March 7, 2022 Minutes

River Hill Board of Directors

Meeting Minutes

March 7, 2022

 

 

Opening (Agenda Item 2):

Ms. Battle called the meeting to order at 7:44 p.m. The meeting was hybrid held in person at Claret Hall and virtually via Zoom. The following members attended: Kevin Bruening, Matthew Levine, Jian Ni, and April Battle. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present. Maddie Lynott, Co-chair of the Teen Advisory Committee, was present. The following guests attended the meeting: Harry Dunbar, Laura Brooks, Barbara Wertman, and Jennifer Lynott.

 

Approval of the (Agenda Item 3):

Ms. Battle made a motion to approve the agenda. Mr. Ni seconded the motion. The motion passed by unanimous consent.

 

Announcement of Executive Session(s) Held/To Be Held (Agenda Item 4A):

None.

 

Board Meeting Minutes – February 7, 2022 (Agenda Item 4B):

 

Mr. Bruening made a motion to amend and approve the February 7, 2022, Minutes. The February 7, 2002, minutes should read, “Mr. Levine made a motion to not include a ballot question to amend the By-laws by removing the requirement of obtaining greater than 50% of the votes in favor of each candidate for the Board of Directors.” Mr.  Levine seconded the motion. The motion passed by unanimous consent.

 

Resident Speak Out (Agenda Item 5)

None.

 

Teen Advisory Committee Report (Agenda Item 6)

A Virtual Trivia Night event is planned for Friday, March 11. The cost per person to attend is $5. Gift cards will be awarded as prizes, and the Teen Advisory Committee members will each have a responsibility. Proceeds from the event will be donated to FIMRC – Foundation for International Medical Relief of Children. This is the final TAC event of the year.

 

 

Old Business

Election Items Notification of Open Seats and Annual Meeting Quorum (Agenda Item 7A):

Discussion and notification of two open seats for the Board of Directors and the quorum to achieve (83 votes cast). Additional discussion of the need to include two (2) ballot questions in this year’s Association Elections related to amending the By-Laws and Articles of Incorporation.

 

Mr. Levine made a motion to approve the ballot question to amend the Articles of Incorporation to state that all members of the River Hill Community Association’s Board of Directors must be members (i.e., residents of the Village of River Hill). Ms. Battle seconded the motion. The motion passed unanimously.

 

Mr. Levine made a motion to approve the ballot question to amend the By-Laws to say that Candidate Statements for nominees shall be submitted to the Village Manager no later than the deadline for nominations under Section 8.3. Ms. Battle seconded the motion. The motion passed unanimously.

 

 

Annual Meeting Date, Time, and Place Confirmation Vote (Agenda Item 7B):

Discussion of the date for Village Elections on Saturday, April 23, 2022, from 9:00 a.m. to 3:00 p.m., at Claret Hall and a 2^nd Date for Elections of May 10, 2022, at Claret Hall from 9:00 a.m. to 3:00 p.m. (if a Quorum is not achieved on April 23).

 

Mr. Levine made a motion to approve the proposed dates, time, and location for Village Elections. Mr. Greenberg seconded the motions. The motion passed unanimously.

 

 

New Business

Appointment of Non-voting Election Committee Member (Agenda Item 8A):

Ms. DuBois suggested the appointment of Jennifer Lynott as a non-voting member of the Election Committee.

 

Mr. Levine made a motion to appoint Ms. Lynott as a non-voting member of the Election Committee. Mr. Bruening seconded the motion. The motion passed unanimously.

 

Document Access Policy (Agenda Item 8B):

Ms. DuBois presented a Document Access Policy for approval.

 

Mr. Levine made a motion to approve the Village Document Access Policy as presented.  Mr. Greenberg seconded the motion. The motion passed unanimously.

 

Document Retention Policy (Agenda Item 8C):

Ms. DuBois presented the Document Retention Policy for approval. The policy as presented complies with the Sarbanes-Oxley Act.

 

Mr. Levine made a motion to approve the Document Retention Policy as presented to the Board of Directors. Mr. Greenberg seconded the motion. The motion passed unanimously.

 

RHCA Covenant Compliance Policy (Agenda Item 8D):

Ms. DuBois recommended that properties in the Village belonging to the members of the Board of Directors must comply with the covenants and architecture guidelines.

 

Mr. Levine made a motion to accept the policy that properties belonging to members of the Board of Directors must comply with the covenants and architecture guidelines. Ms. Battle seconded the motion. The motion passed unanimously.

 

Complimentary Facility Use Policy (Agenda Item 8E):

Discussion of the Association granting permission for non-profit groups such as scout troops to use the facilities (Claret Hall and/or The Meeting Room in River Hill) free of charge when they are not rented.

 

Mr. Levine made a motion to have the Association continue allowing non-profit groups such as scout troops to use the facilities free of charge when not booked for private rentals, upon approval of the Board of Directors. Ms. Battle seconded the motion. The motion passed unanimously.

 

Inclement Weather Policy (Agenda Item 8F):

Discussion of the Association making independent weather-related closure decisions unrelated to the decisions made by Howard County Public Schools.

 

Mr. Levine made a motion for the Association to determine its own weather-related closure decisions and not always align with the decisions made by the Howard County Public School System. Ms. Battle seconded the motion. The motion passed unanimously.

 

MD House Bill 1060 (Agenda Item 8G)

Discussion of MD House Bill 1060, proposed by Delegate Holmes (PG County) and the Common Ownership Bill of Rights as it pertains to HOAs, condos, etc. and providing for the right to recall elected officials. Columbia Association opposes this bill but did not vote on it or develop a formal position. Other villages in Columbia are in support of the bill.

 

Mr. Bruening made a motion to solicit feedback from the community for future discussion before the Association takes a position on the matter. Mr. Levine seconded the motion. The motion passed unanimously.

 

Howard County Budget Testimony (Agenda Item 8H):

Discussion of items for Howard County to include in their budget related to maintenance of County-owned property such as public streets, sidewalks, street trees, etc. that residents can report via the See, Click, Fix app/website. The Association can submit a list of items that need to be addressed.

 

Mr. Levine made a motion to have the Association compile a list of budgetary maintenance items to submit to Howard County. Mr. Greenberg seconded the motion. The motion passed unanimously.

 

MD Senate Bill 658 (Agenda Item 8I):

Discussion of the proposed additional $140,000 to be awarded to the BWI Commission.

Mr. Levine made a motion to have the Association draft a letter in support of the funding to the BWI Commission. Ms. Battle seconded the motion. The motion passed unanimously.

 

 

Development Advisory Committee Liaison (Agenda Item 9A)

Ms. Battle reported that the Cedar Creek development has only 2 townhomes and 32 single family homes left to be sold. The Erickson Living Continuing Care Development is still in the paperwork stages for getting final approval. This could take a couple of years before construction may commence. The Association needs to establish a new point of contact with Erickson Living.

 

Watershed Committee (Agenda Item 9Aii)

Ms. DuBois reported that the annual Columbia Clean-Up Day will be held on March 26. The Columbia Association will provide bags, gloves and other supplies/equipment.

 

Village Manager (Agenda Item 9B):

Ms. DuBois reported that the Annual Independence Day Parade is in the permitting phases with the Howard County Police Department. Planning meetings have been scheduled with RHCA’s Special Event Coordinator Lesley Ahmuty, former Village Manager Susan Smith, and others with experience to coordinate all of the details needed to continue the planning process. Additionally, it’s the Association’s budget season. Ms. DuBois has planned for a 10% increase due to inflation in all operating expenses for FY23 except for payroll and energy costs.

 

Columbia Council Representative (Agenda Item 9C):

Mr. Greenberg reports that the Columbia Association passed the proposed budget. The new law requiring an increase to the minimum wage and needed improvements to tot lots throughout Columbia results in a $600,000 deficit for CA’s budget which will need to be addressed. There are work sessions ongoing related to the easements at the Downtown Lakefront area.

 

Board Chairperson (Agenda Item 9D):

Mr. Levine is researching the pricing for the equipment required for the Board of Directors to be able to continue holding hybrid meetings.

 

Board Speak Out (Agenda Item 10):

None.

 

Adjournment (Agenda Item 6):

At 8:24 p.m., Ms. Battle made a motion to adjourn the meeting. Mr. Bruening seconded the motion. The motion passed with unanimous consent.