1.  Opening (7:00 p.m.)

2.  Approval of Agenda (7:02 p.m.)

3.  Administrative Items (7:05 p.m).

April 23, 2012 Minutes

May 7, 2012 Minutes

4.  Resident Speak Out (7:10 p.m.)

5.  Election of Officers (7:20 p.m.)

6.  New Business

7.  Old Business

A.  Board Meeting Calendar (7:30 p.m.)

B.  Board Training (7:40 p.m.)

8.  Reports

A.  Village Manager (written only)

B.  Covenant Advisor (7:50 p.m.)

C.  Board Chair (8:05 p.m.)

D. Council Representative (8:15 p.m.)

E. Liaisons (8:30 p.m.)

9.  Executive Session (8:40 p.m.)

10.  Board Speak Out (8:55 p.m.)

11.  Adjournment (9:00 p.m.)

Tony Miceli, Chair, called the regularly scheduled meeting to order at 7:05 p.m., on April 16, 2012, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Todd Harrison, Kenny Kan, Dipper Wettstein, and Chao Wu.  Sean Salisbury, Student Member, Michael Cornell, Columbia Council Representative, and Susan Smith, Village Manager, were present.  Zachary Marks was absent. Mr. Salisbury left the meeting at 8:50 p.m.

Approval of the Agenda (Agenda 2):

Mr. Harrison made a motion to approve the agenda with the addition of 5B.  FY12 3^rd Quarter Financials.  Mr. Kan seconded the motion.  The motion passed (6-0-0) (Student Member – in favor). 

Administrative Items (Agenda 3):

Ms. Asoka made a motion to approve the March 5, 2012 Minutes as presented.  Mr. Wettstein seconded the motion.  The motion passed (5-0-1) (Student Member – in favor).

Mr. Kan made a motion to approve the March 19, 2012 Minutes as presented.  Mr. Harrison seconded the motion.  The motion passed (4-0-2) (Student Member – in favor).

Resident Speak Out (Agenda 4):

Mr. Rick Mitchell, Scoutmaster, and Mr. Steve Collen, Committee Chairman, of Boy Scout Troop 618 introduced themselves and discussed the troop’s desire to have the River Hill Community Association become its Chartering Organization.  The troop is currently chartered through the Hickory Ridge Community Association.  However, the majority of the scouts come from Pointers Run Elementary School and there is little interaction with HRCA.  The troop currently meets at Clarksville Middle School.  They stressed the positive aspects of scouting and the ability of the troop to provide assistance to the Association by assisting with community events.  It was the consensus of the Board to include this on an agenda in early FY13.

Board Membership (Agenda 5A):

Ms. Smith introduced Ms. Chu and Mr. Dengfeng Liu.  Mr. Liu is a candidate for the Board and Ms. Chu has expressed interest in the remaining position that will be filled by appointment.  It was the consensus of the Board to interview Ms. Chu at the April 23, 2012 meeting.  Ms. Smith informed the Board that Ms. Asoka will be resigning from the Board at the end of the month.  Mr. Harrison expressed interest in completing her term.  There was general discussion regarding the Student Member and Teen Advisory Committees.  Ms. Smith will advertise these opportunities in the May 2012 newsletter and will reach out to River Hill and Atholton High Schools.

FY13 3^rd Quarter Financials (Agenda 5B):

Ms. Smith reviewed the 3^rd Quarter Financial Reports and accompanying Variance Analysis.  Mr. Wettstein made a motion to approve the 3^rd Quarter Financial Reports as presented.  Mr. Kan seconded the motion.  The motion passed (6-0-0) (Student Member – in favor).  Mr. Kan made a motion to approve the Variance Analysis as presented. Mr. Wettstein seconded the motion.  The motion passed (6-0-0). (Student Member – in favor).

Donaldson Funeral Home (Agenda 6):

Mr. Kan provided an update on the Committee that has been formed in opposition to the funeral home.  He passed around a petition signed by River Hill residents in opposition to the proposal.  Mr. Miceli made the Board aware that the Master Plan Committee has been focused on the Village Center and does not feel that at this time they are in a position to comment.  There was considerable discussion.  Mr. Miceli made a motion to invite both sides to present information to the Village Board if/when they have enough information to share.  Mr. Chu seconded the motion.  The motion passed (5-1-0) (Student Member – in favor).

FY13 RHCA Budget (Agenda 7A):

Ms. Smith explained that to date no comments had been received regarding the draft FY13 Budget. Following the meeting with the Contingency Fund Committee on April 18, the budget will likely require modifications.

Village Manager’s Report (Agenda 8A):  A written report is on file with the Minutes. Ms.
Smith discussed the recent speed survey conducted by the police.  The Board discussed the signboard on Great Star Drive.  Ms. Smith will coordinate with the department for additional enforcement in the fall.

Board Chairperson (Agenda 8B):

Mr. Miceli suggested that the Board Chair and Vice Chair terms be limited to 1 year to provide greater opportunity to members. Ms. Smith will review the By-laws to determine if changes would be required.

Council Representative (Agenda 8C):

Mr. Cornell reported that Lake Kittamaqundi dredging has been completed and that the staging area for Wilde Lake dredging has been set up.  He stated that the goal is to complete Wilde Lake dredging prior to the start of summer camp programs at the lake.  CA expects that dredging of Lake Elkhorn will be completed this summer. Mr. Cornell reported that efforts are being made to streamline CA Board operations and the Board has issued policy statements regarding the Aquatics Master Plan stating that no outdoor pools will be closed.  Mr. Cornell responded to questions regarding plans for the Hobbits Glen Clubhouse and explained that very little of the existing structure can be retained.  He made the Board aware that on May 5^th there will be a ribbon cutting for the solar panels installed adjacent to the Meeting Room and reminded members of the connectivity program scheduled for April 25^th.

Liaisons (Agenda 5D):

Mr. Salisbury reported that River Hill High School is not permitted to have a flashing, scrolling sign and therefore the new sign adjacent to the entrance is not currently operational. The Board recommended that the County be contacted for clarification regarding the sign codes.  Mr. Salisbury reported that other students have expressed interest in the Student Council village association liaison position and therefore it is unlikely he will be continuing in the position.  Ms. Smith will review the Student Member Committee Charter to determine whether the students must reside in the Village.

Executive Session (Agenda 9:

At 8:50 p.m. Mr. Kan made a motion to move into Executive Session for the purpose of personnel matters and potential litigation.  Mr. Harrison seconded the motion.  The motion passed (6-0-0).  Mr. Kan made a motion to adjourn the Executive Session at 9:25 p.m.  Ms. Asoka seconded the motion.  The motion passed (6-0-0).

Board Speak Out (Agenda 10):

None.

Adjournment (Agenda 11):

Mr. Cornell made a motion to adjourn the meeting at 9:27 p.m.  Mr. Harrison seconded the motion.  The motion passed (6-0-0). 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 23, 2012

Tony Miceli, Chair, called the regularly scheduled meeting to order at 7:00 p.m., on March 16, 2012, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Todd Harrison, Kenny Kan and Chao Wu.  Sean Salisbury, Student Member, Michael Cornell, Columbia Council Representative, and Susan Smith, Village Manager, were present.  Cynthia Asoka, Zachary Marks, Dipper Wettstein were absent. Mr. Salisbury left the meeting at 7:55 p.m.

Approval of the Agenda (Agenda 2):

Mr. Harrison made a motion to approve the agenda with the addition of 7B.  RHHS Post Prom Party Donation Request.  Mr. Kan seconded the motion.  The motion passed (4-0-0) (Student Member – in favor). 

Administrative Items (Agenda 3):

The March 5, 2012 Minutes were tabled for review at the next meeting.

Resident Speak Out (Agenda 4):

Mr. Scott Erickson, a resident of the Clarksville Overlook Community, spoke to the Board regarding the proposed Donaldson Funeral Home on MD 108.  This community is opposed to the plans and is seeking support from residents in the surrounding area.  The impact of increased traffic is a major concern as is the potential for groundwater contamination since surrounding residential areas are on well and septic.  Although the petitioner has made revisions, the opposition does not feel they have been adequately addressed and have retained counsel and experts. The Board discussed the need to obtain the input of the Association’s Master Plan Committee.  The possible impact on the Police Department’s budget was discussed. The next hearing will be held on April 26, 2012.

Village Manager’s Report (Agenda 5A):  A written report is on file with the Minutes.  Ms. Smith reviewed the Covenant Advisor’s report.

Board Chairperson (Agenda 5B):

None.

Council Representative (Agenda 5C):

Mr. Cornell reported that CA, in conjunction with the Howard Hughes Corporation, had submitted to the County revised plans for Symphony Woods Park. He reported that Splashdown is re-opening in the coming weekend, though long-term plans are uncertain at this time.  The Aquatics Master Plan will be discussed at the CA Board’s retreat later in March.  Options for renovating and/or rebuilding the Hobbits Glen Golf Club House have been presented.  Mr. Cornell reported that the solar panels at The River Hill Outdoor Pool have been installed but the electricity is not yet hooked up.  The CA Board is again discussing the proposal of legislation that would exclude Columbia and the Village Associations from many of the bills that affect MD homeowner’s associations.  Mr. Cornell explained that CA spends a great deal of time and money on lobbying to exclude Columbia and that the original concept was suggested by the Howard County Delegation because they spend a great deal of time focusing on these efforts.

Liaisons (Agenda 5D):

Mr. Salisbury reported that the Teen Advisory Committee and 10 -15 other teen volunteers will assist with the Breakfast with the Bunny event on March 24, 2012.

Executive Session (Agenda 6):

At 7:55 p.m. Mr. Harrison made a motion to move into Executive Session for the purpose of personnel matters and potential litigation.  Mr. Kan seconded the motion.  The motion passed (4-0-0).  Mr. Kan made a motion to adjourn the Executive Session at 9:20 p.m.  Mr. Wu seconded the motion.  The motion passed (4-0-0).

Village Contingency Fund (Agenda 7A):  It was the consensus of the Board to have Mr. Kan and Ms. Smith amend the letter per the discussion.

RHHS Post Prom Party Donation (Agenda 7B):  It was the consensus of the Board that, given the Association’s current financial situation, the Association is not in a position to contribute to the post-Prom parties for River Hill and Atholton High Schools.

FY13 RHCA Budget (Agenda 8A):  It was the consensus of the Board for Ms. Smith to publicize the draft FY13 Budget as presented (copy attached to the original Minutes).

Board Speak Out (Agenda 9):

Mr. Harrison expressed an interest in filling the remaining year in Ms. Asoka’s term should she need to resign.

The Board discussed having one meeting, rather than two, per month to encourage participation.

Adjournment (Agenda 10):

Mr. Kan made a motion to adjourn the meeting at 9:27 p.m.  Mr. Wu seconded the motion.  The motion passed (4-0-0). 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 16, 2012

Tony Miceli, Chair, called the regularly scheduled meeting to order at 7:02 p.m., on March 5, 2012, at Claret Hall, 6020 Daybreak Circle, Clarksville, MD 21029.  Members present were Cynthia Asoka, Zachary Marks, and Dipper Wettstein.  Sean Salisbury, Student Member, Susan Smith, Village Manager, and Michael Cornell, Council Representative, were present.  Kenny Kan arrived at 7:25 p.m. Todd Harrison and Chao Wu were absent. Mr. Salisbury left the meeting at 8 p.m.

Approval of the Agenda (Agenda 2):

Mr. Wettstein made a motion to approve the agenda.  Mr. Marks seconded the motion.  The motion passed (4-0-0) (Student Member – in favor). 

Administrative Items (Agenda 3):

Mr. Wettstein made a motion to approve the February 20, 2012 minutes as amended.  Ms. Asoka seconded the motion.  The motion passed (4-0-0).

Resident Speak Out (Agenda 4):

Ms. Nicole Miller, a River Hill resident, introduced herself and explained that she was attending the meeting to learn more about what the Board is involved in.

Community Association Allocation Formula (Agenda 5A):

Mr. Wettstein made a motion to ratify the email vote (copy on file with the original minutes) in favor of sending the Board’s input to the CA External Relations Committee (ERC) (copy on file with the original minutes).  Ms. Asoka seconded the motion.  The motion passed (4-0-0). (Student Member – in favor)

Ms. Smith explained that a revised document had been received from the ERC and that the Village Managers had reviewed the revisions.  Ms. Smith reviewed the changes made by the ERC.  The Managers will meet with the ERC on March 15.

FY13 RHCA Budget (Agenda 6A): 

The Board had a general discussion of budget assumptions.  Mr. Kan will coordinate with Ms. Smith to review in more detail.

Village Manager’s Report (Agenda 7A):

Ms. Smith provided an update on staffing.

Ms. Smith made the Board aware of changes to the Contingency Fund policy being proposed by the Village Managers.  Ms. Smith will forward the draft modifications to Mr. Kan and Mr. Marks for review.  Ms. Smith reported that Association’s cash reserves had dropped below the 10% of the budgeted operating expenses and recommended that the Board submit a request for assistance from the Contingency Fund.

Ms. Smith made the Board aware of an upcoming pre-submission meeting for a new office building on the W.R. Grace property.  The meeting will be held on the evening of March 27 at the Meeting Room.  Mr. Wettstein will attend.  Ms. Smith shared an update from Ms. Lancos (Hickory Ridge staff member) regarding the Simpson Mill project (located opposite Grace Drive at Cedar Lane).  The plans still include the u-turnaround on Grace Drive for access to the property from the south.  Ms. Smith will pass the information on to Mr. Wettstein.

Mr. Kan made the Board aware of a March 8 Board of Appeals Hearing about the proposed Donaldson Funeral Home on MD 108.  Mr. Kan expressed concern regarding traffic and safety.  He suggested that the Board consider becoming involved.  Mr. Wettstein volunteered to notify Trevor Greene, Master Plan Committee Chair.

Board Chairperson (Agenda 7B):

None.

Council Representative (Agenda 7C):

Mr. Cornell reported that as a result of the draft Aquatics Master Plan, residents are continuing to raise concerns about the closure of some outdoor pools.  Mr. Cornell reported that CA will be making a 3^rd submission of plans to the County for Symphony Woods Park.  This time CA will be partnering with the Howard Hughes Corporation and the relationship between the park and Merriweather Post Pavilion will be better defined.  Mr. Cornell reported that the FY13/14 Budget had been passed.

Liaisons (Agenda 7D):

Mr. Salisbury reported that the teens, in an event organized by the Teen Advisory Committee, had made 40 blankets for Project Linus.

Mr. Wettstein will attend a Watershed Advisory Committee meeting in March.

Executive Session (Agenda 8):

At 8:00 p.m. Mr. Kan made a motion to move into Executive Session for the purpose of personnel matters and potential litigation.  Mr. Wettstein seconded the motion.  The motion passed (5-0-0).  Mr. Wettstein made a motion to adjourn the Executive Session at 8:20 p.m.  Mr. Marks seconded the motion.  The motion passed (5-0-0).

Board Speak Out (Agenda 9):

Discussion regarding the need to make a request for assistance from the Contingency Fund.  Ms. Smith will coordinate with Mr. Kan.

Adjournment (Agenda 10):

Mr. Wettstein made a motion to adjourn the meeting at 8:30 p.m.  Mr. Harrison seconded the motion.  The motion passed (5-0-0). 

Minutes submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 16, 2012