October 3, 2011 Board Minutes

Tony Miceli, Chairperson, opened the meeting at 7:01 p.m., on October 3, 2011, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Zachary Marks, and Dipper Wettstein.  Chao Wu arrived at 7:10 p.m.  Student Member Sean Salisbury arrived at 7:20 p.m.  Susan Smith, Village Manager, was present. Kenny Kan, Todd Harrison and Michael Cornell, Council Representative, were absent.  Tracy Boulle, Events/Newsletter Coordinator attended the meeting until 8:45 p.m.  Sean Salisbury left the meeting at 9:44 p.m.

Approval of the Agenda (Agenda 2):

Mr. Wettstein made a motion to approve the agenda with the change to remove Agenda #7C – Council Representative Report.  Ms. Asoka seconded the motion.  The motion passed (4-0-0).

Administrative Items (Agenda 3):

Ms. Asoka made a motion to table the October 3, 2011 minutes.   Mr. Marks seconded the motion.  The motion passed (4-0-0).

Resident Speak Out (Agenda 4):

Mr. and Mrs. Rao (6101 Swift Current Way, Clarksville, MD) expressed concerns about traffic on Great Star Drive and numerous accidents occurring at the Swift Current Way/Great Star Drive intersection.  They provided the Board with a list (attached to original minutes) of accidents that have that have occurred in the past.  In one incident the vehicle left the road and traveled down the hill and knocked down their fence and ended up in their backyard.  They explained that the week of September 25 another accident occurred and knocked down a street tree.  Speeding along Great Star Drive after 10 p.m. is an issue.  They inquired about traffic calming and police enforcement.  Association staff will follow-up with the Police Department and the Department of Public Works to make them aware of the issues and request additional enforcement.  The Board encouraged Mr. and Mrs. Rao to make sure that Police Reports are filed when accidents occur.

New Business (Agenda 5):

1. Solar Panel Installation – Chick Rhodehamel, CA Vice President and head of the Community Building and Sustainability Service Bureau, presented the concept plan to install ground-mounted solar panels adjacent to The Meeting Room.  CA hopes to install the panels along the berm overlooking the MD 32 exit ramp.  Because the proposed location is within the designated setback area, a variance is needed.  The Planning Board is scheduled to review CA’s request to redline the site development plan on October 3, 2011.  Mr. Rhodehamel requested the Association’s support.  Mr. Rhodehamel explained that the power generated by the panels will feed into the pool house and decrease the energy needed from the power grid.  The panels have a guaranteed 20-year lifetime and are expected to cost $25,000 – 30,000 with a 10 – 11 year return on investment including minor maintenance.  Discussion ensued about obtaining input from resident and the visual impact, safety, potential for vandalism, and the ability to offset energy use at The Meeting Room during the non-swim season.  Mr. Rhodehamel indicated a desire to keep the broader community informed and involved if the project is able to move forward.
2. RHCA Communication Strategies – Ms. Boulle and Ms. Smith discussed with the Board recent Google analytics data and improvements that are planned for the Association’s website, the use of the Listserv, and the launching of the Association’s Facebook page.  The Board suggested highlighting the need for volunteers on the website, ways to make the site more interactive, and adding a quick link that identifies recent updates to the website.  The use of Twitter was discussed.  The need for the newsletter and ways to reduce costs given declining revenue were discussed.  Ms. Smith will investigate options to reduce costs.  Mr. Wettstein made a motion to renew the Association’s membership with the Association of Community Services and to send Tracy Boulle to the Social Media Training Sessions.  Mr. Wu seconded the motion.  The motion passed (5-0-0) (Student Member Advisory Vote – in favor)
3. MD 108/Clarksville Traffic Study – Mr. Wettstein made a motion to ratify the unanimous email vote in favor of sending testimony to the County Council in support of funding a traffic study of the Route 108 Corridor in Clarksville (TAO No. 1 FY12). (A copy of the testimony and the email votes are attached to the original minutes.)  Ms. Asoka seconded the motion.  The motion passed (5-0-0) (Student Member Advisory Vote – in favor).

Old Business (Agenda 6):

1. RHCA Audit Report – Ms. Smith explained that as a result of the recent audit, the Association needs to address stale checks.  A draft Outstanding Checks Policy was presented to the Board for review.  Mr. Wettstein made a motion to approve the policy with the change that only one letter will be sent to the payees and that the payees will be given thirty (30) days to respond to the Association. Mr. Marks seconded the motion.  The motion passed (5-0-0) (Student Member Advisory Vote – in favor).
2. Community Association Allocation Formula – Ms. Smith shared the input developed by the Village Managers that was given to the ERC.

Reports (Agenda 7):

1. Village Manager – A written report is on file with the Minutes. Ms. Smith reviewed the FY12 1^st Quarter Facility Use Report.
2. Chairperson – The Board discussed the solar panel presentation that was given earlier in the meeting.  It was the consensus of the Board members that based on the presentation they support the approval of a variance to enable the solar panels to be installed inside the designated setback area.  However, the expectation is that CA will involve the community in the process and address the concerns that are raised.  Ms. Smith will follow-up on the idea of the Association being able to benefit from a reduction in energy expenditures.  The board agreed to review via email the draft testimony to the Planning Board in support of the variance.
3. Liaisons – Student Member Sean Salisbury asked the Board for suggestions of items to bring before the general assembly of the Student Council.  The following items were identified:  the need for student volunteers to assist the Association, the need for students to respect the village center by picking up after themselves and not damaging property, speeding in the community and the use of speed cameras in school zones beginning October 17, and the need to not use the islands in the county right-of-way for fundraising.  Mr. Salisbury asked for the Association to help get the word out about HawkFest, the River Hill High School Homecoming event that is open to the community.  Staff will follow-up.

Executive Session (Agenda 8):

Mr. Wettstein made a motion to move into Executive Session for the purposes of potential litigation and personnel matters at 9:44 p.m.  Mr. Marks seconded the motion.  The motion passed (5-0-0).  At 10:15 p.m. Mr. Marks made a motion to adjourn the Executive Session. Mr. Wettstein seconded the motion.  The motion passed (5-0-0).

Board Speak Out (Agenda 9):

Mr. Wettstein inquired about the lack of a crosswalk where the pathway crosses Great Star Drive south of the MD 32 Bridge.  Ms. Smith will follow-up with the Department of Public Works.

Adjournment (Agenda 10):

Mr. Wettstein made a motion to adjourn the meeting at 10:16 p.m.  Mr. Marks seconded the motion.  The motion passed (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  October 17, 2011