June 6, 2016 Board Minutes

River Hill Board of Directors
Meeting Minutes
June 6, 2016

Michael Cornell, Board Chair, called the regularly scheduled meeting to order at 7:00 p.m. on June 6, 2016, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Board Members present were Harjeet Jandu, Mavourene Robinson, Richard Thomas, and Liyan Zhang. Also present were Jennifer Zhang, Student Member, Chao Wu, Council Representative, and Susan Smith, Village Manager. Mr. Azrieli arrived at the 7:07 p.m. Jennifer Lynott, Communications and Events Coordinator, attended the meeting from 7:15 to 7:45 p.m. Ms. Zhang left the meeting at 9:07 p.m. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Ms. Smith made a motion to approve the agenda. Ms. Robinson seconded the motion. Ms. Smith made a motion to amend the agenda to move Agenda 7C. Teen Advisory Committee & Charter before item 7A. FY17 Board Meeting Calendar. Ms. Robinson seconded the motion. The motion passed (5-0-0). (Student Advisory Vote – in favor).

Resident Speak Out (Agenda 3):
No residents were present. Ms. Smith made the Board aware of an email from Janet Munro (forwarded to the Board earlier on June 6 and on file with the original Minutes) expressing concern about the noise from Route 32 and the impact that the widening project will have on River Hill neighborhoods. In her email, Ms. Munro requested that the Board share the community’s concerns with the State Highway Administration (SHA). Ms. Robinson and Mr. Wu will attend the SHA meeting to be held at River Hill High School on Thursday, June 16, 6:30 – 8:30 p.m., will share the noise concerns, and report back to the Board.

CA Outdoor Pools – River Hill Pool Staff (Agenda 4):
Marty Oltmans, Acting Aquatics Director, Shane Wolter, West Side Supervisor, and Matt Herlihy, River Hill Pool Manager attended the meeting. Mr. Oltmans share the blueprints for the upcoming renovations to the wading pool. The renovations will begin after the pools close on Labor Day and will be completed by Memorial Day 2017. The improvements are being made to make the pool ADA accessible and to fulfill improvements identified in CA’s Aquatics Master Plan. They include a beach entry, splash pads, and two water slides. The Board asked that CA post improvement information at the pool during the current swim season. Holding a public preview day, prior to opening on Memorial Day 2017, was discussed. The following improvements were made prior to the start of the current season: new shade structures for the wading pool, a rubber coating for the beach entry, and new tile, coping, and plastering of the main pool. Mr. Wu inquired about youth injuring their feet on the pool floor. Mr. Oltmans noted he was aware of the concern and will be following up.

Student Member Committee Interview (Agenda 5):
Mr. Zhang recused himself from the discussion. The Board interviewed Jennifer Zhang for re-appointment to the Student Member Committee. Ms. Robinson made a motion to re-appoint Ms. Zhang to the Student Member Committee for the period September 2016 – August 2017. Mr. Thomas seconded the motion. The motion passed (5-0-1), with Mr. Zhang abstaining.

Administrative Items (Agenda (6A):
Mr. Thomas made a motion to approve the May 2, 2016 Minutes as submitted. Mr. Zhang seconded the motion. The motion passed (6-0-0).

Teen Advisory Committee & Charter (Agenda 7C):
Ms. Lynott joined the meeting. The Board discussed the Charter and how to handle the large volume of applications received. Mr. Thomas made a motion to amend the Teen Advisory Committee Charter to limit membership to ten (10) members. Ms. Robinson seconded the motion. The motion passed (5-0-1), with Mr. Azrieli abstaining.

It was the consensus of the Board that a sub-committee would interview the applicants and make recommendations to the Board regarding appointment. The following members volunteered to serve on this committee: Ms. Robinson, Mr. Singh, Mr. Wu, and Ms. Zhang. Ms. Smith will coordinate the interviews.

FY17 Board Meeting Calendar (Agenda 7A):
The Board reviewed the draft calendar. Mr. Thomas made a motion to approve the calendar with the following date changes: August 15 and January 9. Mr. Singh seconded the motion. The motion passed (6-0-0). (Student Advisory Vote – in favor).

Board Member Responsibilities & Training (Agenda 7B):
Ms. Smith reviewed the Board Training Policy and distributed forms and policies requiring Members’ signatures. The Board discussed liaison responsibilities and needs for the year. The following members volunteered: Ms. Robinson (Development Committee Chair), Mr. Jandu (Development Committee), Mr. Cornell (Financial Matters), Mr. Thomas (Watershed Committee, Financial Matters). It was the consensus of the Board that traffic and safety issues will be handled by the Development Committee. It was the consensus of the Board to advertise for Resident Architectural Committee (RAC) and Architectural Committee (AC) members and to reach out to local realtors for possible leads.

Compensation Policy (Agenda 7D):
The Board discussed the need for a formal policy. It was suggested that a subcommittee be formed to draft the policy that will be shared at a future meeting. Ms. Smith was asked to come to the next meeting with a target date for having a policy in place. Mr. Azrieli and Mr. Thomas volunteered to work with Ms. Smith on developing the policy.

FY16 4th Quarter Financial Reports & Variance Analysis (Agenda 7E):
Ms. Smith reviewed the reports. Mr. Thomas made a motion to approve the FY16 4th Quarter Financial Statements and Variance Analysis. Mr. Zhang seconded the motion. The motion passed (6-0-0). (Student Advisory Vote – in favor).

Open Space Plan Proposal (Agenda 7F):
Mr. Cornell provided background on the formation of an Open Space Working Group having representation from each village. Discussion. It was the consensus of the Board that Mr. Wu will recommend to the CA Board that a standing CA committee be formed to focus on open space matters.

Columbia 50th Birthday Celebration (Agenda 7G):
The Board discussed the 50th Birthday Committee’s idea for a joint village visual arts project to celebrate the birthday. The concept is to restore and display the village signs/posters created by Gail Holliday. The Board supported the concept. It was the consensus of the Board that there is no need to create posters/signs for the Pheasant Ridge and Pointer’s Run neighborhoods. Mr. Azrieli made a motion to submit a request to the Contingency Fund for the funds to restore and display the signs with the understanding that a permanent location for display is still to be determined. Ms. Robinson seconded the motion. The motion passed (6-0-0).

Manager’s Report (Agenda 9A):
A written report was emailed to the Board prior to the meeting and is on file with the original minutes. Ms. Smith provided an update on the status of the fence and daycare at The Meeting Room and the replacement of the fireplace insert at Claret Hall. Ms. Smith invited the Board to participate in the Independence Day Parade with the Association’s floats.

Board Chair’s Report (Agenda 9B):
None.

Council Representative’s Report (Agenda 9C):
Mr. Wu reported: New membership rates have been approved; CA is working with the County on deer management, Howard Hughes Corporation wants an easement and a possible land swap is being discussed, CA Board has met with County Council Member Jen Terrassa and the Department of Planning and Zoning to discuss affordable housing.

Liaisons/Student Member (Agenda 9D):
None.

Board Speak Out (Agenda 10):
Ms. Robinson encouraged Board Members to respond to the survey on the 2017 – 2018 school calendar.

Adjournment (Agenda 11):
Mr. Zhang made a motion to adjourn the meeting at 9:50 p.m. Ms. Robinson seconded the motion. The motion passed (6-0-0).

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: July 11, 2016