June 4, 2012 Board Minutes

Dipper Wettstein, Board Chair, called the regularly scheduled meeting to order at 7:03 p.m., on June 4, 2012, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Jenny Chu, Todd Harrison, Kenny Kan, DengFeng Liu, Tony Miceli, and Liyan Zhang and Sean Salisbury; Student Member.  Susan Smith, Village Manager, was present. Michael Cornell, Columbia Council Representative, was absent. Mr. Salisbury departed the meeting at 8:55 p.m.

Approval of the Agenda (Agenda 2):

Mr. Wettstein made a motion to approve the agenda as presented.  Mr. Zhang seconded the motion.  The motion passed (7-0-0) (Student Advisory Vote – in favor).

Administrative Items (Agenda 3):

None.

Resident Speak Out (Agenda 4):

None

River Hill Pool Staff (Agenda 5):

Shane Wolter, West Side Pool Manager Stephen Henderson, River Hill Pool Manager, and Heather Anderson, Asst. Pool Manager, met with the Board. They made the Board aware of CA’s new Spectrum system and explained that a new line needs to be installed before the system will be operational at the pool.  Other items discussed: new pool reduced rate program ($4 adult, $2 child) at Faulkner Ridge, Talbot Springs, Running Brook, Jeffers Hill, and MacGill’s Common pools; Columbia Swims program teaching basic survival skills expanded to Faulkner Ridge Pool; maintenance improvements at the River Hill pool including energy efficient lighting, a new water fountain, and repainting of the bathrooms and support structures; CA’s implementation of a new thunder policy requiring everyone to leave the facility the second time thunder is heard.  Mr. Wolter explained that $100 rewards are being offered for tips leading to the identification of pool hoppers. Individuals with knowledge should call 410-312-6332.  Mr. Miceli expressed a need for additional shade structures and Mr. Wolter agreed to investigate getting temporary shade structures.

Scout Troop 618 – Chartering (Agenda 6A):

Rick Mitchell, Scout Master, Steve Collen, Committee Chair, and Diane Mikulis attended the meeting on behalf of the Troop and Boy Scouting.  They gave an overview of the Troop’s 25 year history.  Over the last 5 years, troop membership has transitioned to River Hill/Clarksville residents and thus the troop would like the River Hill Community Association to become its Chartering Organization as members have stronger ties to this community.  The troop is currently chartered by the Hickory Ridge Community Association and meets at Clarksville Middle School. As the chartering organization, the River Hill Community Association would be responsible for approving the leadership of the troop and must provide an organization representative to be the point of contact.  Training is provided.  There was discussion about insurance coverage and liability for the Association.  Ms. Smith will coordinate with Mr. Scott Hansen, the Field Director for the Baltimore Area Council, to obtain additional information.

Donaldson Funeral Home (Agenda 6B):

The Board reviewed the draft correspondence prepared by Mr. Kan.  Mr. Wettstein made a motion to approve the letter with the changes discussed.  Mr. Miceli seconded the motion.  The motion passed (7-0-0), Student Member – in favor.

Contingency Fund Policy (Agenda 6C):

The Board discussed the Association’s recent request for funds, reviewed the draft policy, and discussed additional modifications.  Mr. Kan made a motion to approve the policy with the modifications discussed.  Mr. Harrison seconded the motion.  The motion passed (7-0-0), Student Member – in favor.

FY13 -14 Management Contract (Agenda 6D): 

Ms. Smith reviewed the Management Contract and changes made regarding full time staff benefits and energy costs at The Meeting Room.  The Board discussed the status of the Community Association Assessment Share Formula.  Mr. Wettstein made a motion to table approval of the FY13-14 Management Contract pending approval of the Assessment Share Formula.  Mr. Harrison seconded the motion.  The motion passed (7-0-0), Student Member – in favor.

Community Association Allocation Formula/Assessment Share (Agenda 7A):

The Board received copies of related documentation prior to the meeting.  The Board reviewed the most recent version of the formula.  Ms. Smith made the Board aware that the formula is on the CA Board’s agenda for June 14 and reported that if approved as proposed, the Association will receive a small increase in FY14. Ms. Smith outlined her continued concerns regarding janitorial expenses and expenditures related to communications, including staff time.  It was the consensus of the Board not to provide additional comments at this time.

Manager’s Report (Agenda 8A):

A written report is on file with the original minutes.  Ms. Smith informed the Board that CA will be responsible scheduling sprinkler system inspections on a more frequent basis and the increase in cost was not included in the FY13 budget.  Ms. Smith informed the Board that the police had been called on the evening of June 2 due to a problematic rental.  Ms. Smith provided an update on the Association’s Cash Reserves which at the end of April were at 7%.  It was the consensus of the Board that the newsletter and other association communication methods should be used to obtain resident feedback regarding the need for a post office.  Ms. Smith will coordinate with Mr. Buchanan.  The Student Member Committee Charter will be placed on the June 18 agenda to discuss membership by non-River Hill residents.

Board Chair Report (Agenda 8B):

Mr. Wettstein reported that he will attend the next Watershed Committee. He is interested in having River Hill participate in the toad project.  The Board discussed involving the Teen Advisory Committee in this project.

Council Representative Report (Agenda 8C):

A written report is on file with the original minutes.

Liaisons (Agenda 8D)

Mr. Harrison made the Board aware of an accident that occurred at the traffic diverter/pedestrian crossing on Great Star Drive.

Mr. Salisbury reported that he has been a Boy Scout for 5 years and believes the program is very beneficial for youth and enables them to make a difference in their community while developing leadership and other skills.  He encouraged the Board to become the Chartering Organization for Troop 618.

Executive Session (Agenda 9):

Mr. Harrison made a motion to move into Executive Session at 8:55 p.m. to discuss personnel matters and potential litigation. Mr. Kan seconded the motion.  The motion passed (7-0-0).  Mr. Miceli made a motion to end Executive Session at 9:02 p.m.  Mr. Wettstein seconded the motion.  The motion passed (7-0-0).

Board Speak Out (Agenda 10):

None.

Adjournment (Agenda 11):

Mr. Miceli made a motion to adjourn the meeting at 9:03 p.m.  Mr. Wettstein seconded the motion.  The motion passed (7-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  June 18, 2012