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  3. Feb. 26 - Regular Board Meeting at the Country Club 7 p.m.

GM Notes Regular Board Meeting 9-27-17

Discussion in 'GM Report' started by Patricia Harman, Sep 27, 2017.

  1. Patricia Harman

    Patricia Harman General Manager

    GM Notes
    Patricia Harman
    Regular Board Meeting
    September 27, 2017
    7:00pm – 8:10pm

    Open 30 – One resident spoke about the need for a generator at the Country Club and one spoke about the importance of road repair and maintenance and admonished the Board, previous Boards and the GM for not getting to it sooner.

    Legislative – Jack Cavalier and Bob Thomas, Stafford County Board Supervisors were in attendance. News was provided that a temporary light is being requested by VDOT for Rt. 1 & Telegraph at the Crucifix where there have been 22 accidents in the last year.

    Directors Comments – Directors spoke on; The need to look forward rather than assess blame on past Boards who did they best they could at the time. Thank you to Bob Thomas and Jack Cavalier for attending the meeting. Clarified that while he would like to see the golf course find more affordable ways to rebuild greens he has no desire to close the golf course - ever (regarding his comments at the work session). The roads are being addressed and road solutions have been under review and research for well over the last 7 years. Spoke of the progress of the 2022 Strategic Planning Committee whose mantra is “Fix what you have. Build what you need. Plan for what you want.”

    Treasurers Report – Account balances read, Recycle funds over $40k (thank you recyclers), $350k in unpaid dues – of that 35 liens / 20 judgements-garnishments / 15 payment plans / 54 with attorneys for action.

    GM Report

    Budget update – FY19 (April 1, 2018 – March 30, 2019) is underway. Managers have submitted budgets and staff is preparing the first draft. The Finance Committee will be appointed by the new Board following the election.

    Strategic Planning Committee – The 2022 Committee is creating a 5-Year vision and a long term financial strategy for the Board’s consideration. A draft of the plan is expected to be ready by the annual meeting.

    Oktoberfest – This Saturday Sept. 30th 3-9 Lions Park

    Annual Meeting – Saturday October 14th 10:30 – 12:00 noon Country Club Restaurant

    Harbour Inn Upgrades – The Harbour Inn is shaping up nicely with a new roof, new floors, fresh paint, new lights and lighter window treatments. Next up is shingles, shutters, doors and windows. Outside painting to be included in the FY19 budget for consideration.

    Update on Spoils Removal – All spoils (dirt/sand) have been removed from the Harbour. All that is left is grading and hydro-seeding the area.

    2017 Paving Update – Paving begins next week and will include repairs in multiple locations and milling and paving on Harpoon, Cape Cod, Pinta and Washington. Notice will go out to the community; morning rush hour will be avoided and there will be no paving operations of any kind on Halloween.

    Northstar Implementation Schedule – The calendar for the new financial/website software training and implementation which began Sept 11,2017 and will conclude Feb 8, 2018.

    National Night Out 2018 – Planners are looking forward to hosting a National Night Out Against Crime Party in the Harbour next year. August 2018.

    Reserves study 2009 – Since the 2014 Reserve Study is less than useful, a combination of the 2009 and 2014 are being used to assess reserve (replacement) needs. A new study will be requested in FY19 on the planned 5 year cycle.

    2200 Block Aquia Update – Two months of measurements have shown no movement. Four more months of monitoring before we get a recommendation from our contractor. 2016 Engineering Study reviewed by retired COE Civil Engineer and resident who concurs based on the data that the situation is not imminent.

    RFID Going Live – Back gate operational 9/22/17 with limited access and egress and Front Gate going live 10/1/17.


    (V) Affirmation of telephonic votes (paving & late fee issue) APPROVED

    (V) Aquia Harbour Fish & Game Committee Bow Hunting Proposal - with a stipulation that the committee open/advertise so that all interested residents at least get an opportunity to participate. APPROVED

    (V) Community Garden Request for up to $2,600 for a solar well for the garden. APPROVED

    (V) Construction Manual Change. Wooden front yard fences must be horizontal (ranch Style). This will not affect rod iron type fences or existing vertical wooden board picket fences. APPROVED

    (V) 5 Year Paving Contract to bring roads out of pavement failure. Contract awarded to Gator Paving. Stipulations: Satisfaction with pending paving project. Fixed pricing with the exception of asphalt which will have a 2% cap. APPROVED

    Fundraising Protocol – The GM was tasked to create and administer a fundraising policy at her discretion.

    (V) Change Oct Regular Board Meeting to Nov 8 and plan for a special meeting following the Election to swear in new Board Members. APPROVED

    Parks & Rec Funding – Because of the cost of the roads the parks budget and playground replacement plan may not be fully funded and the Parks Committee is encouraged to come up with fundraisers and alternative funding sources.

    Executive Session – 8:20 – 9:10 Numerous member requests discussed. Voting followed in open session. Several approved, several denied.

    (V) Engineering study for Front Gate and extension of incoming visitor lane. APPROVED

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

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