River Hill Board of Directors
October 4, 2021
Opening (Agenda Item 2):
Matthew Levine, Chairperson, called the meeting to order at 7:05 p.m. The meeting was hybrid, in person at Claret Hall and virtually via Zoom. The following members attended in person: Kevin Bruening, Matthew Levine, and Jian Ni. Members April Battle and Harjeet Jandu were virtual. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present in person. Adam White was absent. The following people attended the meeting virtually: Laura Brooks (6429 Empty Song Lane), Balbir Lakhanpal (6328 Departed Sunset Lane), B. Aletta Nonyane-Magnus (5709 Little Bells Row), Richard Thomas (6326 Golden Star Place), and Megan Williams (Constituent Services for Howard County.) Janet Munro (6325 Morning Time Lane) and Lesley Ahmuty (RHCA Events Coordinator) attended the meeting in person.
Approval of the (Agenda Item 3):
Mr. Bruening made a motion to approve the agenda. Mr. Levine seconded the motion. The motion passed with unanimous consent.
Announcement of Executive Session(s) Held/To Be Held (Agenda Item 4A):
There was no Executive Session held since the last meeting on September 13, 2021.
Board Meeting Minutes – September 13, 2021 (Agenda Item 4B):
Mr. Bruening made a motion to approve the September 13, 2021, Minutes. Mr. Ni seconded the motion. The motion passed 4-0-1.
Resident Speak Out (Agenda Item 5):
Teen Advisory Committee (Agenda Item 6)
Ms. Cheng reported the TAC was meeting in the next two weeks to prepare for Haunted Hallows Eve on October 29, 2021. There will be a magician and pumpkin patch. The event will take place outside at the Village Center. The event will need 15-20 volunteers.
River Hill Community Association Board of Directors Appointment
(Agenda Item 7)
The vacancy to be filled resulted from the resignation of Eric Greenberg (elected April 2021 for a two-year term.) The appointee’s term will expire in April 2023. Mr. Levine made a motion that each candidate be placed in a waiting room to be interviewed individually. And each candidate will be asked the same opening questions followed with questions by members of the Board of Directors. Mr. Ni seconded the motion. The motion passed with unanimous consent. Mr. Levine made a motion there be closed vote of the Board of Directors by text to the Village Manager. If a candidate does not receive a majority vote during the first vote, the two candidates with the fewest votes will be removed from the selection process before a second vote is taken. All votes will be verified by Ms. Lesley Ahmuty, Village staff member. Ms. Battle seconded the motion. The motion passes by unanimous consent.
The Board interviewed four candidates: Richard Thomas, B. Aletta Nonyane-Magnus, Balbir Lakhanpal, and Janet Munro individually. After the interviews concluded, each Board member sent their vote via text and/or email to Ms. DuBois. Ms. Ahmuty verified the results of the voting. The final vote was 3-1-1 in favor of Ms. Munro.
Election Committee (Agenda Item 8A)
This is a new committee formed to look at the rules, regulations and procedures governing the elections itself. Mr. Greenberg resigned as Election Committee Chair. Ms. Munro agreed to become the new Chair. Mr. Thomas and Ms. Nonyane-Magnus agreed to volunteer as members of the Election Committee. Ms. DuBois mentioned putting together a research paper on the other ten villages’ election procedure. Items would include looking at the differences in voting including eligibility and reporting requirements.
Covenant Amendment Process for Maryland HB322 and HB248 Effective October 1, 2021 (Agenda Item 9A)
Two bills went into effect last year: House Bill 248-Condominiums and Homeowners Associations-Rights and Restrictions-Composting and House Bill 322 – Real Property-Restrictions on Use-Low-Impact Landscaping. Also passed in April 2021 was HB 110/SB144- Electric Vehicle Recharging Equipment for Multifamily Units Act. The RHAC will review and amend current Architectural Guidelines to ensure compliance with the new bills.
Mr. Levine made a motion to approve the following schedule for Maryland HB 322, Maryland 248, and Maryland 144: November 1, 2021, review Board of Directors proposed amendments to the Architecture Guidelines for referral to the Architecture Committee. Architectural Committee would then accept or amend the proposal which will be published for a sixty-day review period November 2021 through January 2022 (minimum 60-day review period. During the month of February 2022, the Architectural Committee will have a public meeting for discussion, amend the draft document as appropriate, and have a final vote. Mr. Greenberg seconded the motion. The motion passed with unanimous consent.
Defining Priorities of the Board of Directors (Agenda Item 9B)
Mr. Levine made a motion to move this agenda item to the next meeting. The motion was seconded by Ms. Battle. The motion passed with unanimous consent.
Development Advisory Committee (Agenda Item 10Aii)
Ms. Battle attended the HoCo by Design meeting at the Columbia Association and also met with the Village Manager. Ms. Battle wants the Village to be unified in their approach to the HoCo by Design. Village businesses and residents must act as unified community.
Traffic and Safety Committee (Agenda Item 10Aiii):
Watershed Committee (Agenda Item 10Aiv):
Ms. DuBois mentioned there is a Pull and Plant scheduled for October 16, 2021, from 10:00 a.m.-12:00 p.m. The Village will send an email blast and create an Eventbrite sign-up.
Village Manager (Agenda Item 10B):
Ms. DuBois is automating and streamlining the process for event deposits and payments using DocuSign and QuickBooks. She also recommended decreasing the cost for Friday Rentals of the Claret Hall Banquet Room after January 1st to $500 for a 5-hour block. Mr. Levine made a motion to give the Village Manager flexibility to set rates and adjustments as necessary for FY22 rental events. Ms. DuBois will keep the floor at $500 and include the information in weekly reports. The motion was seconded by Mr. Bruening. The motion passed with unanimous consent.
The Meeting Room Tenant has been operating on a month-to-month rental contract at a below market rate. The tenant has been given notice effective December 1, 2021; the monthly rental payment will increase by $100.00 with a term of three months.
The Halloween Event has been moved outdoors at the Village Center on October 29, 2021, from 5:30 p.m.-8:00 p.m. Budget is $700, and we are expecting the net cost to be $722.00 or less. Board members are encouraged to come down.
We are co-sponsoring with the Village of Howard (TVIH) a potluck dinner from 4:00 p.m.-6:00 p.m. on October 17, 2021, for Seniors in the courtyard of the Village Center. Cost is $100.
There will be a Meet and Greet on October 10th from 11:00 a.m. until 1:00 p.m. for Eric Greenberg and Harper’s Choice’s new Columbia Council Rep Ashley Vaughn and current Columbia Association Board members. The River Hill Village is providing sandwiches and bottled water. Cost is $100.00.
We are working with Kendall’s Hardware to coordinate a Veterans and Family tree.
The Financial statement audit contract with the other Villages has increased in price based on a cost-of-living (COLA) adjustment only.
Columbia Council Representative (Agenda 10C):
Mr. Greenberg mentioned there would be a Meet and Greet with the CA Board and the two newest members of the Columbia Council – River Hill and Harper’s Choice on Sunday, October 9, 2021. There will be a CA Board meeting on October 14, 2021. A representative from HoCo by Design will be in attendance. Mr. Greenberg wants to get more specifics about HoCo by Design.
Board Chairperson (Agenda 10D):
Mr. Levine welcomed Ms. Munro to the Village Board. He also welcomed Mr. Greenberg to his first meeting as the Columbia Council Representative. Mr. Levine thanked the Board for working with the hybrid meeting format. Going forward, the Board must have the ability for residents to attend meetings on Zoom. Mr. Levine made a motion to purchase a set of wireless mics and two cameras spending up to $400. Ms. Battle seconded the motion. The motion passed with unanimous consent.
Mr. Levine told the Board that there needs to be a revote for Vice Chair. Mr. Levine made a motion to remove Mr. White as Vice Chair. Mr. Bruening seconded the motion. The motion passed 4-0-1.
Ms. Battle is interested in becoming Vice Chair. Mr. Bruening made a motion to nominate Ms. Battle as the Vice Chair. Mr. Levine seconded the motion. The motion passed 4-0-1.
Board Speak Out (Agenda Item 11):
Ms. Battle thanked Mr. Levine for being professional in ensuring the right technology is in place for Board Meetings.
Adjournment (Agenda Item 12):
At 10:13 p.m., Mr. Levine made a motion to adjourn the meeting. Ms. Munro seconded the motion. The motion passed with unanimous consent.
Minutes Approved: November 1, 2021