1. Annual Membership Meeting and Elections
Glebe Harbor – Cabin Point Association, Inc.
June 8, 2019 at 9:30 a.m.

2. Agenda Call to Order, Quorum, Introductions and Welcome, Minutes
President’s Announcements and Remarks (special guest, Sheriff’s Office)
Business Items
GH-CP Association – Board of Directors Report
Election of Directors for FY
GH-CP Sanitary District Manager’s Report
General Discussion
Questions, Comments
Adjourn

3. Meet the Board of Directors
Jeanne Axtell, President
Bill Spencer, Vice President, Facilities and Operations
Jocelyn Davis, Vice President, Planning
Fred Selby, Treasurer
Barbara Cole, Secretary
Debbie Dunn, Director, Member Services
Harriet Dixon, Director at Large
Brett Billington, Director at Large
John Hutt, Director at Large

4. Let’s Begin… Call to Order and Quorum Introductions and Welcome
Minutes from December 1, 2018 Meeting

5. President’s Announcements and Remarks
Next Community Meeting – August 24, 2019
Special Guest – Westmoreland County Sheriff’s Office
President’s Remarks

6. GH-CP Association Budget FY 2018-2019 Status
11 of 12 months completed
Budgeted income = $78.2k Income to Date = $61.0k
$14.8k (fees (social events/rental fees/pool income/interest)
$63.4k County reimbursements (salaries & expenses)
Budgeted Expenses = $78.0k Expenses to Date = $53.7k
$10.5K (social events/legal fees/real estate taxes)
$67.5K Reimbursable by County (salaries& expenses)
Budgeted Net Income = $5.6k Net Income to Date = $6.3k

7. Election of Officers
Jeanne Axtell/Jocelyn Davis

8. GHCP Board Member Responsibilities
Role of director as fiduciary of GHCP Association.
Attend monthly board meetings—prepare, participate, consensus.
Planning for short-term and long-term projects.
Develop expertise in management of the Association and the Association’s obligations with the GH-CP Sanitary District.
Represent Association decisions to all stakeholders.
Collaborate with fellow directors and all stakeholders, civic associations, and County government.
Seek and support volunteers.

9. Glebe Harbor – Cabin Point Association Ballot
Fiscal Year
Glebe Harbor – Cabin Point Association Ballot
Number of Lots on which you pay a Recreational User Fee: _______
Place a check by the THREE candidates of your choice.
Mardrey (Mardie) Amery _____
Harriet Dixon _____
Fred Selby _____
Write-In Candidate(s)
Dana Tucker Check Here to Vote _________
Name _________________________________________ Check Here to Vote _________
Filled in by meeting registrar
Slate proposed by Board of Directors
Nominations from the Floor

10. Friends of the Pool
Dot Spencer

11. Report of 2019 Member Survey…
Introduction to 2019 Member Survey
Personal Use, Personal Importance, Community Importance
Major Recreational Assets
Minor Recreational Assets
Prioritization of Potential Projects
Waterway/Shoreline Projects
Non-Waterway/Shoreline Projects
Assessment of Pool Activities
Assessment of Pool Amenities
January 2019 Survey: 149 responses
January 2018 Survey: 125 responses

12. GH=CP Response #

16. 100%
97%
97%
95%
90%

18. Prioritization on Waterway/Shoreline Projects
Lower scores indicate highest priority. Mode is most frequently occurring priority from the respondents. Top priority projects in GREEN.
Extend, repair 2 Cabin Point beach groins for erosion control
Maintain current permits for maintenance dredging for all inlet channels
Apply for permits for future dredging in Cabin Point Creek
Remove old walkway/platform at Glebe Harbor Beach
Install new observation platform at Glebe Harbor Beach
Fill sinkholes at Crystal Lane Beach
# Responses
130
128
126
121
123
125
Average
2.44
2.08
3.34
3.78
4.43
4.69
Mode 1 3 4 5 6

19. Prioritization of Non-Waterway/Shoreline Projects
Lower scores indicate highest priority. Mode is most frequently occurring priority from the respondents. Top priority projects in GREEN.
Connect
Clubhouse
Sewer
Repair & Paint Clubhouse
Portico
Resurface Cabin Point Boat Ramp Road
Rehab/Replace Cabin Point Boat Ramp Restroom
# responses
123
127
122
average
2.19
2.21
2.42
3.04
mode 1 2 3 4

20. Pool activities are used by many, but not all, in the community
Pool activities are used by many, but not all, in the community. They are well-rated by those who use them.

21. Distribution of ratings of pool activities shows that important/very important leads, with neither a strong second. So, for those who participate in these activities, they are important.
In response to feedback on pool activities, the Manager is initiating new pool activities this summer, including extended hours.

22. Pool amenities are also well-rated.

23. Pool amenities reflect the same love it (important/very important) versus neither as leading responses. So, for those who use these amenities, they are highly valued.

24. Action Steps…
Self-review of performance under the Management & Lease Agreements.
Continued collaboration with County in maintaining all existing recreational facilities and assets, CIP planning, and prioritization.
Undertake review/revision/replacement of current website
Develop comprehensive communications strategy with all members
Promote We.Are.Listening to get feedback from the community
Consider periodic short surveys to get sense of the community more often
Continue to review/revise processes to reduce costs of operation
Work to develop a more extensive volunteer network for activities and small projects
Move forward with Friends of the Pool recommendations for extended pool hours, adult swim, new activities – especially community parties

25. GH-CP Sanitary District Budget Update
FY : 11 of 12 months completed
Budgeted RUF Income = $262.8K 98% collected to date
Budgeted Expenses = $277.4K % incurred to date
$196.1K expended to date
$ 73.4K programmed expenses, June – October $200 RUF funds begin to be received by County
Notes:
Pool Repair not included in budgeted expenses = $72.5K
$26.7K = unspent BB&T loan proceeds
FY : Budgeted RUF Income is $253K and due in December 2019
Major Expense Categories
Clubhouse Expenses (salaries, insurances, utilities, office supplies, postal services, repair and maintenance supplies)
Grounds Expenses (salaries and supplies),
Pool Expenses (salaries, supplies, furniture and fixtures),
Debt Service (County Advance and BB&T Loan),
Contingency Funds
Professional Services

26. Capital Improvement Plan
Minimum cost threshold = or > $50,000
5-year Planning Cycle, updated annually.
Not a funding decision
Planning Document: identifies capital improvements, repairs, or maintenance
Definition: addition of structural change, restoration of property to enhance overall value, increase its useful life, or adapt it to new uses

27. CIP Projects CIP #1: CP Beach Groins
CIP #2, Erosion Control: CP Beaches
CIP #3, Dredge CP Creek Inlet Channel
CIP #4, Resurface driveways & parking lots
CIP #5, Dredge Weatherall Creek Inlet
CIP #6: Clubhouse Exterior Renovation

28. CIP Projects – Five Year Priorities
Estimated Cost
Notes
#1 CP Beach Groins
$191,250
Immediate $57,375
Thereafter, $19,125 as needed
#2 CP Beach Erosion
TBD
$30K for engineering study
#3 CP Inlet Channel
$61,100
Valid permit to 2020 with 3-year renewal option; 4’=/- MLW
#4 Driveways/Parking
$70,450
Restore driveways, parking lots to good condition
#5 Weatherall Channel
$50,000
Current permit pending extension
4’=/- MLW
#6 Clubhouse Exterior
$118,413
Maintain/extend life in good condition
Support greater member access
Secure facility for members/staff

29. CIP Next Steps Submission to County Planning Commission
County Board of Supervisors
Public Hearings
Notice will be provided
Opportunity to make your voice heard
Funding
CIP approval NOT a funding decision
Grants, low interest loans, and programs for rural community/infrastructure will be considered

30. Facilities & Rules Updates
Bill Spencer

31. Facilities Update We opened on Time!
Pool Update
We opened on Time!
15+ Volunteers put in over 120 hours
Full staff of lifeguards on duty
Pool contractor will return this fall
Cabin Point Restrooms
Clean & Paint
Close the showers
Swap the Men & Women’s Rooms
Look into alternatives

32. Rules Update: Unattended Use
Limited to Use BEFORE the pool opens.
Organized Events
Pilot Project for Individual Use
Water Exercise, Lap swims now, MWF
Individual use begins June 17
Security cameras will be installed
Look for more details on gh-cp.org

33. Member Services Update
Debbie Dunn

34. Snapshot of the GHCP Community
Property Owners
Lots
Taxable lots ,359
Unimproved lots
Improved lots
Improved lots with homes
Total lot owners 1,013
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 2,496
Total Active Cards 2,158
501 owners
50 lessees
Owners reflect the principal owner only,
Date of Update: May 25, 2019
Source of Data: County records, Property Owner Information Forms, and other sources.

35. Wrapping it up… Enjoy the summer! General Discussion Questions
Comments
Enjoy the summer!