Unofficial Summary of the AHPOA Board of Directors

June 26th, 2003 Regular Meeting.

  • Open Thirty - Subjects covered were the marina and a recent Planning Commission meeting on a proposed development by the Garrett Company. The proposed development will be adjacent to the Harbour.

     
  • Directors Comments - Residents were invited to attend the upcoming July 4th parade. The new Chief of Police was welcomed. The Treasurer went on record, with reference to the Marina, that he was unaware, and unable to detect, any kind of fraud with respect to the financial statements currently being published by the Association and that he stands by the audits issued during his time as Treasurer. Director Richardson stated that it appeared that circumstances might change and that he might not have to resign from the Board. Residents were encouraged to support the preschool.
  • Amenity Manager's Report. - New Police Chief Ronald Normandin gave a brief report.
  • Committee Reports
    • Parks and Waterways Committee. - The committee?s proposed field maintenance plan and park reservation system were reviewed. The committee recommended not taking out the equipment at Wright Park. A proposal to rent out advertising space, in terms of banners on the outfield fence, was mentioned. The committee has drawn up a list of the community?s parks and what needs to be done to them. The committee recommended that VDOT be approached about putting in a boardwalk in the new wetlands park, as opposed to the proposed gravel path.
    • Marina Committee. - An update was given on the actions being taken on five urgent items that had been identified at the last Board meeting. Rewiring has been completed for docks A and B; the committee has been unsuccessful in finding a commercial contractor to work on the deteriorating walkway; work is underway sanding and sealing the wooden docks; a boost pump may be installed to solve the water pressure volume problem; a new pump out hose and fittings have been purchased and a rack installed. The committee is conducting an in house inspection of the Marina. Letters were being drafted to Marina patrons informing them of what is happening at the Marina. Virginia Power will be contacted about security lighting options.
    • Pools Committee. - The committee is putting together a questionnaire for residents on design aspects of a new Harbour Inn pool.
  • Treasurer's Report - The Treasurer gave a verbal report.
  • General Manager's Report
    • Wetlands Tradeoff/ VDOT Agreement and New Police Car: A slightly modified contract needs to be signed. VDOT needs to issue a new check to the association, to replace the original one which is now stale. A motion was passed to prohibit VDOT contractors from digging or performing other construction type activities in the Harbor until the VDOT funds are received. A complication caused by the delay in receiving the VDOT check is that the Harbour is in possession of a new police car but the funds to pay for it are not yet available.
    • Marina Bathrooms The contractor is ready to begin work but the county has not yet issued a building permit.
    • Storage Lot behind the Stables To stabilize the base of the storage lot required the laying down of crushed rock, causing a cost over run. A motion was proposed to stop further construction and expenditure on the lot and to make it an un secured storage lot. There was considerable discussion. By a majority vote, the motion was tabled until the Board has had a chance to discuss both the possibility of rearranging the FY04 reserve plan to cover potential cost over runs and whether to go forward with making the lot a secure storage lot. The General Manager was directed to pay the bills incurred so far.
    • Tennis Courts Resurfacing Work was to begin in about two weeks.
    • Lighthouse Cove Fence The fence has been installed.
    • Harbour Inn Pool Study The General Manager was directed to obtain up to date estimates on the cost to do a comprehensive pool study.
    • Grass Cutting Contract After considerable discussion, it was agreed to direct the General Manager to obtain a comprehensive maintenance proposal for the whole Harbour and, by a majority vote, it was agreed to contract for two additional complete community grass cuttings this year, if they are needed, and for this to be up to the discretion of the General Manager.
  • Old Business
    • Tennis Court Storage Area After some discussion, it was agreed to table the issue of the storage area and to continue with the policy of only winter boat storage in the area until the storage lot behind the stables is up and running.
    • Rescue Squad Update Additional information has been received from the squad. Further discussion on the subject was tabled until July. The General Manager will continue working with the squad and the management of the town center.
  • New Business
    • New Stable Rules The Board unanimously agreed to accept new stable rules and to give stall holders who are not in compliance 120 days notice.
    • Investments and CIP Loan The broker handling the Board?s investment account has left Merrill Lynch. It was agreed not to move the association?s investment account to follow the broker. It was agreed to direct the General Manager to ask the National Bank of Fredericksburg about a lower interest rate on the CIP note. It is expected that the CIP will be paid off by October 2006.
    • Former Directors Meeting The Board was in favor of a proposal to invite all former directors to a meeting.
  • Executive Session Subjects listed for discussion were a personnel issue, CIP refinance, investment advisor, trash contract, Planning Commission meeting, General Manager?s job description, a legal issue, new police car and issues to do with the Stables storage lot. After the Board returned to regular session, the Board unanimously agreed to move approximately $33,000 from the operating account to the reserve checking account to pay for the new police car and gravel for the Stables storage lot.