March 30, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

March 30, 2020

Opening (Agenda 1): 

Tony Miceli, Chairperson, called the meeting to order at 7:12 p.m. The meeting was held virtually via conference call using Zoom and was being recorded. The following members were in attendance: Harjeet Jandu, Matthew Levine, Angela Ling, John Wan, and Adam White. Jeff Du, Student Member, Renee DuBois, Council Representative, Susan Smith, Village Manager, and Lesley Ahmuty, Administrative Assistant were in attendance. Two residents – Trinity Cheng and Randy Shore were also in attendance. Tina Addo, Village Manager for the Long Reach Community Association joined at 7:30 p.m.

Approval of the Agenda (Agenda 3):

Ms. Ling made a motion to approve the agenda with the addition of item 4B. – Motion to hold the March 30, 2020 Board meeting remotely. Mr. Wan seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 4):

4A. Mr. White made a motion to approve the February 10, 2020 Minutes with an amendment to include Mr. Levine arrived at 7:45 p.m. Mr. Levine seconded the motion. The motion passed (5-0-1). Student Advisory Vote – in favor. Mr. Jandu abstained.

4B. Mr. Levine made a motion to accept and file the email vote to hold the March 30, 2020 meeting remotely and to hold all Board meetings via Zoom or other remote methods until such time as the COVID-19 restrictions on meetings have been lifted. Mr. Miceli seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Resident Speak Out (Agenda 5):

Ms. Cheng asked about updates on the intersection of Great Star Drive and MD 108. Mr. Miceli said they are waiting on a left turn arrow for Great Star Drive. Given the recent death at the intersection, there needs to be some measures taken. The association is working to schedule a meeting with the State and County.

Ad Hoc Playground Committee (Agenda 6Ai):

Ms. Ling asked that this discussion wait until Agenda Item 7A.

Development Advisory Committee (Agenda 6Aii):

Mr. Levine reported he had emailed the developer of the apartments on Grace Drive. Ms. Smith also reached out to them.

Teen Advisory Committee (Agenda 6Aiii):

Mr. Du reported the TAC members are converting the planned Trivia Night to a virtual event via Zoom. Ms. Smith will share a Zoom link. Mr. Levine suggested the committee come up with other ways to support the community during the current period of social distancing required by COVID-19.

Traffic & Safety Committee (Agenda 6Aiv):

Mr. Miceli will take over this committee until another board member is appointed.  Attendees identified issues to focus on: MD 32 noise, MD 108, including the intersection of MD 108 and Great Star Drive and speeding on residential roads. Ms. Cheng would like to be included in the next meeting. A Traffic & Safety Committee meeting will be scheduled. Ms. Cheng also shared information about the noise level measurements she had conducted. 

Watershed Committee (Agenda 6Av):

Mr. White reported the last meeting was on February 26, 2020. Items discussed included RAC guideline issues, Monarch Water station, the use of pervious pavement, Kimco landscaping and expanding the RHHS raingarden. Ms. Smith mentioned there was still approximately $7,000 left in the Chesapeake Bay Trust Watershed Grant and any invoices for the installation of the rain garden adjacent to the outdoor pool and River Hill Meeting Room should be submitted. Mr. White shared they had postponed the Pull and Plant event.

Manager’s Report (Agenda 6B):

A written report is on file with the original minutes. Ms. Smith provided an update on operations and recommended closing Claret Hall through May 11, 2020. Mr. Miceli made a motion to approve closure of Claret Hall through May 11, 2020. Mr. Wan amended the motion to include closure subject to federal, state and county legislation. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Mr. Wan made a motion that there be no lease payments required in April 2020 and that 50% of the rent paid by tenants for March 2020 be credited to the 2^nd half of May 2020. This could be extended past May 2020 if the facilities are unable to open or virus-related restrictions prohibit gatherings. Mr. Levine seconded the motion. The motion passed (5-0-1). Mr. Jandu abstained.

Ms. Smith recommended publishing an abbreviated April newsletter and mailing it out to all residents with a more robust issue available online. Mr. Miceli made a motion to approve mailing the newsletter for one month not to exceed the standard cost for the newsletter for one month. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Ms. Smith reported the bookkeeper is unable to process invoices and checks due to restrictions resulting from the COVID-19 virus. Ms. Smith recommended that she write the checks and obtain Mr. Miceli’s approval. Mr. Miceli would review all invoices and approve all checks. Mr. Levine made a motion to approve Ms. Smith writing checks with Mr. Miceli’s review and approval through May 31, 2020. Mr. White seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor. 

Council Representative Report (Agenda 6C):

Ms. DuBois had no report. 

Board Chairperson Report (Agenda 6D):

Mr. Miceli thanked the board for their patience and Ms. Smith for her efforts during this time. Mr. Miceli thanked Ms. Ahmuty for her support on the conference call.

Tot Lot Improvement (Agenda 7A)

No updates. It was the consensus of the board that due to the financial impact of the COVID-19 virus, now is not a good time to raise the renovation of a Pointers Run neighborhood tot lot with Columbia Association. 

FY20 3^nd Quarter Financial Reports & Variance Analysis (Agenda 7B):

Ms. Smith provided an overview of the reports. Mr. Miceli made a motion to approve the financial statements and variance analysis. Ms. Ling seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.  

Village Elections (Agenda 7C)

Ms. Smith recommends postponing the Annual Meeting and Village Elections until June 27, 2020. Mr. Miceli made a motion to approve Moving the Village Elections and Annual Meeting on June 27, 2020, and using hold-over positions on the board for those board members willing to hold-over. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Mr. Jandu made a motion to accept and file email vote for additional funds of $2,000 for absentee ballots and COVID-19 virus. Mr. White seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor

Board Membership (Agenda 7D)

There was discussion about whether to reduce the size of the Board of Directors to 5 for FY21 or leave it at 7 members. Mr. Levine made a motion to leave the Board at 7 members. Mr. Wan seconded the motion. The motion passed (3-1-2). Mr. Miceli and Mr. White abstained. Student Advisory Vote – in favor.

Student Member Committee (Agenda 7E)

Ms. Smith made a motion to table this agenda item to the next meeting. Mr. White seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

County’s FY21 Budget (Agenda 8A)

Mr. Wan made a motion to accept and file the email vote approving the association’s input to the County Executive on the County’s FY21 Budget. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

FY21 Budget (Agenda 8B)

Ms. Smith gave an overview of the assumptions made for the FY20 4^th quarter estimate. She outlined the assumptions made in the draft FY21 budget. It was the consensus of the Board to assume no rental income April – June 2020. Ms. Smith will share a revised draft with the Board.

Executive Session – Personnel Matters (Agenda 9)

Mr. Miceli made a motion to move into Executive Session for the purpose of personnel matters at 9:54 p.m. Mr. White seconded the motion. The motion passed (6-0-0). Mr. Jandu, Ms. Ahmuty, and members of the public in attendance exited the meeting.

At 10:28 p.m. Mr. Levine made a motion to end the Executive Session. Mr. White seconded the motion. The motion passed (6-0-0).

Board Speak Out (Agenda 10):

Members of the Board encouraged Ms. Smith to apply for loans/grants available to the association through the Small Business Administration and others.

Ms. Smith suggested altering the Board’s calendar to add a meeting on April 6 to continue work on the FY21 budget. It was the consensus of the Board to add this meeting.

Mr. Wan acknowledged that this is a difficult time and Mr. White offered to provide assistance.

Adjournment (Agenda 11): 

Mr. Levine made a motion to adjourn the meeting at 10:40 p.m. Mr. White seconded the motion. The motion passed (6-0-0).

Submitted: Susan M. Smith, Village Manager

Minutes Approved (as amended): April 6, 2020