September 19, 2011 Board Minutes

Tony Miceli, Chairperson, opened the meeting at 7:13 p.m., on September 19, 2011, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Todd Harrison, and Kenny Kan.  Susan Smith, Village Manager, was present. Zachary Marks, Dipper Wettstein, Chao Wu, Student Member Sean Salisbury,  and Michael Cornell, Council Representative, were absent.  Eva Marie Lambright, Covenant Advisor, joined the meeting at 7:50 p.m. and departed at 8:45 p.m.

Approval of the Agenda (Agenda 2):

Mr. Harrison made a motion to approve the agenda with the change to move Agenda #10 – Executive Session immediately following Agenda #6 – Covenant Advisor’s Report.  Ms. Asoka seconded the motion.  The motion passed (4-0-0).

Administrative Items (Agenda 3):

Mr. Harrison made a motion to approve the September 12, 2011.  Mr. Kan seconded the motion.  The motion passed (4-0-0).

Resident Speak Out (Agenda 4):

None.

Master Plan Committee Update (Agenda 5):

Mr. Greene provided an overview of recent changes occurring in the commercial district along MD 108 in Clarksville.  Discussion. Mr. Greene recommended that the Association be involved in the General Plan process.  He recommended that the Association support the Traffic Study portion of proposed Capital Budget Project J4243 – Clarksville Area Road Improvements.  It was the consensus of the Board not to comment on CR 150-2011 which proposes a ballot question to approve changes to the Howard County Charter that would limit the power of eminent domain.

Covenant Advisor’s Report (Agenda 6):

Ms. Lambright reviewed her written report and provided an overview of the enforcement process and the steps that staff takes to provide opportunities for residents to comply.  The Board discussed the importance of consistency and identified modifications that they would like to see to the report to include more details and improved tracking.  Difficulties recruiting RAC Members were discussed.  RAC Membership will be the lead story in the October newsletter.

Executive Session (Agenda 10):

Mr. Kan made a motion to move into Executive Session at 8:20 p.m. for the purposes of potential litigation and personnel matters.  Ms. Asoka seconded the motion. The motion passed (4-0-0).  At 9:29 p.m. Mr. Harrison made a motion to adjourn the Executive Session.  Mr. Kan seconded the motion.  The motion passed (4-0-0).

New Business (Agenda 7):

1. FY12 1^st Quarter Financial Reports and Variance Analysis – Discussion.  Mr. Harrison made a motion to approve the FY12 1^st Quarter Financial Reports and Variance Analysis as presented.  Mr. Kan seconded the motion.  The motion passed unanimously (4-0-0).

Old Business (Agenda 8):

1. Community Association Allocation Formula – Ms. Smith provided an update on the process and timeline and recommended that a meeting between the External Relations Committee (ERC) and representatives from the villages be held prior to the ERC’s presentation to CA’s Strategic Implementation Committee (SIC).

Reports (Agenda 9):

1. Village Manager – A written report is on file with the Minutes. Ms. Smith reported on the status of bike racks at Claret Hall.  It was the consensus of the Board that the racks should be installed directly in front of Claret Hall, to the right of the front entrance.  Ms. Smith made the Board aware of efforts underway to investigate the use of the Contingency Fund to provide loans to the villages for audit fees.  Ms. Smith made the Board aware of funding issues that arise mid-budget cycle when personnel changes necessitate health care insurance changes.  It was the consensus of the Board that both issues should be addressed as part of the changes that are being made to the allocation formula.  The Board discussed ways to cut costs associated with the newsletter.
2. Chairperson – None.
3. Liaisons – None.

Board Speak Out (Agenda 11):

None.

Adjournment (Agenda 12):

Mr. Miceli made a motion to adjourn the meeting at 10:03 p.m.  Mr. Kan seconded the motion.  The motion passed (4-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  October 17, 2011