Unofficial Summary of the AHPOA Board of Directors

September 25th, 2003 Regular Meeting.

  • Open Thirty: Subjects covered were a golf tournament to raise funds towards the purchase a defibrillator and Hurricane Isabel.

     
  • After Action Report on the Emergency Plan: A meeting will be held, time and place to be determined, to review the plan in light of Hurricane Isabel.

     
  • Directors Comments: It was agreed that a legal opinion is to be obtained on the issue of walking on the golf cart paths. It was stated that the community, although experiencing severe flooding in some areas, was fortunate to escape the major damage some other areas experienced.

     
  • Amenity Manager's Report: There was none.

     
  • Committee Reports:
    • Marina Committee: The committee chairman described and highly commended the efforts of a number Harbour residents who helped prevent the destruction of the 'A' dock during the storm and helped to safely dock a boat at the height of the bad weather. Letters of appreciation will be sent to those volunteers.

     
  • Treasurer's Report: The Treasurer gave a verbal report. He stated that a six month review of the budget would be scheduled for November but took under consideration a suggestion to hold a five month review to possibly take place at the annual meeting.

     
  • General Manager's Report:
    • Wetlands Tradeoff/ VDOT Agreement: Work is to start mid October.
    • Marina Bathrooms: Work should be completed within three to four weeks.
    • Storage Lots: It is expected, because of Hurricane Isabel, that there will be up to a thirty day delay in getting the poles and lights up and in erecting the fence.
    • Sale of Lot 1237: Bid opening is scheduled for November 14th.
    • Paving: The contract was awarded to Virginia Paving. Letters will be sent to the residents in the area of the intersection of Aquia Drive and Foresail Cove to advise them that while that section of road is being paved it will have to be closed at times.
    • AHPOA Equine Insurance: With the ending of the current policy to insure the association for riding lessons, it was agreed to fund the additional $600.00 needed for the new policy.
    • New Dump Truck: There was considerable discussion. $45,000 has been budgeted. A truck had been found for approximately $50,000. It was agreed by a majority vote to table the purchase of the truck until the next Board meeting, unless a price break can be found in which case a telephonic vote will conducted.
    • Traffic Control: A sign issue on Raft Cove was tabled for more information. The Board approved the Chief of Police's recommendation on changes to the stop sign configuration at two intersections.
    • Duck Blinds: All the AHPOA blinds have been posted and survived the storm.
    • Reserve Study Update: $6,500 is budgeted for an update. There was some debate as to whether an update is mandated. The original study is five years old. The Board agreed to table the issue until there has been a discussion about recasting the whole budget.

     
  • Old Business:
    • Bingo Update: A meeting will be set up between the Board and bingo volunteers.

     
  • New Business:
    • Committee Appointments: Appointments were made to the Public Safety Committee and Stables Committee.
    • Ballot: The Board made one change.
    • Country Club Flooring: $35,000 is budgeted. Two bids had been received and a third was expected. A bid for $31,000 was recommended. A telephonic vote will be held once all the bids have been received.
    • Political Signs: It was unanimously agreed that all political signs, for which AHPOA approval has been obtained, can be posted through the date of election.
    • Storm Damage Report and Clean Up: The association suffered minor damage although there was significant tree damage. Considerable discussion took place on the subject of residents leaving large storm debris by the curb. It was estimated that there was, at the time, 45 truck loads of debris. It was agreed to use the office as a liaison between those residents who need help with their debris and those that can offer help.
    • Marina Fuel: A fact sheet was made available at the meeting.
    • New Pricing Plan for Storage Lot: It was unanimously agreed to set a price of $20.00 per month for slots 9' x 30' and smaller. Larger slots will be charged the previously approved rate of $25.00 per month.
    • Bridge Study: The General Manager was authorized to look in to having a study conducted of the bridge that leads from section 1 to section 2.

     
  • Executive Session: Subjects for discussion were a payment plans, write offs and an employee matter. The Board approved the write off's and, conditionally, a reduction in a special assessment against a lot.