May 17, 2019

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

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(b) Board Votes 45 min.

1. Resolution Recognizing June 7, 2019 as National Gun Violence Awareness Day

(5 min.)

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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 (Art Center)

1:00 PM

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 Ridge)

7:00 PM

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 Barn)

10:00 AM

May 28, 2019 Community meeting on Lakeview proposal (Owen Brown Community Center)

6:00 PM

May 29, 2019 Hands-only CPR (Amherst House) 10:30 AM RR

Jun 1, 2019 Columbia Photo Artists Theme Exhibition reception (Art Center)

2:00 PM

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 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 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.

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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.

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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.

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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.

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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.

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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/

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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

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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

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 EaganChair

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DRAFT 1

Minutes of the 2

BOARD OF DIRECTORS MEETING 3

Held: April 25, 2019 4

5 To be approved: May 23, 2019 6 7

A meeting of the Columbia Association Board of Directors was held on Thursday, April 25, 2019, at Columbia 8 Association headquarters. Present were Chairman Andy Stack and members Dick Boulton, Renee DuBois, Lin 9 Eagan, Janet Evans (via phone), Alan Klein, Milton W. Matthews, Nancy McCord, Gregg Schwind, Virginia 10 Thomas, and Shari Zaret. Also present was CA Vice President/CFO Susan Krabbe. 11 12 1. Call to Order: The Board of Directors Meeting was called to order at 8:25 p.m. by Chairman Andy Stack. 13

Mr. Stack announced the directors in attendance and reminded attendees that the meeting is being live-streamed 14 and recorded. 15

16 2. Announcement of Closed/Special Meetings Held/To Be Held 17

The Risk Management Committee held a closed meeting on March 28, 2019 at Columbia Association 18 headquarters. Members present were Milton Matthews, Susan Krabbe, Lin Eagan, and Nancy McCord. The vote 19 to close the meeting was 4-0-0. 20 21 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property §11B-22 111(4)(iv) consultation with staff personnel, consultants, attorneys, board members or other persons in 23 connection with pending or potential litigation or other legal matters. The meeting was closed from 6:37 p.m. 24 until 6:59 p.m. to review general liability claims and the general liability self-insurance program and financial 25 statements. 26 27 The Architectural Resource Committee held a closed meeting on April 8, 2019. The members present were 28 Sheri Fanaroff, Deb Bach, Carl McKinney, Gracie Bradford, and Eva Lambright. The vote to close the meeting 29 was 5-0-0. 30 31 The closed meeting was authorized under the Maryland Homeowners Act, Md. Code, Real Property §11B-32 111(4)(iv) consultation with staff personnel, consultants, attorneys, board members or other persons in 33 connection with pending or potential litigation or other legal matters. The meeting was closed from 1:08 p.m. 34 until 2:40 p.m. to discuss new and ongoing covenant cases. 35

36 3. Approval of Agenda 37 Action: Ms. Thomas moved to approve the agenda. Ms. Eagan seconded the motion, which passed 38

unanimously. 39 40

4. Disclosure of Conflict of Interest: none 41 42 5. Resident Speakout: 43

a) Brian England, Hickory Ridge, spoke about a requested grant for an association to enforce East Guilford 44 Industrial Park covenants. 45 b) Chris Aleva, spoke about a grant request to promote passage of a zoning regulation amendment to add a 46 provision for redevelopment in the commercial areas of Columbia. 47 c) Jervis Dorton, spoke about a grant request to promote passage of a zoning regulation amendment to add a 48 provision for redevelopment in the commercial areas of Columbia. 49 d) Ron Hartman, River Hill, spoke about delays in getting a rain garden installed on his property. 50

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e) Joel Hurewitz, Harper’s Choice, spoke about his request for information about bills and about the wording of 51 some of CA’s draft strategic goals. 52

53 6. Chairman’s Remarks: 54

Mr. Stack submitted a written report. He also congratulated Gregg Schwind on 10 years of service on the CA 55 Board, lauded the “Columbia’s Promise” film, and talked about the many ways CA is notifying people about 56 repairs to be made at Supreme Sports Club. 57

58 7. Reports/Presentations 59 (a) President’s Report 60

Mr. Matthews submitted a written report. In response to questions from the Board, Mr. Matthews said: 61 - The issue of residents feeling their inquiries are ignored is taken seriously. 62 - Staff will check into the amount of land CA owns in East Guilford Industrial Park. 63 - Staff will follow up on Mr. Hartman’s issues with installation of a rain garden. 64 - Infestation of ash trees on CA land continues and CA is removing trees that might impact pathways, tot 65

lots, etc. CA will develop a plan by the fall for replacing some of the trees. 66 - Status on East Guilford Industrial Park covenant enforcement proposal will be included in future 67

President’s Reports 68 (b) Report from the CA Representatives to the Inner Arbor Trust Board of Directors 69

Lin Eagan submitted a written report. 70 71

(c) Financial Reports – none 72 73 (d) Quarterly Update re: Membership Information 74 Sports and Fitness Director Dan Burns presented a report about membership sales, attrition and reasons for 75

cancelling memberships. In response to Board members’ questions, he said: 76 - Members are cancelled by CA after 60 days of non-payment. 77

- CA gained members during January – March quarter. 78 - Of people who canceled memberships, 36% listed “didn’t use” as the reason; the industry average for non- 79

use is about 30%. 80 - The primary predictor of whether people will cancel a membership is a change in their pattern of using the 81

gyms. 82 - The numbers in the membership reports align with numbers in quarterly reports. 83

84 (e) Development Tracker 85 Community Planner Jessica Bellah presented a report about projects and development proposals, including: 86

- May 16: Planning Board meeting re: site development plans for Downtown Public Square and County 87 Circuit Courthouse 88 - July 24: Zoning Board meeting re: preliminary development plan for Hickory Ridge Village Center 89 - May 8: Design Advisory Panel (DAP) meeting re: Dorsey Overlook apartment complex 90

91 In response to Board members’ questions, Ms. Bellah said: 92 - She will find out whether landscape screening requirements for age-restricted housing are the same as for 93 other housing; screening requirements differ depending on the type of land use. 94 - She will check the timeline re: pre-submission meetings completed and planned for the Dorsey Overlook 95 project and can submit written questions from the CA Board to the DAP before the May 8 meeting. (The 96 DAP doesn’t allow questions during their meetings.) 97 - She will check the proposed height of the Sheraton Hotel expansion and will find out whether or not a sun 98 study has been done. 99 - A hearing examiner has allowed a project to more forward to redevelop the River Hill Garden Center 100 property into River Hill Square commercial center. 101

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- Community Ecology Institute project is in the pre-submission stage. 102 - She will find out when the Robinson Overlook proposal will be going before the Planning Board. 103 104

Board members said they want to know about projects that may be a threat to Columbia’s nature as a unique 105 planned community or that may be particularly consistent with Columbia’s nature. 106

107 (f) Capital Projects and Open Space Updates 108

Open Space Director Dennis Mattey presented a slide show highlighting: 109 - Fiberglass composite bridge material piloted on a Kings Contrivance bridge. 110 - New boardwalk installed in Downtown Crescent Area by Howard Hughes Corp. on CA open space. 111 - Wooden swings replaced by metal ones at Quick Fox Tot Lot. 112 - Town Center Fountain operating better after removal of a chicken bone from an impeller. 113 - Turf renovations in Symphony Woods, which the county will help maintain. 114 - An event pad that can accommodate a large tent has now been installed at Fairway Hills Golf Course. 115 - Community engagement: bio-retention planting in River Hill, Community Energy Program meeting at 116 Owen Brown Community Center, and stream waders program. 117

118 8. Board Action 119

(a) Consent Agenda 120 1. Approval of Minutes of March 28, 2019 BOD meeting 121

The minutes were approved by consent. 122 2. Appointments to the CA’s Architectural Resources Committee 123 The appointments were approved by consent. 124

125 (b) Board Votes 126

1. Easement Request – Grace Drive Pathway 127 Action: Mr. Boulton moved to give Howard County an easement for construction and maintenance of a 128

pathway connections to Grace Drive, Quiet Night Ride and an existing CA pathway. Ms. 129 DuBois seconded the motion, which passed unanimously. 130

131 Ms. Evans’ call was disconnected. Ms. DuBois left the room. 132

133 2. Appointments to Millennial Advisory Committee 134

Mr. Matthews noted that CA received nearly 75 applications from community members aged 18 to 34 135 and accepted 15 members and 10 alternates. 136

Action: Ms. McCord moved to accept the recommended candidates for the Millennial Advisory 137 Committee. Mr. Boulton seconded the motion, which passed unanimously. Vote: 8-0-0 138

139 3. Proposed Template for Use by the Audit Committee 140

Action: Mr. Schwind moved to approve a draft template for reporting sexual harassment allegations via 141 the Audit Committee’s closed sessions. Ms. Zaret seconded the motion, which passed 142 unanimously. Vote: 8-0-0 143

144 Ms. DuBois returned. 145

146 10. Tracking Forms 147

(a) Tracking Form for Board Requests 148 Ms. Zaret added a request for CA’s easement plan policy. 149 Mr. Klein asked that the wording of the Board’s actual motion regarding filing of a CBA BILL be posted on 150

CA website’s landing page re: CBA information. 151 152 (b) Tracking Form for Resident Requests 153

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11. Talking Points: The Talking Points were read by Recording Secretary Valerie Montague. 154 155 12. Adjournment: The meeting was adjourned at 10:30 p.m. 156 157 Respectfully submitted, 158 159 Valerie Montague 160 Recording Secretary 161

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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

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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.

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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

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.

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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.

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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;

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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.

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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.

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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.

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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.

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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

8

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, ________

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

Project Village Meeting Date, Time, and

Location Meeting Type

Stage in the Development

Review Process

CA Staff Recommendation

BA-18-031C Columbia Community Church Inc. A conditional use application was submitted to expand existing parking lot on Parcel 84 and to construct a new parking lot on Parcel 461 to add 85 parking spaces to an existing religious facility-Columbia Community Church located at 8516 Thomas Williams Way & 5629 Tricross Drive.

Near Long Reach

5/8/2019 6:00 pm

3430 Court House Dr. Ellicott City, MD 21043

Hearing Examiner

Review by the Hearing Examiner of conditional use criteria for religious facilities associated with project request.

No action recommended. The proposed development of this parcel is consistent with the existing use of this property.

Dorsey’s Overlook The proposed development is for 120 age-restricted apartments located in five, five-story buildings with each building including parking on the first floor. The property is located on 4.5 acres of land located at the NE quadrant of the intersection of Route 108 and Columbia Rd. The property is zoned R-Apt and, as proposed, will require aconditional use approval for age-restrictedhousing which allows for the greaterdensity.

Near Dorsey’s Search

5/8/2019 7:00 pm

3430 Court House Dr. Ellicott City, MD 21043

Design Advisory Panel

Prior to formal plan submittals – review of design considerations, DAP makes advisory recommendations

The proposed use is consistent with R-Apt zoning and will be evaluated as to whether the amenities and site plan meet the conditional use criteria.

CA Planning Staff is monitoring this project with a particular focus on opportunities for and improvement of pedestrian and bicycle access to surrounding areas.

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Review Process


SDP-19-048, Howard County Circuit Courthouse A site development plan was submitted for the new Circuit Courthouse that will be constructed on the site of the current Howard County Government Thomas Dorsey Building (the Dorsey Building). The Dorsey Building will be demolished. Demolition is scheduled to begin in June 2019. The plan submitted by Edgemoor-Star America Judicial Partners includes a courthouse (238,000 square feet) and a 682- space parking garage adjacent to the new Courthouse. The plan also includes road improvements at the intersection of Bendix and Edgar Roads and Bendix Road and Judicial Way.

Columbia Non-Village – Near Oakland Mills

5/16/2019 7:00 pm 3430 Court House Dr. Ellicott City, MD 21043

Planning Board – Decision Making Meeting

Final public meeting and decision of (non)approval.

CA planning staff submitted comments during the concept plan stage requesting improved pedestrian and bicycle connections associated with this project. Staff will continue to work with the County Office of Transportation on finding ways to implement these improvements.

SDP-19-037, Downtown Public Neighborhood Square (Lakefront) Howard Research and Development Corporation submitted a site development plan for a 0.6 acre public square at the lakefront area of Downtown Columbia located between Columbia Association 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.

Downtown Columbia, Non-Village




No action recommended. CA staff has worked closely with the County and HRD on this proposal and will continue to closely monitor this project.

2





Review Process


Sheraton Lakefront Hotel The owner of property at 10207 Wincopin Circle, Columbia, MD (the existing Sheraton hotel) is proposing a renovation of the existing building and construction of a new wing addition. The renovation is being reviewed as a redline plan submittal.

Columbia Non-Village, Lakefront Neighborhood




CA staff is closely monitoring this project and assessing it for impacts to CA property. Staff will attend the Planning Board meeting

Jordan Overlook The owner of property at 9211, 9214, 9215, & 9219 Jordan River Road (access from Canvasback Dr.) is proposing to build 10 single family detached homes on 5.45 acres of property.

Near Oakland Mills

5/22/2019 6:00 pm HCLS E. Columbia Branch 6600 Cradlerock Way Columbia, MD 21045

Pre-submission Community Meeting

Community meeting prior to submission of development plans

No action recommended – the proposed development of this parcel is consistent with the surrounding density and zoning.

The Department of Parks, Open Space, and recreation is hosting a community meeting associated with tributaries to Little Patuxent River 1 and 2 on 2.13 acres and 8.2 acres of property located north of Harpers Farm Road between Eliots Oak Road and Faulkner Ridge Circle. More details are pending.

Harper’s Choice

5/23/2019 7:00 pm Kahler Hall 5440 Old Tucker Row Columbia, MD 21044



No action recommended, work will take place on CA property and is being coordinated with CA Open Space and Facilities Services.

Lakeview Retail The owner of property located on Broken Land Parkway north of Patuxent Woods Dr. is proposing a single multi-tenant retail building, including a fast food restaurant, on a pad site between Broken Land Parkway and the existing office buildings at 9801, 9821, & 9861 BLP.

Owen Brown 5/28/2019 6:00 pm Owen Brown Community Center 6800 Cradleroack Way Columbia, MD 21045



Staff is monitoring this project and will review plans for landscaping/signage impacts.

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Review Process


BA-18-005S Double Tree Sign Variance RLJ Lodging Trust has submitted a variance petition to move the existing sign out of the easement area and closer to Twin Knolls Road for Vehicular visibility for Doubletree by Hilton for a property located at 5485 Twin Knolls Road.

Near Oakland Mills

6/7/2019 9:30 am 3430 Court House Dr Ellicott City, MD 21043

Hearing Examiner

Decisions of the Hearing Examiner may be appealed to the Board of Appeals.

No action recommended. Impact of sign relocation is minimal.

BA-747D, Brian England, t/a British American Building, LLC Appeal of Planning Board decision by letter dated 9/29/17 denying an amendment to FDP 55 that clarifies the ancillary and compatible gas station use to comport with the approved Master Comprehensive Final Development Plan (Dismissed by the HE on 10/30/18)

Columbia Non-village, Guilford Industrial Park

6/13/2019 6:30 pm 3430 Court House Dr Ellicott City, MD 21043

Board of Appeals

Final Appeal No action recommended

BA-19-007C, St. Louis Roman Catholic Congregation, Inc.

Enlargement of a Conditional Use site - addition of a bell Tower and improvement to entrance of existing sanctuary (12500 Clarksville Pike, Clarksville)

Near River Hill

6/14/2019 9:30 am 3430 Court House Dr Ellicott City, MD 21043

Hearing Examiner - Conditional Use Case

Decisions of the Hearing Examiner may be appealed to the Board of Appeals.

No action recommended – project request will not substantially alter current function or impacts of the property’s existing use.

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Previous Development Related Meetings and Decisions

Project Village Meeting Date, Time,

and Location Meeting Type Decision


Review Process


CSDP-19-001 The owner of property at 5121 Darting Bird Lane is seeking a reduction from the 20-foot right-of-way setback to 15 feet in order to build a 2-story garage. The FDP for this area requires that all structure be set back 20 feet from the public street except if otherwise shown on a site development plan approved by the Howard County Planning Commission (Planning Board).

Village of Wilde Lake


Planning Board – Decision making role

Applicant requested to table the request as the current home owner does not wish to pursue the request.

A new homeowner may choose to pursue the request in the future.

CA planning staff closely monitors all projects that request a change in a FDP’s allowable setback and open space percentage to determine if there may be detrimental impacts to neighborhood character. No action recommended for this case.

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Newly Submitted Development Plans

WP-19-098 Atholton Overlook Near Hickory Ridge

Project Description: The owner of property at 6549 Freetown Road 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 Near Columbia Non-village, North of MD 32

Project Description: The owner of property submitted a Sketch Plan to 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.

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Project Latest Submission or

Meeting DateProject Description Village Zoning Decision/Status


Review Process / Next

Steps


SDP-18-047

3/1/2018,

11/28/2018,

2/7/2019

Locust United Methodist Church, located at 8105

Martin Rd, submitted a site development plan for

expansion of church facilities and a parking lot addition

including the construction of an activity room and ADA

improvements.

Near Hickory

RidgeR-SC

Application deemed technically

complete on 3/8/2019, awaiting

final approval.

Final DPZ staff-level review

No action recommended -

Project will have minor impact

to neighborhood.

SDP-17-0102/16/2018,

Site Development Plan submitted to redevelop an

existing warehouse for recreational and office uses.

The project includes reconfiguration of the parking lot.

Near non-village

land, GatewayM-1

Time extension granted per WP-18-

122; applicant must submit revised

plan by 4/26/2019

Final DPZ staff-level review


Project does not substantially

change use or operations.

ECP-18-0373/6/2018,

4/12/2018

An Environmental Concept Plan was submitted for

the construction of a new elementary school and

demolition of the existing Talbott Spring

Elementary School. The State Interagency

Commission on School Construction supports the

request to build a new school, reversing a previous

ruling that approved renovation/addition project

instead on demolition and replacement.

Oakland Mills NT Submit revised

Environmental Concept

Plans (ECP) are an initial

evaluation of site planning

and undergo DPZ staff-level

technical review.

No action recommended - The

applicant will need to meet

current design standards as

determined by the

Development Engineering

Division.

F-18-087

Hidden Ridge

4/24/2018,

8/7/2018,

3/5/2019

The owner of property at 10685 & 10689 Owen Brown

Road submitted a subdivision plan for 1 open space lot

and 12 single-family attached homes on ~4.9 acres of

land behind the Abiding Savior Lutheran Church.

Near

Hickory RidgeR-SC

Application deemed technically

complete on 4/18/2019,

awaiting final approval.

Final subdivision plan prior

to submitting a SDP

No action recommended – the

proposed development of this

parcel is consistent with the

surrounding density and

permitted zoning.

F-18-083

4/2/2018,

6/29/2018,

9/21/2018

A Final Plan was submitted for a proposal to build

6 single-family detached homes on 2.74 acres at

7440 Oakland Mills Road in the Guilford

neighborhood, southeast of Snowden River

Parkway.

Near Columbia

non-villageR-12

Applicant must submit revised

plan by 5/13/2019


to submitting a SDP




surrounding density and

permitted zoning.

F-18-041

Cedar Creek - Phase 1

(Renamed from Simpson

Oaks)

5/7/2018,

10/16/2017,

2/25/2019

The owner of property on Grace Drive submitted a

final plan for phase 1 of their development of ~60

acres. The plan consists of 46 single-family

detached home lots and 83 town home lots, 12

open space parcels and 8 future residential parcels

to be developed under Phase 2.

Near Hickory

Ridge and River

Hill

CEF-RDeemed Technically Complete

on 3/21/2019


to submitting an SDP

No action recommended, plan

appears consistent with original

site plan concepts and previous

plan submissions.

F-18-109

Name Change to:

Cedar Creek – Phase 2

Previously:

Simpson Oaks - Phase 2

6/15/2018,

9/17/2018,

12/14/2018,

2/28/2019

The owner of property on Grace Drive submitted a

final plan for phase 2 of their development of ~60

acres. The plan consists of 55 single-family

detached home lots which are part of a larger

development.

Near Hickory

Ridge and River

Hill

CEF-RApplicant must submit revised

plan


to submitting a SDP


subdivision plan appears to be

in line with the concept plan

associated with the CEF-R zone.

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

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Steps





ECP-18-056 6/12/2018

An environmental concept plan was submitted for

a piece of property at 6205 Waterloo Road (east

side of Route 108). The owner is proposing to

build 3 single-family detached dwelling units on

0.76 acres of property currently containing 1

existing single-family home.

Near

Long ReachR-SC Submit Revised

Environmental Concept

Plans (ECP) are an initial

evaluation of site planning

and undergo DPZ staff-level

technical review.




determined by the


Division.

F-18-099

Sheppard Lane

7/6/2018,

10/4/2018

Recordation of a residential use easement at the

SW side of Sheppard Lane intersection with

Clarksville Pike for the purposes of realigning

Sheppard Lane in association with the River Hill

Square redevelopment project.

Near Hickory

Ridge and River

Hill

RC-DEO Recorded on 4/26/2019Complete following

recordation of easement.

Staff is monitoring this project

and reviewing all submittals.

No action recommended at this

time.

SDP-19-009

Dorsey Overlook

Apartments

8/3/2018

Proposal to construct 114 apartment units and 20

MIHU apartment units on 4.5 acres of land located

at the NE quadrant of the intersection of Route

108 and Columbia Rd.

Near

Dorsey's SearchR-APT Submit Revised

Final DPZ staff-level

review(on hold as applicant

is pursuing a conditional use

approval for age-restricted

units)

Staff is monitoring this project

and reviewing all submittals.

No action recommended at this

time.

SDP-19-014,

F-19-078

Larrick Subdivision

9/21/2018,

12/4/2018,

4/23/2019 (FP

submitted)

The owner of property at 6604 & 6608 Allen Lane

submitted a site development plan proposing to

construct four single family detached homes on

two lots currently consisting of two existing homes

on a combined 2.25 acres.

Near Long

ReachR-12

Deemed technically complete

on 12/17/2018

Final approval/signature by

DPZ staff -> proceed to

permits




permitted density and

redevelopment of large lots

with infill development to match

surrounding densities.

SP-18-003

Eden Brook

10/23/2018,

1/18/2019,

4/5/2019

A preliminary equivalent sketch plan was

submitted in association with the proposed

development of 24 single-family attached age-

restricted houses at the SW corner of Guilford

Road and Eden Brook Drive on the historic

Wildwood House site.

Near

Kings

Contrivance

R-12 Under Review

Staff-level review by the

Subdivision Review

Committee and assessment

of APFO. Next step: Final

Plan

CA staff submitted comments to

the Subdivision Review

Committee indicating the

Hearing Examiner’s

requirements that the applicant

coordinate the shown trail

connections with CA and noting

that the Applicant has not yet

reached out to CA to do so.

ECP-18-053

Shiraz Property

10/17/2018,

12/19/2018,

2/13/2019,

3/26/2019

The owner of property at 6135 Waterloo Road

submitted an Environmental Concept Plan for the

construction of one single family detached unit on

0.9 acres of land currently containing 1 existing

single-family home.

Near

Long ReachR-SC Approved 4/24/2019

Submission of subdivision

and site development plans


project is consistent with

development standards for this

zone.

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Steps





Glen Oaks Place

F-18-121

11/27/2018,

3/1/2019

The owner of property submitted a Final Plan to

construct 6 single-family attached dwelling units

on 1.34 acres of land located at 9570 & 9580 Glen

Oaks Lane, near the northwest intersection of

Route 32 and I-95.

Near Columbia

Non-village,

North of MD 32

R-SA-8 Under Review Submission of SDP




surrounding density and zoning.

SDP-19-03411/21/2018,

2/27/2019

This SDP is for stream restoration work at 9190

Red Branch Road associated with ECP-17-043 and

a development proposal to demolish the existing

building and replace it with four buildings. The

stream restoration is required to address

mediation of prior site violations currently under

active enforcement measures.

Columbia Non-

Village, Oakland

Ridge Industrial

Park

NTDeemed Technically Complete

on 4/1/2019

If approved, applicant may

proceed to permits.

No action recommended –

application is being submitted

to address prior violations and is

needed to mediate current site

issues.

SDP-19-032

Brightview Columbia

11/13/2018,

1/7/2019,

2/27/2019

A site development plan was submitted in

association with the proposed development of a

90 unit age-restricted apartment on ~ 6.69 acres

for property located at the southeast quadrant of

Martin Road and Seneca Drive.

Near Hickory

RidgeCEF-M

Deemed Technically Complete

on 3/26/2019

Review by DPZ technical

staff. Final step in

development review

process pending conditional

use approval by the Hearing

Examiner for the proposed

age-restricted use.


development is consistent with

concept plan approved as part

of CEF-M zoning change.

SDP-19-025

Cedar Creek Bridge and Trail

11/21/2018

2/28/2019

An SDP was submitted for an environmental trail

connecting the Cedar Creek development to the

Robinson Nature Center. This project is a

community enhancement and a condition of

approval for CEF-R associated with the adjacent

Cedar Creek residential development on Grace

Drive.

Near River Hill &

Hickory RidgeNT Under Review Technical review by staff


development is consistent with

concept plan approved as part

of CEF-R zoning change.

SP-18-002

Lufti Property

12/3/2018,

2/26/2019

The owner of property at 6301 Guilford Road

submitted a preliminary equivalent sketch plan

proposing the development of five single family

detached homes on a 1.56 acre property currently

consisting of one single family home.

Near

River HillR-12 Submit revised

Staff-level review by the

Subdivision Review

Committee. Next step: Final

Plan





SDP-19-03712/7/2018,

3/4/2019

Howard Research and Development Corporation

submitted a site development plan for a 0.6 acre

public square at the lakefront area of Downtown

Columbia located between Columbia Association

lakefront land and the Whole Foods north of the

Whole Foods site.

Downtown

Columbia, Non-

Village

NT Under ReviewPlanning Board - Decision

making role

No action recommended. CA

staff has provided comments on

the submitted plan and will

continue to monitor this project

and communicate with HRD.

9





Steps





SDP-19-022, Cedar Creek -

Phase 1

1/18/2019,

4/11/2019

The owner of property at 7600 Grace Drive

submitted a site development plan for 7 buildable

lots (five single-family attached homes & 2 single

family detached) which are part of a larger

development proposal at this site

Near River Hill CEF-RApplicant must submit revised

plan

DPZ staff level review and

decision


project is consistent with prior

approvals and substantially

conforms to the approved

concept plan.

FDP-DC-L-21/17/2019,

4/30/2019

Howard Research and Development Corporation

submitted a Final Development Plan for an area in

the Lakefront North neighborhood of Downtown

Columbia. The proposal includes mixed-use retail,

medical office, and residential development

consisting of 775 units on 13 acres of property

located between Little Patuxent Pkwy and Lake

Kittamaqundi and north of Wincopin Circle.

Downtown

Columbia, Non-

Village

NT Under Review Planning Board HearingNo action recommended. CA

staff will review plans.

SDP-19-036, Wilde Lake

Multi-use Pathway

1/11/2019,

3/25/2019

As part of the Downtown Columbia Plan

Community Enhancement, Programs, and Public

Amenities (CEPPA) #18 requirements, Howard

Research and Development Corporation is

proposing to construct a pedestrian and bicycle

side path facility on the northern side of Twin

Rivers Road from Faulkner Road to Governor

Warfield Parkway. (predominantly within CA open

space)

Wilde Lake

VillageNT Under Review Planning Board Meeting

CA planning staff is supportive

of this project and is reviewing

plan submittals in coordination

with the CA Open Space and

Facilities team to evaluate

impacts to CA property and

coordination on required

easements.

SDP-19-049 3/5/2019

A Site Development Plan was submitted for a

property located at 9199 Red Branch Road. The

SDP is proposal is to tear down of the existing

building and replace it with a three-story self-

storage facility.

Columbia Non-

villageNT


plan

Technical review and

decision by DPZ staff

No action recommended. Per

the FDP, self-storage facilities

are a permitted use and this

project is consistent with

surrounding uses.

WP-19-078

Verizon at Abiding Savior2/28/2019

An alternative compliance request was submitted

in association with a 100- foot tall Communication

Tower at 10689 Owen Brown Road. Site currently

contains an existing religious facility and

previously received approval as a conditional use.

Near

Hickory RidgeR-SC Applicant must submit revised

DPZ staff level review and

decision

More information about the

details of the request are

pending. No action

recommended – project is

consistent with prior approvals.

10





Steps





WP-19-081;

ECP-19-042;

S-19-008

3/7/2019,

4/26/2019 (ECP),

4/29/2019 (SP)

The owner of property at 9454 Vollmerhausen

Drive is proposing to build 8 single family detached

houses on a property currently developed with

one home and several outbuildings. The applicant

submitted an Environmental Concept Plan, Sketch

Plan and an alternative compliance request to

remove 22 specimen trees out of 27 existing on

the property.

Near Kings

Contrivance R-SC Under Review


decision by Department of

Planning and Zoning

No action recommended. The




the applicant will need to

propose an alternative

compliance scheme that

adequately mitigates the

proposed removal of the

proposed specimen trees.

F-19-062

Atholton Overlook

3/7/2019,

5/1/2019

The owner of property at 6549 Freetown Road

submitted a final subdivision plan proposing to

build 5 single-family detached dwelling units on 2

acres of property currently developed with 1

existing single-family home.

Near

Hickory RidgeR-12 Under Review



Planning and Zoning





P-19-001

Arnold’s Corner2/26/2019

A preliminary plan was submitted proposing 18

single-family detached homes on what is currently

Grandfather’s Garden Club (5320 Phelps Luck

Road).

Long Reach NTApplicant must submit revised

plan



Planning and Zoning



parcel is consistent with prior

approvals and the surrounding

density and zoning.

SDP-19-055

Robinson Overlook4/1/2019

The owner of property at 7410 Grace Drive

submitted Site Development Plan for 48 dwelling

units spread between five residential apartment

buildings. This is a Howard County Housing

Commission project with a low, moderate, and

mixed income housing structure.

Near Hickory

RidgePOR


planNext Steps - Planning Board

No action recommended. The

use is permitted in the POR zone

and CA planning staff is

supportive of this mixed-income

proposal.

SDP-19-050 3/28/2019

The owner of property at 9692 Oak Hill Road is

proposing to build 6 single family detached houses

on three parcels consisting of a total a 4.25 acres.

The property is currently developed with one

home and one accessory structure.

Near Dorsey’s

SearchR-20 Under Review



Planning and Zoning





ECP-19-048

Gateway Medical Office

Building

3/26/2019

The owner of property at 8201 John McAdam Dr.

submitted an environmental concept plan for the

commercial development of one parcel.

Columbia Non-

Village, Gateway

District

PORApplicant must submit revised

plan



Planning and Zoning




determined by the


Division.

11





Steps





ECP-19-046,

Glen Oaks Place3/18/2019

The owner of property at 9570 & 9580 Glen Oaks

Lane submitted an Environmental Concept Plan to

construct 6 single-family attached dwelling units

on 1.34 acres of land located near the northwest

intersection of Route 32 and I-95.

Near Columbia

Non-village,

North of MD 32

R-SA-8 Under ReviewTechnical review and


Planning and Zoning




determined by the


Division.

S-19-009, ECP-19-068,

Ellicott Gardens II

SP 3/12/19,

ECP 3/8/19,

4/17/2019

A sketch plan and environmental concept plan

were submitted for the proposed development of

a 75 unit apartment building at 5513 & 5511

Waterloo Road on 3 acres of property partially

developed with an existing surface parking lot.

This is a Howard County Housing Commission

project.

Near Long

ReachPOR Under Review SDP to Planning Board





WP-19-046,

Arnold’s Corner

3/14/2019,

4/30/2019

The applicant submitted an alternative compliance

request to submit a fee-in-lieu payment instead of

constructing the sidewalk extension on MD 108

associated with the proposed development of 18

single-family detached homes on what was

formerly Grandfather’s Garden Club (5320 Phelps

Luck Road).

Long Reach NT Under ReviewTechnical review and


Planning and Zoning

No action recommended - given

existing conditions, request is

appropriate.

WP-19-088,

Area 3 Merriweather District3/28/2019

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

and distribution per year will change from an even

300 per year to different amounts per year (all

under 300) and an extension of milestone dates

that cumulatively push out completion of

development from 2025 to 2028.

Columbia Non-

Village, Crescent

Neighborhood

NT Under ReviewDPZ staff level review and

decisionNo action recommended

SDP-19-048,

Howard County Circuit

Courthouse

3/21/2019

A site development plan was submitted for the

new Circuit Courthouse that will be constructed on

the site of the current Howard County

Government Thomas Dorsey Building (the Dorsey

Building). The Dorsey Building will be demolished.

Demolition is scheduled to begin in June 2019. The

plan submitted by Edgemoor-Star America Judicial

Partners includes a courthouse (238,000 square

feet) and a 682- space parking garage adjacent to

the new Courthouse. The plan also includes road

improvements at the intersection of Bendix and

Edgar Roads and Bendix Road and Judicial Way.

Columbia Non-

Village – Near

Oakland Mills

NT Under Review Next Steps - Planning Board

CA planning staff submitted

comments during the concept

plan stage requesting improved

pedestrian and bicycle

connections associated with this

project. Staff will continue to

work with the County Office of

Transportation on finding ways

to implement these

improvements.

12

Board Request Tracking LogFY 20

As of May 17, 2019

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A B C D E F

Originator Issue/Task Description

Origination Date

Assigned To (Department) Due Date Resolution

Shari Zaret

Would like a copy of the policy on easements 4/25/2019 General Counsel 5/25/2019

Ginny Thomas

Please provide a legal opinion on the flooding issue on May Day Court 5/7/2019 General Counsel 5/31/2019

Ginny Thomas

Request to coordinate a group of tennis and pickleball players to analyze the court usage issues 2/5/2019 President's Office 6/30/2019

Dick BoultonQuestions from Dick Boulton re: grants in his e-mail dated 5-15-19 5/16/2019 Community Services 6/16/2019

1

Resident Request Tracking LogFY 20

As of May 17, 2019

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A B C D E F

Originator Issue/Task Description

Origination Date

Assigned To (Department) Due Date Resolution

Tom and Ginger Scott

(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) Remove any CA tree in danger of falling on their house 5/2/2019

Open Space and Facility Services 6/2/2019

1

Documents

May 17, 2019