May 23, 2023 Board Minutes
River Hill Board of Directors
Meeting Minutes
May 23, 2023
Opening (Agenda Item 1):
Mr. Bruening called the meeting to order at 7:04 p.m. The meeting was held in person at Claret Hall. The following members attended: Kevin Bruening, Mark Combs, Moe Imran, and Rob Mekelburg. Renee DuBois (Village Manager) was present. The following guests attended the meeting: Leslie Barnett (Assistant Director of Programs & Services, Columbia Association) and Jennifer Lynott (Communications & Events Coordinator).
Approval of the (Agenda Item 2):
Mr. Combs made a motion to approve the agenda. Mr. Mekelburg seconded the motion. The motion passed. 4-0
Ms. Leslie Barnett presented information on behalf of the Columbia Association. She shared that there are several art exhibits, multicultural events, live webcams set up at the Lakefront for the Lakefront Live series, a food truck schedule for the outdoor pools, a Community Chess Day and much more.
Administrative Items
Announcement of Executive Session (Agenda Item 4A)
Executive Session held on April 26, 2023, subject to Section 11B-111 (4) (i) Discussions of matters pertaining to employees and personnel, and (iv) Consultation with staff personnel, consultants, attorneys, board members, or other persons in connection with pending or potential litigation or other legal matters.
April 25, 2023, and May 4, 2023, Minutes (Agenda Item 4B)
Mr. Bruening made a motion to approve the Minutes from the April 25, 2023, meeting. Mr. Combs seconded the motion. The motion passed with unanimous consent 4-0.
Mr. Bruening made a motion to approve the Minutes from the May 4, 2023, meeting. Mr. Combs seconded the motion. The motion passed with unanimous consent 4-0.
Board of Directors Calendar Correction (Agenda Item 4C):
Ms. DuBois explained that there was an error on the FY24 Board Meeting Calendar and that March 11, 2024, is a Monday, so the meeting should be moved to March 12 in order for it to occur on a Tuesday as regularly planned.
Mr. Bruening made a motion to accept the change of date for the March Board of Directors meeting from Monday, March 11, 2024, to Tuesday, March 12, 2024. Mr. Imran seconded the motion. The motion passed unanimously. 4-0
Committee/Liaison Assignments (Agenda Item 4D)
See Below
Resident Speak Out (Agenda Item 5)
None.
Old Business
FY24 Budget (Agenda Item 6A)
Ms. DuBois explained the changes to the FY24 Budget which include changing the audit fee and raising it to $10,000 per CA’s direction. She also discussed the possibility of RHCA qualifying for employee retention tax credits and that she would be doing some research. Additionally, Ms. DuBois discussed the new rates proposed for facility rentals which increase the rental cost to customers.
Mr. Combs made a motion to approve the revised FY24 Budget. Mr. Mekelburg seconded the motion. The motion passed unanimously. 4-0
Mr. Combs made a motion to approve the new rental rates. Mr. Mekelburg seconded the motion. The motion passed unanimously. 4-0
Q1 FY23 (Agenda Item 6B)
Ms. DuBois explained that the Q1 FY23 financial statements needed to be changed in order to make a category correction for checks.
Mr. Combs made a motion to approve the revised Q1 FY23 financial statement. Mr. Imran seconded the motion. The motion passed unanimously. 4-0
Q2 FY23 (Agenda Item 6C)
Ms. DuBois explained that the Q2 FY23 financial statements needed revision due to the continuing “clean-up” process as described in Agenda Item 6B.
Mr. Combs made a motion to approve the revised Q2 FY23 financial statement. Mr. Imran seconded the motion. The motion passed with unanimous consent. 4-0
New Business
Q3 FY23 (Agenda Item 7A)
Mr. Combs made a motion to approve the Q3 FY23 financial statement. Mr. Imran seconded the motion. The motion passed unanimously. 4-0
Ratify April 2023 Election Results (Agenda Item 7B)
Mr. Imran made a motion to approve/accept the election results from the April 2023 Village Elections. Mr. Combs seconded the motion. The motion passed unanimously. 4-0
April 2024 Annual Meeting (Voting) Date & Hours, Place, and Quorum (Agenda Item 7C)
Ms. DuBois stated that Village Elections will be held on April 20, 2024, with voting taking place at Claret Hall from 9 a.m. to 3 p.m. Ms. DuBois explained that the second meeting, if necessary due to the quorum of 172 not being met, will be held on May 7, 2024.
Mr. Combs made a motion to approve the notice of quorum. Mr. Mekelburg seconded the motion. The motion passed unanimously 4-0
HCPSS Transportation Policy Open House (Agenda Item 7D)
Tabled. Item will be placed on the next meeting agenda as Old Business.
Board Training (Agenda Item 7E)
Ms. DuBois stated that 5-10 minutes at every Board of Directors meeting will be set aside for training.
Reports
Development Advisory Committee (Agenda Item 8Ai)
Mr. Imran and Mr. Mekelburg will co-chair the Development Advisory Committee.
Traffic & Safety Committee (Agenda Item 8Aii)
Mr. Combs will chair the Traffic & Safety Committee which includes the Association’s studies and requests for sound barriers along Route 32 and police enforcement of speeding violations and modified car engines.
Watershed Advisory Committee (Agenda Item 8Aiii)
Ms. DuBois will contact River Hill High School and inquire about student interest and reactivating the committee.
Village Manager (Agenda Item 8B)
No report.
Council Representative (Agenda Item 8C)
None. Mr. Greenberg was absent from the meeting, but he will send a report via email to the entire Board of Directors.
Board Chairperson (Agenda Item 8D)
Mr. Bruening provided a summary of Mr. Greenberg’s report.
Board Speak Out (Agenda Item 9)
Mr. Mekelburg stated that he is concerned about the plan to fill in the pond and build a development at the Scott Property along South Trotter Road. Mr. Combs has questions about the formula used by CA to determine each Village’s assessment share.
Adjournment (Agenda Item 10)
At 9:45 p.m., Mr. Bruening made a motion to adjourn the meeting. Mr. Mekelburg seconded the motion. The motion passed unanimously. 4-0