March 2, 2015 Board Minutes

River Hill Board of Directors

March 2, 2015

Mr. Zhang called the regularly scheduled meeting to order at 7:05 p.m. on March 2, 2015, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Kenny Kan arrived at 7:08 p.m. Members present were Choith Atlani, John Herron, William McCullough. Michael Dai, Student Member, Michael Cornell, Council Representative, and Susan Smith, Village Manager, were present. KC Chavers and Esti Schabelman were absent. 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. Herron seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 4):

Rick Levitan (7248 Cradlerock Way, Columbia) made the Board aware of the Fueling Station Task Force report and provided copies. He asked for the Association’s support and noted that two villages had already sent letters of support to the County Council.

Administrative Items (Agenda 3):

Mr. Kan made a motion to approve the February 2, 2015 Minutes with a modification to Resident Speak Out to state, “Roger Caplan proposed that the Board consider residency requirements for future Board Members. Discussion ensued and it was agreed that more analysis is needed.” Mr. Herron seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Clarksville Commons – Update from Greenstone Ventures (Agenda 5):

George Stone, Greenstone Ventures, provided an update to the Board on the status of the Clarksville Commons project. Access to the site will be provided by a fully functional intersection at the north end of the property on MD 108. The property will be developed in two phases. The Phase I Site Development Plan has been approved and includes two buildings with a variety of environmental sustainability features. The buildings will contain retail and office uses, including a farm to table restaurant. Groundbreaking is anticipated in the spring/early summer timeframe and construction is expected to take 16 months. Phase II may have structured parking and include a housing component.

FY15 3rd Quarter Financials (Agenda 6A.):

Ms. Smith and Mr. Kan reviewed the 3rd Quarter reports. Mr. Kan made a motion to approve the 3rd Quarter Financial Reports and Variance Analysis. Mr. Cornell seconded the motion. The motion passed 5-0-0). Student Advisory Vote – in favor.

Check Signature Policy (Agenda 6B):

Ms. Smith explained the need for changes to the policy. Mr. Kan made a motion to approve the proposed Check Signature Policy. Mr. Cornell seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Executive Session (Agenda 7):

At 8:05 p.m. Mr. Zhang made a motion to move into Executive Session for the purpose of personnel matters and to discuss matters in the negotiation stage. Mr. Herron seconded the motion. The motion passed (5-0-0).

At 8:58 p.m. Mr. Zhang made a motion to close the Executive Session. Mr. Herron seconded the motion. The motion passed (5-0-0).

FY16 RHCA Budget (Agenda 8A.)

Ms. Smith reviewed the basic budget assumptions for FY16. Mr. Kan made a motion to approve $2000 for legal expenses and $5000 in furniture, fixtures, and equipment in the 4th quarter per staff recommendations (attached to Minutes). Mr. McCullough seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Manager’s Report (Agenda 9A):

A written report is on file with the original Minutes. Ms. Smith thanked Mr. Atlani for his service on the Board. It was the consensus of the Board to donate proceeds from the Gold Buying Event planned for Election Day to: Food on the 15th and Grassroots. It was the consensus of the Board to discuss residency requirements for Board Members at the March 16 meeting. It was the consensus of the Board to meet with the developers of 7410 Grace Drive on March 16 to have further discussion on the allowable uses.

Mr. Cornell made a motion to ratify the email vote approving the Association’s testimony on Howard County’s Draft Capital Budget and appointing Mr. Herron to speak on behalf of the Association. Mr. Herron seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Board Chair Report (Agenda 9B):

Mr. Kan recommended that the position on the Board being vacated by Mr. Atlani be posted requesting that letters of interest be submitted by March 14 and interviews be held on March 16. The board was in agreement.

Council Representative’s Report (Agenda 9C):

Mr. Cornell reported that on March 19 the CA Board will be making amendments to the Charter. He noted that the amendments are not substantive and are for clarification and consistency. CA will soon be purchasing all its energy from renewable resources. CA has signed a contract with Nixon’s Farm to obtain energy from their solar arrays and the rest will be from wind energy. The Hobbit’s Glen Club House will open in early spring and The Haven had 1000 members as of February. Ground-breaking for the Symphony Woods projects will be in late spring/early summer. Mr. Cornell reported that Boy Scout Troop 618 is re-chartering. Mr. Cornell is willing to continue to be the Association’s Charter Representative.

Liaisons/Student Member (Agenda 8D):

Michael Dai reported that the Multicultural Crafts Festival had gone well despite the weather.

Board Speak Out (Agenda 9):

None.

Adjournment (Agenda 11):

Mr. Cornell made a motion to adjourn the meeting at 9:16 p.m. Mr. Zhang seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: March 16, 2015