Unofficial Summary of the AHPOA Board of Directors

October 23rd, 2003 Regular Meeting.

  • Election volunteers were thanked and the election results announced. Mr. Hunt and Mr. Spelman were sworn in as directors. The Board elected Director Hunt as President, Director Daugherty as Vice President and Director Spelman as Treasurer.

     
  • Open Thirty - Subjects covered were the sale of Wright Park and a request for a new heating and air conditioning system for the Aquia Harbour pre school. The issue of selling Wright Park was tabled for 30 days and it was agreed to procure a new heating and air conditioning system for the pre school.

     
  • Directors Comments - Comments were made about the paving, which was underway at the time, and some related traffic problems that were experienced.

     
  • Amenity Manager?s Report - The stable manager reported on the upcoming horse show, the possible switch to a new sawdust vendor, the electrical situation at the stables and the requirement for all stall holders to have the same type of power strip. It was stated that there are approximately 30 people on the waiting list for a stall and that dirt will be spread in the new paddocks, once conditions are drier.

     
  • Committee Reports -
    • Marina Committee - The chairman reported on the committee?s long range planning project. He hoped that the master plan presentation will be ready before the Board?s January meeting. The committee urged the Board to approve the Marina?s winter boat storage arrangements as soon as possible.


     
  • Treasurer?s Report - The Treasurer gave a verbal report. He referred to the mid-year budget review, planned for early November. It was explained that the budget had been based on a three year contract with one trash company but when that company defaulted on its contract, the association had had to go to Waste Management whose costs were greater. The Board had chosen to reprogram costs to absorb the extra expense, rather than adding a special assessment. The Treasurer also addressed the issue of synchronizing the dues year and fiscal year. Both legal and auditing advice will be needed during the process, which will take two to three years.

     
  • General Manager?s Report -
    • Harbour Inn Roof - Re roofing is complete. The Board agreed to apply the left over funds from the re roofing to the funds already set aside for the purchase of a new dump truck.
    • Pedestrian Use of Golf Cart Paths - The attorney?s opinion is that walking on the golf cart paths should not be allowed but that, as a less safe alternative, signs could be posted warning pedestrians of the dangers. It was agreed to investigate how other property owners associations handle this issue.
    • Golf Cart Lease - It was agreed to take advantage of the low interest rates and to execute a new lease for new carts.
    • Bridge Study - A verbal estimate of $3,000 had been obtained for thorough inspection, with a written report, of the bridge between sections 1 and 2. The study was added to the list of items to be considered for inclusion in the FY05 budget.
    • Office Closing - It was agreed to keep the association office open on Veterans? Day and, instead, to close it the day before Thanksgiving.


     
  • Old Business -
    • Aquia Harbour Rescue Squad - The squad?s attorney and the association?s attorney continue to work together over the proposed expansion. The two directors working on the issue will continue to attend meetings with the squad.


     
  • New Business -
    • Affirmation of Telephonic Votes - The Board affirmed the results of the telephonic vote on awarding the Country Club flooring contract to Penn Mar and the telephonic vote to replace a Holder of Election, both of which passed unanimously.
    • Winter Boat Storage - It was unanimously agreed to follow last year?s policy on winter boat storage on the grounds of the marina.
    • Amenity Waiting Lists - It was unanimously agreed that copies of all managed waiting lists should be made public.
    • Field Taken Off-Line - It was unanimously agreed not to allow play on Briar Patch soccer field from early November through February 2004, so as to allow the field to rest.
    • Board Meeting Rescheduling - It was agreed to hold a joint November and December Board meeting.
    • Road Striping - $20,000 is in the budget for road striping. It was agreed to sign a contract with R.J. Merkel to do the striping at the same cost as for the last two times.


     
  • Executive Session - The Board approved the payment plan request that was on the agenda for discussion.