March 4, 2013 Meeting Minutes

Todd Harrison, Board Chair, called the regularly scheduled meeting to order at 7:03 p.m., on March 4, 2013, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Jenny Chu, Tony Miceli and Dipper Wettstein. Kaede Johnson, Student Member, Michael Cornell, Columbia Council Representative, and Susan Smith (Village Manager) were present.  DengFeng Liu joined the meeting at 7:10 p.m. Kenny Kan joined the meeting remotely at approximately 7:30 p.m. Liyan Zhang and Tiffany Kan (Student Member) were absent.  Kaede Johnson left the meeting at 9:55 p.m.

A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Wettstein made a motion to approve the Agenda with the following changes:  Move Agenda #9 – Executive Session after #10 – Reports. Ms. Chu seconded the motion. The motion passed (4-0-0).

Administrative Items (Agenda 3):
Mr. Harrison made a motion to approve the January 7, 2013 minutes as presented.  Mr. Miceli seconded the motion.  The motion passed (3-0-1) Student Advisory Vote – in favor).

Mr. Harrison made a motion to table the February 4, 2013 minutes.  Ms. Chu seconded the motion.  The motion passed (4-0-0) (Student Advisory Vote – in favor).

Resident Speak Out (Agenda 4):
Mathew Levine (6424 Empty Song Road) inquired about the status of his complaint.  Mr. Levine was informed that his complaint would be addressed under Agenda Item 8A.

Boy Scout Troop 618 Update (Agenda 6):
Anders Hansen, Senior Patrol Leader provided an overview of the Troops recent activities:  Adopt-a-Road, Habitat for Humanity, Food Drive.  The Troop will conduct another Food Drive in April and will provide assistance with the Association’s annual Independence Day Parade.  Steve Collen, Committee Chair, introduced Lisa Hansen, Troop’s Service Project Coordinator.  Mr. Collen encouraged the Board to visit the Troop’s website and to attend the June Court of Honor.

Inner Arbor Plan – Presentation (Agenda 5):
Michael McCall, Strategic Leisure, presented the Inner Arbor plan for Symphony Woods and responded to questions and comments from the Board and others in attendance. The goal is to have Final Development Plan approval of Phase I (northern section) in 2015.  An easement will be created and a 501 (c)(3) corporations will be formed to operate the park and related facilities.  CA will provide $1.6 M in seed capital to fund the Trust.  CA will still own the land.  It is anticipated that the County will finance the parking garage piece of the plan.

Health Fair Update (Agenda 7A):
Ms. Smith provided the Board with an update on the status of the Health Fair and outlined the level of effort to date by Association’s Teen Advisory Committee and staff which includes: surveying the village center and Claret Hall to determine available booth space, planning activities for the youth that attend the fair, identifying exhibitors/sponsors located at the two professional buildings in River Hill and the building at Maple Lawn, obtaining the booth permit from Kimco Realty, and reviewing and providing comment on the budget, event planning document, the exhibitor letters, the sponsor letters, and a draft grant application. It was the consensus of the Board to invite Athena Kan, CHOICE, to attend the next meeting to give a presentation.

Council Corner Articles (Agenda 8A):
Discussion.  It was the consensus of the Board to respond to Mr. Levine’s request and correct any inaccuracies that were included in the January 2013 Council Corner.  Mr. Levine agreed to provide an email identifying the inaccurate information so that staff can address this concern in the next issue of The Villager.

FY13 3^rd Quarter Financial Reports and Variance Analysis (Agenda 8B):
Ms. Smith presented an overview. Mr. Wettstein made a motion to approve the Revised FY13 Budget, the Revised FY13 Budget by Quarter, the 3^rd Quarter Financial Statements, and the accompanying Variance Analysis.  Mr. Kan seconded the motion.  The motion passed (6-0-0) (Student Advisory Vote – in favor).

FY13 3^rd Quarter Facility Use Report (Agenda 8C):
Ms. Smith reviewed the 3^rd Quarter Facility Use Report.

FY14 Budget (Agenda 8D):
Ms. Smith reviewed the draft FY13 4^th Quarter Estimate.  Discussion.

Manager’s Report (Agenda 10A):
The written report is on file with the minutes.  Ms. Smith reminded the Board that the Nomination Period has begun and ends on March 21.  Ms. Smith made the Board aware the Maryland Common Interest Community Managers Act being considered by the State legislature. Ms. Smith made the Board aware that some residents on Wild Orange Gate and Hidden Waters Way have expressed a desire to have the No Parking signs removed.  Ms. Smith will reach out to the residents to identify a point of contact for the community and facilitate coordination between DPW and residents.  Ms. Smith made the Board aware that the daycare utilizing the Dorsey Search Meeting Room is seeking a temporary location while that facility is undergoing renovation and expansion.  The owner is interested in using the River Hill Meeting Room however the times needed conflict with those of a current tenant. Ms. Smith will contact the tenant to determine if accommodations can be made.  Ms. Smith made the Board aware of several properties in the River Hill area have submitted rezoning requests as part of the County’s Comprehensive Re-Zoning process.  Ms. Smith will invite the applicants to attend the March 18 meeting for brief presentations.  Ms. Smith will coordinate with Mr. Zhang, the Board’s Development Liaison.

Board Chair Report (Agenda 10B):
None

Council Representative Report (Agenda 10C):
Mr. Cornell reported the following:

• The CA Board has approved the Inner Arbor Plan;
• The CA Board has adopted a new investment policy;
• The CA Board needs to make a decision on Splashdown;
• The CA Board needs to make a decision on the enclosure of a pool;
• The construction of the new Hobbits Glen Club House is proceeded;
• A new tennis facility has been proposed and an engineering study has been approved.
• Weather permitting, the pathway around Lake Kittamaqundi will begin construction in approximately 30 days;
• Lake dredging has been completed and it has been 6 years since the plans were approved;
• CA is moving forward with plans to create a 501 (c)(3) for the Symphony Woods projects;
• The Watershed Committee’s speaker’s forum on the County’s new stormwater fee and management programs was valuable and there is a lot of coordination with other organizations, non-profits, and the government.

Liaisons (Agenda 8D):
Mr. Johnson reported that pedestrians must show the intention of crossing the street before a vehicle must stop.

Mr. Johnson reported on the progress made by the Teen Advisory Committee on the Raising Compassionate Kids program to be held on March 23.  There will be a speaker program for adults that will include: school lockdown procedures, cyber bullying, how best to address children’s needs when tragedy arises.  The program for the children will include a variety of activities to encourage compassion and empathy including a discussion with police officers, and some role playing.

Mr. Wettstein presented the Watershed Committee’s written request (copy on file with these minutes) for Board support for the installation of orphan stations in critical areas in the open space in the village.

Mr. Harrison made a motion to approve the Watershed Committee logo.  Mr. Miceli seconded the motion.  The motion passed (6-0-0) (Student Advisory Vote – in favor).

Mr. Harrison made a motion to request that the Columbia Association install pet orphan stations in the open space.  Mr. Miceli seconded the motion.  The motion passed (6-0-0) (Student Advisory Vote – in favor).

Executive Session:
Mr. Harrison made a motion to move into Executive Session at 9:55 p.m. for a discussion of personnel matters.  Mr. Liu seconded the motion.  The motion passed unanimously (6-0-0). 

Mr. Harrison made a motion to adjourn the Executive Session at 10:15 p.m.  Mr. Wettstein seconded the motion.  The motion passed (6-0-0).

Board Speak out (Agenda 11):
None.

Adjournment (Agenda 11):
Mr. Harrison made a motion to adjourn the meeting at 10:16 p.m.  Mr. Miceli seconded the motion.  The motion passed (6-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 22, 2013