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

July 13, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

July 13, 2020

 

 

Opening (Agenda 1):

Tony Miceli, Chairperson, called the meeting to order at 7:14 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. Jeff Du, Student Member, Renee DuBois, Council Representative, and Eudene Rossi, Facility Coordinator, and Susan Smith, Village Manager, were present. The following members of the community were in attendance during the meeting Trinity Cheng, a member of the TAC and a resident, Aaron Cheskis (Old Romance Row), Emily Greenberger (Morning Light Trail), Janet Munro (Morning Time Lane), Craig Zaller (Morning Light Trail). Jian Ni arrived at 7:15 p.m. Matthew Levine arrived at 7:28 p.m. Mr. Ni left the meeting at 9:13 p.m. and returned at 9:57 p.m. Mr. Du and the meeting attendees left the meeting at 10:02 p.m.

 

Approval of the Agenda (Agenda 3):

Mr. Wan made a motion to amend the agenda per Ms. Smith’s recommendations to add – Announcement of Closed/Special Meetings Held/to be Held; Delete 6A – Facility Use Report; add 7C – FY20 4th Quarter Financial Revision; and move Board Speak Out ahead of the Executive Session. Mr. White seconded the motion. The motion passed. (5-0-0). Student Advisory Vote – in favor.

 

Announcement of Closed/Special Meetings Held/To Be Held:

RHCA’s Board of Directors held a virtual Executive Session on June 8, 2020. Participants were: Matt Levine, Harjeet Jandu, Tony Miceli, Jian Ni, John Wan, and Adam White. Also present were Susan M. Smith, Village Manager, and Renee DuBois, Columbia Council Representative

 

At 7:08 p.m., Mr. Levine made a motion that the Board of Directors move into Executive Session for the purpose of discussing pending or potential litigation or other legal matters. Mr. Wan seconded the motion. The motion passed (6-0-0).

 

Mr. Levine made a motion to end the Executive Session and adjourn the meeting at 8:06 p.m. Mr. Wan seconded the motion. The motion passed (6-0-0).

 

RHCA’s Board of Directors held a virtual Executive Session on June 24, 2020. Participants were Matt Levine, Harjeet Jandu, Tony Miceli, Jian Ni, John Wan, and Adam White. Also present were Susan M. Smith, Village Manager, and Jaime Luse, Tydings and Rosenblatt. Mr. Jandu departed the Executive Session at 2:30 p.m.

 

At 2:04 p.m., Matt Levine made a motion that the Board of Directors move into Executive Session for the purpose of discussing legal matters and consultation with counsel. Mr. Wan seconded the motion. The motion passed (6-0-0).

 

Mr. Levine made a motion to leave Executive Session at 2:45 p.m. Mr. Miceli seconded the motion. The motion passed (5-0-0).

 

Administrative Items (Agenda 4):

Mr. Wan made a motion to approve the June 22, 2020 Minutes as presented. Mr. Levine seconded the motion. The motion passed (3-0-2). Student Advisory Vote – in favor.

 

Resident Speak Out (Agenda 5):

None.

 

Capital Expenditures (Agenda 6B):

Ms. Rossi presented recommendations for the purchase and installation of of Airius PureAir systems and portable air purifiers to address COVID-19 related concerns. The Board also discussed the purchase of inexpensive laptops for staff to enable daytime staff the flexibility to work remotely and in the office. Mr. Miceli made a motion to approve expenditures of up to $10,000 to enable the association to prepare for staff to return to work and to re-open the facilities for renters and staff. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

Ms. Rossi presented options for replacing the DVR for the Claret Hall security system. Mr. Levine made a motion to approve the purchase of the 8-channel/2 TB DVR from UltraGuard for $1,374.98 and for Ms. Rossi to ask that they honor estimate to upgrade the cameras in the future. Mr. White seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

COVID Re-opening Procedures (Agenda 7A):

Ms. Smith provided an overview of the draft procedures and policies (copies on file with the original minutes).

Mr. Wan made a motion to approve the Employee Facility Access Policy as presented. Mr. Levine seconded the motion. Discussion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

Mr. Levine made a motion to approve the Pandemic Visitor/Guest Access Policy subject to the condition that it be for visitors only, not for renters or leaseholders. Mr. Wan seconded the motion. Discussion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

Management Contract Changes (Agenda 7B):

Mr. Miceli and Ms. Smith discussed the meeting held on July 8 with the Village Board Chairs, Village Managers, CA Board members, and CA staff and recommended the Board approve the changes to the Management Contract. Mr. Levine reluctantly made a motion to approve the amendments to the Management Contract as proposed by CA. Mr. Miceli seconded the motion. The motion passed (4-1-1). Student Advisory Vote – in favor.

 

FY20 4th Quarter Financials – Revisions (Agenda 7C):

Ms. Smith noted that in preparing for the audit she had determined there was an error in the Schedule to Compute Cash Reserves. A corrected version (on file with the original minutes) was shared with the Board. Mr. Levine made a motion to approve the revised Schedule to Compute Cash Reserves. Mr. Wan seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

Development Advisory Committee (Agenda 8Ai):

Mr. Levine reported that he had met with someone onsite at Cedar Creek and that the project is somewhat behind schedule and they expect to have infrastructure in place by the end of summer. He noted that gravel had been placed on the Robinson Overlook site. Mr. Miceli mentioned that he and Ms. Smith had been contacted by a reporter regarding JPMorgan Chase and the Ruby Tuesday site. Ms. Smith reported she had reached out to her contact at JPMorgan Chase and had not yet received a response.

 

Teen Advisory Committee (Agenda 8Aii):

Mr. Du reported that the Student Member Committee interviews are in the process of being scheduled.

 

Traffic & Safety Committee (Agenda 8Aiii):

Mr. Miceli noted that Trinity Cheng had been able to obtain video of the Great Star Drive/MD 108 intersection which can be shared with the State Highway Administration. Mr. Wan noted that a left turn signal had just been installed for drivers making a left onto Great Star Drive.

 

Watershed Committee (Agenda 8Aiv):

Mr. White had no updates from the committee. He thanked people for getting out of their vehicles and walking. Mr. Jandu inquired about the grant from the Chesapeake Bay Trust. Ms. Smith will follow-up with the WAC Chair about the trust and the level of involvement of the committee.

 

Manager’s Report (Agenda 8B):

Ms. Smith noted that staff hours had been increased for the Facilities Coordinator, Covenant Advisor, and Events Coordinator per the budget assumptions. She reported that the FY20 Audit had started today and she and the bookkeeper have provided the auditors with a lot of information and are responding to additional requests. Ms. Smith noted that she plans to expand the Zoom subscription to enable the Covenant Advisor and Events Coordinator to hold meetings on their own. Ms. Smith reported that the Events Coordinator had not yet received a response regarding the proposed movie night at the outdoor pool parking lot and therefore this was not looking to be a viable event. She also reported that the Events Coordinator is focusing on virtual events for the remainder of 2020.

 

Board Chairperson Report (Agenda 8C):

Mr. Miceli congratulated Mr. Jandu on his election to another term on the Board of Directors. He also thanked Ms. DuBois and Ms. Smith for organizing and staffing the elections on June 27.

 

Mr. Miceli noted that at the August 10 meeting, the Board Members will select a Chair and Vice Chair and decide member committee/liaison responsibilities for the remainder of the fiscal year.

 

Council Representative Report (Agenda 8D):

Mr. Levine inquired about the status of membership revenue since the gyms had re-opened. Ms. DuBois reported she has not been provided with the information. However, she noted that CA expects to lose $13M on the gyms this fiscal year. Mr. Wan inquired about Before/After School Care programs. Ms. DuBois reported that historically these programs net about $1M/yr. There was discussion about CA’s need to investigate alternative locations if schools do not open. It was suggested the association market the Meeting Room for use as daycare. Mr. Jandu inquired about CA’s golf courses and Ms. DuBois stated that the future of the Fairway Hills Golf Course will be on the CA Board’s agenda in the fall.

 

Board Speak Out (Agenda 10):

Ms. DuBois expressed a need to look at the way the village handles elections and absentee voting before the end of 2020. She volunteered to assist.

 

Executive Session (Agenda 9):

At 10:02 p.m. Mr. Levine made a motion to move into Executive Session for discussion of legal matters Mr. Wan seconded the motion. The motion passed (6-0-0).

 

At 10:13 p.m. Mr. Miceli made a motion to end the Executive Session. Mr. Levine seconded the motion. The motion passed (6-0-0).

 

Adjournment (Agenda 11):

Mr. Levine made a motion to adjourn the meeting at 10:14 p.m. Mr. Miceli seconded the motion. The motion passed (6-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  August 10, 2020

June 22, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

June 22, 2020

 

Opening (Agenda 1):

Tony Miceli, Chairperson, called the meeting to order at 7:10 p.m. The meeting was held virtually via conference call using Zoom and was being recorded. The following members were in attendance: Matthew Levine, Jian Ni, John Wan, and Adam White. Jeff Du, Student Member, and Susan Smith, Village Manager, were present. The following members of the community were in attendance during the meeting Trinity Cheng, a member of the TAC and a resident, Aaron Cheskis (Old Romance Row), Jennifer Diamond (Rising Waves Way), Jack Guarneri, Michelle McGeough (River Run), Robyn Miller (Grateful Heart Gate), Gary Sauers (Morning Light Trail), and Craig Zaller (Morning Light Trail). Mr. Ni left the meeting at 8:58 p.m. Renee DuBois, Columbia Council Representative, joined the meeting at approximately 9 p.m. Mr. Du and the meeting attendees left the meeting at 9:27 p.m.

 

Approval of the Agenda (Agenda 3):

Mr. Levine made a motion to approve the agenda with removal of items 4B and 8C. Mr. White seconded the motion. The motion passed. (5-0-0). Student Advisory Vote – in favor.

 

Administrative Items (Agenda 4):

Mr. White made a motion to approve the June 1, 2020 Minutes as presented. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

Resident Speak Out (Agenda 5):

None.

 

Development Advisory Committee (Agenda 6Ai):

Mr. Levine reported that the Cedar Creek developer has begun to remove trees around the Quiet Night Ride traffic circle and expressed concern regarding the Pointers Run Sign. He also noted he has not heard from anyone regarding the Robinson Overlook project. Ms. Smith noted that it had been determined the neighborhood sign was in the county right-of-way and will need to be relocated.

 

Teen Advisory Committee (Agenda 6Aii):

Mr. Du reported that the TAC and Student Member Committee applications are due June 30, 2020. He will attend Duke University in the fall. The Board congratulated him on his accomplishments and thanked him for his service to the community.

 

Traffic & Safety Committee (Agenda 6Aiii):

Mr. Miceli reported that Ms. Smith will set up a meeting with the appropriate parties to discuss the MD 108/Great Star Drive intersection. He noted that the intersections with Linden Linthicum Lane and AutoPark Drive will also be discussed.

 

Watershed Committee (Agenda 6Aiv):

Mr. White had no updates from the committee. He noted the silt fences installed for the Cedar Creek development and expressed concern about the impact of the development on the Middle Patuxent River. He also expressed concern about the impact of Erickson’s plans for underground parking on the environment.

 

Manager’s Report (Agenda 6B):

Ms. Smith reminded the Board that the Zoning Board hearing for the Erickson Living project was extended and will be held virtually on July 15. The association’s written testimony was submitted in advance of the hearing on June 17.

 

Ms. Smith reviewed the plans for celebrating Independence Day. Mr. Levine and Mr. Wan will participate in the association’s car parade on July 4. She informed the Board that Leslie McDermott, Events Coordinator, is planning two movie nights to be held at the River Hill Meeting Room parking lot. Permission from CA is needed. Mr. Levine noted that he had spoken with several food truck operators and they are willing to not require a minimum purchase amount.

 

Board Chairperson Report (Agenda 6D):

Mr. Miceli gave an overview of the June 17th Zoning Board meeting about the Erickson Living project. He discussed concerns raised by the Howard County Citizens Association and questions that arose regarding the DPZ Technical Staff Report. Concerns were raised regarding Erickson’s agreement with the Howard County Housing Commission. Concerns were also raised about the developers’ campaign contributions to members elected to the County Council which also serves as the Zoning Board.

 

Mr. Miceli noted that there are rumors circulating that the River Hill Community Association is altering its relationship with the Columbia Association (CA) and “buying the pool.” He acknowledged that there are members of the Board who question whether CA is providing what is best for the community. Mr. Miceli suggested that, if this is something the association wants to pursue, a committee should be formed to examine the possibility of changing the relationship. He reminded the Board that, as with other committees e.g., Master Plan Committee, Traffic & Safety Committee, a committee charter needs to be developed first. He recommended that, at a minimum, two (2) Board Members should develop a draft charter for review by the Board. Michelle McGeough, a resident in attendance at the meeting, questioned the need for changing the relationship. She noted that she is pleased with the services that her family gets from CA and is troubled by the discussion. She volunteered to participate on the committee and stressed the need for the Board to share its concerns with residents.

 

FY20 4th Quarter Financials & Variance Analysis (Agenda 7A):

Ms. Smith gave an overview of the association’s 4th quarter financial statements. Mr. Miceli made a motion to approve the 4th Quarter Financial Statements and Variance Analysis. Mr. Wan seconded the motion. The motion passed (5-0-0).

 

 

Management Contract Changes (Agenda 8A):

Mr. Miceli informed the Board that he attended a virtual meeting of the Board Chairs on June 2 and a letter has been sent requesting a meeting with CA to discuss the Management Contract. Ms. Smith recommended the Board submit written input to CA.

 

Mr. Levine made a motion to submit the following input to CA:

  • The village associations should be permitted to retain excess cash reserves for all years remaining in the Management Contract, not just FY20.
  • Agreeing to the $1,000 increase in village association facility repairs & maintenance expenses for FY21 only, and that this increase should exclude any COVID-related expenses.
  • In response to COVID-19 and CA’s responsibilities per the Management contract for the HVAC systems, request the systems at Claret Hall and the Meeting Room be evaluated and upgraded to include a requirements analysis, design and purchasing of equipment, and installation.

Mr. White seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

 

FY21 Budget (Agenda 8B):

Ms. Smith shared a revised FY21 Budget to address the additional $5,345 reduction in the FY21 annual charge share approved by the CA Board on June 4, 2020. Mr. Levine made a motion to approve the revised budget as presented. Mr. White seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor.

 

Council Representative Report (Agenda 6C):

Ms. DuBois noted she is disappointed with CA’s continued expenditures and noted that for FY21 the Sports & Fitness Division is planning a $10M loss. Mr. White inquired about the future of Merriweather Post Pavilion. She encouraged everyone to vote in the village elections on June 27.

 

Executive Session (Agenda 9):

At 9:27 p.m. Mr. Miceli made a motion to move into Executive Session for discussion of legal matters and consultation with legal counsel. Mr. Wan seconded the motion. The motion passed (4-0-0).

 

At 9:36 p.m. Mr. Levine made a motion to end the Executive Session. Mr. White seconded the motion. The motion passed (4-0-0).

 

Board Speak Out (Agenda 10):

Mr. Levine inquired about the status of Ms. Robyn Miller’s application to remove dead trees. The question will be referred to the Covenant Advisor. Mr. Wan asked what to do about a tree that had fallen in his backyard. Ms. Smith advised that he should contact the Covenant Advisor via email.

 

Adjournment (Agenda 11):

Mr. Levine made a motion to adjourn the meeting at 9:39 p.m. Mr. White seconded the motion. The motion passed (4-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  July 13, 2020

June 1, 2020 Minutes

River Hill Board of Directors

Meeting Minutes

June 1, 2020

 

Opening (Agenda 1):

Tony Miceli, Chairperson, called the meeting to order at 7:05 p.m. The meeting was held virtually via conference call using Zoom and was being recorded. The following members were in attendance: Harjeet Jandu, Matthew Levine, John Wan, and Adam White. Jeff Du, Student Member, and Susan Smith, Village Manager, were present. Trinity Cheng, a member of the TAC and a resident, and Mary Beth Steil (South Wind Circle) were in attendance. Jian Ni (Summer Sky Path) joined the meeting at 7:07 p.m. Ms. Cheng left the meeting at 8 p.m. Renee DuBois, Council Representative, joined the meeting at 8:31 p.m. Mr. Du and Ms. Steil left the meeting at 9:10 p.m. Mr. Ni left the meeting at 9:33 p.m.

 

Approval of the Agenda (Agenda 3):

Ms. Smith made a motion to approve the agenda with the addition of 8A. COVID-19 Re-Opening Procedures. Mr. Wan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

Administrative Items (Agenda 4):

Mr. Levine made a motion to approve the May 18, 2020 Minutes with an amendment to change the date of the meeting to May 18, 2020. Mr. Wan seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

Resident Speak Out (Agenda 5):

None.

 

Development Advisory Committee (Agenda 6Ai):

Mr. Levine reported that he had reached out to representatives for the Cedar Creek development and had not received a response to date.

 

Teen Advisory Committee (Agenda 6Aii):

Mr. Du reported that the TAC met virtually the week before. They discussed participating in the vehicle parade on July 4, deadline dates for applications for the TAC and Student Member committees and said their good-byes.

 

Traffic & Safety Committee (Agenda 6Aiii):

Mr. Miceli reported that he and Ms. Cheng have been talking and that Ms. Cheng has taken photos of the Great Star Drive/MD 108 intersection. Vehicles turning left from MD 108 onto Great Star Drive are waiting in the middle of the intersection and they frequently get stuck when the light turns red. This is contributing to the safety concerns.

 

Watershed Committee (Agenda 6Aiv):

Mr. White reported that a Tip of the Month on mulching had been included in the online version of the June newsletter.

 

Manager’s Report (Agenda 6B):

The Board reviewed the proposed FY21 Board Meeting schedule. The consensus was that at this time the schedule will work. It was the consensus of the Board to meet on June 22.

 

Ms. Smith reported the print issue of the June Villager had begun delivery and the expanded online version is available. She informed the Board that in July there will only be a print version as creating two versions is very time consuming. The plan is to have the newsletter carriers deliver the June issue. Masks will be required and precautions to maintain social distancing will be implemented. The Board discussed the delivery methods and Mr. White asked that the use of plastic bags be minimized.

 

Ms. Smith reminded the Board that the Zoning Board hearing for the Erickson Living project will be held virtually on June 17 at 4:30 p.m. Mr. Miceli noted he is already registered and requested that another Board Member be a back-up just in case. Ms. Smith will re-send him the verbal testimony and arrange to submit the written testimony in advance of the meeting.

 

Ms. Smith noted that while staff is managing to keep things going at reduced levels that it is becoming more difficult, particularly with respect to covenant enforcement responsibilities as applications, requests for Letters of Compliance, and complaints have begun increasing.

 

Board Chairperson Report (Agenda 6D):

Mr. Miceli inquired about the Student Member and TAC interview committees. Mr. Jandu will participate on the TAC interview committee.

 

Board Membership (Agenda 7A):

The Board thanked Mr. Ni for his interest in serving the community and conducted his interview.

 

Mr. Miceli made a motion to appoint Mr. Ni to the open position on the Board with a two-year term. Mr. Levine seconded the motion. The motion passed (5-0-0). Student Advisory Vote – in favor.

 

Mr. Ni joined the Board.

 

FY20 4th Quarter Financials & Variance Analysis (Tentative) (Agenda 7B):

Ms. Smith reported that the reports were not ready for review. Ms. Smith made a motion to table the reports until the next meeting. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

 

 

COVID-19 Re-Opening Procedures (Agenda 8A):

Ms. Smith shared COVID-related site visit procedures to be implemented for staff and volunteers. The Board discussed COVID testing and various issues related to the return of staff to Claret Hall and re-opening the facilities to the public.

 

Mr. Miceli made a motion to keep Claret Hall closed through the end of June. Mr. Levine seconded the motion. Ms. Smith made a friendly amendment to include the Meeting Room. Mr. Levine made a friendly amendment to permit senior staff members to go into the buildings if needed. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

Management Contract Changes (Agenda 8B):

Mr. Miceli informed the Board that he will attend a virtual meeting of the Board Chairs on June 2 and the Management Contract is one topic of discussion.

 

Mr. Wan made a motion to table a decision on the changes to the Management Contract proposed by CA to the next meeting to allow for feedback from the CA Board Meeting scheduled for June 4, 2020. Mr. Levine seconded the motion. The motion passed (6-0-0). Student Advisory Vote – in favor.

 

FY21 Budget (Agenda 8C):

Ms. Smith shared an updated draft FY21 Budget and discussed scenarios 8 and 9 (copies on file with the original Minutes). It was the consensus of the Board to hold an Executive Session prior to approving a FY21 Budget.

 

Executive Session – Personnel Matters (Tentative) (Agenda 9):

At 9:10 p.m. Mr. Wan made a motion to move into Executive Session for the purpose of personnel matters. Mr. White seconded the motion. The motion passed (6-0-0).

 

Mr. Levine made a motion to end the Executive Session at 9:51 p.m. Mr. Wan seconded the motion. The motion passed (6-0-0).

 

FY21 Budget – Continued (Agenda 8C):

Mr. Wan made a motion to approve the FY21 Budget Option 8.0. The motion failed for lack of a second.

 

Mr. Miceli made a motion to approve the FY21 Budget Option 9.0 with the step that the budget will be adjusted on a periodic basis as the association moves forward through FY21. Mr. Levine seconded the motion. The motion passed (5-0-0).

 

Council Representative Report (Agenda 6C):

Ms. DuBois referred to her June Council Corner and confirmed the CA Board is considering further reductions to the villages’ annual charge shares. Ms. DuBois conveyed concerns regarding CA’s fiscal position.

 

Board Speak Out (Agenda 10):

Mr. White asked to have succession from the Columbia Association on the June 22, 2020 agenda.

 

Adjournment (Agenda 11):

Mr. Levine made a motion to adjourn the meeting at 10:05 p.m. Mr. White seconded the motion. The motion passed (5-0-0).

 

Submitted: Susan M. Smith, Village Manager

 

Minutes Approved:  June 22, 2020