River Hill Board of Directors
April 11, 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, Harjeet Jandu, Janet Munro, and April Battle. Renee DuBois, Village Manager and Eric Greenberg, Columbia Council Representative were present. Trinity Cheng, Co-chair of the Teen Advisory Committee, was present. The following guests attended the meeting: Harry Dunbar, Sandy Cedarbaum, and Jennifer Lynott.
Approval of the (Agenda Item 3):
Ms. Battle made a motion to approve the agenda. Ms. Munro seconded the motion. The motion passed by unanimous consent.
Announcement of Executive Session(s) Held/To Be Held (Agenda Item 4A):
Board Meeting Minutes – March 7, 2022 (Agenda Item 4B):
Mr. Levine made a motion to approve the March 7, 2022, Minutes. Mr. Bruening seconded the motion. The motion passed by unanimous consent.
Resident Speak Out (Agenda Item 5)
Teen Advisory Committee (TAC) Report (Agenda Item 6)
A Virtual Trivia Night event was held on Friday, March 11. There were fifteen registrants, and they interacted and enjoyed themselves despite the event being held remotely. The event raised $70 which was donated to FIMRC – Foundation for International Medical Relief of Children. Nine gift cards were awarded as prizes. This is the final TAC event of the year, although they will be helping with the Independence Day Parade. The co-chairs of the TAC, Trinity Cheng and Maddie Lynott, will write an article to be included in the May issue of The Villager. Applications to join the TAC for 2022-2023 will be available in May with a due date of June 1, 2022.
Approval of 01/31/2022 Financial Statements & CA Reports (Agenda Item 8A):
Ms. DuBois shared that the end of the fiscal year is 4/30/22 and that the Association is in good shape financially. An overview of assets and expenditures was summarized. Expenses have increased due to inflation and increased rentals. Building repairs that had been neglected due to the pandemic are being prioritized maintenance. The demand for facility rental is high and is expected to continue for the foreseeable future. There is currently a profit of $12,000 as opposed to a loss of $32,000 as was projected.
Ms. Munro made a motion to approve the financial statements. Ms. Battle seconded the motion. The motion passed unanimously.
Discussion of Estimated Cash Reserve Limitations (Agenda Item 8B):
The Association needs to spend roughly $42,000 by the end of FY22 (4/30/22) in order to not have to return any unused funds from the Village’s annual assessment share to Columbia Association.
Discussion of Additional Expenditures for FY22 (Agenda Item 8C):
Ms. DuBois shared a list of possible items that the staff and Board of Directors members compiled. The items must be purchased and received by the end of FY22 in order to be qualified expenditures. Equipment such as office chairs, patio furniture, a video projection system and technical equipment for use at hybrid meetings make up the bulk of the items.
Mr. Levine made a motion to approve the list of expenditures and the allowance for Ms. DuBois to use her own discretion in prioritizing the items for purchase according to the budget allowance. Ms. Battle seconded the motion. The motion passed unanimously.
FY2023 Budget (Agenda Item 8D):
Ms. DuBois discussed decreasing the Friday night rental rates to be the same as Sunday rental rates ($500 for 5 hours) in order to be more competitive with other venues. The Fire Marshall has provided a Lobby capacity number, which in turn, allows the building capacity number to increase. This will result in the Association being able to raise prices in the future for private rentals. The rate that class instructors are paying to use the facilities will increase. Discussion of donations as a line item showing zero was discussed by Ms. DuBois and the Board members. The Association needs to have a set policy for donations.
Mr. Levine made a motion to have $1,500 added as a placeholder for donations in FY2023. Ms. Battle seconded the motion. The motion passed unanimously.
Discussion occurred on the topic of whether money should be spent on staff development and Board of Directors training.
Ms. Munro made a motion to add $1,500 into the budget for the purpose of training for the Board of Directors. Mr. Battle seconded the motion. The motion passed unanimously.
Ms. Munro suggested that there be more scheduled opportunities for members of the Board of Directors to interact and engage with the community. Additionally, Ms. Munro asked about survey opportunities for public input.
Mr. Levine made a motion to approve the FY2023 budget with an allowance of $1,500 for board member training/development and $1,500 for donations. Ms. Battle seconded the motion. The motion passed with unanimous consent.
Development Advisory Committee Liaison (Agenda Item 9Ai)
Ms. Battle reported that the Cedar Creek development has sold all the townhomes and there are 33 single family homes left to be sold. The builder has had to stall development until November due to mortgage timeline requirements for buyers and due to the builder’s difficulty with obtaining needed building materials.
Watershed Committee (Agenda Item 9Aii)
Village Manager (Agenda Item 9B):
Ms. DuBois reported that there has been one absentee vote cast for this year’s Village Elections. The Association is hoping for a good turnout and to meet the quorum on election day by providing free donut holes from Dunkin’ Donuts, giving away plants in honor of Earth Day, and having a magician perform two shows for families to enjoy. A total of 80 votes are needed to achieve a quorum for Village Elections. If the quorum is not met, a second “meeting” will be held on May 10 for elections. Volunteers are still needed to assist on Saturday, April 23, during elections. Ms. DuBois mentioned the recent passing of the Facility Coordinator’s husband and recommended that the Association donate in his name to a charity of the Facility Coordinator’s choice.
Mr. Levine made a motion to approve a $500 donation from the Association to the organization of Mrs. Rossi’s choice in honor of her late husband. Mr. Bruening seconded the motion. The motion passed with unanimous consent.
Columbia Council Representative (Agenda Item 9C):
Mr. Greenberg reported that the Columbia Association remains understaffed for the upcoming outdoor pool season. Additionally, Columbia Association will hold its organizational meetings on May 12th.
Board Chairperson (Agenda Item 9D):
Mr. Levine proposed that meetings for the Board of Directors be moved from the first Monday evening of each month to the second Tuesday evening of each month. As always, the meetings will be scheduled so as not to conflict with religious holidays. Further discussion on this will continue at the next meeting.
Board Speak Out (Agenda Item 10):
Adjournment (Agenda Item 6):
At 9:30 p.m., Mr. Greenberg made a motion to adjourn the meeting. Mr. Levine seconded the motion. The motion passed with unanimous consent.