However, there are several action items related to committee appointments. The Board will have an extended Executive Session period in order to provide the new members of the Board of Directors with information about items covered by closed session provisions in the law."

We encourage residents to attend BCA Board meetings to learn of Brandermill "happenings."

2016 Election Results

Posted April 18, 2016 at 8:06 PM
Congratulations go to the newly elected members of the 2016-2019 BCA Board of Directors:
Bob Gregory
Ann Hunt
Tony Nardella
Amendment 1 passed. This means the Capital Fee will be increased to 50% of the annual residential assessment for first-time Brandermill homebuyers.

NRC Meeting

Posted April 15, 2016 at 10:05 AM

NRC Meeting
Thursday, April 21, 2016
7 p.m.
Harbour Pointe Clubhouse

All residents are invited, but NRC Reps are urged to attend this meeting. Agenda items will include:

  • Task Force report on NRC organizational structure
  • Discussion on proposed scope of work on neighborhood open space clean-up to include proposed "Work Day" initiative
  • Discussion of proposed dog park

The NRC is seeking feedback on these and other Brandermill issues from all residents.

BCA Annual Meeting

Posted April 15, 2016 at 10:05 AM

BCA Annual Meeting
April 18, 2017
7 p.m.
Brandermill Church

Join your neighbors at the BCA Annual Meeting to hear the status of our community this past year and the Director election results.

Haven't voted yet? It's still not too late. You can still participate by returning your proxy/ballot sealed in the yellow election envelope (1) to the BCA office by 5 p.m. on that day OR (2) to the BCA Annual Meeting (to be held at the Brandermill Church, 4500 Millridge Parkway, Midlothian, VA 23112) by 7 p.m.

Can't decide how to vote? The BCA has published candidate information on pages 2-3 of the March 2016 issue of The Village Mill, and information about Amendment 1 can be found on page 4 of the same issue. In addition to that, the NRC has published the audio from its "Meet the Candidates" event, where specific questions were asked of the candidates by meeting attendees.

NRC Reminders: Proxies/Ballots and NRC Meeting

Posted April 8, 2016 at 1:48 PM
Don't forget to VOTE and to attend the April 21, 2016 NRC meeting!

Proxies/Ballots Due on April 18, 2016

  • 5:00 p.m. if sent to BCA office OR
  • 7:00 p.m. if delivered to BCA Annual Meeting to be held at the Brandermill Church (4500 Millridge Parkway, Midlothian, Virginia 23112)
In addition to voting for three directors, there is a referendum and an amendment to the covenants to be considered. Approval of Referendum 1 will defer "any excess revenue to be applied against the subsequent tax year member assessment as provided by the IRS." Approval of Amendment 1 will increase the capital fee from $150 to one-half of our annual assessments. Detailed information may be found on your proxy/ballot. If you have not yet received your proxy/ballot, please contact the BCA office (804-744-1035) ASAP.

Quorum is needed to validate the election. Please remember to VOTE!

NRC Meeting

Thursday, April 21, 2016
7:00 p.m.
Harbour Pointe Clubhouse

NRC Reps are encouraged to attend, but all residents are invited! Agenda will be forthcoming shortly.

Highlights of April 4, 2016 BCA Board Meeting

Posted April 8, 2016 at 1:48 PM
Important Note: The below highlights are reported based on unofficial notes taken by NRC representatives who attended the above BCA meeting. Although we believe the below 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.

President's Report

President Davis commemorated outgoing Directors Don Blom, Tom Leonard and Bob Malek for their Board service with personalized gifts from the community.

He noted Director Blom's guidance leading to Brandermill having two of its best years ever relative to pool operations; Director Malek for being the BCA Board's point person on the issue of hydrilla control in the reservoir, referring to him as the "conscience on the Board;" and Director Leonard's focus on covenant enforcement while promoting examination of existing and possible future covenants.

Manager Bailey recognized Charlie Davis for his service as BCA Board President for the last year and presented him with a gavel on behalf of the community.

First Vice President's Report

First Vice President Pearson reported that the Communications and Marketing Committee will meet Thursday, April 7 at 4:00 p.m. with several important agenda items. First, the committee will work to narrow the list of companies being considered as consultants to improve the Brandermill website. Second, the committee will consider pool advertisements for April to run in The Chesterfield Observer. Lastly, the committee will consider the issue of image ads for the community. He noted that an image ad campaign could possibly focus on the huge lead held by Brandermill in the Richmond area relative to home sales (218 homes were sold in Brandermill in 2015).

Treasurer's Report

Treasurer Friedel stated that the Finance Committee's investment subcommittee would be making an investment strategy recommendation later in the meeting and asked for the BCA Board's support of this recommendation.

Directors' Reports

Director Malek spoke about the privilege of serving with his fellow Directors and former Director Jack Bettin. He noted that he thinks the present BCA Board has been a very "pro-resident" board. He will continue to serve on the Reservoir Hydrilla Management Group (RHMG), and the group will meet Wednesday, April 6.

He gave a brief recap of the group's efforts to control hydrilla through the release of carp. He noted that the initial release of 10,000 carp was too high, as not only was the hydrilla consumed but also much of the other vegetation in the lake. The task before RHMG now is to come up with the correct number of carp to be released. They believe that number to be somewhere around 4,000, with the carp being released on a staggered basis, thus maintaining a more consistent population.

Director Blom congratulated the BCA's maintenance team for their fast and effective response in clearing a huge branch that fell from Brandermill open space during strong winds last Saturday night. The branch destroyed his neighbor's screened porch. He noted that all of the debris from the fallen branch was cleaned up and removed by the following Monday. Manager Bailey commented that the tree from which the branch fell was indeed HUGE, and the BCA will have an arborist examine the tree to determine if it needs more work.

Community Manager's Report

Manager Bailey reported on covenant enforcement activity (see page 26 of April 4, 2016 BCA Board information packet) for the past month noting that 108 properties were cited in 45 neighborhoods for violations. Of these, 37 were for rental registration. He also noted that 108 violations were resolved. Sixteen Hearing Panel letters were sent, 11 of which were for rental registration violations. He reported that six Hearing Panel cases were heard and that all of these related to rental registration violations.

Manager Bailey stated that 341 properties have submitted completed rental registration forms, and another 148 properties have active rental form violation notices. As rental properties are identified, BCA staff will pursue the enforcement process. He noted that the number of rental properties (489) currently identified is more than originally estimated prior to rental registration requirements going into effective.

Manager Bailey reported that the community is now working to bring seven abandoned properties into compliance. Of these, the abandoned property in Sandy Brook was sold at auction, and the bank is now the new owner. The abandoned property in Quail Hill will go to auction on April 14.

Manager Bailey congratulated five neighborhoods for having no covenant violations: Bayport Landing, Copper Hill, Land's End, Shady Pointe and Spinnaker Cove.

Manager Bailey reported that the zoning application has been filed on the proposed outdoor adventure park north of Genito Road. Chesterfield County Planning Commission will consider this zoning application on May 17, and there may be a community meeting scheduled prior to the Planning Commission meeting.

In his update on open space clean-up efforts, Manager Bailey noted that there are 15 days left of contracted work. The contractor will continue to focus on neighborhood entrances, cul-de-sacs and main parkways. The in-house cleanup crew has completed work on the Sunday Park open space and is currently working at The Landing and the point at McTyre's Cove. After that, the crew will begin cleanup efforts along the 15 miles of walking trails. This work will begin with a demonstration project behind Three Bridges and will cleanup for 8' along the sides of the trail and 30' behind private residences. Manager Bailey commented that much of the effort on open space clean-up to-date has been "catch-up" work to clear debris accumulated over the past 10 years. Going forward, clean-up efforts will move into more of a maintenance mode to prevent the build-up of excessive debris and dead fall.

Manager Bailey reported the community is presently seeking bids for improvements and maintenance on the marina. Pool maintenance and repairs are occurring at St. Ledgers pool (plaster pops are being repaired) and at Harbor Pointe pool (plaster pops in the pool lining have already been repaired by Swim Metro).

He also noted that the Staff is looking at quotes to repair the pavement and sidewalk at the Harbour Pointe pool and clubhouse. The current entrance is pavement-over-concrete which has caused the crumbling appearance of the top surface. The Association is looking at quotes to replace the existing pavement with concrete or to completely replace the existing with asphalt.

Manager Bailey reported that the Association is working to improve the appearance of the street lights and is looking forward to working with Dominion Virginia Power and Chesterfield County to accomplish this.

The playground equipment for the new Harbour Pointe playground has been ordered. The question of possibly installing a locking gate at the entrance to the parking lot to secure this area from unauthorized after-hour use is being considered.

Lastly, Manager Bailey reported that the Association is working with the County to update its Emergency Action Plan.

President Davis also commented that he received a call from a resident regarding repaving efforts on community roads. He reported that the plan is to repave or slurry-seal about six neighborhood roads per year, and the work is to be accomplished by VDOT.

Director Pearson commented that he thinks it a good idea to continue to track the number of violations on rental properties versus violations on owner-occupied properties. Past data had indicated a violation rate of about 14% on rental properties versus 7% on owner-occupied properties. President Davis asked about the need for this data, and Director Pearson responded that it was for comparison purposes only, not for reporting to the press.

Director Pearson also noted that there is now a new page (see page 27) in the Board information packet updating the status and progress on abandoned properties in Brandermill. President Davis reminded us that 18 months ago there were 12 abandoned properties in Brandermill with covenant violations and now we have four. He noted that the Association is working in concert with the County and that a lot has been accomplished.

Director Pearson commented that we need to get a change in state law to provide HOAs with greater freedom to file against owners of abandoned properties. He expressed his belief that the Community Association Institute (CAI) should work in the state legislature to help our lawmakers understand the benefits of allowing community associations greater freedoms and recovery of legal fees in their efforts to correct the abandoned property issues.

Consideration of Investment Recommendation

Chair Bob Gregory reported that the Finance Committee has unanimously approved a laddered CD program (see pages 28-30 of April 4, 2016 BCA Board information packet) as presented by Maria Slowe, member of the Investment Subcommittee. He reported that this program should raise the rate of return on the Brandermill Replacement Reserve Fund from the current rate of 0.33% to an estimated rate of about 1.43%, resulting in an increase in yield of about $13,000 annually.

This recommendation was unanimously approved by the BCA Board.

Mark Your Calendars!

Posted April 1, 2016 at 12:25 PM
BCA Annual Meeting
Monday, April 18, 2016
7:00 p.m.
Brandermill Church
NRC Meeting
Thursday, April 21, 2016
7:00 p.m.
Harbour Pointe Clubhouse

Have You Voted Yet?

Posted April 1, 2016 at 12:25 PM
Proxies/ballots are due on April 18. You may submit your proxies/ballots (1) to the BCA office by 5 p.m. on that day, or (2) to the BCA Annual Meeting (to be held at the Brandermill Church, 4500 Millridge Parkway, Midlothian, VA 23112) by 7 p.m. Be sure that your ballots/proxies are delivered sealed in the yellow envelope that accompanied the original mailing.

In addition to electing three candidates to fill 2016-2019 BCA Board of Director seats, there are two referendums on the ballot this year.

Referendum 1 on the proxy/ballot states in part:

Approval of this resolution (a yes vote) is needed to prevent being taxes by the IRS on any surplus revenue. The IRS has ruled that any surplus revenue is taxable unless it is applied against the subsequent year's revenue. If this referendum is not approved, the BCA may be subject to paying additional taxes with members' assessments.

Amendment 1 on the proxy/ballot states in part:

Voting to approve this amendment means that you support setting the Capital Fee at 50% of the annual residential assessment. The Board already has the authority to set the fee annually; however, the amount cannot currently exceed $150. The Capital Fee is only charged to those who are buying a home for the first time in Brandermill. The funds generated by the Capital Fee can only be used for New Capital projects (like an entirely new section of trail, one that does not exist currently); new capital funds cannot be used for the operating budget.

Need help deciding which candidate to vote for? The BCA has published candidate information on pages 2-3 of the March 2016 issue of The Village Mill. In addition to that, the NRC has published the audio from its "Meet the Candidates" event, where targeted questions were asked of the candidates by meeting attendees.

Most important of all, please remember to VOTE. Quorum is needed to validate this election.

Information Packet for April 4, 2016 BCA Board Meeting

Posted April 1, 2016 at 12:25 PM
The information packet for the upcoming BCA Board meeting is now available for downloading.

On this meeting's agenda is a 20-minute time allocation to consider the Finance Committee's investment recommendation (see pages 28-30 of this Board packet).

The NRC encourages residents to read the draft minutes of the various BCA committees found within the Board packet. These committees are hard at work, planning not only this year's projects but next year's projects as well. Your feedback and participation NOW is important to them.

We also encourage residents to attend BCA Board meetings to learn of other Brandermill "happenings".