April 6, 2020 Minutes

River Hill Board of Directors
Meeting Minutes
April 6, 2020

Opening (Agenda 1):
Tony Miceli, Chairperson, called the meeting to order at 7:09 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, Angela Ling, John Wan, and Adam White. Jeff Du, Student Member, Renee DuBois, Council Representative, and Susan Smith, Village Manager, were in attendance. Mr. Du left the meeting at 8:07 p.m.

Approval of the Agenda (Agenda 3):
Mr. Levine made a motion to approve the agenda. Mr. Wan seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 4):
Ms. Smith added that Ms. Addo joined the meeting at 7:30 p.m. Mr. Levin was added as the individual seconding the motion in the second paragraph under Agenda Item 6B Manager’s Report. Mr. Wan made a motion to approve the March 30, 2020 Minutes with these amendments. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 5):
There were no residents present.

Development Advisory Committee (Agenda 6Ai):
Mr. Levine reported the developer of Cedar Creek had started back clearing the land.

Teen Advisory Committee (Agenda 6Aii):
Mr. Du reported that he had spoken with the Events Coordinator. They decided to postpone the TAC Trivia event for 2-3 weeks. A meeting is scheduled with Events Coordinator and Village Manager for April 7, 2020 to discuss the upcoming events schedule and using Zoom for the events.

Traffic & Safety Committee (Agenda 6Aiii):
No report.

Watershed Committee (Agenda 6Aiv):
Mr. White shared he tried to coordinate a meeting with the other members of the Watershed Committee, and no one seems interested. Mr. White asked if the tip of the month would be in the upcoming newsletter. He suggested Ms. Smith mentioned there would not be room in the printed version and there could be room in the longer version if it is received quickly.

Manager’s Report (Agenda 6B):
A written report is on file with the original minutes.

Ms. Smith shared the cost for sending a printed abbreviated April newsletter out to all residents. The newsletter will be printed in black and white with 12 pages to include all the advertisers. The cost is $2,216 which includes the mailing of the newsletter. This is on par with what is typically spent. With the newsletter going out late, Ms. Smith suggested forgoing the May newsletter or sending an online only version.

Ms. Smith applied for the SBA Payroll Protection Program to Sandy Spring Bank. She received a link for submitting additional information. There is a Maryland Grant for $10,000 she will apply for as well.

Ms. Smith is reviewing The Families First Coronavirus Relief Act to determine the impact on the RHCA.

Because the newsletter is going out late this month with the draft budget, Ms. Smith recommended moving the Board meeting from May 4, 2020 to May 18, 2020 to allow for the required 30 days for public review and input on the budget. Mr. Miceli made a motion to move the Board meeting from May 4, 2020 to May 18, 2020. Mr. Wan seconded. The motion passed (6-0-0). Student Advisory Vote – in favor.

Council Representative Report (Agenda 6C):
Ms. DuBois had no report.

Board Chairperson Report (Agenda 6D):
Mr. Miceli had a Zoom meeting with Trinity Cheng about the traffic lights at MD 108 and Great Star Drive. Ms. Cheng will be coordinating with the TAC to get them involved in the process and reaching out to County Executive Ball’s office.

Cash Reserves and CA Annual Charge Share (Agenda 7A):
Mr. Miceli reported on a virtual meeting of the Village Board Chairs regarding CA’s cap on village cash reserves and the need to preserve reserves because of COVID-19. Mr. Miceli recommended stronger language to eliminate the cap for FY20 and FY21. The Board reviewed the draft letter to the CA Board of Directors. Discussion.

Mr. Miceli made a motion to send a letter to CA requesting the elimination of the cap on cash reserves. Mr. Levine seconded. The motion passed (6-0-0). Student Advisory Vote – in favor

FY21 Budget (Agenda 8A)
Based on discussion at the March 30 meeting, Ms. Smith shared changes to the draft to reflect the impact of COVID-19, including reducing the CA assessment share by 50% and further modifications to rental and lease revenue reflecting a more extended closure of Claret Hall and the Meeting Room. Special event related income and expenses were adjusted slightly. On the expenses side, salaries were kept flat as well as payroll benefits and taxes. The result is a projected loss for FY21.

Mr. Levine made a motion to publish the draft FY21 budget. Mr. Wan seconded. The motion passed (6-0-0). Student Advisory Vote – in favor.

Ms. Smith will continue to revise the draft for further consideration by the Board.

Executive Session – Personnel Matters (Agenda 9)
Mr. White made a motion to move into Executive Session at 8:07 p.m. for a discussion of personnel matters. Ms. Ling seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor. Mr. Du left the meeting.

Mr. Miceli made a motion to end the Executive Session at 8:37 p.m. Ms. Ling seconded the motion. The motion passed (6-0-0).

Board Speak Out (Agenda 10):
Mr. Levine shared he had suggested that neighbors contact RHCA to ask about the opening of CA this summer.

Mr. White mentioned his compost was not picked up this week. He also asked about the ability of CA to maintain the paths, community property and open space.

Mr. Wan asked if CA will continue to run afterschool services. Ms. DuBois suggested they would likely continue in the fall.

Adjournment (Agenda 11):
Mr. Levine made a motion to adjourn at 8:45 p.m. Mr. White seconded the motion. The motion passed (6-0-0).

Submitted: Susan M. Smith, Village Manager

Minutes Approved: April 20, 2020.