July 21, 2017 To: Columbia Association Board of Directors CA
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July 21, 2017 To: Columbia Association Board of Directors CA Management From: Andrew C. Stack, Board Chair The Columbia Association Board of Directors Meeting will be held on Thursday, July 27, 2017, at 7:30 p.m. at Columbia Association headquarters, 6310 Hillside Court, Suite 100, Columbia, MD 21046. AGENDA 1. Call to Order 5 min. (a) Announce Directors/Senior Staff in Attendance (b) Remind people of meeting being recorded/broadcast (c) Read Five Civility Principles 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. Resident Speakout 6. Approval of Minutes June 22, 2017 3 min. 7. Chairman’s Remarks 3 min. 8. Reports/Presentations (a) President’s Report – See written report – Follow-up questions from the BOD 15 min. (b) Report from the CA Representatives to the Inner Arbor Trust Board of Directors 5 min. (c) Financial Reports 15 min. 1. FY 2017 Financial Statements and Independent Auditor’s Report – Columbia Association, Inc. 2. December 31, 2016 Financial Statements and Independent Auditor’s Report – Columbia Association, Inc. Incentive Savings Plan and Trust 3. FY 2017 Fourth Quarter Financial Report 9. Board Action (a) Consent Agenda 1 min. 1. Annual Charge Rate and Cap for the FY 2019 and Conditional FY 2020 Budgets 2. Proposed FY 2019 and Conditional FY 2020 Capital and Operating Budget Parameters (b) Board Votes 10 min. 1. Proposed Charges for FY 2018 for Advisory Committees i. Columbia Aquatics Advisory Committee ii. Columbia Art Center Advisory Committee iii. Green and Golf Advisory Committee iv. Health and Fitness Advisory Committee v. Information Technology Advisory Committee vi. International and Multicultural Advisory Committee vii. Senior Advisory Committee viii. Teen and Middle School Advisory Committee ix. Tennis Advisory Committee x. Watershed Advisory Committee 10. Board Discussion 90 min. (a) New Town Zoning (60 min.) (b) Plan for Young Adults (30 min.) 11. Tracking Forms 5 min. (a) Tracking Form for Board Requests (b) Tracking Form for Resident Requests 12. Talking Points 2 min. 13. Adjournment – Anticipated Ending Time: Approximately 10:20 p.m Next Board Work Session and Meeting Thursday, September 14, 2017 – Board Work Session Thursday, September 28, 2017 – Board Meeting (No Board Work Session and Board Meeting in August) 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. 1 2 DRAFT 3 Minutes of the 4 BOARD OF DIRECTORS MEETING 5 Held: June 22, 2017 6 7 To be approved: July 27, 2017 8 9 A meeting of the Columbia Association Board of Directors was held on Thursday, June 22, 2017, at Columbia 10 Association headquarters. Present were Chairman Andy Stack and members Dick Boulton, Lin Eagan, Janet 11 Evans, Alan Klein, Milton W. Matthews, Nancy McCord, Gregg Schwind (arrived at 8:06), Ginny Thomas and 12 Shari Zaret. Chao Wu was absent. Also present was General Counsel Sheri Fanaroff. 13 14 1. Call to Order: The Board of Directors Meeting was called to order at 7:30 p.m. by Chairman Andy Stack. 15 16 2. Announcement of Closed/Special Meetings: 17 18 The Architectural Resource Committee held a closed meeting on June 12 at Columbia Association 19 headquarters. Members present were Sheri Fanaroff, Deb Bach, Evamarie Lambright, Tum Mungo and Gracie 20 Bradford. The vote to close the meeting was 5-0-0. 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. The meeting was closed from 1:07 p.m. until 2:15 p.m. to 25 discuss new and ongoing covenant cases. 26 27 The Board of Directors held a closed meeting on May 25, 2017 at Columbia Association headquarters. 28 Members present were Dick Boulton, Lin Eagan, Janet Evans, Alan Klein, Milton Matthews, Nancy McCord, 29 Gregg Schwind, Andy Stack, Ginny Thomas, Chao Wu and Shari Zaret. The vote to close the meeting was 10- 30 0-0. 31 32 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property §11B-111 33 (4)(iv) consultation with staff personnel, consultants, attorneys, board members or other persons in connection 34 with pending or potential litigation, and §11B-111 (4)(vi) consideration of the terms or conditions of a 35 business transaction in the negotiation stage if the disclosure could adversely affect the economic interests of 36 the homeowners association. The meeting was closed from 10:50 p.m. until 11:30 p.m. to discuss legal issues 37 and a business negotiation. 38 39 3. Approval of Agenda 40 Action: Ms. McCord moved to approve the agenda. Ms. Zaret seconded the motion, which passed 41 unanimously. Vote: 8-0-0. 42 43 4. Disclosure of Conflict of Interest: none 44 45 5. Resident Speakout 46 a) Joel Hurewitz, Harper’s Choice, spoke about the Paris Climate Accord, energy efficiency, and publicity for 47 many good things CA is doing for the community. 48 49 6. Approval of Minutes of May 11, 2017 50 Action: Ms. McCord moved that the minutes of May 11, 2017 be accepted as presented. Ms. Thomas 51 seconded the motion, which passed unanimously. Vote: 8-0-0. 1 52 Approval of Minutes of May 25, 2017 53 Action: Ms. Thomas moved that the minutes of May 25, 2017 be accepted as presented. Ms. Zaret seconded 54 the motion, which passed unanimously. Vote: 8-0-0. 55 56 7. Chairman’s Remarks 57 Mr. Stack noted the following meetings and events: 58 June 21: Rededication of People Tree and Lakefront bells, and Columbia Orchestra pops concert 59 June 24-25: CA open house 60 June 24: Ned Tillman’s nature walk at 8:30 a.m. from the Mall 61 June 24: Young Columbians at Lakefront to celebrate Columbia’s 50th birthday 62 June 25: Slayton House art exhibit 63 June 26: Audit committee meeting 64 June 28: Longest Table event at HCC 65 July 2: Columbia’s 50th Birthday race 66 July 4: Parades in Longfellow at 10:00 a.m. and River Hill at 9:00 a.m. 67 July 13: CA Board work session 68 August 7: Inner Arbor Trust board will meet with the CA board at 7:00 p.m. at CA headquarters 69 CA Lakefront Summer Festival activities start this weekend. 70 Two exhibits are at Howard Community College, in conjunction with CA, until July 22 – HeArt of Columbia 71 focusing on Columbia’s history, and art from Columbia’s four sister cities. 72 73 Mr. Stack also: 74 - Thanked the 50th Birthday Committee, CA staff and anyone else who helped with the birthday cake cutting, 75 Lakefest, the Luminarium and other celebratory activities June 16-18. 76 - Reminded members that he has sent a list of tasks for FY 2018. 77 - Thanked Mr. Matthews for his testimony in favor of Long Reach redevelopment. (Ms. Thomas 78 complimented Ms. Evans for her testimony.) 79 80 Mr. Boulton praised Mr. Stack for reading excerpts from a Paul Laurence Dunbar poem during the Bell Tree 81 dedication. 82 83 8. Reports Submitted 84 (a) President’s Report 85 The report was submitted in writing. Board members offered no comments or questions. 86 87 (b) Report from the CA Representative to the Inner Arbor Trust Board of Directors 88 Ms. Eagan provided a written report. In response to a question from Ms. Evans, Ms. Eagan said Board 89 members may be able to tour the Merriweather Park together soon during a weekday, once they can 90 determine a day on which several members are available. 91 92 (c) Financial Reports – none 93 94 (d) Draft Assessment Share Formula – Committee Report 95 Planning Director Jane Dembner and Owen Brown Village Manager Craig Barton described the work of 96 the Assessment Share Formula Work Team, explaining that the existing formula is very complex and 97 focuses more on village facilities than on their mission (providing events, services, advocacy, 98 information referral, covenant enforcement and elections). The team sought to create a formula that is 99 easier to understand, doesn’t discourage village association revenue growth, and that reflects the size and 100 mission of each village. 101 102 Mr. Schwind arrived at 8:06 p.m. 103 2 104 The team recommends that: 1) the formula be comprised of two parts: a mission/association share and a 105 facility share/credit; 2) the excess cash reserve limit be doubled, to 30%; 3) the new formula be phased in 106 over three years; 4) the existing contingency fund balance of nearly $400,000 be split between CA and the 107 village associations, with each village getting a one-time disbursement of approximately $20,000. The 108 team will present their work and recommendations to the village managers on June 23, then prepare a 109 revised recommendation for the CA Board’s consideration during the FY 2019-20 budget process. 110 111 9. Board Action 112 (a) Consent Agenda 113 1. Approval of Minutes of Closed CA Board meetings held on May 25, 2017. 114 The minutes of closed meeting held on May 25, 2017 were approved by consent. 115 116 (b) Board Votes 117 1.