August 10, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

August 10, 2020

 

Opening (Agenda 1):

Tony Miceli, Chairperson, called the meeting to order at 7:07 p.m. The meeting was held virtually via conference call using Zoom. The following members were in attendance: Harjeet Jandu, John Wan, and Adam White. Renee DuBois, Council Representative, Leslie McDermott, Events Coordinator, and Susan Smith, Village Manager, were present. Jian Ni arrived at 7:08 p.m. Matthew Levine was absent. Ms. McDermott left the meeting at 8:30 p.m.  Kayla Baker, CPA, Senior Auditor, and Vince Grey, CPA and Partner, Fitzpatrick, Leary and Szarko LLC joined the meeting at 8:31 p.m. and left the meeting at 9 p.m. Mr. Ni left the meeting at 9:01 p.m. and returned at 9:36 p.m.

 

Approval of the Agenda (Agenda 3):

Mr. Wan made a motion to amend the agenda to move the Election of Officers (7D) and the Appointment of the Village Manager (7E) before 7A. Student Member Committee Appointment(s). Mr. Jandu seconded the motion. The motion passed. (5-0-0).

 

Administrative Items (Agenda 4):

Mr. White made a motion to approve the July 13, 2020 Minutes as presented. Mr. Wan seconded the motion. The motion passed (5-0-0).

 

Resident Speak Out (Agenda 5):

None.

 

Student Member Committee Interviews (Agenda 6):

The Board interviewed the following students individually: Trinity Cheng, Jennifer Chiang, Alex Oh, and Shyam Pillai.

 

Election of Officers (Agenda 7D):

Mr. Jandu made a motion to appoint Adam White as Chairperson of the Board for the remainder of FY21. Mr. Miceli seconded the motion. The motion passed (4-0-1). Mr. White abstained.

 

Mr. Miceli made a motion to appoint Harjeet Jandu as Vice Chairperson of the Board for the remainder of FY21. Mr. Wan seconded the motion. The motion passed (4-0-1). Mr. Jandu abstained.

 

Appointment of Village Manager (Agenda 7E):

Mr. Miceli made a motion to appoint Susan Smith as Village Manager for the remainder of FY21. Mr. Jandu seconded the motion. The motion passed (5-0-0).

 

Student Member Committee Appointment(s) (Agenda 7A):

Ms. McDermott and members of the Interview Committee discussed the process and recommendations. Mr. Jandu made a motion to appoint Alex Oh and Shyam Pillai to the Student Member Committee for FY21. Mr. Miceli seconded the motion. The motion passed (4-1-0). Mr. Wan voted in opposition.

 

FY20 Audit Report (Agenda 7B):

A copy of the Draft FY20 Audited Financial Statements is on file with the original Minutes. Ms. Baker and Mr. Grey reviewed their audit findings. They noted that the Management Letter did not identify any weaknesses. The audit did include an analysis of subsequent events e.g., COVID, and the impact on the association. Discussion.

 

Ms. DuBois made a motion to accept the Audited Financial Statements and the supporting documentation. Mr. Wan seconded the motion. The motion passed (5-0-0).

 

FY20 Facility Use Report (Agenda 7C):

Ms. Smith reviewed the Facility Use Report. Mr. Wan made a motion to approve the Facility Use Report as presented. Mr. Miceli seconded the motion. The motion passed (4-0-0).

 

COVID Re-Opening Procedures (Agenda 8A):

The Board discussed the draft Lease Addendum for the churches, the draft Waiver and Release document, and the revised Visitor Access Policy. Modifications were discussed. It was the consensus of the Board that Ms. Smith will make revisions and circulate the revised Access Policy for Board review and approval via email.

 

Development Advisory Committee (Agenda 9Ai):

None.

 

Teen Advisory Committee (Agenda 9Aii):

None.

 

Traffic & Safety Committee (Agenda 9Aiii):

None.

 

Watershed Committee (Agenda 9Aiv):

None.

 

Manager’s Report (Agenda 9B):

A written report is on file with the original Minutes. Ms. Smith reminded the Board that she had sent them several forms requiring their signature and had also sent the Board Training information and acknowledgement forms. The Board discussed the Category III projects being planned by CA staff and recommended that considering COVID-19 non-touch options e.g., door openings and soap dispensers, be incorporated. Ms. Smith made the Board aware of CA’s FY22 Budget schedule. No new initiatives were identified by the Board.

 

Board Chairperson Report (Agenda 9C):

None.

 

Council Representative Report (Agenda 9D):

None.

 

Board Speak Out (Agenda 10):

Jian Ni and Adam White expressed interest in participating in the New Town Planning and Visioning Workshops.

 

Adjournment (Agenda 12):

At 10:25 p.m. Mr. Miceli and Mr. Jandu left the meeting. This resulted in the loss of the quorum. Therefore, there was no Executive Session and the meeting ended.

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  September 14, 2020

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