March 7, 2016 Board Minutes

River Hill Board of Directors
Meeting Minutes
March 7, 2016

Michael Cornell, Board Chair, called the regularly scheduled meeting to order at 7:00 p.m. on March 7, 2016, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029. Members present were Will McCullough, Mavourene Robinson, Esti Schabelman, Richard Thomas, and Liyan Zhang. Jennifer Zhang (Student Member), and Susan Smith (Village Manager) were present. Dave Clark and Chao Wu, Council Representative, were absent. Ms. Zhang left the meeting at 7:27 p.m. Mr. McCullough left the meeting at 9:08 p.m. A list of attendees is on file with the Minutes.

Approval of the Agenda (Agenda 2):
Ms. Robinson made a motion to approve the agenda as submitted. Mr. Zhang seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

Administrative Items (Agenda 3):
Mr. Thomas made a motion to approve the February 1, 2016 Minutes as amended to state that Ms. Zhang, Mr. Wu and Mr. Schabelman left the meeting early. Ms. Robinson seconded the motion. The motion passed (6-0-0).

Resident Speak Out (Agenda 4):
None.

CA Capital Project Update (Agenda 5):
Dennis Mattey, Director, CA Department of Open Space and Facility Services and Kevin Wiechelt, CA Project Manager, discussed the replacement of the Claret Hall fireplace insert. Mr. Mattey outlined the option. It was the consensus of the Board and staff to see approval to vent the fireplace at 6’ high with the use of a protective “cage” if needed.

Student Member Report (Agenda 9D):
Ms. Zhang reported that the Teen Advisory Committee is planning a pet-related movie night on May 14. The event will collect donations/raise funds for an animal/pet-related cause. Ms. Robinson suggested a local program that trains aid dogs for wounded veterans. Ms. Zhang left the meeting after her report.

Executive Session (Agenda 6):
At 7:27 p.m. Mr. Zhang made a motion to move into Executive Session to discuss personnel matters. Ms. Robinson seconded the motion. The motion passed (6-0-0.)

At 7:30 p.m. Ms. Smith recused herself from the meeting.

At 8:34 p.m. Mr. Thomas made a motion to end the Executive Session. Mr. Zhang seconded the motion. The motion passed (6-0-0).

RHCA FY16 3rd Quarter Financials & Variance Analysis (Agenda 7B):
Ms. Smith presented the 3rd Quarter Financials and reviewed the variance analysis. Ms. Robinson made a motion to accept and file the 3rd Quarter Financial Statements and Variance Analysis. Mr. Schabelman seconded the motion. The motion passed (6-0-0).

RHCA FY17 Budget (Agenda 7C):
The Board discussed the assumptions for the FY17 budget.

Executive Session (Agenda 6):
At 8:48 p.m. Ms. Robinson made a motion to enter in to Executive Session to discuss personnel matters. Mr. Thomas seconded the motion. The motion passed (6-0-0).

At 9:04 p.m. Mr. Schabelman made a motion to end the Executive Session. Ms. Robinson seconded the motion. The motion passed (6-0-0).

RHCA FY17 Budget (Agenda 7C):
Mr. Schabelman made a motion to move employees identified in the H & R Strategy Report to the 50th percentile as discussed during Executive Session. Ms. Robinson seconded the motion. The motion passed (6-0-0).

Mr. McCullough left the meeting at 9:08 p.m.

FY17/18 Management Contract (Agenda 7A):
Ms. Smith reviewed key portions of the Management Contract and identified areas where staff and the Village Managers have questions and/or concerns. Mr. Schabelman made a motion to request that the rate for CA Facility Services and Open Space staff remain at $19 per half-hour. Ms. Robinson seconded the motion. The motion passed (5-0-0).

County FY17 Budget (Agenda 7D):
It was the consensus of the Board not to provide comments at this point.

County FY17 Transportation Priorities (Agenda 7E):
It was the consensus of the Board to provide input in response to the Transportation Priorities Survey. The Board agreed that for the Association the high priorities are: improvements along MD 108 in keeping with the Clarksville Pike Streetscape Plan and Design Guidelines; addressing the safety of the Linden Linthicum Lane/MD 108 intersection; and sound barriers along MD 32 to minimize noise impact resulting from the planned widening west of MD 108. Ms. Smith will draft input for Board review.

Old Business (Agenda 8):
None.

Manager’s Report (Agenda 9A):
A written report is attached to the original minutes. Mr. Schabelman made a motion to appoint Michael Cornell as Election Committee Chair. Mr. Zhang seconded the motion. The motion passed (5-0-0).
The Board discussed the recent loss of members on the Resident Architectural Committee (RAC), the possibility of filling vacant positions with student members/interns, and amending the bylaws.

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

Council Representative’s Report (Agenda 9C):
None.

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

Board Speak Out (Agenda 10):
Mr. Thomas congratulated the Pixel Robots on their recent achievements. Mr. Cornell suggested that the County Council might issue a proclamation congratulating the group.

Adjournment (Agenda 11):
Mr. Schabelman made a motion to end the meeting at 10:10 p.m. Ms. Robinson seconded the motion. The motion passed (5-0-0)

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved: March 21, 2016

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