Annual Membership Meeting and Elections - Glebe Harbor Cabin Point Association

The annual membership meeting and elections for Glebe Harbor Cabin Point Association, Inc. included various agenda items such as reports from the board of directors, election of new directors, budget status, and officer elections. Meet the current board of directors and learn about member responsibilities. Stay informed about community updates and financial details.

• Meeting
• Elections
• Board of Directors
• Budget
• Community

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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 2019-2022 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. Lets Begin Call to Order and Quorum Introductions and Welcome Minutes from December 1, 2018 Meeting

5. Presidents 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. Fiscal Year 2019-2020 Glebe Harbor Cabin Point Association Ballot Filled in by meeting registrar Number of Lots on which you pay a Recreational User Fee: _______ Place a check by the THREE candidates of your choice. Slate proposed by Board of Directors Mardrey (Mardie) Amery _____ Harriet Dixon _____ Fred Selby _____ Nominations from the Floor Write-In Candidate(s) Dana Tucker Check Here to Vote _________ Name _________________________________________ Check Here to Vote _________ Name _________________________________________ Check Here to Vote _________

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 # Comparison of Ages of Residents and Their Guests Years as Owner in GH-CP By Subdivision 30 100% 25 25 80% 18 20 17 17 60% 15 14 15 40% 9 8 8 20% 10 7 7 0% 3 5 <12 >70 13-18 19-30 31-40 41-50 51-60 61-70 0 0-5 6-10 11-15 16-20 21-25 >25 Residents Guests GH CP Distribution of Non-Residents Type of Ownership & Residence By Subdivision 100% 100% 80% 80% 60% 60% 48% 34% 33% 40% 40% 22% 18% 14% 15% 15% 20% 20% 8% 0% 4% 1% 1% Resident: Full- Time Resident: Weekender Resident: Seasonal NonResident 0% Leasing Property Vacant Unimproved, Use Facilities Unimproved Don't Use Facilities GH CP

13. Major Recreational Facilities Comparison: Personal Use & Importance, Community Importance (Weighted Average) 5.00 4.54 4.50 4.46 4.41 4.30 4.50 4.23 4.16 4.14 4.07 3.80 4.00 3.50 3.15 3.00 3.00 2.68 2.54 2.50 2.18 2.00 1.50 1.00 0.50 - Pool Clubhouse Beaches Boat Ramps Waterways Personal Use Personal Importance Community Importance

14. Personal Use of Major Recreational Facilities Comparison of Never/Seldom & Often/Very Often 100% 90% 80% 70% 25% 29% 55% 60% 24% 47% 50% 40% 30% 57% 51% 48% 20% 37% 27% 10% 0% Pool Clubhouse Beaches Boat Ramp Waterways Never/Seldom Often/Very Often

15. Personal Importance of Major Rec Facilities Comparison of Unimportant/Very Unimportant & Important/Very Important 100% 93% 89% 90% 85% 86% 86% 80% 70% 60% 83% 50% 68% 83% 77% 77% 40% 30% 20% 10% 17% 10% 9% 8% 6% 0% Pool Clubhouse Beaches Boat Ramp Waterways Very Unimportant/Unimportant Important/Very Important

16. Major Recreational Assets: Community Importance Comparison Unimportant/Very Unimportant to Important/Very Important 100% 97% 97% 100% 95% 90% 80% 60% 94% 92% 92% 90% 85% 40% 20% 6% Pool 5% 5% 5% 5% 0% Clubhouse Beaches Boat Ramps Waterways Very Unimportant/Unimportant Important/Very Important

17. Minor Recreational Facilities Comparison: Personal Use & Importance, Community Importance (Weighted Average) 5.00 4.50 4.00 3.55 3.54 3.52 3.35 3.50 3.27 2.85 3.00 2.74 2.73 2.54 2.50 2.50 2.00 1.53 1.46 1.39 1.30 1.29 1.50 1.00 Picnic Pavillion Playground Tennis Courts Basketball Courts Community Importance Restroom at CP Beach Personal Use Personal Importance

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 maintenanc e dredging for all inlet channels Apply for permits for future dredging in Cabin Point Creek Remove old walkway/pl atform 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 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. Resurface Cabin Point Boat Ramp Road Connect Clubhouse Sewer Repair & Paint Clubhouse Portico Rehab/Replace Cabin Point Boat Ramp Restroom # responses 123 127 122 123 2.19 2.21 2.42 3.04 average 1 2 3 4 mode

20. Pool activities are used by many, but not all, in the community. They are well-rated by those who use them. Rating of Pool Activities (Weighted Average) 5.00 4.50 4.23 4.16 4.14 4.14 4.07 3.80 4.00 3.50 3.00 2.50 2.00 1.50 1.00 Weighted Average Swim Lessons Zumba Aerobics Blue Moon Parties Lap Lanes Extended Hours

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. Rating of Pool Activities (Distribution of Responses) In response to feedback on pool activities, the Manager is initiating new pool activities this summer, including extended hours. 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Aerobics Swim Lessons Lap Lanes Blue Moon Parties Zumba Extended Hours Very Unimportant Unimportant Neither Important Very Important

22. Pool amenities are also well-rated. Rating of Pool Amenities (Weighted Average) 5.00 4.50 4.23 4.16 4.14 4.14 4.07 4.00 3.80 3.50 3.00 2.50 2.00 1.50 1.00 Volleyball Ping Pong Clubhouse Access Extended Hours Noodles to Borrow Snack Bar

23. Pool (important/very important) versus neither as leading responses. So, for those who use these amenities, they are highly valued. amenities reflect the same love it Rating of Pool Amenities (Distribution of Responses) 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Volleyball Ping Pong Clubhouse Access Extended Hours Noodles to Borrow Snack Bar Very Unimportant Unimportant Neither Important Very Important

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 2018-2019: 11 of 12 months completed Budgeted RUF Income = $262.8K Budgeted Expenses = $277.4K $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 98% collected to date 70.7% incurred to date FY 2019-2020: Budgeted RUF Income is $253K and due in December 2019

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

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

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 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 Lots Property Owners Are residents of: Virginia Maryland DC Other Taxable lots Unimproved lots Improved lots Improved lots with homes 489 Total lot owners 1,359 850 509 728 72% 144 14% 10 1% 131 13% 1,013 Improved lots are those designated by the County, and where the improvement has significant assessed value. Access Cards Total Cards Issued Total Active Cards 501 owners 50 lessees Homes is the number of unique street addresses associated with improved lots. 2,496 2,158 Date of Update: May 25, 2019 Source of Data: County records, Property Owner Information Forms, and other sources. Owners reflect the principal owner only,

35. Wrapping it up GENERAL DISCUSSION QUESTIONS COMMENTS Enjoy the summer!