December 8, 2015 Board Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:04 p.m. on December 8, 2014, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Choith Atlani, KC Chavers, John Herron, and Esti Schabelman. Michael Dai, Student Member and Susan Smith, Village Manager, were present. Liyan Zhang was absent. Michael Cornell, Council Representative, arrived later. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Ms. Herron made a motion to approve the agenda with the addition of 6C. Free Use Request and 7B. Development Committee. Mr. Schabelman seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):
Ms. Chavers made a motion to approve the Minutes from the November 3, 2014 meeting. Mr. Herron seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):
David Elsaesser (Whistling Winds Walk) complimented the Association on its annual Breakfast with Santa event.

Milton Matthews, CA President, and Andy Stack, Vice Chair CA Board of Directors (Agenda 5):
Russ Swatek, current Chairperson of the CA Board of Directors was in attendance. Mr. Matthews and Mr. Stack reviewed CA’s FY14 accomplishments and the Strategic Plan effective May 1, 2014. Handouts were provided and are on file with the original Minutes. The community should begin to see goal-driven programs and services being implemented and the goals to be accomplished in five years.

FY15 2nd Quarter Financial Reports & Variance Analysis (Agenda 6A):
Ms. Smith reviewed the draft FY15 2nd Quarter Financial Statements. Mr. Cornell made a motion to approve the FY15 2nd Quarter Financial Reports and Variance Analysis. Ms. Chavers seconded the motion. The motion passed (5-0-0. Student Advisory Vote – in favor.

IRS 990 & 990T (Agenda 6B):
Ms. Smith and Mr. Kan reviewed the IRS 990 & 990T which reflect the audited financial statements for FY14. Mr. Kan made a motion to approve the IRS 990 and 990T. Ms. Chavers seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Free Use Request (Agenda 6C):
Ms. Smith presented a request from a member of the Pointers Run Elementary School PTSA to use Claret Hall for an organizational meeting. Mr. Kan made a motion to approve the request on the condition that space is provided only if there is no space available at PRES and noted with the requestor that uses by the PTSAs are not encouraged since space is generally available at the schools. Mr. Schabelman seconded the motion. The motion passed (4-1-0). Student Advisory Vote – in favor.

Board Membership – Interviews (Agenda 7A):
The Board interviewed two candidates interested in filling the vacant position on the Board of Directors: David Clark (Wild Orange Gate) and Randy Lovelace (Barley Corn Row). Two additional residents have expressed a desire to serve and it was the consensus of the Board to conduct their interviews at the January 12, 2015 meeting.

Development Committee (Agenda 7B):
Mr. Kan discussed the concept of forming a Development Committee. Ms. Smith will draft a charter for further discussion at the January 2015 meeting.

Executive Session (Agenda 8):
Mr. Cornell made a motion at 8:22 p.m. to move into Executive Session for the discussion of personnel matters. Mr. Schabelman seconded the motion. The motion passed (5-0-0). Mr. Dai excused himself from the session.

Mr. Schabelman made a motion to close the Executive Session at 8:45 p.m. Mr. Kan seconded the motion. The motion passed (5-0-0).

Manager’s Report (Agenda 9A):
A written report is on file with the original Minutes. Ms. Smith made the Board aware that the former Gateway School property had been sold by the County to Greenstone Ventures for the development of Clarksville Commons.

Board Chair Report (Agenda 9B):
Mr. Kan noted that annexation of the Simpson Oaks development and the creation of a Development Committee will be included on the January 2015 agenda.

Council Representative’s Report (Agenda 9C):
Mr. Cornell reported the following: Inner Arbor phases I and II have been approved and groundbreaking is expected in spring 2015; Still Point Spa has opened at the Haven on the Lake, classes will start next week and the pool will be open at the end of December; Hobbits Glen Club House is now scheduled to re-open in March; CA Board of Directors is currently reviewing the FY16 Conditional Budget and examining Capital Projects;

Liaisons/Student Member (Agenda 9D):
Michael Dai reported on the Breakfast with Santa Event.

Board Speak Out (Agenda 10):
None.

Adjournment (Agenda 11):
Ms. Chavers made a motion to adjourn the meeting at 9:04 p.m. Mr. Schabelman seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: January 12, 2015