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

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