June 1, 2015 Board Minutes

River Hill Board of Directors
June 1, 2015

Michael Cornell, Board Chair, called the regularly scheduled meeting to order at 7:00 p.m. on June 1, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Dave Clark, William McCullough, and Richard Thomas. Liyan Zhang joined the meeting via teleconference from 7:07 – 7:53 p.m. Chao Wu, Council Representative, and Susan Smith, Village Manager, were present. John Herron, Esti Schabelman, and Student Member Michael Dai were absent. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Mr. Clark made a motion to approve the agenda as presented. Mr. Thomas seconded the motion. The motion passed (4-0-0).

Resident Speak Out (Agenda 3):
David Elsaesser (Whistling Winds Walk) – spoke about the proposed Design Guidelines. He expressed concerns regarding the enhancements shown for the south side of MD 108 between Linden Linthicum Lane and Sheppard Lane, including the safety and proximity of the proposed sidewalk relative to the proposed retaining wall and the Linden Linthicum cemetery wall. Mr. Elsaesser also mentioned that his wife, Kristina Elsaesser would like to serve on the Development Committee.

Administrative Items (Agenda 4):
Mr. Cornell made a motion to approve the May 11, 2015 Minutes. Mr. Clark seconded the motion. The motion passed (5-0-0).

MD 108 Design Guidelines Board Meeting Calendar (Agenda 5A):
The Board discussed the Design Guidelines and the Association’s input. Based on the discussion, Ms. Smith will draft comments and circulate them for review.

Sheppard Lane Light (Agenda 5B):
The Board discussed the need for the Design Guidelines to not preclude modifications/improvements to the Sheppard Lane intersection.

Free Use Requests (Agenda 5C):
Mr. Clark made motion to approve a free use request for the Meeting Room by Boy Scout Troop 618. Mr. Thomas seconded the motion. The motion passed (4-0-0).

Mr. Clark made motion to approve three free uses of the Meeting Room by the Pheasant Ridge Swim Team. Mr. Thomas seconded the motion. The motion passed (4-0-0).

Village Elections – Modifications to Election Requirements and Electronic Voting (Agenda 5D):
Mr. McCullough made a motion to join with other villages to request $15,000 from the Contingency Fund to hire counsel to determine the steps needed to enable electronic voting and the changes needed to cancel an election when races are uncontested. Mr. Thomas seconded the motion. The motion passed (4-0-0).

Development Committee – Charter (Agenda 6A):
The Board reviewed the revised draft Charter. Mr. Clark made a motion to approve the Charter as presented. Mr. McCullough seconded the motion. The motion passed (4-0-0).

7410 Grace Drive (Agenda 6B):
Mr. Clark and Ms. Smith gave an update on the meeting with the owner/developer. Ms. Smith will coordinate with counsel to obtain clarification on uses.

Board Meeting Calendar (Agenda 6C):
The Board approved the FY2016 meeting calendar by consensus and with the following change: September 21 instead of September 14. It was agreed that a subset of the Board will interview the candidates for the Teen Advisory Committee and Student Member Committee in advance of the July 13 meeting. Mr. Cornell and Mr. Thomas volunteered to do this on June 29. One more Board Member is needed.

Board Member Responsibilities (Agenda 6D):
Board Members volunteered for liaison responsibilities: Dave Clark (Financial Matters), Michael Cornell (Troop 618 Representative & Architectural Matters), Will McCullough (Development and Traffic/Safety Issues), Richard Thomas (Operational Matters and Watershed Issues).

Board Training (Agenda 6E):
The Board reviewed recommended modifications to the Training Policy. Mr. Cornell made a motion to approve the Board Training Policy as amended. Mr. Clark seconded the motion. The motion passed (4-0-0). Ms. Smith will email the Board links to the Market Study and CA’s Demographic Study. Ms. Smith collected training acknowledgement forms for May and reminded members of their training responsibilities for the month of June.

Executive Session (Agenda 7):
Mr. Cornell made a motion to move into Executive Session for the purpose of Personnel Matters. Ms. Thomas seconded the motion. The motion passed (4-0-0).

Mr. Clark made a motion to adjourn the Executive Session at 9:12 p.m. Mr. Thomas seconded the motion. The motion passed (4-0-0).

Manager’s Report (Agenda 8A):
Ms. Smith provided a verbal update.

Board Chair Report (Agenda 8B):
None.

Council Representative’s Report (Agenda 8C):
Mr. Wu reported he is the Vice Chair of CA’s Planning and Strategy Committee.

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

Board Speak Out (Agenda 9):
Mr. McCullough inquired about updates on the Clarksville Commons project. Mr. Thomas inquired about dying trees on Golden Star Place. Ms. Smith will ask Ms. Lambright, the Covenant Advisor, to follow-up.
Mr. Wu inquired about the maintenance of sidewalks.
Adjournment (Agenda 10):
Mr. Thomas made a motion to adjourn the meeting at 9:22 p.m. Mr. McCullough seconded the motion. The motion passed (4-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: July 13, 2015