May 7, 2018 Minutes

River Hill Board of Directors

Meeting Minutes

May 7, 2018

Opening (Agenda 1):

Susan Smith, Village Manager, called the Board meeting to order at 7:03 p.m. The following members were in attendance: Harjeet Jandu, Richard Thomas, Adam White, and Student Member Cindy Tian. Renee DuBois arrived at 7:05 p.m. Yamini Ananth, Student Member, arrived at 7:06 p.m. Dalia Shlash, Board Member, Chao Wu, Council Representative, were absent.

Approval of the Agenda (Agenda 2):

Mr. Thomas made a motion to approve the agenda.  Mr. Jandu seconded the motion. The motion passed (3-0-0). Student Advisory Vote – in favor (1).

Resident Speak Out (Agenda 3):

None.

April 23, 2018 Minutes (Agenda 4A):

Ms. DuBois made a motion to approve the April 23, 2018 Minutes as submitted. Mr. Thomas seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Election Results (Agenda 4B):

Ms. DuBois made a motion to accept and file the Election Results presented by the Election Committee Chair. Mr. Thomas seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Election of Officers (Agenda 4C):

Mr. Jandu made a motion to appoint Mr. Thomas as Board Chair. Ms. Dubois seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Mr. Thomas made a motion to appoint Mr. Jandu as Board Vice Chair. Ms. DuBois seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Appointment of Village Manager (Agenda 4D):

Ms. DuBois made a motion to appoint Susan Smith as Village Manager for another year. Mr. Jandu seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

CA License Agreement Process (Agenda 5):

The Board discussed a desire to simplify the process to make it easier for residents to use the open space for events. Dan D’Amore, Director, CA Open Space Management Division, gave an overview of the License Agreement Process and responded to questions. Mr. D’Amore will research further and follow-up.

Management Contract – Update (Agenda 6A.):

Ms. Smith gave a brief update on the status of the contract.

Board Member Responsibilities (Agenda7A):

Ms. Smith reviewed the Board Training Policy and distributed the Fiduciary Responsibility Form for signature. She reminded the members of the need to review, sign, and return the Code of Ethics and Conflict of Interest polices.

Strategic Planning (Agenda 7B):

Mr. Thomas asked the members to consider the goals for the year and how the Association can bring more value to River Hill residents. The Board discussed the need to develop strategic plans both on River Hill and Columbia-wide perspectives, involving village residents as well as inviting participation of other Village Boards.

Ad Hoc Playground Committee Report (Agenda 8Ai):

None.

Development Advisory Committee Report (Agenda 8Aii):

None.

Teen Advisory Committee (TAC) Report (Agenda 8Aiii):

Ms. Ananth and Ms. Tian discussed the need to update the website with the Student Member and TAC applications and charters and asked for an announcement to be posted on Facebook. They asked for assistance in connecting with Clarksville Middle School to encourage current 8^th graders to apply e.g., morning announcements, GT teachers.

Village Manager Report (Agenda 8B):

A written report is on file with the original minutes. The Board gave input on the draft Board Meeting Calendar. Ms. Smith gave an update on the status of W.R. Grace water tower. It was the consensus of the Board to write off the $830.25 in Accounts Receivable.

Ms. DuBois made a motion to accept the revisions to the TAC Charter approved by email (see attached). Mr. Thomas seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Board Chair Report (Agenda 8C):

Council Representative Report (Agenda 8D):

None.

Board Speak Out (Agenda 9):

None.

Adjournment:

Ms. DuBois made a motion to adjourn the meeting at 9:09 p.m. Ms. Tian seconded the motion. The motion passed (4-0-0). Student Advisory Vote – in favor (2).

Submitted by: Susan M. Smith, Village Manager

Minutes Approved:  June 4, 2018