January 12, 2015 Board Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:00 p.m. on January 12, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were KC Chavers, Esti Schabelman, and Liyan Zhang. Michael Dai, Student Member, Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present. John Herron arrived at 7:05 p.m. and Choith Atlani arrived at 7:07 p.m. 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 submitted. Ms. Chavers made a motion to approve the agenda with the addition of 6D. Executive Session – for the purpose of discussing legal matters. Mr. Zhang seconded the motion with this amendment. The motion passed (4-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):
Ms. Chavers made a motion to approve the Minutes from the December 8, 2014 meeting. Mr. Cornell seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):
None.

Development Committee (Agenda 5A):
The Board reviewed the draft Charter. Discussion. Mr. Kan made a motion to establish a Development Committee. Mr. Schabelman seconded the motion. The motion passed (4-1-1). Student Advisory Vote – in favor.

Ms. Chavers made a motion that key members of the Committee should be appointed and that the Chairperson must be a River Hill resident and/or a River Hill property owner. Mr. Herron seconded the motion. The motion passed (6-0-0) Student Advisory Vote – in favor.

It was the consensus of the Board that Ms. Chavers and Mr. Herron Co-Chair the Development Committee and work to further define the role and structure of the Committee and present recommendations to the Board at the next meeting.

Simpson Oaks Development (Agenda 6A):
Ms. Chavers and Ms. Smith reviewed the January 6th meeting with representatives from the Columbia Association (CA) and GF Columbia, LLC to discuss annexation. CA and the developer are interested in annexation. However, there are details to be worked out.

The Board discussed the draft testimony for the Zoning Board hearing on January 21. Ms. Smith made the Board aware of staff concerns regarding the proposed bulk regulations and discussed the need for compatibility with the Association’s Covenants and Architectural Guidelines. Mr. Kan made a motion to appoint Ms. Chavers as the Association’s spokesperson on this matter for the Zoning Board hearing and for Mr. Herron, Ms. Chavers, and Ms. Smith to coordinate revisions to the testimony to be circulated to the full Board by close of business on Thursday, January 15 with Board Member feedback due by close of business on Friday, January 16. Mr. Zhang seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Hoddinott Property (Enclave at Tierney Farm) (Agenda 6B):
Mr. Schabelman reported on the January 8th Planning Board meeting. The major concerns raised by residents were: the developer did not get the MDE permit, traffic and pedestrian safety along Guilford Road; the density of the proposed development; school concerns; impact on the Clarks Glen sewage system. The Planning Board approved the preliminary equivalent sketch plan with the condition that the developer address the list of issues and concerns before a final approval is given.

Board Membership – Interview & Appointment (Agenda 6C):
The Board interviewed the remaining candidate interested in filling the vacation position on the Board of Directors: Will McCullough (Bright Flow Mews). Following the interview Mr. McCullough and Mr. Clark (another candidate in attendance at the meeting) recused themselves.

Discussion. It was the consensus of the Board to determine the appointment by ballot. Mr. Cornell was designated to count the ballots. Mr. Schabelman made a motion to accept the ballot vote appointing Mr. McCullough to the position for the remainder of the term vacated by Mr. Wettstein. Ms. Chavers seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Executive Session (Agenda 7):
Mr. Schabelman made a motion at 8:48 p.m. to move into Executive Session for the purpose of discussing legal matters. Mr. Cornell seconded the motion. The motion passed (6-0-0). Mr. Dai excused himself from the session.

Mr. Cornell made a motion at 8:55 p.m. to end the Executive Session. Mr. Schabelman seconded the motion. The motion passed (6-0-0).

Manager’s Report (Agenda 8A):
A written report is on file with the original Minutes. Ms. Smith distributed the 2015 Holiday Schedule and Claret Hall closure schedule and made the Board aware of the following: Site Development Plan approval for Clarksville Commons, dismissal of the River Hill Garden Center Appeal Hearing, and positive feedback from CA on the Association’s FY16 Budget requests.

Board Chair Report (Agenda 8B):
Mr. Kan reminded Board Members to review and respond regarding the Simpson Oaks testimony. He recommended that the Board Members give thought to how the Development Committee should be structured in advance of the next meeting.

Council Representative’s Report (Agenda 8C):
Mr. Cornell reported the following: Approximately 800 memberships have been purchased to Haven on the Lake; CA Board is holding an aquatics work session on January 15; CA recently awarded a contract to a consultant to evaluate the CA fee structure; the CA Board has been working on “cleaning up” the CA Charter and By-Laws; changes are being made to the method being used for CA Board Minutes; awaiting results of compensation study; and Cohn Resnick has be hired as CA’s auditors.

Liaisons/Student Member (Agenda 8D):
Michael Dai reported that the Teen Advisory Committee is planning a multi-cultural craft festival on February 21.
Board Speak Out (Agenda 9):
None.

Adjournment (Agenda 11):
Mr. Cornell made a motion to adjourn the meeting at 9:01 p.m. Mr. Heron seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: February 2, 2015