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GM Notes Regular Board Meeting 12-6-17

Discussion in 'GM Report' started by Patricia Harman, Dec 7, 2017.

  1. Patricia Harman

    Patricia Harman General Manager

    Board Meeting
    GM Notes
    Dec. 6, 2017

    Open 30 – A resident encouraged the Board of Directors to attend the last Finance Committee meeting on Mon 12/11 if they could.

    Legislative Report – Jack Cavalier wished everyone a Merry Christmas and new Stafford Director (Aquia) Cindy Shelton contacted the GM and will be meeting with her soon.

    Directors Comments – Thank you to all who attended the Town Hall, Jack Cavalier and Paul Milde were thanked for getting the stop sign replaced in the Town Center, Christmas lights on the bridge look great, thank you to the Finance Committee.

    Fish and Game Committee Report – The committee had long discussion and answered a myriad of questions for the Board about how the hunting season is going, safety, bow range qualifications, resident notification etc. Jack Cavalier also mentioned that a new law expands bow hunting in Stafford County. Residents interested in bow or duck hunting can contact John Reinboldt of the Fish and Game Committee John.Reinboldt@hilti.com. Hunting season continues until January.

    Treasurers Report – Reviewed deposits which are up $361k from last month (quarterly dues). We have $304k more than 90 days past due. 54 accounts are in the hands of the attorneys and we have 49 payment plans set up.

    GM Report
    • The new benches are in at Briarpatch Park and look great.
    • Access to Business Records of Aquia Harbour – A review of the mandates under 13.1-801 The Non-Stock Corporation Act regarding the release of records. The Board reviewed the form that the Business Office intends to use to insure compliance and consistency.
    • Update on the Budget Process – The Finance Committee has one more meeting on 12/11 at the Business Office conference room 6:30p.
    • Update on ATC/Mosaic – Regular updates from Mosaic to the GM indicate they are still actively working to secure an anchor and restart construction. We asked again that the construction signs be removed, that they address the left turn problem from ATC to Washington Drive and the need for evergreen shrubs to screen the area between Washington and the ATC.
    • Town Hall was well attended and their was a great discussion that will impact the 5-Year-Plan.
    • Update on RFID Front/Back – Readers are still not reading at 100% at the front gate. Contractor is being pressured to light this candle. The permit process is underway with VDOT for the back gate and we expect to hear back sometime in December. We continue to ask residents to keep back gate chatter off of social media as it agitates our Widewater neighbors and complicates the process for us and for VDOT. The permit is for a 30-day period of data collection. Residents can sign up for back gate notifications at https://signup.ymlp.com/xgejjwqygmguu.
    • Health Care Resolution Draft – A proposal to address many different approaches to keeping our health care cost under control to include graduated coverage, a reduction in the amount covered by the HOA over time, an opt out program and an evaluation on a new broker.
    • Insurance Summary – All policies are under review to make sure we have the right amount of coverage for the best price policy. The various policies were presented to the Board. Our closest comparison HOA Lake of the Woods pays $313k on annual premiums compared to our $98K though our coverage is compatible. (LOW has twice the employees and vehicles and higher dues).
    • GM is also working on a preferred vendors list, AH Business List, Executive Summary,
    Paving After Action Report.

    Committee Appointments for 2018 (V) – Vote Passed
    ACC- Dan Adams, Chip Collins, Alexis Harvey - Chris Greene (Alternate)
    Beautification – Jane Gill, Chip Collins, Chris Greene, Bea Klapak, George White, Phyllis Filoso
    Bylaws – Chris Greene, Katie Kitzmiller, Luis Lebron, Donna Martinelli, Lew Bunch
    Community Events – Brenda Lay, Bud Blankenship, Deb Calwell, Sam Edelman, Tammy Lebron, Julie Regan, George White
    Fish & Game – John Reinbolt, Martin Sprick, Steven Engleman, Jeff Etheridge, Matt Francis, Carlton Hensley, Jason Herman, Bob Hunt, James Mark Jennings, Dana Jones, Robert McManus, Patrick O’Brien. Alternates: Gregg Kraus, Danny Christiansen, Michelle Phuong, Andrew Estruch, SZachary Germershausen. Dayle Boyle.
    Golf – Bud Blankenship, Steven Holder, Scott Marshall, Frank Martinelli.
    Marina – Dan Adams, Brian Bastien, Shawn Desmond, Chris Greene, Curt Johnson, Glen Sirbaugh, Jack Spath.
    Parks & Recreation – Robyn Adkins, Erin Haberkost, Bridgette Jones, Steve Holder, Chip Collins, Paula Philyaw, Erin Sever, Kristen Stringer, Amber Williams. Alternates: Brenda Lay, Tara Norton.
    Public Safety – Dusty Kitzmiller, David Humphrey, Katie Kitzmiller, Pablo Mitchell, Deb Caldwell, Jasper Cummings, Chris Greene, Dave Snell, Lew Bunch.

    WOW! That's a lot of volunteers! Thanks everybody!

    2018 Calendar (V) – Passed.

    Dredging Funding (V) – Passed. $50k from CD, $57k from operating and $43k from bond return to save for future dredging.

    Upcoming Dates of Interest…
    12/9 Holiday Market w/petting zoo Harbour Inn 9a-2p Saturday
    12/9 Tree Lighting & Caroling Business Office 630p-830p Saturday (carpool if you can and bring chairs, warm coats and flashlights)
    12/11 Finance Committee Meeting Business Office Conf Room 6:30p
    12/24 Motorcycle Santa and his elves will ride.
    12/25 Mon Trash pick up moved to Tue & Wed. Merry Christmas!
    JAN 2018 Quarterly dues due and draft budget will be released for review by residents

    Attached Files:

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