BOARD WORK SESSION
November 28, 2018
Good evening Aquia Harbour. Here is the unofficial scoop from the Board Work Session / GM Notes so you will have an idea of what is on deck for the Board Meeting next week. Please let me know if you have any questions. Happy holiday season to all!
Welcome new Board Member Joseph Hoyt
Electronic Voting Presentation
Misc Items included – Lake of the Woods Embezzlement situation, repairs on the Gradeall, Traffic safety campaign, short terms storage, reclamite and striping, second lane, charger sold, 50 year anniversary April 2019, budget process update, staffing plan and all lawsuits dismissed.
2019 Board Members on Committee, Updated Collections Policy Resolution (V)
Updated Parks Reservation Policy (V) and Harbour Inn Form (V),
New roof and HVAC needed for the Country Club (V)
Welcome new Board Member Joseph Hoyt. Ms. Pross withdrew from the process, saving us a run off election.
Electronic Voting Presentation – Resident Caryn Souza gave a comprehensive presentation on electronic voting and made a recommendation on which company to go with. A lot of questions were asked, one of the Board members did quite a bit of research on his own and the consensus was that we move forward with a demo of the product and a quote. Its about half of what we currently spend. Thank you very much to Ms. Souza for her volunteer work along with resident Sean Bryla who did some early vetting of potential companies.
Lake of the Woods Embezzlement – LOW is experiencing an embezzlement involving their finance director. They were unable to discuss the details but we got the basic gist of how it happened and we are not exposed in this way. Still, we are planning on having a presentation of security products given to us by our bank BB&T.
The Gradeall is the $350,000 piece of equipment used most by our road crew. It is a good 15-years past its life span but Wes and crew keep giving it CPR. It needs some repairs that are going to be a little pricey but it sure isn’t going to be $350k. We’re going to fix rather than replace. Noone can get the years out of piece of equipment that our road crew can. They are phenomenal.
Traffic Safety Campaign – The Chief’s traffic safety campaign in is full swing targeting aggressive and reckless driving during peak times. Very positive results. Though many of the stops have been visitors, residents have taken a hit as well. Watch yourself.
Short Terms Storage – We really need another storage area but we don’t have the spot or the funds to build one so we are considering some out of the way common areas for things like short term RV & Boat storage behind the pine trees at the gravel lot on Washington near Aquia.
Reclamite – The asphalt preserver went down today. This was adopted by the Board in 2015. It’s been around for 40 years and should extend our pavement 5-7 years. It’s a whole lot cheaper than paving and preserving our newly paved roads will keep them in much better shape. For more info see http://www.tricorrefining.com/reclamite.php
Striping – The remainder of the striping will follow this week and next. Reflective yellow center lines will be refreshed on most main roads.
Second Lane – Additional County requirements have stalled this process but the contractor plans to have shovels in the ground on Monday. Some are worried that we have missed our window and want to be sure construction will not interfere with Christmas but for now the plan it is to finally git’r done.
Charger – The police charger was sold in a bidding war for a whopping $7k. That will get assigned back to the Reserves Fund. The Impala went up for sale this week (yea… probably no bidding war on that one!). The Impala was the CVO vehicle. We will not be replacing it. The GM and CVO will share a vehicle.
50 Year Anniversary April 2019 – Next year will be our 50th Community Anniversary. A 50 year logo recommended by staff was selected by consensus. Managers will be encouraged to build the 50-Year Anniversary into all events next year.
Budget Process – The Finance Committee is still hard at work on a challenging budget. Thank you to all of them for their great ideas and thoughtful, respectful discussion.
Staffing Plan – (V) The GM has requested that the Board approve a staffing plan for our existing staff. This will eliminate the addition of any Full or
Part-time employees without Board approval and will ensure that the budget is sufficiently funded to cover all approved positions.
Lawsuits dismissed – All litigation against the Harbour, staff or Board has been dismissed.
2019 Board Members on Committee – Directors volunteered and swapped to serve on the 2019 Calendar Year committees.
Updated Collections Policy Resolution (V) – The Collections policy was updated to reflect monthly billing and the new $25 late fee after the 10th of the month. This does not affect those who pay annually. If you pay by Click Pay make sure you pay by the 7th so it posts by the 10th.
Updated Parks Reservation and Harbour Inn Rental Contract (V) – New rules including “no offensive music” were added to the contracts. There was also discussion about a reduced weekday rate since the building sits empty most of the time during the week. Great idea! We’ll be noodling that.
New roof and HVAC needed for the Country Club (V) – We always try to stretch the life of everything around here but the leaks and HVAC repair costs are winning the battle at the Country Club. We need a new roof (8 years past its life) and need to replace the multiple HVAC systems (2 years past their life) immediately. If approved, this will be done with Reserve Funds.
LLC - A director discussed the Legal Compliance Committee and the changes that he hopes will be coming. The changes will be designed to fix the problems sooner (much sooner). The GM is working with other HOA’s and the attorney to make a recommendation to streamline this last resort process to get residents to fix what needs fixing per our covenants.
Meeting adjourned at 8:40p
And to all a good night!
Patricia Harman, AHGM
Welcome to the Aquia Harbour Property Owner's Association website. After you register, you may want to spend a bit of time reviewing the "tutorials" forum.
Feb. 27 - Regular board meeting 7 p.m. at the Country Club