Unofficial Summary of the AHPOA Board of Directors

April 22, 2003 Regular Meeting.

  • Open Thirty - There were no speakers.
  • Amenity Manager's Report - The Golf Course Manager reported that the amenity had finished the year close to budget. Memberships were up. A Junior Golf program will take place in the summer. There was an extensive discussion about tournaments and fundraising events. The latter is quite profitable for the Association. Action had been taken to address complaints about slow play on the weekends. The association's subsidization of the golf course has decreased significantly.
  • Committees - Various committees gave a status report.
  • Treasurer's Report - The Treasurer gave his report. He stated that last year, in terms of the operating budget, the association was within 1%. Details by amenities will be available once the audit is finished.
  • General Manager's Report -
    1. Wetlands Tradeoff/ VDOT Agreement. A check was expected shortly. The spoils from the wetlands area will be deposited on the right-of-way side of Victoria Drive. A road will be cut through to the site. The Association has the full support of the Wetlands Board with respect to a bulkhead.
    2. Marina Bathrooms A tentative date of July 30, 2003, was set for the completion of the renovations.
    3. Trash Contract. The Board agreed to bill internally for trash service. The trash service fee will be $13.75 per household, per month.
    4. Front Gate Lights. The contract to install new front gate lights was awarded to the lowest bidder, McLeod Electric, at a cost of $3,700.
    5. Tennis Courts. The contract to resurface the Washington Drive tennis courts was awarded to Tennis Courts, Inc. at a cost of $44,450 plus $1,000 to $2,000 for fence repair and bottom rails.
    6. Storage Area by the Tennis Courts. Tabled to the May Board meeting.
    7. Girl Scout Sponsorship. The Board agreed to sponsor Girl Scout troop 3300.
    8. Damage to Wall. A tractor trailer ran over the brick wall around the island opposite the business office. The insurance company is handling the issue.

     

  • Old Business
  1. Fencing on Lighthouse Cove. The Board agreed to erect a fence along Lighthouse Cove and for the General Manager to recommend how long the fence should be and to obtain some bids.
  2. FY03 and FY04 Reserve Plans. The Board reviewed the plans and agreed to set aside the approximately $10,500 of residual FY03 reserve plan funds as a line item for the renovation of the Marina bathrooms.
  3. Country Club Floors. Plans for re-doing the floors of the Country Club were stated.

 

  • New Business

     

    1. Appreciation of Former Chief of Police. Chief of Police Gerard Neville had recently resigned and moved on to a new job. The Board agreed to send him a letter thanking him for all his accomplishments during his tenure here.
    2. GM's Contract. The Board announced its intent to negotiate a three year extension to the General Manager?s contract.
    3. Clubhouse Restaurant Contract. The General Manager was authorized to issue a letter of intent to award a three year contract to the proprietors of the Clubhouse restaurant.
    4. Sale of Association Owned Lot 814. The original appraised value of $105,000 had been revised to $73,500. The original appraisal had been based on some inaccuracies. There was extensive discussion. A motion to offer landlocked lot 814 to the six adjacent property owners for $73,500 (with the condition that if it is impossible to come to a sale agreement with all six property owners that the sale be nullified) and for the Board to seek legal opinion/approval before it proceeds with the sale, failed by a majority vote. A second motion to never sell lot 814 died for a lack of a second.
    5. Heating and Air Conditioning Maintenance Contract. A proposition to enter in to a quarterly maintenance contract was tabled, after some discussion, and it was agreed for the General Manager to present some preliminary prices at the May meeting.
    6. Pump house Steps. There were no objections to the removal of rusting steps by the Harbour Inn pool pump house.
    7. Nominating Committee. The Nominating Committee for the 2003 Board elections was appointed.

     

    Executive Session.

    Subjects for discussion on the agenda were:

    • write offs/payment plans
    • personnel issue
    • second gate issues (Silver and Garrett)
    • payment plans
    • bids for the renovation of the Marina bathrooms and the trash
    • restaurant and General Manager?s contracts
    After the conclusion of the session, the Board agreed to:
    • explore options with the Silver Company with respect to a Silver residential development
    • to check with the Association?s attorney about easements along Washington Drive
    • to direct an employee to comply with the employee manual
    • to support the Stable Manager in an issue at the Stables
    • to reject a settlement proposal from a lot owner.
    The official minutes of this meeting will be available for review after they have been approved at the May 22, 2003, Board meeting.

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