BRANDERMILL COMMUNITY ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

June 2, 2014 7:00 PM - Brandermill Church

AGENDA

1. Call to Order

2. Pledge of Allegiance

3. Approval of Agenda

4. Consideration of Minutes for Meetings of April 21, 2014 and May 5, 2014

5. Reports A. President B. Treasurer C. Members of the Board D. Community Manager E. Committee Chairs

6. Member Voice (Please limit comments to maximum on minutes)

7. Discussion of Community Grant Request by Residents of Muirfield Green Place

8. Report on Pool Projects & Consideration of Funding Needs

9. Consideration of Change to Commercial Design Standards Regarding Signage at Market Square

10. Consideration of Advertising Agreement with Chesterfield Observer

11. Announcements

12. Executive Session: (if necessary)

Adjourn

Per Virginia Property Owners Association Act, Section 55-51 O.I.C for purposes of discussing Contractual, Legal and/or Personnel Matters

Est time

5 min

10 min

5 min

10 min

10 min

10 min

10 min

BRANDERMILL COMMUNITY ASSOCIATION, INC. 40th ANNUAL REORGANIZATIONAL MEETING MINUTES

May 5, 2014

1. Call Meeting to Order - The 40th Annual Reorganizational Meeting of the Brandermill Community Association Board of Directors was called to order by current President O'Hanley on May 5, 2014 at 6:30 PM in The Brandermill Church Fellowship Hall, 4500 Millridge Parkway, Midlothian, VA 23112. Directors Bettin, Blom, Davis, Hillman, Leonard and Pearson, Community Manager Bailey, and Recorder Judy Agee were present. Director Malek participated in the meeting by phone and made a personal statement at the beginning of the meeting to thank the board for their thoughts, prayers and visits during his recent hospital stay.

2. Member Voice Warren Ragsdale, Huntsbridge, made a plea to the new board to conduct the board meetings efficiently in order to handle the business at hand and end the meetings at a reasonable hour. Mamie McNeal , Planter' s Wood, thanked Joan O'Hanley for her active leadership as president during this past year. She encouraged the board to take time to thoroughly and openly discuss the issues as needed for complete understanding by the board and residents.

3. Confidentiality Agreements - Community Manager Bailey explained the Confidentiality Agreement and Certification Regarding Conflicts of Interest that were included in the board packet and asked to receive the signed copies from each board member.

4. Election of Officers - President O'Hanley noted that CommlU1ity Manager Bailey received responses from those board members wishing to serve as officers on the board.

Charlie Davis, President - Director Davis stated that he has worked to provide transparency and accountability to the BCA members who now have knowledge to discuss allocation of resources. He stated the board has worked together to make decisions for the community, such as tree management, street maintenance, and restructuring the fee structure and refurbishing the pools to encourage attendance. He stated his goal for this next year is to invoke responsible change.

Frances Hillman, President - Director Hillman stated she would be honored to serve as board president and would give the same dedication as she has demonstrated during her past four years on the board. She would foster a positive environment while looking for ways to move the community forward. She noted the board has made a great start with the renovation of the pools and would strive to garner more ideas from the master plan. She wants to complete our committee restructuring project, promote volunteerism, and determine how to better engage our residents. Strategically, she would like to see the leaf pickup program continue that had been a direct benefit to our residents. She would like to increase the number of community meetings to determine possible projects and/or programs that can be implemented to directly benefit residents. Proactively, we need to review the impact of residential property conditions relative to absentee ownership and its impact on our community as a whole. She stated she has demonstrated leadership ability

Page 11

BRANDERMILL COMMUNITY ASSOCIATION, INC. 40th ANNUAL REORGANIZATIONAL MEETING MINUTES

May 5,2014

and has maintained a positive attitude, has good interpersonal ski lls, and will roll up her shirt sleeves to help implement a positive resolution to the community. Director Hillman stated she will work hard to ensure each board member is given the respect they deserve, and will appreciate your vote and look forward to serving as president.

There were no other nominations for President. Community Manager Bailey noted he received the response from Director Davis before Director Hillman, and that voting will start with Director Davis.

Director Bettin called for a vote for Charlie Davis as President, and seconded by Director Pearson. Approved: Directors Bettin, Davis, Malek and Pearson, with four votes as a majority.

President Davis led trus portion of the meeting. All attendees joined in thanking for Joan O'Hanley for her assistance this past year as board president.

Greg Pearson, 1 st Vice President - President Davis called for a vote for Greg Pearson as I st Vice President. Unanimously approved.

Tom Leonard, 2nd Vice President - President Davis called for a vote for Tom Leonard as 2nd Vice President. Unanimously approved.

Director Leonard moved to nominate Frances Hillman as Treasurer, and seconded by Director Blom. There were no other nominations for Treasurer.

Frances Hillman, Treasurer - President Davis called for a vote for Frances Hillman as Treasurer. Unanimously approved.

President Davis reported the 2014-2015 Board of Directors officers are: President - Chari ie Davis I st Vice President - Greg Pearson 2nd Vice President - Tom Leonard Treasurer - Frances Hillman

5. Adjournment - President Davis moved to adjourn the meeting at 6:50 PM.

Submitted by:

Charlie Davis, President Board of Directors Brandermill Community Assoc. , Inc.

John S. Bailey Community Manager/Secretary Brandermill Community Assoc., Inc.

Page I 2

BRANDERMILL COMMUNITY ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINUTES

May 5, 2014

1. Call Board Meeting to Order - The May 5, 2014 BCA Board of Directors Meeting was called to order by President Davis at 7:00 PM at The Brandermill Church, 4500 Millridge Parkway, Midlothian, VA 23112. Directors Bettin, BIom, Davis, Hillman, Leonard and Pearson, Community Manager Bailey and Recorder Judy Agee were present. Director Malek was absent.

2. President Davis led the meeting with the Pledge of Allegiance.

3. Approval of Agenda President Davis noted the Agenda was approved as presented.

4. Consideration of Minutes for the Board Meeting of April 7 and the Special Board Meeting of April 24, 2014 MOTION: Director Blom moved to approve the minutes of the April 7 and April 24, 2014 meetings. MOTION SECONDED: Director Leonard MOTION CARRIED: Unanimously approved.

5. Reports A. President - President Davis noted the board will work hard to make this a good

year. B. Treasurer's Report - Director Hillman reviewed the Treasurer's Report Financials as

of March 31, 2014 and noted everything is on track. C. Members of the Board - Director Hillman noted from the report presented by Al

Raimo, Director of Property Management, that year-to-date there were 72 disclosure reports prepared compared to 52 last year. Tills number gives an indication the sale of homes has increased since disclosure reports are prepared in coordination with the sale of homes in Brandermill.

D. Community Manager - Community Manager Bailey noted pool revenue is up for the memberships compared to last year, and several promotions for the pools have been distributed and advertised. Manager Bailey reported that solicitation cannot be prohibited within a planned community but residents can request solicitors to leave their property if they do not wish to talk to them. Manager Bailey noted all sales contractors need to obtain a solicitation permit from the county.

E. Committee Chairs -1. ARB - March 25 and April 8, 2014 meeting minutes are attached. 2. Brandermill History Project Committee - April 9, 2014 meeting minutes are

attached. 3. NRC - February 10, 2014 meeting minutes are attached.

Chair Joe Herbst announced the NRC board of directors meeting is scheduled on May 12 and all members are invited. The meeting discussion will include recruitment of NRC representatives for each neighborhood and participation in the" 40 Hands" volunteer project.

Page 11

BRANDERMILL COMMUNITY ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINUTES

May 5,2014

6. Member Voice - There were no reports.

7. Consideration of Community Grant Request by Muirfield Green Place - Community Manager Bailey reported the residents of Muirfield Green Circle have submitted a request for a Community Grant to alter the common-space island within their cul-de­sac. The request was reviewed by resident Tara Wagner, which includes financial support and assistance of the BCA Maintenance staff to remove dead trees and include a raised garden area, play structure and picnic table. Manager Bailey recommended up to $2,000 of BCA funds to support this proposal. MOTON: Director Pearson moved to defer a decision on this proposal until the June 2 board meeting to allow review of insurance concerns and community standards which govern community areas. MOTION SECONDED: Director Hillman Discussion: All board members were involved in the discussion of this motion. MOTION CARRIED: Unanimously approved.

8. Appeal - Mr. David Cox, 3907 Timber Ridge Road - Resident David Cox noted he was found in violation of community standards which govern exterior lighting due to a lamp post installed without ARB approval. He noted the ARB reviewed his subsequent submission and appeal which noted the lighting is too intense for a residential neighborhood and that the style of lamp is not compatible with the house style. ARB Chair Andy Wyman noted this appeal would not have come before the BCA board if the applicant had followed the ARB process by submitting a request before installing the lamp post. He noted the ARB would have worked with the resident to check the intensity of the lamp, and to obtain the proper lamp style, which is Victorian style while the house is a rustic Colonial sty Ie. MOTION: Director Pearson moved to defer a decision on this appeal until the June 2 board meeting to allow the ARB to work with the resident toward an acceptable light fixture . MOTION SECONDED: Director Davis Discussion: All board members were involved in the discussion of this motion. MOTION CARRIED: Unanimously approved.

9. Presentation - History Project, Tom Jacobson - Brandermill History Project Corrunittee Chair, Tom Jacobson, provided a PowerPoint presenta tion on Brandermill's history starting from the county zoning approval on May 8, 1974 and including several key issues and principles that were followed in Brandermill's development. Tom noted the corrunittee is collecting historical memorabilia for a history display as part of Brandermill's 40th Anniversary celebration, creating a time capsule, and conducting interviews with Brandermill pioneers. They also plan to create a History Timeline, Oral Outreach presentation, and a Brandermill History book.

10. Report on Pool Projects & Consideration of Funding Needs - Community Manager Bailey reported on the status of upgrades to the pools and gave a summary and quotes

Page I 2

BRANDERMILL COMMUNITY ASSOCIATION, INC. BOARD OF DIRECTORS MEETING MINUTES

May 5, 2014

of other proposed pool projects. MOTION: Director Blom moved to approve $43,500 for maintenance of the parking areas of all pools, to be paid from the reserve fund. MOTION SECONDED: Director Hillman Discussion: All board members were involved in the discussion of this motion. MOTION FAILED: Director Bettin, Blom and Hillman approved, Directors Davis, Leonard and Pearson opposed.

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

Submitted by:

Charlie Davis, President Board of Directors Brandermill Community Assoc., Inc.

John S. Bailey Community Manager/Secretary Brandermill Community Assoc., Inc.

Page I 3

INCOME

#

412000 420000 430000 434000 436000 436500 437000 438000 440000 442000 443000 446000 446700 450000 454000 456000 458000 459000 460000 462000 480000 491000 492000

EXPENSES

#

702000 702001 702500 710000 712000 714000 717000 722000

Brandermill Community Association

Budget Variances including Year to Date for Operating From April 1, 2014 to April 30, 2014

CURRENT PERIOD

ACCOUNT ACTUAL BUDGET VARIANCE ACTUAL BUDGET

Assessments 4 17,050.88 416,763.75 287.13 834,170.15 833,527.50 Late Charges & Finance Charges 1,013.93 1,000.00 13.93 12,262.94 13,000.00 Violation Charges 600.00 500.00 100.00 2,200.00 1,000.00 Interest Income 20.49 11.67 8.82 80.70 46.66 Advertising Sales-Village Mill 3,638.00 7,000.00 -3,362.00 19,582.50 27,000.00 Advertising - Website 56.00 0.00 56.00 56.00 0.00 Sailing Center 0.00 0.00 0.00 0.00 0.00 BranderBel le 666.00 0.00 666.00 666.00 0.00 Disclosure Package 3,750.00 9,250.00 -5,500.00 10,925.00 18,500.00 Directory Income 0.00 0.00 0.00 0.00 0.00 Transfer Fee 750.00 700.00 50.00 2,600.00 2,600.00 Miscellaneous Income 3.00 1,000.00 -997.00 534.88 2,250.00 Entertainment Income 250.00 1,000.00 -750.00 250.00 1,000.00 Marina 7,600.00 8,400.00 -800.00 15,230.00 16,800.00 Boat Space 177.00 0.00 177.00 34,088.00 34,000.00 HP Clubhouse 611.00 1,000.00 -389.00 3,144.00 1,700.00 Heritage Farms 39.00 0.00 39.00 2,441.00 2,500.00 Leaf Pickup 0.00 0.00 0.00 2,730.00 0.00 Pavilion 351.00 500.00 -149.00 1,287.00 1,100.00 Storage Center. -139.67 0.00 -139.67 19,813.29 20,000.00 Pool Membership 22,015.00 34,500.00 -12,485.00 76,590.00 81,000.00 Pool Guest Passes 50.00 0.00 50.00 50.00 0.00 Pool Social Programs 0.00 0.00 0.00 0.00 0.00

458,501.63 481,625.42 -23,123.79 1,038,701.46 1,056,024.16

CURRENT PERIOD

ACCOUNT ACTUAL BUDGET VARIANCE ACTUAL BUDGET

Salaries 61,431.08 66,400.00 -4,968.92 292,700.59 299,500.00 Christmas Bonus 0.00 0.00 0.00 0.00 0.00 Car Allowance - Community Mgr 400.00 400.00 0.00 1,600.00 1,600.00 Employee Benefits 9,642.34 10,265.00 -622.66 40,981.42 43,765.00 Insurance - Worker's Compo 1,501.84 1,625.00 -123.16 6,007.36 6,375.00 Payroll Taxes 4,678.14 5,400.00 -721 .86 24,544.04 25,300.00 Employee Retirement 1,487.38 1,925.00 -437.62 7,368.69 7,750.00 Equipment Leases/Rental 758.12 1,080.00 -321.88 2,966.98 4,180.00

Margaret created this document on Wednesday, May 21, 2014 at 11 :45:02 AM

YEAR TO DATE ANNUAL

VARIANCE BUDGET REMAINING

642.65 1,667,055.00 832,884.85 -737.06 48,000.00 35,737.06

1,200.00 2,000.00 -200.00 34.04 140.00 59.30

-7,417.50 80,000.00 60,417.50 56.00 0.00 -56.00

0.00 5,500.00 5,500.00 666.00 7,000.00 6,334.00

-7,575.00 37,000.00 26,075.00 0.00 30,000.00 30,000.00 0.00 8,000.00 5,400.00

-1,715.12 5,000.00 4,465.12 -750.00 4,000.00 3,750.00

-1,570.00 33,600.00 18,370.00 88.00 34,000.00 -88.00

1,444.00 4 ,500.00 1,356.00 -59.00 2,500.00 59 .00

2,730.00 0.00 -2,730.00 187.00 3,500.00 2,213.00

-186.71 20,000.00 186.71 -4,410.00 227,000.00 150,410.00

50.00 0.00 -50.00 0.00 1,000.00 1,000.00

-17,322.70 2,219,795.00 1,181,093.54

YEAR TO DATE ANNUAL

VARIANCE BUDGET REMAINING

-6 ,799.41 878,000.00 585,299.41 0.00 10,000.00 10,000.00 0.00 4,800.00 3,200.00

-2,783.58 125,700.00 84,718.58 -367.64 19,000.00 12,992.64 -755.96 70,650.00 46,105.96 -381.31 22,700.00 15,331 .31

-1,213.02 16,500.00 13,533 .02

Page 1 of 3

Budget Variances including Year to Date for Operating From April 1, 2014 to April 30, 2014

723000 Equipment Puchases 831.44 6,000.00 -5,168.56 2,304.28 8,500.00 -6,195.72 12,000.00 9,695.72 725000 Equipment Maint. & Rprs. 2,792.81 2,000.00 792.81 7,789.98 5,500.00 2,289.98 20,000.00 12,210.02 726000 Vehicle Insurance 867.34 908.00 -40.66 3,469.36 3,661.00 -19 1.64 11,000.00 7,530.64 727000 Gasoline-Equipment 501.79 1,250.00 -74821 1,199.03 2,250.00 -1 ,050.97 10,500.00 9,300.97 728000 Gasoline-Veheciles 887.19 1,500.00 -612.81 7,118.81 6,000.00 1,1 18.81 18,500.00 11,381.19 750000 Annual Audit 1,500.00 0.00 1,500.00 12,500.00 12,500.00 0.00 12,500.00 0.00 754000 Annual Election 3,040.63 0.00 3,040.63 4,656.36 6,000.00 -1,343.64 6,000.00 1,343.64 756000 Architect Services-ARB/CARB 180.00 1,000.00 -820.00 3,456.08 4,500.00 -1,043.92 14,000.00 10,543.92 762000 Bank/Credit Card Charge 1,031.60 500.00 531.60 7,690.18 6,750.00 940.18 25,000.00 17,309.82 763000 Bank Fee 97.43 125.00 -27.57 478.54 500.00 -2 1.46 1,500.00 1,021.46 764000 Bad Debts 101.33 1,625.00 -1,523.67 11,144.44 3,500.00 7,644.44 7,500.00 -3,644.44 770000 Business Meetings 50.00 100.00 -50.00 50.00 400.00 -350.00 1,200.00 1,150.00 776000 Collection Expenses 268.03 400.00 -131 .97 3,452.67 1,400.00 2,052.67 4,000.00 547.33 777000 Security 1,975.61 3,000.00 -1,024.39 8,740.89 11,500.00 -2,759. 11 34,500.00 25,759.11 784000 Data Processing - ADP 45.00 60.00 -15.00 225.44 240.00 -14.56 1,200.00 974.56 785000 Drainage Work 0.00 0.00 0.00 5,200.00 5,000.00 200.00 6,500.00 1,300.00 786000 Dues & Subscriptions 125.00 350.00 -225.00 865.00 1,150.00 -285.00 3,000.00 2,135.00 789000 EducationfTraining 526.00 1,250.00 -722.00 1,142.00 1,750.00 -608.00 4,500.00 3,358.00 810000 General Repairs & Maintenance 11,409.35 8,500.00 2,909.35 28,788.38 21 ,500.00 7,288.38 65,000.00 36,211.62 820000 Insurance (LiabJO&O/Admin.) 6,245.85 6,250.00 -4.15 24,983.39 25,000.00 -16.61 75,000.00 50,016.61 821000 Irrigation Repairs 485.00 300.00 185.00 790.00 600.00 190.00 1,800.00 1,010.00 826000 Legal Fees 6,979.63 2,400 .00 4,579.63 24,101.57 10,600.00 13,501.57 32,000.00 7,898.43 826500 Computer Support 400.00 500.00 -100.00 1,395.00 2,000.00 -605.00 5,000.00 3,605.00 826600 Software 0.00 500.00 -500.00 1,500.00 2,000.00 -500.00 6,000.00 4,500.00 829000 Marketing Programs (Pools) 2,861.21 2,000.00 861.21 2,890.43 2,500.00 390.43 3,000.00 109.57 830000 Miscellaneous 0.00 1,000.00 -1 ,000.00 2,577.19 2,000.00 577.19 4,000.00 1,422.81 832000 Mileage Reimbursement 77.80 400.00 -322.20 449.07 975.00 -525.93 2,500.00 2,050.93 838000 Office Supplies 1,568.25 1,200.00 368.25 7,707.89 6,400.00 1,307.89 16,000.00 8,292.11 842000 Postage 4,482.39 2,375.00 2,107.39 13,863.49 11,500.00 2,363.49 26,000.00 12,136.51 843000 Delivery 300.00 500.00 -200.00 1,375.00 1,800.00 -425.00 4,500.00 3,125.00 844000 Printing 896.16 1,100.00 -203.84 13,448.05 15,300.00 -1 ,851.95 24,000.00 10,551.95 846000 Social Activities 0.00 0.00 0.00 2,150.00 0.00 2,150.00 5,500.00 3,350.00 847000 Swim Team 0.00 0 .00 0.00 0.00 0.00 0.00 3,500.00 3,500.00 850000 Marina Expenses 93.86 4,500.00 -4,406 .1 4 2,842.32 8,500.00 -5,657.68 17,500.00 14,657 .68 851 100 Committees 0.00 300.00 -300.00 21.05 1,300.00 -1,278.95 4,000.00 3,978.95 851200 Holiday House 0.00 0 .00 0.00 0.00 0.00 0.00 600.00 600,00 851400 Volunteer Appreciation Day 0.00 0 .00 0.00 0.00 0.00 0.00 2,500.00 2,500.00 852200 Entertainment 773.14 2,000.00 -1 ,226.86 1,548.14 3,000.00 -1,451.86 15,000.00 13,451 .86 852250 eCA 40th Anniversary 0.00 0 .00 0.00 0.00 0.00 0.00 10,000.00 10 ,000.00 852400 4th of July Celebration Exp 0.00 0 .00 0.00 20.00 0.00 20.00 24,000.00 23,980.00 853000 Sunday Park Loop Maint. 112.50 112.50 0.00 225.00 225.00 0.00 450.00 225.00 854000 Sign Maintenance & Repair 0.00 500.00 -500.00 130.00 1,000.00 -870.00 2,000.00 1,870.00 862000 Supplies 674.85 1,000.00 -325.15 4,054.83 2,850.00 1,204.83 9,500.00 5,445.17 870000 Taxes - Personal Prop/Misc. 1,156.00 1,200.00 -44.00 1,328.25 1,200.00 128.25 5,500.00 4,171.75 872000 Telecommunications 1,582.60 1,270.00 312.60 5,020.98 4,950.00 70.98 16,000.00 10,979.02 873000 Web Site Maintenance 625.00 625.00 0.00 2,840.00 2,500.00 340.00 7,500.00 4 ,660.00 874000 Travel 463.41 1,000.00 -536.59 463.41 1,000.00 -536.59 2,000.00 1,536.59 876000 Tree Removal 2,400.00 2,000.00 400.00 9,800.00 8,000.00 1,800.00 24,000.00 14,200.00 880000 Uniforms - Main!. 975.01 750.00 225.01 4 ,1 48 .20 3,000.00 1,148.20 9,000.00 4,851.80 881500 Electricity 2,046.83 2,670.00 -623.17 6,676.06 8,500.00 -1,823.94 32,000.00 25,323.94 882000 Water & Sewer 1,175.98 630.00 545.98 3,849.77 2,820.00 1,029.77 18,000.00 14,150.23

Margaret created this document on Wednesday, May 21,2014 at 11 :45:02 AM Page 2 of 3

Budget Variances including Year to Date for Operating From April 1,2014 to Apri l 30, 2014

883000 Propane Gas-Heating MainLBays 0.00 0.00 0.00 1,808.46 2,000.00 -191.54 3,000.00 1,191 .54 890001 Community Cleanup 0.00 0.00 0.00 0.00 0.00 0.00 20,000.00 20,000.00 890013 Community Improvement Grant 0.00 250.00 -250.00 0.00 500.00 -500.00 1,000.00 1,000.00 890030 Tree Management 0.00 0.00 0.00 38,630.00 40,000.00 -1 ,370.00 50,000.00 11,370.00 890032 Self Help 0.00 500.00 -500.00 0.00 1,000.00 -1,000.00 2,000.00 2,000.00 920000 Pool Management Fee 35,780.00 35,780.00 0.00 53,670.00 57,770.00 -4 ,100.00 183,000.00 129,330.00 930000 Landscaping 16,253.00 8,333.34 7,919.66 32,506.00 33,333.34 -827.34 100,000.00 67,494.00 930100 Landscaping - Contract Mowing 0.00 2,9 16.67 -2,91 6 .67 0.00 11 ,666.67 -11 ,666.67 35,000.00 35,000.00 930150 Leaf Pickup. 0.00 0.00 0.00 3,051.95 0.00 3,051.95 0.00 -3,051.95 960000 Landscaping - Miscellaneous 0.00 0.00 0.00 0.00 700.00 -700.00 5,000.00 5,000.00 970001 Flow Through. 25.00 0.00 25.00 -2.50 0.00 -2.50 0.00 2.50 999000 Operating Contingency 0.00 0,00 0.00 0.00 0.00 0.00 6,695.00 6,695,00

Subtotal 194,564.92 200,525.51 -5,960 .59 756,303.52 767,561.01 -11 ,257.49 2,219,795.00 1,463,491.48

194,564.92 200,525.51 -5,960.59 756,303.52 767,561.01 -1 1,257.49 2,219,795.00 1,463,491.48

Net Excess (Deficit) 263,936.71 281,099.91 -1 7,163.20 282,397.94 288,463.15 -6,065.21 0.00 -282,397.94

Margaret created this document on Wednesday, May 21,2014 at 11 :45:02 AM Page 3 of 3

BRANDERMILL A Waterfro n t Com m unity

To: John S. Bailey, Community Manager '

From: AI Raimo, Director Property Management #!2~ Subject: Monthly Report -May, 2014

Date: June 1, 2014

1. Property Management Department - May A. Architectural Review Board' Applications processed - 61, last month - 32 Applications approved as submitted - 45 Applications approved limiting conditions - 6 Applications not approved - 5 Applications preliminary review/deferred -6 Applications requiring consultant architect - 3

B. Covenant Enforcement ii Violations issued - 85, last month - 105 Violations resolved - 14, last month - 62 Mailbox transition- (see attached report). Hearing Panel referrals - 27 last month (March) 20. Properties referred for legal action - 7, zero court appearance for May.

C. Other Department Activities Tree removal requests received - 10, last month - 20. Disclosures requests received - 19, last month - 30.

2. Other Activity A. Continued review of non complaint mailbox structures to determine status of mailbox transition , (see attached report) . B. Given the increased number of ARB applications (almost double form previous months) spent considerable time working with staff, residents, commercial members and consultant architect. C. Training of new Property Management Specialist, Tom Quish , hired at the end of April.

i Extremely high volume of ARB applications required extra time to process, etc .. ii New employee in training, one employee on short term disability for half the month- effected productivity.

lj Page BRANDERMILL COMMUN ITY ASSOCIATION · 3001 EAST BOUNDARY TERRACE, MIDLOTHIAN, VIRGINIA 23112

(804) 744-1035 o · (804) 744-2839 F

t • BRANDERMILL

A Waterf ront C ommunity

To: John S. Bailey, Community Manager

From: AI Raimo, Director Property Management 111 i! ~ Subject: Special Report- Mailbox Transition

Date: June 1,2014

During the weeks of May 12th and 19th a follow up review on non compliant mail box structures was conducted. You may recall that in February all single family residential neighborhoods were reviewed to determine the status of the mail box transition. Please see below for updated information.

Below is a breakdown of key information:

1. There are one hundred and three (103) non compliant structures. This represents less than 3% of all residential properties. There were one hundred and forty five (145) in April, one hundred eighty five (185) in March, and two hundred and forty eight (248) in February.

2. Of the 103 non compliant structures 13 properties are vacant or bank owned, and 11 others have replaced the brown unit but have not built it in accordance with the specifications, leaving eighty one (81) brown structures needing to be replaced.

3. There are now thirty (30) neighborhoods fully compliant, in April there were twenty three (23), in March there were seventeen (17) and in February there were fifteen (IS).

4. There are zero (0) neighborhoods that have ten (10) or more non compliant structures. There are two (2) neighborhoods that have five (5) or more non compliant structures.

5. 26 Hearing Panel Notices for non complaint mailboxes were sent for the May.

6. All cluster unit owners have now paid for their portion of the structure. The three last brown units will be replaced over the next few weeks.

Please let me know if you require additional information.

ll P a ge BRANDERMILL COMM UN ITY ASSOCIATION ' 300 I EAST BOUNDARY TERRACE, MIDLOTHIAN, VIRGIN IA 23 112

( 80~) 744- 1035 O · (804) 744-2839 F

BRANDERMILL A W aterf ro nt Community

To: John S. Bailey, Community Manager

From: AI Raimo, Director Property Management At ~ Subject: Special Report- Muirfield Green Community Grant Request

Date: June 1,2014

As you are aware residents of Muirfield Green Place have requested funding to support a plan to renovate the BCA open space circle on their street in order to create a playground.

Their proposal requests that the BeA purchase the equipment, and remove trees/shrubs as necessary, and the residents will be responsible for delivery and installation of the proposed equipment.

The Board of Directors (BOD) reviewed the project at their May meeting and referred the matter to the Architectural Review Board (ARB). The ARB met on May 27, 2014, and summarized below is the results of their review.

1. The ARB took no definitive action at their meeting.

2. The ARB raised the following concerns, listed in no particular order: A. Does an approval of this type of request become precedent setting, (ie allowing/funding of playground/pocket parks located in individual neighborhoods, with presumably a limited use to the overall benefit of the community)? B. Liability-i. the ARB was very concerned that with this request the equipment, installation etc. may not meet current standards for a commercial grade project that is to be available for public use. ii. the ARB was concerned that the configuration of the plan could lead to additional liability exposure because it would create the circumstance for children playing in an area directly adjacent to the street. iii. the ARB was also concerned that insuring such a project could lead to increased costs of insurance, assuming the insurance company would agree to insure the playground. i

Please advise on next steps.

i seA insurance agent has confirmed that the SeA would be covered; however, whenever anything is added,

liability exposure increases. The agent stated further that any playground equipment/material should be "professionally" installed, and inspected regularly.

ll Page BRAN DERM ILL COMMUNITY ASSOCIATION ' 3001 EAST BOUNDARY TERRACE. MIDLOT HI AN, VIRGINIA 23 11 2

(804) 744-1035 O · (804) 744-2839 F

MEMORANDUM

May 28, 2014

To: BCA Board of Directors

From: John S. Bailey Community Manager

Topic: Pool Considerations

Additional Expenses & Funding for Parking Lots Pool Capital Expenses 2014 Information on Pools: Memberships, Revenue, Expenses, Capital

Pool Capacities & Attendance

Summary of Funding Consideration

Consider authorizing the following :

A. $73,000 from the Replacement Capital Reserve

I) $15,000 for additional repairlimprovement expenses, more furniture, and

landscaping

2) $18,000 for overlay at North Beach Pool

3) $5,000 for seal-coat of existing pavement at St. Ledgers Pool

4) $35,000 for repairs and overlay at Harbour Point Pool & Clubhouse

B. $17,000 from the New Capital Reserve for new entry/exit at St. Ledgers Pool

All of this work needs to be done eventually; the only question is timing. The Board could

decide to proceed now and complete all the work this year or spread it out over this year and next. At a minimum, it is my recommendation that the Board approve items A.I , 2, and 4 now so that the work may be accomplished as soon as possible.

North Beach Pool Parking Lot

Total spaces available = 125

2 Handicap spaces 47 paved spaces

76 est. spaces available in gravel

Estimates:

Repave with 1.5 inch overlay on the current paved area

Repave with 2 inch overlay on the current paved area

Sealcoat paved areas

Grade, edge, and gravel upper two lots

Reserve Study Information:

Reserves only cover asphalt and seal-coat

No remaining economic life Estimated reserve funds contributed = $26,601

Recommendation:

$17,322

$31,300

$3,932

$6,016 $7,100

Authorize $18,000 from Replacement Capital for repaving with 1.5" overlay

8t Ledgers Pool Parking Lot

Total spaces available = 92

2 Handicap spaces 37 paved spaces 53 est. spaces available in gravel

Estimates:

Re-do entry/exit driveway

Seal-coat existing paved area

Grade, edge, and gravel existing gravel lots

Reserve Study Information:

Reserves only cover asphalt and seal-coat No remaining economic life

Estimated reserve funds contributed = $13 ,448

Recommendation:

$16,000

$4,128

$4,735 $4,500

Authorize $17,000 from New Capital for new entry/exit

Authorize $5,000 from Replacement Capital for seal-coat

Harbour Pointe Pool & Clubhouse Parking Lot

Total spaces available = 64

ZERO Handicap spaces (create 2) 19 paved spaces 43 est. spaces available in gravel

Estimates:

Fix and repave with 2" overlay

Fix and repave with 1.5" overlay

$33,125

$28,809 $26,059

$43,995 (includes milling out drive lane and repaving)

Grade, edge, and gravel upper three lots

Reserve Study Information:

Reserves only cover asphalt and seal-coat No remaining economic life

Estimated reserve funds contributed = $4,500*

$5,520 $5,300

*There is nothing in the Reserve Fund regarding the driveway and drive lane

Recommendation:

Authorize up to $35,000 from the Replacement Capital Reserve to fix and repave the existing paved areas with 1.5" overlay

Pool Capital Expenses - 2014

Expenditures

-North Beach .-Swim Metro

Plaster / Tile / Coping 137,500 - ---

-- -Expenditures 22,885

Total NB $ 160,385

'BeA labor 16,575

St Ledgers

Swim Metro

Plaster / Tile / Coping 95,600

Expenditures 8,610

Total SL $ 104,210

-'BCA labor 4,485

Harbour Pointe

Swim Metro

Plaste r / Tile / Coping 44,000

Expenditures 5,570

Total HP $ 49,570

'BCA labor 2,340 -- -

- -Furniture $ 8,836

-

TOTAL EXPENDITURES $ 323,001

Total BCA Labor 23,400

approx 1200 hours @ $19.50/ hr

Pool Information - May 28, 2014

2013 2014

Total Ind Count YTD - May 28, 2014 Ind Count Pool Memberships # 513 657

Residents 437 1,542 est 550 1,941

Non-Residents 76 288 est 107 406

Daily Resident NA 190

Daily Guest 1,192 56

Family - Res 295 460

Couple - Res 54 NA

Single - Res 13 59

Sr Couple - Res 51 NA

Sr Single - Res 22 NA

Swim Team on ly 2 NA

Caregiver/Add-on - Res NA 31

Family - Nonres 57 96 Couple - Nonres 7 NA

Single - Nonres 5 6

Sr Couple - Nonres 5 NA

Sr Single - Nonres 1 NA

Swim Team only - Nonres 1 NA

Caregiver/Add-on - Nonres NA 5

Pool Revenue

Pool Memberships $$

Other Pool Revenue $$ Reside nt Daily

Guest

Multi-Day passes

Social Programs

Total Revenue $$

Pool Operating Expenses

Pool Budget Variance/Subsidy

Capital Expenditures

Approved

Requested

Reserve Balances

Replacement Capital Reserve

New Capital Reserve

$

2013

Total

206,445

NA

o

o

5,961

3,686

868

216,960

246,274

-29,314

2014

YTD - May 28, 2014

$ 148,015

950

448

o o

Total Revenue Budgeted = $228,000

Total Operating Expense Budgeted = $248,600

-20,600

328,000

Replacement Reserve = 73,000

New Capita l Reserve = 17,000

$1,032,164 (Estimated end of year ba lance if additiona l funding approved)

$118,617 (Estimated end of year balance if additiona l funding approved)

North Beach

St Ledgers

Harbour Pointe

Opening Weekend Attendance

2013

2014

2013 2013

Pool Capacities Avg Daily Attendance Most in One Day per pool

(at one time)

318 112

316 132

150 23

Total = 784 (at one time) Total = 267

(Actual total capacity over a who le day is probably closer to 2,000)

·Source of Pool Capacities: Club Source Design Study 2012

763

1538

448

380

103

Most On Any One Day = 754 on July 4

v ~ BRANDERMILL A W a t e rfro nt Community

To: John S. Bailey, Community Manager

From: AI Raimo, Director Property Management

Subject: Special Report- Commercial Design Standards Language Change- Signage "Market Square"

Date: June 1, 2014

At the request of a new business (Chesterfield Learning Center) moving into Market Square that wished to take a preexisting sign with them to the new location that did not meet the present sign standards, the ARB asked for a review of the signage requirements in this zone to see if an update was necessary.

Draft language was crafted by BCA Architect consultant Doug Greene. The ARB reviewed the suggested changes and preliminarily approved the modifications in February 2014. I contacted the three (3) owners of Market Square property who have tenants or space at the center. They were provided with a copy of the suggested changes. Two of the owners were in full agreement with the changes and offered no other suggestions. The third owner did suggest a different way of wording the changes. However the ARB, after additional consideration, chose to keep the changes as originally proposed. The language will still give the tenants the type of sign they may need, however the language as submitted here makes it clear they need to seek ARB approval.

I have attached the proposal with new language in BLUE with strike tm-sligh to show what will be removed.

Please let me know if you need anything further.

II Pag e BRANDERMILL COMM UN ITY ASSOCIATION ' 3001 EAST BOUNDARY TERRACE, MIDLOTHIAN, VIRGINIA 231 12

(804) 744-1035 O· (804) 744-2839 F

SPECIFIC SIGNAGE REQUIREMENTS OF THIS ZONE

Retail Signs (existing b~ildings) :

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 sAaU-may be solid individual unlit letters, senstFustee ef selie FAateFials a minimum of 1" thick feF unlit letteFs, GF-individual interior illuminated letters, or interior illuminated sign cases.

For general in-line strip stores and offices t+enant sign letters shall be a maximum of 15" high. For larger tenant spaces and free standing single-use buildings, larger signs will be considered by the ARB proportionate to the size of the wall area.

Where no vertical building face exists above store windows, roof mounted sign cases may be used. Sign cases shall be all dark bronze in color~ witR WRite sign letteFs. Sign faces may be in colors as approved by the ARB. These may be illuminated from the interior.

No exterior illumination is permitted on any Fetail-signs.

No signs are permitted on the rear of any tenant space except as approved by the ARB for facades facing Hull Street Road.

OffiGe,lSeF\'iGe Signs:

Reviewed en a sase by sase basis.

Market Square Sign Policy Review

Douglas Greene February 7,2014

At the BCA's request, I have reviewed the signage in Market Square in comparison to the sign criteria in the Commercial Standards. There are many variances from the approved sign styles due, mainly, to new tenants not obtaining approval from the BCA for their signs. I recommend that the BCA get the owners of the various buildings in Market Square (and in any commercial property in Brandermill) to "buy in" to the policy for their area and to require their tenants to get BCA approval of signs when they move in. To get this buy in by owners, I believe that all the BCA needs to do is to hold the building / property owner in violation of the Covenants when one of their tenants puts in a sign (or other improvement) without ARB approval. I believe that this is in line with the Declaration in the same way that a residential owner is responsible for whatever a tenant in a rental house does.

Having said that, I also believe that the sign policy should be loosened in Market Square for the following reasons:

1. The commercial buildings face into Market Square and not out to the street, so that signage only affects their own interests.

2. Only the rear of the Memories Galore building and its associated strip stores face in the direction of residential lots in Brandermill - and that is across Brandermill Parkway. (There are no signs on the rear of these buildings now, per the Standards.)

3. It is in the interest of these owners, and indirectly in the interest of Brandermill, that these properties remain commercially viable. I believe that adding some color and variety can be an asset in this situation.

There are currently five (5) property types in Market Square including:

1. Original Market Square retail! office buildings backing up to Hull Street Road 2. Original medical office building backing up to Hull Street Road and Old Hundred Road. 3. Free standing out-parcel buildings including two banks at the Old Hundred Road

entrance and the KinderCare daycare at the back of the property. 4. The new strip shopping center in the center of the property (Memories Galore, et al.) 5. The newest strip retail! office building at the rear of the property (Market Square Office

Pavilion).

The current sign criteria asks for individual letter signs - interior lit, or unlit - on retail building walls, and roof mounted sign cases with bronze sides and white letters, on buildings that have no wall space above windows (some of the older stores). Signs are not permitted on building rear facades. Exterior lighting of signs is not permitted. We did not specify color restrictions on the individual letter signs. We do specify a maximum letter height of 15".

These specifications handle most of the buildings in Market Square. No separate criteria are stated for the medical office building, but there may have been some criteria approved for them

in the past, by application. Otherwise, I would group them in with the adjacent strip stores that have roof mounted signs.

There are several types of variances from the policy out there now including:

1. Color on some roof mounted sign faces 2. The use of sign cases for several wall mounted signs vs. individual letters. 3. Some signs exceed the maximum letter size. 4. There two "rear fagade" signs - both of which face Hull Street Road. These are for

Taylors Restaurant and Pediatric and Adolescent Medicine. Taylors may have been approved (working from memory .... )

5. KinderCare has a fabric awning sign original to the building that predates the standards. 6. Martial Arts World appears to be a tack-on black banner high on the wall and another

white banner low on the wall. (See if there was any approval). 7. Memories Galore appears not to be in business and Chesterfield Berry Farm has draped

a small banner over this large sign.

I have no issue with the first 5 variances above and recommend that the criteria be changed to allow these. We need to check for an approval on item 6. On item 7 I think that we need to work with Chesterfield Barry Farm and the building owner to get the Memories Galore sign removed if they are not in business (will be costly, requiring a crane) -and Chesterfield Berry Farm needs to submit for an approvable sign.

With regard to sign I letter size, I think that we should give the tenants and the ARB some latitude to vary sizes based on the space available (on a wall) , but maintain the maximum letter size for roof mounted signs.) Examples of larger signs that work for their locations include Central Virginia Bank, Chesterfield Federal Credit Union, and the former Memories Galore.

I have attached two copies of a proposed revision to the sign criteria for Market Square, for ARB review. One is a mark-up of the original, and the second is the revised text alone. I have also attached a photographic file of all signs at Market Square.

ADVERTISING AGREEMENT

This Advertising Agreement ("Agreement") is made and entered into effective this 2nd day of May, 2014 (the "Effective Date") between The Observer, Inc., a Virginia corporation (the "Observer") and Chestel'field Monthly, LLC, a Virginia limited liability company ("Chesterfield Monthly")(the Observer and Chesterfield Monthly being collectively referred to as the "Company"); and the Brandermill Community Association, Inc., a Virginia non-stock corporation ("Brandermill")( each a "Party" and together "the Parties") and provides as follows:

WHEREAS, The Observer owns and operates the Chesterfield Observer (the "Newspaper"), a weekly newspaper distributed in Chesterfield County, Virginia;

WHEREAS, Chesterfield Monthly owns and operates Chesterfield Monthly magazine (the "Magazine"), a monthly magazine distributed in Chesterfield County, Virginia;

WHEREAS, the Newspaper and the Magazine shall be collectively refened to herein as the "Publications;" and

WHEREAS, Brandermill is the community association for the Brandermill Subdivision located in Chesterfield County, Virginia.

NOW, THEREFORE, in consideration of the foregoing, the sum of $10.00, and the mutual promises and covenants and conditions contained herein, the Parties agree as follows:

1. Term and Termination of Agreemcnt.

The ("Term") of this Agreement shall commence on May 2, 2014 and shall end on May 1,2017.

2. $60,000.00 in Advcrtising.

During the Term, the Company shall provide to Brandermill the sum total of Sixty Thousand and 00/100 Dollars ($60,000.00) in advertising dollars (the "Advel1ising Dollars") to use in either of the Publications subject to the terms contained herein. The ads sold to Brandermill by the Company shall be at the published advel1ising rates (culTently rate card #16 dated August I, 2013 and classified rate card #14 dated August 1,2013 for the Newspaper and rate card #4 dated August 1,2013 for the Magazine). The advertising rates for Brandermill shall only increase if the advertising rates are increased to all other adveltisers. There shall be no restriction on the types of advertising that can be purchased by Brandermill including, without limitation, advertisements for news (black and white or color), classified ads (black and white or color), pre-prints, or stickers. The advertising rates charged to Brandermill shall include all creative services performed by the Company but shall not include photographic services, said photographic services to be an additional charge to Bl'andermill. All deadlines for submissions of advertisements and creative services shall apply.

3. Additional Terms.

a. The Advertising Dollars shall expire upon the Advertising Dollars being spent in full or the end of the Term, whichever occms first.

b. Any advertising requested by Brandetmill once the Advertising Dollars have been expended shall be paid for in cash.

4. Valid Consideration.

The Parties acknowledge that sufficient consideration exists to all Parties and that this Agreement is valid and binding on all Parties.

S. Accounting.

The Company shall provide to Brandermill a statement reflecting the balance of the Advet1ising Dollars at reasonable intervals or upon request of Brandermill.

6. Miscellaneous.

a. This Agreement and each Party's rights and obligations hereunder shall not be transferred or assigned by either Party without the prior written consent of the other Pat1y.

b. No modification, amendment, or waiver of any provision of this Agreement shall be effective unless in writing and signed by the Patty to be charged. No waiver by either Pat1y of any breach or default of any of the covenants or agreements herein shall be deemed to be a waiver to any subsequent or similar breach or default.

c. The headings of the Sections are inserted for convenience only and are not intended to be a pat1 of or to affect the meaning or interpretation of this Agreement.

d. This Agreement shall be deemed to have been made and shall be construed and interpreted in accordance with the laws of the Commonwealth of Virginia without regard to its choice of law provisions.

e. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same instrument. Signatures may be via facsimile or by other electronic means.

f. In the event of litigation between the Paliies to enforce this Agreement, then the prevailing Pat1y in any such action shall be entitled to recover reasonable costs and expenses of suit, including, without limitation, court costs, attorneys' fees, and discovery costs.

g. reference.

The Recitals are a part of this Agreement and are incorporated herein by

2

IN WITNESS WHEREOF, the Parties hereto have executed and delivered this Agreement effective as of the day and year first above written,

Bl'andel'mill Community Association, Inc,

By :, ________________ ___

Printed Name: _____________ __

Its: _______________ _

Date:, ___ __

3

Brandermill Architectural Review Board Minutes

May 13, 2014 MEMBERS: Andy Wyman, Sherry Blom, Miguel Chueca, Graham Henderson, Nanette Parsons, Chuck Rayfield, Carol Russek

BCA Board of Directors Liaison - Tom Leonard

Staff: Al Raimo, Tom Quish

MEMBERS ABSENT: None

MEMBER VOICE: None

APPROVAL OF MINUTES: Motion made by Graham Henderson to approve the April 22,2014 minutes as submitted, second Carol Russek, and unanimously approved.

AGENDA ITEMS:

!: COMMERCIAL AGENDA: Item # 1 AAA Mid Atlantic Car Care Center Harbour Pointe Village

- New Construction- ALC Motion made by Andy Wyman to approve as submitted the plans for the building and signage, and for a re submittal of a landscape plan addressing sodding and irrigation, landscaping around the monument sign both sides, landscaping of the dwnpster area, and the clean up/removal of existing shrubs, vegetation, etc .. and what will be replaced identifYing species and location. Second by Chuck Rayfield, 6 in favor, Henderson opposed.

Item# 2 Holiday Inn Express

- Temporary Sign- AAS Motion made by Nanette Parsons to approve as submitted the temporary sign request. Second Miguel Chueca and unanimously approved. II. RESIDENTIAL AGENDA: Item# 1 Barnes Spring/7 13908 Barnes Spring Road Theresa Lang

- Exterior Color- trim and doors - ALC Andy Wyman moved to approve the exterior color request with the limited condition that the two (2) front porch windows the 1 x6 trim to be painted the same color as the existing house siding, all other aspects of the request approved as submitted. Second Graham Henderson and unanimously approved.

1

Item # 2 Court Ridgell 0 4905 Court Ridge Terrace Theresa Collier and Chris Gilson

- Fence-NA Motion by Graham Henderson to disallow the fence based on the location as presented in the plan. The height of the fence is limited to four feet. Second Nanette Parsons and unanimously approved. Item # 3 Fox Chase/20 3213Fox Chase Road David Emmert

-Exterior Color- AAS Motion by Chuck Rayfield to approve as submitted the color change. Second Miguel Chueca and unanimously approved. Item #4 Harbour Ridge/ 13 5711 Harbour Ridge Road Brett Vassey

- Convex Pickett Fence- NA Motion by Andy Wyman to disallow the fence based on the location as presented in the plan. Second Graham Henderson and unanimously approved. Item # 5 Huntgate Woods 4B 2807 Fairgate Road Monica Spangler

- Screen Porch- PR-Owner to re submit the plans prior to construction demonstrating that the roof pitch will be a minimum of 3/12 pitch in accordance with the guidelines. Item# 6

Millcrestl16 2204 Millcrest Terrace Lea and Michael A. Cochrane

- Chicken Coop - AAS Motion by Nanette Parsons to approve as submitted the chicken coop. Second Sherry 810m and unanimously approved. Item# 7 Promontory Pointe/17 5600 Promontory Pointe Road Betty Dols

- Driveway change - AAS Motion by Nanette Parsons to approve as submitted the driveway changes. Second Andy Wyman and unanimously approved.

Item # 8 Quail Hi1lJ25c 13600 Quail Hollow Court Ann Marie and George Burgess

- Addition - PR Majority of ARB approves in concept the plans for the addition. BCA to notify adjacent homeowners providing them the opportunity to review and comment on the plans, prior to the next meeting. ARB will conduct final review at meeting of 5/27114. Project not released for construction. Item #9 Shallowford Trace/ lOA 3318 Shallowford Trace Michelle and Jeff Swanson

- Exterior Color Change - AAS Motion by Nanette Parsons to approve as submitted the exterior color change. Second Sherry Blom and unanimously approved. Item# 10 Stoney Ridge/32 3611 Stoney Ridge Trail Carolyn Nonnent

-Existing Shed- NA Motion by Graham Henderson to disallow the existing shed base on orientation ofthe siding (vertical) being different than the house (horizontal). Second by Miguel Chueca and unanimously approved. Item #11 Turtle Hill/61 2200 Turtle Hill Lane Zenaida Palma and Freddy Ocampo

- Privacy Fence- ALe Motion by Nanette Parsons to not allow the privacy fence, but to conditionally approve the alternative choice ofthe homeowner, the 4' picket fence. If fence is to be stained/painted color sample must be submitted. Second Andy Wyman and unanimously approved. ltem#12 Turtle Hi1lJ24 13809 Turtle Hill Road Carolyn Jones

-Shed - PR Project not released for construction, owner to submit plat showing location of the shed, along with details on all materials and the colors to be used. Item # 13 Winterberry Ridge 13808 Winterberry Ridge Pamela and J. Darryl Glass

Fence- Partial reconsideration from 4122/14 ARB meeting Motion by Andy Wyman to sustain the previous decision of the ARB as it relates to the

3

location of the fence on the left side of the property. Second Sherry Blom and unanimously approved.

III. CONSENT ITEMS: Item # I MAA (Mid America Apartments) Colonial Village at Waterford

- Exterior Color Change - AAS Item #2 Birnam Woods/47 14308 Birnam Woods Drive Kristin and David Butler

Exterior Color Change - AAS Item # 3 Fox Chase/35 13610 Fox Chase Terrace Melissa and John Scott Gruin

Expand Existing Deck- AAS Item#4 Harbour Bluffi'11 5806 Harbour Bluff Terrace Margaret Cox and John Nardacci

- Refurbish and expand existing deck - AAS Item # 5 Harbour Bluffi'21 5704 Harbour Bluff Terrace Harleyn and Robert Lee

- Exterior color change- AAS Item # 6 Quail Hi 1l/25c 13600 Quail Hollow Court Ann Marie and George Burgess

- New roof, new front door color AAS Item #7 Regatta Pointe/3 5 Anne and Jim Farmer 3217 Regatta Pointe Court

- Window Replacement AAS Item # 8 Ridge Creek/03 14104 Ridge Creek Road Julie Apple

-Hot Tub Rear Yard AAS Item # 9 Sagewood/20 13909 Sagewood Trace

Jesse and Sebastion Hernandez - Exterior Color Change- AAS

Item #10 Sagewood Tracel1 0 Stuart Harris 13910 Sagewood Trace

-Exterior Color Change- AAS Item # 11 Shadow Ridge 13901 Shadow Ridge Road Scott Wright

- Fence 3 board and rail- AAS Item #12 Shallowford Landingl6B Joyce and Robert Fenner 3200 Shallowford Landing Terrace

- Exterior Color Change - AAS Item # 13 Spring Gate/51 Gregory Wenzel 14103 Spring Gate Terrace

- Replace Existing Deck with new materials - AAS Item # 14 Stoney Ridge/18 3506 Stoney Ridge Road Susan and Jeff Custer

-Exterior Color Change, Front and rear door- AAS Item # 15 The Oaks/08 14209 Broad Oaks Court Patricia Gibson

- Replace Deck - AAS Item # 16 Thornridge 13307 Thornridge Court Laura and Jason Moyers

- Fence 3 board and rail - AAS Item # 17 Turtle Hill/24 13809 Turtle Hill Road Carolyn Jones

-screen 1, of deck - AAS Item # 18 Walker's Ferry/04 3406 Walker 's Ferry Diana and Donald McKinney

- Screen porch on existing deck- AAS

5

Item#19 Whispering Oaksl15 2607 Whispering Oaks Court Andrea Hart

-Exterior Color Change (#2587) - Reconsideration from 4/22114 ARB meeting-AAS Item# 20 Whispering Oaks/44 2602 Whispering Oaks Place Michelle and Chris Remme

- Shed - AAS Motion by Nanette Parsons to approve as submitted all of the consent items. Second by Chuck Rayfield and unanimously approved.

Brandermill Architectural Review Board Minutes

April 22, 2014

MEMBERS: Andy Wyman, Sherry Blom, Miguel Chueca, Graham Henderson, Nanette Parsons, Chuck Rayfield, Carol Russek

BCA Board of Directors Liaison - Tom Leonard

Staff: AI Raimo, Lloyd Johnson

MEMBERS ABSENT: None

MEMBER VOICE: None

APPROVAL OF MINUTES: Motion made by Carol Russek to approve the April 8, 2014 minutes as submitted, second Nanette Parsons, and unanimously approved.

AGENDA ITEMS:

1: COMMERCIAL AGENDA:

None

II. RESIDENTIAL AGENDA:

Item #1 Harbour Ridgell! Ramesh and Gauri Chaudry 5707 Harbour Ridge

- Extend rear porch and deck add concrete patio- AAS Motion by Nanette Parsons to approve plans as submitted with the deck materials to match the existing deck, and the patio to be brushed concrete. Second Carol Russek and unanimously approved.

Item #2 Heritage Woods/55 Helen Brown 4403 Heritage Woods Lane

- Privacy Fence ALC Motion made by Andy Wyman to approve with the limited coudition that the type and location of the fence are approved, but the height of the fence may be no higher than 7 fcet. Second Nanette Parsons and unanimously approved.

Item #3 Huntsbridge/26 Catherine Kavanagh 13620 Huntsbridge Road

- Seal Coat Asphalt driveway color Safari- ALC Motion made by Andy Wyman to approve with the limited condition that the color PAVESTONE is approved and not Safari. Second Graham Henderson and unanimously approved.

Item #4 The OakS/4 James Brice 14107 Spreading Oaks

-Repair and Replace Front Porch/deck, add Pergola to area - ALC Motion made by Andy Wyman to approve with the limited condition that: 1. construction plans are approved including open slat roof, and closed riser stairs, 2. submit stain color sample (Teak), and 3. submit a landscape plan for the foundation plants at the time that the planter box application is submitted. Second Carol Russek and unanimously approved.

Item #5 Whispering Oaksll5 Andrea Hart 2607 Whispering Oaks Court

- Exterior color change- ALC Motion made by Miguel Chueca to approve with the limited condition that:

1. The trim and shutter color proposal is approved, 2. The siding color is to be either # 7691 or # 7684 as applied on the side of the

garage, and the owner will provide the BCA with a sample and the manufacture detail of the color chosen. Second Graham Henderson and unanimously approved.

Item # 6 Winterberry Ridge/35B Darryl and Pam Glass 13808 Winterberry Ridge

- Fence- ALC Motion made by Graham Henderson to approve with the limited condition, looking at the house from the street: 1. Right side- you may attach your fence to the neighbors' and then angle it so that it comes as close to the rear corner of your house, but no further forward of the rear plane than one foot. 2. Left Side - you may start your fence one foot forward from the shed door and go straight across your property @ 5 feet and then run the fence parallel to your house until you come to the rear plane then turn the fence to the property line and run it down the left side of your property line until you tie into your neighbors fence. Second Miguel Chueca and unanimously approved.

2

III. Consent Agenda: Item #1 Crosstim bers/ 13 B Otis and Jeelan Jones 25 I 5 Crosstimbers Terrace

Exterior Color Change - AAS Item #2 Chimney House/22 David and Patsy Rohrer 2508 Chimney House Place

- Garage Door Replacement - AAS Item #3 Harbour Ridge/9 Paulette and Doug Markham 5703 Habour Ridge Road

- New Garage Door- AAS Item #4 Planters Wood/4F David Younger Jr 13207 Farm Brook Court

- Privacy Fence- AAS Item #5 Shadow Ridge/52 Conway and Leona Dooley III 2305 Shadow Ridge Court

- Fence - AAS Item #6 Timber Ridge/22B James and Catherine Flore 3912 Timber Ridge Road

- Shed - AAS Item #7 Whispering Oaks/I 8 Alex and Susan McGrath 2607 Whispering Oaks Terrace

- Addition - AAS

Motion made by Andy Wyman to approve the consent agenda, second Graham Henderson and unanimously approved.

BRANDERMILL COMMUNITY ASSOCIATION COMMITTEE MINUTES OF THE

BRANDERMILL HISTORY PROJECT COMMITTEE

Date: Time: Location:

Committee Members Present

April 9, 2014 7:00 PM Harbour Pointe Club House

Dick Guthrie, Tom Jacobson, Earl McKesson, Hank Meyer, Donna Pletcher

Committee Members Absent Ed Applequist, Mickey Blalock, Jimmy Nixon, Joan O'Hanley, Dennis Peterson

Quorum Present? No

Others Present: Gary Fenchuk, Sue Mayo, Mamie McNeal

Board Member Present: None

Member Voice Mamie McNeal commended Tom Jacobson on the great job he did before the BCA on his presentation of Brander mill's design considerations.

Approval of previous meeting minutes As there were not enough members present for a quorum, no official actions were taken.

Welcome Tom Jacobson began the meeting by welcoming guests, Gary Fenchuk, and Mamie McNeal.

Member Voice: None

Time capsule - Jimmy Nixon As Jimmy Nixon was unable to attend the meeting, Tom Jacobson presented a selection of materials gathered from various sources for the time capsule and the committee reviewed them. Gary Fenchuk brought in early marketing materials from Franny Powell as well. Tom suggested keeping some ofthe nicest pieces for a possible future museum .

Hank Meyer reported that he checked into the possibility that there may still be a storage unit in existence with items from the early days but as it turns out that was closed and cleaned out some years ago. He said he would check with a neighbor of his who may have some older items of interest.

Hank also suggested that we use a segment of PVC pipe, used for laying water lines, for the time capsule. The pipe would be sturdy and waterproof with caps to seal off the two ends. This would be an alternative to an expensive time capsule and have the added advantage of being sturdy and waterproof with caps at each end to seal it. The pipe comes in a variety of diameters up to about

ISH? Committee minutes \llay 14.2014

16". Hank said he could easily ask a contractor to donate the materials. The committee supported this idea and asked Hank to go ahead and make arrangements for the time capsule.

Discussion followed on where to bury the time capsule and Hank suggested an area behind the sailing center as there are other plaques in that vicinity.

Another suggestion was made that on July 4th people write notes and sign a scroll to be added to the time capsule. It might also be of interest to add photos from present day 2014 Branderrnill.

Members talked about slides from the early days and Dick Guthrie emphasized the importance of converting those slides into digital images as soon as possible due to the color deterioration that will happen or may already be happening after all these years. Dick also mentioned that Reston used original marketing materials and photographs in their local museum. Tom added that the Ashland Museum has historic photographs and original marketing materials on display as well.

Other Hank gave an update on the display boards and stands that he brought in for review. He has purchased two stands and two foam core boards that can be used to display photos, marketing materials, etc. 18 Bailey, Branderrnill's Community Manager, reviewed and approved of the purchase and said they will be nice to have for other activities. Hank said that the display stands and boards wi II be kept at the Village Mill office.

Discussion of Brandermill early development - Gary Fenchuk. President of East West Communities The next hour was spent interviewing Gary Fenchuk on video. Gary joined the Sea Pines Company, Brandermill 's original developer, in 1973, along with 40 other new MBA graduates that year. Highlights from Gary's interview: - talked about the difficulties of the early years, especially after the 1973 oil embargo, and being hit by recession after recession - double digit mortgage loan rates and the Brandermill Company offering the low, low rate of 11.75% - many discussions with Hank Meyers about the importance of keeping the trees - proud of Brandermill 's heavily treed shoreline view from the lake - current setbacks required of builders make it such that it would be impossible to replicate Branderrnill 's heavily treed environment now

Committee Action Items: - committee members will work toward finding more items from the early days for the time capsule

Adjournment The meeting ended at 8:5 I p.m. Our next meeting will be on Wednesday, June 11 , 2014.

Respectfully submitted: Donna C. Pletcher April 20, 2014