October 6, 2014 Minutes

Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:05 p.m. on October 6, 2014, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Choith Atlani, Esti Schabelman, and Liyan Zhang. Michael Dai, Student Member, Michael Cornell, Council Member, and Susan Smith, Village Manager, were present. Dipper Wettstein arrived at 7:14 p.m. Melissa Bradshaw and KC Chavers were absent. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Kan made a motion to approve the agenda with the addition of a Donaldson Funeral Home update to item 6C. Mr. Schabelman seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):
Mr. Cornell made a motion to approve the Minutes from the September 8, 2014 meeting. Mr. Zhang seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):
Cy Paumier, a Columbia resident representing a group of residents who had worked for the Rouse Company in its early years, spoke about the plan for Symphony Woods. He reviewed the current plan and distributed a brochure outlining the 2008 Symphony Woods Park plan. Mr. Paumier expressed concerns that included the plan process, cost, and design of the current Inner Arbor plan.

RAC Membership – Interview (Agenda 5A):
The Board interviewed Steven Grippando for membership on the Resident Architectural Committee (RAC). Mr. Kan made a motion to appoint Mr. Grippando to the RAC. Mr. Zhang seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Free Use Requests (Agenda 5B):
Mr. Wettstein made a motion to approve: a free use of Claret Hall by the Clarksville Rotary on November 14, with a signed contract, additional security deposit, and payment for staff time and set-up/breakdown; and a free use of Claret Hall by Boy Scout Troop 618 on November 16 with a signed contract, additional security deposit and payment for staff time. Mr. Kan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Property Standards Evaluation Program – Review (Agenda 5C):
Ms. Smith reviewed the report and responded to questions. Mr. Wettstein made a motion to apply for a $5000 Village Revitalization Grant to complete the project. Mr. Cornell seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

CA FY16 Operating and Capital Budget (Agenda 5D):
Ms. Smith reviewed facility upgrades needed at Claret Hall and the Meeting Room. The recommended updates are likely Category 3 Capital Expenditures. Mr. Kan made a motion to submit a letter to CA outlining the requested improvements. Mr. Cornell seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Watershed Committee Update (6A):
Mr. Wettstein provided an update on the activities of the Association’s Watershed Advisory Committee (WAC). The need to update the Architectural Guidelines to better guide residents on changes that will aid in improving water quality and quantity were discussed. It was the consensus of the Board that it is important for there to be adequate oversight of the committee through staff monitoring and formal quarterly reports to the Board. Mr. Wettstein made a motion to set aside up to $500 for WAC’s programmatic and publicity uses. Mr. Schabelman seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Simpson Oaks Development – Annexation (Agenda 6B):
There was nothing new to report.

Hoddinott Property and the Donaldson Funeral Home – Update (Agenda 6C):
Mr. Schabelman provided an update on the funeral home and noted that the citizen’s group Clarksville Residents Against the Mortuary (CRAM) is considering an appeal of the decision and has hired counsel. Mr. Schabelman presented a draft letter to Mr. Ulman from several local homeowners’ associations requesting assistance. Mr. Wettstein made a motion in favor of the Association supporting a revised letter requesting a meeting with candidates for County Executive regarding the Donaldson Funeral Home and the need for changes in the zoning process. Mr. Cornell seconded the motion. The motion passed (4-0-1). Student Advisory Vote – in favor. It was the consensus of the Board that Mr. Schabelman will develop a revised letter for review by Mr. Cornell and Ms. Smith.

7410 Grace Drive – Covenant Restrictions (Agenda 6D):
Ms. Smith summarized the draft covenants provided by the property owner. It was the consensus of the Board that catering establishments and banquet facilities were an acceptable use and asked that clarification be obtained regarding the lack of inclusion of all Accessory and Conditional uses. Ms. Smith will follow-up with counsel.

FY15 1st Quarter Financials (Agenda 6E):
Ms. Smith reviewed the change to the Statement of Financial Position. Mr. Kan made a motion to approve the revised FY15 1st Quarter Statement of Financial Position as presented. Mr. Zhang seconded the motion. The motion passed (5-0-0).

Manager’s Report (Agenda 7A):
A written report is on file with the original Minutes. Ms. Smith pointed out the highlights. Mr. Kan made a motion to award the current Master Plan Committee Members the Association’s Volunteer(s) of the Year Award and to allot $200 additional for gifts. Mr. Wettstein seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

It was the consensus of the Board to work with CHOICE to hold another Health Fair in FY16.

Board Chair Report (Agenda 7B):
Mr. Kan notified the Board that Ms. Bradshaw will be stepping down from the Board. He also reiterated that Mr. Schabelman will work with Mr. Cornell and Ms. Smith to finalize a letter pertaining to the Donaldson Funeral Home and related zoning matters.

Council Representative’s Report (Agenda 7C):
Mr. Cornell reminded the Board of the Columbia Speaks event to be held on October 18. He notified the Board of the following:
• the pathway/boardwalk around Lake Kittamaqundi is expected to open in November;
• Hobbit’s Glen golf course is on budget and on schedule and targeted to open in March 2015;
• Haven on the Lake is expected to open in mid-December and is on budget and on schedule;
• The county had technical questions on the Inner Arbor plans and responses are due late-December/early-January.

Liaisons/Student Member (Agenda 7D):
Mr. Dai reported that the Teen Advisory Committee will have a meeting on Wednesday, October 8 to plan the Halloween event.

Board Speak Out (Agenda 8):
Mr. Cornell suggested that the Association create a form letter and/or certificate of congratulations for members of Boy Scout Troop 618 who are awarded the rank of Eagle. It was the consensus of the Board to support this.

Adjournment (Agenda 9):
Mr. Wettstein made a motion to adjourn the meeting at 8:50 p.m. Mr. Schabelman seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: November 3, 2014