October 5, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

October 5, 2020

Opening (Agenda 1):

Adam White, Chairperson, called the meeting to order at 7:05 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Harjeet Jandu, Matt Levine, Tony Miceli, Jian Ni, and John Wan. Alex Oh and Shyam Pillai, Student Members, were present. Renee DuBois, Council Representative, and Susan Smith, Village Manager, were present. Janet Munro, River Hill resident, was present. Ms. DuBois left the meeting at 7:52 p.m. following her report. Ms. Munro left the meeting at 8:55 p.m. Mr. Oh and Mr. Pillai left the meeting at 9:23 p.m.

Approval of the Agenda (Agenda 3):

Mr. Levine made a motion to postpone 7A. Columbia Association/Symphony Woods Lawsuit to the November 2, 2020 agenda and to move 8C. Council Representative Report before agenda item 6A. Mr. Wan seconded the motion. The motion passed (6 -0-0). Student Advisory Votes – in favor (2).

Administrative Items (Agenda 4):

Ms. DuBois made a motion to approve the September 14, 2020 Minutes as presented. Mr. Levine seconded the motion. The motion passed (4-0-2). Student Advisory Votes – in favor (2)

Resident Speak Out (Agenda 5):

None

Council Representative Report (Agenda 8C):

Ms. DuBois noted that CA’s FY21 1^st quarter financial statements look good because they had received the annual charge shares. However, she indicated that several commercial properties have requested abatements and it is unclear what the impact will be. The CA Board is beginning FY22 budget discussions and will be having to make decisions e.g., whether to open/close pools. She reported the board passed a resolution to implement changes to the CA website to include links to their meetings and providing an opportunity for residents to sign up for Speak Out on the home page. Ms. DuBois discussed her October 2020 Council Corner article and noted that it is her goal to focus CA’s programs and facilities on those that serve the greatest number of residents. She noted that CA is projected to incur a $13M loss in FY21 and major changes need to be made to recoup the losses. She shared concerns about closures of the neighborhood centers, further reduction in the village community association annual charge shares, and permanent closure of some outdoor pools.

Mr. Levine made a motion that the River Hill Board write a letter to CA in support of reopening all outdoor pools in FY22  and keeping them  operating, making the pools free for all residents residing on CA assessed properties, retaining the neighborhood centers, and not further reducing the village community associations’ annual charge shares. Ms. DuBois seconded the motion. The motion passed (5-1-0). Student Advisory Votes – in favor (2).

Ms. DuBois noted that she will be hosting a Zoom meeting open to village residents to provide input on the CA budget and operations. Mr. Levine made a motion to publicize the session via the association’s electronic communications tools. Mr. Wan seconded the motion. The motion passed (6-0-0). Student Advisory Votes – in favor (2).

Volunteer of the Year (Agenda 6A):

Mr. Miceli made a motion recommending that Renee DuBois be selected as the association’s Volunteer of the Year. Mr. Levine seconded the motion. Discussion. The motion passed (6-0-0). Student Advisory Vote – in favor (2).

Mr. Levine made a motion that, rather than giving volunteer gifts this year, the association make a donation with a $100 minimum to a local charity, to have Ms. DuBois designate a charity of her choice, and to give Ms. Smith discretion on the amount of the donation. Mr. Miceli seconded the motion. The motion passed (5-1-0). Student Advisory Votes – in favor (2).

Development Advisory Committee (Agenda 8Ai):

Mr. Levine noted that Ms. Smith had provided him with information on the Cedar Creek and Robinson Overlook developments and he will be reaching out to the contact at Cedar Creek. Mr. White confirmed he will attend the Erickson Living hearing on October 7 and will provide the association’s testimony. It was the consensus of the Board to invite County Council Member Deb Jung to have another Town Hall style meeting with residents to discuss issues such as the FY22 Budget, Board of Education funding and enrollment, and COVID impacts. Ms. Smith will follow-up with her office.

Teen Advisory Committee (Agenda 8Aii):

Mr. Oh and Mr. Pillai reported that the Teen Advisory Committee met virtually this afternoon and welcomed new members. They discussed the roles, responsibilities, and expectations for members. They also reviewed plans for upcoming and future events and had asked the members to share information on the Open Table event scheduled for October 17. Three members will collaborate on a Teen Talk article for the December newsletter.

Traffic & Safety Committee (Agenda 8Aiii):

Mr. Miceli informed the members that a River Hill High School student had recently been killed in a traffic accident in the MD 32/US 70 area. He would like to do some education with the schools. Mr. Miceli requested that Ms. Smith set up meetings with SHA and DPW to discuss the safety issues related to the River Hill Square retail project as he is beginning to receive complaints.

Watershed Committee (Agenda 8Aiv):

Mr. White noted that a Pull & Plant event will be held on October 25.

Manager’s Report (Agenda 8B):

A written report is on file with the original Minutes. Mr. Wan made a motion to accept and file the Board’s August 18 email votes approving the association’s COVID Visitor Access Policy and Procedures. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Votes – in favor (2). Copies of the email votes are on file with the original Minutes.

Ms. Smith reported that she is coordinating with Kimco Realty and the Columbia Association regarding the safety issues created when Kimco replaced curbs and gutters in the village center. She also noted that complaints continue to be received regarding the condition of the Ruby Tuesday property and she has been in communication with JP Morgan Chase and the county regarding the matter. She informed the Board of a new residential development being planned on Cedar Lane, across from the Hickory Ridge Village Center.

Board Chairperson Report (Agenda 8C):

None.

Board Speak Out (Agenda 9):

Mr. Ni discussed a fraudulent email he received that appeared to come from Mr. White and inquired about preventative measures. The members discussed reporting spam/fishing emails and creating email addresses for use by the Board Members. Staff will explore options. Mr. Levine offered to assist.

Mr. Levine expressed concern that Ms. DuBois is not receiving the information she needs from CA staff.

Mr. Levine noted he had spoken with the resident who had concerns about trees planted by a neighbor and asked Ms. Smith to follow-up with a letter to close the loop.

Executive Session (Agenda 10):

At 9:23 p.m. Mr. Levine made a motion to move into Executive Session for the purpose of discussing legal matters. Mr. Miceli seconded the motion. The motion passed (6-0-0). Mr. Oh, and Mr. Pillai left the meeting.

At 9:38 p.m. Mr. Levine made a motion to leave Executive Session. Mr. Miceli seconded the motion. The motion passed (6-0-0).

Adjournment (Agenda 11):

At 9:39 p.m. Mr. Levine made a motion to adjourn the meeting. Mr. White seconded the motion. The motion passed (6-0-0).

Submitted: Susan M. Smith, Village Manager

Minutes Approved as Amended:  November 2, 2020