June 7, 2010 Board Minutes

River Hill Board of Directors Meeting

June 7, 2010

 

Frank Saletel called a regularly scheduled meeting of the River Hill Village Board to order at 7:00 p.m., on June 7, 2010, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Asmi Panigrahi and Tony Miceli.  Susan Smith, Village Manager was present. Frank Saletel, Trevor Greene, Todd Harrison, and Michael Cornell were absent.

Approval of the Agenda (Agenda 2):

Ms. Panigrahi made a motion to approve the agenda with the deletion of the following items:  Facility Use Report (6A), Council Representative Report (7B), Administrative Items (8). Mr. Miceli seconded the motion.  The motion passed unanimously (3-0-0).

 

Resident Speak out (Agenda 3): 

None.

River Hill Pool Staff (Agenda 4): 

John Herdson, Aquatics Director for CA, introduced Kelly Baugh, CA’s west side Pool Supervisor; Rachel Zimmerman, River Hill Pool Manager; Alex Dannelly, Pheasant Ridge Rapids Head Coach, and Caitlin McGing, Head Coach, Pointers Run Piranhas Head Coach.  Mr. Herdson asked for the community’s help in catching “pool hoppers.” CA is offering a $100 reward when an arrest is made.  Mr. Saletel inquired about the use of security cameras. Mr. Herdson also discussed:  the new pool schedule which does not impact the River Hill pool; the new admission policy that enables non-CA residents to pay $20 – adult, $15 – child; the expected arrival of the bees in the volleyball court; and pool attendance. Mr. Herdson asked for the Association’s assistance in educating residents on other pool options as part of the effort to reduce crowding at the River Hill pool. 

 

Old Business (Agenda 5):

  1. CA Tot Lot Elimination Program – To obtain clarification on the status of this program, Mr. Saletel will send an email to Michael Cornell and Denis Ellis with a copy of the correspondence received from Phil Nelson.

 

New Business (Agenda 6): 

  1. Newsletter Advertising Rates – Ms. Smith reviewed proposed modifications to the advertising rates for the clickable links for classified ads and full color ads on the inside front /back pages and the back page (copy of proposal on file with the minutes).   Mr. Miceli made a motion to approve the advertising rate changes as proposed. Ms. Panigrahi seconded the motion. The motion passed (3-0-0).  The Board discussed the timing of posting the updates to the website. Mr. Miceli recommended posting all updates on the 1st of each month, regardless of the delivery date of the newsletter.  This will be discussed at the next meeting.

 

Reports (Agenda 7):

  1. Village Manager – Ms. Smith distributed copies of her report.  It was the consensus of the Board to wait until the fall to advertise for new Board Members. The Board discussed the creation of a Teen Advisory Committee that will be chaired by the Teen Representative on the Village Board.  Asmi Panigrahi will work on a draft charter.  Ms. Smith will follow-up with Darrell Drown, Board of Education, and Bill Ryan, RHHS Principal, regarding bus stop and pedestrian safety issues.
  2. Liaison Areas – Mr. Miceli reported: the state law signs still need to be installed, the asphalt islands have been painted, he is waiting to hear from CA about contributing funds to install bike lanes along Great Star Drive, on pedestrian safety issues in the Village Center.

                                                                   

Board Speak Out (Agenda 9): 

Ms. Panigrahi inquired about the website.  Mr. Miceli discussed the installation of tables and chairs and WiFi in the Village Center to encourage visitors to stay.  Mr. Saletel expressed possible concerns if a hotel is planned as part of the Gateway School redevelopment project.  

Adjournment (Agenda 10):

Mr. Miceli made a motion to adjourn the meeting at 8:55 p.m.  Ms. Panigrahi seconded the motion.  The motion passed (3-0-0).

 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  June 21, 2010 (as amended)

May 17, 2010 Board Minutes

River Hill Board of Directors Meeting

May 17, 2010

 

Todd Harrison called a regularly scheduled meeting of the River Hill Village Board to order at 7:06 p.m., on May 17, 2010, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Trevor Greene, and Tony Miceli.  Michael Cornell, Council Representative, and Susan Smith, Village Manager were present. Frank Saletel was absent.

Approval of the Agenda (Agenda 2):

Mr. Greene made a motion to approve the agenda. Mr. Miceli seconded the motion.  The motion passed unanimously (3-0-0).

 

Resident Speak out (Agenda 3): 

Sophia Vazquez, Teen Representative, explained that Tatiana Hill will attend the Village Board meetings this fiscal year on behalf of the River Hill High School Student Government Association (SGA).

 

Old Business (Agenda 4):

  1. Board Membership – Mr. Miceli provided an overview on the history of appointing Student Members to the Village Board.  RHHS did not have a student who ran for the liaison position this year and Atholton High School SGA does not have an official River Hill Community Association liaison position.  Asmi Panigrahi, a Teen Representative to the Board for two years, has submitted a letter of interest and a letter of recommendation. The Board interviewed Asmi Panigrahi and thanked her for her commitment to the community and interest in serving as a Student Member on the Village Board.

 

New Business (Agenda 5): 

  1. Open Space Encroachment Issues – Ms. Smith reviewed draft correspondence prepared in response to the Board’s request.  Ms. Smith explained that at the May 2010 Managers’ Meeting she had initiated a discussion with Sean Harbaugh and Michelle Miller about the need for clear policies and procedures regarding encroachments into CA open space.  CA was receptive and the Managers will work with CA staff on this matter.  At this time, the Association will not send the letter.
  2. Class Advertising Rates – Ms. Smith reviewed proposed advertising rates for the programs that contract with the Association to run classes (copy on file with the Minutes). Mr. Greene made a motion to approve the recommended advertising rates with the addition of a $5 charge for an additional 75 words and a $5 charge for an additional email or website link.   Mr. Miceli seconded the motion. The motion passed (3-0-0).
  3. Board Meeting Schedule FY11 – Mr. Harrison made a motion to approve the recommended schedule (on file with the Minutes) with the substitution of July 19 for July 12.  Mr. Greene seconded the motion.  The motion passed (3-0-0).
  4. Contingency Fund Request – Mr. Greene made a motion to support the request of funds from the Village Contingency Fund to assist in paying for the unanticipated increase in the cost of the audit.  Mr. Miceli seconded the motion. The motion passed (3-0-0).

 

 

Reports (Agenda 6):

  1. Village Manager – Written report on file with the Minutes.  Ms. Smith distributed copies and reviewed the FY10 3rd Quarter Key Financial Data for the Village Associations.  Ms. Smith distributed copies of a memo from Philip Nelson outlining the Service Bureau Concept. Ms. Smith distributed a sample rental incentive coupon.  Ms. Smith made the Board aware of an incident on May 14 at which a tablecloth caught fire during a rental event.
  2. Council Representative – Mr. Cornell reported on the CA Board of Directors membership and Committee responsibilities.  Mr. Cornell will serve on the Audit and Planning & Strategy Committees.
  3. Chairperson – Mr. Harrison reported on the Master Plan Committee and is working on a website for the Committee to share information.
  4. Liaison Areas – Mr. Greene discussed the Build a Better Columbia Summit and expressed concern that multiple villages will be seeking master planning support and that CA has planned to only assist 2 – 3 villages per year. He also stressed the importance of connecting River Hill to the rest of Columbia through the addition of designated bike lanes.  Mr. Miceli reported that the Traffic & Safety Committee will meet with Michael Cardany, the new Kimco Property Manager, at their May 26 meeting.  He outlined issues to be discussed.

                                                                   

Administrative Items (Agenda 7):

Mr. Greene made a motion to approve the May 3, 2010 minutes as presented.  Mr. Miceli seconded the motion. The motion passed unanimously (3-0-0). 

 

Board Speak out (Agenda 8): 

Mr. Miceli made a motion, contingent on D & O insurance coverage, to appoint Asmi Panigrahi as the first Student Member on the Village Board for the period June 1, 2010 – April 30, 2010, contingent .  Mr. Greene seconded the motion.  The motion passed (3-0-0).  It was the consensus of the Board to include a referendum on the next ballot to designate up to two (2), one-year positions on the Village Board for Student Members.  Appointment would be at the discretion of the Village Board. 

Adjournment (Agenda 9):

Mr. Greene made a motion to adjourn the meeting at 9:13 p.m.  Mr. Miceli seconded the motion.  The motion passed (3-0-0).

 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  June 21, 2010 (as amended)

May 3, 2010 Board Minutes

River Hill Board of Directors Meeting
May 3, 2010

Todd Harrison called a regularly scheduled meeting of the River Hill Village Board to order at 7:02 p.m., on May 3, 2010, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Trevor Greene, Tony Miceli, and Frank Saletel. Michael Cornell, Council Representative, and Susan Smith, Village Manager were present. Mary Harris, Events/Newsletter Coordinator, joined the meeting at 8:50 p.m.

Approval of the Agenda (Agenda 2):
Mr. Saletel made a motion to approve the agenda with the addition of 6b. Facility Usage Policy. Mr. Greene seconded the motion. The motion passed unanimously (4-0-0).

Resident Speak out (Agenda 3):
None.

Election of Officers and Appointment of Village Manager (Agenda 4):
Mr. Saletel made a motion to appoint Susan M. Smith as Village Manager for another fiscal year. Mr. Miceli seconded the motion. The motion passed unanimously (4-0-0).

Mr. Greene made a motion to appoint Mr. Harrison to be Chair for the fiscal year. Mr. Saletel seconded the motion. The motion passed unanimously (4-0-0).

Mr. Miceli made a motion to appoint Mr. Saletel as Vice Chair of the Village Board of Directors for the fiscal year. Mr. Greene seconded the motion. The motion passed unanimously (4-0-0).

Old Business (Agenda 5):
A. Board Membership – At 7:07 p.m. Mr. Saletel made a motion to move into Executive Session for consultations with legal counsel. Mr. Greene seconded the motion. The motion passed unanimously. At 7:45 p.m. Mr. Miceli made a motion to adjourn the executive session. Mr. Saletel seconded the motion. The motion passed unanimously (4-0-0).
B. Website Presentation – The Board met with Kayle Simon, Real Fresh Creative, to review the website. Board Members will provide comments to staff within the next five days. The goal is to go live with the site May 15.
C. FY11 Operating Budget – Ms. Smith presented a revised draft Operating Budget for FY11. Following discussion, Mr. Greene made a motion to approve the budget with the option of amending the budget in the future. Mr. Saletel seconded the motion. The motion passed unanimously (4-0-0).

New Business (Agenda 6):
A. FY11/12 Management Contract – Mr. Saletel made a motion to approve the FY11/12 Management Contract. Mr. Miceli seconded the motion. The motion passed unanimously (4-0-0).
B. Facility Usage Policy – Ms. Smith distributed copies and reviewed the recommended changes to the Staff, Board RAC, AC, Council Representative Facility Usage Policy (copy on file with original minutes). Mr. Miceli made a motion to approve the Facility Usage Policy with the change to include bookings no more than 60 days in advance. Mr. Harrison seconded the motion. The motion passed (3-0-1).

Reports (Agenda 7):
A. Village Manager – Ms. Smith distributed copies of her written report (copy on file with the Minutes).
B. Council Representative – Copies of the FY10 CA Board Committee Accomplishments were distributed.
C. Chairperson – None.
D. Liaison Areas – The Board discussed having student members on the Board. Mr. Miceli recommended that the Board request interested students provide an essay on why they want to be on the Village Board, provide two letters of recommendation (one from the principal, one from the SGA Advisor). He recommended that the student member term run June 1 – April 30. Mr. Miceli will follow-up with RHHS and AHS and ask for students to submit their applications by May 15.

Mr. Saletel asked that the Village Manager provide a monthly financial report at the 2nd
meeting of each month. Mr. Miceli reported on the April 28 Traffic & Safety Committee
Meeting: pedestrian crosswalks will be painted, the state law signs will be installed at entrances to the village, a speed survey will be conducted on Linden Linthicum Lane, no parking signs will be fixed, ADA compliant features will be installed at the Linden Linthicum Lane crosswalk, and they will coordinate with the County to have the street trees pruned. Concerns were raised regarding the MD 32 ramp at Great Star Drive.

Administrative Items (Agenda 8):
Mr. Greene made a motion to approve the April 19, 2010 minutes as presented. Mr. Saletel seconded the motion. The motion passed unanimously (4-0-0).

Board Speak out (Agenda 9):
None.

Adjournment (Agenda 10):
Mr. Saletel made a motion to adjourn the meeting at 9:47 p.m. Mr. Greene seconded the motion. The motion passed unanimously (4-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: May 17, 2010

April 19, 2010 Board Meeting

Todd Harrison, Board Chairperson, called a regularly scheduled meeting of the River Hill Village Board to order at 7:03 p.m., on April 19, 2010, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Trevor Greene, Tony Miceli, and Frank Saletel.  Susan Smith, Village Manager was present. Sunil Sinha and Michael Cornell, Council Representative, were absent.  Lisa Buckmaster, Facility Coordinator, joined the meeting at 8 p.m.

Approval of the Agenda (Agenda 2):
Mr. Greene made a motion to approve the agenda with the deletion of Item 4A. Board Membership and the addition of 5C. FY11-12 Management Contract.  Mr. Saletel seconded the motion.  The motion passed unanimously (4-0-0).

Resident Speak out (Agenda 3):
Sophia Vazquez discussed the River Hill High School School Improvement Plan.  The school is putting in to place a new system to address issues that arise when student leaders and athletes “act out” during and out of season.

Jeff Robinson, Candidate for the House of Delegates in District 13, introduced himself and expressed his interest in learning about local issues.

Old Business (Agenda 4):

  1. Board Membership – Deleted from the agenda.
  2. River Hill Garden Center – The Planning Board meeting on the Garden Center is expected to take place on May 20.  Mr. Saletel indicated that he will be unable to testify that day.  The goal is to have someone represent the Board at the meeting.  It was the consensus of the Board that the written testimony previously submitted is sufficient.
  3. Tot Lot Elimination Program – The Board discussed selecting one tot lot for elimination and the need for additional resident input.  The consensus was to put forth two tot lots for consideration: RH9 – Mellow Wine Way and RH21 – Red Clover Lane.  Resident feedback will be solicited for further consideration at the June 7, 2010 Board Meeting.
  4. Donation Request – In recognition of the Police Department’s efforts on behalf of the village residents, Mr. Saletel made a motion to approve a $50 donation to the Police Unity Tour.  Mr. Greene seconded the motion.  The motion passed unanimously (4-0-0).
  5. Rental Contract Revisions – Ms. Smith reviewed the modification recommended by the Association’s attorney (copy on file with original minutes).  Mr. Greene made a motion to approve the revised rental contract.  Mr. Miceli seconded the motion. The motion passed unanimously (4-0-0).
  6. FY11 Operating Budget – The Board and staff discussed local competition and opportunities for increasing revenue and decreasing expenses.  Referral discounts, repeat discounts, and staff incentives were discussed.  Staff development efforts will be focused on revenue production.  Ms. Smith will present a revised budget at the May 3 meeting.

New Business (Agenda 5):

  1. Rental Rates – Ms. Buckmaster reviewed the proposed changes to the rental rates (copy on file with the original minutes). Mr. Miceli made a motion to approve the rental rate changes effective May 1, 2010. Mr. Saletel seconded the motion.  The motion passed unanimously (4-0-0).
  2. Furniture and Fixture Expenditures – Ms. Buckmaster reviewed staff recommendations for out of budget expenditures (copy on file with original minutes). Mr. Saltel made a motion to approve the recommended purchases of plants, trash cans, and a storage cart for the folding chairs.  Mr. Miceli seconded the motion.  The motion passed unanimously (4-0-0).
  3. FY11-12 Management Contract Ms. Smith recommended the approval of the FY11-12 Management Contract.  The Board requested more time for review and asked to have this added to the May 5 agenda.

Reports (Agenda 6):

  1. Village Manager – Ms. Smith made the village Board aware of issues that had arisen regarding basketball poles in the County rights-of-way.  The Board asked staff to develop a draft policy for review.
  2. Council Representative – None.
  3. Chairperson – Mr. Harrison provided a summary of the first Master Plan Committee meeting.  Mr. Harrison will draft a summary of the meeting and a Charter for discussion at the next Committee meeting.  Mr. Greene commented that there was a lot of excitement at the meeting.
  4. Liaison Areas – Mr. Miceli announced that at the next Traffic & Safety Committee meeting, Ray Mercado, DPW, will attend to to walk around the community.  In May the Committee will meet with Kimco Realty property manager.  Mr. Greene made a motion that if the Association is unable to submit a grant request to the Governor’s Commission on Crime Prevention this year, that the Association will submit next year.  The motion passed (4-0-0).

Administrative Items (Agenda 7):
Mr. Greene made a motion to approve the April 5, 2010 minutes as presented.  Mr. Miceli seconded the motion. The motion passed unanimously (4-0-0).

Board Speak out (Agenda 9):
The Board discussed membership issues.  Ms. Smith will make personal contacts with some of the Block Captains to assess interest.  Mr. Miceli suggested that the Teen Representatives promote the village elections.

Adjournment (Agenda 10):
Mr. Harrison made a motion to adjourn the meeting at 9:50 p.m.  Mr. Greene seconded the motion.  The motion passed unanimously (4-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  May 3, 2010

Action Items

Board Members

  • Todd – draft Master Plan Committee Meeting Notes
  • Todd – draft Master Plan Committee Charter

Village Manager

  • Revise draft budget
  • Police Unity Tour Donation
  • Publicize tot lot elimination options in May newsletter
  • Contact Block Captains regarding Board Membership

Covenant Advisor

  • Draft Basketball Pole Enforcement Policy

Facilities Coordinator

  • Update the rental contracts and rate sheets to reflect the changes approved at the meeting.
  • Develop strategies for referral and repeat business incentives

Special Events/Newsletter Coordinator

Administrative Assistant