April 19, 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, April 25, 2019 at 8:00 p.m. at Columbia Association headquarters, 6310 Hillside Court, Suite 100, Columbia, MD 21046. AGENDA 1. Call to Order 2 min. Page Nos. (a) Remind attendees that the meeting is being recorded/broadcast 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 3 Minutes per Individual; 5 Minutes per Group; 2 Minutes for Response to Questions 6. Chairman’s Remarks 10 min. 3-4 7. Reports/Presentations 55 min. (a) President’s Report – See written report – Follow-up questions from the BOD (5 min.) 5-10 (b) Report from the CA Representatives to the Inner Arbor Trust Board of Directors (5 min.) 11 (c) Financial Reports – None (d) Quarterly Update re: Membership Information (15 min.) 12-19 (e) Development Tracker (15 min.) 20-36 (f) Capital Projects and Open Space Updates (15 min.) 37-49 8. Board Action (a) Consent Agenda 1 min. 1. Approval of Minutes – March 28, 2019 BOD Meeting 50-53 2. Appointments to CA’s Architectural Resource Committee 54 (b) Board Votes 20 min. 1. Easement Request – Grace Drive Pathway (formerly Robinson Overlook [River Hill] pathway) (5 min.) 55-66 2. Appointments to the Millennial Advisory Committee (10 min.) 67-68 3. Proposed Template for Use by the Audit Committee (5 min.) 9. Tracking Forms 5 min. (a) Tracking Form for Board Requests 69-71 (b) Tracking Form for Resident Requests 72 10. Talking Points 2 min. 11. Adjournment – Approximately 10:00 p.m. Next Meetings Thursday, May 9, 2019 – Organizational Meetings Members of Columbia Association Columbia Association Board of Directors Columbia Council Board of Directors Work Session Thursday, May 23, 2019 – Board Meeting 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. April 19, 2019 Chair’s Remarks April 25, 2019 CA Board Meeting Date Activity Time Apr 23, 2019 Howard County Complete Streets public meeting (Wilde Lake 6:00 PM High School) Apr 24, 2019 “Columbia’s Promise” film preview (Smith Theater) 7:30 PM RR Apr 25, 2019 Columbia on Foot - Downtown Columbia Architecture Walk 10:00 AM (meet in front of Cured Table & Tap) ​ ​ Apr 25, 2019 CA Board meeting 7:00 PM Apr 27, 2019 Village elections (see each village web site for details) Apr 27, 2019 CA Golf Open House (see website for details) 10:00 AM Apr 28, 2019 Outdoor Yoga class (Wilde Lake Park) 11:00 AM Apr 30, 2019 Art Center Advisory Committee meeting (Art Center) 6:30 PM May 9, 2019 Columbia on Foot - Owen Brown Nature Walk (meet at Lake 10:00 AM Elkhorn dock) May 9, 2019 CA Annual Meeting and CA Board work session 7:00 PM May 16, 2019 Senior Advisory Committee meeting 2:30 PM 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 23, 2019 Columbia on Foot - Owen Brown Nature Walk (meet at Wilde 10:00 AM Lake Barn) RR = Registration Required or there is a Cost associated with this Activity I would like to thank Gregg Schwind, the representative from the Village of Hickory Ridge, for his many years of service on the CA Board of Directors. Gregg has decided not to run for re-election. Gregg joined the CA Board in May 2009 and has been involved in many decisions which improved CA and Columbia. Ten years is a long time to serve on a board and represents many hours of dedicated service to CA and Columbia. April 2019 Office of the President/CEO The President/CEO was one of several guest speakers at the Wilde Lake High School National Honor Society Leadership and Service Program on Tuesday, 2 April. Other guest speakers were Howard County Executive Dr. Calvin Ball; The Howard Hughes President for Columbia Greg Fitchitt; Inner Arbor Trust President & CEO Nina Basu; Downtown Columbia Arts and Culture Commission Executive Director Ian Kennedy; Merriweather Post Pavilion General Manager Jean Parker; Downtown Columbia Partnership Executive Director Phillip Dodge; and Blossoms of Hope Board of Directors Chairman Joe Barbera. The President/CEO gave a short overview of Columbia Association and the services it provides to the community. The President/CEO was one of three individuals invited by the Howard County Chamber’s Young Professionals Network to participate in a panel discussion entitled “At the Top of Their Game: Getting to Know Howard County’s Business Leadership” on Wednesday, 3 April. The President/CEO joined Dr. Kate Hetherington, president, Howard Community College and Ms. Kimberly Prescott, principal consultant, Prescott Consulting in discussing topics such as the most important decisions made as a leader of an organization, one characteristic every leader should possess, what to do to ensure continued growth and development as a leader, and the best piece of advice received from a mentor. The President/CEO attended a Howard County Industry Breakfast sponsored by HealthCare Access Maryland on Thursday, 11 April. The purpose of the event was to acquaint Howard County businesses with HealthCare Access Maryland, a nonprofit agency connecting residents to public health coverage and helping them navigate services effectively. Columbia was named one of the Best Cities To Live in America, according to data analysis company Niche, which ranked Columbia 8th out of 228 cities evaluated on factors such as cost of living, housing, public schools, diversity, crime and safety, jobs, health and fitness, commute times, and more. Columbia received high marks for its public schools and diversity, as well as its family friendliness, which was determined based on access to parks, libraries, cultural events, and family-oriented amenities. 1 Administrative Services Highlights The Accounting team completed the FY 2020 budget document, which has been posted on CA's website and distributed to the community. Much of the organization is actively working on the implementation of Ceridian's Dayforce product, the new cloud-based Human Resources (HR), payroll and talent management system that will integrate payroll, time and attendance, scheduling, HR, and learning in one seamless application. This significant change in our organization will eliminate most paper processes, as time and attendance, payroll, HR, and learning will be done online. The go-live date for using the time and attendance module and other aspects of the system will be 10 June, with the issuance of the first payroll checks through Dayforce scheduled for 5 July. The project is going well, and we are getting positive feedback from the Dayforce project team regarding schedule and quality of work. Challenges The period from 1 May through 9 June will be an intensive training and orientation period for the entire organization to ensure that team leaders and other team members are proficient in the use of Dayforce and the tools the system provides. In addition, that same time period is critical in the processes of closing CA's financial books, producing the FY 2019 financial statements and preparing for the annual independent audits. It is also the kick-off of the outdoor pool season and other summer activities. The annual commercial insurance renewal process is underway, and initial results indicate significant increases in several categories of insurance premiums, along with proposed increases in retention in some cases as well. Opportunities Dayforce should provide our team leaders and other team members with more time to focus on serving community stakeholders, and will facilitate greater productivity across the organization. Sport and Fitness Highlights Tennis Opening day of the Spring Junior Team Tennis Program was Saturday, 13 April. Approximately 70 Junior Member tennis players participated in the event, which was also attended by about 100 spectators. The weekly team event is comprised of both singles and doubles teams. Columbia Ice Rink Columbia Figure Skating Club’s four Star Wars shows held the weekend of 23-24 March were sold out. Total attendance for the four shows was estimated at 1,500. Golf A new golf league for young professionals debuted at Hobbit’s Glen Golf Club on 8 April. The “Young Exec Association @ Hobbit's” (Y.E.A.H.) was inspired by the 39 & younger Junior Exec 2 golf membership opportunity, but is open to men and women 49 & younger. Y.E.A.H. features nine holes of friendly competition on Monday nights, starting with a 5:30 p.m. shotgun. Challenges We are currently working to make the Guest Pass (purchased)/Guest Visit (provided as a membership benefit) more seamless for the members and staff. Opportunities With CA’s summer season beginning shortly, the pools and SportsPark will be opening, providing a tremendous opportunity to increase our resident participation. Planning and Community Affairs Opportunities Columbia Association has been invited to be part of the Complete Streets Implementation Team where we will contribute to the drafting of Howard County’s first Complete Streets Policy and creating a Complete Streets and Bridges Design Manual. The original draft policy was developed in 2017 and is being updated in 2019 to reflect current best practices. Discussion and outreach efforts are underway to ensure the County’s transportation policies result in streets designed to serve a variety of users and their unique needs.