March 5, 2018 Minutes

River Hill Board of Directors

Meeting Minutes

March 5, 2018

Opening (Agenda 1):

Richard Thomas, Chair, called the Board meeting to order at 7:04 p.m. The following members were in attendance: Harjeet Jandu, Tony Miceli, and Liyan Zhang. Yamini Ananth, Student Member, Chao Wu, Columbia Council Representative, and Susan Smith, Village Manager, were also in attendance. Cindy Tian, Student Member, arrived at 7:06 p.m. Renee DuBois arrived at 7:08 p.m. The following Board Members were absent: Robert Choi and Dalia Shlash. Mr. Jandu departed the meeting at 9 p.m. Mr. Zhang departed the meeting at 9:10 p.m. at which time the quorum was lost.

Approval of the Agenda (Agenda 2):

Mr. Wu made a motion approve the agenda.  Mr. Zhang seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (1).

Administrative Items (Agenda 3):

Mr. Miceli made a motion to approve the February 5, 2018 Minutes as submitted. Ms. Wu seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (1).

Resident Speak Out (Agenda 4):

Iris Zhan, an 8^th grader at Clarksville Middle School and River Hill resident, spoke about society’s use of plastics and their impact on the environment and requested the Association’s support in reducing the use of plastics locally. She shared a link to a petition to ban plastics. The Board thanked her for the input and suggested she become involved with the Association’s Watershed Committee.

Election Committee Appointments (Agenda 5A):

Ms. Smith presented the names of residents who have volunteered to serve on the Election Committee.

Ms. DuBois made a motion to appoint Jack Koenig, Dipti Shah, and Peter Ward to the Election Committee and Richard Thomas to be Election Committee Chair. Mr. Wu seconded the motion. The motion passed (5-0-1). Mr. Thomas abstained. Student Advisory Votes – in favor (2). Mr. Wu volunteered to help with elections.

FY18 3^rd Quarter Financial Statements & Variance Analysis (Agenda 5B):

Ms. Smith explained that the CA reports needed corrections and therefore this will be an agenda item on March 19. Ms. Smith will request an extension.

Donation Requests (Agenda 5C):

Ms. Smith reviewed the requests for donations. Ms. DuBois made a motion to approve the donation requests presented. Mr. Thomas seconded the motion. Discussion. Mr. Jandu made a motion to amend the motion to approve $100 donations to the River Hill High School Post Prom event, the Atholton High School Post Prom event, and to the 5^th District Volunteer Fire Department. Mr. Miceli seconded the motion as amended. The motion passed (5-0-0). Student Advisory Votes – in favor (2).

FY19 Budget (Agenda 5D):

Ms. Smith reviewed the draft FY18 4th Quarter Estimate and staff recommendations for out of budget furniture and fixture expenses to enhance operations and improve the marketability of the facilities. Ms. Smith recommended the employee handbook be professionally reviewed and updated. The Board also discussed replacing the copier, the need for security system enhancements at Claret Hall and the Meeting Room, upgrading the on-call cell phone, and installing Wi-Fi at the Meeting Room. Mr. Thomas made a motion to fund the following in FY18: an employee handbook update ($2,200); and the purchase of hi-top tables (3), table covers, replacement white folding chairs, replacement safe, replacement computer and monitor, and additional round tables (2) for the Meeting Room ($2026 total). Ms. DuBois seconded the motion. The motion passed (5-0-0). Student Advisory Votes – in favor (2).

Erickson Living (Agenda 6A):

The Board briefly discussed the Erickson project and the upcoming March 29 Planning Board hearing to extend the Planned Service Area.

Committee Reports (Agenda 7A):

i. Teen Advisory Committee – Ms. Ananth and Ms. Tian reported on the success of the Bingo event (February 16) and the upcoming Bob Ross Paint event (March 17). They discussed the TAC application process and plans reach out to 8^th graders at Clarksville Middle School. The need to update the TAC Charter and institute attendance requirements were also discussed.

Adjournment:

The meeting concluded at 9:10 p.m. when Mr. Zhang departed.

Submitted by: Susan M. Smith, Village Manager

Minutes Approved:  April 9, 2018