River Hill Board of Directors
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):
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