July 8, 2013 Meeting Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:06 p.m. on July 8, 2013, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Melissa Bradshaw, Kathy Chavers, Jenny Chu, Deng Feng Liu, and Liyan Zhang. Tiffany Kan, Student Member, and Michael Cornell, Council Representative, Eva Lambright, Covenant Advisor, and Susan Smith, Village Manager, were present.  Dipper Wettstein and Kaede Johnson, Student Member, were absent. A list of attendees is on file with the Minutes.  Ms. Lambright left the meeting at 9:30 p.m.

Approval of the Agenda (Agenda 2):
Mr. Liu made a motion to approve the agenda as presented. Ms. Chavers seconded the motion. The motion passed (6–0-0). (Student Advisory Vote – in favor)

Administrative Items (Agenda 3):
Mr. Liu made a motion to approve the Minutes from the June 10, 2013 meeting. Ms. Chu seconded the motion.  The motion passed (6-0-0).  (Student Advisory Vote – in favor)

Resident Speak Out (Agenda 4):
Robert Runser, Chair River Hill Master Plan Committee (5924 Gentle Call) spoke about the Village Center Master Plan and the issues that have been identified by residents as most important:  Public Safety (#1) and Traffic Congestion and Pedestrian & Bike Accessibility (#2, both).  He noted the need to consider development in the MD 108 corridor in a comprehensive fashion.

Tim Shaw (5729 Whistling Winds Walk) spoke out in opposition to the re-development plan presented by the owners of the River Hill Garden Center at the June 18, 2013 Pre-Submission Meeting.  He requested that the Village Board help residents to fight the development.

David Elsaesser (5737 Whistling Winds Walk) spoke out in opposition to the re-development plan presented by the owners of the River Hill Garden Center.  He cited a number of concerns including lights, parking, noise, traffic, and the construction of more retail space on the former Gateway School site.

Melissa Purdue (5749 Whistling Winds Walk) spoke out in opposition to the re-development plan presented by the owners of the River Hill Garden Center.  She noted that the proposal impacts the entire community, not just the residents of Whistling Winds Walk, and asked that the Village Board support the opposition.

Saed Rahwanji (6445 Quiet Night Ride) spoke about the development of the 66 acre parcel owned by Grace and currently up for sale.  He asked that the Board keep residents informed.  He noted resident concerns pertaining to development of the property, including the need for a significant buffer, building height, lights, noise, and trash.

Andy Coon (6417 Quiet Night Ride) spoke out about future development of the 66 acre parcel owned by Grace.

Rong Guo (5741 Whistling Winds Walk) spoke out in opposition to the re-development plan presented by the owners of the River Hill Garden Center.  She asked the Board to support residents and noted that all of Clarksville is affected.  Traffic on MD 108 is already difficult and she is no longer able to make right turns from Linden Linthicum Lane onto MD 108.

Mary Kay Sigaty, Howard County Council, provided clarification on the Grace Drive properties being considered for zoning changes. Ms. Sigaty spoke about the new Community Enhancement Floating Zone that can overlay any zone within the Planned Service Area.  This zone requires significant community interaction and could be applied to the 66 acre Grace parcel.  Ms. Sigaty provided clarification regarding the River Hill Garden Center and explained that the Council had not voted on this matter as part of Comprehensive Zoning as there was no amendment. She noted that the Council had listened to residents and decided not to move forward on an amendment. Ms. Sigaty said that it was apparent, during their discussions at the July 1, 2013 work session, that the Council expects that the property owner will build something that is a positive for the community.  Ms. Sigaty recommended that the community work with Mr. Klein and noted that traffic could be a catalyst for change. Ms. Sigaty stated that the inclusion of the Hoddinot property in the Planned Service Area was part of the original PlanHoward 2013 draft and was recommended by the Task Force and the Planning Board. The Adequate Public Facilities regulations, which include a required road test, will apply for any residential development on this property. She advised the community to involve the State Delegates to help reconcile State Highway objectives with those of residents.  Ms. Sigaty reported that the Council has heard from many residents regarding a text amendment pertaining to funeral homes.  However, Department of Planning and Zoning Staff and the Planning Board have not supported the amendment.  In addition, the Donaldson funeral home proposal is still within the timeframe for an appeal to be filed. She noted that text amendments may be considered at any time and therefore this issue may be addressed after July 25.  Ms. Sigaty reported that she had spoken with Marsha McLaughlin, Director of DPZ, earlier in the day and that Ms. McLaughlin has agreed to commit resources to examine the Clarksville area.

River Hill Pool Staff – Update (Agenda 5):
Heather Anderson, Pool Manager, and Adam Scott, West Side Pools Supervisor, provided an update on the 2013 pool season and reported that: the pool now has Wi-Fi access; CA has been working to make the main pool and spa area ADA compliant; more than 100 people participated in the World’s Largest Swim Lesson held at the pool; and pool hours have been expanded.

Comprehensive Zoning/Development (6A):
Board Members reviewed the draft letter expressing the Board’s concerns regarding comprehensive zoning changes proposed for the River Hill/Clarksville area along MD  108 (copy attached to the file copy of these Minutes).  Ms. Chavers made a motion to have the Chair of the Master Plan Committee and Kenny Kan, Chair of the Village Board, tweak the letter prior to sending it to the County Council.  Mr. Zhang seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor). 

Mr. Liu made a motion to ratify the email vote approving the June 13, 2013 letter to the County Council regarding the rezoning of three properties on Grace Drive.  Ms. Chavers seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor). It was the consensus of the Board to develop letters to be sent requesting the identified restrictions on the permitted uses, including funeral homes, for the three properties on Grace Drive.  The drafts will be circulated via email for Board approval.

It was the consensus of the Board to support the residents who have expressed concern regarding the River Hill Garden Center’s re-development plan presented at the June 18 pre-submission meeting.

FY14 Management Contract (6B):
It was the consensus of the Board to hold a meeting on August 12. Ms. Bradshaw made a motion to table discussion of the FY14 Management Contract until the August 12, 2013 Board Meeting.  Mr. Kan seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor).

Health Fair Update (6C):
Ms. Kan reported that the Health Fair had gone very well and that they estimated that over one thousand people attended.  There were 48 booths with more than 40 vendors.  The feedback has been overwhelmingly positive although there were suggestions that in the future the date be adjusted so it won’t conflict with swim team meets and it won’t be so hot.  There were 25+ volunteers, the majority of which were students from River Hill and Atholton High Schools.  The Scavenger Hunt went well.  Mr. Zhang proposed that the Association hold this event next year.  Ms. Smith recommended that she review the events calendar and discuss repeating the event with staff, coordinate with Ms. Chu who is the Special Events Liaison, and bring back recommendations to the Board.

Board Training (6D):
Ms. Smith distributed copies of the acknowledgement form for the June training requirements.  Ms. Smith reminded the Board that during the month of July they should review the section of the Training Manual that relates to the Covenants, Architectural Guidelines, and the covenant enforcement process.

RAC Member Interview (Agenda 7A):
The Board interviewed Peter Robinson (River Run) for membership on the Resident Architectural Committee (RAC).  Ms. Bradshaw made a motion to appoint Mr. Robinson to the RAC.  Ms. Chavers seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor).

Association’s Resident Agent (Agenda 7B):
Ms. Smith explained the need to appoint a new resident agent.  Ms. Chavers recommended that Charles Ware be considered.  Mr. Kan made a motion to appoint Timothy McCormack, Ballard Spahr, LLP as the Association’s Resident Agent.  Mr. Liu seconded the motion.  The motion passed (6-0-0).  (Student Advisory Vote – in favor).

CA FY15-16 Operating and Capital Budget (Agenda 7C):
Mr. Kan made a motion to table discussion on this agenda item until the August 12, 2013 meeting.  Mr. Liu seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor.

Manager’s Report (Agenda 8A):
A written report is on file with the original Minutes.  Ms. Smith notified the Board that CA will be offering Covenant Training for all the villages’ Boards, Architectural Committees, and Resident Architectural Committees.  Ms. Smith encouraged everyone to attend. Ms. Smith reported that on July 6 there had been vandalism and thefts from vehicles in the Villas of River Hill condominium’s parking lot.  Ms. Smith has already contacted Pfc. Benn, Police Liaison, and patrols in the community will be increased.  Ms. Smith made the Board aware that the Site Development Plan (SDP-13-079) for the Gateway School property has been submitted.  She will obtain copies and make them available to the Board and Master Plan Committee. Ms. Smith made the Board aware that gaps in insurance coverage have been identified and the villages need to purchase personal property coverage and the managers are considering the need for hired and non-owned automobile coverage.

Board Chair Report (Agenda 8B):
None.

Council Representative Report (Agenda 8C):
Mr. Cornell reported that:  Tom Coale had resigned as Dorsey Search’s Council Representative and Tom O’Connor has be appointed to complete his term; the CA Board will be discussing the Club Intel market study results; the CA Board is examining the budget parameters; energy costs at facilities have been decreasing; the ADA compliance requirements have an $8 Million dollar price tag; in 2015 a number of old, long-term bonds will expire which will enable CA to issue new bonds to fund infrastructure and other improvements.

Liaisons/Student Members (Agenda 8D):
Ms. Kan recommended that Pradyun Dixit be appointed to the Student Member Committee.  It was the consensus of the Board to place this on the August 12, 2013 agenda.

Board Speak Out (Agenda 9):
Mr. Zhang asked Ms. Smith to investigate what can be done to reduce speeding on Flowing Water Trail.

Adjournment (Agenda 5.):
Mr. Zhang made a motion to adjourn the meeting at 9:50 p.m. Ms. Chu seconded the motion.  The motion passed (6-0-0). (Student Advisory Vote – in favor).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  August 12, 2013