June 20, 2014 Village Board Chairs Village Managers ... · Village Board Chairs Village Managers Members of the Press CA Management From: Andrew Stack, Board Chair The Columbia Association

June 20, 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, June 26, 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. Recognition of Recipients of the Spirit of Columbia Scholarship Awards 15 min. 3. Announcement of Closed/Special Meetings Held/To Be Held 1 min. 4. Approval of Agenda 1 min. 5. Disclosure of Conflicts of Interest 1 min. 6. Resident Speakout 15 min. 7. Approval of Minutes June 12, 2014 2 min. 8. Chairman’s Remarks 3 min. 9. President’s Report – See written report – Follow-Up Questions from the BOD 15 min.

10. Committee Chairs’ Remarks 20 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.) (e) Audit Committee (4 min.)

11. Recommendations for Board Action 4 min. (a) Consent Agenda 1. Approval of Appointments to the Dorsey’s Search Architectural

Committee (2 min.)

2. Approval of Appointments to the Town Center Architectural Committee

(2 min.)

(b) Recommendations for Action - None 12. Reports

(a) FY 14 Fourth Quarter Financial Report to the Board 5 min. 13. Special Topics and Presentations – None

14. Committee Agendas (a) Strategic Implementation Committee 35 min. 1. Discussion (a) Howard County Easement Request-Stormwater

Management Pond, Huntington Neighborhood (1st Discussion)

(15 min.)

(b) Howard County Easement Request-Water Main Crossing, Fairway Hills Golf Course along Route 29 (1st Discussion)

(15 min.)

(c) Committee Tracking Form (5 min.) (b) External Relations Committee 50 min. 1. Discussion (a) Discuss Advisory Committee Oversight Responsibilities (15 min.) (b) Plan FY 15 Stakeholders Dinners (10 min.) (c) Community Input Meeting Planning (20 min.) (d) Committee Tracking Form (5 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 10:30 p.m.)

18. Closed meeting of the Board of Directors follows adjournment of the open Board of Directors meeting

Next Board Meeting: Thursday, July 10, 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.

DRAFT 1 Minutes of the 2

BOARD OF DIRECTORS MEETING 3 Held: June 12, 2014 4

5 To be approved: June 26, 2014 6 7 A meeting of the Columbia Association Board of Directors was held on Thursday, June 12, 2014, at 8 the Columbia Association Building. Present were the Chair, Andrew Stack; members Reg Avery, 9 Michael Cornell, Brian Dunn, Jeanne Ketley, Alan Klein, Nancy McCord, Tom O’Connor, Gregg 10 Schwind (arrived at 8:05 p.m.) and Russ Swatek. Also present were CA President/CEO Milton 11 Matthews, Governance Chief of Staff Rob Goldman, and Chief Staff Liaisons Susan Krabbe and 12 Jane Dembner. 13 14 1. CALL TO ORDER: The Board of Directors Meeting was called to order at 7:30 p.m. by the 15 Chair, Andrew Stack. 16 17 2. ANNOUNCEMENT OF CLOSED/SPECIAL MEETINGS HELD/TO BE HELD: 18 The Board of Directors held a closed meeting at the Columbia Association Building on April 24, 19 2014. Members present were: Andrew Stack, Gregg Schwind, Cynthia Coyle, Brian Dunn, Alex 20 Hekimian, Nancy McCord, Tom O’Connor, Russ Swatek, and Suzanne Waller. The vote to close 21 the meeting was 9-0-0. 22 23 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property 24 §11B-111 (4)(i), Discussion of matters pertaining to employees and personnel. The meeting was 25 closed from 10:45 p.m. until 12:00 a.m. 26 27 The Board of Directors held a closed meeting at the Columbia Association Building on May 5, 28 2014. Members present were: Andrew Stack, Michael Cornell, Cynthia Coyle, Brian Dunn, Alex 29 Hekimian, Nancy McCord, Tom O’Connor (via phone), Gregg Schwind (via phone), Russ Swatek, 30 and Suzanne Waller (via phone). The vote to close the meeting was 9-0-0. 31 32 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property 33 §11B-111 (4)(i), Discussion of matters pertaining to employees and personnel, and §11B-111 34 (4)(iii), Consultation with legal counsel on legal matters. The meeting was closed from 7:30 p.m. 35 until 8:05 p.m. 36 37 The Architectural Resource Committee held a closed meeting at the Columbia Association 38 Building on May 12, 2014 to discuss covenant cases. Members present were: Michelle Miller, 39 Denis Ellis, Michael Shaw, Debbie Bach, and Maryann Cohea. Also present were: Ingrid Hatz, 40 Laura Parrish, Pat Loeber, Carl McKinney, Karen Turcan, Dale Wasmus, and Anne Kulesza. The 41 vote to close the meeting was 5-0-0. 42 43 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property 44 §11B-111 (4)(iv) Consultation with staff personnel, consultants, attorneys, board members, or other 45 persons in connection with pending or potential litigation. The meeting was closed from 1:20 p.m. 46 until 1:50 p.m. 47

The Architectural Resource Committee held a closed meeting at the Columbia Association 48 Building on June 9, 2014 to discuss covenant cases. Members present were: Michelle Miller, Denis 49 Ellis, Michael Shaw, and Debbie Bach. Also present were: Ingrid Hatz, Eva Lambright, Carole 50 MacPhee, Laura Parrish, Debbie Nix, Gordon MacPhee, Pat Loeber, Karen Turcan, and Dale 51 Wasmus. The vote to close the meeting was 4-0-0. 52 53 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property 54 §11B-111 (4)(iv) Consultation with staff personnel, consultants, attorneys, board members, or other 55 persons in connection with pending or potential litigation. The meeting was closed from 1:10 p.m. 56 until 2:00 p.m. 57 58 3. APPROVAL OF AGENDA: 59

Action: Mr. Cornell moved to approve the agenda. Ms. McCord seconded the motion. Mr. Stack 60 asked that an item be added under Recommendations for Board Action after Item 11.b.1. 61 The new item, with a five-minute time limit, would be “Discussion of who can testify at 62 an upcoming hearing regarding a variance to the sign ordinance.” 63

Action: Mr. Klein moved that an item be added: “Discussion of whether new Inner Arbor 64 development plan represents a material change to its easement agreement, and whether 65 CA is satisfied with IAT’s response to its concerns about the development’s new name.” 66 Mr. Swatek seconded the motion, which passed. Vote: 5-4-0. The item will be added 67 after Item 12: Committee Agendas. 68

For: Messrs. Avery, Klein and Swatek, and Mses. Ketley and McCord 69 Against: Messrs. Cornell, Dunn, O’Connor, and Stack 70 Abstain: None 71

The agenda as amended was approved. Vote: 5-4-0. 72 For: Messrs. Avery, Klein and Swatek, and Mses. Ketley and McCord 73 Against: Messrs. Cornell, Dunn, O’Connor, and Stack 74 Abstain: None 75

76 4. DISCLOSURE OF CONFLICT OF INTEREST: The chair said none were disclosed to him. 77 78 5.RESIDENT SPEAKOUT:There were three participants in Resident Speakout: 79 (a) Joel Broida, Town Center Village Board, spoke about the Inner Arbor Trust. 80 (b) Marla Peoples, co-owner of Still Point wellness spa, spoke about Haven on the Lake and its 81

partnership with Still Point. 82 (c) Tom Scott, Wilde Lake, spoke about ways to increase membership and fee prices. 83 84

6. APPROVAL OF MINUTES 85 Action: Mr. Avery moved to approve the minutes of two board meetings held on May 8, 2014. 86

Mr. Swatek seconded the motion. Mr. Klein asked that an Item 1 “Call to Order” be 87 added. The minutes were approved as amended. Vote: 8-0-1. 88

For: Messrs. Stack, Avery, Cornell, Dunn, Klein and Swatek, and Mses. Ketley89 and McCord 90

Against: None 91 Abstain: Mr. O’Connor 92

Action: Ms. McCord moved to approve the minutes of May 22, 2014. Mr. Avery seconded the 93 motion. Mr. Swatek asked that his name be removed from Line 70. Mr. Stack asked 94 that all three PSC members’ names be removed from Line 70. 95

The minutes were approved as amended. Vote: 7-0-2. 96 For: Messrs. Stack, Avery, Dunn, Klein, and O’Connor, and Mses. Ketley and 97

McCord 98 Against: None 99 Abstain: Messrs. Cornell and Swatek 100

101 7. CHAIRMAN’S REMARKS: 102 On June 19, there will be a Legal, Marketing and Financial Briefing for new members. 103

Columbia’s birthday celebration will be held on June 20. The Audit Committee will meet on 104 June 23, and the next Board of Directors meeting will be held on June 26. 105

106 Mr. Schwind arrived at 8:05 p.m. 107 108 8: RECOMMENDATION FOR BOARD ACTION 109 (a) Approval of Resolution – Appointment of Milton W. Matthews as President 110

Action: Mr. O’Connor moved that the resolution appointing Milton W. Matthews as 111 President/CEO of the Corporation as of June 2, 2014 be approved. Mr. Cornell seconded the 112 motion, which passed unanimously. Vote: 10-0-0. 113

114 9. DISCUSSION PERIOD 115 The CA President and board members introduced themselves. Mr. Matthews stressed the 116

importance of his working with CA staff and board members to help Columbia continue to 117 evolve. 118

119 10. COMMITTEE CHAIRS’ REMARKS 120 (a) Board Operations Committee: The next BOC meeting will be on June 30 at 7:00 p.m. 121 (b) External Relations Committee: None 122 (c) Planning and Strategy Committee: None 123 (d) Strategic Implementation Committee: None 124 125 11. RECOMMENDATIONS FOR BOARD ACTION 126 (a) Consent Agenda 127

1. Approval of appointments to the Wilde Lake Architectural Committee 128 2. Approval of appointments to the Kings Contrivance Architectural Committee 129 3. Approval of appointments to the Oakland Mills Architectural Committee 130 4. Approval of appointments to the Hickory Ridge Architectural Committee 131

132 The board approved appointments to the four villages’architectural committees. 133 134 (b) Recommendations for Action 135

1. Approval of Howard Hughes Corp. Easement Request—Broken Land Parkway to 136 Banneker Road pathway 137 Action: The Board approved the SIC’s recommendation to approve Howard Hughes’ 138 request for a multi-use pathway easement between Broken Land Parkway and Banneker 139 Road. The motion passed unanimously. Vote: 10-0-0. 140

(Added to agenda)Discussion of who will testify on behalf of the Board at a sign 141 ordinance variance meeting scheduled for the same evening as a BOD meeting. 142

Action: Mr. Swatek moved that the chair be authorized to designate someone to testify at 143 an appeals hearing in opposition to a variance to the sign ordinance. Mr. O’Connor 144 seconded the motion, which passed unanimously. Vote: 10-0-0. 145

146 2. Approval of the transfer of capital budget funds from projects closed in FY2014 to 147

Haven on the Lake. 148 Action: Mr. Swatek moved to amend the SIC’s recommendation (to approve transfer of 149

$719,000 in capital funds from projects closed in FY14 to Haven on the Lake) to add the 150 cost of a pool, for a total of $1,219,000, using funds proposed by staff from lists of 151 alternatives to proposed capital budget changes, and adding a purchasing exception to the 152 Whiting-Turner contract. The funds consist of $948,000 from closed projects + $200,000 153 from postponing digital signage + $35,000 from postponing vehicle replacement + 154 $75,000 from postponing Wilde Lake barn renovation.Mr. Cornell seconded the motion, 155 which passed. Vote: 9-1-0. 156

For: Messrs. Avery, Cornell, Dunn, O’Connor, Schwind, Swatek, and Stack, and 157 Mses. Ketley and McCord. 158

Against: Mr. Klein 159 Abstain: None 160

161 12. COMMITTEE AGENDAS 162 (a)Planning and Strategy Committee 163 1. Discussion 164 (a) Columbia Market Study Overview and Next Steps. 165

Ms. Dembner described the background and findings of the market study and 166 suggested that CA’s role is to advocate for village center revitalization based on 167 information it has collected about potential uses and ways to recruit and retain 168 retailers. She said lead consultant Tom Moriarity will address the Board in August. 169 170

(b) Board Operations Committee 171 1. Discussion 172 (a) Addition of Board Member Updates to Board Meeting agendas 173

The board discussed Mr. Klein’s idea to add “Board Member Updates” to future 174 Board meeting agendas to give members a chance to briefly share issues and concerns 175 related to their role as members. After discussing past, similar efforts, the sense of the 176 Board was that members would not vote in favor of the idea. 177

178 (b) Work session on July 24 – CA and the Environment 179

The BOD meeting on July 24 will consist of a work session focused on CA’s 180 environmentally sustainable and “going green” efforts, followed by a short business 181 meeting to discuss items needing Board attention. 182

183 (Added to agenda): Discussion of whether the new Inner Arbor development plan represents a 184 material change to its easement agreement, and whether CA is satisfied with IAT’s response 185 to its concerns about the development’s new name. 186

187 Action: Mr. Avery moved to direct CA’s President to inform the Inner Arbor Trust that its revised 188

development plan represents a material change to the easement CA granted IAT. Mr. 189 Swatek seconded the motion, which failed after much discussion. Vote: 3-7-0. 190

For: Messrs. Avery, Klein and Swatek. 191 Against: Messrs. Cornell, Dunn, O’Connor, Schwind, and Stack, and Mses. Ketley 192

and McCord. 193 Abstain: None 194

195 The three CA board members who also serve on the seven-member IAT board (Mr. Matthews, Ms. 196 McCord and Mr. Schwind) will ask that board how it plans to resolve CA’s concerns regarding 197 changes to the development plan for Symphony Woods. 198 199 Mr. O’Connor left the meeting at 10:50 p.m. 200 201 13. TRACKING FORMS 202 (a) Tracking Form for Board Requests 203 Mr. Swatek and Mr. Klein expressed concerns that some requests have been on the tracking 204

form for several months without being addressed. 205 (b) Tracking Form for Resident Requests 206 207 14. TALKING POINTS: Recording Secretary Valerie Montague read the Talking Points. 208 209 15. ADJOURNMENT: The meeting was adjourned at 10:55 p.m. 210 211 212 Respectfully submitted, 213 Valerie Montague 214 Recording Secretary 215

June 2014

Message from the President/CEO My first weeks here at the Columbia Association have been very eventful as I began my term as President/CEO. I am learning much about the organization, the community, the residents, and other stakeholders we serve; the individuals and organizations with whom we partner; and the challenges and opportunities we face. I have met with members of the senor team, spoken with residents, met with community leaders, and began my commitment to community engagement by helping at the CA Booth at Lakefest. CA’s Mission and Vision resonate with me personally, and you will see both displayed prominently as I begin my outreach to the community. My expectations of myself, this organization, its leadership, and this community are high. Columbia has a very rich history; working together we will create a dynamic future.

Project Status – Capital Projects – All Categories Please refer to the “Capital” section of the FY 14 Fourth Quarter Financial Report to the Board for information on capital projects in all categories. Community Commitment Wegman’s Passport to Wellness Program The Columbia Association, in partnership with Wegman’s of Columbia and Howard County Recreation and Parks (HCRP), will introduce the Passport to Family Wellness program for our area, an initiative that encourages people to get out and be active on the pathway network. The Passport is a pocket-sized booklet that has 16 routes throughout the County - eight managed by CA, and eight managed by Howard County Recreation and Parks. Participants can record their progress by making rubbings in their passport of a trail marker located at designated points on each route. Passports are available at HCRP (7120 Oakland Mills Road, Columbia) and Columbia Association (10221 Wincopin Cir #100, Columbia) Headquarters and Wegman’s Columbia (8855 McGaw Road, Columbia). The program will be rolled out July 1, 2014 with information going out from CA and the County. Owen Brown Tennis Clubhouse The new Owen Brown Tennis Clubhouse has been completed and is operational. CA Tennis will be hosting a Grand Opening Social on Saturday, July 12 from 6-8pm for members and guests.

Hobbit’s Glen Clubhouse Construction Progress on the construction of the new Hobbit’s Glen Golf Clubhouse continues to go well. The following have been completed in the past month: turn house sewer line installation, turn house footers installed, turn house masonry walls installed, basement masonry walls installed, steel fabrication underway. The following are scheduled to be completed in the next month: waterproofing, retaining wall construction, basement slab poured, prep for crane, first floor steel installation, and first floor metal deck installation. The Clubhouse is still on track to be completed by the end of 2014 and to be open to the community early in 2015. Longfellow Pool & Neighborhood Center Enhancements to both the rest rooms in the Longfellow Neighborhood Center and the Longfellow Pool bathhouse as well as upgrades to both to achieve ADA compliance are complete and have been well received by the community. Dorsey’s Search Meeting Room Expansion and Pool Bath House Enhancements The zoning process is complete on this project and CA is awaiting approval of the redline SDP submittal. Once approved, staff will submit for a building permit. Construction is expected to begin this fall. The project will enlarge the Meeting Room and make it ADA compliant as well as enhance the pool bath house and make it ADA compliant. Haven on the Lake Construction will begin in earnest the week of June 30 and it is expected that Haven on the Lake will open before the end of the year. 250 community members have already joined Haven on the Lake and a series of mind body movement classes and wellness spa workshops will be held for Haven members from now until opening. There will also be a series of mind body movement classes and wellness spa workshops for community members so that they can experience what Haven on the Lake will be all about. All of these classes and workshops will be held at The Haven Sales Center in front of Whole Foods market. Columbia Market Analysis The Columbia Market Study is on-going. The consultant team presented their recommendations to approximately 80 people who attended the final public meeting on May 29 at Howard Community College. The consultant’s preliminary recommendations included the following:

• Explore the creation and funding for a Retail Retention and Recruitment (RRR) Program within the Howard County Economic Development Authority;

• Structure and provide technical assistance and possible loan funding for small businesses as part of the RRR program;

• Be prepared -- prepare strategies for potential future changes in village center grocery/anchor spaces –vacant grocery stores that have been successfully converted in other contexts include: medical offices, government facilities, pre-school/day care centers, ethnic special grocery markets, and specialty recreation, among others;

• Review CB-29 village center redevelopment process; • Identify new locations for village center infill; • Review and summarize covenants affecting Columbia’s redevelopment; • Develop a detailed database on GEDS’ current uses and occupancy levels; • Analyze undeveloped parcels in/near GEDS (capacity, access, owner priorities, allowed uses).

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The study is on-going. The preliminary recommendations discussed at the public meeting will be more fully articulated in the final report including a discussion of each village center. The final report is anticipated to be completed later this summer. Lead consultant Tom Moriarity is anticipated to make a presentation to the Board at the August 14 meeting. The project webpage (www.ColumbiaAssociation.org/MarketStudy) has more information about the study including the public meeting presentations. Spring Pathway Bicycle and Pedestrian Count Program Columbia Association’s Planning Department completed the first spring bicycle and pedestrian count process earlier this month with the help of 40 volunteers. Results of this first round of counts will be tabulated and reported early in the summer. The data collected from these counts will help CA understand user demographics, determine usage impacts from pathway improvements and establish a baseline of usage for comparison with future counts. Development Tracker Staff has updated the Development Tracker, which tracks development proposals and meetings for sites in and close by to Columbia. This is updated at least monthly. The latest version is available on-line at http://columbiaassociation.org/transparency/columbia-planning-development-tracker Community Involvement Valerie Barnard was recently elected to the Association of Community Services Board of Directors. Rene Buckmon, Manager of the Youth and Teen Center, was asked by Mr. Frank Eastam of the Howard County School Board to serve on his committee that will look at the dismissal times of Howard County Schools. Program Offerings Columbia Art Center hosted a reception on May 28 for its Annual Faculty Student Exhibition, which features the works of its instructors and students. This year’s show received an overwhelming response from participants with more than 315 works by more than 70 artists. Columbia YouthFit is offering a summer session. The program focuses on creating healthy families through physical activity, life coaching, and nutrition counseling. At least one family member must be between ages 9 and 17. Tennis CA Tennis launched several new programming initiatives such as the Junior Development and Competition Tennis Program – a new progressive pathway. The program has been very well received so far and has over 150 children enrolled as compared to 83 last year. New this summer, the department is launching their Junior Development and Competition academy. The tennis clinic for members with Murphy Jensen, Head Coach of the World Team Tennis team, Washington Kastles and former French Open Doubles champion at the Columbia Athletic Club on

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Sunday, May 18, 2014 was a rousing success. Over 30 members attended and the department received a lot of positive feedback. CA Tennis is now working with the Kastles organization to have a Columbia Association night at one of the Kastles home matches in July for our members. Sales and Marketing assisted in the following initiatives:

• Launched Yelp.com Business Page for Fairway Hills • Sales met with Caldwell Banker Realtors to discuss Columbia Association memberships • A television commercial for CA’s Golf Clubs aired on ESPN and the Golf Channel during the

coverage of the 2014 US Open. The commercial will continue to air year round. • Radio and online streaming video ads aired on ESPN 980 during the 2014 US Open Coverage

for the golf clubs • Continuing to work on a New digital platform and interactive Activity Guide - Summer • Digital Screens - New ones were launched at Fairway Hills and we continue to update the ones

at Supreme Sports Club • Specials landing page (matched up with Summer Activity Guide timeline) - launched new

discounts/specials on that page • Worked with Assessment and Communications to design and produce the 2014 Public

Information Guide and the CA At a Glance • Promoted Columbia Swims, Swim Lessons, CA KidsGroup Fitness, Haven on the Lake, Golf,

Tennis, Personal Training and SportsPark at the Howard County Health & Wellness Expo for Howard County Public School Employees

• Promoted Athlete’s Edge Strength & Conditioning Camp, Art Center’s Summer Camps, Summer Camps in general and KidsDay with Howard County Public Schools through the email blasts to parents-will continue to send information to our contact there

• Worked with Aquatics and Mini Cow Tri Club to promote the CA Kids Triathlon • Continue to work on the marketing and promotion of Haven on the Lake through print ads • Designed and produced two DogPark Brochures and in the process of creating a 6 month

Marketing Plan to help create awareness and increase revenue Columbia Community Exchange held three new member orientations and welcomed four new members to its time bank. Forty-one service exchanges occurred, totaling 79 hours. Upcoming Events The next event in CA’s Community Building Speakers Series will be on the evening of October 2. CA, in partnership with The Horizon Foundation, has invited Mark Fenton to speak on “Building Healthy Communities.” CA’s Community Building Speakers Series began in 2010 and hosts thought-provoking speakers on topics that stimulate us to discuss, engage, and build our sense of community in Columbia. A sampling of previous speakers is listed below:

• Tom Moriarity, "Minding the Store. Retail Realities in Commercial Centers: What is necessary to make neighborhood-oriented retail centers work."

• Gil Penalosa, "Creating 8-80 Cities: Walking, Cycling and Public Places for All" • Chris Leinberger, "21st Century Development Trends – How will Columbia Measure Up?" • Randy Cohen, “Cultural Catalyst: Arts, Creative Place-making & Economic Prosperity”

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More information on the October 2014 event will be available this summer. Media Interactions/Initiatives Media Inquiries and Interactions between May 16 and June 15:

● Baltimore Sun about the reopening of Zumiez after the shooting there (a reporter went to the SportsPark/SkatePark).

● Business Monthly about the village market study; Columbia DogPark. ● Columbia Flier about Haven on the Lake; iPad tutorial program for seniors involving the Youth

and Teen Center; the village market study; Columbia DogPark. ● Columbia Patch about Columbia DogPark. ● Howard County Beacon about the Lakefront Summer Festival. ● Howard Magazine about Columbia DogPark; activities for seniors; a meeting with the new

editor; the Lakefront Summer Festival. ● Washington Post about ways in which neighborhoods/villages communicate with residents.

Community Engagement/Involvement

● Created comprehensive communication and engagement plans for: ○ My Ride Free Demo ○ YTC Middle School Supreme Sports Club Takeover ○ Extreme Youth & Teen Excursions ○ Spirit of Columbia Scholarship Winners ○ Lakefront Summer Festival ○ Columbia Market Study Meeting Number 4 ○ Steven’s Forest Summer Fitness Classes ○ Columbia DogPark

Programming/Publications

● This Week@CA continues to be a great weekly resource to promote and inform residents about CA related news. Programming topics recently featured:

○ CA New President ○ CA’s New Strategic Plan ○ Columbia Dog Park ○ Inspire Columbia ○ May 8, 2014 Board Recap ○ Lakefront Wednesdays Lunchtime Concert ○ Grand Opening Columbia Dog Park ○ Columbia Market Analysis Meeting ○ May 28th Board of Directors Meeting ○ Columbia Home Tour ○ CA Outdoor Pools ○ Columbia Ice Rink Shutdown ○ Welcome CA’s New President

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○ KidsDay ○ Member Appreciation Pool Parties ○ Columbia Festival of the Arts ○ CA’s Lakefront Summer Festival ○ June 12th Board of DIrectors Meeting ○ Columbia’s 47th Birthday

● Columbia Matters:

○ Welcome to CA’s New President ○ 2014 Outdoor Pool Season/CNSL ○ Introduce CA Board of Directors, Town Center Rep - Jeanne Ketley ○ CA’s Lakefront Summer Festival ○ Columbia’s 47th Birthday ○ Watershed Tips for Summer ○ Dog Park Grand Opening ○ Stevens Forest Fitness Pavillion ○ Columbia Athletic Club Sunday Hours ○ Spirit of Columbia Scholarship Winners ○ CA Partnership with Stand Up HoCo, Blue Pinky Project

● Additional Videos Produced and Filmings:

o Dog Park Grand Opening o Columbia Market Analysis Meeting, No. 4

Community Engagement/Inspire Columbia The Communications and Community Engagement Division launched a community engagement website, InspireColumbia.com, in April 2013. The site was designed to engage Columbia community members in conversation with Columbia Association by submitting ideas in response to topic questions posted by CA. The topics posted will be related to CA’s organizational goals and each will serve to garner public opinion on how to maintain and enhance the quality of life for people living and working in Columbia. Data from InspireColumbia.com:

Total Visitors

Total Pageviews

Total Participants

Average Age of Participants

3,601 36,169 435 45.5

The topic questions for this month include:

● Which of the following CA outlets is your main source to get CA news/announcements? ● What are your thoughts on the Inner Arbor Plan? ● If you could change one thing about our community, what would it be? ● What community events would you like to see CA offer in the future? ● Where do you like to walk/bike around Columbia? ● What are some of the things you do to protect the environment?

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June 20, 2014 To: Members of the Columbia Association Board of Directors Milton W. Matthews, President From: Susan Krabbe cc: Jackie Tuma Subject: Fourth Quarter FY 2014 Financial Report The Audit Committee will be reviewing the FY 14 Fourth Quarter Financial Report at their June 23, 2014 meeting. We anticipate that the committee members will vote to recommend that the Board of Directors be presented with the FY 14 Fourth Quarter Financial Report at that meeting. Each Board member has received via courier the Financial Report. In addition, the link to the Financial Report is posted as back-up material to the June 26, 2014 Board meeting, even though they have not yet been reviewed by the Audit Committee. The file is too large to post, and so to access the report on line, go to http://www.columbiaassociation.org; select Transparency; CA Budget; then select “FY14 Fourth Quarter” under Financial Reports to the Board from the list of financial reports posted. If you have any questions, please let me know.

Tracking FormStrategic Implementation Committee FY15

Submitted to Committee by (name):

Date sent to Committee Description of Topic

1st Reading

Date Due to Board Extensions

Date sent to CA Board

Recommendation of the Committee Board Action

SIC Monitor Inner Arbor Plan and Organization ongoing

to be included in the monthly President's Report

SICMonitor Key Performance Indicators Dashboard ongoing

to be included in the monthly President's Report

SICMonitor the progress of significant capital projects ongoing

to be included in the monthly President's Report

SIC Monitor Watershed Programongoing- quarterly

SIC Monitor Hobbit's Glen Clubhouse Project ongoing

to be included in the monthly President's Report

SICObjectives for FY 15 - Linked to President's Goals and Objectives ongoing

SIC 3/13/2014 SHA Easement Request - Gales Lane 3/13/2014

3/27/2014 4/10/2014 4/24/2014 5/22/2014 recommended approved

SIC 5/22/2014Haven on the Lake - Transfer of Capital Budget Funds 5/22/2014 6/12/2014 recommended approved

SIC 5/22/2014

Howard Hughes Corporation Easement - Broken Land Parkway to Banneker Road Pathway 5/22/2014 6/12/2014 recommended approved

SIC 6/26/2014

Howard County Easement Request - Stormwater Management Pond, Huntington Neighborhood 6/26/2014

SIC 6/26/2014

Howard County Easement Request - Water Main Crossing, Fairway Hills Golf Course along Rt. 29 6/26/2014

DOCS/SK/CABD/COMMREC/TrackingIssues-SIC

S&F/Docs/Comm-BOD/Memo-BOD-fRG ERC Oversight Advisory Committees

June 17, 2014 TO: External Relations Committees cc: CA Board of Directors, Milton Matthews FR: Rob Goldman, Acting Chief Staff Liaison to External Relations Committee RE: ERC Oversight Responsibility for Advisory Committee Program In April 2014, after a year-long process of studying ways to enhance the effectiveness of CA’s advisory committee structure, the CA Board approved a number of enhancements to the advisory committee program. One of the enhancements was to clarify that the ERC has responsibility for oversight and facilitation of the entire advisory committee program. Implementation of some of the approved enhancements is the responsibility of the ERC, and implementation of many of the approved enhancements is the responsibility of CA staff. To date, these enhancements have been discussed with all staff liaisons to advisory committees and they have been discussed with some of the advisory committees. The following is a list of all of the approved enhancements. Each one is followed by an update on implementation progress to date:

1. 1a A requirement to submit an “Annual Report” that is authorized by the committee to the board in June each year. Staff will develop a template for this report. All charters updated. Staff has developed a template for committee annual reports.

2. 1b A requirement that each committee make an annual visit to a CA Board meeting to discuss the work of the committee with the Board. All charters updated. Noted this responsibility on staff liaison responsibility list.

3. 1c That the CA Board, in collaboration with the Advisory Committee and CA Staff, develop an annual “charge” for each committee that is aligned with both CA’s Strategic Plan and the President’s goals and objectives, in July of each year. The Advisory Committee may add to the charge by going to the External Relations committee, who will vet the additions and then bring them to the CA Board. Charters updated. Noted this responsibility on both ERC and staff liaison responsibility lists. This will be further discussed at June 26, 2014 BOD meeting.

S&F/Docs/Comm-BOD/Memo-BOD-fRG ERC Oversight Advisory Committees

4. 1d A requirement that each Advisory Committee provide budget testimony that is

authorized by the committee each year during the budget process, if that committee is requesting budgetary funds. All charters updated. Noted this responsibility on both ERC and staff liaison responsibility lists.

5. 1e A note that Advisory Committees are not authorized to direct or oversee the day-to-day work of staff. All charters updated.

6. 2 Every year each Advisory Committee will be visited by a Board member at least once. The ERC will be responsible for assignments. This will be further discussed at June 26, 2014 BOD meeting.

7. 3 That the name, picture and email address of each Advisory Committee’s chairperson be posted online, and all emails should be forwarded to all committee members. This has been added to the Committee Liaison Responsibility list. It should also be noted that a few Advisory Committee chairs have decided not to chair their committees going forward because of this requirement.

8. 4 That Advisory Committee meeting, dates, times and location be posted on CA’s online calendar (staff liaison to each committee would have this responsibility). Noted this on committee liaison responsibility list. CA’s Communications and Community Engagement team are working on this and project implementation by the end of August.

9. 5 That Advisory Committee meeting agendas and minutes be listed online along with CA Board and CA Board Committee agendas and minutes CA’s Communication & Community Engagement team have begun working on this and project implementation by the end of August.

10. 6 A requirement that updates from each Advisory Committee would be included in the President’s Report at least quarterly (staff liaison to each committee would have this responsibility). Noted this on committee liaison responsibility list.

11. 7 The ERC would have responsibility for oversight and facilitation of the entire Advisory Committee program. To be discussed with ERC at June 26, 2014 BOD meeting.

12. 8 A separate document that details all chief staff liaison duties and responsibilities should be developed. This document has been drafted.

13. 9 Advisory Committee charters and current “charges” should be printed online. Will be posted on new Advisory Committee webpage on CA website by end of August.

S&F/Docs/Comm-BOD/Memo-BOD-fRG ERC Oversight Advisory Committees

The ERC will discuss the following issues related to the implementation of the Advisory Committee Enhancements at the June 26, 2014 BOD meeting.

1. Create a process for developing the annual “charges” (in collaboration with each committee and CA staff) for each committee.

2. Create assignments for Board member annual visits to each advisory committee.

3. The ERC’s responsibility for oversight and facilitation of the entire advisory committee program.

We look forward to discussing these advisory committee enhancements with the Board on the 26th of June.

S&F/DOCS/CABOARDCOMM/MEMOERCFY15STAKEHOLDERDINNER

June 19, 2014 TO: External Relations Committee cc: CA Board of Directors, Milton Matthews FR: Rob Goldman, Acting Chief Staff Liaison to External Relations Committee RE: Plan FY 15 Stakeholder Dinners One of the ERC Agenda items at the June 26, 2014 Board meeting is “Plan FY 15 Stakeholder Dinners”. Based on successful stakeholder dinners during the past few years, Andy Stack has suggested the following schedule for FY 15: September 2014 Howard County Chamber of Commerce Executive Committee November 2014 State Delegation (held Monday of Thanksgiving week in the past) January 2014 Howard County Executive and County Council March 2014 Howard County Fire & Rescue and Police Planning discussion topics could include:

1. Confirm schedule and organizations involved. 2. Discuss format/agenda of stakeholder dinners. 3. Discuss venue and CA attendees.

June 19, 2014 TO: External Relations Committee cc: CA Board of Directors, Milton Matthews FR: Rob Goldman, Acting Chief Staff Liaison to External Relations Committee RE: Community Input Meeting Planning Background For more than a year now, the External Relations Committee (ERC) and other members of the Board of Directors have indicated that they would like CA to hold a community input meeting. The ERC will be discussing this idea at the Board of Directors meeting on June 26, 2014. Based on our planning to date, including consultation with Mr. Don Edwards, a professional facilitator, we have developed the following outline to start the discussions on June 26, 2014. Potential Name of Event 1. Community Input Meeting 2. Town Hall Meeting 3. Columbia Speaks Meeting Date/Time/Location 1. Date: Saturday, September 6 or Saturday, October 18 2. Time: 8:30 A.M. – Doors open, refreshments

9:30 A.M. – Meeting 12:00 P.M. – Adjourn

3. Location: TBD

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Purpose of Meeting To provide an opportunity for residents and other stakeholders to provide input on community-related issues, but also to share their thoughts and ideas on the community. Facilitation A professional facilitator is highly recommended for this meeting. Mr. Don Edwards, who facilitated CA’s community-wide Aquatics Master Plan meetings as well as a Board/Staff work session, is available to facilitate the meeting. Mr. Edwards will also assist staff with preparations for and design of the meeting. He is quite skilled at creating a meeting environment which offers an opportunity for all to participate. CA and Mr. Edwards will partner with the Mediation and Conflict Resolution Center at Howard Community College to provide additional facilitation of the table discussions (see below). Format/Design of Meeting 1. Welcome and introductory comments from the Chairman of CA’s Board of Directors or his

designee. 2. Remarks on facilitation of meeting, ground rules, etc. – Don Edwards. 3. Three rounds of table discussions, 40 minutes each, on topics of community interest. 4. Open mic – an opportunity for residents to share thoughts, reflections on the table

discussions or other thoughts and ideas they wish to share. Illustrative List of Potential Table Discussion Topics 1. What else can CA do to achieve its vision of being “the community of choice”? 2. What else can CA do to enhance communication and community engagement in Columbia? 3. Thoughts on future CA programs and services that would enhance quality of life. Communications and Community Engagement Once the details of the meeting are finalized, CA’s Communications and Community Engagement team will develop a multifaceted plan for communicating the meeting to the community, with the goal of getting many residents and other stakeholders to attend the meeting. Additional Thoughts 1. Every effort should be made to reach out to community members who ordinarily would not

be inclined to attend a meeting of this type, so that a representative cross section of the community will attend the meeting.

2. Additionally, CA will employ Inspire Columbia—our on–line community engagement tool—as an additional avenue for input before and after the meeting.

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3. Table facilitators will be provided training in advance to effectively facilitate table discussions.

4. Opinion survey technology at the meeting may be used to document participants’ input. Measures of Success/Evaluation The success of the community input meeting will be judged on both quality of the discussion and the number of participants. As mentioned above, it is important to have participants at the meeting representing a true cross section of the community. It is also recommended that there be an evaluation form that participants will be asked to complete at the end of the meeting. Documentation The comments and discussions, as well as any overarching themes that emerge, will be documented in a report. Also, the meeting will be captured on video. Recommendation The ERC will provide guidance to staff on the design of the meeting and a preference on the date for the meeting. Based on the guidance from the ERC, staff will continue with the planning, detailed meeting design, and publicity for the meeting. Periodic reports on staff’s progress leading up to the meeting will be provided to the ERC.

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Tracking FormExternal Relations Committee FY15

Submitted to Committee by (name):

Date sent to Committee Description of Topic

1st Reading

Date Due to Board Extensions

Date sent to CA Board

Recommendation of the Committee Board Action

ERC

Coordinate with the 50th Columbia Birthday Board concerning their plans, and specifically whether CA should replace the Bell Tower with CA funding versus finding funding elsewhere and/or expending CA's funds elsewhere.

ERC

Responsibility for oversight and facilitation of the entire Advisory Committee program as well as insuring that all Advisory Committees are visited at least once annually by a Board member.

ERC 6/26/2014Discuss Advisory Committee Oversight Responsibilities 6/26/2014

ERC 6/26/2014 Plan FY 2015 Stakeholders Dinners 6/26/2014

ERC 6/26/2014 Community Input Meeting Planning 6/26/2014

DOCS/SK/CABD/COMMREC/TrackingIssues-SIC

Board Request Tracking LogFY 15

As of June 19, 2014

1

12

3

4

5

6

7

8

9

A B C D E F G

Number Originator Issue/Task DescriptionOrigination

DateAssigned To

(Department) Due Date Closed Date1 Michael Cornell Full Compensation Study 2/20/2014 HR 8/20/2014

2 Alex Hekimian

Include minutes from all Board meetings in all years (as shown on the previous CA website) on the new CA website 3/13/2014

Communications and Community

Engagement 4/30/2014 4/1/2014

3 Alex Hekimian

Assess the potential for where a CA community garden could be sited 3/13/2014

Community Building and Open Space 10/31/2014

4 Russ SwatekWould like more information on stretch goals 3/27/2014

President's Office/HR TBD

5 Andy Stack

Staff to prepare a briefing on the sign variance issue for new Board members 5/23/2014

Community Building and Open Space 6/30/2014 6/11/2014

6 Board Members

Staff assessment of the covenant enforcement question in the Guilford Industrial Park 5/23/2014 General Counsel 6/30/2014

7 Gregg SchwindQuestions about fees and user requirements for the Dog Park 5/14/2014

Community Building and Open Space 6/20/2014

8a Jeanne Ketley

Is it possible to find out the elevation of the docks/boardwalk at the Lakefront at Clydes? 5/28/2014

Construction Department 6/28/2014 6/5/2014

Board Request Tracking LogFY 15

As of June 19, 2014

2

1

A B C D E F G

Number Originator Issue/Task DescriptionOrigination

DateAssigned To

(Department) Due Date Closed Date

10

11

12

13

14

8b Jeanne Ketley

The construction of any bridge/boardwalk regardless of height will require support pilings and footings which is where the debris piles up. How long is the bridge, how many pilings and support ties are being constructed? What is the proposed height of the Lake Kittamaqundi pathway bridge above existing ground level? 05/28/14

Construction Department 6/28/2014 6/5/2014

9 Jeanne Ketley

Feasibility of providing electronic newsletter to the residents 6/2/2014

Communications and Community Engagement/IT 7/2/2014 IT: 6/10/14

10 Jeanne Ketley

Feasibility of electronic pre-registration for Resident Speakout 6/2/2014 IT 7/2/2014 6/10/2014

11 Nancy McCord

Recap summary of financial performance of CA golf for the past 10 years 6/12/2014 Finance 7/12/2014

12 Michael Cornell

Feasibility of an enhanced audio recording system for the Board Room; microphones for each Board member; and video streaming of Board meetings 6/18/2014 President's Office 9/18/2014

Resident Request Tracking LogFY 15

As of June 19, 2014

1

1

2

3

4

5

6

7

8

9

1 0

1 1

1 2

1 3

1 4

1 5

A B C D E F G

Number Originator Issue/Task DescriptionOrigination

DateAssigned To

(Department) Due Date Closed Date

1 Ed Coleman

Information on ERC meetings held outside of the regular meetings schedule, including when the meetings were held, who participated, where they occurred, and what was on the agendas. 5/23/2014

Chief Staff Liaison-ERC 6/30/2014

2a Joel Hurewitz

Please provide the dates during which the following were the resident agents of the Columbia Association: Padraic M. Kennedy, Corporation Trust Incorporated, and Shelby A. Tucker King. 6/11/2014 General Counsel 7/11/2014

2b Joel Hurewitz

Please also provide the names and addresses, and associated dates during which any other persons or businesses served as resident agent since April 15, 1991. 6/11/2014 General Counsel 7/11/2014

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