December 14, 2021 Minutes

River Hill Board of Directors

Work Session Minutes

December 14, 2021

 

 

Opening (Agenda Item 2):

Matthew Levine, Chairperson, called the work session to order at 6:05 p.m. The work session was virtual via Zoom. The following members attended: Kevin Bruening, Matthew Levine, Janet Munro, and April Battle. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present. Absent were Harjeet Jandu, Jian Ni, and Adam White. The following Election Procedures Review Committee members attended the meeting: Richard Thomas and B. Aletta Nonyane.

 

Approval of the (Agenda Item 3):

Mr. Bruening made a motion to approve the agenda and Mr. Levine seconded the motion. The motion passed by unanimous consent.

 

Resident Speak Out (Agenda Item 4):

None

 

Election Procedures Review Committee (Agenda Item 5)

A Power Point presentation and discussion of the findings of the Committee ensued. Mr. Levine announced a special virtual meeting of the River Hill Community Association Board of Directors on January 18, 2022, from 7:00 p.m. to 10:00 p.m. for the purpose of discussing and debating the Election Procedures Review Committee findings.

 

Adjournment (Agenda Item 6):

At 8:00 p.m. Mr. Levine adjourned the work session.

 

Minutes Approved: January 3, 2022

December 6, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

December 6, 2021

 

 

Opening (Agenda Item 2):

Matthew Levine, Chairperson, called the meeting to order at 7:15 p.m. The meeting was hybrid, in person at Claret Hall and virtually via Zoom. The following members attended: Kevin Bruening, Matthew Levine, Jian Ni, Adam White, Janet Munro, Harjeet Jandu, and April Battle. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present. The following guests attended the meeting: Steven Boswell from Columbia Association, Danielle D’Antonio, Jay Smart, Ruth Huffman, and approximately twenty Scouts from Scout Troop 618.

 

Approval of the (Agenda Item 3):

Mr. Bruening made a motion to approve the agenda subject to removing the approval of the November 1, 2021, approval of the minutes. Mr. Levine seconded the motion. The motion passed by unanimous consent.

 

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

There was an Executive Session held on December 6, 2021, subject to COMAR Section 11B-111 (4) (i)” Discussion of matters pertaining to employees and personnel”

 

Board Meeting Minutes – October 4, 2021 (Agenda Item 4B):

Per amended agenda, this was not discussed.

 

Resident Speak Out (Agenda Item 5):

Daniella D’Antonio, Jay Smart and several other Scouts from Troop 618 discussed the merits of being a Scout and their experiences.

 

Scout Troop #618 Charter Renewal (Agenda Item 6)

Mr. Levine made a motion to renew the charter for Scout Troop #618 including an article in the Villager with pictures. Mr. Greenberg seconded the motion. The motion passed by unanimous consent.

 

Teen Advisory Committee Report (Agenda Item 7)

Dunkin with Santa will be held on December 11, 2021, in front of Claret Hall. School’s Out Bingo will be held on January 24, 2022.

 

 

Old Business (Agenda Item 8)

None

 

New Business

 

Columbia Association RH-19 Tot Lot Renovation (Agenda Item 9A)

Steven Boswell proposed a modular 2-5 unit and single post swing sets for Tot Lot RH-19 which was presented to the Board. Tot Lot RH-19 had been removed for future renovation due to safety issues.

Ms. Battle made a motion to accept the renovation plan for Tot Lot RH-19. Mr. Greenberg seconded the motion. The motion passed by unanimous consent.

 

Resident Architectural Committee Vacancies (Agenda Item 9B)

Ms. DuBois reported that the Architectural Committee had only two members and requested that the River Hill Community Association (RHCA) Board of Directors advertise and appoint up to three candidates to be members of the Architectural Committee. This would increase the committee size to a maximum of five members.

Mr. Levine made a motion to advertise and appoint up to three new members of the Architectural Committee. Ms. Battle seconded the motion. The motion was passed by unanimous consent.

 

Election Procedures Review Committee Report (Agenda Item 9C)

Ms. Munro stated that the committee had completed its initial review of various documents and was seeking Board of Directors approval to forward the List of Legal Review Topics to the attorney for a legal opinion.

Mr. Levine moved to forward the List of Legal Review Topics to that attorney for a legal opinion. Ms. Battle seconded the motion. The motion passed by unanimous consent.

Ms. Munro moved to hold a virtual RHCA Work Session on December 14, 2021, from 6:00 p.m. to 8:00 p.m. The motion was seconded by Ms. Battle. The motion passed by unanimous consent. 

 

Development Advisory Liaison/Committee (Agenda Item 10Ai)

Ms. Battle discussed the proposed Concept Plan for the Popeye’s location on Clarksville Pike.

 

Traffic and Safety Liaison/Committee (Agenda Item 10Aii):

No report.

 

Watershed Committee (Agenda Item 10Aiii):

 

Mr. White mentioned there was a storm drain painting event, “Only Rain Down the Drain,” during November.

 

Village Manager (Agenda Item 10B):

 

We are working with Kendall’s Hardware to coordinate a Veterans and Family Christmas tree lighting on November 18 and Atholton High School ROTC and the VFW Post 7472 will be participating.

Coordinating with the accounting firm to finalize the six months ending October 31, 2021 (FY 2022) financial statements.

Business cards will be designed and ordered for Board members who wish to have them.

 

Columbia Council Representative (Agenda 10C):

Mr. Greenberg mentioned there will be a CA Board meeting on December 9, 2021. The Columbia Association Board will be discussing key components of the FY 2023 budget and operating results for the 2nd Quarter of FY 2022.

 

Board Chairperson (Agenda 9D):

Mr. Levine announced a virtual RHCA Board of Directors work session to be held on December 14, 2021, from 6:00 p.m. to 8:00 p.m., to discuss the Elections Procedures Review Committee reports

 

Board Speak Out (Agenda Item 10):

Mr. Levine will continue to work on ensuring the right technology is in place for Board Meetings and mentioned that Cedar Creek is open.

 

Adjournment (Agenda Item 12):

At 9:38 p.m., Mr. Levine made a motion to adjourn the meeting. Ms. Battle seconded the motion. The motion passed with unanimous consent.

 

Minutes Approved: January 3, 2022 

November 1, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

November 1, 2021

 

 

Opening (Agenda Item 2):

Matthew Levine, Chairperson, called the meeting to order at 7:10 p.m. The meeting was hybrid, in person at Claret Hall and virtually via Zoom. The following members attended: Kevin Bruening, Matthew Levine, Jian Ni, Adam White, Janet Munro, and April Battle. Harjeet Jandu was absent. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present. The following guests attended the meeting: Christopher and Barbara Wertman, Douglas Brooks, Abraham Mathew, and Richard Fox.

 

Approval of the Agenda (Agenda Item 3):

Mr. Bruening made a motion to approve the agenda. Mr. Levine seconded the motion. The motion passed by unanimous consent.

 

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

There was an Executive Session held on November 1, 2021, subject to COMAR Section 11B-111 (4) (iv)” Consultation with staff personnel, consultants, attorneys, board members, or other persons in connection with pending or potential litigation or other legal matters.”

 

Board Meeting Minutes – October 4, 2021 (Agenda Item 4B):

Mr. Bruening made a motion to approve the October 4, 2021, Minutes. Mr. Ni seconded the motion. The motion passed by unanimous consent.

 

Resident Speak Out (Agenda Item 5):

Chris and Barbara Wertman spoke about their exterior alteration application.

 

Teen Advisory Committee Report (Agenda Item 6)

Haunted Hallows Eve was held on October 29, 2021, as a drive by event due to the inclement weather with 15-20 teen volunteers. Approximately 200 pumpkins with decorating kits were distributed to children.

 

 

Old Business

 

 (Agenda Item 7)

None

 

Proposed Covenant Amendments
(Agenda Item 8A)

 

Proposed Covenant Amendments were presented to the Board.

Mr. Levine made a motion to forward the Covenant Amendments to the Architectural Committee along with an Electric Charging Vehicle statement. Mr. Bruening seconded the motion. The motion passed 5-0-1.

 

Memberships (Agenda Item 8B)

Ms. DuBois requested that the River Hill Community Association join the Maryland Association of Non-Profits and Community Association Institute.

 

Mr. Levine made a motion to join the Maryland Association of Non-Profits and Community Association Institute. The motion was seconded by Ms. Battle. The motion passed with unanimous consent.

 

Election Procedures Review Committee (Agenda Item 9Ai)

Ms. Munro stated that the committee had begun its review of several documents and would be reporting to the Board of Directors at its December meeting.

 

Development Advisory Committee (Agenda Item 9Aii)

Ms. Battle attended the Erickson Senior Living Zoning Board session. Ms. Battle also commented on the Scott Property request, including the need for a larger community center.

 

Traffic and Safety Committee (Agenda Item 10Aiii):

No report.

 

Watershed Committee (Agenda Item 10Aiv):

Mr. White mentioned there was a Pull and Plant which was held October 16, 2021, from 10:00 a.m.-12:00 p.m. There will be a storm drain painting event, “Only Rain Down the Drain,” during November.

 

Village Manager (Agenda Item 10B):

 

We are working with Kendall’s Hardware to coordinate a Veterans and Family Christmas tree lighting on November 18 and Atholton High School ROTC and the VFW Post 7472 will be participating.

 

The Financial statement audit contract with the other Villages has increased in price based on a cost-of-living (COLA) adjustment only.

 

Columbia Council Representative (Agenda 10C):

Mr. Greenberg mentioned there would be a Meet and Greet with the CA Board and the two newest members of the Columbia Council – River Hill and Harper’s Choice on Sunday, October 9, 2021. There will be a CA Board meeting on November 11, 2021. The Columbia Association Board will be discussing key components of the FY 2023 budget and the Climate Vulnerability Study progress.

 

Board Chairperson (Agenda 9D):

Mr. Levine stated that he would continue to work on the electronics to improve the clarity of the meeting for the Board of Directors and residents.

 

Board Speak Out (Agenda Item 10):

Ms. Battle thanked Mr. Levine for being professional in ensuring the right technology is in place for Board Meetings.

 

Adjournment (Agenda Item 12):

At 10:13 p.m., Mr. Levine made a motion to adjourn the meeting. Ms. Munro seconded the motion. The motion passed with unanimous consent.

 

Minutes Approved: January 3, 2022

October 4, 2021 Minutes

River Hill Board of Directors

Meeting Minutes

October 4, 2021

 

 

Opening (Agenda Item 2):

Matthew Levine, Chairperson, called the meeting to order at 7:05 p.m. The meeting was hybrid, in person at Claret Hall and virtually via Zoom. The following members attended in person: Kevin Bruening, Matthew Levine, and Jian Ni. Members April Battle and Harjeet Jandu were virtual. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present in person. Adam White was absent. The following people attended the meeting virtually: Laura Brooks (6429 Empty Song Lane), Balbir Lakhanpal (6328 Departed Sunset Lane), B. Aletta Nonyane-Magnus (5709 Little Bells Row), Richard Thomas (6326 Golden Star Place), and Megan Williams (Constituent Services for Howard County.) Janet Munro (6325 Morning Time Lane) and Lesley Ahmuty (RHCA Events Coordinator) attended the meeting in person.

 

Approval of the (Agenda Item 3):

Mr. Bruening made a motion to approve the agenda. Mr. Levine seconded the motion. The motion passed with unanimous consent.

 

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

There was no Executive Session held since the last meeting on September 13, 2021.

 

Board Meeting Minutes – September 13, 2021 (Agenda Item 4B):

Mr. Bruening made a motion to approve the September 13, 2021, Minutes. Mr. Ni seconded the motion. The motion passed 4-0-1.

 

Resident Speak Out (Agenda Item 5):

None.

 

Teen Advisory Committee (Agenda Item 6)

Ms. Cheng reported the TAC was meeting in the next two weeks to prepare for Haunted Hallows Eve on October 29, 2021. There will be a magician and pumpkin patch. The event will take place outside at the Village Center. The event will need 15-20 volunteers.

 

 

River Hill Community Association Board of Directors Appointment

 (Agenda Item 7)

The vacancy to be filled resulted from the resignation of Eric Greenberg (elected April 2021 for a two-year term.) The appointee’s term will expire in April 2023. Mr. Levine made a motion that each candidate be placed in a waiting room to be interviewed individually. And each candidate will be asked the same opening questions followed with questions by members of the Board of Directors. Mr. Ni seconded the motion. The motion passed with unanimous consent. Mr. Levine made a motion there be closed vote of the Board of Directors by text to the Village Manager. If a candidate does not receive a majority vote during the first vote, the two candidates with the fewest votes will be removed from the selection process before a second vote is taken. All votes will be verified by Ms. Lesley Ahmuty, Village staff member. Ms. Battle seconded the motion. The motion passes by unanimous consent.

 

The Board interviewed four candidates: Richard Thomas, B. Aletta Nonyane-Magnus, Balbir Lakhanpal, and Janet Munro individually. After the interviews concluded, each Board member sent their vote via text and/or email to Ms. DuBois. Ms. Ahmuty verified the results of the voting. The final vote was 3-1-1 in favor of Ms. Munro.

 

Election Committee (Agenda Item 8A)

This is a new committee formed to look at the rules, regulations and procedures governing the elections itself. Mr. Greenberg resigned as Election Committee Chair. Ms. Munro agreed to become the new Chair. Mr. Thomas and Ms. Nonyane-Magnus agreed to volunteer as members of the Election Committee. Ms. DuBois mentioned putting together a research paper on the other ten villages’ election procedure. Items would include looking at the differences in voting including eligibility and reporting requirements.

 

Covenant Amendment Process for Maryland HB322 and HB248 Effective October 1, 2021 (Agenda Item 9A)

Two bills went into effect last year: House Bill 248-Condominiums and Homeowners Associations-Rights and Restrictions-Composting and House Bill 322 – Real Property-Restrictions on Use-Low-Impact Landscaping. Also passed in April 2021 was HB 110/SB144- Electric Vehicle Recharging Equipment for Multifamily Units Act. The RHAC will review and amend current Architectural Guidelines to ensure compliance with the new bills.

 

Mr. Levine made a motion to approve the following schedule for Maryland HB 322, Maryland 248, and Maryland 144: November 1, 2021, review Board of Directors proposed amendments to the Architecture Guidelines for referral to the Architecture Committee. Architectural Committee would then accept or amend the proposal which will be published for a sixty-day review period November 2021 through January 2022 (minimum 60-day review period. During the month of February 2022, the Architectural Committee will have a public meeting for discussion, amend the draft document as appropriate, and have a final vote. Mr. Greenberg seconded the motion. The motion passed with unanimous consent.

 

 

 

Defining Priorities of the Board of Directors (Agenda Item 9B)

Mr. Levine made a motion to move this agenda item to the next meeting. The motion was seconded by Ms. Battle. The motion passed with unanimous consent.

 

Development Advisory Committee (Agenda Item 10Aii)

Ms. Battle attended the HoCo by Design meeting at the Columbia Association and also met with the Village Manager. Ms. Battle wants the Village to be unified in their approach to the HoCo by Design. Village businesses and residents must act as unified community.

 

Traffic and Safety Committee (Agenda Item 10Aiii):

No report.

 

Watershed Committee (Agenda Item 10Aiv):

Ms. DuBois mentioned there is a Pull and Plant scheduled for October 16, 2021, from 10:00 a.m.-12:00 p.m. The Village will send an email blast and create an Eventbrite sign-up.

 

Village Manager (Agenda Item 10B):

Ms. DuBois is automating and streamlining the process for event deposits and payments using DocuSign and QuickBooks. She also recommended decreasing the cost for Friday Rentals of the Claret Hall Banquet Room after January 1st to $500 for a 5-hour block. Mr. Levine made a motion to give the Village Manager flexibility to set rates and adjustments as necessary for FY22 rental events. Ms. DuBois will keep the floor at $500 and include the information in weekly reports. The motion was seconded by Mr. Bruening. The motion passed with unanimous consent.

 

The Meeting Room Tenant has been operating on a month-to-month rental contract at a below market rate. The tenant has been given notice effective December 1, 2021; the monthly rental payment will increase by $100.00 with a term of three months.

 

The Halloween Event has been moved outdoors at the Village Center on October 29, 2021, from 5:30 p.m.-8:00 p.m. Budget is $700, and we are expecting the net cost to be $722.00 or less. Board members are encouraged to come down.

 

We are co-sponsoring with the Village of Howard (TVIH) a potluck dinner from 4:00 p.m.-6:00 p.m. on October 17, 2021, for Seniors in the courtyard of the Village Center. Cost is $100.

 

There will be a Meet and Greet on October 10th from 11:00 a.m. until 1:00 p.m. for Eric Greenberg and Harper’s Choice’s new Columbia Council Rep Ashley Vaughn and current Columbia Association Board members. The River Hill Village is providing sandwiches and bottled water. Cost is $100.00.

 

We are working with Kendall’s Hardware to coordinate a Veterans and Family tree.

 

The Financial statement audit contract with the other Villages has increased in price based on a cost-of-living (COLA) adjustment only.

 

Columbia Council Representative (Agenda 10C):

Mr. Greenberg mentioned there would be a Meet and Greet with the CA Board and the two newest members of the Columbia Council – River Hill and Harper’s Choice on Sunday, October 9, 2021. There will be a CA Board meeting on October 14, 2021. A representative from HoCo by Design will be in attendance. Mr. Greenberg wants to get more specifics about HoCo by Design.

 

Board Chairperson (Agenda 10D):

Mr. Levine welcomed Ms. Munro to the Village Board. He also welcomed Mr. Greenberg to his first meeting as the Columbia Council Representative. Mr. Levine thanked the Board for working with the hybrid meeting format. Going forward, the Board must have the ability for residents to attend meetings on Zoom. Mr. Levine made a motion to purchase a set of wireless mics and two cameras spending up to $400. Ms. Battle seconded the motion. The motion passed with unanimous consent.

 

Mr. Levine told the Board that there needs to be a revote for Vice Chair. Mr. Levine made a motion to remove Mr. White as Vice Chair. Mr. Bruening seconded the motion. The motion passed 4-0-1.

 

Ms. Battle is interested in becoming Vice Chair. Mr. Bruening made a motion to nominate Ms. Battle as the Vice Chair. Mr. Levine seconded the motion. The motion passed 4-0-1.

 

Board Speak Out (Agenda Item 11):

Ms. Battle thanked Mr. Levine for being professional in ensuring the right technology is in place for Board Meetings.

 

Adjournment (Agenda Item 12):

At 10:13 p.m., Mr. Levine made a motion to adjourn the meeting. Ms. Munro seconded the motion. The motion passed with unanimous consent.

 

Minutes Approved:  November 1, 2021