April 18, 2014 To: Columbia Association Board of Directors Advisory Committee Chairpersons Village Board Chairs Village Managers Members of the Press CA Management From: Andrew Stack, Board Chair The Columbia Association Board of Directors Meeting will be held on Thursday, April 24, 2014 at 7:30 p.m. at the Columbia Association Building, 10221 Wincopin Circle, Columbia, MD 21044. AGENDA 1. Call to Order (Announce Directors/Staff in Attendance) 1 min. 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. Approval of Minutes April 10, 2014 2 min. 6. Resident Speakout 15 min. 7. Chairman’s Remarks 3 min. 8. President’s Report – See written report – Follow-Up Questions from the BOD 10 min. 9. Chairs’ Reports 16 min. (a) Board Operations Committee (4 min.) (b) External Relations Committee (4 min.) (c) Planning and Strategy Committee (4 min.) (d) Strategic Implementation Committee (4 min.) 11. Special Topics and Presentations - None 12. Committee Agendas (a) External Relations Committee 35 min. 1. Discussion (a) Information on the CA Website (2nd discussion) (20 min.) (b) Review End-of-Year Report (10 min.) (c) Committee Tracking Form (5 min.) (b) Strategic Implementation Committee 40 min. 1. Discussion (a) Review End-of-Year Report (10 min.) (b) Policy re: Employee Compensation Payments (10 min.) (c) SHA Easement Request – Gales Lane (2nd Discussion) (5 min.) (d) Verizon Easement Request – New Cell Tower at RV Park (2nd Discussion) (5 min.) (e) Howard Hughes Corporation Easement Request – New Traffic Light Cabling-Whole Foods and Haven on the Lake (2nd Discussion) (5 min.) (f) Committee Tracking Form (5 min.) 13. Reports 12 min. (a) End-of-Year Report – Board Operations Committee (2 min.) (b) End-of-Year Report – Audit Committee (2 min.) (c) End-of-Year Report – External Relations Committee (2 min.) (d) End-of-Year Report – Planning and Strategy Committee (2 min.) (e) End-of-Year Report – Risk Management Committee (2 min.) (f) End-of-Year Report – Strategic Implementation Committee (2 min.) 14. Recommendations for Board Action 18 min. (a) Consent Agenda 1. Approval of Appointments to the Architectural Resource Committee for FY 2014-15 (1 min.) 2. Approval of Appointments to the Harper’s Choice Architectural Committee for FY 2014-15 (1 min.) (b) Recommendations for Action 1. Approve Plan for Serving the Older Adult Community (5 min.) 2. Approve Information on the CA Website (pending ERC discussion on 4-24-14) (5 min.) 3. Approve SHA Easement – Gales Lane (pending results of the SIC Discussion) (2 min.) 4. Approve Verizon Easement Request – New Cell Tower at RV Park (pending results of the SIC Discussion) (2 min.) 5. Approve Howard Hughes Corporation Easement Request – New Traffic Light Cabling-Whole Foods and Haven on the Lake (pending results of the SIC Discussion) (2 min.) 15. Tracking Forms 5 min. (a) Tracking Form for Board Requests (b) Tracking Form for Resident Requests 16. Talking Points 2 min. 17. Adjournment – No Later than 11:00 p.m. (Expected Ending Time: Approximately 10:10 p.m.) Next Board Meeting: Thursday, May 8, 2014 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 DRAFT 2 Minutes of the 3 Board of Directors Meeting 4 April 10, 2014 5 6 To be approved: April 24, 2014 7 8 A meeting of the Columbia Association Board of Directors was held on April 10, 2013, at 9 7:05 p.m. at the Columbia Association building. Present were the Chair, Andy Stack, and 10 members Alex Hekimian, Nancy McCord, Tom O’Connor, Russ Swatek, Suzanne Waller, 11 Cynthia A.S.H. Coyle (who arrived at 7:21 p.m.), and Brian Dunn (who arrived at 7:21 p.m.). 12 Gregg Schwind joined the meeting via telephone at 7:56 p.m. President Nelson was present as was 13 Governance Chief of Staff Rob Goldman. 14 15 2. Announcement of Closed/Special Meetings Held/to be Held There were four closed 16 meetings or special meetings held. 17 (a) The Board of Directors held a closed meeting at CA headquarters on Thursday, March 27, 18 2014. The closed meeting was authorized under the Maryland Homeowners Act, Md. 19 Code, Real Property § 11B-111 (4) (i), discussion of matters pertaining to employees and 20 personnel. The vote to close was 9-0-0, with members Cynthia A.S.H. Coyle, Brian Dunn, 21 Alex Hekimian, Nancy McCord, Tom O’Connor, Gregg Schwind, Andy Stack, Russ 22 Swatek, and Suzanne Waller all voting for closure. The meeting was closed from 9:25 23 p.m. until 11:10 p.m. 24 (b) The Board Operations Committee held a closed meeting at CA headquarters on Monday, 25 March 31, 2014. The closed meeting was authorized under the Maryland Homeowners 26 Act, Md. Code, Real Property § 11B-111 (4) (iii), consultation with legal counsel on legal 27 matters. The vote to close was 4-0-0, with members Michael Cornell, Brian Dunn, Andy 28 Stack, and Russ Swatek all voting for closure. The meeting was closed from 8:25 p.m. 29 until 8:57 p.m. 30 (c) The Board of Directors held a closed meeting at CA headquarters on Monday, March 31, 31 2014. The closed meeting was authorized under the Maryland Homeowners Act, Md. 32 Code, Real Property § 11B-111 (4) (iii), consultation with legal counsel on legal matters. 33 The vote to close was 10-0-0, with members Michael Cornell, Cynthia A.S.H. Coyle, Brian 34 Dunn, Alex Hekimian, Nancy McCord, Tom O’Connor, Gregg Schwind, Andy Stack, 35 Russ Swatek, and Suzanne Waller all voting for closure. The meeting was closed from 36 8:55 p.m. until 10:00 p.m. 37 (d) The Board of Directors held a closed meeting at CA headquarters on Thursday, April 3, 38 2014. The closed meeting was authorized under the Maryland Homeowners Act, Md. 39 Code, Real Property § 11B-111 (4) (i), discussion of matters pertaining to employees and 40 personnel. The vote to close was 8-0-0, with members Cynthia A.S.H. Coyle, Brian Dunn, 41 Alex Hekimian, Nancy McCord, Tom O’Connor, Andy Stack, Russ Swatek, and Suzanne 42 Waller all voting for closure. The meeting was closed from 7:05 p.m. until 10:15 p.m. 43 1 44 3. Approval of the Agenda The Chair announced that he had been notified that the easements 45 were not ready for the Board’s review so items 11.(b)1.(c)-(e) were removed from the agenda. 46 [Also removed were items 12.(b)3.-6. for Board action.] The easements will placed on the 47 next meeting’s agenda. 48 Action: Mr. O’Connor moved to approve the agenda and Ms. McCord seconded. Mr. 49 Hekimian asked that the PSC items be moved to after the SIC agenda because there were no 50 PSC members present. The Chair said they would proceed with the Village Center Update 51 (item # 11.(a)1.(b)) first to accommodate the CA staff member present to give the update. Mr. 52 Hekimian said the issue on renaming Symphony Woods needed to be added to the agenda, and 53 asked that a placeholder be added to the agenda to address the issue when Mr. Schwind 54 arrived. Mr. Swatek seconded. The amended agenda was approved unanimously. 55 Vote: 6-0-0 56 For: Mses. Waller and McCord; and Messrs. Stack, O’Connor, Hekimian, and 57 Swatek 58 Against: None 59 Abstain: None 60 61 4. Disclosure of Conflicts of Interest The Chair stated that there were no known conflicts. 62 63 5. Approval of the Minutes 64 March 27, 2014 65 Action: Ms. McCord moved to approve the minutes of March 27, 2014, and Ms. Waller 66 seconded. Mr. Hekimian asked that on p. 3, line 112, the words “other sources” be removed 67 and replaced with the words “the budget document.” Mr. Swatek requested that on p. 4, line 68 145, after the vote, that the following clarification be added: “Because the vote was not 69 unanimous, the issue stayed in committee for a 2nd Reading.” The minutes were approved as 70 amended. 71 Vote: 6-0-0 72 For: Mses. Waller and McCord; and Messrs. Stack, O’Connor, Hekimian, and 73 Swatek 74 Against: None 75 Abstain: None 76 77 6. Resident Speakout There were six participants for Resident Speakout. 78 (a) Dick Boulton of Dorsey’s Search spoke of about the plan for Symphony Woods. 79 80 (b) Cy Paumier of Harper’s Choice spoke about the Symphony Woods Park plan. 81 82 Cynthia A.S.H. Coyle and Brian Dunn arrived at 7:21 p.m. 83 84 (c) Barbara Russell of Oakland Mills, spoke about the Symphony Woods Park plan. 85 (d) Paul Verchinski of Oakland Mills spoke as a representative of the CA Senior Advisory 86 Committee about the Older Adult Plan. 87 (e) Joel Hurewitz of Harper’s Choice spoke of his continuing concerns about the proposed 88 plan for Symphony Woods. 2 89 (f) Rusty Toler of Owen Brown, spoke about the Older Adult Plan. 90 91 7. Chairman’s Remarks The Chair announced that there was a new speaker-phone system in 92 place that should improve the ability of those Board members calling in to hear and participate 93 in the meeting.