March 16, 2015 Board Minutes

River Hill Board of Directors

March 16, 2015

Mr. Kan called the regularly scheduled meeting to order at 7:05 p.m. on March 16, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were KC Chavers, William McCullough. Esti Schableman. Mr. Zhang arrived at 7:06 p.m. Mr. Herron arrived at 7:07 p.m. Michael Dai, Student Member, Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present. Mr. Herron departed the meeting at 8 p.m. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):

Mr. Cornell made a motion to approve the agenda as submitted. Mr. Schabelman seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):

Mr. Schabelman made a motion to approve the March 2, 2015 Minutes Mr. Cornell seconded the motion. The motion passed (2-0-2). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):

None.

Board Member Interviews (Agenda 5A):

The Board interviewed Dave Clark (Wild Orange Gate) for appointment to the seat vacated by Choith Atlani. Mr. Clark recused himself following the interview.

Mr. Cornell made a motion to appoint Dave Clark to the remainder of Mr. Atlani’s term. Mr. Schabelman seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor. Mr. Clark joined the Board for the remainder of the meeting.

Free Use Request (Agenda 5B):

Mr. Cornell made a motion to approve the Clarksville Rotary’s request for a free use of Claret Hall with the payment of janitorial and staff fees. Mr. Schableman seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

The Board discussed the free use request policy and recommended that consideration be given to converting the Clarksville Rotary to a lease agreement that might include free use of Claret Hall for a Rotary fundraiser(s).

Executive Session (Agenda 6):

At 7:29 p.m. Mr. Zhang made a motion to move into Executive Session for the purpose of personnel matters Mr. Cornell seconded the motion. The motion passed (7-0-0). Mr. Dai recused himself from the meeting.

At 8:15 p.m. Mr. Cornell made a motion to close the Executive Session. Mr. Zhang seconded the motion. The motion passed (7-0-0).

FY16 RHCA Budget (Agenda 7A.)

Mr. Cornell made a motion to approve the following FY15 4^th quarter expenditures: a capital expenditure of $20,500 for replacement window coverings for Claret Hall, an additional $2,500 increase for legal expenses, and an additional $500 for staff salaries. Mr. Schabelman seconded the motion. The motion passed (7-0-0).

Ms. Smith and Mr. McCullough reviewed the proposed increase in rental rates (a copy is on file with the original minutes). Mr. Cornell made a motion to approve the increase in rental rates as proposed. Ms. Chavers seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

The Board reviewed the draft FY16 Budget and Ms. Smith noted that changes had not yet been made to reflect increased rental rates, increased insurance expenses for Tenant Users Liability Insurance (TULIP), or the expenses needed to update the website. Mr. Kan made a motion to approve the draft budget as presented for public review and comment. Mr. Cornell seconded the motion. The motion passed (6-0-1). Student Advisory Vote – in favor.

Manager’s Report (Agenda 8A):

Ms. Smith notified the Board that she would be out of the office March 19 – 24 and Ms. Lambright will be the point of contact in her absence. The meeting with the owners of 7410 Grace Drive will be re-scheduled, likely for April 20. Ms. Smith called attention to the information emailed earlier in the day regarding the zoning regulation amendment pertaining to gas stations. Ms. Smith made the Board aware of the County’s efforts to update the Pedestrian Master Plan and encouraged the Board to participate in the process.

Board Chair Report (Agenda 8B):

Mr. Kan noted that he may not be able to attend the April 20 meeting. He noted the following items will be on the April 20 agenda: FY16 Budget, CHOICE/RHCA Scholarship, and Board Member interviews as needed. A light dinner will be provided.

Council Representative’s Report (Agenda 8C):

Mr. Cornell reported that 100% of the Columbia Association’s energy usage is provided by renewable energy sources: wind, solar, and geothermal. CA has received special recognition from the EPA.

Liaisons/Student Member (Agenda 8D):

None.

Board Speak Out (Agenda 9):

Ms. Chavers inquired about an email received from residents of Hickory Ridge.

Adjournment (Agenda 11):

Mr Cornell made a motion to adjourn the meeting at 8:40 p.m. Mr. Schabelman seconded the motion. The motion passed (7-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: April 20, 2015 (as amended