Unofficial Summary of the AHPOA Board of Directors

February 25, 2003 Regular Meeting.

  • Open Thirty. A resident spoke about the Marina fees and the price of fuel, as they compare with neighboring marinas.
  • Directors Comments. The maintenance crew was thanked for keeping the Harbour's roads ploughed, the positive changes in the Aquia Harbour police force were noted and the Chief of Police was thanked for his well written rebuttal to a Free Lance Star editorial.
  • Amenity Manager's Report. The Marina Manager reported that during a particularly heavy snowfall the ?A' dock essentially sank, resulting in 1? of water in the Marina office. An insurance claims adjuster was due in to inspect the damage. Some major changes would have to be made to the building to prevent such a situation from happening again. There were brief discussions about associate Marina fees, contacting someone to conduct a review of the amenity and the renovation of the Marina bathrooms.
  • Treasurer's Report. The Treasurer gave his report. He stated that the draft FY04 budget was a balanced budget. The budget reflected the following: a 2.4% cost of living dues increase; an increase in the Initiation Fee to $850.00; the removal of the $65.00 savings for unimproved lots and an increase in the building fee to $3,000. The five year annual special assessment of $8.74 for the renovation of the Harbour Inn Community Centre had one more remaining.
  • General Manager's Report.
    Harbour Inn Community Centre Roof. Repairs, which were made two weeks ago, were still holding. The roofer was expected back soon to put new patches on. Wetlands Tradeoff/ VDOT Agreement. The agreement had not yet come through. VDOT trucks were not expected to begin work in the Harbour until April or May. A surprise bill from Dominion Virginia Power for survey work had been relayed to VDOT.
    Trash. Three, of the seven companies asked, had returned bids. These were Waste Management, BFI and Coles. Discussion on the trash contract was scheduled to take place in executive session.
    Marina Bathrooms. It was unlikely that the renovation would be done by the end of March.
    Front Gate Lights. An estimate of $7,000 for new lights at the front gate had been received. There was a discussion about how the project would be funded. It was agreed that more bids should be obtained.
    AHPOA Lots for Sale. The appraiser was waiting for figures from the county for comparison purposes. The appraiser's numbers would be available for the next Board meeting.
    Aquia Harbour Rescue Squad. In a letter, the squad asked the Board to consider selling lot 0 to them. At the meeting it was stated that the management of the Aquia Town Centre had indicated its willingness to work with the squad to obtain additional land.
    Wastewater Treatment Facility. For informational purposes, the Board was provided with a copy of a letter from the DEQ regarding an application to expand the Aquia Wastewater Treatment Facility.
    Stafford County Zoning Ordinances. A letter was received from a group opposed to potential changes to the Stafford County zoning ordinance. There was a discussion about an item on a Planning Commission agenda - a proposed amendment to allow an increase in density to up to seven dwellings per acre on Crescent Boulevard, which is across the creek from the stables. It was agreed to send a letter of opposition, to higher density housing near the Harbour, to the Board of Supervisors and the Planning Commission.
    Reserve Study. Per State law, the Association was due for a professional reserve study next year.
    Golf Course Mower. There was some discussion. It was agreed to reprogram planned Harbour Inn work until the next fiscal year and to use the $20,000 reserve money to cover the cost of purchasing the mower.
    Tennis Court Storage Lot Plantings. A local Boy Scout, working on his Eagle Scout project, will undertake this project.
    Tax Reclassification of Lots. The Board was to pass a resolution at the March meeting to dedicate certain lots as common property, thereby saving about $2,000 in annual property taxes.
    Government Island. A request for comments on a proposal to add Government Island to the National Register of Historic Places and the Virginia Landmarks Register was received from the State's Department of Historic Resources. This, essentially, was a win win situation for the AHPOA. A response was to be sent.
     
Old Business
Update on Bingo Survey. A third of the questionnaires had been returned. Over half of the respondents were in favor of bingo in the Harbour. Set up costs, using real numbers, were to be presented at the next Board meeting.

New Business
Committees. The FY04 committee structure was approved. The Community Recreation and Activities Committee was removed, with community events being coordinated through the Business Office. New committees were added - Pools, Parks and Waterways, Government Affairs and Youth Committees. Quarterly BOD/ committee work sessions, standardized reporting formats and annual committee reports were discussed. The Stable Committee charter was amended to strike the Saddle Club president as an automatic member of the committee and to fill this position by a person 'at large'. Appointments were made to the LCC, Bylaws, Pools and Stable committees.
Annual Meeting. The meeting was set for October 18, 10:30 a.m. at the Harbour Inn.
Town Meetings. It was agreed to hold a Town Meeting on March 15. The draft FY04 budget and developer proposed second gate were to be on the agenda. The Lions Club and AHPOA were to work together to advertise the meeting.
BOD Legal Compliance Committee/ Beautification Vision/ Strategy. The Association's Bylaws were to be analyzed and areas where they can be strengthened identified.
Website. Proposed enhancements to the AHPOA's website were discussed. Volunteers had done an excellent job setting the site up and maintaining it. The Board agreed, however, that it might be time to relieve volunteers from this intensive task and to turn the maintenance of the site over to a paid professional.
Executive Session. Subjects for discussion on the agenda were the trash and restaurant contracts, and payment plans and write offs. After the conclusion of the session, a motion was passed to accept the submitted payment plans and write offs and to decline the Rescue Squad's offer to purchase the AHPOA's lot 0.
The official minutes of this meeting will be available for review after they have been approved at the March 25, 2003, Board meeting.