White Sand Harbour Property Owners Association
Board Meeting Minutes
April 5, 2008

•	Call to Order – John Paul Jones
o	John Paul called the meeting to order at 9:36 a.m.
o	Attendees:  John Paul Jones, Sylvia Nolan, Bill Estell, Steve Duke, Walt Piotti, Jinny Estell, Ethel Carpou, Mike Zacharias, Bruce Craig, Preston Nuttall, Pat Nuttall, George Bilenki, Bob Ulses, Jim Claggett, Julia Trieber, Chris Crouch, Bill Franz

•	Property Owners’ Forum – John Paul Jones
o	No one present.

•	Secretary’s Report – Sylvia Nolan
o	Sylvia Nolan presented the March ’08 meeting minutes.  A motion was made & carried to accept the March ’08 minutes as presented.

•	Treasurer’s Report – Bill Estell
o	Bill Estell presented the current budget.  Bill reported that WSH has collected dues from all but 34 (out of 201) property owners.  Letters will go out with the 10% late fee on 4/16.  A motion was made & carried to accept the Treasurer’s report as presented.

•	Standing Committee Reports:
o	Architectural Control Committee – George Bilenki reported the following:
•	Lot 37 – Letter re: Lot 36A property line variance request to the Northumberland Building and Zoning Commission.  The county meeting took place and the variance request was denied.  Bill Estell, Jim Claggett, Paul Groover & Bob Ulses attended.
•	Lot 159 – Bill Estell, George Bilenki, Bob Ulses & Paul Groover attended the default hearing for the Lot 159.  The property owner must present an action plan to bring his property up to standards to the ACC by June 1.  WSH provided him with a list of local contractors.  WSH must approve his action plan by July 1.  The next hearing is July 22 where the property owner must show the court his compliance.  The property owner has until Oct. 15 to complete his action plan and has until Nov. 1 to pay all WSH court & lawyer costs.  Paul Groover, George Bilenki & the property owner met at the property owner’s home after the hearing and discussed solutions to the non-compliance items.  The meeting went well.
•	Lot 129 – (lot w/shed on Peninsula) a surveyor has staked the property site lines.
•	Lot 184 – Approved master suite & decking request.  Permit is in hand.
•	Lot 203 – Approved screen porch request.  Permit is in hand.
o	Archives & History Committee – Bruce Craig
•	Bruce reported that the Archives & History Committed will be meeting later today to discuss action plan.  Bruce is wrapping up the history for the first 10 years of WSH.
o	Audit Committee – Chris Crouch
•	Chris reported that the Audit Committee met on March 3 to audit the WSH records.  WHS passed with flying colors.  A motion made & carried to accept the Audit Committee’s report as presented.
o	By-laws & Review Committee – Bill Estell
•	Election process:
•	Proposed rules & regulations for elections – Bill Estell presented proposed rules & regulations for review and would like to get them approved at the May meeting so it can go out with the newsletter to the membership.  The By-law change will have to be approved by the membership at the annual meeting.
o	Item #4 – will change speaking session to “not to exceed” 2 minutes.
o	Need to clarify the process where someone who hasn’t been nominated by the nominating committee can express their desire to run:
•	We will include in the newsletter and on the website “instructions” as to who they need to contact along with a timeline.
o	Anyone who has requested to run prior to the membership letter being mailed will be included in the newsletter. 
o	The official ballot will include anyone who has expressed their interest in running PLUS a blank slot for write-in candidates that express their interest to run at the annual meeting.
o	Campground Committee – Mike Zacharias
•	Mike reported that the campground opened on April 1.
•	Mike’s suggested improvements for this year are:
•	Open up bath house Friday night and lock up Sunday night?
•	Leaves around bath house…would like to add a gravel path to the doors to cut down on cleaning maintenance ($275 cost).
•	Replace shower curtain, bath mats & rods.  Add door mats to front door.
•	Exterior maintenance (paint/scrap window ledges, etc.)
•	Would like to add a wash sink around the back for washing dishes, etc.  Estimated cost TBD.
•	Would like the Board to consider adding more gravel at entrance/driveway.  This item will be tabled for now; a decision will be made based on use this year.
•	A motion made & carried to give a $520 budget to the Campground Chair for improvements as he deems necessary.
o	Grounds Maintenance Committee – Jinny Estell
•	We will need to start maintenance possibly by the middle of the month.
•	All new trees from last year survived.
•	Walt will bring his Bobcat to move the sand for the beach clean up.
o	Property Maintenance Committee – Steve Trieber
•	Julia Trieber presented information on adding carp to Lowe’s Pond to control the grass (sterile carp were added in 2002 for this purpose and was very successful):
•	In 2002, a group out of Richmond supplied the fish (Jinny Estell will get contact information to Steve Trieber).
•	There is a group out of Fairfax, VA that range from $12 to $15 per fish.
•	We need to find out how many fish are necessary for a pond of our size.
•	Julia noted that the supplier must be state approved. 
•	The fish will need to be stocked by end of May/early June.  Can’t be supplied when it is hot.
•	It is requested to add gravel on the path in front of the pond bridge – cost TBD
•	It is requested to replace the pond bridge materials:
•	Estimated cost
o	TREX - approx. $2k
o	Generic Composite Material - approx. $1600
o	Treated wood - TBD
o	Security Committee – Jim Claggett
•	1st violation for 2008 has been issued!
o	Social Committee – Pat Nuttall
•	Beach clean up – notices going out April 19 & 20.  Beach clean up is May 10; Rain date is follow-in weekend.
•	Memorial Day Beach Party is May 24.
•	Pat looked at Festival Hall for Annual Meeting.  It’s large enough (can seat up to 200), it is available on Oct 4 (we would need to change the Annual Meeting date).  Cost is $400 (11am to midnight).  We could use this building as back-up for the annual meeting too if it rains.
o	Website Committee – Bill Franz
•	Bill reported that he is setting up group e-mail’s as follows:
•	Board@whitesandharbour.org
•	Chairs@whitesandharbour.org 
•	The website committee is still considering a partitioned website that includes a password protected section for the membership to use.  The partitioned site will be tabled until we decided what we want.
•	The website committee recommends bringing back the bulletin board and the lost & found; however, all items being posted must be approved by the webmaster.  A disclaimer similar to “Submissions will be monitored and inappropriate content will be removed by the webmaster will be added to the website.
•	Will set up a tool to verify that the posting party is a member of WSH.  This could be done by requiring a lot #.
•	Bill presented a proposed “Basic standards and requirements for rules of conduct”.

•	Old Business:
o	Update of the Virginia Marine Resources Commission Violation Inquiry
•	Bill Estell reported that WSH presented our case and we won!  We received the permit for what we have already done; there will be not civil penalties; we received the permit for what we want to do.  If we need to replace future boxes, we will have to submit an amendment to our original permit.
•	The new boxes have been ordered and should be ready for delivery by the end of April.  Eight hexagonal boxes to replace the broken boxes!’
•	The project must be done by June 1 (tiger beetle mating season June 1 to September 15!).  We hope to have it done before the beach party.
•	Bill will check to see if, while the contractors are here, if they can move the sand around at the beach.
o	Boat Trailer Storage
•	George Bilenki reported that he is in the planning stages of this request.  He will present plan at the next Board meeting.
o	Sand/Snow fence at beach
•	Approved
o	Northern Neck Wireless:
•	Bill Estell reported that NNW did a site survey; the primary tower location is at the well lot; the 2nd relay tower would be at the end of Fleet Rd. (by picnic area).
•	Bill proposed that WSH buy the pole ($1,000); that way it would be covered under the community umbrella liability insurance.
•	A motion was made & carried for WSH to purchase the pole; non-Association members will be requested to pay a $50.00 one-time connection fee. To offset the cost of the tower to WSH.

•	New Business:
o	Executive Committee:
•	Closed Personnel Session

•	Meeting adjourned at 11:35 a.m.  Next Meeting:  9:00 a.m., May 10, 2008.  Location:  Jim & Jean Claggett’s home, “Hawk’s Nest”, 68 Fleet Road.