July 14, 2014 Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:01 p.m. on July 14, 2014, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Choith Atlani, KC Chavers, Esti Schabelman, and Liyan Zhang. Dipper Wettstein arrived at 7:05 p.m. Melissa Bradshaw, Michael Dai, Student Member 2014-2015, Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present.  Melissa Bradshaw was absent. Michael Dai left the meeting at 8 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 presented. Mr. Schabelman seconded the motion.  The motion passed (5-0-0).

Administrative Items (Agenda 3):
Mr. Cornell made a motion to approve the Minutes from the June 11, 2014 meeting. Ms. Chavers seconded the motion.  The motion passed (6-0-0).

Resident Speak Out (Agenda 4):
None.

CA Aquatics – River Hill Pool Staff (Agenda 5):
John Herdson, CA Aquatics Director, and Kyle Deutschman, River Hill Pool Manager, attended the meeting.  Mr. Herdson notified the Board that ADA upgrades will be made to the pool bathrooms in the fall 2014/spring 2015.  This year, CA has initiated a Membership Appreciation program for outdoor pool members only. July 23 will be Member Appreciation Day at the River Hill Pool. Mr. Deutschman stated that the Swim Teams have their charity events coming up.  Mr. Wettstein requested that a shade structure be installed in the grassy area where the volleyball court was.  Mr. Herdson explained that it is too late for this season to add a permanent shade structure; however, a portable structure could be installed after the All-Columbia meet.

CA Open Space Management Division – Sean Harbaugh, Asst. Director (Agenda 6):
Mr. Harbaugh gave a brief overview of OSM’s responsibilities.  Mr. Harbaugh reported:

• the Passport to Family Wellness program, in cooperation with Wegmans and Howard County Recreation & Parks, has been going well and additional passports have been provided to Claret Hall;
• the American Chestnut tree seeds did not germinate, CA will try again;
• staff has evaluated the request for pet waste station and has identified 3 areas where the “leave a bag – take a bag” stations might be appropriate; a Boy Scout Troop has expressed interest in being involved; he is aware that Troop 618 is sponsored by RHCA and may reach out to them as well;
• an area adjacent to the pathway behind the Columbia Gym will no longer be mowed to prevent erosion; Mr. Wettstein suggested an un-mowed buffer be established around the stormwater management pond.
• RHCA staff will be notified when CA makes adjustments to their maintenance plans e.g., establishing areas to be left un-mowed.

It was the consensus of the Board that Mr. Harbaugh should return in the fall to review open space maintenance plans more thoroughly.

FY14 4^th Quarter Financials & Variance Analysis (Agenda 7A):
Mr. Kan and Ms. Smith provided an overview of the statements.  Mr. Kan made a motion to approve the FY14 4^th Quarter Financials & Variance Analysis as submitted.  Mr. Cornell seconded the motion.  The motion passed (6-0-0).

FY14 Facility Use Report (Agenda 7B):
Ms. Smith provided an overview.  Mr. Cornell made a motion to approve the FY14 Facility Use Report as submitted.  Mr. Kan seconded the motion.  The motion passed (6-0-0).

FY15 Management Contract (Agenda 7C):
Ms. Smith provided an update on the status of the FY15 Management Contract and reviewed the draft letter about CA OSM Division’s support for RHCA special events.  Mr. Cornell made a motion to approve the letter to Mr. Matthews as presented.  Ms. Chavers seconded the motion.  The motion passed (6-0-0).  Ms. Smith asked for the Board’s support of Historic Oakland’s lawn in Exhibit H of the Town Center Community Association’s Management Contract. It was the consensus of the Board that this issue was raised too late to be considered at this meeting.

Inner Arbor Trust/Symphony Woods (Agenda 7D):
Mr. Cornell provided an update and overview of the issues surrounding the Inner Arbor Trust and the redevelopment of Symphony Woods.  Mr. Cornell requested the Board’s support of the Inner Arbor Trust and Plan.  Mr. Wettstein made a motion to approve the draft letter as presented to the CA Board of Directors in support of the Plan.  Mr. Zhang seconded the motion.  The motion passed (6-0-0).

Howard Hughes Corporation’s Role as Gatekeeper (Agenda 7E):
Mr. Cornell provided background information on Howard Hughes Corporation’s role as gatekeeper in Columbia.  He referred to the document provided in advance of the meeting.  It was the consensus of the Board that this is an important issue and one that affects River Hill since HHC retains architectural control in the Village Center.  It was agreed that this topic will be included on the Board’s September agenda.

FY14 Annual Report (Agenda 8A):
Ms. Chavers made a motion to approve the FY14 Annual Report with the amendment noted by Mr. Kan regarding the date of the Health Fair.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

7410 Grace Drive – Covenant Restrictions (Agenda 8B):
Mr. Wettstein made a motion to agree to limit the term of the proposed use restrictions, as identified in the Association’s letter dated May 20, 2014, to 20 years with the addition of language stating that the parties or their assigns agree to discuss future restrictions upon their expiration.  Mr. Kan seconded the motion.  The motion passed (6-0-0).

Hoddinott Property (Guilford Rd/MD 108) (Agenda 8C):
Mr. Schabelman provided an overview of the pre-submission meeting held on June 26.  The developer is planning: 150 homes, 3,000 – 4,000 sq. ft. houses, lots approx. 1/5-acre in size, 2 entrances on Guilford Rd, stream valleys in open space. The Board discussed the following concerns:  traffic and safety, impact on schools, impact on CA facilities in River Hill, and the density of the lots.  Ms. Chavers made a motion to appoint Mr. Schabelman as the Association’s representative, at a meeting being planned and other meetings that may arise pertaining to this development.  Mr. Zhang seconded the motion.  The motion passed (6-0-0). 

Board Training (Agenda 8D):
Ms. Smith reminded the Board of the July training requirements and collected acknowledgement forms indicating completion of the June training requirements.

Manager’s Report (Agenda 9A):
A written report is on file with the original Minutes.  Ms. Smith invited the Board Members to attend the Pool Party on Friday, August 8, 7 – 9 p.m. and help scoop the ice cream. Ms. Smith discussed the annexation of the Simpson Oaks development and the Design Guidelines Initiative and the relationship to the River Hill Garden Center.  Mr. Cornell volunteered to touch base with Council Member Sigaty regarding the Design Guidelines.  Mr. Kan made a motion to send a letter to the CA Board requesting that CA Staff evaluate the annexation of the Simpson Oaks development and to appoint Ms. Chavers as the point person on matters pertaining to this development.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).  

Board Chair Report (Agenda 9B):
Mr. Kan asked to have the following topics included on the September agenda:  annexation of Simpson Oaks, Howard Hughes Corporation’s gatekeeper role, and the Hoddinott property.  There will be no Board Meeting in August.  Mr. Kan reminded the Board that the Health Fair will be held on September 13^th.

Council Representative’s Report (Agenda 9C):
Mr. Cornell mentioned that a community outreach event is being planned for October.

Liaisons/Student Member (Agenda 9D):
None.

Board Speak Out (Agenda 10):
None.

Adjournment (Agenda 11):
Ms. Chavers made a motion to adjourn the meeting at 8:50 p.m. Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  September 8, 2014