December 7, 2015 Board Minutes

River Hill Board of Directors
Meeting Minutes
December 7, 2015

Michael Cornell, Board Chair, called the regularly scheduled meeting to order at 7:04 p.m. on December 7, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Dave Clark, Will McCullough, Mavourene Robinson, and Richard Thomas. Jennifer Zhang, Student Member, and Susan Smith, Village Manager, were present. Esti Schabelman, Liyan Zhang, and Chao Wu (Council Member), were absent. Jennifer Zhang left the meeting at 8:55 p.m. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Cornell made a motion to approve the agenda with the addition of 6C. Free Use Request. Mr. Clark seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):
Mr. Clark made a motion to approve the November 2, 2015 Minutes as amended. Mr. Thomas seconded the motion. The motion passed (3-0-2). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):
None.

Pathway Patrol Overview, Howard County Police Department (Agenda 5):
Corporal James Zammillo discussed the Department’s new county-wide pathway program which is using bicycles and electric motorcycles to patrol in areas that they were currently unable to access. The program was added to the County’s budget and is attached to the community outreach division. To date, they have not encountered issues in River Hill other than unleashed dogs. The Board made Corporal Zammillo aware of the history of vandalism and teens hanging out at the tot lot behind Whistling Winds Walk. The officers are issuing fines for drinking alcoholic beverages on pathways, have recovered handguns, and are citing for drug use. The patrol is able to target problematic areas and asked for input from the community. They are interested in partnering with the villages e.g., bike rodeos. They will be holding a bike clinic in the Wilde Lake Village Center in February, held Bike with a Cop Halloween event, and are working to re-purpose unclaimed stolen/recovered bikes.

FY16 2nd Quarter Financial Reports and Variance Analysis (Agenda 6A):
Ms. Smith reviewed the reports. Ms. Robinson made a motion to accept and file the FY16 2nd Quarter Financial Reports and Variance Analysis. Mr. McCullough seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

FY17 Management Contract (Agenda 6B):
Ms. Smith provided an update on work being done to develop the FY17 Management Contract and provided an overview of the villages’ FY15 Cash Reserves, the Contingency Fund, and issues that have been raised. It was the consensus of the Board that the Assessment Share and the Contingency Fund should be examined in partnership and they suggested creating a task force to focus on this.

Free Use Request (Agenda 6C):
Mr. Thomas made a motion to approve free usage of Claret Hall by Boy Scout Troop 618 for an Eagle Court of Honor on January 10. Mr. McCullough seconded the motion. The motion passed (4-0-1). Student Advisory Vote – in favor.

Development Committee – Appointments (Agenda 7A):
Mr. McCullough made a motion to appoint the following residents to the Development Advisory Committee for a one-year term: Julie Wilson, Tony Miceli, Jack Sacchetti, and Cleveland Wilson. Ms. Robinson seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

River Hill Village Center Sign Design Criteria (Agenda 7B):
The Board reviewed the draft input. Mr. Thomas made a motion to amend the section on merchant input as discussed. Mr. McCullough seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

7410 Grace Drive Covenants (Agenda 7C):
Ms. Smith, Mr. McCullough, and Mr. Clark provided an update on the status of this project and the Covenants. It was the consensus of the Board that Counsel sufficiently understands the Association’s concerns regarding the outstanding uses (B25, B27, and B38f) to draft revised Covenants. Ms. Smith will coordinate revisions.

Simpson Oaks Development (Agenda 7D):
Ms. Smith provided an update on the status of this project (S-15-007). She noted that the County has indicated that a 2nd entrance to the community is required unless they can provide an alternative that will meet the emergency access requirements. The waiver petition for specimen tree removal (WP-16-038) is on hold pending the design changes. However, the feedback by the County is not favorable to the proposed removal of the 56 specimen trees.

Executive Session (Agenda 8):
Mr. Clark made a motion to move into Executive Session for personnel matters at 8:46 p.m. Mr. Thomas seconded the motion. The motion passed (5-0-0). Ms. Zhang recused herself from the discussion.

Ms. Robinson made a motion to adjourn the Executive Session at 9:02 p.m. Mr. McCullough seconded the motion. The motion passed (5-0-0).

Manager’s Report (Agenda 9A):
A written report is attached to the original minutes. It was the consensus of the Board that Mr. McCullough and Ms. Smith would work to finalize the lease agreement with the daycare provider. If a lease agreement is signed, it was the consensus of the Board make the following out of budget purchases for the Meeting Room: chair storage cart ($303.99 + shipping and handling) and kiddie chairs (12) ($240 + shipping and handling). Ms. Smith informed the Board: that it was unclear whether CB 51-2015 and CR 169-2015 would be approved and may be tabled; the setback requirements waiver for the Antwerpen office and retail project at MD 108/Ten Oaks Road intersection had been approved (BA-15-032V). Ms. Smith reported that: the villages will use Fitzpatrick Leary for the next audit cycle; CA will no longer be advertising in the CA Activities Guide the fitness classes held at Claret Hall that are similar to those offered by CA; and the custom heating unit for the Banquet Room was not manufactured and CA is investigating alternatives. The Board asked that CA provide an interim heating solution for the Banquet Room.

Board Chair’s Report (Agenda 9B):
Mr. Cornell reminded the Board that the draft CA Budget will be delivered immediately prior to the holiday break and asked members to review it prior to the January meeting.

Council Representative’s Report (Agenda 8B):
None.

Liaisons/Student Member (Agenda 8C):
None.

Board Speak Out (Agenda 10):
None.

Adjournment (Agenda 11):
Mr. Thomas made a motion to adjourn the meeting at 9:21 p.m. Ms. Robinson seconded the motion. The motion passed (5-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: January 11, 2016