August 12, 2013 Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:00 p.m. on August 12, 2013, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Kathy Chavers, Jenny Chu, Deng Feng Liu, and Dipper Wettstein. Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present. Liyan Zhang joined the meeting at 7:20 p.m.  Melissa Bradshaw was absent. Tiffany Kan and Kaede Johnson, Student Members, were also absent. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):

Mr. Cornell made a motion to approve the agenda as presented. Mr. Wettstein seconded the motion. The motion passed (5–0-0).

Administrative Items (Agenda 3):

Ms. Chavers made a motion to approve the Minutes from the July 8, 2013 meeting. Mr. Liu seconded the motion.  The motion passed (5-0-0). 

Resident Speak Out (Agenda 4):

David Elsaesser (5737 Whistling Winds Walk) made the Board aware of a meeting being scheduled between residents on Whistling Winds Walk and Marsha McLaughlin, Director, Department of Planning and Zoning on August 13.  He invited the Board and Master Plan Committee to attend and requested a free use of the Board Room.

Guilford Road Project – David Cookson, DPZ (Agenda 5):

The county has received a grant from the Maryland Bikeways Program to widen the shoulders on Guilford Road and add bike route signage. Three sections on the north side of Guilford Road will be widened 3 – 4’ between Great Star Drive and Sanner Road to accommodate bicycle traffic.  The project is expected to begin in the fall.

Free Use Requests (Agenda 6A):

Mr. Kan made a motion to approve a free use of the Board Room by Whistling Winds Walk residents on August 13, 7 – 9 p.m.  Mr. Liu seconded the motion.  The motion passed (6-0-0).  Mr. Wettstein will attend on behalf of the Village Board of Directors.

Mr. Zhang made a motion to approve a free use of Claret Hall on May 17, 2014 for a Baking for Benefit event.  Mr. Wettstein seconded the motion.  The motion failed (0-0-6).

Mr. Wettstein made a motion to approve a free use of Claret Hall as a silent auction donation for the Gilchrest Hospital Center.  Mr. Zhang seconded the motion.  The motion failed (0-0-6).

FY13 Annual Report (Agenda 6B):

Mr. Kan made a motion to approve the FY13 Annual Report as presented and giving Ms. Smith discretion to make edits to enable the report to fit in the September newsletter.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Community Organizer Position (Agenda 6C):

Mr. Cornell provided an overview of the position and management issues that have arisen.  The Board had a lengthy discussion.  Mr. Wettstein made a motion to enable the Villages of Oakland Mills and Wilde Lake to retain and manage the part-time positions for two additional years and to establish in FY15 an additional full-time CA-managed position to be shared by the other villages.  Mr. Kan seconded the motion.  The motion passed (6-0-0).

FY14 Management Contract (7A):

Mr. Kan made a motion to approve the FY14 Management Contract and appoint Mr. Kan, Mr. Zhang, and Ms. Smith as the Association’s designated agents.  Mr. Wettstein seconded the motion.  The motion passed (5-0-1). Ms. Chavers abstained from voting.

CA FY15/16 Operating and Capital Budget (7B):

Mr. Kan made a motion to approve the following budget requests for FY15/16:

• Pet Waste Stations in River Hill open space as previously requested;
• Pathway Connector to River Hill High School;
• Two rain garden projects in River Hill;
• Roof replacement at the River Hill Meeting Room;
• Implement Security Study recommendations at Claret Hall and install a compatible security system at the River Hill Meeting Room;
• ADA compliance improvements at CA facilities in River Hill;
• Increase in the Assessment Share by the Consumer Price Index;
• Continued funding of the Community Organizer Position in Wilde Lake and Oakland Mills for two years.  Creation in FY15 of a full-time, CA-managed Community Organizer Position to be shared by the villages.

Mr. Zhang seconded the motion.  The motion passed (6-0-0).

Comprehensive Zoning/Development (7C): 

Mr. Kan made a motion to approve the email vote permitting Ms. Smith to speak on behalf of RHCA at the July 23, 2013 Gateway Commons Administrative Hearing with DPZ.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Mr. Cornell made a motion to approve the email vote approving the July 22, 2013 letter to the County Council regarding the River Hill Garden Center.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Mr. Wettstein made a motion to approve the email vote approving the July 16, 2013 letters to WR Grace and the Chesapeake Conference of 7^th Day Adventists regarding covenants and restrictions.  Ms. Chavers seconded the motion.  The motion passed (6-0-0).

It was the consensus of the Board to invite Mr. McGowan, WR Grace Representative, to the September 16 meeting to discuss the covenants and restrictions.

Board Training (7D):

Ms. Smith reminded the Board of the Board Training Policy and distributed acknowledgement forms for the Board’s signature.

Manager’s Report (Agenda 8A):

A written report is on file with the original Minutes.  It was the consensus of the Board to award Volunteer of the Year awards to Ilona Mallon and Todd Harrison for their long term commitments to the Association.  It was the consensus of the Board to deny newsletter advertising requests for rental spaces that are in direct competition with the facilities managed by the Association

Mr. Zhang made a motion to have Tim McCormack, Ballard Spahr, review the changes in the Rental Contract prior to implementation.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Board Chair Report (Agenda 8B):

Mr. Kan requested that Mr. Runser and the members of the Master Plan Committee be invited to the September 16 Board Meeting to hear the Clarksville Commons presentation and to be involved in the discussion regarding covenants and restrictions on the WR Grace properties.  It was the consensus of the Board to wait until the presentation by the Clarksville Commons developer before providing DPZ with comments on the Site Development Plan.  Mr. Kan requested that Ms. Smith develop a “skeleton” letter to be updated following the presentation.

Council Representative Report (Agenda 8C):

Mr. Cornell reported that funding for the dog park had been approved and the use of porous pavement was considered. However, due to the cost, CA will use pavers in some areas and a bioretention facility to improve water quality and minimize stormwater runoff.  Mr. Cornell provided by email the Club Intel presentation on the Athletic Club Study.  He explained that CA is examining what constitutes a fitness facility and is considering a wellness retreat for the former Rouse Company building.  CA is also considering restructuring pricing for its programs and amenities to give more value to residents.

Liaisons/Student Members (Agenda 8D):

None.

Board Speak Out (Agenda 9):

None.

Adjournment (Agenda 5.):

Mr. Zhang made a motion to adjourn the meeting at 9:31 p.m. Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  September 16, 2013