GM Notes Regular Board Meeting 10-28-20

AHPOA Board Meeting
October 28, 2020 7pm
GM Notes

LEGISLATIVE UPDATE – Congressman Rob Wittman joined the Board remotely to provide a legislative update he was originally scheduled to provide in March (that meeting was cancelled). He provided information on the COVID Relief Program indicating whenever they are able to get it passed, he expects it to include PPE, schools and local assistance and be retroactive to Aug 18th. He discussed the Great American Outdoors Act that just passed, and the American Conservation Enhancement Act. He also discussed the long bridge expansion over the Potomac to expand VRE service, the hot lane expansion to Rt. 3 and eventually to Spotsylvania and the FCC’s auctioning of blocks related to broad band for areas meeting certain deficiency criteria.
THANK YOU – Thank you so much to the holders of election Lew Bunch & Deb Caldwell as well as the vote counters and the Nominating Committee.

NEW BOARD – New Board Directors were sworn in and officers were elected. President – Jack Cavalier, 1st Vice President Keith Eden, 2nd Vice President Jim Camic, Treasurer – Chip Collins. Directors at large, Katie Kitzmiller, Alexis Harvey & Shawn Desmond. Your new Board!

TREASURER’S REPORT – $5,009,000 on deposit.

DIRECTORS COMMENTS Included thanks to departing Directors Chris Greene and Steve Holder and welcome to Directors Jack Cavalier and Keith Eden. Thank you to the residents for voting and thank you to Directors Kitzmiller and Alexis Harvey for their leadership over the past 3 years. Thank you to staff and appreciation for all of the board candidates.

GM REPORT

• Congratulations and thank you to The Morrison Family 2012 Aquia Drive on being selected Showcase House of the Month.

• Looked into road reflectors imbedded in the pavement. One mile would be $6,700. Will continue to price them.

• Our striping contractor of three years (new foreman) made a mess of our roads. They spent last night cleaning it up and I am dealing with someone up the chain to find out how a spotless service record went so wrong and what they are going to do to correct the situation before they come back to finish the job. They won’t be paid until we are satisfied.

• Bridle Path – Brentsmill declined our request to cross part of their property to access the path.

• Path Extension – Road and Grounds is going to take on the task of connecting the golf course to the path at Aquia Park later this year. It will be a crushed gravel or mulch path but it will create six miles of walking trail/path from the golf course to Government Island.

BOARD BUSINESS

Riprap – The riprap (shoreline rock) was approved for Schnopp Park. Any waterfront/back resident in need of shoreline stabilization is welcome to contact the contractor who has agreed to waive his mobilization fee if he can set up the work for the same time as the Schnopp Park project. Robin DeBernard siteworkpres@gmail.com

Dredging Brief – The Dredging Brief was approved for targeted distribution. Any resident interested can get a copy by emailing the GM at gm@aquiaharbour.org. The purpose of the brief is to educate, inform and get local, state, FEMA funding assistance related our dredging issues.

Board Calendar – The 2021 Board Calendar was approved. Work Sessions the 3rd Wed. Board Meetings the 4th Wed. July and November – breaks.

Committee Assignments – The Finance Committee was approved, thank you to these six volunteers and Directors volunteered to fill committee Board assignments.

Telephonic Vote – The Board affirmed that by a telephonic vote conducted on September 28, 2020, the board unanimously approved the voting instructions as presented.

Patricia S. Harman, CMCA
General Manager
Aquia Harbour POA
1221 Washington Drive
Stafford, Va. 22554
O) 540-659-3050
D) 540-699-6683
C) 703-407-6106
gm@aquiaharbour.org
aquiaharbour.org

Tropical System Zeta

The following is a briefing from the National Weather Service Baltimore/Washington as of 5:00 AM Wednesday, October 28th, 2020:

Threat: Moderate to heavy rain from the remnants of Tropical Cyclone Zeta and Low Pressure. Gale Warnings Possible for parts of the waters. A Freeze is possible Friday night into Saturday morning.

Location: Entire forecast area.

Timing: Thursday into Friday for the flood threat and possible Gale Warnings, October 29th and 30th. Friday night into early Saturday for the possible Freeze (October 30th and 31st).

Overview and Impacts:
· A boundary will remain stalled over our area Thursday into early Friday. The remnants of Zeta will track along the boundary, impacting our area Thursday and another low will pass through our area Thursday night into early Friday.

· Moderate to locally heavy rain is expected during this time. The best chance for the heaviest rain will be Thursday.

· Most likely rainfall amounts will be around 2 to 3 inches, with locally higher amounts around 4 to 5 inches possible.

· Scattered instances of flooding are possible, but confidence remains low due to recently dry conditions.

· Gale Warnings are possible for parts of the waters later Thursday through Friday.

· Temperatures may drop below freezing Friday night into early Saturday morning, especially areas west of Interstate 95.

State of the Harbour 10-27-20

State of the Harbour 10-27-20

TIME CHANGE – This Sunday Nov 1st 2am. Clocks back one hour. More sleep, less daylight. Also, a good time to check those smoke detectors and change out the batteries.

COVID19 IMPACT – Our venues are still closed for rental and our Business Office remains closed with all services available remotely (See the November Harbour View for more on this). Board Meetings are hybrid electronic / in person. Committees meeting remotely and/or in person. ACC meets weekly. LCC monthly. https://aquiaharbour.org/wp-content/uploads/2020/05/Application-for-Construction-Approval-form-Revised-2015.pdf

HURRICANE ZETA – The remnant low of Hurricane Zeta is expected to move through our area on Thursday 10/29 and could potentially dump 2’-4” of rain and produce high winds. Barn Meeting has been rescheduled. https://www.wusa9.com/article/weather/hurricane/tropical-storm-zeta-has-formed-gulf-states-watching/65-8d1983d3-0227-4b35-b39f-2a54a679376b

CLUBHOUSE RESTAURANT – George and Teresa sure do have a lot of fun stuff coming up. Pumpkin Carving Contest, kids eat free in costume and Fright Bites. Check it out! https://clubhouseataquiaharbour.net/events-specials/

HALLOWEEN – Trunk or Treat 10/31 2-5 Harbour Inn. Trick or Treat 6-9, turn porch light OFF if not participating. COVID19 mitigation strategies strongly recommended. https://www.fun365.orientaltrading.com/article/safe-trick-or-treating-ideas

GM NOTES – GM Notes from the Work Session have been sent to the Resident Email List and are posted on our website. Aquiaharbour.org

NEW BOARD OF DIRECTORS: Your newly elected Directors are Mr. Jack Cavalier, Mr. Chip Collins and Mr. Keith Eden. They will join sitting Directors Katie Kitzmiller, Alexis Harvey, Shawn Desmond and Jim Camic. Thanks to all for your participation in this important process.

BACK GATE – We are having two issues with the back gate… GPS systems are still routing your guests and delivery people to the BACK gate instead of the front gate. Please give visitors and vendors the front gate address FIRST 1001 Washington Drive. Then they can program in your address. We continue to work with Google and WAZE to mark the back gate as a private entrance.

FALL VIDEO https://www.youtube.com/watch?v=Pk3VJJHdsok If you haven’t seen the AH Fall Video our residents sure have gone out of their way with the Halloween decorations this year. Fun! If your decorations didn’t make the video and you’d like them added, send your JPG to Gm@aquiaharbour.org. I’ll be updating the video at the end of the week.

RFID – The primary issue, is the first generation of 9000 decals, which were clear, had a relatively low read percentage. We upgraded to the white-strip decals and now we are closer to where we need to be but that still isn’t high enough for full time use without creating traffic-havoc. (Yes, we do have reimbursement deal from the contractor). We issue ONLY white-strip decals now and are trading out the clear ones that don’t work at no cost and eventually our reads will get to the much-ballyhooed % we need. The arm was researched, recommended and installed with a plan for nighttime arm use and daytime light reads. We were told early on that 5,000 incoming cars a day and 25mph were too high for the arm to be used full time, but we do think eventually we will get to a point where we can regularly use the arm for periodic daytime use and decal enforcement. Resident Decal https://aquiaharbour.org/resources/community-access/ Friends and Family Decal Application https://aquiaharbour.org/resources/forms-applications/#toggle-id-1

LEAVES – Tis the season. In the coming 6 to 8 weeks, you will be expected to clean up the leaves in your ditch and yard. https://aquiaharbour.org/resources/cvo-list/ There are two companies offering deals to Aquia Harbour residents this year. Southern Wind 641-223-1477 cameranhuett@gmail.com and Keyes Landscaping 540-424-7330 travis.keyes10@gmail.com both offering $90 Aquia Harbour specials. You, rake your leaves to the bottom of the driveway. They come suck them up with a leaf sucker-upper! Give them a call and get on the schedule! On the last two Mondays in November and every Monday in December, County Waste will collect all leaves put out by residents. Leaves must either be in a County Waste provided yard waste container or be in bags. Bags should not weigh more than 35 pounds each.

Happy FALL Aquia Harbour! A pumpkin upon you!

Patricia Harman, AHGM
gm@aquiaharbour.org
703-407-6106

GM Notes Work Session 10-21-20

AHPOA Board Work Session
October 21, 2020 7pm
GM Notes

GM Report
Annual Meeting & Elections – Thank you to all five candidates. We welcome Jack Cavalier and Keith Eden to the Board and Chip Collins back to the Board! There were 545 votes cast, 40% of those were cast electronically. No glitches. Thank you residents!

Employee of the Year – Congratulation to AHPOA Employee of the Year Arnie Schwartz, Front Gate.

Showcase House of the Month – Thank you Morrison Family 2012 Aquia Drive aka: The Roses Lady. We appreciate your beautiful yard year-round.

Dinner Under the Stars – This outdoor dinner at the Country was a big hit. Thank you George, Teresa and staff for continually coming up with ways to stay safely engaged during this pandemic.

Dog Park – The fence repair is complete at the Dog Park located behind the paddocks across from the barn at 1200 Aquia Drive.

Golf Cart Policy – After discussion and review of input from many residents raising safety issues, the Board determined not to advance this item to the agenda next week. The golf cart policy will remain as is – to and from the golf course only. Thank you, residents for your input.

Stables – The concreting of the center aisle has been completed and looks great.

Paving – Paving is complete and the remainder of the striping will be done the week of 10/26.

Regular Board Meeting & Board Training – A Saturday Board Training session will be researched and set up for a Saturday in November. The October 28th Board Meeting will be hybrid. Additional mics will be set up for better comms for those joining us electronically.

Halloween – CDC guidelines recommend passing on “traditional” Halloween fun this year. The HEC is hosting their trunk-or-treat but modifications have been made to address COVID19 risks. Halloween is a calendar event not an AHPOA event. Trick or treaters are usually out and about between 6p-9p. If you decide to participate in trick or treat we recommend following mitigation guidelines https://www.fun365.orientaltrading.com/article/safe-trick-or-treating-ideas. If you don’t plan to participate, please leave your porch light off until after 9pm.

Riprap – Schnopp Park Our shoreline is collapsing at the Schnopp Park fishing park across from Briarpatch. We anticipated this cost after a meeting with DCR last year so we budgeted for it. The contractor has also agreed to waive his mobilization fee for any resident in need of shoreline stabilization so long as it can be done in tandem with the Schnopp Park project. Those interested should contact siteworkpres@gmail.com.

Lusitania 3-way to 2-way Stop – The intersection of Lusitania and Aquia has been changed from a 3-way stop to a 2-way stop following a resident recommendation and a concurrence by staff. We didn’t do a very good job of getting the word out ahead of time. Sorry about that.

Fall Prep List – Fall action lists are underway and include winterizing buildings, leaf pick up, powerwashing street signs, playground hardware inspection (Briarpatch Swing fixed) & powerwash, mulch replenishment, pruning, pool covering, holiday decorations and trim and mow the shoulders. There are two leave pick up companies offering deals to Aquia Harbour residents this year. Southern Wind 641-223-1477 cameranhuett@gmail.com and Keyes Landscaping 540-424-7330 travis.keyes10@gmail.com both offering $90 Aquia Harbour specials. You rake your leaves to the bottom of the driveway. They come suck them up with a leaf sucker-upper!

Barn Meeting 10-29-20 @ Stables @7:00 Open to tenants, Directors and staff we will be discussing FY22 Budget, winterizing and Reserve improvements. Bring a chair!

OSHA Certification – John Frank is now our newly certified OSHA dude. That guy wears a lot of hats! Thank you John.

Walking Path Extension – The estimate to create a paved trail connecting Aquia Park to the golf course was $90K. (insert buzzer here) The idea was to create 6 miles of pave and path from the golf course cart path loop to the Government Island trail for residents to use instead of our busy roads. It’s a good idea and we’re going to stick with it and see what we can get done with the considerably smaller line item we set aside for this. ($15k)

Bridle Path – The first survey was too expensive, the other two surveyors were not responsive. Still trying to find someone to survey Phase III. Brentsmill was asked for a small access to connect the parking area to Bosun Cove. They called this morning and declined our request.
Board Items

Congressman Wittman – Congressman Wittman will be our guest for the legislative update portion of the meeting next week. He will be joining us electronically. Every year, the Board generates a letter of congratulations/introduction to the representatives of our district (local/state/fed). Included in the letter is an open invitation to come to a meeting and provide a legislative update. His office contacted us in

January to attend the April meeting, but then COVID hit. Now that we are back to hybrid meetings he is going to provide the legislative update expected in April.

Board Meeting Calendar (V) – The Board will vote on their 2021 calendar.

Replacement of Director(s) on Committees – (V) New Director committee assignments.

Finance Committee Appointments – (V) Finance Committee appointments. We still need one more volunteer. Please email Kshaw@aquiaharbour.org with a short paragraph about yourself. Its about 6 evening meetings between Nov 1 – Dec 10th.

Marina Committee Request for Restrooms Remodeling & Improvement – The GM will start to gather bids for the remodel or complete replacement of the Marina bathrooms. This is a Reserve item that first appeared on the Reserve list in 2017.

Meeting adjourned 7:58

Patricia Harman, AHGM
GM@aquiaharbour.org
703-407-6106

AHPOA 2020 Election Results

Total number of votes eligible to be cast           2,226

Quorum                                                                       445

Total number of valid votes cast                            545

 

Jack Cavalier……………… 367

Chip Collins………………. 361

Keith Eden……………….. 325

Jimmy Reeve……………. 178

Jaxon Sheriff-Parker…. 244

 

Thank you to all of the candidates for running and congratulations to Jack, Chip and Keith on their election to the 2020 – 2023 Board.

Thank you to our outgoing directors Chris Greene and Steve Holder for their years of service and dedication to this community.