This article provides an update on (1) the use of funds from the former civic associations for short-term minimal maintenance on non-VDOT roads in the community, and (2) shares preliminary cost estimates for preparing these roads for inclusion in the State system.    We plan to meet with County officials to discuss alternatives to create a long-term sustainable funding source to provide minimal maintenance on the non-VDOT roads in the community and prepare these roads for future inclusion in the State system.

Use of Funds Transferred from the former Civic Associations.

As shared previously, the GHCP Association will utilize the funds transferred from the former civic associations to provide minimal maintenance on non-VDOT roads in the community until those funds are exhausted.  The CPCA completed such maintenance on two roads in Cabin Point earlier this spring, just prior to the dissolution.   The GHCA provided specific recommendations that any remaining funds from their treasury be spent on repairing two roads that were in the worst condition: Erica Drive and Weatherall Drive.  A contractor was engaged, and the work began Monday, November 20th!  We anticipate that the work on Erica Drive will be completed by Friday, November 24 and the work on Weatherall Drive will be completed on Friday, December 1.   If you missed the information previously published on the construction details for either road, it is reprinted on the last page of this article.

On occasion, we receive questions about how the funds received from the former civic associations are administered.  The funds from each civic association are kept in separate line items within the GHCP Association budget and only used within the subdivision from which the funds were received.  In other words, the funds from the CPCA will only be used in Cabin Point, and the funds received from the GHCA will only be used in Glebe Harbor.  These funds will be used, as necessary, when the condition of the non-VDOT roads in Cabin Point or Glebe Harbor dictates the need for minimal maintenance work.  The Virginia State Corporation Commission granted final approval and termination to each civic association on October 31, 2023.  The action by the SCC enables the GHCP Association to begin utilizing funds on an as-needed basis.  Unfortunately, the funds are limited and once the funds have been exhausted, there are no additional funds available for future maintenance or to prepare the roads for inclusion into the State system.

Planning Estimates for Future Funding.

To help us plan for future funding to bring the non-VDOT roads into the State system, we have taken VDOT’s current cost estimate (e.g., “rule of thumb”) and modified it to give us a range of the probable future costs.  VDOT estimates costs based on a dollar amount per linear foot of road surface and these estimates are generally only good for 6 – 12 months.  The rough cost estimates are based on looking at a range of $125/linear foot to $150/linear foot of road surface as the parameters for estimating future funding costs.  For planning purposes, we are looking at funding estimated costs in the range of $1.3 million to $1.6 million to bring all the non-VDOT roads in the community into the State system.  These are simply the road surface costs and do not include any additional costs that might be needed on certain roads, such as additional dedicated right of way and drainage easements.  Again, roads cannot be brought into the State system unless they meet VDOT’s eligibility requirements, such as serving at least three occupied homes, having a right of way available to be dedicated to public use, or connecting to other roads already maintained by VDOT.

As a result of the rapid growth of new homes in the community, we are updating the data collected in March 2023 on the eligibility requirements of each non-VDOT road in the community.  The updated data will help us determine which roads currently meet basic VDOT eligibility requirements for inclusion in the State system.  We plan to meet with County officials to share updated information on the roads meeting VDOT’s eligibility requirements, the anticipated costs for inclusion of eligible roads in the State system, and to discuss possible alternative solutions for future funding.  This will likely require ranking eligible roads and setting priority on the order in which roads are proposed for inclusion in the State system.

For the long-term, the community will need a sustainable funding source to provide minimal maintenance on all the existing non-State roads in the community and to prepare these roads for future inclusion in the State system.  At present, the revenue-sharing program with VDOT, the County, and the community, is the most cost-effective way of funding costs to bring non-VDOT roads into the State system.  To participate in this program, the GHCP community will need to provide the community funding portion of the revenue-sharing program.  At this point, we do not have a funding source sufficient to meet this requirement.  We will be meeting with County officials on ways to address this requirement and explore with them options for future funding.  As specific proposals are developed, we will update the community and provide an opportunity for community members to express their views on the proposals.

Construction Details for Erica Drive and Weatherall Drive                                            November 20 – December 1.

 Erica Drive Details:

• Mobilize and start work on Monday 11/20.
• Roadway Construction signs, cones, and other safety measures will be in place during construction.
• Anticipate completion by COB Wed. 11/22. Note: Heritage Contracting is closed Thanksgiving Day and if rain delays the work, then Heritage will recommence work on Friday 11/24.
• No road closures are necessary. Traffic will be routed around the equipment and workers; one side of the road will always remain open.
• Residents should NOTpark along the roadway during construction the week of 11/20, except Thanksgiving Day.
• Driving on the roadway during the construction process does not present a problem.

Weatherall Drive Details:

• Work on the culvert replacement should begin on or around Friday 11/24, possibly sooner.
• Weatherall will be closed during the culvert replacement and slope grading (1-day TBD).
• Roadway construction signs, cones, and other safety measures will be in place during construction.
• Regarding the roadway work (grading and gravel overlay)- this work will likely be started and completed the week of 11/27.
• No parking in the roadway from the end of state maintenance sign to N. Glebe Rd.

All work should be completed by Friday 12/01/2023.

posted 11.25.23