Archives for July 2012

Highlights of July 9, 2012 BCA Board Meeting

Posted July 29, 2012 at 9:19 PM
Important Note: The above 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
Jim Schrecengost (Timber Ridge) would like to see Board become more proactive and direct staff in covenant enforcement. He also stated that the local vendor preference policy could lead to a lack of competition with non-local vendors feeling discriminated against.
Warren Ragsdale (Huntsbridge) thanked Director Livingston for the local vendor preference policy and Directors Hillman and O'Hanley for being at the NRC meeting.

President's Report
President Dick Guthrie issued a "huge thanks" to all 4th of July volunteers and those that participated in the 4th of July festivities. He also announced the resignation of Community Manager Jane Pritz due to retirement.

Directors' Reports
Director Jason Livingston commented on the great success of the 7.4K Run on 4th of July and expressed his appreciation to Greg Hendler for his hard work. He noted that this event not only raises money for the American Cancer Society but also focuses a positive light on Brandermill.
Director Charlie Davis asked if there would be anything done regarding trees that appear to be unstable along the parkways due to the recent storms. President Guthrie said he would ask the arborist to look into it and identify the trees that are in distress.

It was also noted that the fireworks company will be refunding half of the costs of our 4th of July fireworks due to the mechanical failure during the finale.

Manager's Report
In addition to her written report (see pages 11-12, July 9, 2012 Board Information Packet), the BCA Board approved Susan McFarland (Garrison Place) as a new member of the PARC committee and Steve Russek (McTyre's Cove) as a new member of the Natural Resources Committee. Manager Pritz indicated that there are now 566 pool memberships of which 67 are non-resident and three are swim-team-only memberships. Pool memberships continue to increase but are still at a lower level than last year.
Directors Bettin and Davis questioned the vetting process of committee members. President Guthrie described the existing process as a resident attending a committee meeting, asking to join the committee, and the committee members taking action at their next meeting. The chair of the committee then makes the recommendation to the BCA Board via the Community Manager for committee acceptance, and the BCA Board votes to approve or not approve the resident's membership. President Guthrie asked Director Davis to make suggestions to better the vetting process.
Director Hillman asked that the area along Genito Road where the new street lights will be installed be inspected by BCA maintenance and work performed, if needed. This should include the two Brandermill signs and street post on Genito Road and the dead trees around CVS.

Committee Reports (see pages 19-28, July 9, 2012 Board Information Packet)
MPOC Report (see page 24, July 9, 2012 Board Information Packet)
Director Hillman asked if clearing of the understory was included in the tree management contract. Assistant Community Manager Raimo responded that the contractor has the responsibility of removing the designated trees and debris caused by their removal and that BCA maintenance cleared the remaining area as well as manage traffic flow during the operations.
NRC Report
Chair McNeal reported residents' comments from the June 26th Community Meeting hosted by the NRC. Based on the BCA Communications Task Force survey, the community indicated that the No. 1 communication preference is to have The Village Mill delivered and No. 2 is to receive e-mail notifications. Most seem to agree with the technology changes recommended in year 1 (2013), with a trial run on the firewall in year 2. It appears that the actual print and delivery costs were not the cause for The Village Mill's deficit, but rather the cost of labor involved to meet the objectives of (1) presenting news in a timely manner and (2) creating The Village Mill in a printed format. Meeting these two objectives essentially requires BCA staff to create The Village Mill twice, once electronically and then again as a newspaper. It was suggested that someone outside the Communications Department review workflow processes with fresh eyes to possibly recommend workflow and technology changes to reduce labor costs.
Most residents appear to be in favor of the concept of a local vendor preference to enlarge supplier diversity; however, some expressed the concern that this preference may discourage non-local vendors from bidding. Concern was expressed about the BCA staff having time to ensure that vendors qualified and that the bidders were both "responsive" and "responsible". A sliding variance approach was suggested (a smaller variance would be allotted as the size of projects got larger) as well as a flat 10% variance in pricing.
Chair McNeal asked how local vendors might be made aware of outstanding RFPs so that they could respond to them. Response to this was offered later in the meeting.

Marketing Presentation
Led by Director Bettin, a marketing presentation was given by Chair Dennis Peterson, BCA Marketing Committee, and Sara Johnston, CEO/President of Suffolk-based marketing firm, A Touch of Technology.

Self-Help Standards
The Board voted to amend the budget by reducing the Community Improvement Grant to $3,000 and creating a budget line item for Self-Help Policy (see copy of policy on pages 28-33, July 9, 2012 Board Information Packet) for $4,500. This budget amendment was approved.

Financial Policy Change
The Board voted and approved to change the Finance Policy (see pages 34-48, July 9, 2012 Board Information Packet) to include the Local Vendor Preference policy with a 15% variance. Discussions prior to the vote included Director Davis bringing up the issue of always awarding a contract to the lowest bidder, which he felt was not necessarily always the wisest choice. President Guthrie pointed out that all bidding vendors had to be both "responsive" and "responsible". Director Hillman read a statement from the Finance Committee on the proposed local vendor preference policy wherein the committee volunteered to review alternate methodologies for vendor preference. Director Livingston stated that he had studied two primary methodologies for vendor preference (including the qualification scoring methodology) and felt that, given the number of contracts awarded by the BCA, the proposed policy was the most efficient and would be effective in ensuring quality work as well as the lowest bid.
In response to how local vendors might learn of potential RFP offers and the NRC's suggestion of posting RFPs to the BCA web site, President Guthrie agreed to make the RFPs readily available.

Roundabout Sign Update
The BCA Board discussed three renderings of sign changes as well as an invoice from the sign company with a 50% discount to cover the cost of the changes. Preference was shown for the second rendering (page 50, July 9, 2012 Board Information Packet). The Board is waiting to hear from the county and will take further action at its August meeting.

Strategic Workshop Review
The Board voted and approved to take ownership, have accountability, and prominently display on the Brandermill web site and in The Village Mill their 2012-2013 BCA Board Work Plan so residents will be informed of Board initiatives.

Communications Task Force Recommendations
Director O'Hanley presented the Communication Task Force recommendations (see pages 53-54, July 9, 2012 Board Information Packet) to the Board, and discussion was had to implement some of the 5-year recommendations within the next 2-3 years. Moving forward quickly in the technology realm was encouraged, and increasing the speed of communications between the Board and residents was considered a high priority. Both President Guthrie and Director O'Hanley pointed out that The Village Mill was not going away but rather, it may take on a different format. Director Davis supported BCA communications moving forward using more current technologies as did Director Bettin.