HVMI Annual Report July 2005 Through May 2006
Total Page：16
File Type：pdf, Size：1020Kb
HARBOUR VILLAGE MARINA, INC.
P.O. Box 993 Hampstead, North Carolina 28443
May 15, 2006
Fellow Slip Owners,
First, I would like to thank everyone that I have spoken with in the last several weeks for your questions and comments. Your input and support is greatly appreciated. In June 2005 we embarked on a new course for Harbour Village Marina, Incorporated (HVMI) as it was announced that the Smiths would be stepping down from the board and turning it’s management over to the membership in June of 2006. The membership elected a Board of Directors at the June 2005 annual meeting and assigned them with the duty to run the day-to-day business of the Marina. There has been a lot of work done by the Board of Directors to ensure that this transition occurs smoothly and in a seamless manner. The current board has voted to hold the number of directors to seven for now, but we will implement more committees that will involve more of the members-at-large. The present board consists of the following members:
Gene Smith – President, Joan Smith – Secretary/Treasurer, Rick Tunner – Lead Director, Ron Van Sickle, Rich Barnett, Franc Noel, Rich Moburg, John King and Ray Layne. Terri Noel serves as an ex-officio non-voting member and scribe for the board meetings. (Note: A ballot for a member to fill a June 2006 expiring Board of Director position is included in this mailing. The Board of Directors will elect new officers immediately following the annual meeting, per the HVMI By-Laws.) For details regarding the Directors, please refer to the annual report included in this mailing.
Harbour Village Marina is one of the premier Marinas in the area. This status is due largely in part to the tireless efforts of Gene and Joan Smith directing, supporting and funding the needs of the Marina for the past 16 years. John King has worked with the Smiths during this period helping to bring their vision to fruition. As we enter the first year of a “Membership Managed” Marina, it is important to establish goals for the future. Obviously, our primary goal is to maintain property values, but more importantly, we also want the Marina operated efficiently, maintained expertly with long-range plans and most importantly a place where the members come to have fun and enjoy themselves.
The Board of Directors recognizes that there have been minimal communications with the members in the past and we plan to change that. We will inform the membership of what is happening with their Marina. We are planning to change the way the members get information. We have implemented an Information committee and it is their job to get the news out to the membership. The website, www.harbourvillagemarina.com, is being turned over to HVMI by Pender Marina Holdings Inc. (PMHI), and we plan to make this website the place to get up-to-date news about what is happening at the Marina. We will post a summary of the minutes of the Board of Director’s meetings along with items that need input from the membership-at- large. We will post information about projects that are pending, the status of current projects and general information about happenings at the Marina, committee and maintenance updates. The email address [email protected] is where you can ask questions and get answers from the Board of Directors. For those of you who do not utilize the Internet we will be happy to send you an update with your quarterly billing if you so indicate.
With transition comes change. Harbour Village Marina has had an arrangement with PMHI over the years to supply the HVMI with management services. The cost of this service is 40% of the actual payroll cost for PMHI. The amount for 2005 was approximately $47,100. In 2005, we also spent $3,011 for cleaning labor, $2,550 for mowing, $4,708 for dock maintenance labor, $1,800 for use of the truck to pick up trash and fuel for the truck at $608. This totals $57,369 expended in 2005 for repetitive type labor and equipment.
As a part of the transition, this arrangement ends and it becomes the responsibility of the Board of Directors to operate the Marina. We have analyzed these responsibilities and we felt that we needed a hands-on manger. John King withdrew his name from consideration for this new position, but will remain on the Board of Directors. His 16 years experience will be a continued asset. John’s responsibilities as Harbour Master ended May 1, but he will continue to manage the completion of the current dredging project.
Coastal Carolina Yacht Service, Inc., Mike Moran, president, will be the HVMI Contracted Management and Service provider. Mike will be the on site Harbor Manager and comes to us with 13+ years managing Marinas,HVMI 16+ Annual years in Reportfire and rescue, – July as well2005 as experiencethrough as May a Marine 2006 surveyor and Marine mechanic. We have contracted with Mike to 1 The currentprovide Harbour these services Village for Marina $49,500 perIncorporated year. Mike’s responsibilitiesBoard of Directors (BOD) consists ofinclude nine all (9) the members, assessment billing, and one maintaining (1) ex the officio membership member. boat, ownership and insurance documents and overall maintenance of the Marina. Mike will perform much of the general day-to-day Gene Smithmaintenance – President, in the Marinaterm expireshimself. WeJune will 2007, continue but to subcontract has announced his intention tolarger resign jobs fromthrough the a bidding board process in June under 2006. Mike’s Contact: auspices. The (703) phone 243-2041, [email protected] used in the past for Harbour Village Marina will change and we will publish the new phone number upon installation of the phone. If you have any questions dealing with your dues, billings, boat Joan Smithdocumentation – Secretary/Treasurer, or maintenance, please term feel expires free to callJune Mike 2007, at the but910- has announced262-5537 her intention or email [email protected] resign from the board in June. Please 2006. stop by Contact: (703) 243-2041,and welcome [email protected] Mike to Harbour Village Marina.
John King Amenities– Vice President, are one of the term things expires that add to June the value 2007. of an Contact: investment. (910) 612- Gene Smith has leased HVMI the boater’s lounge, bath and shower 0179, [email protected] and outside decks for $20,000 per year on a rolling quarterly lease. Since the HVMI owns no facility for an office and bathrooms, the Rick TunnerBoard – Lead of Directors Director, feels that selected we will haveby the to lease BOD this to area, fill atthe least remainder for of Ken King’s term.the nearKen future. King, In elected addition toto providing a three-year a location term for Mike’sexpiring office, in theJune 2008, resigned frommembership the board will have in Augustthe lounge, 2005. bathrooms Contact: and the outside(910) deck270-5455, area to use at their leisure. In the past, we had use of the lounge, but on a [email protected] that may not have been optimal for our members’ purposes. We plan to install a combination punch lock so that all the members will Franc Noelhave - Vice an access President, code and Chaircan use ofthe Maintenancelounge whenever Committee,they like during term expires June 2008.reasonable Contact: hours. (919) We ask489-5536, that everyone [email protected] treat this space as we would our homes, keep it clean and respect the freedom to use it that we now have. We will continue to be responsible for cleaning and maintenance Rich Barnetof these– Chair facilities. of Operations Committee, term expires June 2008. Contact: (910) 509-2808, [email protected] The boat ramp is an asset that we all use and enjoy thanks to PMHI. Rich MoburgGene – Smith Information has assured Committee, us that the rumors term of expiresclosing the June ramp down2008. or Contact: (910) 686-7789,filled in [email protected] false. Gene has told the board that when the time comes to do something with that property he believes that it will go to Harbour Village Marina. We all thank Gene for that. Ron Van Sickle – Vice President, Transition Treasurer, selected by the BOD to fill the remainder of Greg Mosher’s term. Greg Mosher elected to a three- year term expiring in June 2008, resigned from the board in August 2005. Contact: (910)The concrete 270-4241, parking [email protected] lot on the Marina house side has also been the subject of recent rumors. PMHI owns this parking lot, but Gene Smith told us the deed clearly states that members of HVMI have non- Ray Layneexclusive – Selected rights toby the the use BOD of this inparking April lot. 2006 This tomeans fill thethat thisremainder of Walter Rich’s term,property which will will always expire remain June a parking 2006. lot forWalter the members’ Rich resigned use. from the board due to health reasons in January 2006. Bob Fischbach, who then resigned fromPMHI the owns BOD and operates in March the fuel2006, dock initially business. filled Gene Smiththis position. has Contact: (910) 270-9164,assured [email protected] that he will give us 6 months notice if he decides to eliminate this service. The new days of operation for the fuel dock will be Friday, Saturday and Sunday as well as Monday, if it falls on a holiday.
HVMI owns the sewage pump-out equipment. This station will remain in operation. PMHI has granted HVMI an easement for the sewage lines that run from the pump to the sewage connections.
Given all of these changes, the Board of Directors has been very cognizant of the costs to run the Marina and the amount of the assessments that members pay. We have done several things that will save monies and at this time do not foresee an increase in the quarterly assessments. With that said, please keep in mind that we do need to become completely independent from PMHI at some point in the future. We cannot do that without building our own bathroom facilities, office and boater’s lounge. This will be our next major project and the Board of Directors is interested in hearing your opinions on this subject. This building project will require a special assessment similar to the recent dredging project. We expect to have a surplus of funds left from the current dredging assessment. This surplus could be applied to the building project, if the membership agrees.
At the annual meeting, all members will receive a dated copy of the HVMI By-Laws, Covenants and the new Rules and Regulations. Rich Barnett has updated the Rules and Regulations, Hurricane Preparedness Form and Rental /Lease agreement. At the annual meeting, copies of all these documents will be available. Those who are not in attendance at the meeting will receive their copies by mail after the meeting date.
Please feel free to email or call any of your Board of Directors, as we are here to serve the members of HVMI. Contact information for the board members is included in the Annual Report that accompanies this letter. Thank you for your time and have a safe, fun summer boating. I hope to see you all at the annual meeting on June 3.
Rick Tunner Lead Director - HVMI [email protected] HARBOUR VILLAGE MARINA, INC.
P.O. Box 993 Hampstead, North Carolina 28443
May 15, 2006
Fellow Slip Owners,
First, I would like to thank everyone that I have spoken with in the last several weeks for your questions and comments. Your input and support is greatly appreciated. In June 2005 we embarked on a new course for Harbour Village Marina, Incorporated (HVMI) as it was announced that the Smiths would be stepping down from the board and turning it’s management over to the membership in June of 2006. The membership elected a Board of Directors at the June 2005 annual meeting and assigned them with the duty to run the day-to-day business of the Marina. There has been a lot of work done by the Board of Directors to ensure that this transition occurs smoothly and in a seamless manner. The current board has voted to hold the number of directors to seven for now, but we will implement more committees that will involve more of the members-at-large. The present board consists of the following members:
Gene Smith – President, Joan Smith – Secretary/Treasurer, Rick Tunner – Lead Director, Ron Van Sickle, Rich Barnett, Franc Noel, Rich Moburg, John King and Ray Layne. Terri Noel serves as an ex-officio non-voting member and scribe for the board meetings. (Note: A ballot for a member to fill a June 2006 expiring Board of Director position is included in this mailing. The Board of Directors will elect new officers immediately following the annual meeting, per the HVMI By-Laws.) For details regarding the Directors, please refer to the annual report included in this mailing.
Harbour Village Marina is one of the premier Marinas in the area. This status is due largely in part to the tireless efforts of Gene and Joan Smith directing, supporting and funding the needs of the Marina for the past 16 years. John King has worked with the Smiths during this period helping to bring their vision to fruition. As we enter the first year of a “Membership Managed” Marina, it is important to establish goals for the future. Obviously, our primary goal is to maintain property values, but more importantly, we also want the Marina operated efficiently, maintained expertly with long-range plans and most importantly a place where the members come to have fun and enjoy themselves.
The Board of Directors recognizes that there have been minimal communications with the members in the past and we plan to change that. We will inform the membership of what is happening with their Marina. We are planning to change the way the members get information. We have implemented an Information committee and it is their job to get the news out to the membership. The website, www.harbourvillagemarina.com, is being turned over to HVMI by Pender Marina Holdings Inc. (PMHI), and we plan to make this website the place to get up-to-date news about what is happening at the Marina. We will post a summary of the minutes of the Board of Director’s meetings along with items that need input from the membership-at- large. We will post information about projects that are pending, the status of current projects and general information about happenings at the Marina, committee and maintenance updates. The email address [email protected] is where you can ask questions and get answers from the Board of Directors. For those of you who do not utilize the Internet we will be happy to send you an update with your quarterly billing if you so indicate.
With transition comes change. Harbour Village Marina has had an arrangement with PMHI over the years to supply the HVMI with management services. The cost of this service is 40% of the actual payroll cost for PMHI. The amount for 2005 was approximately $47,100. In 2005, we also spent $3,011 for cleaning labor, $2,550 for mowing, $4,708 for dock maintenance labor, $1,800 for use of the truck to pick up trash and fuel for the truck at $608. This totals $57,369 expended in 2005 for repetitive type labor and equipment.
As a part of the transition, this arrangement ends and it becomes the responsibility of the Board of Directors to operate the Marina. We have analyzed these responsibilities and we felt that we needed a hands-on manger. John King withdrew his name from consideration for this new position, but will remain on the Board of Directors. His 16 years experience will be a continued asset. John’s responsibilities as Harbour Master ended May 1, but he will continue to manage the completion of the current dredging project.
Coastal Carolina Yacht Service, Inc., Mike Moran, president, will be the HVMI Contracted Management and Service provider. Mike will be the on site Harbor Manager and comes to us with 13+ years managing Marinas, 16+ years in fire and rescue, as well as experience as a Marine surveyor and Marine mechanic. We have contracted with Mike to provide these services for $49,500 per year. Mike’s responsibilities include all the assessment billing, maintaining the membership boat, ownership and insurance documents and overall maintenance of the Marina. Mike will perform much of the general day-to-day maintenance in the Marina himself. We will continue to subcontract larger jobs through a bidding process under Mike’s auspices. The phone number used in the past for Harbour Village Marina will change and we will publish the new phone number upon installation of the phone. If you have any questions dealing with your dues, billings, boat documentation or maintenance, please feel free to call Mike at the 910- 262-5537 or email [email protected]. Please stop by and welcome Mike to Harbour Village Marina.
Amenities are one of the things that add to the value of an investment. Gene Smith has leased HVMI the boater’s lounge, bath and shower facilities and outside decks for $20,000 per year on a rolling quarterly lease. Since the HVMI owns no facility for an office and bathrooms, the Board of Directors feels that we will have to lease this area, at least for the near future. In addition to providing a location for Mike’s office, the membership will have the lounge, bathrooms and the outside deck area to use at their leisure. In the past, we had use of the lounge, but on a schedule that may not have been optimal for our members’ purposes. We plan to install a combination punch lock so that all the members will have an access code and can use the lounge whenever they like during reasonable hours. We ask that everyone treat this space as we would our homes, keep it clean and respect the freedom to use it that we now have. We will continue to be responsible for cleaning and maintenance of these facilities.
The boat ramp is an asset that we all use and enjoy thanks to PMHI. Gene Smith has assured us that the rumors of closing the ramp down or filled in are false. Gene has told the board that when the time comes to do something with that property he believes that it will go to Harbour Village Marina. We all thank Gene for that.
The concrete parking lot on the Marina house side has also been the subject of recent rumors. PMHI owns this parking lot, but Gene Smith told us the deed clearly states that members of HVMI have non- exclusive rights to the use of this parking lot. This means that this property will always remain a parking lot for the members’ use.
PMHI owns and operates the fuel dock business. Gene Smith has assured us that he will give us 6 months notice if he decides to eliminate this service. The new days of operation for the fuel dock will be Friday, Saturday and Sunday as well as Monday, if it falls on a holiday.
HVMI owns the sewage pump-out equipment. This station will remain in operation. PMHI has granted HVMI an easement for the sewage lines that run from the pump to the sewage connections.
Given all of these changes, the Board of Directors has been very cognizant of the costs to run the Marina and the amount of the assessments that members pay. We have done several things that will save monies and at this time do not foresee an increase in the quarterly assessments. With that said, please keep in mind that we do need to become completely independent from PMHI at some point in the future. We cannot do that without building our own bathroom facilities, office and boater’s lounge. This will be our next major project and the Board Terri Noel of- Ex-OfficioDirectors is interested non-voting in hearing member, your opinions scribe on for this the subject. BOD This and Chair Informationbuilding Committee. project will Contact: require a special (919) assessment 489-5536, similar [email protected] to the recent dredging project. We expect to have a surplus of funds left from the current dredging assessment. This surplus could be applied to the Per the HVMIbuilding By-Laws, project, if approved the membership by theagrees. general membership at the 2005 annual meeting, the number of directors of the corporation shall be at least six (6) andAt not the moreannual thanmeeting, twelve all members (12) persons.will receive aThe dated BOD copy ofhas the determined that the optimalHVMI number By-Laws, of directors Covenants forand nowthe new is Rulesseven and (7). Regulations. Following Rich the election of a board memberBarnett has to updatedfill the the seat Rules that and expires Regulations, June Hurricane 2006, Preparedness the BOD will be at full Form and Rental /Lease agreement. At the annual meeting, copies of all strength. Thethese documentsBOD will will then be available.elect new Those corporate who are not officers in attendance per the at HVMI By- Laws. the meeting will receive their copies by mail after the meeting date.
Please feel free to email or call any of your Board of Directors, as we 2 Please noteare herethat to the serve new the membersmailing of address HVMI. Contact for HVMI information is: for the board members is included in the Annual Report that accompanies this Harbour Villageletter. Thank Marina you for – yourP.O. time Box and 993 have – a Hampstead,safe, fun summer NC boating. 28443 I hope to see you all at the annual meeting on June 3. 3 The following actions were completed by the HVMI BOD in the past twelve months:
a) D&O Liability Indemnification Policy: A liability policy to cover the directorsRick and Tunner officers of HVMI became effective as of 8/23/05. The policy is with LeadTravelers Director for - HVMI $2M coverage with $2500 deductible and a cost of [email protected] $1383 per year. b) The BOD accepted the resignation of two board members, Ken King and Greg Mosher in August 2005, and elected Ron Van Sickle and Rick Tunner to replace the two departing members of the board for the remainder of their elected terms, per the By-Laws. Ron and Rick joined the BOD at the September meeting. c) The BOD approved a special assessment of $1.65/slip foot to address a recurring cash flow problem in the HVMI accounts. In the past Pender Marina Holdings Inc., PMHI, has provided funds to cover this cash shortage, but HVMI can no longer rely on these funds as we separate our business entities. This assessment was implemented with a payment due date of 9/1/2005. d) HVMI survived Hurricane Ophelia with minimal impact: i) HVMI spent $2,398.38 to provide proper moorage for boats left unattended by their owners. ii) Two owners failed to provide proper paper work for their boats. iii) Three individuals stayed on boats. Marina rules do not allow this activity. iv) Harbour Master received a threat when he tried to approach the owners about mooring of a boat during the storm, and called the sheriff. v) An improperly tied boat free, tearing the cleat off of the dock. e) The BOD developed a new hurricane policy and communicated this to the membership in the April 2006 billing statements. It was agreed that the issuance of a “storm alert” status by the Harbor Manager, posted to the HVMI website would be the trigger to require boat owners to attend to the preparation of their boats. Owner’s are encouraged to remain aware of the weather and monitor the website. At any point 24 hours or greater following this advisory, the Harbor Manager may attend to boats that he deems are improperly secured and the owners will be billed according to the By-Laws and Rules and Regulations.
II) The board unanimously approved a motion to extend the existing HVMI budget by 6 months to cover the period from January 1, 2006 until June 30, 2006. This action bridges the existing calendar year budget to the new fiscal year budget timed to allow the full membership the opportunity to vote on the budget at the annual meeting. The board uplifted the existing budget by 50% of the 2005 amount to bridge to the new budget for the FY July 1, 2006 through June 30, 2007.
III) The BOD mailed bills effective November 10 for the special assessment. This assessment for dredging work approved by the members-at-large at the June 2005 annual meeting. The BOD made a first payment toward dredging permits and licenses of $32,500 before this billing. A contract, prepared by Don Adams, an Admiralty Attorney has been signed to complete the HVMI dredging project. This cost of this activity may be less than anticipated and any remaining monies from the special assessment will be set aside for future projects, pending approval by the members-at-large.
IV) The board purchased a new insurance policy for HVMI as a separate entity from PMHI with an effective date of 11/17/2005. This policy has an annual premium of $27,923.00. This policy included all coverage previous held jointly with PMHI and/or PLHI except the Workmen’s compensation policy. Since HVMI pays 40% of the salaries of PMHI employees for their efforts on behalf of HMMI, we are accountable for 40% of the cost of the workmen’s compensation policy, approximately $10,000 per year, until HVMI no longer employs PMHI as a management company for the marina.
V) Rules and Regulations: A major work effort led by Rich Barnet has updated the many versions of the Rules and Regulations that have existed over the years into a single document. This updated and date-stamped version is available to the members-at-large at the annual meeting. Those who do not attend the meeting will receive their copies by mail following the meeting.
VI) Franc Noel created a Document of Understanding to facilitate discussions between PMHI and HVMI to detail the specifics of which entity was responsible for what. Several items owned by PMHI were the topic of this activity, discussed with Gene Smith to understand his future plans. In general the following was agreed on all items: a) Gene stated that he had no plans to change any of the current operations. b) Gene committed to give the BOD 6 months prior notice of any changes. c) Gene agreed that he would continue to operate the PMHI portions of the marina with the goal to maintain a first class marina facility for all member/owners. d) At this time, Gene believes that he will terminate Transient Services by the end of May 2006. e) Status of the Harbour Village Home Owner’s Association with regard to potential shared maintenance items with HVMI (e.g. roadways and entrance area) – Gene currently estimates that he will form the homeowner’s association in early 2007. f) Accounting, Payroll, Bookkeeping, Taxes, and Banking Services – Gene indicated that effective July 1, PMHI will not longer provide these services for HVMI and that the BOD should make alternative arrangements. See paragraph VIII below.
The status of the boaters’ lounge, bath facilities, boat ramp, fuel docks, pump-out station, and parking lots were key items in this discussion. Gene Smith will lease HVMI the existing boater’s lounge as an office and lounge area for the marina for $20,000 per year on a rolling quarterly lease. Since the marina owns no facilities for an office, the BOD decided to lease this area, at least for the near future. In addition to providing a location for a Harbor Manager office, the membership will have the use of the lounge at their leisure. The BOD plans to install a combination-style punch lock so that all the members will have an access code and can use the lounge whenever they like during reasonable hours. This arrangement includes the outer decks, and furniture. HVMI will be responsible for the janitorial maintenance of these areas.
The showers and bath facilities will also be available to the members-at-large and guests. PMHI will provide these as a part of the lease. We will continue to be responsible for cleaning and maintenance of these facilities. The arrangement we have with PMHI is that HVMI will pay for water for this facility and PMHI will pay for the electricity for the building.
PMHI owns the boat ramp. Gene Smith has assured the BOD that rumors of the ramp closing down are false. Gene has told the board that when the time comes to do something with that property he believes that it will go to Harbour Village Marina.
PMHI also owns and operates the fuel business. Gene Smith has assured the BOD he will give 6 months notice if he decides to eliminate this service. The new days of operation for the fuel dock will be Friday, Saturday, Sunday and Monday, if it falls on a holiday.
The concrete parking lot on the Marina house side has also been the subject of recent rumors. PMHI owns this parking lot, but the deed clearly states that members of HVMI have non-exclusive rights to the use of this parking lot. This means that this property will remain a parking lot. The parking facilities behind C-Dock are the property of HVMI.
HVMI owns the pump out stations and it will remain unchanged. PMHI has granted HVMI an easement for the sewage lines that run from the pumps to the sewage connections.
VII) The BOD has decided to continue the use of QuickBooks for the Marina financial management. The BOD purchased a one (1) year contract for the online version of QuickBooks. Ron Van Sickle is working closely with Joan Smith. Ron will mirror the current HVMI books and will transition them to full HVMI management by June 1, 2006. The use of the online version of QuickBooks will allow all BOD members to view the records online for a single license fee. As a part of this activity, Ron also performed an audit of the financial books for HVMI all the way back to 1996. There were no irregularities reported except for one check credited to HVMI which contained PMHI funds. HVMI promptly refunded these monies to PMHI.
VIII) Franc Noel served as chairman of the committee assigned to document the Statement of Work for the Harbor Master position, and to evaluate the candidates. The committee considered 6 candidates: Harbour Management Inc. (proposal later withdrawn by Susan Koenig - President); John King (withdrew); Slater Powell (resume failed to demonstrate needed experience for the position); Harold Lund (withdrew after reviewing Scope of Work); Ray Layne (interviewed on 04/04/2006); and Coastal Carolina Yacht Service Inc., Mike Moran (interviewed on 04/04/2006.)
Based upon the above activities and interviews the BOD voted unanimously to pursue a contract with Coastal Carolina Yacht Service Inc., Mike Moran. As a part of due diligence, a fill background and reference check was completed. Franc Noel and Mike Moran executed a contract, prepared by an attorney on May 1, 2006. Contact info for Mike: (910) 262-5537, [email protected]
The contract calls for Mike or his designee to provide an average of 40 hours per week of onsite service at the marina. The current scheduled working days will be Thursday, Friday, Saturday, Sunday and Monday. The Harbor Manager office will be located in the existing Boater’s Lounge.
IX) The BOD formed an Election Committee with Ron Van Sickle as chair to provide a ballot for the open BOD position. The BOD requested interested members to submit their resumes by 5/1/2006, in a letter sent on 4/1/2006. Two candidate submitted resumes for this position. A ballot for the open position on the BOD is included in this mailing. Ron will be responsible for adding other members to his committee to prepare a ballot, receive and tally the mail in votes. The results of the election will be announced in Annual Meeting, June 3, 2006.
X) The BOD unanimously approved a motion to institute the following definition of Member-In-Good-Standing for purposes of voting at all meetings of the members-at-large. The motion states that: “If a member is more than 90 days in arrears from the date of any invoice received on the principal amounts of the bill, they shall be considered members not in good standing as provided for in the By-Laws.
XI) As communicated in an April 1, 2006 letter to the members-at-large, the BOD has designated the grassy area behind C-Dock near the boat ramp as a common picnic area for the marina. All outdoors cooking, etcetera must be confined to this location. Open fires are not permitted on the docks.
XII) The BOD identified a safety issue on A-Dock given the distance between the floating pier and the bulkhead in some areas. The installation of solar lights on the docks in this area will help alleviate this concern.
XIII) John King has submitted paperwork to obtain a “Clean Marina Certificate” for HVMI. We hope to obtain this certification very soon.
XIV) Given the desire to have HVMI become a fully independent entity with no dependencies on PMHI, the BOD began an investigation into the viability of a restroom, office, boaters’ lounge, and storage facility built on the HMVI Common Area behind C-Dock. This will be a major project for the coming year.
XV) The BOD has acknowledged that it needs to communicate more fully with the members-at-large. PMHI has transferred ownership of the HVMI website www.harbourvillagemarina.com to the BOD. Terri Noel is the Chair of an Information Committee. The information committee will redesign the existing web site and determine the contents. Rich Moburg will become the new web master. Terri and Rich welcome other members who are interested or have ideas for content to contact them.
XVI) During all of its activities, the BOD has been very cognizant of the costs of operating the marina, and the amount of the assessments that members pay. We have done several things that will save monies and at this time do not foresee an increase in the quarterly assessments.