River Hill Board of Directors
May 18, 2020
Opening (Agenda 1):
Tony Miceli, Chairperson, called the meeting to order at 7:03 p.m. The meeting was held virtually via conference call using Zoom and was being recorded. The following members were in attendance: Harjeet Jandu, Matthew Levine, John Wan, and Adam White. Jeff Du, Student Member, Renee DuBois, Council Representative, and Susan Smith, Village Manager were present. Trinity Cheng, a member of the TAC and resident, was also in attendance. Jian Ni (Grateful Heart Gate joined the meeting at approximately 7:05 p.m. Dr. and Mrs. Brett Greenberger (Morning Light Trail) joined the meeting at approximately 7:17 p.m. Mr. Jandu left the meeting at approximately 9:45 p.m. Mr. Du, Mr. Ni, and Dr. and Mrs. Greenberger left the meeting at 10:45 p.m.
Approval of the Agenda (Agenda 3):
Mr. Levine made a motion to approve the agenda with the addition of 7B. COVID-19 Re-Opening Procedures. Mr. Wan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.
Administrative Items (Agenda 4):
Mr. Levine made a motion to approve the April 20, 2020 Minutes. Mr. Wan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.
Resident Speak Out (Agenda 5):
Ms. Cheng, a member of the TAC and River Hill resident, informed the Board of Directors that a River Hill High School alumnus had been killed in a vehicle accident which occurred on Harper’s Farm Road near the intersection with MD 108.
Dr. and Mrs. Brett Greenberger expressed concern regarding the application review process and the association’s responsiveness regarding their application for an in—ground pool and related improvements. Mr. and Mrs. Greenberger provided the Board with a timeline and summary prior to the meeting (on file with original minutes.)
Development Advisory Committee (Agenda 6Ai):
Mr. Levine reported that he had spoken with someone on site at the Cedar Creek development. They are installing development-related stormwater management and sediment control facilities and project infrastructure. The estimate is approximately 6 months until building construction begins.
Teen Advisory Committee (Agenda 6Aii):
Mr. Du reported that the Virtual Trivia Night held on May 1 went well with approximately 35 people attending. Participants were encouraged to donate to Feeding America. Mr. Du also reported that the TAC had discussed traffic and safety issues in the community at their last meeting. Mr. Du will provide an article for the online June newsletter to share his experiences and encourage students to apply for the Student Member and Teen Advisory Committees.
Traffic & Safety Committee (Agenda 6Aiii):
Mr. Miceli stated a meeting will be set with representatives from the State Highway Administration.
Watershed Committee (Agenda 6Aiv):
Mr. White reported that the committee has been unable to meet virtually and that some trees in the Pull & Plant area had been leaning and were fixed by the WAC Chair’s sons. Requests were made to have the trash cans by the Columbia Gym emptied more frequently as they are overflowing. Mr. Miceli asked to have staff contact the bank about the former Ruby Tuesday as trash is being scattered, possibly by rodents and racoons, since they are not emptied regularly. He suggested the county be notified. A concern was raised about dog poop bags being thrown into the open space and hanging from trees. Mr. Levine inquired about mulching. Mr. White will inquire about obtaining a Tip of the Month on mulching and soliciting more committee members.
Manager’s Report (Agenda 6B):
A written report is on file with the original minutes.
Mr. Levine made a motion to approve a $50 donation in memory of employee Hope Doherty’s Mother. Mr. White seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.
The members thanked Mr. Ni for his interest in serving on the Board and for attending the meeting. It was the consensus of the Board to continue to advertise the openings in June.
Mr. Levine made a motion to cancel the association’s annual Independence Day Parade due to COVID-19. Mr. White seconded. The motion passed (4-1-0). Mr. Wan voted in opposition. Student Advisory Vote – in favor. Mr. Levine suggested possibly holding a holiday parade in December. Ms. Smith reported staff is developing alternative ways for the community to celebrate July 4th that are COVID-19 friendly. Information will be shared in the June newsletter.
It was the consensus of the Board to set aside June 22 for a 2nd meeting.
Council Representative Report (Agenda 6C):
Ms. DuBois reported she is still waiting for a copy of the term sheet for Columbia Association’s loan and this has her concerned. She also expressed concern that CA’s line of credit has preference on the payment of assessments due in July, and therefore this will further impact cash flow. CA’s lack of cash flow due to COVID-19 is affecting operations as evidenced by the lack of mowing in open space. She believes this crisis is an opportunity to educate and involve more residents in CA-related matters.
Board Chairperson Report (Agenda 6D):
Mr. Miceli commented on the architectural review process and noted he will attend the RAC meeting on June 20 to observe and learn more about what is involved.
Management Contract Changes (Agenda 7A):
Copies of the April 20, 2020 Memo from Milton Matthews, CA President/CEO on Planning for Fiscal Year 2021 and the May 14, 2020 memo from Kristin Russell containing CA’s proposed changes to the Management Contract are on file with the original minutes. Ms. Smith reviewed the proposed changes. Discussion. Concerns were raised regarding the contract. Mr. Miceli will contact the other Board Chairs to obtain feedback on obtaining legal counsel.
Mr. Miceli made a motion to table a decision on the proposed changes to the Management Contract until the June 1, 2020 meeting and in the meantime to begin a discussion with the other villages. Mr. Wan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.
Mr. Miceli made a motion to accept CA’s offer to pay the FY21 1st Quarter Annual Charge Share in three monthly payments. Mr. Miceli seconded the motion. The motion passed (4-1-0). Student Advisory Vote – in favor.
COVID-19 Reopening Procedures (Agenda 7B):
Ms. Smith provided an overview of the procedural modifications made to date with respect to the covenant enforcement process. She noted that due to the increased volume and types of exterior alteration applications being received the Architectural Committee had asked for Resident Architectural Committee (RAC) review to re-start. Ms. Smith reported she had been working with Ms. Lambright and the first virtual RAC meeting will be held on Wednesday, May 20 and will include Dr. and Mrs. Greenberger’s application. Ms. Smith recommended that given changes made at the state and county level, site visits by the RAC and staff can begin to resume.
Mr. Miceli made a motion to approve site visits for RAC members and staff provided COVID-related safety precautions are in place. Mr. Wan seconded the motion. The motion passed (4 -0-1). Mr. Jandu abstained. Student Advisory Vote – in favor.
FY21 Budget (Agenda 8A):
Ms. Smith shared an updated draft FY21 Budget and discussed various scenarios and their impact (copies on file with the original minutes). There was considerable discussion about what to expect relative to COVID.
Mr. Wan made a motion to approve the FY21 Budget Option 6.0 and include a letter to CA that the Board will re-evaluate/update the budget on a quarterly basis. Mr. Miceli seconded the motion. The motion failed (2-2-0). Student Advisory Vote – in favor.
Student Member & Teen Advisory Committees (Agenda 8B):
Ms. Smith recommended the association proceed with advertising for applications and that modifications to the charters be considered in the future. She recommended a submittal deadline of June 30. This will enable interviews for the Student Member to occur in July with an appointment made in July or August, and interviews for the Teen Advisory Committee (TAC) to occur in late August/early September with appointment at the September meeting. The Board agreed by consensus.
The following members volunteered to serve on the interview committees:
- Student Member – Renee DuBois and John Wan
- TAC – Renee DuBois & ?
Ms. Smith will ask Mr. Jandu if he is interested in serving on the TAC interview committee. Mr. Miceli and Mr. White volunteered as alternates if needed.
Executive Session – Personnel Matters (Agenda 9):
Mr. Levine made a motion to move into Executive Session at 10:50 p.m. Mr. Miceli seconded the motion. The motion passed (4-0-0). Mr. Du and resident observers left the Zoom meeting and recording was stopped.
Mr. Levine made a motion to end the Executive Session at 11:09 p.m. Mr. Miceli seconded the motion. The motion passed (4-0-0).
Board Speak Out (Agenda 10):
Mr. Wan apologized for some of the comments made earlier in the meeting.
Adjournment (Agenda 11):
Mr. Levine made a motion to adjourn the meeting at 11:11 p.m. Mr. Wan seconded the motion. The motion passed (4-0-0).
Submitted: Susan M. Smith, Village Manager
Minutes Approved: June 1, 2020.