River Hill Board of Directors
January 4, 2021
Opening (Agenda 1):
Adam White, Vice Chairperson, called the meeting to order at 7:06 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Harjeet Jandu, Matt Levine, Tony Miceli, Jian Ni, and John Wan. 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. Mr. Jandu left the meeting at 9:05 p.m.
Approval of the Agenda (Agenda 3):
Mr. Levine made a motion to approve the January 4, 2021 agenda. Mr. Wan seconded the motion. The motion passed (6-0-0). 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 second virtual Executive Session on December 7, 2020. Participants were Matt Levine, Harjeet Jandu, Tony Miceli, Jian Ni, John Wan, Adam White. Also present was Susan M. Smith, Village Manager
At 10:43 p.m., Mr. Levine made a motion that the Board of Directors move into Executive Session for the purpose of discussing pending or potential litigation or other legal matters, business transactions in the negotiation stage, and personnel matters. Mr. Wan seconded the motion. The motion passed (6-0-0).
Mr. Levine made a motion to leave Executive Session at 11:23 p.m. Mr. Wan seconded the motion. The motion passed (6-0-0).
- RHCA’s Architectural Committee held a virtual Executive Session on December 17, 2020. Participants were Mohammad Saleem, Committee Chair, Ilona Mallon, and Karen Smith. Also present were Sara Arthur, Esq., Arthur Law, Evamarie Lambright, Covenant Advisor, and Susan Smith, Village Manager.
At 8:24 p.m. Mr. Saleem made a motion to move into Executive Session for the purpose of discussing standards and consultation with counsel. Ms. Karen Smith seconded the motion. The motion passed unanimously (3-0-0).
At 8:55 p.m. Mr. Saleem made a motion to leave Executive Session. Ms. Karen Smith seconded the motion. The motion passed unanimously (3-0-0).
December 7, 2020 Board Meeting Minutes (Agenda 4B):
Mr. Levine made a motion to approve the December 7, 2020 Minutes. Mr. White seconded the motion. Ms. Smith asked to amend the Minutes to include Mr. Crawford (Silent Sun Place) and Mr. Lowe as residents attending the meeting. Mr. Levine accepted the amendments. The motion passed (5-0-1). Student Advisory Votes – in favor (2).
Resident Speak Out (Agenda 5):
Ms. Brooks (Empty Song Road) thanked Mr. Levine for organizing the food trucks on her street. She suggested looking for other locations for the trucks e.g., Summer Sunrise Drive and forming a committee to work on the issue.
Ms. Sanner (Empty Song Road) spoke about the food trucks and expressed concern about the frequency and length of time the trucks are present and the negative impacts. She suggested implementing an application and review process and supported the concept of forming a committee.
Mr. Briggs (Empty Song Road) thanked Mr. Levine for organizing the food truck nights. In his view, Empty Song Road is not a good location for the trucks citing lighting and safety concerns. He suggested a section of River Run where there are no adjacent homes as an alternative location.
Mr. Alper (Barley Corn Row) supported the presence of food trucks and the formation of a committee.
Ms. Pierre (River Run) supported the suggestions made by Ms. Sanner, formation of a committee, and finding a way to accommodate the trucks while not negatively impacting residents.
Ms. Jennifer expressed concern about the lighting and the safety of pedestrians.
Mr. Jandu supported the creation of a committee and stressed the value of neighbors and the need to support one another.
Mr. Zaller (Morning Light Trail) suggested that, based on HOA case law, there could be ways for the community association to restrict vehicles parked on public roads.
Reimbursement Request (Agenda 6A.):
Mr. White made a motion to reject the request from Dr. and Mrs. Greenberger (Morning Light Trail) for reimbursement of fees associated with a recent lawsuit. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor (2)
CA FY22 Budget (Agenda 7A):
Ms. Smith gave an overview of CA staff’s proposal for the FY22 village association annual charge shares and the amount proposed for the association. CA’s collection of the annual charge shares was discussed. Although CA budgets for some annual charge shares to go uncollected, Ms. DuBois noted that some of Columbia’s largest property owners e.g., commercial properties, are applying for a reduction in the assessed values. This will likely result in a reduction in the amount that will be collected. Ms. DuBois encouraged residents to participate in CA’s ongoing FY22 budget process. The need for funds for programming, questions about the annual charge share phase-in based on the revisions to the formula in 2019, and the status of the 3rd and final distribution from the Contingency Fund were raised. Mr. White made a motion to have staff draft a letter to be sent to the CA Board covering concerns regarding programming, distributions from the Contingency Fund, and the phase-in amounts. The letters should be sent to the Board by the end of the week and the Board should vote via email by the end of the day on Monday. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor (2).
External Legal Audit – Association Legal Documents, Policies & Procedures (Agenda 7B):
Ms. Smith recommended the Board select Arthur Law, LLC to perform the review based on knowledge of HOA law, familiarity with recent covenant-related issues, and price. Mr. Miceli made a motion to approve engaging Arthur Law, LLC to conduct the External Legal Audit. Mr. Wan seconded the motion. The motion passed (5-1-0). Mr. Levine voted in opposition. Student Advisory Vote – in favor (2-0-0).
Food Trucks in the Community (Agenda 7C):
The Board discussed food trucks. Mr. Miceli discussed the safety of the location on Empty Song Road and mentioned concerns regarding pedestrians, bikes, clean up, and the need for adequate monitoring. He suggested the trucks park in front of homes or in the driveways of owners who support their presence. Mr. Wan identified opportunities for association involvement – hosting events, organizing a committee, assisting resident-driven committee. Mr. Levine noted he has been the person contacting the vendors and the current location on Empty Song Road is convenient for him to monitor. He indicated if the trucks are moved to another location others will need to monitor the trucks. An article soliciting additional resident feedback will be included in the February newsletter.
Development Advisory Committee (Agenda 8Ai):
Mr. Levine reported first model home at Cedar Creek will open within the next 1 – 2 months and the townhouse models will follow. Occupancy of the Robinson Overlook apartments is expected to begin in the summer. Mr. Levine noted the Board of Education split the homes on Grace Drive out of polygon 1064 and they are now in polygon 2064.
Teen Advisory Committee (Agenda 8Aii):
Mr. Oh reported the TAC will meet on January 12 to begin planning their event.
Traffic & Safety Committee (Agenda 8Aiii):
Mr. Miceli asked Ms. Smith to arrange for a meeting with CA to discuss the feasibility of a pathway connection between the River Hill Square center and the CA pathway behind Whistling Winds Walk. Mr. Levine mentioned potential safety issues on Grace Drive near the entrance to Robinson Overlook and Mr. Miceli will investigate.
Watershed Committee (Agenda 8Aiv):
Mr. White reported he would like the committee to re-convene. Ms. Smith will follow-up with the Chairperson. Mr. Levine suggested the committee help to educate residents on lawn maintenance matters.
Village Manager (Agenda 8B):
Ms. Smith provided an update on facility rentals including interest using the Meeting Room for a daycare and the meetings of a robotics group. She reported renovations at Claret Hall will begin January 18 and are expected to last 3 weeks. Staff will work remotely during this period.
Columbia Council Representative (Agenda 8C):
Ms. DuBois reported the draft FY22 budget will be released on January 8. She reviewed the budget calendar and has tentatively planned a virtual meeting for residents.
Board Chairperson (Agenda 8D):
Board Speak Out (Agenda 9):
Mr. Wan announced that due to a job change and other commitments he is unable to complete his term. The Board thanked him for his contributions to the association.
Adjournment (Agenda 10):
At 9:40 p.m., Mr. Levine made a motion to adjourn the meeting. Mr. Miceli 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: February 1, 2021