May 6, 2013 Meeting Minutes

Susan Smith, Village Manager, called the regularly scheduled meeting to order at 7:01 p.m. on May 6, 2013, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Kathy Chavers, Jenny Chu, Kenny Kan, and Liyan Zhang. Michael Cornell, Council Representative, was present. Eva Lambright, Covenant Advisor, was present. Dipper Wettstein arrived at 7:06 p.m.  Deng Feng Liu, Tiffany Kan (Student Member) and Kaede Johnson (Student Member) were absent.  Ms. Lambright left the meeting at 7:55 p.m. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Kan made a motion to modify the agenda by moving 7A. Rezoning Requests and 8A. Covenant Advisor Report before 6. New Business.  Mr. Zhang seconded the motion the motion passed 4-0-0.

Administrative Items (Agenda 3):
Mr. Kan made a motion to table the Minutes from the April 22, 2013 meeting. Ms. Chavers seconded the motion.  The motion passed (4-0-0).

Resident Speak Out (Agenda 4):
Mr. Zhang spoke on behalf of his neighbor on Flowing Water Trail who has expressed concerns about speeding on the street.  He asked that the Association investigate the installation of speed bumps.

Election of Officers and Appointment of Village Manager (Agenda 5):
Mr. Kan nominated Mr. Zhang to be Board Vice Chair.  Mr. Wettstein seconded the motion.  The motion passed (5-0-0).

Ms. Chu nominated Mr. Kan to be Board Chair.  Mr. Wettstein seconded the motion.  The motion passed (5-0-0).  Mr. Kan then began to Chair the meeting.

Mr. Kan made a motion to appoint Susan Smith as Village Manager for FY2014.  Ms. Chu seconded the motion.  The motion passed (4-0-1). Ms. Chavers abstained from voting.

Rezoning Requests – Grace Drive (Agenda 7A):
Ms. Lambright reviewed the list of allowable uses on properties zoned Planned Office Research (POR), the zone being requested for 7410 Grace Drive and part of comprehensive re-zoning.  She recommended that the Board request that the property owner prohibit the following uses:  B1. Adult Live entertainment establishments; B3. Ambulatory health care facilities; B12. Commercial communication antennas; B13.Commercial communication towers; B14. Concert halls; B18. Day treatment or care facilities; B37a. Adult book or video stores; and C2. Communication towers and antennas.  It was the consensus of the Board to include an article in the June newsletter notifying residents that this matter will be discussed further at the June meeting prior to finalizing the Association’s request.

Covenant Advisor Report (Agenda 8A):
Ms. Lambright reviewed her report.  The written report is on file with the original Minutes.  The board briefly discussed modifications to the Guidelines to include rain gardens.  The Board requested that a reminder about grass cutting be included in the newsletter.

Board Meeting Calendar (Agenda 6A):
The Board reviewed the draft calendar and discussed changes.  Mr. Wettstein made a motion to approve the calendar with the changes as discussed.  Mr. Zhang seconded the motion.  The motion passed (5-0-0).  A copy of the approved calendar is attached to the original Minutes.

Board Member Responsibilities (Agenda 6B):
Copies of the Code of Ethics, Conflict of Interest Policy, Whistleblower Policy, Covenant Compliance Policy, and the Fiduciary Responsibility Form were included in the Board’s packets for review prior to the meeting.  Ms. Smith distributed the following for signatures:  Code of Ethics, Fiduciary Responsibility Form, and Letter of Compliance Request form.

The Board discussed Liaison responsibilities and the following assignments were agreed to: Financial – Mr. Kan, Development & Open Space – Ms. Chavers & Mr. Zhang, Special Events – Ms. Chu, Watershed Issues – Mr. Wettstein.

Board Training (Agenda 6C):
Ms. Smith reviewed the Board Training Policy.  Training for new Board Members will be scheduled once the 7th member is appointed.  The Board Chair, Village Manager, and new members will attend.  Other members are invited to attend if desired.  Ms. Smith will provide Ms. Chavers with the Board Training Manual and expects to have it available by May 20.

Manager’s Report (Agenda 8B):
A written report is on file with the original Minutes.  Ms. Smith provided a brief Health Fair update.

Board Chair Report (Agenda 8C):
Mr. Kan asked that Board Member, Student Member Committee, and Teen Advisory Committee interviews be scheduled for the June meeting.

Council Representative Report (Agenda 8D):
Mr. Cornell reported that the first meeting of the new Columbia Council will be on May 9 at which time the CA Board will be appointed, the Chair and Vice Chair elected, and Committee assignments determined.  The Board will be holding a Strategic Planning Retreat.  He reminded the Board that the 2-year budget cycle will be coming up and stated that the focus will be on infrastructure improvements.  He reported: the Hobbits Glen Clubhouse groundbreaking is expected in the fall; the CA Board will be making a decision regarding upgrades to an outdoor pool; construction of the Lake Kittamaqundi pathway is expected to start soon; the revisions to the Contingency Fund policy and procedures were approved; and additional appointments will be made to the Inner Arbor Board.

Liaisons/Student Members (Agenda 8E):

Board Speak Out (Agenda 9):
Mr. Cornell inquired about remaining as Boy Scout Troop 618’s Chartering Organization’s Representative.  Ms. Smith will research to determine if a timeframe had been designated when Mr. Cornell was initially appointed.

Adjournment (Agenda 5.):
Mr. Zhang made a motion to adjourn the meeting at 8:32 p.m. Mr. Wettstein seconded the motion.  The motion passed (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  June 10, 2013 (5-0-1)

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