May 17, 2019
To: Columbia Association Board of Directors E-Mail: [email protected] CA Management
From: Andrew C. Stack, Board Chair
The Columbia Association Board of Directors Meeting will be held on Thursday, May 23, 2019 at 7:00 p.m. at Columbia Association headquarters, 6310 Hillside Court, Suite 100, Columbia, MD 21046.
AGENDA
1. Call to Order 5 min. Page Nos. (a) Announce Directors/Senior Staff in Attendance (b) Remind attendees the meeting is being recorded/broadcast (c) Remind attendees of CA’s Five Civility Principles (d) Inquire if any Board members are attending remotely via phone 2. Announcement of Closed/Special Meetings Held/To Be Held 1 min. 3. Approval of Agenda 1 min. 4. Disclosure of Conflicts of Interest 1 min. 5. Recognition of Recipients of the Maggie J. Brown Spirit of Columbia Scholarship Awards 15 min. 6. Resident Speakout 3 Minutes per Individual; 5 Minutes per Group; 2 Minutes for Response to Questions 7. Chairman’s Remarks 3 min. 3-4 8. Reports/Presentations 15 min. (a) President’s Report – See written report – Follow-up questions from the BOD (10 min.) 5-11 (b) Report from the CA Representatives to the Inner Arbor Trust Board of Directors (5 min.) 12 (c) Financial Reports - None 9. Board Action (a) Consent Agenda 1 min. 1. Approval of Minutes – April 25, 2019 13-16 2. Approval of the Hickory Ridge Representative to the Watershed Advisory Committee 17 (b) Board Votes 45 min. 1. Resolution Recognizing June 7, 2019 as National Gun Violence Awareness Day (5 min.) 18 2. Draft CA Strategic Plan for FY 2020-2024 (30 min.) 19-21 3. Draft Amendments to the Rules of the Risk Management Committee (10 min.) 22-30 (c) Board Discussion 50 min. 1. Report from the Ad Hoc Working Group on Improving Board Operations (30 min.) 2. May Development Tracker (20 min.) 31-43 10. Tracking Forms 5 min. (a) Tracking Form for Board Requests 44 (b) Tracking Form for Resident Requests 45 11. Talking Points 2 min. 12. Adjournment – Anticipated Ending Time: Approximately 9:40 p.m.
Next Board Work Session and Meeting Thursday, June 13, 2019 – Board Work Session – 7:00 p.m. Thursday, June 27, 2019 – Board Meeting – 7:00 p.m.
ARRANGEMENTS FOR AN INTERPRETER FOR THE HEARING IMPAIRED CAN BE MADE BY CALLING 410-715-3111 AT LEAST THREE DAYS IN ADVANCE OF THE MEETING.
CA Mission Statement Working every day in hundreds of ways to make Columbia an even better place to live, work, and play.
CA Vision Statement Making Columbia the community of choice today and for generations to come.
May 17, 2019
Chair’s Remarks May 23, 2019 CA Board Meeting
Date Activity Time
May 18, 2019 Streets of Baltimore: Photography by Ben Cricchi reception 1:00 PM (Art Center)
May 18, 2019 Hickory Ridge Flea Market (Hawthorn Center) 8:00 AM
May 20, 2019 Health & Fitness Advisory Committee meeting 7:00 PM
May 21, 2019 Columbia Aquatics Advisory Committee meeting (Hickory 7:00 PM Ridge)
May 21, 2019 Poetry/Literature Music Collaboration (Slayton House) 6:00 PM
May 23, 2019 Columbia on Foot - Wilde Lake Walk (meet at Wilde Lake 10:00 AM Barn)
May 28, 2019 Community meeting on Lakeview proposal (Owen Brown 6:00 PM Community Center)
May 29, 2019 Hands-only CPR (Amherst House) 10:30 AM RR
Jun 1, 2019 Columbia Photo Artists Theme Exhibition reception (Art 2:00 PM Center)
Jun 3, 2019 BOC meeting 7:30 PM
Jun 3, 2019 Master Gardeners: Baywise Landscaping (Stonehouse) 7:00 PM RR
Jun 4, 2019 Bugs That Bite session (see website for details) 6:00 PM
Jun 6, 2019 Columbia on Foot - Long Reach Walk (meet at Stonehouse) 10:00 AM
Jun 6, 2019 Bugs That Bite session (see website for details) 6:00 PM
Jun 8, 2019 CA’s Kids Day event (Sports Park) 10:00 AM RR
Jun 9, 2019 River Hill Annual Flea Market (Claret Hall) 10:00 AM
Jun 10, 2019 Bugs That Bite session (see website for details) 7:00 PM Jun 13, 2019 CA Board work session 7:00 PM
RR = Registration Required or there is a Cost associated with this Activity
Attended the Columbia on Foot - Owen Brown Nature Walk held on May 9th; event hosted by Ned Tillman and John McCoy; over 40 people in attendance; nice activity. More walks are planned (see the web site). If you have an opportunity, I encourage you to attend one or more of the walks. Thanks to Ned and John for this event.
Attended the 2019 Congressional Art Competition held at the Columbia Art Center in Long Reach. The competition is presented by Congressman John Sarbanes, MD 3rd Congressional District. 30 art pieces were entered which came from various high schools in the 3rd District (some high school represented include River Hill, Reservoir, Towson, Calvert Hall, Broadneck, Gilman). Congressman Sarbanes was in attendance and announced the winner (who’s art will be displayed in the underground tunnel leading from the Cannon Office Building to the US Capitol). Two Honorable Mention awards were also announced and these will be displayed (one each) in the Congressman’s Baltimore and Washington offices. Congressman Sarbanes thanked the Columbia Association and the staff of the Art Center for allowing use of the facility (which is the 5th year the Art Center has hosted this activity). Thanks to the Art Center staff for an excellent activity.
Attended the Howard County Chamber luncheon and Annual Meeting on May 16th which was held at Turf Valley. The Chamber is celebrating 50 years. The Keynote Speaker echoed several observations from our Millennial Work Group report.
Attended a morning seminar on The Future of Howard County & Cybersecurity. County Executive Calvin Ball was present and opened the seminar with some remarks. There were 3 panels: the first discussed Cybersecurity and the development boom in Howard County; the second discussed Public/Private Partnership (P3) efforts (example is the new court house; PG County is considering using P3 to construct new schools); and the third panel discussed Downtown Columbia and the importance of culture/arts.
May 2019
Office of the President/CEO
The President/CEO participated in “Business Appreciation Week” sponsored by the Howard County Economic Development Authority. Joined by Tracy Turner, Howard County Economic Development Authority, and Christine Uhlhorn, Fire & Rescue, the President/CEO visited Underwriters Laboratories and Top Virtual Staffing Solutions. The purpose of the visits was to thank business owners for their contribution to the community and to listen to their perspectives on how to strengthen Howard County’s business climate.
County Executive Calvin Ball, Columbia Festival of the Arts, the Inner Arbor Trust, Downtown Columbia Partnership, and others participated in a joint announcement of summer programming on 2 May. Upcoming events include:
Books in Bloom Festival – 2 June Columbia Festival of the Arts Lakefest – 14-16 June Lakefront Summer Festival – 17 June – September Soulful Symphony premier performance – 29 June Columbia Orchestra Summer Pops Concert – 30 June
Organizations hosting and promoting 2019 summer activities in Downtown Columbia include Columbia Association, Columbia Festival of the Arts, Downtown Columbia Arts and Culture Commission, Downtown Columbia Partnership, Inner Arbor Trust, Merriweather Post Pavilion, and Visit Howard County.
For a current schedule of activities in Downtown Columbia, please visit https://www.facebook.com/pg/ColumbiaMD/events/.
Howard Hughes Corporation recently announced its plans for the Downtown Columbia Lakefront district. It is seeking to build a “wellness district” that would focus on bringing in health and fitness-related tenants. Building the wellness district will begin with the construction of a more than 200,000-square-foot office and retail building to be called 1 Sterrett Place. The nine-story, glass tower will be constructed on the site of the 5565 Sterrett Place office building, slated for demolition later this year.
Howard County received a AAA credit rating from the three rating agencies for the 22nd year. The agencies noted Howard County’s strong economy and financial flexibility. Among more than 3,000 counties in the nation, Howard is one of only 43 counties to receive a AAA rating from all agencies.
1
Administrative Services Highlights The IT team and our vendor partners have successfully switched over approximately half of our phones from the old system to the new system. Customers calling those facilities from outside lines will see no difference between the old and new systems. Internally, though, there is a difference in that an internal caller is able to dial internally using the four-digit extensions only to other facilities that are on the same system as the caller. This will be a bit cumbersome for the two weeks or so that we are deploying the new phones to all CA facilities.
Again this month, most of CA is actively working on the Dayforce implementation, the new cloud-based human resources information system from Ceridian. The project remains on time for the "first punch" scheduled for 10 June and the first pay date of 5 July. At this time, the Learning and Organizational Development team is leading training sessions for managers and for employees with the goal of having all managers trained by Tuesday, 4 June. The team is taking the training sessions out into the field, having sessions at the Athletic Club, Columbia Gym, outdoors for pools staff, and other locations, in addition to classroom settings at headquarters. At the same time, there are significant data transfer efforts, testing and more testing and extensive work on security configurations that will use CA's active directory for single sign on for active team members. The IT team is also working with Ceridian's team to configure and test the touch and HTML time clocks.
Challenges The phone system transition continues to be challenged by Windstream's bankruptcy through the effect that it is having on their staffing. Multiple project contacts on their side have left that organization, creating a challenge for CA in project continuity and completion.
We are at the point in the Dayforce implementation where the team must clear errors, configuration issues, etc. immediately. It is essential that everyone continue to work together and remain focused as we move into the last few weeks of the project.
Opportunities We are very excited about the use of an automated, integrated application for HR, payroll and related functions. We are also looking forward to the new features, and ultimately reduced costs, of the new cloud-based telephony system.
Sport and Fitness Highlights Aquatics Upgrades were made this spring at several of the outdoor pools:
Dasher Green Pool is on track to have its bath house renovated, concrete deck repaired, shade canopies installed over the wading pool and spa, and a new bean bag toss area created.
2
Hawthorn Pool received a new ADA wading pool, shade canopies over the wading pool and spa, and concrete deck replacement. Hawthorn is now the fifth ADA compliant outdoor pool.
Running Brook Pool had its wading pool replaced with a new Water Journey™ Labyrinth & Race. This is a ground-level design modeled after running streams and sandy shorelines. The unique playscape uses life-like currents and sprays to create highly stimulating play experiences.
Columbia Gym Renovation of the exterior of the building, including power washing and painting, was completed. All of the outside windows were removed to reinforce them and prevent water damage to our interior walls. The pool area had a complete cleanup and a new whirlpool shell was installed.
Tennis Columbia Association and the Wilde Lake Tennis Club are proud hosts of the three-step process of crowning the Maryland High School Tennis Champions for 2019. The series began on 7 May when we hosted the Howard County Tennis Championships. The winners will then participate in the Maryland Regional High School Tennis Championships on 15-18 May. The third leg of the crown will conclude 23-25 May with the State Boys and Girls Championships.
Over 1,000 youth tennis players from Maryland will meet at Wilde Lake Tennis Club during this three-week elimination tournament.
Hobbit’s Glen Tennis Club is now open for the 2019 clay court season. Two of the six courts will be rebuilt during this summer; the club will be operating on four newly resurfaced courts during that time.
Athletic Club The ceiling project in Studio 2 is complete and all classes returned to their normal schedule and location as of Monday, 13 May. The project included the installation of a new drop ceiling, a thick layer of insulation and new light fixtures, to mitigate the sound coming from the studio above. A new stereo system was also installed, as the previous one had reached the end of its useful life.
The re-connection of the MYE App Audio system is nearing completion and will be functional by 17 May.
Challenges Challenges include continuing to find quality part-time team members with declining response to ads given the current jobless rate, and keeping the member experience at a high level while we begin our second major renovation in as many years.
Opportunities The temperate spring, together with the new bridge and pricing at Fairway Hills, has presented us with a great opportunity to grow golf participation after a year of decline due in large part to weather. 3
Open Space and Facility Services Community Improvement and Capital Projects Highlights Fairway Hills Hole 18 bridge and boardwalk are complete and open. The Dorsey Hall Basketball Court playing surface was replaced and the basketball courts are open and available for play. Two pedestrian pathway bridges were installed off of Red Keel and boardwalk work is currently underway at Four Foot Trail. Exterior improvements at the Columbia Gym are nearing completion and the Supreme Sports Club phase 1A will begin this month. The Supreme Sports Club Phase 1A construction will focus on the upper level locker rooms and some repairs and finish upgrades to the pool area.
Challenges The much higher than average rainfall totals continue to negatively impact outdoor construction related activities and completion schedules.
Opportunities Continuing to assess the fiberglass bridge and decking for roll-out across the full Columbia portfolio.
Energy Management Highlights The 40kW solar photovoltaic (PV) system at the Columbia Athletic Club was energized and is providing power to the facility; it is expected to generate approximately 5% of annual use. Planning for solar PV systems at the Long Reach Tennis Club, Kahler Hall, and Slayton House was initiated, with installation expected later this summer. A high efficiency ENERGY STAR HVAC unit was installed at the Longfellow Neighborhood Center. CA staff participated in Howard County GreenFest on 13 April to promote energy efficiency and CA’s energy programs offered to the community.
Opportunities Howard County recently announced aggressive energy and climate goals that may offer potential collaboration on sustainability projects. CA is considering a promotional partnership with BGE to increase participation in their Quick Home Energy Checkup program for residents.
Open Space Operations Highlights Aquatic weed management at Lake Elkhorn, Wilde Lake and Lake Kittamaqundi has begun. In between mowing cycles, staff is increasing tot lot maintenance including redistributing and adding mulch. Pre-event tasks at Symphony Woods such as aerification, fertilization and tree pruning have been completed in preparation for Wine in the Woods.
4
Challenges Adequate rainfall and warm temperatures has resulted in excessive growth in between mowing cycles. Crews are mowing select areas weekly instead of biweekly to help alleviate clippings.
Opportunities The current procedure is to mow most turf areas biweekly throughout every Village the same week. We are beginning to shift to mowing some Villages on opposite weeks to balance the workload and to minimize weather impacts.
Watershed Management and Open Space Enhancements Highlights CA staff, in cooperation with the Wilde Lake Community Association and Howard County Watershed Stewards, held a tree give away and plant swap at the Wilde Lake Barn on 28 April. Following the plant swap, volunteers joined CA staff, the Wilde Lake Community Association, and Howard County Watershed Stewards planting replacement trees below the Wilde Lake dam. Later in the afternoon, CA staff, in collaboration with the Community Ecology Institute, constructed a pollinator garden in River Hill.
Challenges Obtaining grant funding to support the Rain Garden Cost Share Program is a challenge.
Opportunities Current opportunities include engaging residents in conversations about various watershed and lake management activities and having the opportunity to explain the reasons and logic behind some of CA’s actions.
Community Services Highlights Columbia Art Center, in collaboration with the Howard County Public School System and Howard County Library System, hosted the 2019 “Choose Civility” Poster and Video Contest. More than 100 youth participated with art reflecting this year’s theme: “We Are All Welcome!” More than 135 people attended the reception on 10 April.
Columbia Community Exchange (CCE) timebank, in collaboration with Transition Howard County, Howard County Community Sustainability Office and Howard Community College (HCC) presented interactive do-it-yourself workshops at GreenFest in April 2019. Workshops featured presenters from CCE, CA, Elkridge Library DIY Education Center, and HCC’s Engineering Department. Over sixty people attended the workshops. Two project tables featured live demonstrations by two groups: Sew Who Cares (plastic bag sleeping mats) and Less Plastics Please (tee shirt bags).
Over 300 people attended the preview screening for “Columbia’s Promise” documentary at Smith Theatre, 24 April before the public air date. The documentary was commissioned as part of Columbia’s 50th Birthday, in collaboration with community leaders and resources for the Columbia Archives. Ken Day, an award winning producer, was the executive director of the piece. Currently, the link to view is https://video.mpt.tv/video/columbias-promise-mifikc/
5
Opportunities Renee Kalu, Volunteer Engagement Coordinator, attended Encore Howard County's Launch Celebration at Belmont Manor, Elkridge, MD on Thursday, 25 April. She networked with attendees and distributed Volunteer Center resources. A photo of Renee was posted on their website (https://www.encorehoco.org/)
Pam Simonson, Volunteer Center Manager, has been invited to sit on A-OK’s Advisory Board. The initial meeting was held on Monday, 28 April at the Hawthorne Center. A-OK recruits, screens, trains and oversees volunteers who mentor and tutor students in many Howard County elementary and middle schools.
Patricia Dugan, Columbia Community Exchange and Older Adults Programs, attended Miller’s Grant’s resident health fair on 16 April. Ms. Dugan shared information about CA’s transportation offerings for older adults via the Senior Events Shuttle and CCE.
Columbia Art Center hosted the 2019 Congressional Youth Art Competition for the 3rd District of Maryland on Saturday, 11 May 2019. More than 35 high school artworks were on display representing Baltimore City and four counties - Baltimore, Anne Arundel, Montgomery, and Howard. Congressman John P. Sarbanes presented the juror awards for 1st, 2nd, and 3rd place. The winning selection will be exhibited in the U.S. Capitol in Washington, DC. This exhibit marks the sixth time Columbia Art Center has had the honor to host the Congressional Youth Art Competition.
Communications and Marketing Highlights Communications and Marketing (C&M) continued to communicate and update the community about CA’s five-year strategic planning process. The team posted revised goals, some with objectives, following the 25 April meeting and invited community review and feedback.
Enhanced landing pages for fitness and golf memberships launched at the end of April in an effort to improve lead form submissions. All advertising and marketing efforts direct people to these new pages. An enhanced landing page for Haven on the Lake memberships went live on 10 May.
To increase traffic at Columbia Gym and Haven on the Lake, a series of targeted emails and direct mail pieces were planned and executed beginning the week of 6 May. Additional direct mail pieces are planned for Columbia Gym and Haven on the Lake for late May/early June. One in particular includes a focus on new area residents. Messaging will include an invitation to “Try us free for a day.”
Our lead growth for memberships is strong, compared to year-over-year data. Digital leads grew 345% in April 2019 compared to a year ago. Organic traffic, display ads and Facebook are generating most of the leads for CA fitness and Haven, while organic and Google Ads are driving the golf lead submissions.
On a separate note, we have planned audio improvements for the Boardroom at CA Headquarters. New microphones have been ordered that have longer goosenecks, which 6
should improve the audio pickup of participants in the room. The installation of these new microphones is scheduled for June.
Opportunities An update on the redevelopment of the CA website: New navigation has been finalized, and implementation work has begun. A wireframe for the homepage has been approved, and homepage designs are currently being reviewed. The expected timeframe for the new site to go live is late summer 2019.
CA in the News Recent coverage in the media included a feature story on the “Columbia’s Promise” documentary in the Baltimore Sun and Howard County Times, and additional coverage on the documentary by Business Monthly and Maryland Reporter.
Thought of the Month
“Always measure an obstacle next to the size of the dream you are pursuing. It is all in how you look at it.”
John C. Maxwell
7
Report from the IAT May, 2019
Lin Eagan and Janet Evans were reelected to serve as CA’s representatives to the Inner Arbor Trust.
The Trust, as part of the series of meetings convened by the Howard County Arts Council and members of our state delegation, discussed the committee’s conclusions. 1. Arts grant requests should be centralized and prioritized through the Howard County Arts Council 2. It would be preferable to have arts programming centralized. Given the Downtown Columbia Arts and Culture Commission’s name, this would be the logical group for the task. It could require mergering the Trust, the DCACC, and the Columbia Festival of the Arts. while reorganizing the DCACC board. Given the complexity of land ownership, assets, and financial obgligations along with diverse missions and operating agreements, this will involve considerable time and expense to accomplish. How this would be financed was not addressed.
The Trust has a full 2019 schedule already booked. We are expanding our commuity partners for the Chrysalis Kids Series, our community concert series, the return of a greatly enhanced Mini Maker Faire, a Pumpkin Lights Festival, the Chrysalis Caberet series, and a Millennial Event co-sponsored with CA.
We are preparing for construction on the CA funded path and have a redline for the County financed path.
CA has completed the Park Standards Update and it is in process of being published. These are CA’s regulations for the use and maintainance of the Park and the Trust is designated to manage their implementation. This document is scheduled to be updated upon completion of the pathways.
A locking dumptster/pedibike compound is under construction and screening will be installed.
Lin Eagan Chair
1 DRAFT 2 Minutes of the 3 BOARD OF DIRECTORS MEETING 4 Held: April 25, 2019 5 6 To be approved: May 23, 2019 7 8 A meeting of the Columbia Association Board of Directors was held on Thursday, April 25, 2019, at Columbia 9 Association headquarters. Present were Chairman Andy Stack and members Dick Boulton, Renee DuBois, Lin 10 Eagan, Janet Evans (via phone), Alan Klein, Milton W. Matthews, Nancy McCord, Gregg Schwind, Virginia 11 Thomas, and Shari Zaret. Also present was CA Vice President/CFO Susan Krabbe. 12 13 1. Call to Order: The Board of Directors Meeting was called to order at 8:25 p.m. by Chairman Andy Stack. 14 Mr. Stack announced the directors in attendance and reminded attendees that the meeting is being live-streamed 15 and recorded. 16 17 2. Announcement of Closed/Special Meetings Held/To Be Held 18 The Risk Management Committee held a closed meeting on March 28, 2019 at Columbia Association 19 headquarters. Members present were Milton Matthews, Susan Krabbe, Lin Eagan, and Nancy McCord. The vote 20 to close the meeting was 4-0-0. 21 22 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property §11B- 23 111(4)(iv) consultation with staff personnel, consultants, attorneys, board members or other persons in 24 connection with pending or potential litigation or other legal matters. The meeting was closed from 6:37 p.m. 25 until 6:59 p.m. to review general liability claims and the general liability self-insurance program and financial 26 statements. 27 28 The Architectural Resource Committee held a closed meeting on April 8, 2019. The members present were 29 Sheri Fanaroff, Deb Bach, Carl McKinney, Gracie Bradford, and Eva Lambright. The vote to close the meeting 30 was 5-0-0. 31 32 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property §11B- 33 111(4)(iv) consultation with staff personnel, consultants, attorneys, board members or other persons in 34 connection with pending or potential litigation or other legal matters. The meeting was closed from 1:08 p.m. 35 until 2:40 p.m. to discuss new and ongoing covenant cases. 36 37 3. Approval of Agenda 38 Action: Ms. Thomas moved to approve the agenda. Ms. Eagan seconded the motion, which passed 39 unanimously. 40 41 4. Disclosure of Conflict of Interest: none 42 43 5. Resident Speakout: 44 a) Brian England, Hickory Ridge, spoke about a requested grant for an association to enforce East Guilford 45 Industrial Park covenants. 46 b) Chris Aleva, spoke about a grant request to promote passage of a zoning regulation amendment to add a 47 provision for redevelopment in the commercial areas of Columbia. 48 c) Jervis Dorton, spoke about a grant request to promote passage of a zoning regulation amendment to add a 49 provision for redevelopment in the commercial areas of Columbia. 50 d) Ron Hartman, River Hill, spoke about delays in getting a rain garden installed on his property.
1
51 e) Joel Hurewitz, Harper’s Choice, spoke about his request for information about bills and about the wording of 52 some of CA’s draft strategic goals. 53 54 6. Chairman’s Remarks: 55 Mr. Stack submitted a written report. He also congratulated Gregg Schwind on 10 years of service on the CA 56 Board, lauded the “Columbia’s Promise” film, and talked about the many ways CA is notifying people about 57 repairs to be made at Supreme Sports Club. 58 59 7. Reports/Presentations 60 (a) President’s Report 61 Mr. Matthews submitted a written report. In response to questions from the Board, Mr. Matthews said: 62 - The issue of residents feeling their inquiries are ignored is taken seriously. 63 - Staff will check into the amount of land CA owns in East Guilford Industrial Park. 64 - Staff will follow up on Mr. Hartman’s issues with installation of a rain garden. 65 - Infestation of ash trees on CA land continues and CA is removing trees that might impact pathways, tot 66 lots, etc. CA will develop a plan by the fall for replacing some of the trees. 67 - Status on East Guilford Industrial Park covenant enforcement proposal will be included in future 68 President’s Reports 69 (b) Report from the CA Representatives to the Inner Arbor Trust Board of Directors 70 Lin Eagan submitted a written report. 71 72 (c) Financial Reports – none 73 74 (d) Quarterly Update re: Membership Information 75 Sports and Fitness Director Dan Burns presented a report about membership sales, attrition and reasons for 76 cancelling memberships. In response to Board members’ questions, he said: 77 - Members are cancelled by CA after 60 days of non-payment. 78 - CA gained members during January – March quarter. 79 - Of people who canceled memberships, 36% listed “didn’t use” as the reason; the industry average for non- 80 use is about 30%. 81 - The primary predictor of whether people will cancel a membership is a change in their pattern of using the 82 gyms. 83 - The numbers in the membership reports align with numbers in quarterly reports. 84 85 (e) Development Tracker 86 Community Planner Jessica Bellah presented a report about projects and development proposals, including: 87 - May 16: Planning Board meeting re: site development plans for Downtown Public Square and County 88 Circuit Courthouse 89 - July 24: Zoning Board meeting re: preliminary development plan for Hickory Ridge Village Center 90 - May 8: Design Advisory Panel (DAP) meeting re: Dorsey Overlook apartment complex 91 92 In response to Board members’ questions, Ms. Bellah said: 93 - She will find out whether landscape screening requirements for age-restricted housing are the same as for 94 other housing; screening requirements differ depending on the type of land use. 95 - She will check the timeline re: pre-submission meetings completed and planned for the Dorsey Overlook 96 project and can submit written questions from the CA Board to the DAP before the May 8 meeting. (The 97 DAP doesn’t allow questions during their meetings.) 98 - She will check the proposed height of the Sheraton Hotel expansion and will find out whether or not a sun 99 study has been done. 100 - A hearing examiner has allowed a project to more forward to redevelop the River Hill Garden Center 101 property into River Hill Square commercial center.
2
102 - Community Ecology Institute project is in the pre-submission stage. 103 - She will find out when the Robinson Overlook proposal will be going before the Planning Board. 104 105 Board members said they want to know about projects that may be a threat to Columbia’s nature as a unique 106 planned community or that may be particularly consistent with Columbia’s nature. 107 108 (f) Capital Projects and Open Space Updates 109 Open Space Director Dennis Mattey presented a slide show highlighting: 110 - Fiberglass composite bridge material piloted on a Kings Contrivance bridge. 111 - New boardwalk installed in Downtown Crescent Area by Howard Hughes Corp. on CA open space. 112 - Wooden swings replaced by metal ones at Quick Fox Tot Lot. 113 - Town Center Fountain operating better after removal of a chicken bone from an impeller. 114 - Turf renovations in Symphony Woods, which the county will help maintain. 115 - An event pad that can accommodate a large tent has now been installed at Fairway Hills Golf Course. 116 - Community engagement: bio-retention planting in River Hill, Community Energy Program meeting at 117 Owen Brown Community Center, and stream waders program. 118 119 8. Board Action 120 (a) Consent Agenda 121 1. Approval of Minutes of March 28, 2019 BOD meeting 122 The minutes were approved by consent. 123 2. Appointments to the CA’s Architectural Resources Committee 124 The appointments were approved by consent. 125 126 (b) Board Votes 127 1. Easement Request – Grace Drive Pathway 128 Action: Mr. Boulton moved to give Howard County an easement for construction and maintenance of a 129 pathway connections to Grace Drive, Quiet Night Ride and an existing CA pathway. Ms. 130 DuBois seconded the motion, which passed unanimously. 131 132 Ms. Evans’ call was disconnected. Ms. DuBois left the room. 133 134 2. Appointments to Millennial Advisory Committee 135 Mr. Matthews noted that CA received nearly 75 applications from community members aged 18 to 34 136 and accepted 15 members and 10 alternates. 137 Action: Ms. McCord moved to accept the recommended candidates for the Millennial Advisory 138 Committee. Mr. Boulton seconded the motion, which passed unanimously. Vote: 8-0-0 139 140 3. Proposed Template for Use by the Audit Committee 141 Action: Mr. Schwind moved to approve a draft template for reporting sexual harassment allegations via 142 the Audit Committee’s closed sessions. Ms. Zaret seconded the motion, which passed 143 unanimously. Vote: 8-0-0 144 145 Ms. DuBois returned. 146 147 10. Tracking Forms 148 (a) Tracking Form for Board Requests 149 Ms. Zaret added a request for CA’s easement plan policy. 150 Mr. Klein asked that the wording of the Board’s actual motion regarding filing of a CBA BILL be posted on 151 CA website’s landing page re: CBA information. 152 153 (b) Tracking Form for Resident Requests 3
154 11. Talking Points: The Talking Points were read by Recording Secretary Valerie Montague. 155 156 12. Adjournment: The meeting was adjourned at 10:30 p.m. 157 158 Respectfully submitted, 159 160 Valerie Montague 161 Recording Secretary
4
Columbia Association 2019 5-year Strategic Plan
Strategic Priority: Identity Goal: Significantly improve CA’s recognition as a valued partner in enriching the quality of life and community cohesion/connections.
Objective 1: Develop a baseline assessment of CA’s awareness, understanding, and perception in the community by (FY) Q1 2020. Use the assessment to Identify shortfalls and opportunities.
Objective 2: Increase CA’s awareness and value perception by 15%.
Objective 3: Create true partnership with village boards (for example. form work groups, host town halls)
Objective 4: Drive community cohesion via events sponsored by CA.
Objective 5: Improve communications from CA to community and partners.
Objective 6: Monitor CA’s reputation and recognition in the community by surveying the community every 2-3 years and developing a subsequent plan for optimization and improvement. (The first survey should be conducted toward the end of FY2020 to assess communication effectiveness following baseline.)
Strategic Priority: Resource Stewardship Create systems to align physical asset and financial resources to meet CA’s strategic goals and mission.
Objective 1: Create a system to assess the physical condition of CA’s assets by 4.30.20.
Objective 2: Create a system to evaluate community impact of CA’s assets.
Objective 3: Create a scorecard combining assessments and evaluation to prioritize capital and budget resources/investments by 8.31.21. Action Step a: Identify opportunities to provide greater access for all residents.
Action Step b: Develop assessment tool to prioritize community needs and opportunities against available budget resources.
Objective 4: Formalize a process to identify assets that should be shut down based on operating budget, capital improvement needs, and impact on the community by 12.31.21.
Objective 5: Create a 5-10 year capital investment plan based on the outputs above by 4.30.22
Objective 6: Determine quality of revenue (consistency, dependability) needed to support programs and services by 4.30.23 Action Step a: Create a zero based budget review (that includes a competitive analysis to other similar organizations)
Action Step b: Develop 10 yr forecast
Strategic Priority: Environmental Sustainability
1 Goal: Advance Columbia as a leader in environmental sustainability in Maryland.
Objective 1: Maintain and advance CA’s climate change mitigation and adaptation efforts. Action Step a: CA will advocate for and support access to multi-modal public transportation in the community.
Action Step b: CA will advance best procurement and waste management practices that increase source reduction, increase the use of recycled content materials, increase recycling/composting rates, and reduce single use plastic consumption.
Action Step c: CA will continue efforts to reduce energy consumption and support clean energy through its existing solar farm and procurement of renewable energy credits.
Action Step d: CA will work to reduce fossil fuel consumption associated with its vehicle and equipment fleet and encourage similar practices in its contractors.
Action Step e: CA will conduct a Columbia-wide climate change vulnerability assessment to identify key climate risks affecting its operations, property, and public safety.
Objective 2: Advance sustainable land use practices and improve the quality of streams, ponds, and lakes. Action Step a: CA will refine its use of best practices for fertilization, weed, and pest management so as to maintain aesthetically pleasing open space while reducing the potential harmful impacts to humans and wildlife.
Action Step b: CA will enhance its open space management practices to support native species of grasses, increase rainwater water retention, support pollinators, and increase carbon sequestration.
Action Step c: CA will advocate for advanced stormwater management practices in developments in and around Columbia.
Action Step d: CA will reduce stream erosion and flooding by deploying advanced stream stabilization techniques and reducing upstream runoff volume by promoting best management practices for impervious surface area.
Objective 3: Educate and connect citizens to CA’s open spaces and best practices for sustainability. Action Step a: CA will partner with villages to develop opportunities for resident engagement and education.
Action Step b: CA will develop engagement programs and materials that help advance community sustainability and connection to open space.
2 Action Step c: CA will work to more effectively promote its activities and performance associated with improving the environmental sustainability of its operations and land management practices.
Strategic Priority: Leadership Development Goal: Increase participation among a culturally and professionally diverse community to serve in leadership roles on the CA Board and community groups.
Objective 1: Outreach to cultural and diverse community. Action Step a: Annually conduct at least one new outreach initiative.
Objective 2: Board leadership is reflective of the Columbia community by 2024.
Strategic Priority: Advocacy Advocate on issues that are key to Columbia’s values and are key to our future as a unique, diverse, master planned community.
Objective 1: Conduct an annual evaluation of CA priorities that considers all stakeholders.
Objective 2: Coordinate advocacy efforts with Village Boards where appropriate.
Objective 3: Monitor issues in the following categories for advocacy: New town zoning Environment Land use Alternative housing Smart development
3
May 22, 2019
To: Columbia Association Board of Directors Milton W. Matthews, President/CEO
From: Susan Krabbe, Vice President and CFO
Cc: Sheri Fanaroff, General Counsel
Subject: Amendments to the Rules of the Risk Management Committee
At its meeting on May 9, 2019, the Columbia Association (CA) Board of Directors voted to add a fourth CA Board member to the Risk Management Committee (RMC). This vote now requires amendments to the Rules of the Risk Management Committee (Rules), the RMC’s charter.
Article IV, Section 2 of the Rules specifies that the RMC consists of:
“…the President of CA, the Vice President of Finance of CA, three members of the Board selected by the Board, and one individual who is not an employee of CA or a member of the Board and who is selected by the five other Members of the RMC.”
Also, Article V, Section 3 of the Rules describes a quorum as follows: “For the purpose of a duly called and noticed meeting of the RMC, a quorum shall consist of three (3) Members.”
Both of these statements need to be amended in light of the Board’s May 9, 2019 vote as noted above, to add a fourth CA Board member.
The attached revised Rules show the proposed amendments in tracked changes for the CA Board’s vote at its meeting on May 23, 2019.
RULES OF THE RISK MANAGEMENT COMMITTEE
INTRODUCTION
The Columbia Park and Recreation Association, Inc. (“CA”) has established a program of self-insuring its general liability risk. The program is to be administered by a Risk Management Committee established by the Board of Directors of CA. These Rules establish the Risk Management Committee and set forth the Committee’s duties and responsibilities. The Board of Directors of CA has approved and adopted these Rules effective as of May 14, 1986.
ARTICLE I
DEFINITIONS
Board The Board of Directors of CA.
Covered Losses Losses falling within the scope and limits of coverage defined in the Statement of Coverage.
Covered Persons CA and the individuals defined as “Covered Persons” under the Statement of Coverage.
Members The individuals serving on the RMC.
Operating Expenses Expenses of the Program defined as such in the Trust Agreement.
Program The program of self-insurance established by CA and described in these Rules.
RMC The Risk Management Committee of the Board, which has been established to administer the Program.
Service Agent Any qualified, independent casualty actuary, insurance company, insurance broker or insurance consultant with personnel experienced in the field of general liability insurance, who is retained by CA for the purpose of rendering advice and services with respect to this Trust and the Program. The duties of the Service Agent are further set forth in Article VI, Section 5 and in the Trust Agreement.
1
Statement of Coverage The statement adopted by RMC and maintained in accordance with these Rules and the Trust Agreement outlining the scope and limits of coverage of the Covered Persons.
Trust Agreement The Columbia Park and Recreation Association Self- Insurance Trust Agreement, dated, 1986, by and between CA and a trustee for purposes of establishing, maintaining and administering the Trust Fund.
Trust Fund The fund maintained under the Trust Agreement.
ARTICLE II
CREATION OF THE FUND
Section 1.
CA has established and created the Trust Fund. The Trust Fund shall be held in Trust by a trustee appointed by CA. The trustee will be subject to the direction of CA and the RMC as set forth in the Trust Agreement and in these Rules.
ARTICLE III
PURPOSE
Section 1.
The purpose of these Rules is to provide the RMC with the following capabilities:
1. To provide or acquire claims adjustment and claims administration, loss control and other risk management services;
2. To acquire legal, actuarial and accounting and other services as necessary for the administration of the Program;
3. To formulate policy for the administration of the Program;
4. To define the scope and limitations of coverage afforded by the Program;
2 5. To determine the need for and acquire, if deemed feasible and prudent, any other insurance coverage for CA or any other Covered Person;
6. Otherwise to assure that the Program is properly and responsibly administered.
ARTICLE IV
RISK MANAGEMENT COMMITTEE
Section 1.
The RMC shall administer the Program in the manner described in these Rules and in the Trust Agreement.
Section 2.
The RMC shall consist of the President of CA, the Vice President of Finance of CA, three or four members of the Board selected by the Board, and one individual who is not an employee of CA or a member of the Board and who is selected by the five other Members of the RMC.
Section 3.
If one or more vacancies on the RMC occur, the RMC shall continue to function through its remaining Members until the vacancy or vacancies are filled.
Section 4.
The Members shall serve without compensation. However, the RMC may authorize reimbursement for expenses incurred by a Member in connection with his or her duties as such.
Section 5.
Each Member shall have one vote. A vote of the majority of the quorum present at a meeting shall be sufficient to constitute action. The RMC may also act without a meeting upon the unanimous written consent of all of the Members. Notwithstanding any other provision of this Section 5, and unless CA consents, no Member may vote on or consent to any matter involving a claim in which that Member is a plaintiff or claimant or which has been asserted against such Member, nor may such a Member be counted as a member of a quorum for purposes of determining whether an action has been taken or as a Member of the RMC for purposes of determining whether an unanimous written consent has been obtained.
3
Section 6.
The RMC shall meet promptly after these Rules are adopted. CA’s Vice President of Finance shall be the permanent Chairman of the RMC. If there is a vacancy in the position of Vice President of Finance, CA shall appoint another officer to serve as an interim Member until the vacancy is filled and the officer so appointed shall serve as Chairman of the RMC while he is a Member unless CA designates another Member to act as Chairman. The RMC will elect a Secretary. The term of the Secretary shall begin on the date of the election and continue to the end of the fiscal year of the Trust. Thereafter a Secretary shall be elected annually. If the Secretary ceases to be a Member, the resulting vacancy shall be filled by election for the unexpired term at the next regular meeting of the RMC held after the vacancy occurs.
Section 7.
The Chairman shall preside at and conduct all meetings of the RMC. In his/her absence from any meeting, the Members who are present shall elect a Chairman of that meeting.
Section 8.
The Secretary shall keep minutes of all meetings, proceedings and actions of the RMC. Copies of all minutes shall be given to all Members and to each member of the Board.
ARTICLE V
MEETINGS
Section 1.
The RMC shall meet quarterly, or more often if required at the principal office of the RMC or at such location as may be acceptable to the RMC.
Section 2.
The Chairman shall set the date, time and location of each meeting. Notice of each meeting shall be furnished to each Member by the Secretary.
4
Section 3.
For the purpose of a duly called and noticed meeting of the RMC, a quorum shall consist of three (3) Members if the RMC consists of six (6) Members or four (4) Members if the RMC consists of seven (7) members.
Section 4.
The Members may participate in a meeting by means of a conference telephone or similar communications equipment if all persons participating in the meeting can hear each other at the same time; participation in a meeting by these means constitutes presence in person at the meeting.
Section 5.
In the event a matter requiring RMC action arises as to which a meeting cannot be held in a timely manner, the Members may vote via email or other electronic means, provided that a quorum of three (3) Members votes. All Members will be notified of the results of the vote after it has been taken.
Section 6.
All meetings of the RMC shall be conducted in closed session, unless opened to the general public by the RMC at its discretion.
Section 7.
The RMC may invite persons who are not Members, including any Service Agent, consultant, or legal counsel, to attend meetings. Members of the Board who are not members of the RMC may attend RMC meetings but shall not have the right to vote.
Section 8.
The principal office of the RMC is 6310 Hillside Court, Suite 100, Columbia, Maryland 21046. The RMC books and records shall be kept and maintained at the RMC’s principal office.
ARTICLE VI
POWERS AND DUTIES
Section 1.
5 The RMC, in addition to other powers and duties authorized by law, shall have the following powers and duties:
1. The RMC shall recommend to CA, based on recommendations of a casualty actuary or the Service Agent, funding levels for each fiscal year of the Trust, and adjustments of previous year(s) funding based on claims experience.
Contributions to the Trust Fund should be sufficient to allow the Trust Fund to establish appropriate reserves for anticipated Covered Losses, to pay Operating Expenses and to establish the unencumbered reserve described in the following paragraph.
A separate unencumbered reserve may be established and maintained within the Trust Fund. The amount of unencumbered reserve will accumulate from year to year and will vary each year depending upon the estimated contribution. The purpose of the unencumbered reserve is to provide an emergency fund should Covered Losses be greater than expected.
2. The RMC shall decide all questions concerning the applicability of coverage under the Statement of Coverage.
3. The RMC shall approve in advance all disbursements up to $15,000 proposed by the RMC Chair in settlement of claims that, within the judgment of the RMC Chair, are within the Statement of Coverage.
4. The RMC may adopt rules and regulations for the proper administration of the Program consistent with these Rules and the Trust Agreement.
5. The RMC shall establish the duties of the Service Agent, who shall perform such administrative and professional services as the RMC shall direct or delegate. Services may include, but shall not be limited to, claims administration, training and information services, loss control services, and such other services as the RMC directs. The Trust Fund shall reimburse the Service Agent for such services. The RMC shall also establish such protection as it deems appropriate under the circumstances, from an negligence, bad faith claims handling or any other torts of the Service Agent, for its Members. CA, CA’s Directors and Officers, the trustee under the Trust Agreement and any other party it deems appropriate. Such protection may take the form of an employee dishonesty bond, a requirement that the Service Agent furnish evidence of Workers’ Compensation and General Liability coverages for its employees and any form of indemnification by the Service Agent that the RMC may deem appropriate.
6
6. The RMC shall designate legal counsel (or delegate this power to the Service Agent) to represent CA in matters relating to the Program. The Trust Fund shall reimburse such legal counsel.
7. The RMC may solicit competitive bids for both primary and excess insurance coverage, with limits at the discretion of the RMC. The RMC shall obtain consultant services, if necessary, for the preparation of coverage specifications and other services.
8. The RMC shall provide for an actuarial audit of the Trust Fund every year to determine the adequacy of reserves and contributions.
9. The RMC may prospectively broaden or restrict the scope of the Statement of Coverage afforded by the Program. Any amendments of the Statement of Coverage may be carried out by the RMC, upon approval by a majority of the Members, but additional Covered Persons may be added to the Program only with CA’s prior written approval.
ARTICLE VII
MISCELLANEOUS
Section 1.
The Board may amend these Rules. Amendments of the Rules may be proposed by any Member of the RMC or any member of the Board. A copy of the proposed amendment shall be forwarded to each member of the Board.
Section 2.
All questions pertaining to the validity, construction and administration of these Rules shall be determined in accordance with the laws of the State of Maryland.
Section 3.
If there is any conflict between the provisions of these Rules and the Trust Agreement, the provisions of the Trust Agreement shall be binding. In the event that any provision of these Rules shall be held illegal or invalid for any reason or inapplicable to any set of circumstances by a court of competent jurisdiction, such illegality or invalidity shall not affect the remaining provisions of these Rules but shall be fully severable, and these Rules shall be construed and enforced as if such illegal or invalid provision had never been inserted therein and any
7 inapplicability shall not affect the other provisions of these Rules nor the application of said provision to other sets of circumstances.
Revised and Approved 8/10/2006 Revised and Approved, 2009 Revised and Approved, 10/10/2013 Revised and Approved, 7/14/2016 Revised and Approved, ______
8 Columbia Development Tracker May 3, 2019
The Columbia Development Tracker incorporates projects or development proposals going through their entitlement and/or planning review process. The tracker is composed of four separate sections, which are listed below in order of appearance:
1. Upcoming development related public meetings 2. Previous development related public meetings and decisions 3. Newly submitted development plans 4. Previously submitted development proposals and decisions/status
This monthly report is produced by CA’s Office of Planning and Community Affairs with information compiled from Howard County Government Upcoming Development Public Meetings
Stage in the Meeting Date, Time, and CA Staff Project Village Meeting Type Development Location Recommendation Review Process BA-18-031C Near 5/8/2019 Hearing Review by the No action recommended. Columbia Community Church Inc. Long Reach 6:00 pm Examiner Hearing Examiner The proposed A conditional use application was submitted of conditional use development of this to expand existing parking lot on Parcel 84 3430 Court House Dr. criteria for parcel is consistent with and to construct a new parking lot on Parcel Ellicott City, MD 21043 religious facilities the existing use of this 461 to add 85 parking spaces to an existing associated with property. religious facility-Columbia Community project request. Church located at 8516 Thomas Williams Way & 5629 Tricross Drive. Dorsey’s Overlook Near 5/8/2019 Design Advisory Prior to formal The proposed use is The proposed development is for 120 age- Dorsey’s 7:00 pm Panel plan submittals – consistent with R-Apt restricted apartments located in five, five- Search review of design zoning and will be story buildings with each building including 3430 Court House Dr. considerations, evaluated as to whether parking on the first floor. The property is Ellicott City, MD 21043 DAP makes the amenities and site located on 4.5 acres of land located at the advisory plan meet the NE quadrant of the intersection of Route recommendations conditional use criteria. 108 and Columbia Rd. The property is zoned R-Apt and, as proposed, will require a CA Planning Staff is conditional use approval for age-restricted monitoring this project housing which allows for the greater with a particular focus on density. opportunities for and improvement of pedestrian and bicycle access to surrounding areas.
1 Upcoming Development Public Meetings
Stage in the Meeting Date, Time, and CA Staff Project Village Meeting Type Development Location Recommendation Review Process SDP-19-048, Howard County Circuit Columbia 5/16/2019 Planning Board Final public CA planning staff Courthouse Non-Village – 7:00 pm – Decision meeting and submitted comments A site development plan was submitted for Near Oakland Making Meeting decision of during the concept plan the new Circuit Courthouse that will be Mills 3430 Court House Dr. (non)approval. stage requesting constructed on the site of the current Ellicott City, MD 21043 improved pedestrian and Howard County Government Thomas bicycle connections Dorsey Building (the Dorsey Building). The associated with this Dorsey Building will be demolished. project. Staff will Demolition is scheduled to begin in June continue to work with 2019. The plan submitted by Edgemoor-Star the County Office of America Judicial Partners includes a Transportation on finding courthouse (238,000 square feet) and a 682- ways to implement these space parking garage adjacent to the new improvements. Courthouse. The plan also includes road improvements at the intersection of Bendix and Edgar Roads and Bendix Road and Judicial Way. SDP-19-037, Downtown Public Downtown 5/16/2019 Planning Board Final public No action recommended. Neighborhood Square (Lakefront) Columbia, 7:00 pm – Decision meeting and CA staff has worked Howard Research and Development Non-Village Making Meeting decision of closely with the County Corporation submitted a site development 3430 Court House Dr. (non)approval. and HRD on this proposal plan for a 0.6 acre public square at the Ellicott City, MD 21043 and will continue to lakefront area of Downtown Columbia closely monitor this located between Columbia Association project. lakefront land and the Whole Foods north of the Whole Foods site. Improvements to include a veterans monument, playground and pavilion on open space to be deeded to the County.
2 Upcoming Development Public Meetings
Stage in the Meeting Date, Time, and CA Staff Project Village Meeting Type Development Location Recommendation Review Process Sheraton Lakefront Hotel Columbia 5/16/2019 Planning Board Final public CA staff is closely The owner of property at 10207 Wincopin Non-Village, 7:00 pm – Decision meeting and monitoring this project Circle, Columbia, MD (the existing Sheraton Lakefront Making Meeting decision of and assessing it for hotel) is proposing a renovation of the Neighborhood 3430 Court House Dr. (non)approval. impacts to CA property. existing building and construction of a new Ellicott City, MD 21043 Staff will attend the wing addition. The renovation is being Planning Board meeting reviewed as a redline plan submittal. Jordan Overlook Near 5/22/2019 Pre-submission Community No action recommended The owner of property at 9211, 9214, 9215, Oakland Mills 6:00 pm Community meeting prior to – the proposed & 9219 Jordan River Road (access from Meeting submission of development of this Canvasback Dr.) is proposing to build 10 HCLS E. Columbia Branch development parcel is consistent with single family detached homes on 5.45 acres 6600 Cradlerock Way plans the surrounding density of property. Columbia, MD 21045 and zoning. The Department of Parks, Open Space, and Harper’s 5/23/2019 Pre-submission Community No action recommended, recreation is hosting a community meeting Choice 7:00 pm Community meeting prior to work will take place on associated with tributaries to Little Patuxent Kahler Hall Meeting submission of CA property and is being River 1 and 2 on 2.13 acres and 8.2 acres of 5440 Old Tucker Row development coordinated with CA property located north of Harpers Farm Columbia, MD 21044 plans Open Space and Facilities Road between Eliots Oak Road and Faulkner Services. Ridge Circle. More details are pending. Lakeview Retail Owen Brown 5/28/2019 Pre-submission Community Staff is monitoring this The owner of property located on Broken 6:00 pm Community meeting prior to project and will review Land Parkway north of Patuxent Woods Dr. Meeting submission of plans for is proposing a single multi-tenant retail Owen Brown Community development landscaping/signage building, including a fast food restaurant, on Center plans impacts. a pad site between Broken Land Parkway 6800 Cradleroack Way and the existing office buildings at 9801, Columbia, MD 21045 9821, & 9861 BLP.
3 Upcoming Development Public Meetings
Stage in the Meeting Date, Time, and CA Staff Project Village Meeting Type Development Location Recommendation Review Process BA-18-005S Near 6/7/2019 Hearing Decisions of the No action recommended. Double Tree Sign Variance Oakland Mills 9:30 am Examiner Hearing Examiner Impact of sign relocation RLJ Lodging Trust has submitted a variance may be appealed is minimal. petition to move the existing sign out of the 3430 Court House Dr to the Board of easement area and closer to Twin Knolls Ellicott City, MD 21043 Appeals. Road for Vehicular visibility for Doubletree by Hilton for a property located at 5485 Twin Knolls Road. BA-747D, Brian England, t/a British Columbia 6/13/2019 Board of Final Appeal No action recommended American Building, LLC Non-village, 6:30 pm Appeals Appeal of Planning Board decision by letter Guilford dated 9/29/17 denying an amendment to Industrial Park 3430 Court House Dr FDP 55 that clarifies the ancillary and Ellicott City, MD 21043 compatible gas station use to comport with the approved Master Comprehensive Final Development Plan (Dismissed by the HE on 10/30/18) BA-19-007C, St. Louis Roman Catholic Near 6/14/2019 Hearing Decisions of the No action recommended Congregation, Inc. River Hill 9:30 am Examiner - Hearing Examiner – project request will not Enlargement of a Conditional Use site - Conditional Use may be appealed substantially alter addition of a bell Tower and improvement 3430 Court House Dr Case to the Board of current function or to entrance of existing sanctuary Ellicott City, MD 21043 Appeals. impacts of the property’s (12500 Clarksville Pike, Clarksville) existing use.
4 Previous Development Related Meetings and Decisions
Stage in the CA Staff Meeting Date, Time, Project Village Meeting Type Decision Development Recommendation and Location Review Process CSDP-19-001 Village of 5/2/2019 Planning Board Applicant requested A new CA planning staff The owner of property at 5121 Wilde Lake 7:00 pm – Decision to table the request homeowner may closely monitors Darting Bird Lane is seeking a making role as the current home choose to pursue all projects that reduction from the 20-foot right- 3430 Court House Dr. owner does not wish the request in the request a change of-way setback to 15 feet in order Ellicott City, MD 21043 to pursue the future. in a FDP’s to build a 2-story garage. request. allowable setback and open space The FDP for this area requires that percentage to all structure be set back 20 feet determine if there from the public street except if may be otherwise shown on a site detrimental development plan approved by the impacts to Howard County Planning neighborhood Commission (Planning Board). character.
No action recommended for this case.
5 Newly Submitted Development Plans WP-19-098 Atholton Overlook Project Description: The owner of property at 6549 Freetown Road Near Hickory Ridge submitted an alternative compliance request to proceed as a minor subdivision (typically four or less lots) rather than a major subdivision. Associated with a proposal to build 5 single-family detached dwelling units on 2 acres of property currently developed with 1 existing single-family home.
Submitted: 4/1/19
Zoning: R-12, Med. Density Residential
Decision/Status: Under Review
Next Steps: DPZ staff level review and decision
CA Staff Recommendation: No action recommended.
S-19-010 Project Description: The owner of property submitted a Sketch Plan to Near Columbia Non-village, North of MD 32 construct 17 single-family attached dwelling units on 2.48 acres of land located at 9570, 9580, 9590 Glen Oaks Lane plus one additional lot near the northwest intersection of Route 32 and I-95.
Submitted: 4/17/19
Zoning: R-SA-8, High Density Res
Decision/Status: Under review
Next Steps: Technical review and decision by Department of Planning and Zoning
CA Staff Recommendation: No action recommended – the proposed development of this parcel is consistent with the surrounding density and zoning.
6 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps
Locust United Methodist Church, located at 8105 3/1/2018, Martin Rd, submitted a site development plan for Application deemed technically No action recommended - Near Hickory SDP-18-047 11/28/2018, expansion of church facilities and a parking lot addition R-SC complete on 3/8/2019, awaiting Final DPZ staff-level review Project will have minor impact Ridge 2/7/2019 including the construction of an activity room and ADA final approval. to neighborhood. improvements.
Site Development Plan submitted to redevelop an Time extension granted per WP-18- No action recommended - SDP-17-010 Near non-village 2/16/2018, existing warehouse for recreational and office uses. M-1 122; applicant must submit revised Final DPZ staff-level review Project does not substantially land, Gateway The project includes reconfiguration of the parking lot. plan by 4/26/2019 change use or operations.
An Environmental Concept Plan was submitted for the construction of a new elementary school and No action recommended - The Environmental Concept demolition of the existing Talbott Spring applicant will need to meet Plans (ECP) are an initial 3/6/2018, Elementary School. The State Interagency current design standards as ECP-18-037 Oakland Mills NT Submit revised evaluation of site planning 4/12/2018 Commission on School Construction supports the determined by the and undergo DPZ staff-level Development Engineering request to build a new school, reversing a previous technical review. ruling that approved renovation/addition project Division. instead on demolition and replacement.
No action recommended – the The owner of property at 10685 & 10689 Owen Brown F-18-087 4/24/2018, Application deemed technically proposed development of this Road submitted a subdivision plan for 1 open space lot Near Final subdivision plan prior Hidden Ridge 8/7/2018, R-SC complete on 4/18/2019, parcel is consistent with the and 12 single-family attached homes on ~4.9 acres of Hickory Ridge to submitting a SDP surrounding density and 3/5/2019 land behind the Abiding Savior Lutheran Church. awaiting final approval. permitted zoning.
A Final Plan was submitted for a proposal to build No action recommended – the 4/2/2018, 6 single-family detached homes on 2.74 acres at proposed development of this Near Columbia Applicant must submit revised Final subdivision plan prior F-18-083 6/29/2018, 7440 Oakland Mills Road in the Guilford R-12 parcel is consistent with the non-village plan by 5/13/2019 to submitting a SDP 9/21/2018 neighborhood, southeast of Snowden River surrounding density and Parkway. permitted zoning.
The owner of property on Grace Drive submitted a F-18-041 final plan for phase 1 of their development of ~60 No action recommended, plan 5/7/2018, Near Hickory Cedar Creek - Phase 1 acres. The plan consists of 46 single-family Deemed Technically Complete Final subdivision plan prior appears consistent with original 10/16/2017, Ridge and River CEF-R (Renamed from Simpson detached home lots and 83 town home lots, 12 on 3/21/2019 to submitting an SDP site plan concepts and previous 2/25/2019 Hill Oaks) open space parcels and 8 future residential parcels plan submissions. to be developed under Phase 2.
F-18-109 The owner of property on Grace Drive submitted a 6/15/2018, No action recommended - The Name Change to: final plan for phase 2 of their development of ~60 Near Hickory 9/17/2018, Applicant must submit revised Final subdivision plan prior subdivision plan appears to be Cedar Creek – Phase 2 acres. The plan consists of 55 single-family Ridge and River CEF-R 12/14/2018, plan to submitting a SDP in line with the concept plan Previously: detached home lots which are part of a larger Hill 2/28/2019 associated with the CEF-R zone. Simpson Oaks - Phase 2 development.
7 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps
An environmental concept plan was submitted for No action recommended - The Environmental Concept a piece of property at 6205 Waterloo Road (east applicant will need to meet Plans (ECP) are an initial side of Route 108). The owner is proposing to Near current design standards as ECP-18-056 6/12/2018 R-SC Submit Revised evaluation of site planning build 3 single-family detached dwelling units on Long Reach determined by the and undergo DPZ staff-level Development Engineering 0.76 acres of property currently containing 1 technical review. existing single-family home. Division.
Recordation of a residential use easement at the Staff is monitoring this project SW side of Sheppard Lane intersection with Near Hickory F-18-099 7/6/2018, Complete following and reviewing all submittals. Clarksville Pike for the purposes of realigning Ridge and River RC-DEO Recorded on 4/26/2019 Sheppard Lane 10/4/2018 recordation of easement. No action recommended at this Sheppard Lane in association with the River Hill Hill time. Square redevelopment project.
Proposal to construct 114 apartment units and 20 Final DPZ staff-level Staff is monitoring this project SDP-19-009 MIHU apartment units on 4.5 acres of land located review(on hold as applicant Near and reviewing all submittals. Dorsey Overlook 8/3/2018 at the NE quadrant of the intersection of Route R-APT Submit Revised is pursuing a conditional use Dorsey's Search No action recommended at this approval for age-restricted Apartments 108 and Columbia Rd. time. units)
No action recommended – the The owner of property at 6604 & 6608 Allen Lane 9/21/2018, proposed development of this SDP-19-014, submitted a site development plan proposing to Final approval/signature by parcel is consistent with the 12/4/2018, Near Long Deemed technically complete F-19-078 construct four single family detached homes on R-12 DPZ staff -> proceed to permitted density and 4/23/2019 (FP Reach on 12/17/2018 Larrick Subdivision two lots currently consisting of two existing homes permits redevelopment of large lots submitted) on a combined 2.25 acres. with infill development to match surrounding densities.
CA staff submitted comments to A preliminary equivalent sketch plan was the Subdivision Review submitted in association with the proposed Staff-level review by the Committee indicating the 10/23/2018, Near Subdivision Review Hearing Examiner’s SP-18-003 development of 24 single-family attached age- 1/18/2019, Kings R-12 Under Review Committee and assessment requirements that the applicant Eden Brook restricted houses at the SW corner of Guilford 4/5/2019 Contrivance of APFO. Next step: Final coordinate the shown trail Road and Eden Brook Drive on the historic Plan connections with CA and noting Wildwood House site. that the Applicant has not yet reached out to CA to do so.
The owner of property at 6135 Waterloo Road 10/17/2018, No action recommended - submitted an Environmental Concept Plan for the ECP-18-053 12/19/2018, Near Submission of subdivision project is consistent with construction of one single family detached unit on R-SC Approved 4/24/2019 Shiraz Property 2/13/2019, Long Reach and site development plans development standards for this 0.9 acres of land currently containing 1 existing 3/26/2019 zone. single-family home.
8 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps
The owner of property submitted a Final Plan to No action recommended – the construct 6 single-family attached dwelling units Near Columbia Glen Oaks Place 11/27/2018, proposed development of this on 1.34 acres of land located at 9570 & 9580 Glen Non-village, R-SA-8 Under Review Submission of SDP F-18-121 3/1/2019 parcel is consistent with the Oaks Lane, near the northwest intersection of North of MD 32 surrounding density and zoning. Route 32 and I-95.
This SDP is for stream restoration work at 9190 Red Branch Road associated with ECP-17-043 and Columbia Non- No action recommended – a development proposal to demolish the existing application is being submitted 11/21/2018, Village, Oakland Deemed Technically Complete If approved, applicant may SDP-19-034 building and replace it with four buildings. The NT to address prior violations and is 2/27/2019 Ridge Industrial on 4/1/2019 proceed to permits. stream restoration is required to address needed to mediate current site Park mediation of prior site violations currently under issues. active enforcement measures.
A site development plan was submitted in Review by DPZ technical staff. Final step in association with the proposed development of a No action recommended – SDP-19-032 11/13/2018, development review 90 unit age-restricted apartment on ~ 6.69 acres Near Hickory Deemed Technically Complete development is consistent with Brightview Columbia 1/7/2019, CEF-M process pending conditional for property located at the southeast quadrant of Ridge on 3/26/2019 concept plan approved as part use approval by the Hearing 2/27/2019 of CEF-M zoning change. Martin Road and Seneca Drive. Examiner for the proposed age-restricted use.
An SDP was submitted for an environmental trail connecting the Cedar Creek development to the No action recommended – Robinson Nature Center. This project is a SDP-19-025 11/21/2018 Near River Hill & development is consistent with community enhancement and a condition of NT Under Review Technical review by staff Cedar Creek Bridge and Trail 2/28/2019 Hickory Ridge concept plan approved as part approval for CEF-R associated with the adjacent of CEF-R zoning change. Cedar Creek residential development on Grace Drive. The owner of property at 6301 Guilford Road Staff-level review by the No action recommended – the submitted a preliminary equivalent sketch plan SP-18-002 12/3/2018, Near Subdivision Review proposed development of this proposing the development of five single family R-12 Submit revised Lufti Property 2/26/2019 River Hill Committee. Next step: Final parcel is consistent with the detached homes on a 1.56 acre property currently Plan surrounding density and zoning. consisting of one single family home.
Howard Research and Development Corporation submitted a site development plan for a 0.6 acre No action recommended. CA Downtown staff has provided comments on 12/7/2018, public square at the lakefront area of Downtown Planning Board - Decision SDP-19-037 Columbia, Non- NT Under Review the submitted plan and will 3/4/2019 Columbia located between Columbia Association making role Village continue to monitor this project lakefront land and the Whole Foods north of the and communicate with HRD. Whole Foods site.
9 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps
The owner of property at 7600 Grace Drive No action recommended – submitted a site development plan for 7 buildable project is consistent with prior SDP-19-022, Cedar Creek - 1/18/2019, Applicant must submit revised DPZ staff level review and lots (five single-family attached homes & 2 single Near River Hill CEF-R approvals and substantially Phase 1 4/11/2019 plan decision family detached) which are part of a larger conforms to the approved development proposal at this site concept plan.
Howard Research and Development Corporation submitted a Final Development Plan for an area in the Lakefront North neighborhood of Downtown Downtown 1/17/2019, Columbia. The proposal includes mixed-use retail, No action recommended. CA FDP-DC-L-2 Columbia, Non- NT Under Review Planning Board Hearing 4/30/2019 medical office, and residential development staff will review plans. Village consisting of 775 units on 13 acres of property located between Little Patuxent Pkwy and Lake Kittamaqundi and north of Wincopin Circle.
As part of the Downtown Columbia Plan Community Enhancement, Programs, and Public CA planning staff is supportive Amenities (CEPPA) #18 requirements, Howard of this project and is reviewing plan submittals in coordination Research and Development Corporation is SDP-19-036, Wilde Lake 1/11/2019, Wilde Lake with the CA Open Space and proposing to construct a pedestrian and bicycle NT Under Review Planning Board Meeting Multi-use Pathway 3/25/2019 Village Facilities team to evaluate side path facility on the northern side of Twin impacts to CA property and Rivers Road from Faulkner Road to Governor coordination on required Warfield Parkway. (predominantly within CA open easements. space)
A Site Development Plan was submitted for a No action recommended. Per property located at 9199 Red Branch Road. The the FDP, self-storage facilities Columbia Non- Applicant must submit revised Technical review and SDP-19-049 3/5/2019 SDP is proposal is to tear down of the existing NT are a permitted use and this village plan decision by DPZ staff building and replace it with a three-story self- project is consistent with storage facility. surrounding uses.
An alternative compliance request was submitted More information about the in association with a 100- foot tall Communication details of the request are WP-19-078 Near DPZ staff level review and 2/28/2019 Tower at 10689 Owen Brown Road. Site currently R-SC Applicant must submit revised pending. No action Verizon at Abiding Savior Hickory Ridge decision contains an existing religious facility and recommended – project is previously received approval as a conditional use. consistent with prior approvals.
10 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps
No action recommended. The The owner of property at 9454 Vollmerhausen proposed development of this Drive is proposing to build 8 single family detached parcel is consistent with the houses on a property currently developed with surrounding density and zoning. WP-19-081; 3/7/2019, Technical review and one home and several outbuildings. The applicant Near Kings the applicant will need to ECP-19-042; 4/26/2019 (ECP), R-SC Under Review decision by Department of submitted an Environmental Concept Plan, Sketch Contrivance propose an alternative S-19-008 4/29/2019 (SP) Planning and Zoning Plan and an alternative compliance request to compliance scheme that remove 22 specimen trees out of 27 existing on adequately mitigates the the property. proposed removal of the proposed specimen trees.
The owner of property at 6549 Freetown Road No action recommended – the submitted a final subdivision plan proposing to Technical review and F-19-062 3/7/2019, Near proposed development of this build 5 single-family detached dwelling units on 2 R-12 Under Review decision by Department of Atholton Overlook 5/1/2019 Hickory Ridge parcel is consistent with the Planning and Zoning acres of property currently developed with 1 surrounding density and zoning. existing single-family home.
A preliminary plan was submitted proposing 18 No action recommended – the Technical review and proposed development of this P-19-001 single-family detached homes on what is currently Applicant must submit revised 2/26/2019 Long Reach NT decision by Department of parcel is consistent with prior Arnold’s Corner Grandfather’s Garden Club (5320 Phelps Luck plan Planning and Zoning approvals and the surrounding Road). density and zoning.
The owner of property at 7410 Grace Drive submitted Site Development Plan for 48 dwelling No action recommended. The use is permitted in the POR zone SDP-19-055 units spread between five residential apartment Near Hickory Applicant must submit revised 4/1/2019 POR Next Steps - Planning Board and CA planning staff is Robinson Overlook buildings. This is a Howard County Housing Ridge plan supportive of this mixed-income Commission project with a low, moderate, and proposal. mixed income housing structure.
The owner of property at 9692 Oak Hill Road is No action recommended – the proposing to build 6 single family detached houses Technical review and Near Dorsey’s proposed development of this SDP-19-050 3/28/2019 on three parcels consisting of a total a 4.25 acres. R-20 Under Review decision by Department of Search parcel is consistent with the Planning and Zoning The property is currently developed with one surrounding density and zoning. home and one accessory structure. No action recommended - The applicant will need to meet ECP-19-048 The owner of property at 8201 John McAdam Dr. Columbia Non- Technical review and Applicant must submit revised current design standards as Gateway Medical Office 3/26/2019 submitted an environmental concept plan for the Village, Gateway POR decision by Department of plan determined by the Planning and Zoning Building commercial development of one parcel. District Development Engineering Division.
11 Columbia Development Tracker (May 2019) Last Updated 5/3/2019 This is the monthly status summary of previously proposed development and redevelopment projects in Columbia. Previous Development Proposals and Decisions Stage in the Development Latest Submission or Project Project Description Village Zoning Decision/Status Review Process / Next CA Staff Recommendation Meeting Date Steps The owner of property at 9570 & 9580 Glen Oaks No action recommended - The applicant will need to meet Lane submitted an Environmental Concept Plan to Near Columbia Technical review and ECP-19-046, current design standards as 3/18/2019 construct 6 single-family attached dwelling units Non-village, R-SA-8 Under Review decision by Department of Glen Oaks Place determined by the Planning and Zoning on 1.34 acres of land located near the northwest North of MD 32 Development Engineering intersection of Route 32 and I-95. Division. A sketch plan and environmental concept plan were submitted for the proposed development of No action recommended – the SP 3/12/19, a 75 unit apartment building at 5513 & 5511 S-19-009, ECP-19-068, Near Long proposed development of this ECP 3/8/19, Waterloo Road on 3 acres of property partially POR Under Review SDP to Planning Board Ellicott Gardens II Reach parcel is consistent with the 4/17/2019 developed with an existing surface parking lot. surrounding density and zoning. This is a Howard County Housing Commission project. The applicant submitted an alternative compliance request to submit a fee-in-lieu payment instead of constructing the sidewalk extension on MD 108 Technical review and No action recommended - given WP-19-046, 3/14/2019, associated with the proposed development of 18 Long Reach NT Under Review decision by Department of existing conditions, request is Arnold’s Corner 4/30/2019 single-family detached homes on what was Planning and Zoning appropriate. formerly Grandfather’s Garden Club (5320 Phelps Luck Road).
HRD is requesting a change in the phasing of when units will be completed in Area 3 of the Crescent neighborhood. There is no change in the total allocation of residential units; however the timing Columbia Non- WP-19-088, DPZ staff level review and 3/28/2019 and distribution per year will change from an even Village, Crescent NT Under Review No action recommended Area 3 Merriweather District decision 300 per year to different amounts per year (all Neighborhood under 300) and an extension of milestone dates that cumulatively push out completion of development from 2025 to 2028.
A site development plan was submitted for the new Circuit Courthouse that will be constructed on CA planning staff submitted the site of the current Howard County comments during the concept Government Thomas Dorsey Building (the Dorsey plan stage requesting improved Building). The Dorsey Building will be demolished. pedestrian and bicycle SDP-19-048, Columbia Non- Demolition is scheduled to begin in June 2019. The connections associated with this Howard County Circuit 3/21/2019 Village – Near NT Under Review Next Steps - Planning Board plan submitted by Edgemoor-Star America Judicial project. Staff will continue to Courthouse Oakland Mills Partners includes a courthouse (238,000 square work with the County Office of feet) and a 682- space parking garage adjacent to Transportation on finding ways the new Courthouse. The plan also includes road to implement these improvements at the intersection of Bendix and improvements. Edgar Roads and Bendix Road and Judicial Way.
12 Board Request Tracking Log FY 20 As of May 17, 2019
A B C D E F Origination Assigned To 1 Originator Issue/Task Description Date (Department) Due Date Resolution Would like a copy of the policy on 2 Shari Zaret easements 4/25/2019 General Counsel 5/25/2019 Please provide a legal opinion on the flooding issue on May Day 3 Ginny Thomas Court 5/7/2019 General Counsel 5/31/2019 Request to coordinate a group of tennis and pickleball players to 4 Ginny Thomas analyze the court usage issues 2/5/2019 President's Office 6/30/2019
Questions from Dick Boulton re: 5 Dick Boulton grants in his e-mail dated 5-15-19 5/16/2019 Community Services 6/16/2019 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26
1 Resident Request Tracking Log FY 20 As of May 17, 2019
A B C D E F Origination Assigned To 1 Originator Issue/Task Description Date (Department) Due Date Resolution
(1) Remove massive tree on open space near their house; (2) Evaluate the stability of other tall trees on CA open space adjoining their property; (3) Tom and Ginger Remove any CA tree in danger of Open Space and 2 Scott falling on their house 5/2/2019 Facility Services 6/2/2019 3 4 5 6 7 8 9 10 11 12 13 14
1