June 10, 2013 Meeting Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:03 p.m. on June 10, 2013, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Kathy Chavers, Jenny Chu, Deng Feng Liu, and Liyan Zhang. Tiffany Kan, Student Member, and Michael Cornell, Council Representative, were present.  Dipper Wettstein and Kaede Johnson, Student Member, were absent. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Ms. Chavers made a motion to approve the agenda as presented. Mr. Zhang 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 April 22, 2013 meeting. Ms. Chu seconded the motion.  The motion passed (3-0-2).  (Student Advisory Vote – in favor)

Ms. Chavers made a motion to approve the Minutes from the May 6, 2013 meeting.  Mr. Zhang seconded the motion.  The motion passed (5-0-1) (Student Advisory Vote – in favor).

Resident Speak Out (Agenda 4):
Andrea Beri (6417 Summer Sunrise Drive, Columbia) expressed concern about the Grace Drive re-zoning requests.  She would prefer to have no retail development or to exclude retail uses from the zoning.

Daniel and Joan Morton (6505 Hazel Thicket Drive, Columbia) expressed concern about the Grace Drive re-zoning requests.  They would prefer to keep the zoning residential.  If there are going to be businesses in the area then they have traffic concerns given the speeding that occurs along Grace Drive and accidents that have occurred at the Quiet Night Ride roundabout.

Rezoning Requests – Grace Drive (Agenda 5A):
It was the consensus of the Board to have the Village Manager draft input for the Zoning Board to make them aware of the community’s concerns and the Association’s desire to form covenants and restrictions. Additional information will be included in the July newsletter.  Ms. Smith will provide Ms. Beri with the zoning regulations for the Planned Office Research (POR) and Planned Employment Center (PEC) zones. The Board asked that Ms. Chavers coordinate with Ms. Lambright and residents to identify uses for exclusion so that the list may be finalized at the July 8 meeting.

Board Training (Agenda 5B):
Board Members completed and returned acknowledgement forms indicating completion of a review of the Association’s Articles of Incorporation and By-laws.  Mr. Liu will drop off a copy of the Rouse video.  Board Members will review the FY14 Management Contract and the section of the manual addressing Board Responsibilities.

Board Member Interviews (Agenda 6B):
The interviewee was delayed and this agenda item was tabled until her arrival.

FY13 4^th Quarter Financials and Variance Analysis (Agenda 6C):
The Village Manager provided a written overview of the FY13 4^th Quarter. Mr. Kan summarized the financial status of the Association.  Mr. Zhang made a motion to approve the FY14 4^th Quarter Financial Statements and Variance Analysis as submitted.  Ms. Chavers seconded the motion.  The motion passed (5-0-0).  (Student Advisory Vote – in favor)

Mr. Zhang made a motion to approve the FY13 Facility Use Report.  Mr. Kan seconded the motion.  The motion passed (5-0-0). (Student Advisory Vote – in favor)

Teen Advisory/Student Member Committee Interviews (Agenda 6B):
Ms. Smith informed the Board that Matthew Brenner had withdrawn his name from consideration. Mr. Kan recused himself from the interview and appointment process for the Student Member Committee.  The remaining Members of the Board interviewed Tiffany Kan for the Student Member Committee.  Ms. Chavers made a motion to appoint Tiffany Kan to the Student Member Committee for the period September 2013 – August 2014.  Mr. Liu seconded the motion.  The motion passed (4-0-0).

Board Member Interviews (Agenda 6B):
Mr. Kan recused himself from the interview and appointment process.  The remaining Members of the Board interviewed Melissa Bradshaw. Ms. Chavers made a motion to appoint Melissa Bradshaw to the Village Board for the term June 10, 2013 – April 30, 2015.  Ms. Chu seconded the motion.  The motion passed (4-0-0). (Student Advisory Vote – in favor)  Ms. Bradshaw joined the Board at the table.

Teen Advisory/Student Member Committee Interviews (Agenda 6B Continued):
The following youth were interviewed for the Teen Advisory Committee:  Karen Ni, Jennifer Zhang, Pradyun Dixit, Arienne Guiv, Ali Hovet, Stacy Young, Nicole Young, Madison Sage, and Michael Dai.  Mr. Zhang recused himself from Jennifer Zhang’s interview.

Mr. Kan made a motion to increase the Teen Advisory Committee to up to 8 members.  Mr. Zhang seconded the motion.  The motion passed (4-0-2) (Student Advisory Vote – in favor).

Mr. Liu made a motion to expand the Teen Advisory Committee to 10 members.  Ms. Chavers seconded the motion.  The motion passed (3-2-1). (Student Advisory Vote – opposed).

Ms. Chavers made a motion to appoint all 9 applicants to the Teen Advisory Committee.  Ms. Chu seconded the motion.  The motion passed (5-0-1) (Student Advisory Vote – abstained).

FY14 Management Contract (Agenda 6D):
Due to the late hour, it was the consensus of the Board to discuss this agenda item at the July 8 meeting.  Ms. Smith will provide the Board with a redline version of the original document.

Dog Waste Stations (Agenda 6E):
Mr. Liu made a motion to approve the letter presented by the Watershed Committee.  Ms. Chavers seconded the motion.  The motion passed (6-0-1) Student Advisory Vote – in favor).

Manager’s Report (Agenda 7A):
A written report is on file with the original Minutes.  Mr. Kan made a motion to authorize Ms. Smith to negotiate a lease with the Longfellow Nursery School.  Ms. Chavers seconded the motion.  The motion passed (6-0-1) (Student Advisory Vote – in favor).

The Board agreed to discuss the advertising policy at the July 8 meeting.  The Board directed staff to consider implementing “squirt zones” at the parade.

Board Chair Report (Agenda 7B):
Mr. Kan asked that Board Training for new members be scheduled at 6 p.m. on July 8, 2013. Returning members may also attend.  Mr. Kan identified the following items for inclusion on the July 8 agenda:  Grace Drive Re-Zoning, Management Contract,

Council Representative Report (Agenda 7C):
Mr. Cornell reported that: he will be serving on the CA Board’s Planning and Strategy Committee; CA is considering heating an outdoor pool; the construction of the new health center in Downtown Columbia is proceeding; and CA is following a number of zoning issues.

Liaisons/Student Members (Agenda 7D):
None.

Board Speak Out (Agenda 8):
None.

Adjournment (Agenda 5.):
Mr. Zhang made a motion to adjourn the meeting at 9:58 p.m. Mr. Liu seconded the motion.  The motion passed (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  July 8, 2013