July 18, 2011 Board Minutes

Tony Miceli, Chairperson, opened the meeting at 7:05 p.m., on July 18, 2011, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Todd Harrison, Kenny Kan, and Dipper Wettstein.  Michael Cornell, Council Representative, and

Susan Smith, Village Manager, were present.  Zachary Marks was absent.

Approval of the Agenda (Agenda 2):

Mr. Wettstein made a motion to approve the agenda with the removal of 7C. FY11 Audit Report and 8A.  FY11 4^th Quarter Financial Statements.  Mr.Harrison seconded the motion. The motion passed unanimously (5-0-0).

Administrative Items (Agenda 3):

Mr. Kan  made a motion to approved the June 20, 2011 minutes as presented. Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).

Resident Speak Out (Agenda 4):

Ms. Smith introduced Chunlei Ding, a resident who has expressed interest in the open position on the Village Board.

Association Staff Meet & Greet (Agenda 5):

The following staff members introduced themselves and described their roles within the Association:  Kathy Chavers, Mary Harris, Evamarie Lambright, Sonal Parikh, Teressa Spencer, and Sheila Williams.  On behalf of the Board of Directors, Mr. Miceli thanked them for their service and commitment to the organization.

Executive Session (Agenda 6):

Mr. Kan made a motion to move into Executive Session at 7:30 p.m. for potential litigation. Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).  Ms. Lambright and Ms. Smith were present for the Executive Session.  At 9:20 p.m. Mr. Kan moved to adjourn the Executive Session.  Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).

New Business (Agenda 6):

A.      Free Usage Request – Mr. Wettstein made a motion to make available a free usage of Claret Hall to be used as a prize for the Association Casino Night provided it be used on a Friday night, be used within one year of the date of the Casino Night, be for the hours 6 p.m. – 12:30 a.m., and be non-transferrable.  Mr. Kan seconded the motion.  The motion passed unanimously (5-0-0).  Mr. Wettstein made a motion to make available a free, weekend usage of The Meeting Room to be used as a prize for the Association Casino Night provide it be non-transferrable and used within one year of the date of the Casino Night.

B.      203- General Plan – The Board reviewed the 2030 General Plan draft testimony prepared by the Master Plan Committee.  It was the consensus of the Board to revise the testimony and to have all Board Members sign the final version. Ms. Smith will revise and distribute via email for review.

Old Business (Agenda 7):

B.      River Hill Garden Center Re-zoning Request – Ms. Smith reported that the Zoning Board had approved the change in zoning from R-20 to B-1.  Mr. Kan made a motion to ratify the email votes (copy on file with minutes) authorizing Susan Smith to speak on behalf of the Board of Directors and read the written testimony at the June 15, 2011 Zoning Board Hearing.  Mr. Wettstein seconded the motion.  The motion passed (4-0-1).

C.      FY11 Annual Report – Mr. Miceli made a motion to ratify the email votes approving the FY11 Annual Report (copy on file with minutes).  Mr. Kan seconded the motion.  The motion passed (4-0-1).

Reports (Agenda 9):

A.      Village Manager – A written report is on file with the Minutes.   Ms. Smith made the Board aware of concerns involving a wheelchair bound resident.  It was the consensus of the Board that Adult Protective Services should be contacted.  It was also the consensus of the Board that in the event the resident should need physical assistance, staff should be instructed to call 911 and then call the home.   Ms. Smith made the Board aware of CA’s new open space recycling initiative.

Mr. Kan made a motion to give either Mr. Miceli or Mr. Harrison signature authority in Ms. Smith’s absence for the renewal of the Gas Co-op Contract.  Mr. Wettstein second the motion.  The motion passed unanimously (5-0-0).

Mr. Kan made a motion to recommend to CA’s External Relations Committee that Mr. Wettstein be appointed as River Hill’s Representative to the Watershed Advisory Committee.  Ms. Asoka seconded the motion.  The motion passed (4-0-1).

B.      Chairperson – Mr. Miceli recently met with the new Manager of Capital One Bank and discussed property maintenance issues and the preservation of the Clarksville mile marker. He also mentioned that a possible FY13/14 budget item might be increased funds to enable the Association to follow-up on exterior alteration applications to ensure that they are installed as approved.

C.      Council Representative – Mr. Cornell reported the following: the CA Board has approved an alternative energy program and solar proposals are under review; audio recordings of the CA Board meetings will now be posted online; the President’s goals have been approved; the Lakefront Design project has been approved; RFPs for Lake Elkhorn dredging have been received; and Hobbits Glen improvements are in progress.

D.      Liaisons – Mr. Wettstein reported on the Trotter’s Run pre-submission meeting.

Board Speak Out (Agenda 10):

Mr. Kan discussed the need to “go green” in communicating with residents and to look at ways to increase resident engagement such as developing a database of emails.  It was the consensus of the Board to make this an agenda item at one of the September meetings.

Adjournment (Agenda 11):

Mr. Miceli made a motion to adjourn the meeting at 10:43 p.m.  Mr. Wettstein seconded the motion.  The motion passed unanimously (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  August 15, 2011