February 2, 2016 Board Minutes

River Hill Board of Directors
February 2, 2015
Kenny Kan, Board Chairperson, called the regularly scheduled meeting to order at 7:00 p.m. on February 2, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Choith Atlani, Kathy Chavers, John Herron, William McCullough, Esti Schabelman, and Liyan Zhang. Michael Dai, Student Member, and Susan Smith, Village Manager, were present. Michael Cornell, Council Representative, was absent. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Zhang made a motion to approve the agenda with a relocation of 3.Administrative Items to follow 6. New Business. Ms. Chavers seconded the motion with this amendment. The motion passed (7-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):
Roger Caplan (6421 Misty Top Pass) proposed that the Board consider residency requirements for future Board Members. Discussion ensued and it was agreed that more analysis is needed.

Health Fair Update (Agenda 5):
Ms. Henrietta Kan, representing the Coalition Halting Obesity in Children Everywhere (CHOICE), provided the Board with a summary overview of the 2014 Health Fair which had net proceeds of $3,162. Ms. Kan recommended the creation of a CHOICE – RHCA scholarship (background materials are on file with the original minutes). She asked the Board to approve donations to HC Drug Free and the American Heart Association and to fund the scholarship program using the fair proceeds. Discussion.

Mr. Zhang made a motion to fund the scholarship with $500 from the 2014 Health Fair. Mr. McCullough seconded the motion. The motion passed (4-1-2) with Mr. Kan and Ms. Chavers abstaining. Student Advisory Vote – in favor.

Mr. Zhang made a motion to donate $250 to HC DrugFree and $250 to the American Heart Association with the 2014 Health Fair proceeds. Ms. Chavers seconded the motion. The motion passed (5-0-2.) with Mr. Kan and Mr. Herron abstaining. Student Advisory Vote – in favor.

Ms. Chavers made a motion that the scholarship eligibility criteria be modified to require the applicant to reside on Columbia Association (CA) assessment paying property or have a parent/guardian who works full-time on or owns CA assessed property. Mr. Herron seconded the motion. The motion passed (6-0-1) with Mr. Kan abstaining. Student Advisory Vote – in favor.

It was the consensus of the Board that the Scholarship Selection Committee will be made up of the following individuals: Ms. Athena Kan, Ms. Henrietta Kan, Ms. Smith, Mr. Dai and Mr. Schabelman. Ms. Smith with work with Ms. Kan to finalize the scholarship application form.

Donation Request(s) (Agenda 6A):
Ms. Smith summarized the donation requests.

Mr. Kan made a motion to donate $150 each to the Atholton High School post-prom event, the River Hill High School post-prom event, and the Fifth District Volunteer Fire Department. Mr. Zhang seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

Free Use Requests (Agenda 6B):
Mr. Kan made a motion to approve a free use of the River Hill Meeting Room by the Pointers Run swim team. Mr. Herron seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

Mr. Herron made a motion to approve a free use of Claret Hall by BBYO of Howard County for J-Serve Howard County. Mr. Schabelman seconded the motion. The motion failed (0-6-1) with Mr. McCullough abstaining. Student Advisory Vote – opposed.

FY16 RHCA Budget (Agenda 6 C.)
Ms. Smith reviewed RHCA’s budget process. It was the consensus of the Board that having dinner available on meeting nights and reimbursement of mileage will be helpful. Mr. Atlani, Mr. Kan, and Mr. McCullough will work with Ms. Smith to develop the budget assumptions for discussion at the March 2 meeting.

Administrative Items (Agenda 3):
Mr. Kan made a motion to approve the Minutes from the January 12, 2015 meeting. Mr. Atlani seconded the motion. The motion passed (6-0-1) with Mr. McCullough abstaining. Student Advisory Vote – in favor.

Old Business (Agenda 7):
None.

Manager’s Report (Agenda 8A):
A written report is on file with the original Minutes. Ms. Smith reminded Board Members that the candidate nomination period for the open Board Member and Columbia Council Representative positions is March 1 – 21. Ms. Smith reviewed the eligibility requirements for these positions and was asked to determine the requirements for the other villages. Ms. Smith reviewed upcoming events, the status of the re-development of the River Hill Garden Center, and notified the Board that installation of Comcast services at Claret Hall will occur on February 9. It was the consensus of the Board that an update from the developer of the Clarksville Commons project be scheduled as soon as possible.

Board Chair Report (Agenda 8B):
Mr. Kan thanked Ms. Chavers, Mr. Herron, Ms. Lambright and Ms. Smith for their work preparing and giving the Zoning Board testimony on the Simpson Oaks project. Mr. McCullough, Mr. Atlani, and Mr. Kan will meet with Ms. Smith to develop the budget assumptions that will incorporate the Board Members’ desire to include meals for meetings and reimbursement of mileage costs.

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

Liaisons/Student Member (Agenda 8D):
Michael Dai reported on the plans for the multi-cultural craft festival on February 21. Ms. Chavers recommended that the organization/group receiving the food donations be broadened.

Board Speak Out (Agenda 9):
Mr. Herron expressed a desire to increase the River Hill community’s visibility to Board accomplishments and impact. Mr. Herron also expressed concern over the length of time the Board devoted to the
deliberation of the scholarship proposal during this meeting and offered suggestions for improving Board decision-making.
Adjournment (Agenda 11):
Mr. Schabelman made a motion to adjourn the meeting at 8:50 p.m. Mr. Herron seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: March 2, 2015.