TLHCA

Minutes: March 16, 2009

Tara-Leeway Heights Civic Association
Meeting Minutes
March 16, 2009

Time: 7:30 pm
Location: Lee Center, 2nd floor
Board Attendees:
• Bill Braswell
• Alex Cobey
• Paulette Cross
• Alyssa Crowden
• Dru Fearing
• Carolyn Hall
• Roberta Fox
• Carolyn Hall
• Todd McCracken
• John Roman
• Cindy Shea
• Dave Shepherd
• Pam Silberstein
• Ted Stump
Residents:
• Richard Hurt
• Mary Ellen Mann
• Barbara Lieb – Taratown HOA

Topic 1: TLH Board processes
President Stump raised the point that the Civic Association needs to improve its processes for communicating with the community.
• TLH CA Board meeting minutes:
o Draft minutes should first be circulated among board members for comment
o Resulting draft minutes should then be posted to the TLH CA website to allow the community to view the minutes.
o Minutes will be finalized and voted for approval at the subsequent CA Board meeting. A quorum of Board members is needed for minutes’ approval.
o Attendance will be taken at each board meeting (so the board can track who was actually at the meetings to prevent inaccurate insertions or attributions). Nametags should be worn at each meeting so everyone’s identity can be established.
o CA Meeting procedures – The Board reviewed “suggested meeting procedures” drawn up by Bill Braswell. The Board recommended some changes to Bill’s suggested procedures; Chairman Stump will write the amended version of the procedures and distribute to the Board for comment.
The resulting procedures were approved with no dissenting votes. Approved procedures are appended to these minutes.

• Approval of previous minutes:
o January 2009 CA meeting: insert “a petition of Harrison Street residents was offered but not accepted by the Board.”
o February 2009 CA meeting: insert “Harrison Street residents noted their concern for taxpayers’ dollars being used to fund the engineering survey and the execution of the sidewalks themselves.” Also insert “In her briefing, Ms. Brown addressed concerns over use of taxpayer money.”
Both revisions were approved by unanimous voice vote of Board members present

Topic 2: NCAC report (Bill Braswell)
• 15th/Inglewood: The NCAC committee has recently approved the following cost overruns: (1) previously incurred costs, (2) reducing the curve radii at 16th and Inglewood which would enhance pedestrian safety, and (3) include needed storm drains..
• Big Walnut Park: Funding was approved in the December funding round. Parks and Recreation do not have sufficient in-house design resources; therefore a design contract is being developed. Design should start about December 2009 with construction to begin about a year later.
• Harrison Street sidewalk- The deadline for project qualification necessary to be considered in the spring funding round is 31 March. It is unlikely that this will occur. Qualification can occur by the deadline for the fall funding round. If funded, construction would occur within 1-2 years.
Topic 3: Westover Library project: The extant library is to be torn down [library will be relocated to site of former Reed School] and replaced with green space.
• Green space planning: Chairman Stump solicits help in getting a four-CA group together to press the county to show green space plans to the residents as soon as possible. This will entail working with the County and the two adjacent CAs: Westover, and Highland Park/Overlee Knolls. Volunteers include: Alyssa Cowden, Todd McCracken, and Cindy Shea. Chairman Stump will contact these individuals.
• Timing of the library closure: Current plans are to close the extant library in July, even though the new library is not scheduled to open until October. The CA should urge that the library be kept open through at least the summer because of the programs for small children and senior residents. Methods recommended: email the County Board, and attend the hearings on March 24 and/or 25th to make these points. Pam Silberstein will attend the meeting at the library on the 17th and will report back. The CA board needs to figure out its position prior to the next Board meeting.

Topic 4: TLH CA 2009-2010 Board members (Roberta Fox)
CA Nominating Committee presented a full slate of officers:
• President: Dave Shepherd
• Vice President: John Roman
• Executive Secretary: Pam Silberstein
• Treasurer: Dru Fearing
Other Board membership notes:
Board members serving 2009-2011: four identified
Board members serving 2008-2010: four identified

Topic 5: Treasurer’s Report (Paulette Cross)
$729.53 in coffers

Topic 6: TLH CA Newsletter
Should the CA send its newsletter electronically or via US Mail? Board debates merits of electronic newsletter (inexpensive) vs. hardcopy (potential advertising money; not everyone has electronic access). Chairman Stump proposes sending the hardcopy newsletters with self-addressed envelopes.

Topic 7: Tara Playgroup (John Roman)
Table for later.

Topic 8: Tree Giveaway (Dru Fearing)
Post news of the giveaway in the late April newsletter and post to the website.

Meeting was adjourned at 9:22

Appended: Final and approved TLH CA meeting procedures:

MEETING PROCEDURES

1. In general all meeting will be conducted by Roberts Rules of Order and standard procedures used by Arlington advisory groups and the County Board.
2. An attendance sheet will be passed around at the beginning of the meeting to record attendance.
3. Call to order.
4. Approval of the minutes from past meeting(s). Requires a quorum.
5. Review agenda as published on the website. Solicit attendees for additional agenda items. Additional items may be added to the current agenda or deferred to the next meeting at the discretion of the President or acting executive at the meeting.
6. Agenda items
• These are items listed on the agenda before the meeting.
• If there is a guest speaker on a topic, the guest speaker will speak first on the topic. The guest speaker and the President will decide and announce whether questions will be entertained during or after the presentation.
• After the guest speaker concludes the Board will have an opportunity to ask questions of the speaker. After the Board asks questions, other members of the civic association will have an opportunity to ask questions and make comments. These members will identify themselves by name and offer their address.
• Following all questions the Board will have an opportunity to make comments and recommendations if there is not a vote on an issue.
• If there is a vote on an issue, then the Board will agree upon the wording of the motion, the floor will be open for discussion by the participants. Again, they will provide their names and addresses. Following civic association members’ comments, Board members will make their comments. Then a vote will be taken if there is a quorum.
• Questions and comments are made for information or for vote for a specific action (quorum required)
• Without a quorum, the Board can decide whether to seek a vote of the Board by email. The specific issue to be voted will be decided and wording of the resolution decided at the meeting.
7. Treasurer’s Report
8. Delegates and special committee reports
9. President’s comments not on the agenda. These are informational items and no decision can be made until the issue is raised and announced prior to a meeting.