BRANDERMILL COMMUNITY ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

Monday, February I , 2016

7:00 PM - Brandermill Church

AGENDA

I. Call to Order

2. Pledge of Allegiance

3. Approval of Agenda

4. Consideration of Minutes for Me.-.ting of Jnnuary 11.2016

5. Member Voice (Please limit cornmems to maximum of 3 minutes)

6. Reports A. President B. First Vice-President C. Treasurer D. Members of the Board E. Community Manager F. Comminees - Appointments, Reports, and Requested Board Action

7. Consideration of Possible Amendmem to the Covenants regarding the Capital Fee

8. Consideration of Commercial Request for Self-Maintenance Sta.tus

9. Discussion Topics: R. Open-Space Clean Up Program

\) cominue by in-sourcing or out-sourcing 2) priority list

b. Pool Fee Alternatives c. Hayden Property Appeal

10. Executive Session (if necessary) Per the Virginia Property Owners Association Act , Section S5-SIO.I.e for the purpose of discussing Contractual, Personnel , and/or Legal Matters

Adjourn

Est time

5 min

10 min

20 min

15 min

10 min

30min

30 min

MEMORANOUM

To: BCA Board of Directors

From: Joon S. Bailey

Community Manager

Topic: Cover Memo for Februlry 1, 2016 Board of Directors Meeting

The meetln. will tl ke place.t 7:00 pm at the 8randermUi Church.

Item 7: Consideration 0/ Possible Amendment to the Covenants regarding the Capitol Fee

At the January meeting. the Soard dlretted that the finance Committee provide a retommendatlon on

the best approach to take with regard to iI possible referendum to increase the capital Fee. The Finance

Committee met on Tuesday, January 19, 2016 and Included this issue on their agenda. After

considerabLe discussion 01 various Ideas, options, ilnd concems, the Finance Committee re<ommends

thll the Board pursue I referendum that would ~set the Clpital fee at SmIi of the annual anessment".

In wording the amendment this way, the ambiguity of the phrase · up to" Is eliminated. furthermore,

with the Idea of a not having I specific, set dollar amount for the fee, the community will not have to

come back some years from now and have to conSider the Issue yet ilgilln.

If the Board wishes to pursue a change in Ihe covenantal Ihe same time as the 8o<lrd of Directors

ele«1on billiot, the Board will need to at leilst conceptually approve of the idea ill this meeting. Ac;tion is

ne<esslry in order for the leg,l language to be crafted In time for inclusion in the spring ballot.

Item g: Consideration 0/ Request/or xI/-Maintenance Status

The owner of SOOO West Village Green Drive (commercial property) is seeking to have the property

designation changed from Commercial Improved to Commercial Self·Mainllined. The appUCItion is all

in order and we have a signed copy of the level I Standard Self-Maintenance Agreement. The Community Manager rKommends that the Soard approve the request .

Item 9: DIKuSJlon Topia

Open Space a.an-Up Program

The lundlns for the Open Space Clean-up Prosram was Included in the 2016 budset with the directive

Ihlt no Iddilional hiring, nor the purchase of an addilion~1 chipper/shredder, be pursued until such lime

as the Community Mln~ger provided supportlns evidence lor doing the work in-house Instead of

outSOl,lrclng It.

A report detailing the research and development of Ideou on the fl,lrtherance of th is prosram Is provided

in th is Board pKket as additional support material. The Finance Committee and the Community

Appear;mce & Maintenance Committee have reviewed the iSilies involved In this topic and have

differins rf(ommendations. However, the Community Manager's recommendation attempts to

combine the two by out·sourcins the effort In 2016 and th.en in·sourcing the ~ditional effort beginning

in 2017. Please see the Report indl,lded herein for ' 1,111 details.

Pool Fee Alternatives

The Board has previously di5Cl,Issed alternative pool fees. If the Board wishes to pursue any changes lor

the 2016 season, I decision needs to be made at th is meeting. Otherwise, it is advisable that any

chlnges only be considered during the d~lopment of the 2017 budget.

Hayden Pr~y App*;JI1

The Hayden's have appealed an Archlteclural Review Bo;JIrd decision regarding their property. However,

since filing the appeal, the Hayden's ;JIre 01,11 of the country and I,Inavallable to represent themselves to

the Board to address their appeal. It is recommended that the Board ta~e some act ion on the matter,

however, so thai there Is docl,lmentatlon In the Property Management system Indica ting thai the matter

is being held In abeyance until the Hayden's return or until the property is ren ted or sold.

BRANDERMILL COMMUNITY ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINlITES

January 11, 2016

1. Call Board Meetine: to Ord,.r - The January 11, 2016 BCA Board of Dim:tors M~ting was called to order by President Qarlie Davis at 7:00 PM at The Brandermill Qurch Fellowship Hall, 4500 Millridge Parkway, Midlothian, VA 23112. Direct0r5 Don 810m. Qarlie Davis, Bob Friedel. Tom Leonard, Bob Mal!:'k. and Greg P!:'arson, Community Manager John Bailey, and Recorder Donna Allen were present Director Frances Hillman was not in attendance.

2. Director Pearson led the meeting with the Pledge of Allegiaru:e.

3. Approval of A&enda

,.

MOTION: Director Friedel moved to approve the Agenda. MOTION SECONDED: Dire<:tor Pearson MOTION CARRIED: Unanimously approved

:;;;:;'~~~~~~'!i';,,,~,~p~p~ro~,~.~i;;~ of the Board of Directors Meoeting of December 7, 2015, as amended. MOTION SECONDED: Director Pearwn MOTION CARRIED: Unanimously approved. (DiI-«tor Leonard abstained, as he was not in attendance at the December 2015 met-ting.)

5. Membtr Voice - There were no speakers.

6. Reports &.: Appointments A. President - President Davis appointed Directors Pearwn and Friedel to research and

make a recommendation on an independent third party to complete a pay study. B. First Vice Pr .... idcnt _ Director PeDr50fl announced the board·" dcci.8ion to move

forward with a new community website with the money already budgeted. Multiple HOA websites have hem explored and design finns have "bet!n interviewed. Functions and objectives for the new website will be forthcoming as progress continues. A high priority for the new webiite is to make it a marketing tool for new homebuyers and to include member login access for online payments. Director Pearson introduced member Sherod Moses who has submitted application for service as a voting member on the Communications &.: Marketing Committ~. After meeting with Mr. Moses and ,"",viewing his qualifications, Director Pearson recommended the appointment and moved to so make the appointment. Director Blom seconded the motion. Motion approved unanimously.

C. Treasurer - Director Friedel noted that the last Finance Committ~ met-ling included a discussion for creating a work plan for the corning year to include identifying specirlC C(lmmittet- members to be assigned to the various projects. Do!velopment of this document is underway.

D. Members pf the Board _ Director Malek shared his COnctlms about the 30+ empty boat

storage spa<:es al The Landing: Community Mana~r Bailey indicated that the boats had not returned yet. A walt Ust for boat ~torag!:' at The Landing was confirmal by

Page 11

BRANDERMILL COMMUNIIT ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINUTES

January 11, 21)16

staff. Director Malek also asked about washing street signs and noted that all signs had

not been deaned. Community Manager Bailey indicated the project wu ind~ complete; however, some signs actually need to be replaced.

E. Community Manaser _ Community Manager Bailey gave an update of Property Management activities, including a listing of Violations by Neighborhood and Pem.ntage of Properties with Pending Cases for January. and a review of ARB applications. Manager Bailey report.>d til<! office has received 276 completed ~gistration forms for rental properties, which is approximately 66% of til<! number of rental properties estimated in the community. He ~ported on the 9 abandoned homes

in Brandermill: three are bank owned (Winterberry Ridge. Harbour Ridge and Muirfield Green), one is being considered by Chesterfield County for foreclosUJ"(!, one hu been referred to til<! Hearing Panel, one is in bankruptcy, and three are with BCA legal counsel. President Davis interjecWi that the Board will reach out to interact with the Chesterfield Planning Commission and Board of Supervisors who have expressed an interest in addressing ~vitalization of communities with degrees of decay. Bailey reported that the addition of the credit card service charge has received much attention at the office, with many members selecting to submit a voided check to allow for debits from a checking account or to pay with a debit card to avoid the 3% charge. Some trail work has been accomplished and still needs to be backfilled. The bridge at Genito Road and the rt!5ervoir is to be ~placed this yeiU. The Genito Road closure is scheduled to begin around July 8 from GenUo Road at Srandermill Parkway to Waters Edge and last for 3-4 weeks. Waterford Park, LLC, the developers of a proposed Outdoor Adventure PiUk to be located on the property surrounding GenitoStorage and backing up to til<! Waterford Apartments will host a community meeting for Brandermill residents on 1/21/16 al 7:00 p.m. at Swift Creek Middle School. The proposed development win feature a large water element for cable skiing and whitewater rafting, zipline tree canopy activity, vertical wall climbing. an outdoor concert venue, eateries and townhouses/apartments. Additional focus on open spacecJean-up is budgeted for this year. The current list identifying open space includes 37 target areas. A report on this program will be

presented at the February meeting. Manager Bailey also issued a statement of clarification regarding private property rights and rovenan! enforcement. Board Nomination Packets are available at the BCA office; nomination applications are

due by noon on february 29.

f. Committees - Apwintme!1t:!. Reports. and ReqUested Board Action

Page \ 2

BRANDERMILL COMMUNITY ASSOCIA nON, INC. BOARD OF DIRECTORS MEETING MINUTES

January 11, 2{)16

MOTION: Director Leonard moved to appoint Andy Wyman to the ARB as a voting member for a term of three years. MOTION SECONDED: Director Blom SUBSITlffE MariON: President Davis made a substitute motion to appoint Andy Wyman to the ARB for a term of one year. MOTION SECONDED: Director Purron MOTION CARRIED: 4-2, Director Leonard and Director Blom voted against the motion.

MOTION: Director Leol\il.rd moved to appoint Chuck Rayfield to the ARB as a voting member for a term of three years. MOTION SECONDED: Dire<:tor B10m SUBSITUTE MOTION: President Davis made a substitute motion to appoint Chuck Rayfield for a tenn of one year. MarION SECONDED: Director Pearson MOTION CARRIED: 4·2, OiJ"e.ctor Leonard and Director Blom voted against the motion.

Note: With regard to the motions that were adopted, OiJ"e.ctors Leonard and Blom wanted the rerord to show that even though they had voted against the substitute motion, they were in favor of the continued servke of Wyman and Rayfield on the

ARB.

7. Consideration ¢ pQ$Ilible Amendment to the Covenants regarding theCapital fee · Director Blom presented to the Board the idea of proposing a change to the Declaration of Rights and Restrictions regarding to the amount of Capital Fee paid by all new, first time Brandermill homebuyers. He suggested a fixed amount or a fixed percentage with language crafted for a Board vole. Discussion followed. President Davis asked the Finane<! Committee to review the issue and provide a recommendation to the Board by the February Board of Directors meeting.

8. Adjournment - President Davis adjourned the meeting at 8:30 pm.

Submitted by:

Charlie Davil;;, Presidenl Board of OiJ"e.ctors BrandennlII Community Assoc., In<:.

John S. Bailey Community Manager/Secretary Brand"rmill Community Assoc., in<:.

Page I 3

~

• .03.00 ,.~ ,-,-,-,,-••• 000 ,,-,,-,,-,,-,-,-,-,-'1'00CI ,-,-,-,-,-,-,-,-,-,-~ .~

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Brandermill Community Association

Balance Sheet by Fund As of December 31, 2015

--.01 _""'* . 0p0taIIng --' .. ''''' s..-.Itr~ .... _~ --/lIR . OCA._ ~-~ !\'R · BST

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••• &4 ,421.12 "_00

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mi,ol!S.1I5 4 • • Tn.13 -Ooip_. ·.,1111._.63

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New C""",", --- ,.",...., ~ .... ft_ ,-

-" .~ •. ~ '7._.13 ~.790," .~ •. ~ ~.790."

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.~ •. ~ .~ 32 .• 0 •. 10

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' .00 •. ~ .~ 275.01111.111 '.00 •. ~ •. ~ " .ne.93 '00 .~ ' .00 ·1.i91.IM.1l '.00 •. ~ .~ "=00

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Pagll1 of 2

Balance Sheet by Fund As of December 31, 2Q15

-~-_z

'.00 .~ .00 ~ 1'topooIy~ ~..., U:III .. 22.e:I ' .00 '.00 .00 J.1I2I.Q2.e:I -- .00 ~ _1137." 000 ~. c.ur.,,,," .... 'f_ .00 1.680 ..... '.00 '.00 ~ .• s.r.s.yP"-~ '.00 '.00 '.00 """ S,_.DII R_~ _1.127,U4.1iO 1 •• 1 • . » $71,90." 1.1<117.611 -3IO,&o:U3

~- ·$3,ISO.SO -33.5 1001$ Z20,.ooe.r4 2,~.$I!I "-1!03.DII

2,UII,TSO_S2 112,3!!IUI 1,Z:57 ... U7 le.ol2.0(1 3.11&3,133.37

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8randermill Community Association

Income & Expense by Fund From January 1,2015 to December 31, 2015

_. -"' - 1.&1.000.01 ~F .. 0.00 1nt_~F"'" 0.00 ~ aoarv- & F_ Cho<9M 4e.e.nllO

-"""" IU25.OO -- IllM ~ __ ~wt 12.885.43 _ .. b"g·_ 100.00 -- 8. It 1.50 eo", ... -e ... 1.:124.00

-' ..... 54.=.00 ~T"",,"" f .. l1J1OO.oo .....,,- 22.5el.4O .... • -- 25.495.14 - 4.2Ol.1>4 SPl.ooI> __ 0.00 - 30.231.00 -- 311.090<.19 ~~ J.t!099.oo ~F ..... 2.1>14.00

~- 12.oetl.00 ,- 3.1".00 Stor_~. 211.23 1.30 ~.w.,t.IoI 612.00 B, .. ",.",. r -&Om, ~"'" a.g. 4S.oo --..... 213,360.!i5 R_~_P_

\9.254.00 ~_f'ootP ... 1.1\eO.00 _ SocioI Ptogt_ 1.01t!..311

,-- 2.254.1Ii.2!I

=~. "'""'"' ~~ 1106.46$.00 c.. ~ . C<r!M"ruoI1)' Mv 4._.00

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H_CopitoI RopIoeo..-1 "' ..... yP .... R--.. ,-0.00 2311.305.00 0.00 1.1121._.01

:14.650.00 0.00 0.00 :14.450.00 0.00 5.4!i5.~ om 5.-'!i5.~ 0.00 0.00 0.00 _=m .00 0.00 000 1$.925.00 =. 0.00 0.00 -~ om 0.00 000 1~.885A3

0.00 0.00 0.00 \00.00 0.00 0.00 0.00 Sol 1t .50 .00 om 0.00 1.324.00 om 0.00 0.00 .=00 0.00 000 0.00 11 .Il00.00 .00 0.00 0.00 22.541.40 0.00 0.00 0.00 25.4~.74

0.00 om 0.00 ."". 0.00 000 '''00 1.Il00.00 .00 .00 0.00 30.231.00 om 000 0.00 311,090<.19 0.00 0.00 0.00 "".00 0.00 000 000 2.574.00 om 0.00 '00 \2,oeo.oo 0.00 0.00 0.00 3.1".00 0.00 0.00 0.00 2D,2JI.30 om 0.00 0.00 $12.00 0.00 0.00 .00 "'00 000 000 0.00 213,360.55 0.00 0.00 0.00 19,254.00 om om 0.00 1.1\eO.00 0.00 0.00 0.00 I.O~38

0.00

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Page 1 of 3

Income & Expense by Fund From January 1, 2015 10 December 31, 2015

,,= -- ~03&.26 •• •• ••• ..-. ,,~ .............. w ......... C<>mp, 1~.991.0$ •• •• ••• 16.991.011 ,,~ Po)'l'OlT_ 7O.1I'N.1~ '.00 .00 ••• 70,_.15 ,,~ 61 ....... _ . .... 15.514.43 ••• •• •• .5,57 • .• 3 ,,~ ~lM_"" 20.785.'8 ••• •• ••• 20,785..8 n_ E.qoip .... _- 11.01'.2' •• J , 10. 10 ••• 20,611.3' ,- ~u-.8Rpro. n!l23.l1 ••• •• •• 2:1,!123.7' ,- -- '2,oOIM.28 ••• ,. •• '2,oOIM.211 ,,~

, lI .. e,~ 3,1106.2:1 •• •• 0 .• -" ,- -,- 15.2311.59 •• •• •• 15.2311.59 ,- -- 12,750.00 ••• •• ••• 12.19).00 ,- -- 5.2~'3 •• •• ••• 5.205,'3 ,- -~ 1,m.1I5 ••• , . ••• 1,178.115 ,,~ B.nIoJCrooIII: CW 0\0t90 ZUlIl22 •• •• ••• 25.2'8.22 ,,- -,- 2,m.:1!I '.00 000 ·29.11!i 2,1006.31 ,- -- 1,'05.10 1&1.00 '.00 '.00 1,256.10 ,- ...... _. 1,7'7.'2 '00 .00 '.00 1.747.' 2 ,- ~~- 1,073.65 '00 '00 '.00 ' ,073.65 n~ ....., 34,!04.7' '00 '00 '.00 34,504.1' ,- Oato~·ADP 1,27 •. 75 '00 '.00 ' .00 1,211.75 ,- _ .....

195,000.00 '00 '.00 '.00 1~000.00 ,- 0uM r..~ ...... "'". '.00 '.00 '.00 ),3Oe.1III ,- ~""*'II 2,0061.00 '00 '00 '.00 .2.461.00 ,,= G<ononI Rei-" r.. _ ......... 81,53!1.1I " ... .7.000.00 ••• I07,.2U1 .- _(lloI>..w.OI_l 7O,00Ie,~ ,. o. 0 .• ,,--821000 ImgoIioo Re<>tft U96.&I ,. '.00 ••• ,.~ .- "P'_ '9,390,29 .. '.00 •• .g,390.211 .- --- ._. •• •• o • .=. .- - 8,000,00 .m '.00 ••• 8,000.00 .- UarI<eOIng "' ........ fI'oOIIl -q ••• '.00 •• _ .• 2

-= 101 .. ,', -,a 2,4110,4(1 •• '.00 ••• 2,' 110.40 - ...... - .,402.$1 , . '.00 •• 1,402.$1 - -- 21.0611.1111 o. '.00 0 .• 21,089.0I! -- ..... 2M65.52 •• .00 ' .00 211,as5.52 -- """" 1.730.00 .m '.00 •• 1.130.00

-~ - 11,376.048 0.00 '.00 '.00 11,316.. 8 - -- 5,%37.911 '.00 •• ••• $,2)1.911

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851100 eo ..... _ ro." '.00 •• •• ro." 851200 --. 'i\oI.76 '.00 ' .00 '.00 'i\oI.78 . ,~ V_IIo>P_.o., 1.1tI5.21 '.00 •• ••• 1,_.21 .- -~ 15.11 • .47 0.00 '.00 '.00 .5,71 4,4, .- .... '" ~ ~."'" e.., .e.nU5 •• •• , . 18,n'.85 . - Sur-.Iajo PorI< loop "'""- '50.00 0.00 ' .00 •• '50.00 .. ~ SIgn -...,. r.. Ropoir 7.&4 • . .., '.00 ' 3,3".0' '.00 20,_.41 - -- .9,974.$8 0 .• •• '.00 '9,97'.8e . - T._e.....-F_ ~. 11 •. 4& o. o. o • 6.111.4I! . - ,- 20.011.&4 0.00 '00 o • 20.071.11,' .- -- 2.1137.50 o. 0.00 '00 2,&37.50)

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Margaret crealed tills cIo<:ument on Wednesday. Janua,y 27. 2016 81 8:50:19 AM Page 2 of 3

Income & Expense by Fund From January 1, 201510 December 31,2015 .- ,-- .... 00 = .00 .00 ,,-,",00 - -.- " ,131.'~ '00 .00 .00 '),T.lII..5 • • w 0 ... 31.111.M '00 .00 = Jl,1111.«1 - _.- 2',-,., '00 .00 .00 21.3CM1 .. ' - ~ c.. ,' f1"'e ....... a.y. .,$57"'~ .00 .00 ' .00 .,$57,"

-" ~W, .. o •• , .. ~_ U3t.17 ' .00 '.00 '.00 )'_.'7 - T ... Mr ; , ... "3,.000.013 '.00 '.00 .00 UoOOO OO - T_Sd_oI40 .00 ~OO ' .00 .00 _00 ..... ~ ... - '.00 ' ),7(10,013 '.00 '00 1)'100,013

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m •• ~- 12. .... 00 .00 .00 ' .00 '2."'*0.00 - L» • • • • . ... • • '.- .00 .00 '.00 ... -~ 2~.182.1IO . .... "rnM ~ .• 2,037,04.115

'.00 ,-- 2.330.8e2.1111 ._. "rnM ~ .• 2,037-",115 -- ·nI •• eJ.S< .". ...... ... -- '.m .• ...... 00

MargaAIt cre.aled Ihis document on Wednesday, January 21. 201611 8:50,19 AM Page 3 of 3

'H ~~

l Mm

T-Shirts, lUIS, Sap

Pool Membenhip Re$ldent [),ally Pool Pus Non Resident PooI,_

BRANDERMILL COMMUNITY ASSOCIATION 2015 Operating Variance

.....

1,32. ~.355 7,155

" ... , ... 21587 (2,UJ)

2S,'96

'.'" ::::[ , ....

2,S74 12,010 pus thru

3,744

20,231

'" " 213.361 I ,llil 19,~ 3,754 , .... 11110

1 •

+ + +

+ + + + +

+

BRANOERMlll COMMUNITY ASSOCIATION 2015 Operating Variance

A<;t".1 ~",,~·~~::r:I:t=1 :cr:::::q~ ""·"on '

10,929

1,106 l.147

1,074

""'" 1.212

3,)07

2,461 97,SOl 10,049

,., 11.926)

''''''

.. ~

(Pools)

Reimb\lr~m~t

A

, CA:ItntoIltttfl HoI lcla,o House Volunteer Appreciation DiIY

• "" ... 11111$ expenw 4th of July Celebration hp Sllndav P .. k loop Malnt.

Sltn Mllinttn,1ICe & R.,..ir , & Rt"l1ltrltlon fees

TeIKonlm\.O"llQtions Website M~ntenaMe

" .... Unlfonns - Malnt.

BRANDERMlll COMMUNITY ASSOCIATION 2015 Operating Variance

" . .,. "'" 11..176 ,.no ,,,., 3.441

" '" ,.".

15.714 18.771

". 7.6014

19.975

6.171

lOAn

"" (lUI

'" (1.02')

,,"" 2',000 (1.800) 13,736 9.000 l 4.736

1 31.811 33,000 (l,139)

+ +

t t

P'op¥Ie GIs·HeatinK MalnLhyo , ~If Help Pool M;onillement Fee

llIn<h,;oplrc

Pkkup.

BRANDER Mill COMMUNITY ASSOCIATION 2015 Operating Varlance

197,146

12,44(1

1,689

~

• .. -.-.-.-.--00 -.-.-.-.--.-491000

EXPENseS

• --"0000 ,,-,,~ ,,-,-"oro ,-,-,.~ ,-,-,.~ ,-,-,-,-,-

Brandermill Community Association

Budget Variances - Operating:Administration From January 1. 2015 10 December 31, 2015

_. .- .- ,- _ . ........ , ... , .. 1 .e~I1 .(IIjO.(l1 1._.040,00 J ,050.g1 0.18%

UIt ~ & FNnoo CI\qoI ~-. ~"'oo ~ . ,.= -~- ~" '00 ~n -- 131M ,~oo ~ .• _1 4.1(1%

~S_~ ... .196. 1 ~ '.00 ·19'U ~

~--~4._,DII 4,50(1,00 lu·ee.OII #1.1 4'110 - ·1 ,411 '.00 _1.48 - ·2(10,00 '00 ·2(10.00 -- ·;118,00 '.00 -31&.00 - '- ~oo '.00 ~.OO ,- ~.OO '.00 ~.OO --. ·1011,00 '.00 .1(111,00

110 • .,.",.1"-" -. 8.ogo ~.OO ' .00 ~.OO

-~"""P ... 0.00 '.00 0.00

' .71)3.313,18 '.140.700.00 ~2.613.1e , ~

- ~" . "-,_. -, - 140.,ee.29 238._.00 ,.- ,~.

~-.- ... • . Il00,00 4.Il00.00 '.00 .~

' ..... - 21.e ' ~ .27 27.000.00 ,,= ~ .. I ........... ·W_.~. '.183.00 2.000.00 ·217.00 ·10,115'110 """",, T._ 2O.15Ii/I,Q9 ,g,ooo.oo '.855.Q9 U .. E~_ '.~.55 • . 500.00 .~ ,~ ,-- ".540.68 &._.00 '~M ... ,-~ 3,092.11 1.500.00 1.591.11 , (16, 14%

~~ """"'- I RFn- ~,~ ' .00 -631 .43

-~ 12.750.00 13 ,000.00 .~~ . ,~ -- 5.245.43 3 ,000.00 2,2'~.43 1'J:5%

-~-lUII22 30,000.00 " .7&1.7& ·15.94'110 -,- U18.211 2,000.00 ,.~ 3/JJ' %

~-M70.g, 17.000.00 ·13,l12li.09 ""JoO'IIo - ........ '.141.42 1.200.00 547 .• 2 .=

~ ...... 1,073.65 5.000.00 -3.926~ .• -D1Q -.-.g -- ' .27U5 1.200.00 11.15 .--- 195.000.00 '.00 1115,000.00 _.- 1._.911 1.300.00 - ." !i3.77'io

Margaret created lt1is document on Wednesday. January 27. 2016 at 8:01:31 AM

Budget Variances - Operating:Administration From January 1, 2015 to December 31, 2015

,- E~ .. ~ 2.25UXI ,~oo .,~ 12.55'10 .... ---~ I- 1.0<1.79 '=00 '7.79 .-- """"'(Uoobm&O(_) 7Il.O<U2 11,000.00 _~1.3a ·u.,. - -,- 33.144.53 21.000.00 12.144~ 51.l3'4 .. ~ --- .- 5.000.00 1,8e&-50 3T.Tl"IO - - &.000.00 &,000.00 .00 .--- "'*-....... 1,221 ... 3 3.000.00 · 1.772.57 ~-~ MOooo9t __ 1.229.51 ,~.oo =" _111..03'10

~ -- 2Ol.900M6 15.QO(l.OO .. - 30.11% - ...... 2 •. 855.52 21.~00 US6.S2 '5..'10 - """" n s.OO .- .75.00 851100 eo,,,;.,,. ro." 2~.00 "".'211.4& -sl1.'n, . ~ - ..... =~ .- =. ~ Sundoy P..,.loOp Moint. ' 50.00 -- •• .-.- T_ & RogIoaOllo.F_ 11..111 .4& ""'- 61, ... 6 12,Z", . ~ " ..... -. 12.2<e.15 6.100,00 ,-~ ~-,,- ,- g18.16 2,000.00 ·1,023.&1 .61.19'11

"'~ ......, 5," 9,1ID 5.!1OO.00 ~~ .,-.... _.- 2.034.13 1.200.00 ~" ".-... , -""""" ~.oo . 00 ~.~ - ~ eoo1ioogoo"V •. " 5.900.00 ~9O'J.00 ·100.0011;

~ 761.1104"" 5082,2ro.00 205,$501.'& ~ .. 761.110<"" 5082,2ro.00 205.55UII ...

.... Eo:otot (1)oII(:jI) _.5011.26 1.178"~00 ·18:2.900.12 ·15.~

Margaret creatad this document on Wednesday, January 27, 2016 at 8:01 :31 AM

~

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Brandermill Community Association

Budget Variances - Operating:Communications From January 1, 2015 to December 31, 2015

-- - .- .- -Mo"' ...... _~ .... 13.11$1.1)11 5,000.00 a.Clel-'!1 lel.&31'o -....... - 100.00 .00 ,oom ...-.,- 21.511..40 25.000.00 0.2,.,2.00 ... , &A>w1lAb.· ....... U. eluo ),000.00 ·:1,3811.00 ·N'"

""'.M U ,OOO.OO ""~ .. ~ - - - .- -2<1.8117 AS 110.000.00 ..;!5.142.3iS ~-),llIum 0.00 '-o,,~

, .. m ,_00 =00 ·10.(II1'II, ~ ,,'.00 ·1JIITA<! ~

Tn,l . 1..sao,OO .~ ~ 0.00 ,_00 ·=00 .,-~.N 1.000.00 .. T5.21 .. ~ 71$.0Il ~.oo ~oo .,~

f<\o""""",.;n..g 0.00 _00 ~.OO .,--'- 0.00 ~.oo _.00 .,-....... ~,OOO ,OIl 1,000,00 1.000.00 '00_

""- l m,OIl ,,,,00 ~.oo .,.",. - 11,37&,011 ",_,00 ..s.22l.!2 4 1,11"4 ,- tl1.o10 " .. 00 _m .... -_ ....... z.as1.!IG 3.000.00 .,~ ~a

EI04 loll, ,-- ,,.00 .171.20 · 1 • .21'Ii - "-'~ 1115.100.00 .".,.., ~

., .. 7f,2M

Margarel Clailled 1h~ documenI OIl Wednesday. January 27 , 2016 8t 8:01 :31 AM

,~

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• ,­".,. ,,­,,­,,--n_ --".,. -.--.,~

1\6\000 --.-.-.­N'~

Brandermill Community Association

Budget Variances - Operating:Services From January 1, 2015 to December 31 , 2015

-~o-,.. & _c:t.voo --lII.cIot' " ----~~ - '­~-,-..... -. _Daillr __

--,- ­_ -_'Com!> "-Io<>I T .... ~-.... E" t···_ --0.- 1 5< ' $ •

EO f n~ . .... .. ~ "",,,,"" " _ ..... iOO _ ' . ------v_~_o.,. --... of.....,. C' olb E>:p SicIn_ ..... ooe l R ...... --T ..... I !.

-•. n .. n uo ,~~ ,,...,

:1(1.0'.00 :',0:2...' >.00.­M&e.OO

12.0IC.00 3,l'U.OO

20.331.:10 ~~

-lUY.1. '1).81)1,21 2,000.00 1,18',n u e, ... 1.178.17

3<.500.7' ~~

~ Ul0.

~" m~ ,-~

4S<.1e :._.21

, s,g10"1 ",.n • .&$ =­'*~ ~.

1.G1]5'

-••• .=. ...... 5.000.00 ,,_.

311,000.00 5.000.00 2.500.00

:10.000,(1(1 3.000,00 -_.

•• '..,.'011.00

-•. 000.00 7,300.00 2.500.00 8.000.00 : ...... 00 ,­

n.ooo.oo , .. _. ,_. •• , .. ,_. _.

2.!IOO.00 1'-000.00 2'.000.00

•• ,_. 1.200_011 ,=.

•. n 111.50

' .»01.00 -79iI.00

.3. ' •. 00 1,' ::1."

· 1. ' 01.{'0 1Il0l.00

.17,$20.00 ~~ ",. ~

I.2eI.I , 3,301.21 ,100.00

1."l.n " .'1 .78.11

2.!IIIU'

~­--1.110. m" ~N ~. ~~

·703.711

'''.<1 ·2.221.35

= .M 2,0I!II.31 <>om ..os. ••

Marv-eI created this document on W~"Y. J...-y 21, 2016 at &:01:31 AM

,.­n~ .,5._ .­.. -·n_ ••• 09.73'1. M_ ,.-

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Budget Variances· Operating:Services From January 1, 2015 to December 31, 2015

..,.. _.- ",,5.20 ~.~ ,,~ --,~ ~-,....,~ 3'.000.00 ",,-.00 ~.~ -, -- ~~ ,.~ ~.~

~ ~-~ ~-~ .,~ .-~"'~ m_oo .,~ -NIII Eoc_ (DoIdI) .n.~1 e ...... <65.700.00 ·.e.71e ...... 33.51'4

Ma'g.IIrtlt Cl'Nte<! this document on Wlldne$dlly, JII"IJlry 27. 2016 at 8:01 :31 AM

,,-• --.,~ -~,

• ,-,,~ ,,-11<000 ,,---,--~ ,-,,~ ---~ --,

Brandermill Community Association

Budget Variances - Operating :Property Management From January 1, 2015 to December 31, 2015

k_, _. - v.~."". --0-. 11.280.72 4,000,00 13.280.72 m~ -,- 501.$5.00 0lil,500,00 7~.00 16._ PropwtyT....-F .. 11 ,800,00 .... 00 '''00 47.5O'!fo

83.' 35,72 511,500,00 2' ,935.72 ,,~

k_, - - v.,.,."". -- , ... .2Ii,.21 150.000.00 -6.ro!I.n ~!1'~ -- 16.12353 15,:100.00 ~~ ,-............... ---~ 1.800.00 2.000,00 ·~oo _10.00'J0

PerroI I .... 12.1g7.111 12.000.00 191.111 1,611'110

E~R"'.'_. ,-",n 2,700.00 -41J.77 ·1~J2'I!o ,-- .00 ",,"00 ·2.5OC1.oo ·10000'J0 v __ 2.400.00 3.000.00 _00

~--- 1.778.85 14.000.00 ·12.221.15 -6/,211'11. -- 3,1150.00 '.00 ,,",00

~.- '"00 ~.OO ·.ti • .oo ~.~

,~ ..... 135,00 ~OO ~.OO ·n_ .... '- 1&,245,7$ ' 5.000.00 1.205,711 U" "'*-- =.00 '.00 =.00 -- ':/J,20 '.00 '"~ ,- 3,517.83 1.000.00 2.511-'3 :151.7e'llo -- '00 5.000.00 -6.000.00 ·'00.00'II. -- m.oo '.00 moo - ""~ 223.:100.00 · le .• O • . 42 -&11'11.

223.300.00 ·. e.l0U2

·12 •• 162.86 _. "".-.00 03.037." ·2$.11'110

Margaret crealed this d(I(::um&n' on Wednesday. Jaoo.ary 27. 2016 at B:Ol:31 AM

•

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Brandennill Community Association

Budget Variances - Operating:Maintenance From January 1, 2015 to December 31, 2015

-- .... --__ b

._.-.ec.np. PejOdIT_ f ;' ,,,_., .. ~ E~! .... ,... £,,4.t_ E ........ _ ..... ,-­--G ' .. _ --­_.-( __ '*""'II

o..-~ I ""''''_1Ot -­Sign--- '~ --l' ,_ :'. ,-­~.­Ok< ~. w_,_ ",-0. , 1 ( .. _a.,. ~ ~'''''.i .. t GtonI T_1.tI< U , •• -uo ... ", . _ -

321 ..... 411 ~ .. ~ ~.214_0!I

a~~

$,.501.el' I . IG..U II,5lI1.IIO

2<1.1$&.'. , ..... ~ ,_u 1~.238."

' .00 ~.OO

' .00 5(I.85lI..411 ..... .-~ '''''. -~ U.OO

Il,TJl.1B 5,1(1"'7 ~ •.• 5UII

""-" 0.400,00

' 91.1~.OO -

--

52,000.00 ',100.00 ,",,00 1.000.00 .­" ,000.00 .-1.000.00 '_00 MOo.oo " .. 00 ~_oo

2()I.ooo.00 5,000.00

·2$,, 35,32 _",11101.11(1 -­,u .,..,.., ,­

.,5I • .eo ' ,156.1' ,-~

-2..0M.1I .4,~." -t.*,OO

~.OO ' 1,000,01) ·1,,. ,,51 '.I\1UO 4,_.5(1

.~~

-.3,III3.eo .,.-­' ,73t.15

· 1._..)3 N~

'.116' .... 1.'38.11 3,<000.00 ·U~ .OO -4.001.112

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M~t cntated INs documenl on W_l8Sday. January 21 , 2016 81 8:01:31 AN

Budget Variances - Operating:Mainlenance From January 1. 2015 to December 31 . 2015

Ma'lle ... ere.ted this <:IocumanI on Wlldneoday, .hmoary 21. 2(116 •• 8:01 :3' AM

~~

• -'91()00 '91HlO

EXPENSES

• -~ ,,~ ----. -. ,~ ---

Brandermill Community Association

Budget Variances - Operating:North Beach From January 1,2015 to December 31,2015

-- .- ...- ,-Mit ... -- '.00 '.00 '.00 _1laiII' PooI_ ' .278.00 '.00 0;18,00 _ _ PooIPHO

2.52e.00 '00 ',,"00

~._.OO '00 $._.00 _. -, ...- ,_. -...... - 1.693.87 2.000.00 _ .13 ·'5.31~ F" .. ,.t_ 818_011 l,ODO.oo _1113,92 _lU9~

o.n.nI~ & """"""'" U24.12 4.0D0.00 o,D4,12 'n~

~-2.16C.6I; ,_00

-~ -,~~ -,- :UOO,OO ' ",,00 .00 .--- " .. '00 " .. r......."',, .. _. 574.1' _00 _2ZS,ee ~n • - UN.1III 5,6DO.00 1.lN.89 UM. w ..... ,,_ ' ,3004.011 5.000.00 ~ _13.12'fo

PuoI~F .. '.00 7'.800,00 .7',800.00 _100,00% - og.- "$.OO _00 =.00 _71.00'!I.

~ 3O,'83.~ 1oo.6DO.00 ·70,116.18 -69,I11'JI.

3O,.f83.~ 100.\100,00 ·70,11 6.18 ~-NoI ~ (DoIttI) -23,6T5.~ -100.800,00 76,92'.18 _'76.'n.

Margare! created this docoJment on Wednesday. January 27 , 20,6 al 8:01:31 AM

,-, • .--d'~ .""00

EJ\PENSE$

• ,-""" -.. ---""" . -"'~ """ -"""

BrandermiU Community Association

Budget Variances - Operating:S!. Ledgers From January 1, 2015 to December 31 , 2015

- - - ,~

u • -- ~'m om ~~ .......... _ .... "', .... ..-'" ""~ _DMt __ 13.412.00 ' ..... '" -'" ---- • ",12.00 ....... ~1 • .oo

~-~ 271.0IXI,00 ,-~

- _. - ,-Eo, .. ' .... 1. .... ' .... ""00 ~,II F<!o\ ,. , __ • .2IG.I' _00 2.210.18

~- e", '00 ".00 Gotoot.I~ ............. , ...... • .OIXI.OO ...... .... _. Pl ... __ """"'I _u " .. " --- ' .'11.017 1.100.00 ~ - un. I.OIXI.OO un. ,- 1,Izut 1.$(1).00 .3n.n '- e.W.' 5 1.0IXI.00 .nM w_&_

,-~ II.OIXI.OO -~ ...... """--" F .. IN.tODJIO 7&.l'DCI.OO 100.$OO.OII IM~ •. _ .,m ~." "'" - fl$..5&l.ll """'" 113.0J3.13

21$..5&l.!3 IO'I..W'OO 11).033.13

tIoI Eocou {DotIIoIII H.$5&.42 IN.05O.00 ·lot.' II).5e

M.-gareI""1«I thI$ cIoc:umenI on Wednesday . .Jan\laIy 27 . 20\6 .. 8:0\ :31 AM

.-.1111% =-,.-

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1).I.ln; -,,-,,-.,-

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BrandermiU Community Association

Budget Variances - Operating:Harbour Pointe From January 1, 2015 to December 31, 2015

- -R_out _ _ 1.m,00 ---p- ~~

Pool _ .. Prog_ I ,Q7fI,3e

M74,lf

- -f..-.-.' _II1II "., ... E ................. "1.111 a..... "-"" .. MoO ....... 2.,15U. -- ' '-.17 - .1.0:2 n ,,, ........ • m. '- 5,M1.ZI w_ .. _

U7t,'2 Pool .... g , .. ,. r .. o. L.oj , , 'II • I' • - o • .- '4,"',40

'4.1:lf,0I0

.-.~ O~

1,000_00

1,000.00

-201m.00 1.1X1O_DO . ,ooo.DO

-~ .~

-~ ~'-_OO 1 .000_DO

31 ,soo,DO

-~ 4UOO.DO

... eoo.Oil

,,-,~~

~~ ." 2,47.,lf

,--XII.II ·1am

·' ,G!W.n _ .. ·'m

-67!bI >on ·no,1II!

-3 ' '-'DO ~.

-33,$$0,$0

........ ........

.-7.&1%

2474<1%

-·IUl'1! .,.-..,2'110 ,.,_ ·71_ ,-~-· .0000'II.

· 100.00'II. --

MafQ8 ... 1 aNted thl1: doeumer:\Ot1 Wednesday, Januaty 27, 2016" 6:01 :31 AM

N_ capital 2015 +

~ bpeftdlWrK YTtl 2015

o...",,,. I1..XllS - - C---

.~"" "'p' t=--vro StaWI - - No..,

Street lamp Globes 50,000 - C"ry over to 2016 Renqotia tlng prk:e

Sund~y P~rk A&E 7,500 i.-- - Carry o~er to 2016 Soliciting design ilsslstance

PooI- NB Showers S,OOO-+- - Complete S400 In opera ting expense

PooI - NI Bridge ',000 - Carry over to 2016 So!icitir18 bid~

PooI - NI Add', Deck Area 20,000 20,600 Comp~te ~~90' dt(t. wall, r.tndsaplng , Carry over to 2016 1 Solicitln8 bids Pool , st. 8ridBe ',000 ,

Tuition SdIoLil"$hip >,000 500 Comp~le One $500 redplent

Admin . ReseNt SlUdy 15,000 I 0, 700 Comp~te ~tl> IINr .10 & Millridge Asplloolt P~t," (Millridge Pkwy) - S3,000 52,628 {Complete The LIondlne - Entryway Improyements 3,000 2,889 Complete

165,500 r- 90,317 ,

f und ~I~nce - Jan 1, 2015 146, 1351 -

Contrlbtltions IN 34,650

Interest IN m 2015 ElcpenditlM"e5 90,317 + 2015 fund ~laroce , 90,'"

l-

...,.. <,_"" c.,IUI 2015

~I'TO ZOI5

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Comm"",,,y SItns

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PooI · ... BpooI

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PooI · ... B~

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ConttIIIuIIonI I ...

1nl0000lH -.. lOIS £loPf'l(lit","

-

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..... 109,000

10,000

la,ooo

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16,21'S

,.m .... 11.IlO

7,lU 2,100

47,176

" ... VOO

2,100 , .. 10,000

~-~ ... -2.510 ~.

__ '~,05l ~e 3,365 Complete

4,n1 Comple!e

1,628 Comple!.

6,131 9>"'plete

Zl.ooo Comple!e

17,(100 I~.'"

----------------c'-'"·~'· 165.146

I ,

1,OlO,_

"''''' 5,455

lS,n. 165,14(;

1,122,8l6

~nce_"""IOZ016 _nco _ o.oerlOZ016

-. Watch Hill, 8aypot1 Llndi"", ... rt.o... Bluff, fo<tunes R5d&<

DtftrTod untH ~,t< 1I10'd by ~e ....... SIllily

~byllOO ·Ott5,lOI5

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I Mawd 10 2016 with 01 ..... HPOl Pf"Ie<t' --t~urdlote< .. lO'dby"-SlIOdJ

Emf<poq~lOplntt<,e«. _______________ 1 '",d ... end< • oeoI COlI

~----Def ......... ·~ .. cir_~.

PtojKt _ sitr Iifl<;ar rdy QIod ND;

__ -I~ ....... tabIeI, urnbreltlo .. mise _ ~~ed five pooIliJIrI.

u>(k • -1':" (001

dIairt, tables, "",brell •• , ml1c

5 poruoble """ .. bIud'>e<1 10 ~.'he woor:\eft 0IIe<

ao.t.. ~,deetric wmoe<>Ion. blntr\e$

~ duo 10 Olomo "' .....

1e ~

BRANDERMILL A Waterfron t Community

To: John S. Bailey, Community Manager

From: AI Raimo, Director Property Management M 1«, .c­Subject: Monthly Report - January, 2016

Dale: January 28, 2015

1. Property Management Department January

A. Architectural Review Board Applications processed 12, lasl month - 17 Applications approved as submitted - B Applications approved limiting conditions - 1 Applications not approved - 1 Applications preliminary review/deferred-2 Applications requiring consultant architecl- 0

~,:;: i 33 neighborhoods. Of the 150 properties cited 124 ~ rental registration. 79 violations were resolved. Thirty Nine Hearing Panel (HPJ leiters sent. Thirty HP referrals were lor rental registration violations. Thirteen Hearing Panel cases presented. Total properties with legal counsel- 23. I will represent BCA in Circuit Court hearing on Friday February 5, regarding the property in Crosslimbers. Other properties in various stages of compliance.

C. Other Qeqartmeot Activities Disclosure requests received 10, last month - 11 Disclosures compliant· 5 Disclosures non - compliant· 3 Tree removal requests received - 4, last mooth - 5.

2. Other Activity A. Counsel has been requested to begin the lien and non - judicial foreclosure process on four abandoned properties (two in Sutter's Mill , one in Bimam Woods and one in Sandy Brook) . B. I have requested title searches on six abandoned properties to try and determine who holds the note- the properties all remain in the name of individual owners and have not been transferred to the bank. C. Department staff will conduct neighborhood inspections (from the street level andlor open space when available) during the first quarter of the year in: Garrison Place, Sterling's Bridge, and Bimam Woods.

lI P.g~

BRANDERMILL COMMUMTY ASSOCIATION ' 300! EAST BOUNDARY TERRACE. MIDLOTHIAN. VIRGINIA 23 112 (804) 744-IOJS O ' (804) 744·2839 F · WWWBRANDERMILL.COM

MEMORANDUM

January 29, 2016

To: BCA Board of Directors

From: Bob Gregory

Chair, Finance Committee

The Finance Committee met on Tuesday, January 19, 2016 and considered the Board's request

to review the idea of placing a measure on the ballot for increasing the capital fee. After much

discussion, the committei:' recommended that the Board of Directors propose a change to the

Covenants that would set the capital fee at SO% of the annual assessment.

The commillee believes that eliminating the ambiguity of the previous amendment language

will help the Board accomplish what it seeks. In addition, by not trying to set the fee at a

speclfi(: amount and In~tead USing a percentage, we should not have 10 revisIt the matter every

few years.

5000 West Village Green Drive LLC cia Robert Amante 6207 Longlands Court . CheS\fHfleIrj, VA 23832 . Te\eptIone: eo.·73g.'927 • Fex: 804-73~3

December 30, 2015

8randermilt Communication Association Care of Margaret Covington. CPA Accounting Manager 3001 E Bo\Jndary Terrace Midlothian, VA23t12

Dear Margaret

Please find attached a formal request to challQe the 5000 West Village Green Drive General Assessment HOA fees to the commercial property self-mainlenance categocy.

I have reviewed and signed the self-mainlenance criteria attached and pledge as owner of the property to meellhe Levell Standards for Self-Maintenance as outlined in the signed agreement.

This request is for the following property which 5000 West Village Green Drive LLC acquired in February of this year.

5000 West Village Green Drive· "Long and Foster BUilding" -located next to the Brandermi"1 entrance on Village Green Lane, in-between the Wells Fargo Bank and the Holiday Inn Express Hotel. ·Plat Attached

Sincerely,

~ Robert Amante Qwne,

BRANDERMILL COMMUNITY ASSOCIATION

COMMERCIAL PROPF.RTY SELF·"1AINIENANCE C RITERIA

I . GENERAL: The Self·Maintenance Criteria are provided as a supplement to the General Co\·enants and

Commercial Covenants. Their purpose is 10 fum ish commercial tract owners with speci fi c

instructions ~garding the Lc:\'el I Schedule of Maintenance. If a com~i.al uact owner applies

for Self·Maintenance status, B landsca.ping plan and mainlenance scl"ledule ~f1ect ing l.eve] ] standards must be submined to, and appro,·ed by, the Brandermilliloard of Dirrctors.

II , APPLICATION PROCEDURE FOR SELF-MAI/Ir,TENANCESTATUS Request RSdf·Mainlcnance" status in writing accompanied by a property plat and grounds maintenance plan; i.e., C(JIItract from landscape maintcnance company or siglled copy of the Le\'tI I Plan provided by the BCA.

III. EXAMPLES: Brandtnnill Entrance at Hull Street Road (Route 360) S CA Office Complex Parks and [)r\·clopcd Reaeation Areas

IV. LANOSCAPING :

All landscaping shall be ~gular1y maintained in first class condition and appearance. Any dead, diseased or W1Sightly plant material Wll be immediatdy removed and promptly replaced in

accordance with the originally approved plan.

V, LAWN CARE: All ta .... 1\S and grassy areas shall be maintained in I healthy growing condition. Consistent

oovC"rage in such areas must be provided. In areas whe~ grass is not able 10 grov.., arrangements

must be made to either re-condition the ELR'D to make gro .... 'h possible, or p«:Ividc for other

sui"'ble ground cov~.

Whqt (0/19"1 is II sd,edlde 'Itgt II/0HId pro'ide (or II Le.-d I stQndilfd O(lIpp(lIrpnce, FllilHrt

to mgj"lllill Mil lI!I!r;ta! Ctl" foldl Ur re"Pflllie" oOlre &lfM.ItrIt"'''(f IJIunmrnl .,I"tH"

.'

1.1 General

LEVEL I STANDARD Self-Maintenance Agreement

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£-"" .. " ~ .... < Y>~IJ'(l

A. Main!ain lawns in healthy srowins tondition by perform ins the followina optta,!ions and other .... ,ork inckkntal then:to:

1.2 Mowing

, A. La'M\J shall be kept to a heiah! of not less than three (3) inches nor more than four (4) inches once every .... "Uk and othc""isc as netc'SSaf)' to maintain a neat, trim appcannc:c.

1.J Edging

A. Trim all edges at each toning. B. Clippings should be directed away from streets, gullCfS, ~dewlllk! and plant bros.

Cl ippings should be bagged or remo"ed from lawn areas as needed to avoid unsightly

"Pi""""<,

1.4 Watering

A. Frequeneyas weather oonditions required. B. To be done a! niahl or early momina hotn. C. For each duration as to preVC!lt excessivc m~ f\lfKJff across walkways, turbs

and bcds.

J.5 Fertiliung and Limina:

A. Soil analysis should be wen 0lItC a year in July or August. Consult your lawn expert

for proper s.amplinll melhod.

B.

/

Lawns shall be fertilized not less than two limes per year wilh complete fenilizer or lIS determined b)' soil samples. May/JWle application will be required if grass color;5 yellowing or unhealthy looking.

Time ofApplicatjon

u.le May/early JWle Ma!eripl

Balanced fertilizer 1101 to exceed phosphate guideline limits.

Lbs. Materials per 1,000 Square Fw V,lb / l ,QOOOFN

Mid September or Mid October Lale November or First of Decembtt

Ilb / I,OOOOFN

21bs / L,OOOOFN

.. C. Limill& ",ill be performed as needed 10 maintain a soil pH level bet .... fi!n 6 and 6.5.

O. Ammonium nitrv.te shall be appliw 15 requiml in amounts roccessary \0 SUSUlin color.

1.6 AC!1Ilion

A. Lawn~ shall be aerated once a year, In the fall prior to the firsl application of fatili~r.

B. Con: ofeanhshalJ be n:mo,red.

1.7 Re-seeding, re-sodding and adding topsoil.

, A.

8 . Shall be done .. rcqui.1Id to maintain I."." &reM in a •• ,-elL-k:q)I appearance. All lawn accllS ",ill be re-s!!ded each year beh.-ecn mid-September and mid-October

at a nile of I lb. per 1,000 sqUIUI: foot of lawn \\ilb 9&% CMified sced. Areas v.ilich

are not well established or in poor condition will require higher rates ofre-seeding.

1.8 Weed Control

A. Pre..J:'mergent .... "CCd control sh.all be applied 10 all areas the las! week of March or before soil temperature reaches 60 degrees. and a IIt:o::ond application 16 .... ftks alkr

the first application.

L 9 Ios«u and Disease Control

A. hlK\:l IU>d di5e&'C treatm.",1 dlaIt be "".formed by IIpplicadon of necessary ill$CClicides and fungicides. etc., as conditions O(lawlU require.

1.10 Le,fRemov,1

A. Leaves should be rm1O\'ed from la .... 11 and bed areas 115 needed to Io::ecp area clear of leaves.

1.11 Flo .... -ers

A. Any flo .. -en; thai are inslal led should be heal thy and vigorous, They should be maintained in su<:h II .... 'a}' to keep them healthy. vigorous and weed free.

2.0 Trul, Shrybs aDd Jkds

2.1 General

Maintain trees and shrubs in a heallhy gro .... ing eondition by perfonning the: following opel'lllions and other wolt incidental thaeto:

2.2 Removal of Existing Trees and Vegetation

A. No clearing or exCl.vation shal l be made except in connectioo \\ith the construction, maintenance or repair of an improl'cmcnt; and upon completion the~( ex~

I openings sllall be backfilled, and d isturbed ground shall be leveled , graded and seeded, as provided on the plans (or landscaping.

2.3 R~lacemenl and Material

/

/

A.

B.

The ol'mer of every site or part thereof shall at al! times maintain the required landscaping in , sightly and we!l·kept condition, including .... ithout limitation such replanting and rqI1acement as is from lime to lime required. Remove dead and damaged plana and re-planl with material of equivalent size. condition and ,"';ety.

2.4 Watering

A. Wlll~r deeply and slowly 10 establ is.h moislure 10 a minimum depth of] 8 10 24 inches. In banked amu., wal~r lighlly and frequently 10 prevent erosion.

7.k

B. Tree \\1uering condi tions may vary greally dcpending on soil conditions, plant makrial, weather, etc. Plant material must be closely monitored by grounds management 10 determine watering needs. Do not over waterl

2.S Pruning

•

•

v

A •

B. C.

D.

Prune deciduous tree! when dormant to promote open framework in head and remove base SUIO:kt:rs. Prune evergreen trees in rallllnd early spring to promote fullness and shape . Shrubs must be trimmed 10 follow the nat\ltal form of plant materi.a.l as required to

maintain a neat and trim appearance. Trim a minimum oftwiee yearly in the late summer and eMly spring. Remove.1I dead and damaged brllnches or limbs back to point of branching immediately.

E. Keep area clear of any deadwood or debris.

2.6 Spraying

A. SpIlly evergrttn trets, deddoous tree5 in leaf, and shrubs with specifIC insectieide:s as ../ frequently as necnsary to control all forms ofpesl$ and diseases. , B. Remove all contaminated material from !he site immediately.

Consult your landscape expert. , C.

2.7 SiakinaandGuying

A.

B.

Maintain and replace stakes and guys with equal material for one year until plant is capable of standing \'ertk:ally free and abl.e to resist nonnal summer high winds.. Stakes now broken or damaged shall be replaced, all guy wi~ secure. Maintain and replace plant tita to sustain suppon .. ithout chafing of bark. and relain plant plwnb.

2.8 Fertili:r.ing

Shrybs A. Fertilize yeMly with complete fertilizer. Fenilizer may be applied 10 swfac:e IlrOWld

"" plant base. Take care not to get on foliage. " U. AuJcas and rhododeodron usc Hully. Tone or equivalent.

,

A. Fertilize once e\'ery two (2) )"tlUS with I complde fertilizer.

2.9 Mulch Beds and Ground Cover

A. B.

C. O. ~

,. O.

H .

Retain l'Al) (2) inch depth in all plant basins and shrub areas.

All bordel'$ and mulched an:as will be kept free of .... -ccds, trash, lea'·cs. etc. Mulched

areas will be ilroomed and raked lIS needed 10 maintain a clean. fresh appearance,

Top dres.sina of mulch beds will be performed once a year to maintain a good cover.

Wakr ~ly and as frequently lIS nCCC'Swy to maintain healthy gro .... th. Prune as neceuary 10 fil l out and provide complete oo,"CTI&t. Replace dead or

diseased planl5 with same: material. Fertilize yearly with complete fertilizer at the rate of20 lb!.. per 1,000 $ljU4l'e foot

broadcast. Pre-cmcrgent .... -ecd conlTOl should be applied during the last week ofMlI/'Ch or before

the soi l temperature reaches 60 degrees.

Spot spraying with Roundup and hand \\-ecdini should be done as requited 10 keep

beds weed fret.

. replnCllting

0.,....' f.,iod,I.I..,) hc-~.rJ D nv.e ,avec 10 adhere 10 the

Level I maintcnanoe standards in thi5 document.

Sjg.nat~

Brandermill Community AMociltion, Inc. 0",

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BRANDEHMILL EXECUTIVE CENTER

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BRANDERMIll EXECUTIVE CENTER

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OPEN SPACE CLEAN-UP PROGRAM

Conslderotions for Dlswsslon - January 2016

Jo/m S. BDllq - Community MDOOrler

The funding for the Open Space Clean-up Program was Included In the 2016 budget with the

directive that no additional hiring, nor the purchase of an additional chipper/shredder, be

pursued until such time as the Community Manager provided supporting evidence for doing the

work in-house instead of outsourcing it .

Reasons to out-source:

If you get a better end-product at less cost

If you get a better end-product at the same cost

If you get the same end-product at the same cost but frees existing staff to do more

If you get the same end-product at less cost

·Other factors (such as timing) may need to be taken into account

Out-source OR In-source:

Either way, we will be able to manage/direct the work. We will be able to say where to go and

make the determination on when that area Is done sufficiently. Thus the work product will be

good either way_ Given the premise that we would be hiring more staff to carry out this work, outsourtlng will not free up ~existing" staff to do more. The budgeted amount of $40K will be

used either to hire a crew or to pay for a contractor; there is no opera ting expense savings

either way. There could be a savings in the New Capital expenditure; however, the new

chipper/shredder is a piece of equipment that we can utill~e year round regardless of the out­

sourcing question.

Thus the issue really comes down to two questions: 1) How much we can get done for the same

amount of money?; and 2) Should we consider the t iming (the ability to make a more

immediate Impact with the dollars in a short period of time) of late winter and early spring vs.

eKlending the work Into the summer or even over to fall?

Ruppert (lalll! contr.lctor)

55,200 per week

3 m~n crew 140 hours each week 1 equipment, etc.

Work equivalent lor $401(.7·8 weeks

Shovel Tree (small contr.lctor)

$4,381.50 per week

3 man cr.:w /40 hours exh week 1 equipment, etc.

Wort.equiv,lent for $4()«;. 9 wetb

Richmond lrri8ation (sm,11 contrKtot)

$4,125 per weelt

3 man crew/40 hours ext! week f equipment, etl;.

Wort. equiv~lent for $401( '" 9-10 weeks

In·Sourc. Option:

8CA (In-house)

Work equlv,lent lor 540K • approx. 20 weeks

If we only consicltr the ~mount of work that ~n be xcomplishtd with the $401(. tlltn we lhouId hire fT

seuonal sti ff to tondUCI the wort. oyer" perkld 0120 weeks. If the decislon Is ~ at lilt february

Board metllrc. work woukl prob.ibly nol begin unlil feb 22n9 atlhe urliesl.

finqncr Cqmmirrer '«Ot!1mt'!!ds I/lis qpqcqqch.

If we only conSider the timins Questlqn, we will Indeed luve i more immedia te Imp'ct on ti'.e

community, as ti'.e contr.lctor could be,ln work n urty as Feb 8. (hiring of iKkIitlonal staff Is not

required ind thus ti'.e hiring process doesn't tIaw to occur) We ~n hive the contrilctor itddress ti'.e

wort around ill of the neighbothood entr.lnces .nd ti'.e tuI-dt-$ilC isIiInds - thus sJIowine itrvntdiate

impact 01 ti'.e Pl"Olr.lm to ti'.e entire community In very short order. All ti'.e while, we have the

~sldtntlal brush pick·up c~w continui .. ti'.elf P'rt 01 ti'.e open :ijllCe deiln-Up prosrilm on iI IO'ftIdy

IlIsis.

CammunityAqQC9rQ!!CC & MqlMcnqncc Cammitt« rrcammc:nq's tills qDproqc/!.

CM RECOMM ENDATION

It 15 my recommendation that we contract out the service In 2016, as it Is eas>er to manage a contract on

a short-term basis and furthermore, given where we are at this point In time, out-sourcing will have

more imm!{liate Impact. This will help demonstrate to the membership what the intent of the open

space clean-up program 15 and hopefully garner support for more of this effort going forward.

[II you will recall, the prog~m was initially proposed during the latter stages of budget dewlopment at a

Finance Committee meeting. We started off looking at adding three full·time, year·round staff with

benefits; the cost oflha t being approximately $90-1001(. We scaled that back to $401( for seaso .... 1 full·

time simply because 01 the math [easier to find $401( to shift versus $90I(). My thinking is that we

pursue the contractual method In 2016 to demonstrate to the membership what we are looking to

accomplish with the progfllm and then find/add an additional $201( to the program in 2017 and bring It

in-tlouse at that time [adding only two full-time emp~es with benefits) .] {see 0150 itulidzed

porugroph on next pope}

In addition, by pursuing this course 01 action in 2017, staff can make an operational change with regard

to how we schedule the work of the residential brush crew. The way we Opefllt! now Is, when the crew

Is done picking up brush In a zone for any particular wt!el<, they proceed with going to the locations on

the priority list. Forexample: the first week of the month, they pick up residential brush in Zone 1 until

complete and then head to Sunday Pa~. After Sunday P.uk is complete, they will move on to the tfllils.

The change to be In5lituted In 2017 wouid be to have the Crew finish the Zone 1 residential pick-up and

then stay in Zone liar the rest of that wt!ek, working on the various open space clean·up areas

identified In that ~one. The Silme would be true forthe 2", 3"', and 4'" weeks and their respective

lOnes. The several 5'" weeks o f the months that occur throughout the year, the crew would only be in

Sunday Pa~. In 2017, with an additional two·man crew devoted to the open space priority list, we will

be able to move more qukkly through the list each year.

T~ Open-Space Priority List

The Community Appeuance & Milintenance Committee reviewed the DRAl'T priority li~t of open ~pa(e arl!<lS to

be addrened - for: content / priority level / how much wo~ / e~tent of effort / and tile definition of ' open

space" _

• Conum (Are there other specific locations not on the list that we want to be sure are addressed vs.

genl!ral uns?)

No more specified at ttlis t ime; however, it should be unde<nood ttlat EVERYTHING is

technically ON ttle list - there have just been a few to be tli&hligtlted

_ Priority Le~1 (Do we start wittl the major amenities, or ttle major rOildway gateways, or ttle neistlborhood

entrance areas and cul-dl!-sac islands?)

Regular brustl pick-up crew to continue to work "down" ttle priority list AND

ttle contractor is to address the neigtlborhood entrances and the cul-de-sac islands

• How much work (Do .... e f ully complete <In area before moving on? Or do .... e .... ork $Ome in an area and

then move on to allOthl!r only to return latea) (Example: Do .... e .... ork in Sunday Park lor a .... eek and tllen

move on to the trails for a .... eek OR dO .... 1! stay in Sunday Pari< until .... 1! are done?]

For 2016, CM recommends t hat tile resident ial brush Crl! .... work no more than 4 .... el!ks In a ro ....

on anyone location on the priority list ; $Ome arus .... iII take less than 4 weeks to compll!te .... hile

ot llers .... 111 takl! more (SP and the 15 miles of trailsj - in $0 doing, every location on t~ list stlould

see $Ome improvement over t~ year.

In Z01 7, w lrh the addition of a lull-rime 40 hour a week Z man crew, eoch area fNI t~ prlQ<'ity 1i5t

would receive IJP /0 two weeks of ronuntroted effort at a time. The ~ratlonal change for the residential crew would then pff)Ylcie that every location on the list would ~ addressed multiple Umes. Remember too, that some locations will require less than twa weeks of attention at a time.

• Extent of effort: The amount 01 open space to be cleared behind private property is up to 30 feet and,

w ith regard to the t rail system, up to 8 feet an either side of the paVt!d trail.

Speocifica tians were discussed and arrived at by the Community Appearance & Mainten~nce

Committee. These !engttls are guidelines; we are nat galng to get out t~ tape measure.

However, the guidelines are indeed mnnt to prevent the cre .... s from being in one area and one

area only for an extended period of time.

• OPEN SPACE is defined as: Propeny within Brandermill t tlat is not private property and for whkh the BCA

has unfettered ~uthority to m~intain [this would nat Include wetlands and other Resource Protection

m A' (RPA"JJ

Brandermlll Community Association

TO: Roard of Direttors ~ A)-R.....:...c-From: John Bailey, Commu~ Manager, and AI Raimo, Director Property Management

Date: January 27, 2016

Subject : 13621 Wlnterberry Rldge- Peter and Ann Hayden - Appeal of ARB deCision re : fence

The Community Manager recommends that the Soard direct that this document be added to the

property file Ind that the file also indicate by separa te document that the Board direct that, upon the

owners return to the U.s., the appelll is to be presented to the Soard. In the alternative, if tile property

is rented or sold during the owner's absence, the fence will need to be remDVi!d, or be made to come

into compliance with all aspects of the RDS as cited above, in a((ordance with ARB decisions of May 13,

2015 and June 9, 201S.

A. 4/13/15 - Viola tion notice issued, no ARB application on file for the uistins fence installed.

B. 4/27{15 - ARB application forexisting fence, fi led with SCA.

C. S/13{15 - ARB meets, (Hayden's r>l)t in attendance). ARB denin application based on the

following:

i . Pursuant to the Residential Design Standards 9.3.1- " ... Fences are generally restricted

10 ... a, ya,d$ in mosl neignborhoods and l ..... i. visibility from Ine . l r,..,,1 i. ~.Iri(led by u.ing nalu'ai

ma terials and colors, and using added landscaping ... • And

b. 9.3.5 - rnryards- ... That portion of the 101 beginning at Ihe rear corners olthe

house and e><lending to the side and rur property lines .... If yOU'd like to move the fence to iI different

location on the lot, consistent with the above, pleise resubmit identifying the I'I!W location. Otherwise

please remove the fence from its current location within 90 days of the date o f this Mtice.

0. 6/1/15 - Residenl appeals ARB decision (note on Ippul design standards require ARB to

review their initial decision).

E. 619/15 - ARB meets, (Hayden's MI in attendance). ARB denies appeal baseG on the following :

"9.3.5 Fence Locations: Permitted fence styles of each neighborhood may be used in

yards in accordance with the following limits:

a. In anv rear yard, a fence may enclose a portion 01 the Vard or the entire rear yard . A

rear yard is defined as that portion of the lot beginning at the rear cor~rs of the house and extending

to the 'ide and reor property lines. Sc~ illu.lr.tion. 9.3.5 In "App"ndl~ 6." b. 1. In ~ny V .. d, th~ AIIB m~v

1

Brandermill Archllectunl Review Boa rd Minutl'S

Janua ry 12, 2016

MEM.8ERS; Andy Wyman, Sherry Blom, Miguel Chueca, Ann Hunt, Nandte Parsons, Chuck Rayfield, Carol Russek

BCA Bond of Directors Liaison - Tom Leonard

Staff; Gail Fenske, Al Raimo

MEM.BERS ABSENT; Carol Russek

MEMBER VOICE;

APPROVAL OF MINUTES:

AGEN DA ITEMS;

1. COj\IMERC IALAGENDA;

Item#1 Chesterfield Liule League 2309 Garrison Place Terrace Chip Brown Temp Signs

RESJpENJIALAGENDA; Itemlt l Commodore Pointl22 3S02 Commodore Point Place Erna Van Den NieuwenHuizen Fence Extension

CONSENT AGENDA

Item#1 Sterlings Bridge/ IS 13814 Sleriings Bridge Road Johanna Tunon Concre te Drh'ewlY

ltemlt2 The OakS/18 3111 Spreading Oaks Road Thomas Graves Front Porch

Motion made by Nanette Parsons to approve the D«ember 22, 2015 minutes, seconded by Ann Hunt, unanimously appro,'ed.

ALe - Motion made by Chuck Rayfield to approve with the following conditions: I. The sign requested for the roundabout shall be placed in the median on BrandcnniH Parkway. 2. The sign requested at Holiday Inn is nOI BCA Open Space and is in the county ri ght of way, therefore the ARB has no authority. 3. The 2 other locations are approved as submitted. Seconded by Sherry Blom, unanimously approved.

This case has been deferred to the next ARB meeting d ue to COIICCfnS by the neighboring property owner. It was the consensus of the ARB to meet at the property to review the proposed fence ex tension at 3:00 pm on January 26, 2016.

AAS - Motion made by Nanette Parsons to approve all consent items. Seconded hy Andy Wyman, unanimously approved.

ltem#3 Wintcrberry Ridge/29B 4201 Hickory Nut Place Todd & Stephanie Lusby Siding Color

11 ADMINISTRATIVE

hem# l On site reviews for the January 26'" 2016 meeting is - Miguel Chueca

2

8randermill Arcliltectural Review Board Minutes

DK ember 22, 2015

MEMBERS: Andy Wyman. Sherry Blom, Miguel Chueca, Ann Hunt, Nanette Parsons, Chuck Rayfield, Carol Russek

BCA Board of Directors LialJon - Tom Leonard

Staff: Gail Fenske, AI Raimo

J\ IEMBERSABSENT:

MEMBER VOICE:

APPROVAL OF MINUTES:

AG ENDA ITEM S:

L CO:'l IMERCIALAG ENDA:

Motion made by Miguel Chueca to approve the December 8, 201 S minutes, seconded by Carol Russek, Unanimously approved.

Item#\ ALC - Motion made by Chuck Rayfield to approve vinyl siding Brwtdermill Community Association with the condition that the color Almond is used for siding and 3001 E. Boundary Terrace White is used for the trim. The gutlers and down spouts mUSt John Bailey match the trim color. Seconded by Sherry Blom, unanimously VIn)'1 Siding approved.

ltem#2 J&N Spa - Harbour Pointe 13630 Hull Street Road Donald Brenits Storefront Sign

RESIDENT IAL AGENDA :

Item#1 Ridge Creekl3 14104 RidgeCreck Road Julie Apple Replacement Willdow.

CONSENT AGENDA

!1. AD:'I IINISTRATIV[

Itemlill

AAS - Motion made by Nanette Parsons to approve the storefront sign. Seconded by Carol Russek. unanimously approved.

AAS - Motion made by Nanette Parsons to approve the replacement windows. Seconded by Sherry Blom, unanimously approved.

On site fCviews for the January 121h 2016 meeting is - Sherry Blom

I