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GM Notes Board Meeting 9-25-19

Discussion in 'Business Office' started by Patricia Harman, Sep 26, 2019.

  • by Patricia Harman, Sep 26, 2019 at 5:00 PM
  • Patricia Harman

    Patricia Harman General Manager

    AHPOA Board Meeting

    GM Notes

    September 25, 2019


    ALERT: Candidates are needed for the FINANCE COMMITTEE. This is a great way to make a short-term but very important contribution to our community. Please submit a resume or paragraph on why you would like to serve and be sure to highlight any financial/budget experience you have and send it to kshaw@aquiaharbour.org before October 1st. If selected (by the Board in October) you will be asked to attend 6 evening meetings (between Nov. 1 – Dec 15th) to review next year’s AHPOA budget and make recommendations to the Board of Directors. Thank you!!

    Summary

    Open 30 – Two residents spoke. One about his letter to the Board going unanswered and one about the need to update the front gate, her input being ignored and the financial health of the AHPOA.

    Legislative – Griffis-Widewater District Supervisor reported that the dredging grant was not awarded to Stafford and he encouraged the Board to submit a request for funding to the county.

    Director Comments – Concerns expressed that our 50-year-old community is showing its age and if we want to keep property values up, residents and the AHPOA will have do to more to address owners who are not doing their part. Answers to the letter put forth by the Open-30 resident have been prepared and will be sent, with apologies for the delay. A lack of agreement that the Front Gate looks shabby. A statement from the treasurer that the AHPOA is financially strong with significant savings.

    GM Report - Mary Ellen Ball 40th Anniversary, 9/11 Memorial, Shred Event, Yard Sale, Showcase house of the month 3702 Aquia Dr Hoffman Family, Lions Park Pavilion repaired and lights added. Ideas to improve the Harbour Inn. Front gate arm under construction, FY21 budget process underway, paving update, Peace Park upgrade, Halloween events, Oktoberfest and annual meeting.

    Board – (V) Golf Course Fountain Pump approved from Reserves; (V) Aquia Harbour 4-H Club – approved to be a sanctioned AHPOA Organization; Personnel Manual discussed; Legal Compliance Committee discussed.


    Calendar

    October 5th Oktoberfest (3-9p) Saturday Lions Park

    October 11th Texas Hold’em Friday Harbour Inn

    October 12th Meet the Candidates (10a) Saturday Country Club

    October 15th Meet the Candidates (7p) Tuesday Country Club

    October 16th Work Session (7p) Wednesday Business Office

    October 19th Annual Meeting (10:30-Noon)Saturday Country Club Ballots due by noon

    October 23rd Board Meeting (7p) Wednesday Country Club

    October 27th Trunk or Treat (4-6p) Sunday Lions Park

    October 31st Trick or Treat (6-9p) Thursday Neighborhood

    November 10thHoliday Community Pot Luck and Recipe Share Harbour Inn


    Details! Details!


    Open 30 – Two residents spoke. One spoke about his letter to the Board going unanswered and one spoke about the need to update the front gate, Gate Guard Mary Ellen’s 40th anniversary, input being ignored and the financial health of the AHPOA.

    Legislative – Griffis-Widewater District Supervisor reported that the dredging grant was not awarded to Stafford and he encouraged the Board to submit a request for funding to the county.

    Board Comments – Concerns expressed that our 50-year-old community is showing its age and if we want to keep property values up, residents and the AHPOA will have do to more to address owners who are not doing their part. Answers to the letter put forth by the Open-30 resident have been prepared and will be sent, with apologies for the delay. A lack of agreement that the Front Gate looks shabby. A statement from the treasurer that the AHPOA is financially strong with significant savings.

    GM Report

    • Mary Ellen Ball 40th Anniversary – Gate Guard Mary Ellen Ball celebrated 40 years with Aquia Harbour this month. The AHPD had a party for her and the Board will formally acknowledge both Mary Ellen (40) and Wes Riley (43) anniversaries at the annual meeting.
    9/11 Memorial – In what has become a tradition, residents lined up on the Rt. 610 bridge on the morning of 9-11 to waive American flags and patriotic signs in celebration of freedom. Many Harbour families were affected by the 9/11 tragedies and our hearts go out to them.

    • Shred Event – The shred event by our Police Department was a huge success with over a ton of paper shredded. Thanks PD!

    • Yard Sale – The community yard sale was well attended and many items were donated to Goodwill. Thank you for your participation.

    • The AHPOA Showcase House of the Month is 3702 Aquia Drive. Thank you, Hoffman Family for making our community beautiful.

    • Lions Park Pavilion - Thank you HOST LIONS for repairing the rotting pavilion posts.
    Lights were also added which now make this a wonderful evening venue FREE to active residents. Just call or come by the office to fill out the reservation form. It has grills, port-o-johns, trashcans, picnic tables, a stage, swing sets and now lights!

    • The Harbour Inn is being evaluated to house an expanded warming kitchen and serving window/bar. It would be a relatively inexpensive upgrade that would make the Community Center much more usable for events and rentals.

    • Front Gate Arm - The cement base is in. The actual arm and reader will be installed in the next week and slowly… very slowly we are going to start implementing the arm and giving everyone plenty of time to make sure their decals work and if they don’t work – determine WHY they don’t. There will be no massive backups. The PD and our gate guards will monitor traffic flow and raise the arm and switch to the light when traffic is too heavy for the arm. The red light WILL be enforced during those times once the arm is installed. Its going to be an adjustment but in the end, it will enhance access control, security and dues compliance.

    • FY21 Budget Process – Our fiscal year runs April to March 31st. Staff is preparing the draft budget (Sept/Oct) then it will be reviewed by the Finance Committee (Nov/Dec), available to the residents in January for review and comment and then voted on by the Board and implemented April 1st.

    • Paving – Paving begins on Monday Sept. 30th. Though vehicles will stage early, they will not begin paving until the school busses are out. Driveways on Portugal Drive and East Potomac till be “edged” on Saturday but it will not affect your use of your driveway. This year we will be paving ALL of Portugal Drive, Vessel Drive, East Potomac Drive and Aquia between Vessel and Richmond.

    • Peace Park – The new equipment is in at Peace Park (next to the office and preschool) and the park has been packed with little ones enjoying the upgrades. Thank you Parks Committee and Board!

    • Halloween Events – We will have Trunk-or-Treat on Oct 27th and Trick-or-Treat on Oct 31st. Next year we will be striving to have these both on the 31st to reduce foot traffic on our unforgiving roads, especially for our littles. Troop 121 will also be setting up a haunted trail at Lions Park. Be afraid. Be very afraid…
    HEC’s 6th annual Trunk N Treat!

    We need your help to make this a spooky event! You want to host a Trunk? We got space! Teens in need of volunteer hours? We got the hours! You have a pet that rocks a Halloween outfit? Send us the photo and let the judging begin (no pets will be judged at the actual event)! Got mad carving skills? Bring down your carved pumpkin and let people scream in horror at your pumpkin while they chose the best one (kids will have their own category)!

    How do you make this happen? You can message the HEC, send us an email at hec_trt@yahoo.com, or wait for the sign up genius to show up (once this genius has time!)

    When?! Sunday, October 27th, 2019 4:00-6:00 pm (trunks and volunteers arrive earlier) Place?! Lion’s Park

    • Oktoberfest – Saturday October 5th at Lions Park. This is huge event, second only to 4th of July. What a great time!
    WHERE - Lions Park 1200 Aquia Dr

    WHEN: Sat 10/5 3p-9p

    WHAT: Fun, Food, Fall, Music, Pumpkins, Games, Vendors, Neighbors

    BRING: Cash, bug spray, chairs boots or closed toe shoes if it rains the day of

    Annual Meeting – The annual meeting is Saturday October 19th from 10:30 to 12:00 at the Country Club. There will light refreshments, a chance to chat with the Board and meet the candidates, the announcement of the employee of the year, a review of this year’s highlights, we’ll hear from residents and we’ll all say a silent prayer for a QUORUM. Please mail in, drop off or bring your votes to the annual meeting and have a cup of coffee with your neighbors, the Board and Staff. PLEASE VOTE Ballots will be mailed Monday Sept 30th.
    Golf Course Fountain Pump
    – (V) Approved from Reserves for replacement


    Aquia Harbour 4-H Club (V) – approved to be a sanctioned AHPOA Organization


    Personnel Manual – Need to make a few more tweaks before the Board will consider it.


    Legal Compliance – The Committee has streamlined the process to encourage more timely compliance and the AHPOA is taking a more proactive roll in communicating with non-compliant residents and cleaning up eye sores when the resident (or bank) refuses to take action to clean up an untidy lot.


    Meeting adjourned 7:50 p.m.
     
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Discussion in 'Business Office' started by Patricia Harman, Sep 26, 2019.

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