BOARD WORK SESSION AGENDA
October 17, 2018 – 7:00 p.m.
WE NEED YOUR BALLOT!!!
Neighborhood Activity – Thank to the Harbour Events Committee, The Evening Lions, Host Lions, Clubhouse Restaurant, Womens Club and a host of other voluteers for a wonderful Oktoberfest event. The Basketball hoop at Friendship Park has been lowered to regulation 10’. It was installed at over 11’ and has needed to be fixed for 2 years. Done!
Employee of the Year – Congratulations to Bryant Blackburn, our CVO. Though we have many many employees who rise to this level each and every year Bryant was selected because he does a particularly unpopular job with grace, kindness and a wonderful attitude and work ethic. Well done Bryant!
Community Associations – 3 components of Community Associations. There are 3 compenents of community associations according the Community Management Institute. 1) Mandatory Membership 2) Mutually Binding Documents and 3) Lein-Based Assessments. Some get very passionate about whether we are a POA or an HOA. We are a Community Association. We meet the three components.
Budget & Election Process Underway – The FY20 Budget process for the budget that begins April 1, 2019 is just about ready for the Finance Committee review. Thank you to those who volunteered. Appointments will take place at the Oct. 24th Board Meeting.
Salary Study – A salary scale and study was just completed by the GM with data supplied by our HR contractor ADP. It reflects that most employee salaries between 25%-50% annual market rate based on job description. The 3 above 50% are employees of 30 years or more who salary bases have expanded with annual COLA’s. Because of our location on the map and our small size 50% is a good target so we are in pretty good shape but will need to keep our employee benefits in place and address cost of living adjustments periodically, to continue to retain our good employees.
Front Gate Arm (V) – Two more steps left in resecuring the front gate. The contruction on the second lane should be starting in the next 3 weeks. Following that a hydraulic arm, if approved, will allow residents with decals in on the resident side after 10pm and maybe used during the day to break some bad habits that have picked up over the course of the endeavor.
Dredging Planning Project (V) – A year long look at our planning has ended in an identified need to bring the state and county into the discussion of cost sharing and a need to keep closer tabs on how quickly our channels are silting in. A recommendation has been made to have our dredging contractor do an annual evaluation. The Directors are talking about starting with one year and then evaluatuing its value before committing to it annually. Dredging is a huge expense that costs residents about $100k per year. The involvement of the state and county and a better handle on how bad it gets and how fast could lower our costs.
Paving and Striping Update – The paving is done for the year and looks fantastic! Half of the striping has been done, the rest will be done after the reclamite sealing is done.. The reclamiting and striping of Harpoon, Pinta, Cape Cod and part of Washington will take place near the end of October (but not on Halloween).
Widewater Town Hall – Our neighbors held a Town Hall and invited me. Their issues were about the mass clearing of trees in Aquia Overlook and the large lumber tractor trailers and Pick-a-Part trucks that travers Decatur Road which is badly in need of upgrading. They were very nice about AH and the back gate and were appreciative that they have been able to pass through the neighborhood when storms have closed Decatur. It doesn’t happen often, but when it does, we are their only way out and they appreciate it.
Halloween – Trunk or Treat Sunday October 28th from 4-6pm. Those setting up/decorating cars for trunk or treat should set up between 3:30 and 4:00. Trick or Treat will be on Halloween night. Wednesday 6-9pm. Turn off your porch light if you aren’t participating. Please wear reflective clothing and drive extra slow Halloween night. Our little goblins will be everywhere.
Speeding & Aggressive Driving – A long discussion about aggressive driving and speeding after a resident talked about life on Harpoon Drive. The Police Chief Nate Thompson gave an indepth briefing about how speed complaints are tracked and addressed and presented an additional enforcement plan that would take it up a notch that was well received.
Letter of Direction for the Finance Committee (V) – In the past Board’s have provided written instructions to the committee to reduce conflict and clarify objectives. The Board is considering such a letter for the FY20 Finance Committee.
Appointment of Finance Committee (V) – 6 of 7 volunteers will be appointed to the Finance Committee by the Board at the regular meeting. 4 members and 2 alternates. Meetings begin in November.
Annual Meeting – The annual meeting is this Saturday – Country Club 10:30-12. We need your vote to make a quorum. You can turn it in at the office Thursday or Friday til 5:30p (we have blank ballots if you need one) or drop it in the drop box out located on the outside wall of the office or bring it to the annual meeting.
The annual meeting is to thank outgoing directors, conduct a year in review and talk about what residents want to talk about – good, bad or otherwise so come out and have some coffee with your neighbors and turn in your ballot.
2019 Board Calendar (V) – Adjustments made for 2019. It was decided that the Board would take off the month of July rather than do a “combined summer” meeting which creates too much time in between meetings. The number of meetings is the same, its just arranged differently.
Tax and Service Audit Contracts (V) – Its time to rebid our Auditor contract. The bids are in including the contractor we currently use.
Town Halls – The Board expressed a desure to have more Town Halls so they could have a more active dialog with residents. The few we have had have been very well attended.
Stables – A director asked about the overlap of managers. The stable manager position is job shared and the overlap is to do the hand off.
Holders of Election – Swearing at at annual meeting. Because the Board President is on the ballot, Director Collins will handle the swearing in of the holders of election.
Meeting adjoured at 8:55pm
October 20th ANNUAL MEETING Country Club 10:30am – 5:00pm
October 24th Regular Board Meeting Country Club 7:00pm
October 27th Trash Compactor Truck Aquia Park 2100 block Aquia 8a-4p No hazardous waste, tires, liquid or contractor waste. Residents only.
October 28th Trunk or Treat 4-6p. Lions Park 1200 Aquia Wear your costumes, bring your candy bags and if you want to decorate a car and give out candy contact HEC_TRT@yahoo.com and you need to be set up by 3:45p. Can't wait to see your costumes!!
October 31st Halloween! Trick or Treat 6-9p Harbour wide.
November No Board Meeting
November 22nd Happy Thanksgiving Residents!
Patricia S. Harman, CMCA
Aquia Harbour POA
1221 Washington Drive
Stafford, Va. 22554
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July 3 - The business office will close at 1:00 p.m.
July 4 - The business office will be closed.