March 5, 2012 Board Minutes

Tony Miceli, Chair, called the regularly scheduled meeting to order at 7:02 p.m., on March 5, 2012, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Zachary Marks, and Dipper Wettstein.  Sean Salisbury, Student Member, Susan Smith, Village Manager, and Michael Cornell, Council Representative, were present.  Kenny Kan arrived at 7:25 p.m. Todd Harrison and Chao Wu were absent. Mr. Salisbury left the meeting at 8 p.m.

Approval of the Agenda (Agenda 2):

Mr. Wettstein made a motion to approve the agenda.  Mr. Marks seconded the motion.  The motion passed (4-0-0) (Student Member – in favor). 

Administrative Items (Agenda 3):

Mr. Wettstein made a motion to approve the February 20, 2012 minutes as amended.  Ms. Asoka seconded the motion.  The motion passed (4-0-0).

Resident Speak Out (Agenda 4):

Ms. Nicole Miller, a River Hill resident, introduced herself and explained that she was attending the meeting to learn more about what the Board is involved in.

Community Association Allocation Formula (Agenda 5A):

Mr. Wettstein made a motion to ratify the email vote (copy on file with the original minutes) in favor of sending the Board’s input to the CA External Relations Committee (ERC) (copy on file with the original minutes).  Ms. Asoka seconded the motion.  The motion passed (4-0-0). (Student Member – in favor)

Ms. Smith explained that a revised document had been received from the ERC and that the Village Managers had reviewed the revisions.  Ms. Smith reviewed the changes made by the ERC.  The Managers will meet with the ERC on March 15.

FY13 RHCA Budget (Agenda 6A): 

The Board had a general discussion of budget assumptions.  Mr. Kan will coordinate with Ms. Smith to review in more detail.

Village Manager’s Report (Agenda 7A):

Ms. Smith provided an update on staffing.

Ms. Smith made the Board aware of changes to the Contingency Fund policy being proposed by the Village Managers.  Ms. Smith will forward the draft modifications to Mr. Kan and Mr. Marks for review.  Ms. Smith reported that Association’s cash reserves had dropped below the 10% of the budgeted operating expenses and recommended that the Board submit a request for assistance from the Contingency Fund.

Ms. Smith made the Board aware of an upcoming pre-submission meeting for a new office building on the W.R. Grace property.  The meeting will be held on the evening of March 27 at the Meeting Room.  Mr. Wettstein will attend.  Ms. Smith shared an update from Ms. Lancos (Hickory Ridge staff member) regarding the Simpson Mill project (located opposite Grace Drive at Cedar Lane).  The plans still include the u-turnaround on Grace Drive for access to the property from the south.  Ms. Smith will pass the information on to Mr. Wettstein.

Mr. Kan made the Board aware of a March 8 Board of Appeals Hearing about the proposed Donaldson Funeral Home on MD 108.  Mr. Kan expressed concern regarding traffic and safety.  He suggested that the Board consider becoming involved.  Mr. Wettstein volunteered to notify Trevor Greene, Master Plan Committee Chair.

Board Chairperson (Agenda 7B):

None.

Council Representative (Agenda 7C):

Mr. Cornell reported that as a result of the draft Aquatics Master Plan, residents are continuing to raise concerns about the closure of some outdoor pools.  Mr. Cornell reported that CA will be making a 3^rd submission of plans to the County for Symphony Woods Park.  This time CA will be partnering with the Howard Hughes Corporation and the relationship between the park and Merriweather Post Pavilion will be better defined.  Mr. Cornell reported that the FY13/14 Budget had been passed.

Liaisons (Agenda 7D):

Mr. Salisbury reported that the teens, in an event organized by the Teen Advisory Committee, had made 40 blankets for Project Linus.

Mr. Wettstein will attend a Watershed Advisory Committee meeting in March.

Executive Session (Agenda 8):

At 8:00 p.m. Mr. Kan made a motion to move into Executive Session for the purpose of personnel matters and potential litigation.  Mr. Wettstein seconded the motion.  The motion passed (5-0-0).  Mr. Wettstein made a motion to adjourn the Executive Session at 8:20 p.m.  Mr. Marks seconded the motion.  The motion passed (5-0-0).

Board Speak Out (Agenda 9):

Discussion regarding the need to make a request for assistance from the Contingency Fund.  Ms. Smith will coordinate with Mr. Kan.

Adjournment (Agenda 10):

Mr. Wettstein made a motion to adjourn the meeting at 8:30 p.m.  Mr. Harrison seconded the motion.  The motion passed (5-0-0). 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 16, 2012