April 5, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

April 5, 2021

 

 

Opening (Agenda 2):

Adam White, Vice Chairperson, called the meeting to order at 7:13 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Matt Levine, and Jian Ni. Alex Oh and Shyam Pillai, Student Members, Renee DuBois, Columbia Council Representative, and Susan Smith, Village Manager, were present. Nina Basu, CEO and President, Inner Arbor Trust, Inc., was also present. Residents in attendance were Janet Munro (Morning Time Lane), Gary Sauers (Morning Light Trail), Barbara Wertman (Waking Dreams Knoll) and Dipper Wettstein (Gentle Call). Eric Greenberg (Empty Song Road) arrived at 7:30 p.m. Harry Dunbar arrived at 7:23 p.m. Dipper Wettstein arrived at 7:30 p.m. Mary Beth Steil arrived later.

 

Approval of the Agenda (Agenda 3):

Mr. White made a motion to approve the agenda. The motion was seconded by Matt Levine. Ms. Smith asked for Agenda Item 4B.- March 15, 2021 Minutes be deleted. Mr. White accepted this amendment. The agenda was approved (3-0-0). Student Advisory Votes – in favor (2).

 

Announcement of Executive Session Meetings Held/To Be Held (Agenda 4A):

Ms. Smith announced the Board had held Executive Sessions on March 15, March 25, and April 5:

  • Virtual Executive Session on March 15, 2021 – Participants were Adam White, Harjeet Jandu, Matt Levine, Tony Miceli, and Jian Ni. Also present was Susan Smith, Village Manager.

 

Mr. Levine made a motion to move into Executive Session at 9:31 p.m. for the purpose of discussing legal matters and potential litigation Mr. Miceli seconded the motion. The motion passed (5-0-0).

 

Mr. Miceli made a motion to adjourn the Executive Session at 9:49 p.m. Mr. Levine seconded the motion. The motion passed (5-0-0).

 

  • Virtual Executive Session on March 25, 2021 – Participants were Adam White, Harjeet Jandu, Matt Levine, Tony Miceli, and Jian Ni. Also present were Michael Cornell, Election Committee Chairperson, Sara Arthur, Esq., and Susan Smith, Village Manager. Mr. Jandu left the meeting at approximately 7:30 p.m.

 

Mr. Levine made a motion to move into Executive Session at 7:03 p.m. for the purpose of legal matters and potential litigation. Mr. Miceli seconded the motion. The motion passed (5-0-0).

 

Mr. Levine made a motion to adjourn the Executive Session at 8:59 p.m. Mr. White seconded the motion. The motion passed (4-0-0).

 

  • Virtual Executive Session on April 5, 2021. Participants were Adam White, Matt Levine, and Jian Ni. Also present were Renee DuBois, Columbia Council Representative, and Susan M. Smith, Village Manager.

 

At 6:55 p.m., Mr. Levine made a motion that the Board of Directors move into Executive Session for the purpose of discussing personnel matters. Mr. White seconded the motion. The motion passed (3-0-0).

 

Mr. Levine made a motion to adjourn the Executive Session at 7:09 p.m. Mr. White seconded the motion. The motion passed (3-0-0).

 

 

Nina Basu, CEO & President, Inner Arbor Trust, Inc. (Agenda 5):

Ms. Basu gave an overview of the Inner Arbor Trust, a 501c (3), responsible for managing, concurrently with the Columbia Association, the area known as Symphony Woods as well as additional acreage transferred in the vicinity of Merriweather Post Pavilion MPP). A copy of Ms. Basu’s presentation is on file with the original minutes.

 

The area managed by the trust is envisioned as a “Central Park” for Columbia/Howard County. The trust seeks to create a sense of place and to make the area accessible 365 days/year for people of all ages. The trust currently controls Phase 1 open space and a limited part of the Phase 2 open space and 24 acres are preserved in conservation easements. The trust also owns the Chrysalis and is responsible for its programming which is geared toward community events. Ms. Basu explained that the development plan has evolved from the “McCall” Plan with guidance from the Stakeholder Advisory Committee. The trust is working on drainage issues, amendments to strengthen the soil, and reforestation. A colonnade separating MPP and Symphony Woods is planned as are pavilions and gazebos. 15 picnic tables will be delivered in mid-April and the trust is soliciting artists to decorate the tables.

 

The trust has earned income as well as an annual grant from the Maryland Arts Council. Funding also comes from Columbia Association and Howard County e.g., pathway construction, and from gifts. Ms. Basu explained that the trust differs from the Downtown Columbia Arts and Culture Commission (Ian Kennedy, Executive Director) which now owns Merriweather Post Pavilion with programming handled by Live Nation. She noted Howard Hughes Corporation owns all the parking in the downtown area.

 

Resident Speak Out (Agenda 6):

Ms. Wertman (Waking Dreams Knoll), Independence Day Parade Coordinator, spoke about the importance of holding the parade and noted that the Police Department has okayed the parade provided COVID-19 precautions are in place. She noted it is unclear where the parade will stage, possibly along South Trotter Road. Due to COVID-19 there will be no reception in 2021.

 

Mr. Levine made a motion to approve the parade for 2021 provided all necessary precautions are taken and permits are obtained. Mr. White seconded the motion. The motion passed (3-0-0).

Mr. White asked that an effort be made to limit disposable plastic products.

 

Ballot Questions (Agenda 7A):

Mr. Levine made a motion to accept and file the email vote to remove the previously approved ballot questions from the ballot. Ms. DuBois seconded the motion. The motion passed (3-0-0). The email votes are on file with the original Minutes.

 

FY22 Operating Budget (Agenda 7B):

Ms. DuBois noted that the CA Board is considering reinstating some of the original FY21 Annual Charge Share funding as well as making the third and final payment from the Contingency Fund to the village associations. The purpose is to provide the village associations with funds to assist with cash flow and a return to more normal operations in FY22.The village associations payment of excess cash reserves for FY21 is also being considered.

 

Ms. Smith will coordinate with Mr. Levine on updating the budget for the next Board Meeting.

A tentative budget work session was planned for April 19.

 

Education Committee (Agenda 8A):

The members discussed forming an Education Committee with a goal to connect with the schools that students in the village attend and to interact with the Board of Education. The members present discussed having representatives from each of the schools on the committee. Mr. Ni may be willing to chair the committee. The next step will be to develop a Charter for the committee. Mr. Ni, Mr. Levine, Mr. Oh, Mr. Pillai, and Ms. DuBois agreed to work on drafting a Charter for discussion at the June meeting.

 

Development Advisory Committee (9Ai)

Mr. Levine noted there has been a price increase for the homes in Cedar Creek and that the apartments in Robinson Overlook are about 30% leased.

 

Ms. Smith added that a pre-submission meeting for the Scott Property (South Trotter Road) will be held on Wednesday, April 28. The Zoning Board hearing for the Erickson Living project will continue Wednesday, April 7 at 6 p.m. and the Planning Board will hear Erickson’s request to extend the General Plan Amendment for water and sewer on Thursday, April 15 at 7 p.m.

 

Teen Advisory Committee (Agenda 9Aii):

Mr. Oh will write an article about the TAC for the May newsletter.

 

Watershed Committee (Agenda 9Aiii):

Mr. White expressed concern regarding the use of the Chesapeake Bay Trust grant funds to reimburse the Columbia Association and stated he would prefer the funds be used in another manner in the village.

 

Village Manager (Agenda 9B):

Ms. Smith reported the Claret Hall sprinkler system’s compressor had failed and a temporary compressor installed until the permanent part arrives. Due to pressure issues, water was leaking in the sprinkler closet and an emergency maintenance call made. CA and association staff are monitoring the pressure to avoid a recurrence.

 

Ms. Smith informed the Board that Mohammad Saleem, a longtime resident in Pointers Run, former Resident Architectural Committee Member and Chair, former Board Member and Vice Chair, and current Chair of the Architectural Committee had submitted his resignation.

 

Columbia Council Representative (Agenda 9C):

Ms. DuBois reported that Columbia Association’s new President, Lakey Boyd, will start on May 1. She expects Ms. Boyd will meet with the Village Boards once she is settled.

 

Board Chairperson (Agenda 10):

None.

 

Board Speak Out (Agenda 11):

None.

 

Adjournment (Agenda 12):

At 9:04 p.m., Mr. White made a motion adjourn the meeting.  Mr. Levine seconded the motion. The motion passed (3-0-0). Student Advisory Votes – in favor (2-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  April 26, 2021 (as amended)

March 15, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

March 15, 2021

 

 

Opening (Agenda 2):

Adam White, Vice Chairperson, called the meeting to order at 7:07 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Harjeet Jandu, Matt Levine, Jian Ni, and Tony Miceli. Alex Oh, Student Member, Renee DuBois, Council Representative, and Susan Smith, Village Manager, were present. Martin Oltmanns, Columbia Association Aquatics Director, was also present. Residents in attendance were Trinity Cheng (Pure Sky Place), Michael Cornell (Morning Time Lane), and Micaela Crooks (Sunlit Water Way), Janet Munro (Morning Time Lane), and Dipper Wettstein (Gentle Call). Shyam Pillai, Student Member arrived at 7:20 p.m. Eric Greenberg (Empty Song Road) arrived at 8:17 p.m.

 

Approval of the Agenda (Agenda 3):

Mr. Levine made a motion to approve the agenda with the addition of 9C. to develop a response to the Asian hate bias expressed at a recent Howard County Racial Equity Task Force Meeting on March 4, 2021. The motion was seconded by passed (4-0-0). Student Advisory Vote – in favor (1).

 

Announcement of Executive Session Meetings Held/To Be Held (Agenda 4A):

Mr. Levine made a motion to hold an Executive Session immediately following the Board Meeting for the purpose of legal matters and potential litigation. Mr. White seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

February 1, 2021 Minutes (Agenda 4B):

Mr. White made a motion to approve the February 1, 2021 Minutes. Mr. Levine seconded the motion. The motion passed (4-0-1). Mr. Jandu abstained. Student Advisory Vote – in favor (1).

 

March 1, 2021 (Agenda 4C):

Ms. DuBois made a motion to approve the March 1, 2021 Minutes. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor (1).

 

 

 

Martin Oltmanns, Columbia Association, Aquatics Director (Agenda 5):

Mr. Oltmanns announced that the Columbia Association (CA) will be opening 15 outdoor pools for the summer swim season. Both River Hill swim teams will practice at the River Hill and Hobbit’s Glen Pools and will rotate using the pools for swim meets. Swim meets will be held virtually to keep the team separate. The pools will be accessible to residents who pre-register for 90 minutes swim blocks. Swim registration will open 10 days in advance and can be done online or by calling the CA Aquatics Office. The River Hill pool can accommodate 125 people/block. CA staff will clean all touchpoints between each block. Visitors must bring own chairs and towels. The policies and procedures are expected to change as COVID-19 requirements change. Mr. Oltmanns noted the biggest challenge this year has been hiring enough lifeguards. Mr. Levine inquired about hiring international guards and per Mr. Oltmanns, CA has never hired guards from out of the country and typically draws locally. Mr. Levine inquired about the condition of the pools given that they were not used in 2020. Mr. Oltmanns explained the pools are still being maintained and that covers are being purchased.

 

Resident Speak Out (Agenda 6):

Mr. Wettstein (Gentle Call) noted that since 2018 none of CA’s Aquatics Committee’s meeting agendas and minutes have been posted online and asked that they be posted. Mr. Wettstein also suggested that CA reach out to the County and the State to obtain funding to open the pools that are scheduled to remain closed for summer 2021.

 

Mr. Wettstein (Gentle Call) expressed concern regarding village elections and staff safety.

 

Election Committee – Chairperson Interviews (Agenda 7):

The Board interviewed Michael Cornell for the position of Election Committee Chairperson.

 

Election Committee (Agenda 8A):

Mr. Levine made a motion to appoint Mr. Cornell as the Election Committee Chairperson. Mr. Jandu seconded the motion. The motion passed (5-0-0). Student Advisory Votes – in favor (2).

 

Ballot Questions (Agenda 8B):

Ms. Smith reviewed the materials provided regarding ballot questions pertaining to online voting. Ms. Smith recommended that question be limited to a yes/no response to whether the member supports online/electronic voting. Mr. Levine made a motion to include the recommended question on the ballot. Ms. DuBois seconded the motion. The motion passed (4-0-0). Student Advisory Votes – in favor (2).

 

FY21 3rd Quarter Financials & Variance Analysis (Agenda 9A):

Ms. Smith reviewed the 3rd quarter financials and variance analysis and responded to questions from the Board. Mr. Levine made a motion to approve the FY21 3rd Quarter Financials and Variance Analysis. Mr. Ni seconded the motion. The motion passed (4-0-0). Student Advisory Votes – in favor (5-0-0). Student Advisory Votes – in favor (2).

 

FY22 Operating Budget (Agenda 8C):

Ms. Smith reviewed the draft budget and the assumptions. Mr. Levine made a motion authorizing Ms. Smith to publish the draft budget as presented. Ms. DuBois seconded the motion. Discussion.

The motion passed (5-0-0). Student Advisory Votes – in favor (2).

 

Education Committee (Agenda 9B):

Mr. Levine made a motion to postpone the discussion of forming an Education Committee to the next meeting. Ms. DuBois seconded the motion. The motion passed (5-0-0). Student Advisory Votes – in favor (2).

 

Feedback to Howard County’s Racial Equity Task Force (Agenda 9C):

Mr. Levine made a motion to send the letter circulated by email on behalf of the Board condemning the hate bias exhibited towards Asians during the March 4, 2021 Task Force meeting and requesting the removal of Mr. Harris. The letter should be sent to County Council Member Opel Jones, the members of the Racial Equity Task Force, and copies to the County Council, Ms. DuBois seconded the motion. Discussion. The motion passed (3-1-1). Mr. Miceli was opposed. Mr. Jandu abstained. Student Advisory Votes – in favor (2).

 

Development Advisory Committee (10Ai)

Mr. Levine noted the Cedar Creek models have their lights on and appear ready. He also reported that the Five Guys restaurant had opened in the River Hill Square center.

 

Teen Advisory Committee (Agenda 10Aii):

Mr. Oh and Mr. Pillai reported that the virtual Bingo event had gone well, approximately 25 families participated with a total of about 70 participants. $300 was raised in donations for Columbia Community Care. The TAC is scheduled to meet to do a re-cap of the event.

 

Traffic & Safety Committee (Agenda 10Aiii):

Mr. Miceli reported that he had been contacted by Steve Breeden, Security Development, the developer of the River Hill Square retail center. Mr. Breeden is interested in pursuing a pathway connection from the rear to the existing CA pathway. It does not appear that ADA compliant way access can be provided from the front of the site.

 

Watershed Committee (Agenda 10Aiv):

Mr. White reported the Watershed Committee will meet next on March 18 at 6 p.m. and that he has signed up for the Weed Warrior training program.

 

 

Village Manager (Agenda 10B):

Ms. Smith reported that the Master Gardener program had 73 people signed up, 53 attended, and of the number in attendance 14 were people who had not attended previous sessions. Ms. Smith reported on a presentation by Howard County’s Bee City program and recommended that the Watershed, Resident Architectural, and Architectural Committees meet with them to learn more about the program. Ms. Smith informed the Board that Howard County had begun its budget process and the County Executive will present his proposed operating and capital budgets in April. The County Council will then hold a series of work sessions and hearings with approval scheduled in June. It was the consensus of the Board to submit written input.

 

Columbia Council Representative (Agenda 10C):

Ms. DuBois reported CA’s FY22 budget was approved, and 15 outdoor pools will be open during the 2021 swim season. She noted that at the CA Board’s next meeting they will be reviewing CA’s 3rd quarter financials to determine if CA expects to have any excess cash at the end of FY2021. Ms. DuBois noted that it is important to her that if there is excess cash, that some funding be provided to the village associations to enable them to ramp up a return to more normal post-COVID operations while their ability to generate revenue in the early part of FY22 is constrained.

 

Board Chairperson (Agenda 10D):

None.

 

Board Speak Out (Agenda 11):

None.

 

Adjournment (Agenda 12):

At 9:30 p.m., Mr. Levine made a motion to adjourn the meeting and to move into Executive Session for the purposes of legal matters and potential litigation. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor (2-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  April 26, 2021 (as amended)

March 1, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

March 1, 2021

 

Opening (Agenda 2):

Adam White, Vice Chairperson, called the meeting to order at 7:10 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Harjeet Jandu, Matt Levine, and Tony Miceli. Alex Oh, Student Member, Susan Smith, Village Manager, and Lesley Ahmuty, Event Coordinator were present. Renee DuBois, Council Representative, arrived at 7:25 p.m. Jian Ni, Board Member, arrived at 7:33 p.m. Shyam Pillai, Student Member, arrived later. Residents included Tara Capino (South Wind Circle), Jennifer Lui (Hayboat Court), Ron Alper (Barley Corn Row) Jeffrey Pierre (River Run), Alice Sanner (Empty Song Road), Brett Greenberger (Morning Light Trail), Janet Munro (Morningtime Lane).

 

Approval of the Agenda (Agenda 3):

Mr. Levine made a motion to approve the agenda with the removal of the draft February 1, 2021 minutes from the Agenda. Mr. Miceli seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (1).

 

Announcement of Executive Session Meetings Held/To Be Held (Agenda 4A):

Ms. Smith announced there was no Executive Session Meeting planned and no meetings had been held since February 1, 2021.

 

Resident Speak Out (Agenda 5):

 

Ms. Capino (South Wind Circle) expressed concern with on-line voting. She felt it was too soon to make a change without announcing the change in procedure. There was success with paper ballots. Urged the Board to wait to implement on-line voting.

 

Ms. Alice Sanner (Empty Song Road) is glad food trucks are getting broader attention. She has no issues with food trucks in the community but does not think Empty Song Lane is the right place for a food truck every week. It is disruptive, noisy, and crowded. She asked that alternative locations, including River Run, be considered as a food truck location.

 

Dr. Brett Greenberger (Morning Light Trail) feels his views on the lawsuit brought by his neighbor have been misrepresented by the association. He would like a greater explanation on why their family was left to represent themselves.

 

Old Business (Agenda 6):

 

Food Trucks (Agenda 6A):

There was board discussion about the safety of food trucks in the neighborhood and about seeking input from the residents. Residents on Empty Song Rd. have expressed concerns about the location. While having food trucks in the neighborhood is not illegal, perhaps there needs to be consensus on location so that neighbors are comfortable with traffic safety. Mr. Miceli suggested moving to an area where there are marked crosswalks, such as Summer Sunrise Drive. Mr. Jandu agreed.

 

Mr. Levine made a motion to create a Committee to let the Association take over organizing the food trucks as an association-sponsored event and for the public to understand the current food trucks are not a village sponsored event and the Association does not control them. Mr. Miceli amended the motion to say that the food trucks currently organized by Mr. Levine should cease and desist. Mr. Levine did not accept the amendment and the motion failed with no second.

 

Mr. Levine was asked to recuse himself from the discussion as he is a member of the Board and has also organized the food trucks on Empty Song Lane. He said he has no plans to recuse himself from the discussions.

 

Mr. Levine then made a new motion to create a Social Committee with intention of organizing food trucks in a neighborhood wide event as soon as possible. With no second, the motion failed.

 

Election Procedures (6B)

Ms. Smith reviewed the Elections Committee’s recommendation to conduct absentee voting via paper ballots and to hold online/electronic voting on Election Day. Alternatively, Ms. Smith recommended absentee voting be held using paper ballots and using the online/electronic method with in-person voting held on Election Day. The costs and procedural changes necessary were presented and discussed.

 

Mr. Levine made a motion for the 2021 Election to have in-person voting and put on the ballot a question about on-line voting. Mr. Ni seconded the motion. The motion passed (3-2-0). Student Advisory Votes – opposed (0-2-0).


After the vote, Mr. Miceli announced he was stepping down as Election Chair. The Board discussed including a ballot question to assess resident interest in online voting.

 

COVID Procedures (6C):

Ms. Smith presented modifications to the current COVID Procedures to address vaccinations and quarantining when traveling from other states (see information on file with original minutes).

Mr. White made a motion to approve the changes. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor (2-0-0)

 

Ballot Question (Agenda 7A):

Mr. Levine made a motion to approve placing a question on the ballot to modify the by-laws to only hold Village Elections when there is a contest as stated in attachment 7A (on file with the meeting minutes). Mr. White seconded the motion. The motion passed (4-0-1). Student Advisory Vote – in favor (2-0-0)

 

It was the consensus of the Board to discuss any additional ballot questions at the March 15 meeting.

 

Transportation Priorities Letter (7B):

The draft letter prepared by Mr. Miceli was reviewed by the Board. He explained there is no money budgeted for the Clarksville MD 108 Streetscape Plan in county budget for FY22. Mr. Miceli noted the county is waiting to see whether the Erickson Living project will receive approval of their requested zoning change.

 

Mr. White made a motion to approve the letter with edits made by Ms. Smith. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Votes – in favor (2-0-0)

 

Mr. White will sign the letter before sending it. It was the consensus that the State delegation and the County Council should be copied.

 

FY22 Operating Budget (7C)

Ms. Smith is working on financials for 3rd quarter as well as the 4th quarter estimates. There was discussion about the CA Budget passing and the contribution to the village associations. It was recommended a fee be charged for business participating in the parade if it is held.

 

Development Advisory Committee (8Ai)

Mr. Levine noted the Cedar Creek models may be open soon, the Robinson Overlook project is on schedule, and the Five Guys restaurant in the River Hill Square retail development will open soon.

 

Teen Advisory Committee (Agenda 8Aii):

Mr. Oh reported the TAC will have Bingo Family Fun Night on March 12, 2021 at 7 p.m. There are 10 participants signed up so far. A TAC meeting was scheduled last week and a dry run for the Bingo will be held. An ad went into the March Newsletter, the event is advertised in various online locations, and the TAC members are also sending out the information.

 

Traffic & Safety Committee (Agenda 8Aiii):

Mr. Miceli had nothing to report as the Transportation Letter was approved.

 

Watershed Committee (Agenda 8Aiv):

Mr. White reported a meeting was held on February 18, 2021.  Monthly meetings will resume, and items discussed include the Columbia Clean-up Day on May 1, holding a Pull and Plant, Storm drain stenciling, and the grant money for the raingarden.

 

Village Manager (Agenda 8B):

Ms. Smith provided an update on renovations which are mostly done. There was a slight odor of gas when there was an inspection of the facility for the daycare provider. This issue will be addressed by CA. Staff has written a 3-month contract for the daycare provider which will be converted to a lease when licensing has been obtained. A robotics club is also using the Meeting Room. Staff is in the office 9-2 p.m. Monday – Thursday with 2 staff in the office at a time.

 

Columbia Council Representative (Agenda 8C):

Ms. DuBois reported the FY22 budget was passed. There are still Board members who want to bring Haven on the Lake up for rec-consideration. CA is looking for another tenant to sublease the space.

 

Board Chairperson (Agenda 8D):

None.

 

Board Speak Out (Agenda 9):

Mr. Levine asked about starting an Education Committee, like Oakland Mills Village and asked that it be added to the Agenda for the next meeting. Tony sent information to the Board for a Training Manual and said we may want to have an Executive Session to discuss it.

 

Adjournment (Agenda 10):

At 10:40 p.m., Mr. White made a motion to adjourn the meeting. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor (2-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  March 15, 2021

February 1, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

February 1, 2021

 

 

Opening (Agenda 1):

Adam White, Vice Chairperson, called the meeting to order at 7:40 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Matt Levine, Tony Miceli, and Jian Ni. Alex Oh and Shyam Pillai, Student Members, were present. Renee DuBois, Council Representative, and Susan Smith, Village Manager, were present. A list of residents attending the meeting is on file with the original minutes.

 

Approval of the Agenda (Agenda 3):

Mr. Levine made a motion to approve the February 1, 2021 agenda. Mr. White seconded the motion. The motion passed (4-0-0). Student Advisory Votes – in favor (2).

 

Announcement of Executive Session Meetings Held/To Be Held (Agenda 4A):

Ms. Smith announced the following:

 

  • RHCA’s Board of Directors held a virtual Executive Session on February 1, 2021. Participants were Matt Levine, Harjeet Jandu, Tony Miceli, Jian Ni, and Adam White. Also present were Tim McCormack, Esq, Ballard Spahr, and Susan M. Smith, Village Manager

 

At 7:04 p.m., Mr. Miceli made a motion that the Board of Directors move into Executive Session for the purpose of discussing business transactions in the negotiation stage and consultation with Counsel. Mr. White seconded the motion. The motion passed (5-0-0).

 

Mr. Levine made a motion to leave Executive Session at 7:32 p.m. Mr. White seconded the motion. The motion passed (5-0-0).

 

January 4, 2021 Board Meeting Minutes (Agenda 4B):

Ms. DuBois made a motion to approve the January 4, 2021 Minutes. Mr. Levine seconded the motion. The motion passed 4-0-0). Student Advisory Votes – in favor (2).

 

Resident Speak Out (Agenda 5):

 

Dr. Greenberger (Morning Light Trail) stated the goal of the Board of Directors should be to assist residents and the purpose of his and his wife’s requests for compensation was to have a discussion. He stated the Board’s handling of the request was underhanded. He criticized how the association handled their exterior alteration application and that this led to their neighbor’s actions. He expressed concern about setting precedent.

 

Pastor Scott Lord (Church of God, a Worldwide Association) introduced himself and thanked the Board for considering his congregation’s requests so that they may return to holding services at Claret Hall.

 

COVID Procedures (Agenda 6A):

Mr. Levine made a motion to approve changes to the COVID Procedures to increase the capacity to the County’s allowable levels for religious services, to permit singing with masks on, to permit the congregation to maintain a log of who attends services to be made available upon request for contact tracing purposes, and to permit the pastor/speaker to use a face shield and/or a plexiglass shield. Mr. Miceli seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

 

Election Procedures (Agenda 6C):

Ms. Smith presented various options for holding village elections. She recommended: absentee balloting be done via paper ballots and electronic/online voting, and on Election Day in person voting be conducted in a manner like the elections held in June 2020. Discussion included cost and the potential for voter suppression.

 

Mr. Miceli made a motion for the association to move to an electronic/online voting system for the Elections in April. Mr. White seconded the motion. The motion passed (3-1-0). Mr. Levine opposed the motion. Student Advisory Votes – in favor (2).

 

Election Committee (Agenda 6B):

Mr. White made a motion to appoint Mr. Miceli as Chair of the Election Committee. Ms. DuBois seconded the motion. The motion passed (4-0-0).  Student Advisory Votes – in favor (2).

 

It was the consensus of the Board that the procedures for implementing online voting and ballot questions will be discussed at the March 1, 2021 meeting.

 

CA FY22 Budget (Agenda 7A):

Ms. Smith reviewed the draft letter distributed to the board members via email for review. She suggested the board consider supporting other villages’ requests to retain FY21 cash reserves due to COVID and financial uncertainties.

 

Mr. Levine made a motion to revise the input to include the retention of excess cash reserves and a full level of funding for programming/events. Mr. White seconded the motion. The motion passed (4-0-0). Student Advisory Votes – in favor (2).

 

Ms. Smith will circulate the revised draft for Board review and approval.

 

Development Advisory Committee (Agenda 8Ai):

Mr. Levine reported the Robinson Overlook project is proceeding and Five Guys will be opening in the River Hill Square retail development.

 

Teen Advisory Committee (Agenda 8Aii):

Mr. Pillai reported that a Teen Talk article about online learning will be published in the February newsletter. The committee is making progress on plans for the virtual Bingo Night. The committee is also considering ideas for additional virtual events. Mr. Levine raised a concern about supporting groups linked to political organizations.

 

Traffic & Safety Committee (Agenda 8Aiii):

Mr. Miceli mentioned he had spoken with someone from the 5th District Volunteer Fire Department and there is interest in holding food truck events like some others in the county as they do not believe their breakfast fundraisers will be starting up anytime soon. However, the parking lot is a Park & Ride location and may be used as a COVID vaccine distribution center and these uses may limit their ability to host food trucks. Mr. Miceli noted he had visited Grace Drive to evaluate the safety concerns Mr. Levine had raised. He again mentioned coordinating with CA and the developer to install a pathway connection to the River Hill Square project through the open space behind Whistling Winds Walk.

 

Watershed Committee (Agenda 8Aiv):

Mr. White reported the committee will meet on February 18.

 

Village Manager (Agenda 8B):

A written report is on file with the original Minutes. Ms. Smith gave an update on the renovations at Claret Hall. Mr. Levine volunteered to serve as the Financial Liaison in Mr. Wan’s place.

 

Mr. Levine made a motion to provide staff with the flexibility to adjust rental rates until the COVID restrictions change, with the goal of covering the association’s costs and to make a small amount of profit. Mr. Miceli seconded the motion. The motion passed (4-0-0). Student Advisory Votes – in favor (2).

 

Columbia Council Representative (Agenda 8C):

Ms. DuBois reported that per CA’s draft budget and based on discussions to date, it appears the River Hill and Hobbits Glen outdoor pools will be open this summer. This will enable both River Hill swim teams to practice. Mr. Miceli inquired about the status of Haven on the Lake. Closure has been recommended though there are 4 years left on the lease.

 

Board Chairperson (Agenda 8D):

Mr. White thanked everyone for their time and reminded members to attend the meetings if possible.

 

Board Speak Out (Agenda 9):

Mr. Levine mentioned that he had spoken with the county and classes held at the facilities fall under the athletic facilities classification and that more than 10 people can participate. He recommended staff work with the instructors to have them return.

 

Adjournment (Agenda 10):

At 9:40 p.m., Mr. Levine made a motion to adjourn the meeting. Mr. White seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  March 15, 2021