July 13, 2015 Board Minutes

River Hill Board of Directors
Meeting Minutes
July 13, 2015

Michael Cornell, Board Chair, called the regularly scheduled meeting to order at 7:07 p.m. on July 13, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were William McCullough, Esti Schabelman, Richard Thomas, and Liyan Zhang. Michael Dai, Student Member, and Susan Smith, Village Manager, were present. Dave Clark, John Herron, and Council Member Chao Wu were absent. A list of attendees is on file with the Minutes. Mr. McCullough left the meeting at 8:20 p.m.

Approval of the Agenda (Agenda 2):
Mr. Schabelman made a motion to approve the agenda as presented. Mr. Thomas seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 3):
None.

Administrative Items (Agenda 4):
Mr. Thomas made a motion to approve the June 1, 2015 Minutes. Mr. McCullough seconded the motion. The motion passed (4-0-1). Student Advisory Vote – in favor.

Teen Advisory Committee and Student Member Committee Interviews (Agenda 5):
The Village Board interviewed the following candidates for the Teen Advisory Committee (TAC): Arienne Guiv and Cindy Tian.

Mr. Zhang recused himself from the meeting while the Board interviewed Jennifer Zhang for the Student Member Committee. Mr. Thomas made a motion to appoint Jennifer Zhang to the Student Member Committee. Mr. McCullough seconded the motion. The motion passed (4-0-1). Student Advisory Vote – in favor.

It was agreed that a sub-group of the Board will interview the remaining TAC applicants prior to appointments being made.

FY15 Facility Use Report (Agenda 6A):
Ms. Smith reviewed the Facility Use Report. Mr. Schabelman made a motion to approve the Facility Use Report as submitted. Mr. McCullough seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

FY15 4th Quarter Financials (Agenda 6B):
Ms. Smith reviewed the FY15 4th Quarter Financials and variance analysis. Mr. McCullough made a motion to approve the FY15 4th Quarter Financial Statements and variance analysis. Mr. Zhang seconded the motion. The motion passed (5-0-0.) Student Advisory Vote – in favor.

FY15 Annual Report (Agenda 6C):
Ms. Smith reviewed the annual report. Mr. Zhang made a motion to approve the FY15 Annual Report. Mr. Schabelman seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Village’s Salary Study (Agenda 6D):
Ms. Smith provided background information. Mr. Schabelman made a motion to request funds from the Contingency Fund for a Village-wide salary study. Mr. Zhang seconded the motion. The motion passed (4-0-0). Student Advisory vote – in favor.

CA FY17 and FY18 Budgets (Agenda 6E):
The Board discussed the following budget requests:
• Open space/watershed improvements – community garden plots, pollinator buffers, pet waste stations, pathway signage, and erosion issues in River Hill.
• Inclusion of River Hill properties in the Rain Garden project.
• Claret Hall – 2-sided fireplace.
• Claret Hall/Meeting Room – LED retrofit completion.
• Assessment Share – funding as recommended by salary study.
Ms. Smith will email draft requests for review in mid-August.

7410 Grace Drive – Covenants (Agenda 7A):
Ms. Smith reviewed the feedback from counsel clarifying the definitions of uses. It was the consensus of the members present that the committee should continue to work toward an agreement and return to the Board with recommendations.

Board Training (Agenda 7B):
Ms. Smith distributed acknowledgement forms to the members in attendance and reminded members that the covenants, architectural guidelines, and covenant enforcement process documents should be reviewed in July.

Executive Session (Agenda 8):
Mr. Zhang made a motion to move into Executive Session for the purpose of Personnel Matters at 8:47 p.m. Mr. Schabelman seconded the motion. The motion passed (4-0-0).

Mr. Zhang made a motion to adjourn the Executive Session at 8:54 p.m. Mr. Schabelman seconded the motion. The motion passed (4-0-0).

Manager’s Report (Agenda 9A):
A written report is attached to the original minutes. The remaining TAC interviews will be held on August 17. It was the consensus of the Board to permit advertising by Pure Romance in The Villager. Ms. Smith gave an update on the Clarksville Commons project.

Board Chair Report (Agenda 9B):
Mr. Cornell encouraged members to attend the CA Volunteer Event on Sunday, August 2, 4 – 8 p.m. Mr. Cornell expressed an interest in attending an upcoming RAC meeting.

Council Representative’s Report (Agenda 9C):
Mr. Wu reported he is the Vice Chair of CA’s Planning and Strategy Committee.

Liaisons/Student Member (Agenda 9D):
The Board thanked Mr. Dai for his service to the community.

Board Speak Out (Agenda 10):
None.

Adjournment (Agenda 10):
Mr. Thomas made a motion to adjourn the meeting at 9:11 p.m. Mr. Zhang seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: September 21, 2014