August 15, 2011 Board Minutes

Tony Miceli, Chairperson, opened the meeting at 7:07 p.m., on August 15, 2011, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Todd Harrison, Kenny Kan, Zachary Marks, and Dipper Wettstein.  Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present.

Approval of the Agenda (Agenda 2):

Mr. Harrison made a motion to approve the agenda as presented. Mr. Wettstein seconded the motion. The motion passed unanimously (6-0-0).

Administrative Items (Agenda 3):

Mr. Harrison made a motion to approved the July 18, 2011 minutes as presented. Ms. Asoka seconded the motion.  The motion passed unanimously (6-0-0).

Resident Speak Out (Agenda 4):

None.

Executive Session (Agenda 5):

Mr. Wettstein made a motion to move into Executive Session at 7:10 p.m. for consultation with legal counsel, personnel matters, and potential litigation.  Ms. Asoka seconded the motion.  The motion passed unanimously (6-0-0).  Ms. Smith was present for the Executive Session.  At 8:01 p.m. Mr. Wettstein moved to adjourn the Executive Session.  Ms. Asoka seconded the motion.  The motion passed unanimously (5-0-0).

CA External Relations Committee (Agenda 6):

Andy Stack, Cindy Coyle, and Tom Coale from CA’s External Relations Committee met with the Village Board to discuss the village community association’s assessment shares and the allocation formula.  They reviewed the background and assumptions behind the 2004 formula and discussed the need to bring the formula up to date.  Items discussed included impact of the recession on the association’s operations, changes in populations, and the impact that social media and electronic communications have on staff time.  The Committee expects a decision on the assessment shares to be made in January/February 2012 and requested additional input from the Village Board by October.

New Business (Agenda 7):

A.      FY11 Audit Report & Revised FY11 4th Quarter Statements – Discussion.  Mr. Kan made a motion to approve the FY11 Audit Report and associated documents.  Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0).

Mr. Kan made a motion to approve the Revised FY11 4^th Quarter Statements and Variance Analysis.  Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0).

Mr. Kan made a motion to not adjust the FY12 Budget to expense the cost of the full cost FY11; but, rather to show the expense as a variance.  Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0).

Executive Session Continued (Agenda 5 Continued):

Mr. Kan made a motion to move into Executive Session at 9:10 p.m. for a continuation of the Executive Session for the purposes of personnel matters, and potential litigation.  Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0).  Ms. Smith was present for the Executive Session.  Mr. Kan left the meeting at 9:37 p.m. At 9:50 p.m. Mr. Harrison moved to adjourn the Executive Session.  Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).

New Business Continued (Agenda 7 Continued):

B.      CA FY13/14 Operating and Capital Initiatives – Ms. Smith reviewed staff recommendations (attached to the minutes) for inclusion in CA’s FY13/14 budget and reminded the Board that in recent discussion they had discussed the need for increased covenant enforcement which cannot be accommodated with current staffing. Discussion.  In addition to staff recommendations, it was the consensus of the Board to include in the budget input the following requests:  funding for additional covenant enforcement, the addition of a motion activated light by the Claret Hall trash enclosure, and an analysis to examine the possibility of expanding Claret Hall to accommodate larger functions and adding a parking area for catering vans.  Ms. Smith will draft the input for Board review.

C.      J4243 – Clarksville Area road Improvement (County FY12 Capital Budget Proposal) – Mr. Miceli reported on the Planning Board Hearing and explained that they had recommended funding for traffic studies but not for land acquisition.  Mr. Wettstein made a motion ratifying the email vote enabling Trevor to testify on behalf of the Association at the August 4, 2011 Planning Board Hearing (copies attached to the original minutes).  Mr. Marks seconded the motion.  The motion passed unanimously (5-0-0).

Old Business (Agenda 8):

A.      Architectural Guideline Revisions – Ms. Smith made the Board aware that the Architectural Committee had reviewed the revised draft Guidelines and recommended that they be approved for implementation.  Ms. Asoka said she had reviewed the document and has a few edits for inclusion.  Mr. Wettstein made a motion to approve the revised Architectural Guidelines with the incorporation of applicable additional edits from Ms. Asoka.  Mr. Marks seconded the motion.  The motion passed unanimously (5-0-0).

Reports (Agenda 9):

A.      Village Manager – A written report is on file with the Minutes.

B.       Chairperson – None.

C.      Council Representative – Mr. Cornell encouraged the Board to really think about the allocation formula and to provide input to the Committee.  He reported on cost overruns with the lake dredging projects.  He reported on the Symphony Woods proposal and explained that it is a five phased project.  CA will have to go back and do another pre-submission meeting and are in the process of developing a Vision Statement for the project.

D.      Liaisons – Mr. Wettstein reported that the Trotter Point pre-submission meeting was not very informative.

Board Speak Out (Agenda 10):

Mr. Miceli asked Ms. Smith to follow-up with DPW to have the pedestrian crossing signs installed at the crossing by the bridge over Cricket Creek.

Adjournment (Agenda 11):

Mr. Miceli made a motion to adjourn the meeting at 10:47 p.m.  Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  September 12, 2011 (as amended)