River Hill Board of Directors
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):
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