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  3. Aug. 28 - Board meeting at 7 p.m. at the Country Club
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GM Notes Board Meeting 2-27-19

Discussion in 'Business Office' started by Patricia Harman, Feb 28, 2019.

  • by Patricia Harman, Feb 28, 2019 at 6:13 PM
  • Patricia Harman

    Patricia Harman General Manager

    Heads up - look like we may have a little snow/ice around in the morning (Fri) before 5am but most of it will be north of Springfield and parts north where they could get 2-4".

    GM Notes
    AHPOA Board Meeting
    February 27, 2019

    EASTER EGG HUNT 4/7 – LIONS PARK (Not Office, Not Briarpatch).


    Open 30 – Two speakers, one of property values, the other on 50th Anniversary T-Shirts.
    Directors Comments – Encouraged about the changes to the LCC policy, likes the idea of choosing a best yard of the quarter, electronic Board votes need to be used sparingly, realtor round table, Chief working w/scouts to teach milling.
    Treasurer’s Report – As of 12/31/18 3.3 Million on deposit.
    GM Report – Budget status, pot luck dinners, Reserve Study, Dredging/Hydrographic Report, annual audit May 8th, court – resident appeal, Harbour Inn programs, Parks maintenance, dues cycle, CVO, new officer, golf course action, Equestrian camps, Personnel Manual.
    Dumpster approval added to Maintenance and Procedures Guidelines (V) – Approved
    Common Parking Areas – Resident autos permitted to park for 72 hours. Commercial vehicles, boats, trailers, RV’s are not permitted and will be towed unless a Parking Permit has been approved by the office (usually limited to one week to 10 days). The resolution guiding this policy has been in place since 2006 but has not been enforced. It is going to be enforced now to try to improve neighborhood aesthetics.
    50th Anniversary T-Shirts – Scrapandsewdesigns.etsy.com


    Open 30 – One speaker spoke of the Board’s obligation to maintain property values for residents and pointed out that if we are going to draw attention to the neighborhood’s 50th anniversary, we need to be worthy of the attention. A resident spoke about the 50th anniversary t-shirts initiative taken up by a resident after the Board passed on the idea of an AH online store (because we would have to front the cost of inventory). The speaker encouraged the Board to approve the 4 T-Shirt designs in the spirit of celebrating our milestone anniversary this year. Available at Scrapandsewdesigns.etsy.com

    GM Report

    Budget – We started the final quarter of FY19 on January 1st - 2.4% under budget.

    Pot luck dinners – GM intends to keep these Pot Luck Dinners going a few times a year with the help of our clubs to welcome new residents.

    Reserve Study – The Reserve Study has been completed for FY20. A Reserve Study is a long-term capital budget planning tool which identifies the current status of the reserve fund and a stable and equitable funding plan to offset ongoing deterioration, resulting in sufficient funds when those anticipated major common area expenditures actually occur. Its one of many tools used for annual budgeting and long-term planning. We are not required to have a Reserve Study but it has been the practice of the AHPOA to have one done every 5 years. It is currently under Board review.

    Dredging/Hydrographic Study – Unprecedented rain fall has accelerated our dredging timeline. This interim study was commissioned to help zero in on exactly (and minimally) what needs to be done to get us to our next major dredge. The creek does not belong to AH, nor is it our responsibility to dredge however, if it is not dredged, we face flooding and a silted in Marina - so we dredge and it is wicked expensive. We are working on mitigation and are working with the County and State on cost sharing options. The study was returned for some additional specific planning guidance.

    Court – Lawyer fees are running exceptionally high as we still have a resident compelling us to court almost every month. The resident recently appealed the dismissal of the lower court so we are headed back to court in March. Yes, we are going to ask the judge for recovery of legal fees.

    Harbour Inn - We continue to try to find uses for our community center with a group of AH poker players gathering on March 8th, Yoga programs have been moved to April due to some scheduling issues and salsa lessons and Saturday night dances will be announced late spring/early summer.

    Parks Maintenance – The Parks Committee did a great job of creating a maintenance list for all of our parks and playgrounds. Thank you for your hard work. Park maintenance begins under the new budget cycle on

    April 1st and I believe a parks clean up day is in the works as well.

    Dues Cycle – When we switched from quarterly to monthly billing for dues, we lost of few residents who either didn’t have an email on file with us or didn’t read our correspondence about the change. That meant they hit “the list” in December. One by one people are catching on and catching up. The GM talks at length about dues options in the March Harbourview. The two most important things for residents to know: $1,554 is due April 1st and any other payment option is a courtesy of the AHPOA. So, even if you don’t get a “reminder” if you chose an alternative payment option, it is your responsibility to stay on top of it. Thanks! You can check your account balance anytime through Click Pay or by contacting the office at 659-3050.

    Around the Harbour In 60 Seconds:

    CVO – 34 citations. These slow down in the winter when lawns aren’t growing, leaves has fallen and mold freezes away.
    Police – Welcome new officer “Quiz”. Officer Quesenberry replaces Officer Feliciano who was unable to return to duty from on off-duty injury. We’ll miss him. He was awesome. Quiz is retired from Manassas
    Park PD and specializes in social media and community policing. The Chief also completed a traffic study on the traffic safety campaign of the last 4 months.
    Golf Course – The GM and Golf Course manager are going to have a summit! We’re going to try to figure out how to bring our course back. Everything is on the table for discussion: automation, artificial greens, independent analysis, irrigation/sms evaluation etc. We’re going to look at everything to try to get our course back in shape in spite of the excessive rain and we’re not alone – Virginia courses are struggling.
    Stables - The stables are repopulating. 11 stalls are now occupied by these magnificent animals. Summer Equestrian Camps have been scheduled and private adult and kids lessons as well as horse leasing options are available. Call Sandy to sign up 540-424-3821


    Committee Tracker – Requests for consideration from committees will be added to this tracker that will be part of the monthly Board packet but not voted on.

    Construction & Maintenance Addition (Dumpsters) – The Board voted to add dumpsters to the Construction Maintenance Procedures Manual http://aquiaharbour.org/policy/index/ (V) – Passed

    Common Parking Areas – The Board expressed concern that the Harbour was starting to look junky because of trailers, boats and commercial vehicles in our common area parking lots. The GM clarified that the 2006 resolution has always prohibited these vehicles from these lots, but historically they have always been given the courtesy of the 72-hour period. Effectively immediately this resolution will be enforced and if we can’t reach the owner - these vehicles will be towed (we really do get a lot of complaints about this). Personal automobiles, motorcycles and commuter/ride-share vans may park without permit for up to 72 hours – all other vehicles must have a permit or will be towed. FYI, the boats at the gravel lot at Aquia & Washington are permitted for paid short-term storage (winter).

    That no property owner, guest, or contractor, shall park an automobile, commercial vehicle, boat trailer, boat with trailer, utility trailer, or recreational vehicle on common elements, to include parking lots, owned by the Association without the written consent of the General Manager of the Association. Vehicles as described above that are parked in the Association common elements shall be towed at the owner’s expense. As an exception, automobiles may be left in these parking areas for up to 72 hours without consent from the General Manager. Horse trailers may continue to be stored in the parking lot at the Stables. Vehicles moved from space to space or lot to lot to circumvent this resolution are subject to immediate towing. This resolution shall become effective immediately. I hereby certify that this Policy Resolution was duly adopted by the Board of Directors at a regular meeting on January 26, 2006.

    50th Anniversary T-Shirts – The Board approved the designs for the 50th Anniversary T-Shirts created by Scrapandsewdesigns.etsy.com


    Executive Session: Write offs, resident requests, personnel matter
    Last edited: Feb 28, 2019
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Discussion in 'Business Office' started by Patricia Harman, Feb 28, 2019.

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