White Sand Harbour Property Owners Association
Board Meeting Minutes
June 7, 2008

•	Call to Order – John Paul Jones
o	John Paul called the meeting to order at 9:37 a.m. (delay due to Soc. Chair.)
o	Attendees:  John Paul Jones, Julia Trieber, Bob Ulses, Jim Claggett , Bruce Craig, Ethel Carpou, Chris Crouch, Pat Nuttall, Preston Nuttall, Steve Duke, Walt Piotti, Bill Estell, Jinny Estell, Mike Zacharias.  
o	John Paul mentioned that our annual audit of the WSH financial records indicate everything is in perfect order.  The Treasurer’s record keeping was found to be impeccable.  

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

•	Secretary’s Report – Sylvia Nolan 
o	Pat Nuttall presented for Sylvia Nolan the May ’08 Board Meeting Minutes.  A motion was made and carried to accept the May ’08 minutes.  

•	Treasurer’s Report – Bill Estell
o	Bill Estell presented the current budget.  He said there had been a number of expenses this past month due to the following:
•	The carp that were successfully launched in the pond.
•	The beach breakwater project – paid for and up to date.
•	Lillian Lumber – Money taken from Capital Assets for the bridge repair as well as gravel and dirt for the bridge path.
•	Bill explained that the checking account balances did not match because a check for $577.50 had been received for the dues of Lots 105,106 and 118 and would have required another page to be produced with a single line on the operating budget sheet. 
o	New property owners in WSH are Mr. and Mrs. Howard Mullens (Sandy and Missy) in the Minarczyk house on Holly Drive. They live in Elkton, VA. 
o	With the exception of the Beach Preservation Fund, which has been expended, we are in good shape.  
o	A motion was made and carried to accept the Treasurer’s report as presented.  

•	Standing Committee Reports:
o	Architectural Control Committee – George Bilenki
•	Bob Ulses reported the following for George:
•	Construction plans for a shed on Lot 133 were approved.
•	Construction plans for a Cedar Log home on Lot 129 were approved.
•	The ACC is still working with Mr. Wright, who has submitted an incomplete plan for fixing his house.  

o	Archives & History Committee – Bruce Craig 
•	Bruce reported that Mr. Lallis has given him information to include in the history of WSH.  
•	Bill Franz has information to present to the Board regarding the website.  Bruce suggested that in the absence of Bill, we postpone this topic until the July meeting, at which time there will be a long discussion.  

o	Bylaws Review Committee – Chris Crouch
•	Chris presented the following changes to the wording of the Election Rules & Regulations.    

•	Under paragraph 3 – “An individual who desires to serve on the Board should contact the Nominating Committee or the Board of Directors at one of their regularly scheduled meetings no later than 45 days before the Annual Meeting and shall request that they be considered for placement on the ballot to be presented to the membership.  
•	Under paragraph 4 – The Board recommended slate will be presented in the President’s letter announcing the Annual Meeting to the membership.  

•	A discussion took place regarding the slate of officers and directors.  It was stated that the board will not designate a slate of officers and directors as was done in the past.  The new procedure will show names of everyone who wishes to become an officer or director.  This will give everyone an equal opportunity to be elected.  Proxy votes were discussed.  A motion was made and seconded to approve the new procedure. The website will be updated immediately and a copy included in the President’s letter prior to the annual meeting.  It will also be included with the proposed changes to the Bylaws after they are accepted and distributed.   

o	Campground Committee – Mike Zacharias
•	Mike reported that leaves had been cleared from around the bathhouse and that gravel has been delivered to be distributed on paths around the building.   Some painting has been done as well.  That completes the campground renovations for this year.  

o	Grounds Maintenance Committee – Jinny Estell
•	Jinny reported that Mr. Carter cut the grass before Memorial Day and that there was much positive feedback from the public about the condition of our community.  
•	She stated that Bill Estell requested the V-Dot road crew not cut in WSH and they complied.  
•	Jinny has bought more grasses to put near the bulkhead at the beach.  Planting is being delayed due to the extreme heat.  

o	Property Maintenance Committee – Steve Trieber
•	Julia Trieber reported for Steve the following:
•	There is one railing to be replaced on the pond bridge.  
•	Preston Nuttall built a sturdy new bench for the bridge.  
•	Steve Trieber, Pat Nolan, Paul Groover and Bob Ulses built a bulkhead by the bridge to keep the carp in, as well as make it safer for people walking across the bridge.  
•	The Property Maintenance Committee plans to re-seal the swim platform in the pond later this summer.  
                          
•	Bob Ulses reported that forms were put in place by an early Sunday morning working party consisting of Paul Groover, John Paul Jones, Pat Nolan and his friend and fishing buddy Steve, Bruce Craig, Anthony Ball and Bill Estell.  Dirt and two layers of rock have been put down on the path leading toward the bridge by Bob and Paul Groover.  Thanks to Paul for using his equipment to do that.  The final layer of rock will be put on at a later date (possibly next week).  

o	Security Committee – Jim Claggett
•	Jim reported:
•	Four violation notices were issued during the Memorial Day weekend.
•	The Davis family from Lot # 75 will be having a birthday party for their granddaughter on the beach today from 1400-1700.  

o	Social Committee – Pat Nuttall
•	Pat reported that we had a great turnout for the beach party.  The final headcount was 168.  A notice was placed on the WSH Bulletin Board regarding the party.  She stated that the cost was well in excess of the previous two years due to the larger number of people, higher food costs, and the fact that in buying the food, it is always an estimate.  She requested that the Board decide whether they are O-K with the rising costs or if they prefer to charge people in the future.  
•	Preston Nuttall distributed a Beach Party Analysis Sheet showing the progressive increase in participation and the associated costs, as well as a break out between those who RSVP’d versus the “walk-ins” and adults versus children.  The total cost was approximately $650 for the beach party and beach clean-up cookout combined.  
•	Bill Estell suggested that we wait until the end of this year to see what the budget looks like before deciding whether to charge people next year.  Bill asked Preston to hold on to the analysis sheet because it has good information.  He also suggested that the Board consider charging more for the Annual Dinner to defray some of the cost, especially considering that Willaby’s (our caterer) will probably be forced to raise their prices due to the higher cost of food and that their prices did not increase at all for a few years and only minimally last year.  
•	Everyone agreed that the beach party is a good way for people to come together as a community and that in order to provide such activities, there will be a cost associated with them.  
•	Mike Zacharias volunteered to bring his sound equipment to next year’s beach party.  

o	Website Committee – Bill Franz
•	Bruce Craig reported for Bill Franz that 37 WSH homeowners are using the website.  
•	Bruce asked that the Board and committee chairs review and make recommendations regarding the “Basic standards and requirements for rules of conduct”.  

•	Old Business:
o	Beach breakwater boxes status:
•	Bill Estell reported the breakwater project is “Done and paid for”.  

o	Northern Neck Wireless:
•	Bill Estell reported that he is through trying to work with Northern Neck Wireless.  He is now working with Kaballero.  

o	Mob Neck Road Improvement:
•	Jinny Estell reported VDOT’s  new budget begins July 1st.  She will be attending the next Board of Supervisors’ meeting on July 12th to try and determine when the Mob Neck Road project might start.  

o	Bob Ulses requested that all information for the annual packet to be sent to the membership be given to him by the September board meeting (Sept. 6th) in order to allow the two weeks required for its preparation before the annual meeting on Oct. 4th.   John Paul stated he would have the President’s letter ready at that time.  

o	A discussion took place regarding the Nominating Committee.  John Paul said he will make his selections by the July meeting.  

•	New Business:
o	Ethel Carpou stated her Yard Sale will be June 14-15th.  

•	 Meeting was adjourned at 10:37 a.m.  Next Meeting:   9:30 a.m., July 5, 2008.  Location:  Steve Duke’s home.