June 20, 2011 Board Minutes

Tony Miceli, Chairperson, opened the meeting at 7:09 p.m., on June 20, 2011, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Todd Harrison, Zachary Marks, and Dipper Wettstein. Susan Smith, Village Manager, was present.  Kenny Kan arrived at 7:20 p.m.  Michael Cornell, Council Representative, was absent.

Approval of the Agenda (Agenda 2):

Mr. Harrison made a motion to approve the agenda with the removal of the May 2, 2010 notes and the Council Representatives’ report.  Mr. Marks seconded the motion. The motion passed unanimously (5-0-0).

Administrative Items (Agenda 3):

Mr. Marks made a motion to approved the June 6, 2011 minutes as amended. Ms. Asoka seconded the motion.  The motion passed unanimously (5-0-0).

Resident Speak Out (Agenda 4):

None.

Executive Session (Agenda 8):

Mr. Wettstein made a motion to move into Executive Session at 7:14 p.m. for personnel matters and potential litigation. Ms. Asoka seconded the motion.  The motion passed unanimously (5-0-0).  At 7:40 p.m. Mr. Marks moved to adjourn the Executive Session.  Mr. Miceli seconded the motion.  The motion passed unanimously (6-0-0).

Covenant Advisor Report (Agenda 6):

Ms. Lambright did not attend the meeting.

New Business (Agenda 6):

A.      Board Membership – The Board discussed increasing membership to seven members to help with Board continuity and obtaining a quorum, which would remain at 4 members).  Mr. Kan made a motion to increase the Board of Directors to seven members with the new position having a two-year term. Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0). It was the consensus of the Board not to have a deadline for submission of letters of interest at this time.

B.      FY11 4^th Quarter Financial Statements & Variance Analysis – Ms. Smith presented the Draft Financial Reports and Variance Analysis.  Discussion. Mr. Wettstein made a motion to approve the FY11 4^th Quarter Financial Statements and Variance Analysis as submitted.  Mr. Harrison seconded the motion.  The motion passed unanimously (6-0-0).

C.      Facility Use Report – Ms. Smith presented the draft Facility Use Report.  Discussion. Mr. Wettstein made a motion to approve the FY11 Facility Use Report with amendments discussed.  Mr. Kan seconded the motion.  The motion passed unanimously (6-0-0).

D.      FY11 Annual Report – Ms. Smith presented the draft Annual Report.  Discussion.  It was the consensus of the Board to have Ms. Smith make the modifications discussed and obtain clarification from other village managers regarding disclosure statements.  The Board agreed to review the revised draft by email to enable publication in the July newsletter.

Old Business (Agenda 7):

A.      River Hill Garden Center Re-zoning Request – Ms. Smith reported that the date of the Zoning Board’s work session had not been scheduled and she will notify the Board of the date when received.

Reports (Agenda 9):

A.      Village Manager – A written report is on file with the Minutes.   The Board discussed the June 30, Ignite Columbia session and various items to include in the Association’s presentation.

Mr. Wettstein will attend the Zoning Board hearing on July 13 regarding ZB 1091M – Trotter 5857, LLC.

Ms. Smith reviewed the CD renewal rate information. Mr. Wettstein made a motion to move the Columbia Bank CD to a money market account and to enable Ms. Smith to make this modification in consultation with Kenny Kan.  Mr. Harrison seconded the motion.  The motion passed unanimously (6-0-0).

B.      Chairperson – Mr. Miceli asked that the Master Plan Committee provide an update at either the July or August Board Meetings.  Ms. Smith will coordinate with Trevor Greene.

C.      Council Representative – None.

D.      Liaisons – None.

Board Speak Out (Agenda 10):

Mr. Miceli made the Board and staff aware of complaints received regarding clearing along the pathway in the Whistling Winds Walk area and the condition of the grass and the trash bags on the property on Swift Current Way that backs to Great Star Drive.

It was the consensus of the Board to try going paperless for the next Board meeting.  Ms. Smith will not make copies of the packet information and will only send the information to the Board electronically.

Adjournment (Agenda 11):

Mr. Kan made a motion to adjourn the meeting at 9:05 p.m.  Mr. Wettstein seconded the motion.  The motion passed unanimously (6-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  July 18, 2011