Archives for June 2015

Highlights of June 8, 2015 BCA Board Meeting

Posted June 12, 2015 at 3:48 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.

Approval of May 4, 2015 BCA Board Minutes

The minutes were approved with minor amendments. Director Pearson asked why the minutes did not identify the persons who spoke during Member Voice. Manager Bailey answered that the written recap, unlike an audio recording may or may not capture with 100% accuracy what was said. He also noted that counsel and the Community Association Institute recommend not doing so.

Member Voice

Mamie McNeal (Planter's Wood) commented on the proposed Standards changes regarding vehicle parking (see pages 19-20 of June 8, 2015 Board packet). She wondered how the proposed Section 8.5.3.a ("Non-driveway parking is permitted on an occasional basis ….") would be enforced.

With regards to Section 8.5.3.b ("A limit of two (2) vehicles per lot are permitted to be parked near the street/on the side or the edge of the street on an ongoing and regular basis; …."), McNeal asked what covenant gave the BCA the authority to create this proposed standard.

Manager Bailey responded that if a vehicle is parked with wheels on the street, then issues with the vehicle would not fall under the authority of the BCA.

Directors' Reports

Director Pearson commented that the Communication and Marketing Committee still needs volunteers. It currently has only two members.

Treasurer Friedel reported that the Finance Committee met and discussed their work plan for 2015, reviewed the RFP for the next audit contract, and discussed the upcoming Reserve Study. He noted that the Financial Reports are included on pages 9-13 of the June 8, 2015 Board packet.

Director Pearson asked about the $3,500 budget expenditure for the “Swim Team”. He asked how this funding is dispersed. Manager Bailey noted that this funding is ongoing, having been a regular item in the yearly budgets and that the funding went to a corporate swim team account.

Director Leonard asked why the May 2015 Financial Report (page 12 of June 8, 2015 Board packet) showed a negative amount for "Violation Charges". Manager Bailey responded that outstanding violation charges are forgiven if the violations are corrected before legal action begins. Director Malek questioned if this policy might create a negative incentive to correct violations quickly.

Director Leonard asked for clarification about the brush pickup program noting that his neighborhood’s brush was not picked up during the scheduled week beginning on June 1. Manager Bailey responded that the Maintenance Department had been short-staffed and that this was a one-time occurrence when brush pickup had been delayed. He noted that the brush piles for the zone in question were all picked up by the following Tuesday. He also stated that the brush pickup team starts on Monday of the scheduled week for pickup, and the process could take 1-3 days to complete a zone.

Community Manager's Report

Manager Bailey reported on the activity of the Property Management team. He noted that several neighborhood 360o inspections have been completed. Property Management issued 131 violations in May and 140 violations were resolved.

Manager Bailey announced that 2015/2016 vehicle parking passes are now available at the BCA office. Residents will need these passes or proof of residence to enter restricted areas during the 4th of July celebrations.

Manager Bailey also emphasized that the BCA has new, year-round office hours: 7 a.m. to 6 p.m. Monday-Thursday and 8 a.m. to 12 noon on Friday.

Director Pearson asked if more detail could be published regarding violations to show neighborhood and type of violation on the Property Management report. Manager Bailey indicated that he would take this suggestion to the Property Management team. President Davis commented that making such detail available to the SCARP committee is different than publishing it in The Village Mill. Director Pearsonresponded that he thinks it would be beneficial to publish more of these details.

New Committee Members

Judy Malek was proposed and unanimously approved as a new voting member of the Maintenance and Ecology Committee.

Ann Hunt was proposed and unanimously approved as an alternate member to both the Hearing Panel and the ARB.

Discussion of Vehicle Parking Policy

The BCA Board discussed the proposed language changes to the Standards regarding vehicle parking. It was clarified that this issue will be scheduled for a vote in July and that nothing in the proposed language addresses vehicle parking on the streets.

President Davis commented that the intent of the proposed language is to make Brandermill look better.

Mamie McNeal (Planter's Wood) questioned the wisdom of placing more limits in the Standards regarding the parking of vehicles on private and community properties as this may encourage more street parking.

Director Malek noted that some who could park on their own property still choose to park on the street.

A member asked if it would be wise to just put up signs encouraging residents to not park on the street.

Director Malek commented that the police cannot regulate how many vehicles are parked on public roads.

Manager Bailey added that Chesterfield County has no regulations limiting the number of vehicles that can be legally parked on the streets. He stressed that the proposed language would limit the number of vehicles to two that can be parked on private property near the streets. This does not limit the total number of vehicles on private property to two as that number is limited only by the amount of vehicles that a person’s driveway can hold.

Director Pearson commented that some language changes are necessary to clarify the governing of commercial vehicle parking.

[Note: If you wish to comment on the proposed parking Standard (pages 19-20 of the June 8, 2015 Board packet), please either (1) participate during the Member Voice portion of the BCA Board's July meeting or (2) e-mail your comments to]

Discussion of Rental Property Registration

The BCA Board discussed the proposed rental property registration form which has been published for member review in The Village Mill and on page 21 of the June 8, 2015 Board packet. This form will be voted on during the BCA Board's July meeting with the registration of rental properties possibly beginning on August 1, 2015.

Director Malek asked if the registration form is identical to the state requirement. Manager Bailey clarified that there is no state approved registration form. The new law permits community associations to require the registration of rental properties but does not specify a form. Manager Bailey also clarified that under the law no fees may be charged as a part of the rental property registration process.

Director Friedel urged the BCA Board to require rental property owners to submit a copy of their lease agreement, as is permitted under the new law since this information might prove helpful to the Association. He asked why the BCA Board would not institute all three conditions allowed under the new law: (1) a copy of the lease, (2) a listing of the tenants and contact information and (3) a statement that the tenants acknowledge and agree to abide by the Association’s governing documents. This new law takes effect on July 1, 2015. Friedel argued that collecting the leases makes sense since we don’t know how the information may or may not assist the BCA.

Director Blom commented that he thinks many residents who voted for the covenant change requiring rental registration would be upset if the Association were to now also require a copy of the rental agreement.

President Davis believes, at this point, the Association wants to only identify rental properties and obtain primary tenant information.

Director Pearson commented that we need to be clear about the definition of "tenant". He asked if a family member, other than the owner, who occupies the property and cares for it but does not pay rent would meet the definition of tenant. Manager Bailey responded that this would be handled on a case-by-case basis.

The BCA Board will be voting on this form at its July meeting.

Discussion of Possible Preferred Trash Collection Vendor

Manager Bailey clarified that residents are upset by recent increases in trash collection rates by one of the four main trash collection providers operating in the community. As a result, the staff has contacted the main vendors to investigate the possibility of creating a preferred vendor with negotiated tiered-pricing based upon the number of Brandermill residences using their service.

Director Hillman asked how the Association would monitor/control the agreement and that there is adherence to the agreed pricing.

President Davis clarified that we are trying to offer this in order to organize and obtain better pricing. This would only be offered to the community as informational material.

Director Blom suggested that the agreement with the vendor include a specific timeframe for which the price is sustained.

NRC Nominating Committee Seeks Candidates for Chair

Posted June 5, 2015 at 12:51 PM
Acting Chair Joe Herbst announces the selection of Doug Camp, Kathy Cantrell and George Lawson to serve on the NRC Nominating Committee. The goal of this committee is to find candidate(s) to fill the position of NRC Chair for the balance of 2015. If interested in leading a dynamic NRC, residents should contact one of the above Nominating Committee members. The Nominating Committee hopes to present Chair candidates by the end of June so that an election may be held at the NRC's July 16, 2015 meeting.

BCA Announces New Office Hours

Posted June 5, 2015 at 12:51 PM
Effective immediately, the BCA will observe new office hours. These hours will be permanent going forward.
Monday-Thursday: 7 a.m. to 6 p.m.
Friday: 8 a.m. to 12 noon
Saturday-Sunday: Closed

Information Packet for June 8, 2015 BCA Board Meeting

Posted June 5, 2015 at 12:51 PM
The information packet for the upcoming BCA Board meeting is now available for downloading.

The location for this meeting has been changed to Harbour Pointe Clubhouse.

Agenda items include:
  • Discussion of Vehicle Parking Policy
  • Discussion of Rental Property Registration Administration
  • Discussion of Possible Preferred Trash Collection Vendor
A memorandum from Manager Bailey to the BCA Board of Directors (pages 2-3 of this Board information packet) might also prove to be interesting reading.

We encourage residents to attend BCA Board meetings to learn of Brandermill "happenings". For a quick snapshot of what the BCA Board will be discussing, please read the agenda located on the first page of the Board Packet.