1. General Membership Meeting
Glebe Harbor-Cabin Point Association
August 25, 2018 at 9:30 am
August 25, 2018 General Membership Meeting

2. Introductions & Welcome
Bill Spencer, VP Operations
August 25, 2018 General Membership Meeting

3. May 5, 2018 General Meeting Minutes Barbara Cole, Secretary
August 25, 2018 General Membership Meeting

4. Announcements & Remarks
Parliamentarian under consideration
Reserve Study Update in the works now
Update Work Group to Consider Merger of Associations
Next meeting: December 1 at 9:30
Quick Look at Our Agenda for Today
Announcements & Remarks
Jocelyn S. Davis, Vice-President Planning
August 25, 2018 General Membership Meeting

5. Meeting Agenda Call to Order Introductions and Welcome
Minutes of May 5, 2018 Meeting
President’s Announcements & Remarks
Business Items
Committee Reports
General Discussion, Questions, Comments
Adjournment
August 25, 2018 General Membership Meeting

6. Understanding the Sanitary District
Jocelyn S. Davis, VP Planning
August 25, 2018 General Membership Meeting

7. The Players GH-CP Sanitary District Board of Supervisors
Principal Contact: County Administrator, Westmoreland County
GH-CP Association
Board of Directors
Principal Contact: President, Board of Directors
Note: The Glebe Harbor Civic Association and the Cabin Point Civic Association are separate and independent entities responsible for covenant enforcement and maintenance of non- VDOT roads and unmaintained properties within their respective subdivision.
August 25, 2018 General Membership Meeting

8. Social, Recreation Club
GHCP Association
Organization
501c7, Tax Exempt
Nonstock, Nonprofit
Social, Recreation Club
Jurisdiction
Chartered in VA
Subject to federal and state requirements
Governance
Documents
Board
Articles of Incorporation & By-laws
(both posted on gh-cp.org)
Volunteers elected by the members
August 25, 2018 General Membership Meeting

9. GH-CP Sanitary District (SD)
Formed as a special taxing district in Westmoreland County in May 4, 2016
Separate account of the Westmoreland County government; $RUF only benefits GH-CP SD
Governed by the Board of Supervisors who sit as the SD board (elected from all districts in county)
Leases most of the recreational facilities owned by the GH-CP Association
Operates the SD solely for the benefit of property owners in the GH & CP subdivisions through the management agreement with the GH-CP Association; not a public facility
Engaged the GH-CP Association to manage the recreational facilities on their behalf for the benefit of GH-CP property owners; optimize continuity of Association experience & expertise
GH-CP Board advises SD board through/with county administrator on operations & management, rules for use of facilities, long-term planning and annual budget
Only SD board can set annual budget and related $RUF
August 25, 2018 General Membership Meeting

10. Governing Agreements/Relationships
Westmoreland County BOS
Governs the SD
Approves the Budget
Sets and Collects the RUF
Glebe Harbor-Cabin Point Association (GH-CP) Owns the Recreational Facilities
Leases Facilities
Allocates Funds
GH-CP Sanitary District (SD)
Manages Operations and Facilities
Manages Budget, Finance, Procurement
GHCPA Board of Directors & Staff
County Administrator
& Staff
Advisory Council
August 25, 2018 General Membership Meeting

11. Lease Agreement
Leases facilities owned by GHCP Association to the Sanitary District
Except for boat, trailer, and RV storage lots
Revenues from rentals specifically reserved to Association include:
Social events or concessions
Private member events
Boat, trailer and RV rentals
Makes the County “solely responsible for maintenance of the property”
August 25, 2018 General Membership Meeting

12. Management Agreement
Association manages on behalf of SD for the benefit of property owners
Rationale
Secures the expertise of GHCPA
to provide for the orderly management and administration of recreational resources within the District, and
to provide a framework for cooperation between GHCPA and Westmoreland County
Assures continuity of operations
Supports continued reliance on volunteers from GH-CP
Key Duties
Budget and planning
Advisory Community Planning Council for purposes of the District
August 25, 2018 General Membership Meeting

13. Advisory Council Responsibilities
Meetings
Monthly board meetings open to all owners; community concerns opportunity
Community-wide meetings 3x per year:
Communications & Surveys
Conduct periodic member surveys to gather owner input on specific issues
Solicit ongoing general input – We.Are.Listening tool recently launched
WC will
Direct/Redirect All Communications Received Re: SD to Manager
Assure Manager has initial opportunity to address owner’s concerns
Association will
Primary point of contact for owners of the District.
Share with periodic updates with WC with recommended actions
August 25, 2018 General Membership Meeting

14. Dimensions of Needed Collaboration
Association
Long-term fiduciary role/responsibility
Governed by elected, volunteer board
Focused solely on the Association
Funding philosophy: Multi-year focus drives to save/spend
Multi-year planning
Must focus on Association only considerations each budget year
Sanitary District
Governmental role
Governed by elected board of supervisors – all county elections
Focused on county-wide conditions; on Association only as SD board
Funding philosophy: Single year focus drives to less saving/borrow when needed
Shorter-term focus for planning
Must address broad political considerations for each budget year
August 25, 2018 General Membership Meeting

15. Improving Communications
Bill Spencer, VP Operations
Jocelyn Davis, VP Planning
August 25, 2018 General Membership Meeting

16. Improving Communications
More members, new members…
How it all works:
Website improvements
Governing Documents
Simpler structure
More timely updates
Board meeting – reminders of board meetings
Posting summaries of Board meetings plus minutes
Enhanced General Membership meeting notice
More input opportunities:
Regular member surveys
“We_Are_Listening” tool for constant owner input
Access to all board members
How to contribute -- Volunteer!!!
August 25, 2018 General Membership Meeting

17. Business Items
Revised Rules for Use of GH-CP Sanitary District Facilities
Bill Spencer, VP Operations
August 25, 2018 General Membership Meeting

18. Revised Rules for Use of GH-CP Sanitary District Facilities
We asked the County: Would it be permissible for residents to lease their access rights to SD facilities separate from leasing their lot? In other words, could a homeowner lease their access rights without leasing their home or property?
The County’s response is reflected in the draft rules:
The Right to Lease:
Owners may lease their properties
“Access rights run with the property and cannot be separated from the property”
If a property is leased, access rights go to the lessee
Access rights cannot by themselves be transferred
Exception: Short-Term Rentals (e.g., Air BnB) of less than 30 days are permitted. Lessee can use access rights of property owner for rental period.
August 25, 2018 General Membership Meeting

19. Committee Reports
Treasurer’s Report for the GH-CP Association and GH-CP Sanitary District
Fred Selby, Treasurer
August 25, 2018 General Membership Meeting

20. Financial Highlights – GH-CP Association
GH-CP Association FYE June 30, 2018
Budgeted $195
Actual ($588)
GH-CP Association FYE June 30, 2020 will be presented in December
Variance the result of less than planned collection of user fees
August 25, 2018 General Membership Meeting

21. Financial Highlights – GH-CP Sanitary District
Status of Debt Financing for Dredging/Beach Replenishment Project
$530,000 loan in 2017
Expenditures
$235,640 Weatherall Creek dredging
$244, Glebe Harbor Beach construction
Remaining Funds
Approx. $ 21,000 dredging/beach replenishment project costs
Recreational User Fee will be $200 and is due in December 2018
FY Budget will be developed with County Administrator in first calendar quarter of 2019
August 25, 2018 General Membership Meeting

22. Update on Facilities Work Projects Bill Spencer, VP Operations
Committee Report
Update on Facilities Work Projects
Bill Spencer, VP Operations
August 25, 2018 General Membership Meeting

23. Update on Facilities Work Projects
Completed:
Beach replenishment & dredging
Opened the pool
Cleared the view at Cabin Point Beach
Channel markers in Cabin Point Creek
No Wake signs posted
Reopened trailer parking at CP ramp & GH Beach
Electrical upgrades in the pump room
Drainage remediation at Boat Ramp road
Clubhouse sidewalk repair
Evicted termites at the Clubhouse
Working Now:
Major refurbishment of pool, resurfacing & tile work
Permits for CP dredging and groin repairs
GH beach observation deck
Erosion & sink holes at Crystal Lane Beach
Sewer connection
August 25, 2018 General Membership Meeting

24. Member Services Debbie Dunn, Director of Member Services
Committee Reports
Member Services
Debbie Dunn, Director of Member Services
August 25, 2018 General Membership Meeting

25. Snapshot of the GHCP Community
Property Owners
Lots
Taxable lots ,370
Unimproved lots
Improved lots
Improved lots with Homes 489
Total lot owners ,017
Improved lots are those designated by the County, and where the improvement has significant assessed value.
Homes is the number of unique street addresses associated with improved lots.
Are residents of:
Virginia %
Maryland %
DC %
Other %
Access Cards
Total Cards Issued 2,105
To 496 owners, and
To 41 lessees
Owners reflect the principal owner only,
Date of Update: July 18, 2018
Source of Data: County records, Property Owner Information Forms, and other sources.

26. Pool Committee Dot Spencer, Committee Chair
Committee Reports
Pool Committee
Dot Spencer, Committee Chair
August 25, 2018 General Membership Meeting

27. Neighborhood Watch Walt Shackleford
Committee Reports
Neighborhood Watch
Walt Shackleford
August 25, 2018 General Membership Meeting

28. General Discussion, Questions, Comments
August 25, 2018 General Membership Meeting