Unofficial Summary of the AHPOA Board of Directors

May 22nd, 2003 Regular Meeting.

  • Open Thirty - Subjects covered were teenagers loitering at the Washington Drive basketball court and the storage lot in that area, bingo in the Harbour and the pools. The Board tasked the Parks and Waterways Committee to draw up rules of conduct for the basketball courts. The police will be asked to patrol the area frequently in the afternoons and evenings. A tennis court storage area policy is currently being developed. The Board will hold work sessions on the issue of bingo. Repairs are being made to the Harbour Inn pool lights. Permission was granted for the Dolphin Swim Team to use the Country Club pool for its swim meets, should the Harbour Inn pool not be ready in time. The Country Club restaurant is agreeable to the team running a concession stand at the Country Club pool. An extensive discussion took place about replacing the Harbour Inn pool. Money has been designated for this, in the reserve plan, for 2006  after the CIP has been paid off. The Pool Committee is to report its recommendations to the Board.

     
  • CommitteesWritten reports were submitted by various committees. The following committees made oral reports:
    • Marina Committee  A written and verbal report were presented. A list of maintenance and operations recommendations were submitted and addressed by the Board.
    • Parks and Waterways Committee  The committees main task, at the moment, is field management and maintenance. Ideas for the proposed wetlands park are being developed and sports/ recreational activities are also being developed.
  • Amenity Manager's Report The Code Violation Officer gave a verbal report.
  • Treasurer's Report The Treasurer gave his report on the financial status of the Association. The Association has made its first quarterly contribution, for the year, to the reserves account.
  • Waiver of Rental Fee Request The Board agreed, by a majority vote, to rent Room A of the Country Club to Widewater School at a reduced rate.
  • General Managers Report
    • Silver Corporation Development 256 homes are being built adjacent to the Harbour. There will be two entrances to the new development, off route 1, and a 50 or more buffer between the development and the Harbour. A single item Board work session will be held on this issue.
    • Wetlands Tradeoff/ VDOT Agreement There has been some delay.
    • Marina Bathrooms The renovation grant was approved. The only hold up to the project will probably be obtaining the county permit.
    • Storage Lot behind the Stables Bad weather and the failure of the motor-grader have slowed progress. $12,000 has been spent on crushed rock. The estimated cost to fence the lot is $10,000. An option for lighting is to have Virginia Power install them and for the AHPOA to pay a monthly fee.
    • Front Gate Lights The underground wiring and poles are in place. The lights will be installed soon.
    • Damage to the Wall outside the Business Office The insurance check and replacement bricks are in. Work will begin when the weather permits.
    • Sale of Association Owned Lots The three lots were sold for a total of $173,000.
    • Tennis Courts Resurfacing Work will begin in June or early July at the latest.
    • Chief of Police A swearing in ceremony for the new police chief was set for June 2.
    • Audit The draft audit is in and needs some adjustments.
    • Fence behind Lighthouse Cove After extensive discussion, the Board agreed by a majority vote to erect 260 of fence, behind Lighthouse Cove, along the lot lines.
    • Country Club Preventative Maintenance Contract Money will need to be set aside in next years budget for such a contract.
    • Wright Park The Parks and Waterways Committee will evaluate the park, in terms of whether to renovate or take out the equipment there. There are some safety concerns. A suggestion was made to talk to the parks neighbors.
    • Vandalism at Friendship Park A solution needs to be found.
  • Old Business
    • Aquia Harbour Rescue Squad A letter is to be drafted to the effect that the Board will work with the squad.
    • GMs Contract In the process of being developed. A draft job description has been written.
  • New Business
    • Parks and Waterways Committee The Board approved the committees charter.
    • Nominating Committee The Board approved the committees procedures.
    • Landscape and Grounds Contract The landscaping company is to be asked to give a proposal on what needs to be done for total maintenance of the associations grounds.
    • New Paving and Walking Paths It was suggested that where new paving takes place, walking paths should be installed. As, in some parts of the Harbour, this would be very difficult, it was agreed that a plan should be developed.
  • Executive Session Subjects for discussion were write offs, payment plans, a personnel issue, the wetlands tradeoff/ VDOT agreement and Country Club Restaurant lease. After the conclusion of the session, the Board agreed to accept the attorneys recommendations on write offs and payment plans and to allow the Marina Manager free use of a slip. President Hunt was authorized to sign the new Country Club lease.
The official minutes of this meeting will be available for review after they have been approved at the June 26, 2003, Board meeting.