pages 11-13, September 10, 2012 Board Information Packet

BRANDERMILL COMMUNITY ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
BRANDERMILL WOODS
Monday, 7:00PM, September 10,2012
AGENDA
1. CALL REGULAR MONTHLY MEETING TO ORDER -7:00 PM
2. MEMBER VOICE
15 MINUTES
3. INTRODUCTION - Dr. Calvin Frye, Principal Swift Creek Middle School & Dianne Smith Clover Hill District Board of
Education 3 MINUTES
4. MOTION TO APPROVE MEETING MINUTES - August 6, 2012 -
2 MINUTES
S. PRESIDENT'S REPORT A. Director Reports
10 MINUTES
6. Treasurer's Report - Draft Budget Overview - Frances Hillman -
10 MINUTES
7. MANAGER'S REPORTA. Department Reports: see attached
5 MINUTES
8. COMMITTEE REPORTS - see attached A. CCC Charter Additional Language
Action: Possible Motion
5 MINUTES
A. MPOC Project Update - Al Raimo
2 MINUTES
9. POOL STUDY UPDATE - Jason LivingstonAction: Discussion
10 MINUTES
10. LIONS CLUB FISHING TOURNAMENT - Action: Discussion, Possible Motion
10 MINUTES
11. COMMUNITY MANAGER VACANCY UPDATE - Jack Bettin, Joyce Rowe
Action: Discussion
10 MINUTES
12. COMMERCIAL DESIGN STANDARDS CHANGE- Signage Market Square
Action: Discussion
10 MINUTES
13. ACTING COMMUNITY MANAGER, CHECK SIGNING AUTHORITY
Action: Motion to Approve
14. EXECUTIVE SESSION - To discuss a contract issue
15. RETURN TO OPEN SESSION
16. ANNOUNCEMENTS
BCA Board Meeting, 7PM, Monday, October 1st, 2012, Brandermill Woods
17. ADJOURNMENT
5 MINUTES
BRANDERMILL COMMUNITY ASSO,CIATION, INC.
BOARD OF DIRECTORS MEETING MINUTES
August 6, 2012
Page 1 of3
1.
CALL REGULAR MONT~Y MEETING TO ORDER - The August 6, 2012 BCA Board
of Directors meeting was called to order by President Guthrie at 7 PM in the meeting room of
Brandermill Woods, 14311 Brandermill Woods Trail, Midlothian, VA 23112. Directors Bettin,
Davis, Hillman, Livingston, and O'Hanley, Community Manager Pritz, Assistant Community
Manager Raimo and Recorder Judy Agee were present. Director Rowe was absent.
2.
MEMBER VOICE - Dee Pisciella, Planter's Wood extended an invitation to the board to join
the Brandermill members ofthe Chesterfield County Community Emergency Response Team
(CERT) on a Branderbelle cruise August 16th from 6: 15 - 8 PM. She noted there are 17 CERT
members in Brandermill, which is the largest number of CERT qualified residents in the county.
- Warren Ragsdale, Huntsbridge stated residents have a chance to change the culture of the
community when hiring a new community manager who can assist in increasing the
Brandermill property values. He stated his concern that the salary range included in the job
announcement was too high and that he wanted to be part of the decision making process.
- David Schein, Spring Gate suggested that all staff be replaced by contract labor.
3.
MOTION TO APPROVE MINUTES - JUly 9, 2012
MOTION: Director Livingston moved to approve the minutes of the July 9, 2012 board of
directors meeting, as amended.
MOTION SECONDED: Director O'Hanley
MOTION CARRIED: Unanimously
4.
PRESIDENT'S REPORT - President Guthrie reported Clover Hill Supervisor Art Warren and
the Chesterfield County Board of Supervisors will recognize retiring Community Manager Jane
Pritz on August 22nd at 6:30 PM in the public meeting room of the Chesterfield County
Administration Building. President Guthrie reported the BCA History Project group will meet
on September 12th at 7 PM at the Harbour Pointe Clubhouse. The committee is making
progress in receiving historical information about Brandermill and needs to locate an area to
store these items. President Guthrie noted Gleneagles residents are excited with the
improvements made to their neighborhood.
A. Director Reports - Director Bettin noted the Marketing Committee would like to request
$15,000 from the 2012 budget to submit RFPs for a marketing plan. The board agreed that
Director Bettin should develop a process to select marketing companies, and to ask the staff and
the finance committee to identify a funding source prior to the September board meeting.
- Director O'Hanley felt that the communication goals she is working on would complement the
marketing initiative as presented. She stated she attended a meeting with Jack Bettin, Dennis
Peterson and several staff members to view the current software and future components
presented by Jerrell Nickerson, the BCA's current IT consultant. Director O'Hanley noted she,
Dennis Peterson, chair of the Marketing Committee and Ann Hunt, Village Mill staff recently
attended a seminar on digital advertising.
- Director Hillman stated her report on "Enhancing the Look of Brandermill" is included with
the board packet.
BRANDERMILL COMMUNITY ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING MINUTES
August 6, 2012
Page 2 of3
5.
TREASURER'S REPORT - Frances Hillman - Director Hillman reviewed the Financial
Report as of June 30, 2012.
6.
MANAGER'S REPORT - Community Manager Pritz highlighted her written report and
stated reports were included from staff. Community Manager Pritz asked the board to approve
a drainage easement for VDOT maintenance and a temporary construction easement agreement
for Chesterfield County to make improvements to the BCA's tunnels.
MOTION: Director Hillman moved to approve the drainage easement and temporary
construction easement for improvements to the tunnels.
MOTION SECONDED: Director Davis
MOTION CARRIED: Unanimously
7.
COMMITTEE REPORTS
A. Community Character - July 17,2012 minutes are attached. President Guthrie noted the
CCC is soliciting nominations for the most improved home award.
B. Crime Prevention Committee - Dee Pisciella reviewed the committee's report requesting
the board to budget $300 annually for future Neighborhood Watch signs to be installed at the
entrance to the neighborhood.
C. Natural Resources Committee - Chair Jim Schrecengost reviewed the committee's July 27,
2012 letter noting they supported the tree management program but felt there are some areas
where the understory should not be cleared as much when the rear of the property is close to the
path or road.
8.
CONFIRM SEPTEMBER BOD MEETING DATE - The board agreed their next meeting
will be Monday, September 10,2012.
9.
CIC COMPLAINT PROCEDURE - President Guthrie presented the state mandated
regulations that establish a written process for resolving community association complaints
concerning any final adverse decision issued by the association, to be adopted by September 28,
2012. Community Manager Pritz noted the resolution, complaint form and acknowledgement
letters have been written by counsel.
MOTION: Director Davis moved to adopt the Common Interest Community Board Complaint
Procedure.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously
10.
ROUNDABOUT SIGN UPDATE - President Guthrie reported the board submitted the revised
rendering of the roundabout sign to Mr. Warren, Mr. Guthrie and Mr. Dupler with Chesterfield
County. A community meeting has been scheduled regarding the roundabout sign at Clover Hill
High School on August 13th at 7 PM. After the community meeting, the sign will be reviewed
by the Planning Commission and the Board of Supervisors for public comment and final
approvals.
BRANDERMILL COMMUNITY ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING MINUTES
August 6, 2012
Page 3 of3
11.
MPOC / SPECIAL PROJECT PRIORITIZATION - Dick Guthrie - President Guthrie noted
the list ofMPOC and special projects have been vetted by MPOC and the Finance Committee
and require prioritization for the 2013 budget. Director Hillman reviewed the list of 20 13
projects with the board to begin to prioritize the projects.
12.
COMMUNITY MGR SEARCH COMMITTEE UPDATE - Jack Bettin - President Guthrie
noted his concern that the community manager search be open to all board members and that
the members have their opportunity to voice what qualities they would like in a community
manager. The search committee, consisting of Directors Bettin and Rowe and President Guthrie,
put together an action plan and advertised the position on two websites which required ajob
description and income range. All board members were asked to provide input to the search
committee and for residents to send their comments to Wendy Parker, editor of The Village
Mill. The board will review resumes with rating sheets at the BCA office. September 30th is the
deadline for resumes unless it is determined more responses are needed.
13.
EXECUTIVE SESSION - To discuss personnel issues & a contract
MOTION: Director Livingston moved to enter into executive session to discuss personnel
issues and a contract.
MOTION SECONDED: Director O'Hanley
MOTION CARRIED: Unanimously
14.
RETURN TO OPEN SESSION - The board returned to open session.
MOTION: Director Davis moved to authorize the community manager to enter into a contract
with True Timber for the tree management project.
MOTION SECONDED: Director Hillman
MOTION CARRIED: Unanimously
MOTION: Director Hillman moved to appoint the assistant community manager as acting
community manager effective September 1, 2012 until the community manager position is
filled.
MOTION SECONDED: Director Bettin
MOTION CARRIED: Unanimously
15.
ADJOURNMENT - President Guthrie adjourned the August 6, 2012 Board of Directors
meeting at 10:05 PM.
Submitted by:
Jane Pritz, CMCA®, AMS®
Community Manager/Secretary
Dick Guthrie, President
Board of Directors
Brandermill Community Assoc., Inc.
Brandermill Community Assoc., Inc.
September 4, 2012
Up Date for Strategic Plan #3 Enhance the Look of Brandermill
This is not a final report - however we are working hard to fulfill the strategic plan #3
I. Curbside leaf pick-up Pilot - Attached is an outline of a pilot program for leaf pick-up. The
funding for this will run approximately $22,000. I would like to fund in 2012 for the fall leaf
pickup Mid November so it can be completed prior to Christmas.
2. Tree Management Program -Money has been put into the 2013 Operating Budget for
$54AOO. These funds will be used to start on Brandermill Parkway at Old Hundred Road and
proceed to Genito Road. This will have the major gateways to our community cleaned. Hoping
this will go past Genito Road, but will not know until we begin. It will be done in stages the
same as the Millridge section.
At the suggestion of Director Davis a risk assessment has been completed by the arborist for
all trees along the 3 main parkways that were not part of the tree management 2012 program.
The assessment was to identify trees that have a high likelihood of coming down due to their
overall condition. A total of 48 trees have been identified as needing removal within the next 2 .
years, (the BCA may be able to remove as many as 15 of those, leaving 33 for a tree service to
remove). Of the 48, a total of twenty one of those are on Brandermill Parkway and could be
addressed in 2013, the others are on Sandyridge Parkway(2} and Harbour Pointe Parkway (25).
3. Open Space Clean-Up (Community Clean Up Day) - Is included in the 2013 Operating
Budget.
4. Covenant Enforcement enhancements - Tablets have been funded in the 2013 Budget which
shduld give more time for the covenant people to stay out in the community instead of at a
desk. There are still several other ideas which will be presented at a later time.
5. Other Enhancement for the community - Discussion still in progress on a few enhancements
for the community.
A. We are scheduled to (repair and repaint) 13 neighborhood signs this year for a cost
of $35,335. By adding 10 more neighborhood sign next year we should be in really good shape
as it would probably take care of any signs that are showing wear and need refurbishing. These
would be funded from the reserve.
1.
Four neighborhoods selected
A. - 34 homes
B.- 70 homes
c.-
71 homes
D. -75 homes
Total =
250 homes
2.
$90.00 per home.
3.
BCA pays contractor directly for services rendered.
4.
BCA and contractor set pick - up schedule for each neighborhood.
5.
Pick - ups begin Monday and end Saturday.
6.
BCA communicates and advertises pick up schedule.
7.
BCA issues "coupons" to each resident of selected neighborhoods.
8.
Homeowner returns coupon to BCA indicating desire to use the service.
9.
BCA notifies contractor of each property in the neighborhood that has signed up.
10. Contractor has coupons with them during pick up and instructs last minute requestors to
contact the BCA for pick up coordination.
11. BCA pays invoice based on coupons on file at BCA.
f
".; 1 BRANDERMILL COMMUNITY ASSOCIATION
>-,1'-'
L..I
J i
-
I
~
..i.";-
I I Estimated
Operating
Cap Fee
Reserve
Not Funded
Total 2013
Projects
MPOC Projects
1-
Directional Signs
Landscaping_@ Old Hundred & Brandermill Parkwa~
Show Me Brandermill First
Stream Clean Up
Shoreline Erosion
RFP Pool Upgrade
Sagegrove Playground/Park
The Landing Phase 111- Electricity of bathroom only
Visual Perception Survey
The Landing - Dredging - contractor obtain approQriate permits
$
$
$
30,000
15,000
35,000
-
-
I
TBD
TBD
I
.-!$
15,000
22,000
$
$
$
5,000
$
122,000
$
$
$
$
$
$
$
$
$
$
$
7,000
2,000
7,500
150
4,100
300
500
2,500
2,500
20,000
300
$
$
Total Master Plan
Special Projects
Community Clean Up Day
Community Improvement Grant
Self-Help Clean Up
Marketing Committee-new resident survey
NRC
CCC
Car decals
T-Rack Replacement - Waterside Park & Harbour Pointe
Public Address System
Handicapped lift
Crime Prevention Neighborhood signs
2013 Reserve items - recommended
Total
Total MP & Staff Rec
,
-
given to board 09-101-12
._-
-
12,500
15,000
27,500
$
-
$
-
$
-
$
46,850
$
-
$
-
$
$
112,135
112,135
$
168,850
$
-
$
-
$
112,135
$
•
Items have not been added to 2013 Budget
$
$
- ---
.
-
- -- - - - - _ . _ -
'---
$
-
-
$
-
27.500
$
-
BeA
i-
I
-
~
-
B
(B-A)/A
Actual
Budget
Budget
2011
2012
2013
%
Variance
-- ,
Budget
2011
I
A
'I
<
- -
I
[
Total Assessment & Capital Fee Income
Less Reserve Contribution
Less Capital Improvement Fee Contribution
Total Operating Assessment Income
Late Charges & Finance Charges
Violation - Fines Assessed
Interest Income - Investments
Advertising Sales-Village Mill
Summer Boat Rentals
Pontoon Rentals
Disclosure Package Income
Directory Income
Mailbox
Miscellaneous Income
Activities Income
Marina
Space Rental - Boating
Space Rental - HP Clubhouse
Space Rental - Heritage Farms
Space Rental - Pavilion
Space Rental - Storage Center
Subscriptions - Village Mill
Brandermill T-Shirts, Hats, Bags
Pool Membership
Pool Guest Passes
, Pool Social Programs
Total Operating Income
Salaries
Employee Benefits
Insurance - Worker's Compo
Payroll Taxes
Employer Contribution 3% IRA
Equipment Leases/Service
Equipment Purchases
Equipment Maint. & Rprs.
Equipment Insurance
Gasoline Fuel - Maint.
Annual Audit
given to board on 9/10/12
1,849,338.00
1,857,847.00
1,923,905.00
233,478.00
233,478.00
276,305.00
30,000.00
28,050.00 28,000.00
1,619,600.00
1,585,860.00 . 1,596,319.00
40,000.00
48,595.08
40,000.00
5,000.00
8,895.00
2,000.00
40.00
134.81
100.00
86,000.00
109,327.92
86,000.00
1,500.00
2,301.00
2,000.00
5,500.00
6,037.50
6,100.00
22,000.00
28,750.00
25,000.00
55,000.00
48,050.00
40,000.00
500.00
504.00
300.00
1,400.00
3,864.73
1,400.00
1,000.00
800.00
5,005.24
34,400.00
32,910.11
34,400.00
32,000.00
31,742.12
34,700.00
4,000.00
5,355.00
4,000.00
2,400.00
2,000.00
2,190.00
3,500.00
3,700.00
3,365.00
19,200.00
18,052.00
19,800.00
84.00
100.00
67.00
255,000.00
250,000.00
259,520.00
8,000.00
8,879.00
8,000.00
500.00
605.00
400.00
2,157,300.00
2,220,553.51
2,185,900.00
1,924,305.00
276,305.00
28,000.00
1,620,000.00
46,000.00
2,000.00
150.00
90,000.00
2,400.00
6,400.00
45,000.00
40,000.00
2,000.00
3,000.00
33,600.00
34,000.00
5,000.00
2,600.00
3,700.00
19,000.00
0%
0%
0%
0%
15%
0%
50%
5%
20%
5%
80%
0%
-100%
43%
200%
-2%
'-2%
25%
8%
0%
-4%
225,000.00
7,000.00
600.00
2,187,450.00
-12%
-13%
50%
0.07%
882,000.00
177,800.00
15,750.00
70,000.00
24,700.00
20,000.00
12,250.00
20,000.00
10,200.00
28,000.00
12,500.00
-2%
15%
14%
-5%
-7%
-5%
308%
0%
0%
0%
4%
-
I
-
877,300.00
136,800.00
14,300.00
72,600.00
25,040.00
21,200.00
11,800.00
20,000.00
11,290.00
19,000.00
11,500.00
824,114.13
141,440.30
14,679.97
65,981.34
22,105.52
18,995.89
8,153.77
14,440.80
10,194.06
25,435.55
11,500.00
904,000.00
154,000.00
13,800.00
73,900.00
26,650.00
21,000.00
3,000.00
20,000.00
10,200.00
28,000.00
12,000.00
Page 1
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....,...,... ...... , ....... -
.$___ , - ' - '
given to board on 9/10/12
Actual
Budget
Budget
2011
2011
2012
2013
I
I Architect Services-ARB/CARB
Bank/Credit Card Charge
Bank Fee
Bad Debts
Business Meetings
-Collection Expenses
----CSecurity
Data Processing - ADP
Drainage Work
Dues & Subscriptions
Education
General Repairs & Maintenance
Insurance (Liab.lD&O/Admin.)
Irrigation Repairs
------tLegal Fees
Computer Support
Mailboxes
Software
Marketing Programs (Pools)
Miscellaneous
Mileage Reimbursement
Office Supplies
Postage & Delivery
Printing
Pool Activities
Swim Team
Marina Expenses
Committees-NRC & CCC
Holiday House
Volunteer Appreciation Day
Activities
4th of July Celebration Exp
Newcomer's Reception
Sunday Park Loop Maint.
Sign Maintenance & Repair
Supplies
Budget
I
I
I
I
%
Variance
2,191.59
26,208.00
26,481.50
1,329.90
21,796.82
1,154.89
5,885.85
28,113.00
1,090.70
10,239.82
3,537.40
2,305.46
64,782.10
56,096.53
1,127.00
29,650.81
8,000.00
3,000.00
26,210.00
30,000.00
1,500.00
11,000.00
1,200.00
5,000.00
30,000.00
1,000.00
10,000.00
3,700.00
4,550.00
42,400.00
57,420.00
1,500.00
26,000.00
12,000.00
3,200.00 I
26,210.00
27,000.00 I
1,500.00
25,000.00
1,200.00
5,000.00
30,000.00
1,000.00
10,000.00
3,800.00
3,500.00
65,000.00
61,000.00
1,800.00
35,000.00
4,000.00
7%
0%
-10%
0%
127%
0%
0%
0%
0%
0%
3%
-23%
53%
6%
20%
35%
-67%
6,000.00
2,000.00
2,000.00
2,000.00
14,000.00
31,000.00
32,000.00
6,000.00
5,500.00
18,000.00
2,000.00
800.00
1,800.00
12,000.00
22,000.00
5,250.00
3,021.37
2,998.44
1,324.87
15,325.83
27,437.18
30,415.89
6,645.49
1,400.00
21,177.15
6,000.00
2,500.00
2,700.00
2,000.00
15,600.00
30,000.00
26,000.00
5,500.00
586.25
2,061.93
14,787.21
20,989.15
6,000.00
2,500.00
1,830.00
2,000.00
16,000.00
31,000.00
32,000.00
5,000.00
3,500.00
18,000.00
1,050.00
600.00
1,800.00
10,000.00
22,000.00
600.00
1,800.00
13,000.00
22,000.00
0%
0%
48%
0%
-3%
-3%
-19%
10%
0%
0%
-100%
0%
0%
30%
0%
450.00
2,000.00
__8,500.00
450.00
10,018.57
11,818.47
450.00
2,000.00
12,000.00
450.00
2,000.00
12,000.00
0%
0%
0%
3,600.00
26,210.00
22,500.00
1,500.00
15,000.00
1,300.00
6,000.00
30,000.00
1,000.00
10,000.00
4,000.00
4,750.00
64,000.00
55,400.00
4,000.00
26,000.00
12,000.00
-
I
3,500.00
18,000.00
I
I
Page 2
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._____I____
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LI
:
L-.--
II
2013 Draft Operating Budget
U_~get
2011
....
U
______~j
_
__ _____1I~xe~_-£~!sona!.F'r.c>.etMi~__
_______ ..:.1
_______1 Telephone__
..
___________
Ii
I Travel
;i
--------.-1-;- --
-------jTreeFfemoval - - -
- - - i Uniforms - Marni~----- ---.- -
J~:~:;~tyse:er
__
-
_L Community Cleanup
-J Open Space Cleanup
I Tree Management
___
.
II
f'
1_
I!
I Master Plan
II
n-
=1 Storage
Units
Stone Walls
__ , Community Improvement Grant
I Self Help
Park Ranger
Paw Pals
Front Entrance
Revamping Wooden Signage
Reserve Expense - Ground Main
BCA Map-bike trail
q!
II _
I
I
I
I ~~~~~!a;:r~us prOjeCts-Nuttree Park
Round about sign
Pool Management Fee
Landscaping
I Landscaping - Contract Mowing
Master Gardener/Landscape
, Landscaping - Miscellaneous
Operating Contingency
Total Expenses
I
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LL
54,400.00
Ie-
_
_
9,900.00
5,000.00
I'
--
I
II
II
I
II
i
183,000.00
91,600.00
25,560.00
15,000.00
7,000.00
10,000.00
2,157,300.00
II
j i
i
I
2,625.00 : I
~~~:~~
It
~-:- -
----.l
11I
ii
4,500.00
2,632.06
47,737.56
183,000.00
91,596.00'
25,560.00
8,320.00
4,569.63
II
r-
-100%
II
1t=
I
lL
JI
I
------
_
:
:l
-~
545.53
1,544.40
31,701.65
19,958.7/U
I',
I
tII
II
I
II
5,000.00
-11----2,OOO~
i i _______
Ji__~ %
~
_--1 ___ 3,000.00 I
7,500.00
II
36,100.00.1
I
II
_n
~~:~~~~TL~_ ~~~;:_==
4,000.00 I _ 4,000.001_!___ 0%_
1,200.00 ____ 1,200.00J!
0%
6,000.00
___ ~I1__ -100%
I i i
II
II
II
I
I
.
%
11 Variance
1.1 _ _ _ _
4,000.00
4,791.~~J
_1,200.00
_1,147.35
6,000.00 1.____6,002.34_ J
10,000.00 I
9,430.00 J___
5,000.00 I
4,375.00
r-
!
.
II
[j-----sLidget
I
2013
5,3.00.00 I~_ ~ __ _
10,000.00 iL_.
_9°~_ _
2,000.00 I!
0%
28,50ifooT: - .0%
5,000.00 : r-----o%----
11
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Page 3
BRANDERMILL
Community Association
To: BCA Board of Directors
From: AI Raimo, Acting Community Manager
Subject: Monthly Report - August 2012
Date: September 4, 2012
1. Committees
A. MPOC
August meeting held, June minutes attached, no meeting was held in July.
B. Committee additionsa. Marketing, Tyler Barrus seeking approval as a new member, 5 - year Nuttree Woods resident.
He is a software engineer and developer with a triple major from Hampden Sydney, graduating
Summa Cum Laude in 2007.
b. Activities, 3 new perspective members, Lisha Lawlor seeking approval as Chairperson,
recently moved to Brandermill (Fox Chase) from Bon Air. She and her husband, Darren, have
two young boys and love their proximity to Nuttree Park. She was a project manager for
Unisource World Wide for 6 years. She currently works part time at the Midlothian YMCA as a
TRX Group instructor.
Lisa Payne recently moved to Brandermill (Quail Hill) from Smoketree. She and her husband,
Joe, have two grown children and are looking forward to purchasing the home they are
currently renting. Lisa has event planning experience from her days of volunteering on the
Manchester Post Prom Committee and the PSTA. She currently works at Trust Company of
Virginia.
Amanda Yanovitch is a resident of Quail Hill. She and her husband, Matthew, have lived in
Brandermill since July 2008. They have three children. Amanda is a faculty member of John
Tyler Community College.
2012 Project Updates
•
Community Character Tree Management. Work on Millridge Parkway from Northwich
to the intersection of Brandermill Parkway is scheduled to begin on Monday, September
17th and may last two weeks. This is the final phase of the tree management project for
this year.
Natural Resources Shoreline Erosion. Board of Supervisors approved the project at its
meeting of August 22
nd
.
Committee members are now meeting with contractor to
schedule the work.
IIPage
3001 EAST BOUNDARY TERRACE, MIDLOTHIAN, VIRGINIA 23112 (804)744-1035 FAX (804)744-2839
U1U1U1RDl>.l'.TnH'Dl\illJ T
rnl\iI
BCA Board of Directors
Monthly Management Report
September 4, 2012
•
Marketing RFP submitted for "Marketing Plan," responses are due by close of business
September 12. Review and presentations to occur through late September. Expect
committee recommendation for selection to the Board at its October meeting.
•
PARC- RFP Pool Analysis. Director Livingston and I met twice in August with an
engineering firm responding to our RFP. The firm is prepared to provide the BCA with
data to answer our questions on capacity of our pools to handle UPA and to develop a
construction budget range based on its findings of our needs.
2013 Projects N/A
2. BCA Departments A. Community Services - See Jennifer Strader report.
B. Community Standards - August Hearing Panel referrals were 19.
C. Front Desk Operations - Processed 10 Disclosures, 14 were processed in July 2012.
D. Maintenance - Mowing operations continue, along with hauling of debris pick up along
bike paths. Cleaned up area in The Landing near the boats, and cleaned up ground cover
along Milridge. Removed brush and ground stumps on corner of Brandermill Parkway and
Old Hundred- across from roundabout. In stalled rip rap in ditch behind Glen Eagles, and
installed new numbers on individual slips at Marina.
E. Village Mill - See Wendy Parker report.
3. Other Activity
A. Received arborist report on risk assessment of trees along Brandermill, Sandyridge and
Harbour Point Parkways, determined that 48 trees are in danger of falling within the next
two years based on the condition of the tree. Close to half of these are on Brandermill
Parkway and will be addressed in 2013 with the continuation of the tree management
project. The only two on Sandyridge can probably be removed by BCA Maintenance staff,
leaving about 20 trees on Harbour Pointe Parkway to be removed, by a tree service. This
last portion is an unfunded initiative that needs to be assessed. I will review our financial
position with the BCA accountant, and advise the board on alternative funding sources.
B. Attended Finance Committee meeting at the end of August, and will attend the next
meeting in September.
21Page
BCA Board of Directors
Monthly Management Report
September 4, 2012
C. Pool Operations. I will be meeting with Swim Metro, the Pool Management company in
mid-September to review the 2012 season, including suggestions for maintenance projects
prior to next year. 2012 pool membership numbers are as follows: Total 565, generating
revenue of $227,487. Budget was $263,400.
D. Common Interest Community Board's Ombudsman Regulations. In order to clear up any
confusion that may have resulted from last month's discussion and motion regarding the
CICB appeal process I am providing language from a Chadwick Washington law firm article
that articulates exactly what the appeal process allows:
"The required complaint process is different than the typical "due process procedures" many
associations already have in place~ which primarily deal with covenant or rules violations by
individual members. Rather~ this new complaint process is intended to address
circumstances when a member or other person believes that the association, its Board of
Directors and/or its community manager have acted contrary to the applicable laws or
regulations of the Commonwealth of Virginia governing Common Interest Communities."
No further action by the BCA Board is necessary. This is just to clarify information presented
th
at the August 6 Board meeting but does not change the procedure approved by the Board
at its August 6th, meeting.
4. September GoalsA. Complete RFP process for Marketing Plan.
B. Coordinate as necessary with Engineering firm regarding the Pool RFP.
C. Coordinate with contractor and Natural Resources regarding shoreline erosion project.
31Page
BRANDERMIILL
Commlmity Association
September 4, 2012
Date:
BCA Board of Directors
To:
From: Jennifer E. Strader
Subject: Community Services Department Report
Activities Committee met on August 13.
Department Statistics:
- The Pavilion was rented 12 times in July.
- The Harbom Pointe Clubhouse was rented once in August.
- The Branderbelle was chartered 29 times in August.
- There were 22 new residents in Brandennill dmiug the month of August.
Events that were held in August 2012:
Water Aerobics Classes. Tuesdays & Thmsdays, June 19 - August 2,9:30 a.m., Harbom Pointe Pool
New Aerobics instmctor, Shirley Green, was a big hit with om "Aquanettes." They ended the season
with a brunch on the BranderBelle.
Saturday Morning No Reservation Branderbelle Cruises
Satmdays, May 5-0ctober, 10 a.m. - 11 :30 a.m.
Branderbelle Wine & Cheese Cruise. Tues., August 14,6-7:30 p.m.
Ladies Night Out Pool Party. Friday, August 17, 7-9 p.m., North Beach Pool (member only event)
This new event was a huge success and was well attended. We will be repeating this for the
2013 season
Brandermill Green Market. Satmdays until October 27, 9-Noon, Market Square
Events planned for in September 2012:
Brandermill Doggie Paddle. Tuesday, September 5, 6-8 p.m., North Beach Pool
BranderBelle Wine & Cheese Cruise. Tuesday, September 11, 6-7:30 p.m., SOLD OUT
Other Department News:
Boat inspections completed in Sunday Park. Maintenance staff and I conducted a cleaning of the "Boat on
Trailer" storage lot at The Landing. We removed a tmckload of trash, debris, old wood & 2 old bikes. Fall &
Winter 2012 Activities flyer have been distributed to households.
I have attached a note from a Girl Scout leader who used the Sunday Park facilities to conduct an "twilight
camp" for her troop.
3001 EAST BOUNDARY TERRACE, MIDLOTHIAN, VIRGINIA 231 12 (804)744-1035 FAX (804)744-2839
WWW.BRANDERMILL.COM
Jennifer,
Tuesday we had 26 Brownies (2nd and 3rd graders) and 4 Cadettes and Wednesday
we had 15 Juniors (4th & 5th graders) and 3 Cadettes.
On Tuesday we completed the Hiker Badge. We had 4 rotations that included making
your own trail mix, learning about "leave no trace", learning about trail signs, and we
had a hiker (one of the dad's) give a presentation on hiking gear.
On Wednesday we completed the Camper Badge: Their rotations included cooking
pizza's on a campfire using the grills & foil packs, they learned about setting up a tent
the essentials of camping, they learned how to tie different knots, and "leave no trace"
and sang camp fire songs.
The amenities were wonderful. The site is breathtaking.
Thanks,
Becky
Brandermill Community Association Newspaper· 3001 East Boundary Terrace, Midlothian, Virginia 23112
AUGUST 2012 UPDATE
To:
Al
From: Wendy
Re:
The Village Mill
The Village Mill
Published August Issue of The Village Mill
Meetings & Events Attended
August 6 - BCA Board Meeting - Wendy
August 13 - Roundabout Sign Meeting, CHHS - Wendy
August 14 - Brandermill Map - AI, Tina, Wendy
August 21 - Staff Meeting - Ann
Web
BCA, CPC, NRC Website Updates - Tina, Wendy
Blast Email - Wendy
Special Projects
Archives - Tina
Brandermill Map - Tina, Wendy
Community Manager Search - Tina, Wendy
Home Improvement Issue - Tina, Ann, Wendy
Telephone Directory - Tina, Ann, Wendy
804-744-1035 (0)
0
804-744-5148 (F) • [email protected] • www.brandermill.com
BCA ORGANIZATION & COMMITTEE CHARTER
TITLE: COMMUNITY CHARACTER COMMITTEE (Ccq
COMMITTEE TYPE: STANDING COMMITTEE
MISSION:
To improve the community lives and property values of the residential and commercial members of the
Brandermill Community Association by enhancing the character and the culture of the Community, and
by making it more aesthetically appealing and functionally convenient. This will be achieved, in part, by
enhancing the monitoring and enforcement of the Covenants of the Association, by improving Covenant
enforcement actions, and by making recommendations in these areas to the Board of Directors and other
Committees of the Association.
GOALS:
1. Enhance and implement procedures to improve the efficiency of monitoring the
compliance of members of Brandermill with the Covenants of the Association, with
special emphasis on those items identified in the Master Plan, such as:
A. improve the turnaround time of covenant enforcement procedures;
B. consult with staff regularly to review neighborhoods and properties that present major
and continuing problems regarding covenant violations;
C. evaluate the number of staff devoted to this effort, and the efficiency of the procedures
utilized by the statT, to ensure rational and efficient covenant enforcement; and
D. review annually the extent ofthe authority of the Association to enforce compliance
with the Covenants within the restrictions of the Virginia Property Owners Association
Act (VPOAA);
2. Actively work with the staff to provide input from residents regarding the covenant procedure and
ARB process;
3. Engage residents, and commercial members in discussions aimed at identifYing further strategies to
enhance the appeal of the Community, ~ncluding, but not limited to, landscaping, tree
management and open space c1ean-up~ __ _ _
. _ _ _
_ __ _
_ _
4. Develop strategies to utilize the Brandermill Village Mill and website to communicate regularly
with members to inform them of the purposes of the Covenants, and those most frequently
violated; and
5. When indicated, coordinate approved activities of the CCC with other Committees of the BCA.
ORGANIZATIONAL STRUCTURE and PROCESSES:
The CCC reports to the Board of Directors of the BCA (the Board), and operates according to the
provisions of this Charter, the By Laws of the Association, the BCA General Policies for Committee
Operations (Committee Policies), and any other regulations that may be promulgated by the Board from
time to time.
Comment [AR1]: Suggested addition byeee
September 2012
The CCC shall meet each month, or when deemed necessary by the Chair.
COMMITIEE POLICIES:
Written reports to the Board will be submitted when indicated. The Chair, and each member of the CCC,
will attempt to attend one BCA Board Meeting each year in order to be familiar with the activities of the
Association, and to inform the MC of recent developments.
It is the responsibility of the Chair of the CCC to ensure the smooth integration and a minimum overlap of
its activities with those of other Committees of the Association.
EXPENDITURES
The CCC, with guidance from the Finance Committee or Staff, will develop an estimate of the anticipated
annual expenditures of the MC, and submit this estimate as a component of the CCC Annual Work Plan.
REVIEW
This Charter will be reviewed annually by the Board.
APPROVAL
This Charter was approved by the BCA Board of Directors at the Board Meeting held on January 9, 2012
and supersedes all previous charters approved prior to this date.
BRANDERMILL COMMUNITY ASSOCIATION
COMMITTEE MINUTESIMEETING REPORT
MINUTES OF THE MPOC COMMITTEE
Date: 6/21112, Time: 4:00 PM, Location: BCA Office
Committee Members Present:
Activities - Jennifer Strader, ARB - Andy Wyman, Community Character -Dianne Cardea,
Crime Prevention - Dee Pisciella (via telephone) for Mike Metzger, Finance - Buddy Whitfield,
Marketing -Dennis Peterson, Natural Resources-Jim Schrecengost, NRC - Mamie McNeal,
PARC - Mel Burton, Community Manager - Jane Pritz, MPOC Facilitator - Al Raimo,
Board Liaison - Joan O'Hanley
Committee Members Absent: Hearing Panel- Jenny Jones
Quorum Present? Yes
Others Present: Director Hillman
Member Voice- N/A
Approval of previous meeting minutes: Upon motion duly made by Cardea and seconded
by Whitfield, the committee approved the minutes of May 17, 2012. Pritz abstained.
Agenda Items:
2012 Project Updates - Strader, advised that Saturday November 3,2012 has been
selected for Community Clean - Up day, with the following Saturday November 10th as
the rain date. Cardea stated that the third phase of Tree Management has been completed.
The 4th and final phase for this year will begin in mid - September, and will proceed
along Millridge Parkway, hopefully to where it intersects Brandermill Parkway. Raimo
indicated that six more directional signs have been ordered with installation expected in
mid to late July. Three directional signs have also been ordered for the Holiday InnlLong
and Foster area. Holiday Inn is paying for the signs, but the BCA owns them and has
final approval on the design and content. Installation of these signs should occur in mid to
late July. Schrecengost advised that approval was granted by Chesterfield County
Environmental Engineering for the shoreline erosion plan. Permission must be granted by
the Right of Way Department as well. The BCA has provided that Department with
written response to their inquiry.
2013 Project Updates - Prior to the chairs voting on the priority order of the project list a
question and answer session was held and additional information was given regarding the
following projects: Landscaping at Old Hundred Road and Brandermill Parkway, Show
Me Brandermill First, and the Landing electricity and security upgrades. Also, prior to
the vote Pisciella read a report from the Crime Prevention Committee (see report under
1
June 26, 2012
MPOC June Minutes
Committee Reports in July 2012 Board package) regarding the security gate portion of
the Landing upgrade. Attached is the project list in priority order. Prior to voting, MPOC
suggested the following adjustments/ changes to the information on the project list:
A. Landscaping of Old Hundred Road and Brandermill Parkway - MPOC would like to
see the funding increased to a total of $15,000. This would allow for more area to be
landscaped including the island/median on Brandermill Parkway where the reader
board sign had been prior to the construction of the roundabout.
B. Landing Upgrade - MPOC suggests that electricity be brought into the restroom but
the security gate NOT be part of the project. Members of MPOC indicated that they
may have voted a higher priority for this project had the two elements been
separated and not submitted as one entire project. Projected cost at this time for
electrifying the bathroom is $12,500.00
C. Stream Clean-Up and Shoreline Erosion - It was suggested that Natural Resources
look at the feasibility of combining these projects for purposes of seeking
funding/grants to cover future expenditures.
Motions Acted Upon: N/A
Committee Action Items for the Next Meeting: None
Items that Need Board Attention/Action:
Other Items- None
Adjournment: There being no further business to come before the Committee, the
meeting was adjourned at 5:25 PM.
Submitted: Al Raimo, Facilitator
Date: June 26, 2012
2
Summary of NRC Activities
May 2012 to August 2012
Report submitted to BCA Board of Directors
September 5, 2012
May 2012
Minutes of the NRC May 24, 2012 meeting attached.
June 2012
On June 26, the NRC hosted a community meeting to gather feedback on the (1)
recommendations offered by the BCA Communication Taskforce on a 5-year strategy to
communicate with Association members, and (2) the proposed Local Vendor Preference
Policy, a suggested change in BCA finance policy.
Chair McNeal orally reported the NRC’s findings at the July 9, 2012 BCA Board
meeting. Her comments included:
1. 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 meeting participants 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.
The NRC suggests that someone outside the Communications Department review
workflow processes with fresh eyes to possibly recommend workflow and technology
changes to reduce labor costs.
2. Most residents appear to be in favor of the concept of a local vendor preference to
enlarge supplier diversity as well as provide business support to those vendors who are
members of Brandermill. Some did, however, express concerns that this preference may
discourage non-local vendors from bidding. Other concerns included the BCA staff
having time to ensure that the vendors were 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.
Summary of NRC Activities
May 2012 to August 2012
Page 2
July 2012
As a result of a NRC Officers meeting held in June, Chair McNeal instituted a Rep
recognition initiative in which she created personalized NRC “business cards” for those
Reps delivering welcome totes to new Brandermill residents and its current Board of
Officers. An example of the card is shown below:
The NRC officers have received positive feedback from those Reps who are presently using
their cards to introduce themselves to their neighbors.
August 2012
On August 16 and August 30, 2012, the NRC held two small NRC Rep meetings to
discuss its BCA Board liaison’s concern about low meeting attendance as well as how the
NRC can function more effectively with residents. Rep suggestions included:

Reps Teams holding small neighborhood socials/meetings, perhaps by cul-de-sac or
combination of cul-de-sacs to meet neighbors.

NRC to host programs presented by County officials regarding our schools and economic
development.

Present a Vendor Fair to include vendors contributing to home improvement ideas,
techniques, services and goods.

Changing the name of NRC meetings to better reflect meetings are open to all residents
and not just NRC Reps.
Respectfully submitted,
NEIGHBORHOOD RESIDENTS COUNCIL OF BRANDERMILL
by Mamie McNeal, Chair
MINUTES OF NEIGHBORHOOD RESIDENTS COUNCIL MEETING
Thursday, May 24, 2012, 7:00 p.m.
Brandermill Woods
The meeting was called to order by Chair Mamie McNeal at 7:05 p.m.
Attendees were:
Mark Smith, Cove Ridge
When-Dee Morrison, Huntgate Woods
Frances Hillman, Huntgate Woods
Julane Johndrow, Long Shadow
Mamie McNeal, Planter’s Wood
Judy Malek, Regatta Pointe
Joyce Rowe, Shallowford Landing
MIchelle Gittens, Shallowford Trace
Hamid & Cheryl Ghorashi, Walker’s Ferry
Dianne Cardea, Winterberry Ridge
Joan O’Hanley, Muirfield Green
George Lawson, Huntsbridge
Dennis Peterson, Winterberry Ridge
Rubie Gatlin, Long Shadow
Dick & Judy English, Brandermill Woods
Charlie Davis, Commodore Point
MEMBER VOICE
Joan O’Hanley, representing the BCA Board of Directors at the Green Market, reported a very
favorable comment by a Brandermill resident extolling the virtues of our beautiful neighborhoods.
NRC Rep Hamid Ghorashi (Walker’s Ferry) said that the letter from the BCA to the residents
announcing the upcoming inspection in their neighborhood was very well received. One of his
neighbors asked how pool guests could prove that they are residents of Brandermill at the upcoming
Community Pool Day so as to not include non-members.
APPROVAL OF MINUTES
Joan O’Hanley made the motion to approve the minutes of April 18, 2012, and Judy Malek seconded
the motion. Minutes were unanimously approved.
CHAIR’S REPORT
Chair McNeal reminded us that the Green Market will be opened at Market Square every Saturday
from 9 a.m. until noon through October. She also reminded attendees of the two upcoming
Community Pool Days and that residents should get their vehicular hang tags for parking in
restricted areas of Brandermill.
FIRST VICE CHAIR’S REPORT
Mark Smith reported the bullet points from the May BOD meeting. A request was made that BOD
members contact information would be posted on the BCA website.
Funds for the Natural Resources Committee to photograph the reservoir shoreline while the water
level is at its highest level in order to assess the dock situation were requested.
Minutes of NRC Meeting
May 24, 2012
Page 2
Joan O’Hanley reported that the Communications Task Force had tabulated the community survey
which was distributed with the BCA ballots and recommendations will be made to the BCA Board at
the June meeting based on the results.
MEMBERSHIP CHAIR’S REPORT
Secretary Kavanagh read this report in the absence of Kathy Cantrell. The NRC has a table at the
Green Market each Saturday for dissemination of BCA information, gathering e-mail addresses of
residents, and recruiting representatives for neighborhoods without NRC representation.
Volunteers are needed to help man the NRC table from 9 a.m. until noon each Saturday; interested
parties should contact Membership Chair Cantrell.
COMMUNICATIONS CHAIR’S REPORT
Chair McNeal reported in the absence of Communications Chair Glaze that the most hits on the
NRC web site are now being generated from downloading of the BCA Information Meeting Packet.
PROPOSED 2013 MPOC PROJECTS
Each attendee received a written description of proposed 2013 MPOC projects as well as description
of the projects. Attendees were then asked to prioritize and return their preferences on a handout.
An on-line survey will also posted to collect resident priority preferences. These preferences will
later be tabulated to rank the MPOC projects with the ranking being reported at the June 17, 2012
MPOC meeting.
Dick English questioned the NRC and BCA Board communications with Brandermill Woods
residents as a means to get those residents involved.
BCA Board Liaison Rowe requested NRC help with contacting residents to attend a community
meeting in June regarding the Brandermill roundabout sign. A discussion followed and Hamid
Ghorashi suggested that a notice of the meeting be mailed to Brandermill residents from the BCA
office.
Joyce requested that our County and State representatives publish quarterly reports of current
events affecting Brandermill in The Villiage Mill. She anticipates the first article will appear in the
next issue.
Dennis Peterson of the Marketing Committee commented on the development of a plan to market
Brandermill for the purpose of keeping our real estate values competitive.
ADJOURNMENT
There being no further business, the meeting was adjourned at 8:25 p.m. by Mamie McNeal.
Respectfully submitted,
Catherine T. Kavanagh
NRC Secretary
Proposed Amendment to the Brandermill Commercial Design Standards
August 22, 2012
Revise Zone A, ALL MARKET SQUARE PROPERTIES, paragraph on page 24 titled SPECIFIC SIGNA GE
REQUREMENTS OF THIS ZONE, sub-title, "Retail Signs (existing buildings)" to read:
Retail Signs (existing buildings):
All signs shall be mounted on building faces above windows except for buildings with no
vertical face between windows and roof.
Tenant signs mounted on vertical faces shall be individual letters, constructed of solid
materials a minimum of 1" thick for unlit letters, or individual interior illuminated letters.
Tenant sign letters shall be a maximum of 15" high.
Where no vertical building face exists above store windows, roof mounted sign cases may
be used. Sides and back of sign cases shall be all dark bronze or black in color. Faces
may use any colors approved by the ARB. These may be illuminated from the interior.
No exterior illumination is permitted on any retail signs.
No signs are permitted on the rear of any tenant space.
revised language in bold italics
End of amendment
Purpose of Amendment
The ARB had originally set this criteria to try to maintain aesthetic control over the signage that had
to be mounted on the roofs of the low one-story buildings. At this time, it appears that this sign
standard is overly restrictive compared to other signs in the Market Square center. The new
standard will give tenants in these buildings better visibility.
AUGUST 27,2012
To: BCA BOARD OF DIRECTORS
From: Claudia Harrigan
4609 Morning Hill Court, Midlothian. Va. 23112
(Planters Wood)
1.
For many years I have felt that Millridge Parkway has been a neglected area of
the community. I was glad to see progress these past months in the roadside brush
and tree cleanup as well as the new plantings last year. THANK YOU FOR
APPROVAL OF THIS CLEANUP AND TO CHARLIE AND HIS CREW. I hope that
this will be an on-going project.
I am aware that some persons in the community feel that areas should be left
natural, however, increased leaf accumulation and deadfall and brush make for more
fire prone areas. This is true in the Planters Wood area as neighbors for years have
been dumping leaves, deadfall and cut trees into open space or roadside.
2.
I am aware of the afore mentioned problem because for the past 19, yes, 19
years, I have spent many hours cleaning out deadfall and accumulated brush from
open spaces in Planters Wood in early spring and late fall. This is in addition to litter
patrol by Polly Williams and myself as will as Sunday Park on our almost daily walks.
I am deeply concerned by the lack of convenant enforcement in Planters
Wood. Over the years I have talked numerous times to Julann. It should not take a
year or more to resolve infractions. During the past five years we have had 5 (five)
different people covering my neighborhood from community standards. Driving by in
a car will not let one see all that needs to be attended to by the owner. When did
drive by visits become the standard, instead of getting out and walking by the
property?
Long before the new mailbox requirement went into place, mailboxes have
lacked needed attention (paint, leaning over) and continue to this day. Driveways in
many cases have not been defined, graveled or sealed in many, many years. Yards
that have been raked of leaves remain bare and create soil runoff (when did dirt yards
become acceptable?) Houses are in need of stain/paint or powerwashing due to
mold on the siding, not always seen by a drive by. Garbage cans sit unscreened.
Backyards often hide unsightly areas. And about those stained roofs .... ?
3.
I have a deep concern about the number of nonresident persons using the
bike trails and Sunday Park. As I walk early in the morning, I have met numerous
people who do not live in Brandermill; fishermen, joggers, dog walkers, students, etc.
If this is highly noticeable in the early am, I am sure it is greatly increased during the
day. The parking tags did not work, even residents did not use them.
4.
While new signs and posts may look good and may help direct traffic in the
community, people coming into some neighborhoods will not be impressed because
of how some properties look. If I came into my area today, I assure you I would not
buy a property that set next door or on the street of an eyesore property.. If you want
to market Brandermill to a higher level, you need to amp up the convenant
enforcement.
5.
Aside note to Ms. Rowe .... the Sunday Park Dog problem, at least in the early
morning seems ~' under control.. .. thanks for your past help
6.
Thank you to all board members and committee members for your many hours
of work. It is not easy being a volunteer as I well know!