•  What We Have Heard
  • What We Have Done

• The following four questions were submitted on August 3, 2020 about items reported in the posted minutes of the July 2, 2020 Association Board of Directors’ meeting. (Posted 8.7.2020)

Question 1: When the proposed loan from the Virginia Clean Water Revolving Loan Fund (VCWRLF) Living Shoreline Project was submitted to the Westmoreland County Administrator, what was the dollar amount asked for?

Response:  The amount of the requested loan was $550,000.

Question 2: What would be the specific use for the above-mentioned loan?

Response:  The loan would fund a living shoreline project that is fully compliant with Virginia Code, Section 28.2-104.1 which provides erosion control and water quality benefits; protects, restores or enhances natural shoreline habitat; and maintains coastal processes through the strategic placement of plants, stones, sand fill, and other structural and organic materials.  The funding could also cover the Engineering Study for Cabin Point Beach as well as the construction to carry out the plans developed by the firm selected to conduct the study.

Question 3: Since this loan would not cause an increase for our RUF, does this mean that over the proposed 10-year payback period for this loan, our RUF would not be increased during the next 10 years?

Response:  The planning for the loan does not contemplate an increase in the RUF to support payback of the loan.   

Question 4: Under whose authority was this proposed loan submitted to the Westmoreland County Administrator, when this issue has never been discussed with the Glebe Harbor = Cabin Point Sanitary District Membership?

Response:  The issue of erosion control at Cabin Point Beach was included in the GH-CP Sanitary District’s initial Capital Improvement Plan (CIP) and was discussed with the membership in June 2019. 

The loan application was done under the authority of Westmoreland County.  In June, the County Administrator became aware of certain loan programs that might provide another source of funding for erosion control projects to protect Cabin Point Beach.  He asked the Board of Directors to investigate these programs and recommend a loan program that might provide future funding to support erosion control projects.  The program available through VCWRLF was a good match to our needs. 

After further discussion with the County Administrator and the VCWRLF administrative staff, we prepared the loan application and supporting documentation.  The County Administrator signed the loan application and transmittal for the potential VCWRLF loan.  As noted, we became aware of this program in June and the application deadline was July 10, 2020.  This is a competitive loan program and we do not know whether the loan will be awarded to Westmoreland County.    

 

• The following eight questions were submitted on August 3, 2020 about items reported in the posted minutes of the June 8, 2020 Association Board of Directors’ meeting. (Posted 8.7.2020)

Question 1: Since the GH-CP BOD’s as well as the Westmoreland County Administrator have decided to move forward with the sewer connections for the Clubhouse and the Pool Bathhouses, as well as updated our FY 2019 – 2020 budget to reflect this cost, what is the cost for these two hookups?

Response:  The cost of the two hookups for the Clubhouse and the pool bathhouses is $17,580.  That amount was encumbered by the County in the FY 2019 – 2020 budget. 

Question 2: Was the Westmoreland County Administrator informed that at our last two meetings, the majority of members present were not in favor of spending our monies concerning these two hookups?

Response:  Our records show no vote or motion on this matter.  The elected board of directors has the responsibility and authority to make recommendations to the County Administrator.  Additionally, the County Administrator and the County Health Department had received complaints about an odor emanating from the drainage area behind the pool bathhouses following heavy rains.  While there is no evidence connecting the odor to the drain field, the Board of Directors and the County Administrator jointly agreed that it was appropriate and prudent to undertake this long-pending work project. 

Question 3: Since the paving of the Clubhouse has been deferred till after the sewer connection has been made, what is the cost of this project and is there a proposed starting date?  You also suggested that we try to have supplies delivered in smaller vehicles to help prolong the life of the paved surface area.

Response:  The cost for partial resurfacing and patching at the Clubhouse will be based on the number of truckloads of resurfacing material needed for the job.  The cost is $1,800 per truckload.  We do not have a firm estimate on the number of truckloads of material required.  No amount has been encumbered by the County in the budget. 

In general, we agree with your suggestion, but were unaware of any tractor-trailer delivery of goods to the pool area.    

Question 4: As per the Westmoreland County Administrator’s request, has the GHCPA received any bids for dredging, if so, how much were these bids?

Response:  The County Administrator asked that we obtain bids for dredging the inlet channel of Cabin Point Creek, including placement of the dredged sand onto the beach cells of Cabin Point Beach.  There was a single bid received in the amount of $69,700.  No action has been taken by the County on the single bid and the amount has not been encumbered by the County.

Question 5: Was the GH-CP BOD’s able to clarify who has the authority to dredge the secondary creeks in Cabin Point based on the ownership of the riprap on the creek bottoms?

Response:  The short answer is, not yet.  We are assembling the documentation to establish that we own the creek and its bottoms, that we hold the riparian rights associated with the property, and that the secondary channels of Cabin Point Creek are manmade, just like the inlet channel.  Manmade channels, such as the inlet channel and secondary channels of Cabin Point Creek, may be dredged by those holding ownership of the channels, although placement of the dredged sand requires permitting.  These facts must be established and submitted through an administrative process set up by the Commonwealth.  It is expected to take some time before we have established clear authority to dredge and maintain the creek channels.

Question 6: At this time, is the GH-CP BOD’s proposing that the secondary creeks in Cabin Point be dredged using funds from our Recreational User Fee?

Response:  No, not at this time.

Question 7: Since the Engineering Study for Cabin Point Beach has been placed on hold due to possible lack of funds from our 2019/2020 budget, would I be correct that this project may not be started in 2020?

Response:  Not necessarily.  It is possible that the Engineering Study could be started in 2020, since this project was identified for funding in the FY 2020-2021 budget.  The County will take into consideration whether anticipated revenue from the RUF is sufficient to support this project, in addition to basic operations, management, and maintenance costs of the Sanitary District.   

Question 8: Since only 50 members will be allowed to attend the August 22^nd, 2020 annual meeting, how will these 50 members be chosen?  You also suggested that we consider live streaming or recording the meeting with archiving capabilities for members who are not permitted to attend the meeting.

Response:  In the resolution adopted by the Board of Directors on June 19, 2020, we specified that the August 22 meeting would be conducted in a traditional manner, with members admitted to the meeting room, subject to gathering limitations and social distancing requirements specified under state law.  Under current Virginia Phase 3 guidelines, we are permitted to admit more than 50 members, provided we limit occupancy to ensure that six feet of physical distance can be maintained between attendees who are not members of the same household. 

Members who are entitled to vote shall be admitted to the meeting on a first-come, first served basis, after having a temperature check and answering health questions related to possible Covid-19 exposure.  All members are expected to wear a mask and maintain social distancing while inside the Clubhouse and while waiting for admittance to the Clubhouse.  Members not admitted because of occupancy limits shall be permitted to wait outside of the clubhouse, and shall receive information regarding floor nominations, shall be permitted to make floor nominations themselves, and shall be permitted to vote for any properly nominated candidate.  We encourage all members to consider voting by proxy, or to limit the number of persons attending the meeting to one owner per lot or voting interest. 

The Board will take under advisement your suggestion about live streaming and archiving meeting proceedings for the August 22 and future meetings.

• Question: How much was the cost to repair Boat Ramp Rd?  Which budget was used for funding this repair?

Response: The project included repairs to Boat Ramp Road and pothole patching at both boat ramps.  The cost was $5,400.  This project was funded by the GH-CP Sanitary District.  (Posted 6.7.20)

• Question: We’ve had several folks ask is the GHCP pool would be opening when Phase 2 begins on Friday, June 5.

• Question: A member recently expressed concerns  about a posting on the  “Glebe Harbor – Cabin Point” Facebook page.

Response: The Glebe Harbor and Cabin Point Facebook page was was established some time ago, and managed by a now former resident of the community. It has not been an official Facebook page of the Glebe Harbor – Cabin Point Association.    However, we are grateful and pleased to report that the administration of the page has now been turned over to the Association. Changes will be coming soon, and this page will be the official Facebook page of the Glebe Harbor – Cabin Point Association.  (Posted 5.28.2020)

• Question: Was any monies spent from the Glebe Harbor – Cabin Point Sanitary District budget or the Glebe Harbor – Cabin Point Association budget to cut back the marsh grass on N Glebe Beach? If so, what budget was this money taken from and how much money was spent on this project?

Response: (Posted 2.3.2020) The work was done by volunteers, primarily neighbors in Glebe Harbor, in coordination with the Association Board and at no cost to the SD or the Assocation. 

• Question:  Work appears to have halted at Crystal Lane Beach.  I am curious about when drainage issues will be resolved, as significant water pools in spots & I worry about mosquitos come spring.  Can the assoc. provide mosquito pellets that prevent larval development to preclude this problem?

• Question: In your November 4, 2019 minuets it is written: “Action was requested on agreement to refine language on these topics: large groups; lessees/renter usage; ABC and unattended swim. Need to clarify rules of the SD vs rules of the Association. A motion was made, seconded, and unanimously accepted”.  Who requested the action?

• Request: Please post the Capital Improvment Plan slides presented at the June 8 Annual Meeting of the Assocation.

Response: (Posted 6.14.2019) The entire slide deck from the meeting has been posted HERE. 

• Question:  A member sent: “I suggest that the GH – CP BODs hold a meeting to discuss the survey results as well as gather input from membership before any five-year plan is provided to the County.”

Response:  (Posted 4.15.2019) In mid March, we announced that given the extremely limited funds available, and guidance from the County, such a meeting would not be useful. We promised within the next week or two, we would send out an email or letter to all members summarizing the budget situation. That letter has been sent. Here is some additional information around the budget, the Capital Improvement Plan, and the member survey.

FY 2019 – 2020 GH – CP Sanitary District Budget

As noted in the March 20, 2019 letter to all members of the GH-CP Association, the Board of Directors submitted the proposed operating budget for the next fiscal year to the County Administrator. This proposed budget is based upon a revenue level derived from a RUF of $200 per year per lot.  It funds current levels of operating expenses and includes a very minimal provision for any unforeseen expenses or capital maintenance expenditures.

The County Board of Supervisors will hold a public hearing on the proposed County budget for the FY 2019 to 2020 on April 22, 2019. No change in the level of RUF is proposed for the GH – CP Sanitary District budget for the upcoming year. The Association’s Board of Directors remains deeply concerned that the current level of funding for the Sanitary District is not enough to adequately maintain the recreational facilities nor to provide the standard of continuing care that property owners expect for recreational amenities in our community.  Our reservations have been communicated to the County Administrator and through him to the Board of Supervisors.  We will continue to work closely and collaboratively with the community members and the County government to develop and implement an appropriate strategy for maintenance of these critical recreational assets.

Capital Improvement Planning

The Association’s Board of Directors has prepared a proposed 5-year capital improvement plan to the County to begin the future planning process for capital projects.   The plan is based on the first five years of the 2016 capital planning study (an independent engineering estimate of the future costs of maintaining the recreational facilities), along with estimates for costs associated with dredging and beach replenishment projects (not originally included in the 2016 capital improvement study because these projects do not have a predictable expenditure cycle).

It is anticipated that the Board of Supervisors will consider this proposed Capital Improvement Plan as a basis for setting priorities and making long-term plans about how the recreational assets in our community may be maintained. It is important to note that this is not a decision to fund maintenance or capital improvement — no expenditure decisions have been made.  Rather, it is simply a decision to acknowledge these projects and related expenditures are needed to maintain the recreational assets in an acceptable condition. This is a first step for the Sanitary District to be able to research alternative funding mechanisms for projects which are determined to be a priority by the members of the community.

We will continue to provide regular updates to the members as this critical issue is moved forward.

2019 Member Survey

The 2019 Member survey was sent to all members in late January with the closing date of March 15, 2019. The survey has had a strong response rate, with members completing the survey online and many hardcopy submissions. Analysis of the survey results was slightly delayed to allow for late hardcopy submissions.

The results of the survey are expected to be presented to the Board of Directors at its upcoming meeting on April 18, 2019. This meeting will be held at the clubhouse beginning at 7 PM. Members are welcome to attend the meeting and observe the presentation at that time. (There is a time set aside for active member participation with the board at the beginning of each meeting.)

The Board is expected to discuss the results of the survey and may request additional information from the survey data based on this review. The final results of the survey analysis will be presented at the General Membership Meeting which will be held at the clubhouse at 9:30 AM on June 8, 2019.

• Question: A member recently asked when the reults of the recent membership survey would be shared.

Response:  (Posted 4.3.2019) The survey was closed on March 15, 2019 and the data is currently being compliled. The board of directors will review the full report from the survey at its next meeting on April 18, 2019 at 7pm at the Clubhouse.

All Board meetings are open to members to attend and participate in the community forum at the beginning of each meeting. Members are also welcome to stay and observe the board in all but its executive sessions.

The next community meeting will be held June 8, 2019 starting at 9:30 am at the Clubhouse. The formal report to members will be part of that meeting agenda.

• Question: A member recently asked why there is a charge for members to attend some Association social events, and offered the opinion they should all be free to all members who have paid their Recreational User Fee.

Response:  (Posted 11./29/18) The Sanitary District budget approved by the Board of Supervisors does not fund, endorse, or sponsor any social events for the community. All social events are sponsored by the GHCP Association and generally the events must cover or pay for their own expenses.  Most events are open to members and are held without charge.  These include the weekly Happy Hours and monthly pot luck dinners.  Food for these events depends on dishes brought by attending members for sharing. From time to time, the Association provides food for some events without charge.  For example, this past summer, the Association sponsored four free parties at the pool – Opening Weekend and three “Blue Moon” parties with hot dogs, hamburgers, chips and sodas provided. These were paid for by profits from concessions sold at the pool.  Bigger events, such as the Oyster Roast, the Christmas Dinner, or special themed parties, are more expensive and require an admission charge to cover their costs.  

• Question: Are you aware that someone has cut and removed some deck boards from the dock at glebe beach? If this is going to be done, I sugguest that something is installed to keep people from walking out on it. If someone does this at night, they could very well break their legs. (Posted 11/11/18)

Response (Posted 11/13/18):  We appreciate members who alert us to safety issues. Thank you. The lower section of the former walkway where boards are missing has been baracaded. The waterside of the structure reamins open for use as an observation platform. 

Most of what remains of the structure at GH beach is beyond its useful life.  I don’t know when it was built, but it appears in Google Earth images from 2002. Back then is was 150 feet long. It bridged a small tidal marsh, provided access to the beach, and ended in a fishing pier that once extended over Machodoc Creek.   Storm damage over the years eroded the beach and destroyed most of the pier. Several years ago, members of the voluntary “POA” rebuilt the structure to its current 75 foot length. It was maintained to provide access the remaining beach until the beach replenishment was completed this past summer. That work made it possible to walk directly onto the beach. Since the old bridge was in poor condition and not needed for access and was wrapped in yellow warning tape to keep people off the structure. The tape was apparently lost to the weather.   I suspect the missing boards result from weather and continued deterioration, rather than vandalism. Neighbors often collect flotsom in the field and volunteers or the Assocation periodically hauls it away. 

Our intent is to remove the remaining structure and install an observation deck similar to the one at Cabin Point using some of the existing pilings. 

One last thought: We encourage members who recognize health or safety issues to call the Association office (804-472-3646.) If immediate attention is needed, especially after hours, please contact Bill Spencer directly, phone or text (443 540 0413), or email (wtspencer3@gmail.com.) And of course, if the problem is life threatening, please call 911. 

• Question: We have been unable to find the trail to the Beaver Pond Beach.  Is there signage on Huntsman Way?

Response (posted 11/7/18): No, and the trail itself is not clearly marked.  It is a project waiting to be done, frankly in need of volunteers to help get it cleared and marked.  For now, the best way to find it is to take Cabin Point Drive toward the river from Royal Way. Just before the cul de sac where the road ends, there is a drainage swale on the left.  At the end of the swale is a wooden post marked POA.  To the right, it goes to beach.  To the left, it encircles pond and branches down to an overgrown trail to Huntsman.  We need to confirm the trail actually follows the proper easement, but with a some clearing, better marking, and perhaps some wood chips on the path it could create a lovely wooded area for all members to enjoy.  

• Question: Why is the tax office collecting the association annual dues? I do not think that’s legal. I did not agree to do that.

Response (posted 10/21/18): The simple answer is that Westmoreland County does not collect “annual dues” for the Glebe Harbor – Cabin Point Association, Inc. (GHCPA). There are no “annual dues” paid to the GHCPA.

Westmoreland County collects real estate taxes from property owners in the County.  In addition, for property owners in the Glebe Harbor and Cabin Point subdivisions, the County collects the annual recreational user fee (RUF) that supports the Glebe Harbor – Cabin Point Sanitary District (GH-CP SD).   The RUF is currently set at $200 per year.

The Sanitary District is governed by the Westmoreland County Board of Supervisors which approves the GH-CP SD budget, sets and collects the annual recreational user fee (RUF) which supports GH-CP SD operations. 

All RUF revenues are administered by the County in a separate GH-CP SD account held by the County.  The funds are not provided to the Glebe Harbor  –  Cabin Point Association, Inc., nor to its Board of Directors. 

GHCPA’s Board of Directors carries out its responsibilities in accordance with its governing documents and acts as the manager of the community recreational facilities on behalf of  the GH-CP SD in collaboration with County Administrator.  All transactions of the GH-CP SD are executed in compliance with County policies and procedures.  

The chart below summarizes the fees collected by the county, the GH-CP Association, and the two civic associations.

Organization	Description of Organization	Fees Collected
GH-CP Sanitary District	Special tax district formed in Westmoreland County for the sole purpose of leasing and operating the recreational facilities of the GH-CP Association (under a lease agreement) for the sole benefit of property owners in the GH and CP subdivisions. Governed by the Westmoreland County Board of Supervisors	Recreational User Fee (RUF) is set annually by the County Board of Supervisors, currently at $200 per year.  This is billed with the annual real estate taxes.  The RUF is mandatory for all property owners in the GH-CP subdivisions. It entitles all property owners, their guests and lessees to use the recreational facilities of GH-CP Sanitary District.
GH-CP Association	501c7 nonprofit organization which owns on behalf of the members all recreational facilities in the GH-CP subdivision. These are leased to GH-CP Sanitary District and managed by the GH-CP Association under contract with the County. Governed by elected, volunteer board of directors	No Dues The voluntary dues of the GH-CP Association were discontinued when the Sanitary District was formed. The Association does charge fees for rental of some facilities to members for private use and for some social events, but neither the County nor RUF fees are involved.
GH Civic Association	501c7 nonprofit organization independent of the GH-CP Association and the GH-CP Sanitary District.  Tasked with covenant enforcement and maintenance of non-state roads in Glebe Harbor. Governed by elected, volunteer board of directors	$30 per year fee, voluntary membership
CP Civic Association	501c7 nonprofit organization independent of the GH-CP Association and the GH-CP Sanitary District.    Tasked with covenant enforcement and maintenance of non-state roads in Cabin Point. Governed by elected, volunteer board of directors	$50 per year fee, voluntary membership

• Question: What would it take to make GHCP a golf cart community? Has anyone looked into doing that?
  • Update 9/24/18: At last week’s Assocation Board meeting we revisited this issue.  The board has taken no position for or against the idea, but we are willing to mentor and support  a group of members who would reserch and make an informed case for the proposal. The idea has surfaced in the past, but so far no one has come forward to take the lead. Let us know if you want to take the lead. WeAreListening!
  • Part of the process is found in VA code 46.2-916.3 specifies that the roads must be posted at 25 mph, only licensed drivers may operate the golf cart and a slow moving vehicle sign must be posted on the back of each cart. If we have members who would be willing to form a working group to further research the issue, and evaluate community support, the Board would be willing to work with you. 
• Question: Has anyone considered adding a rule that forbids power loading at our two boat ramps? Power loading is one of the fastest ways to wash out what we just spent money on fixing.
  • Agree that power loading is a problem. Have posted a NEWS item asking people not to power load and added that message to the facilities article on the ramps. May add signage at the ramps. Absent an enforcement strategy, we are pretty much dependent on cooperation from users. 
• Question: It appears that there is no limit to the number of guests a member can bring to the facilities e.g.. swimming pool. Shouldn’t a guest fee be charged to non family members?
  • The short answer is that the County does not allow us to define or limit guests by relationship to owners and does not permit guest fees. The longer answer is posted on the Frequently Asked Questions Page. 
• Question: In regards to the revenue sharing with vdot that we voted on in gh, is that 25k posted immediately or is it a pledge to commit to that if we can agree to improvements?
  • Forwarded to the GH Civic Assn; roads are one of the Civic Assn functions 
  • On 9/1, Diane Lank provided the following from the minutes of the meeting quoting the motion passed:  “The Board be authorized to enter negotiations with VDOT and the County for road improvement, and to pledge up $25k for its share for road improvement, subject to approval by the Board.  The motion passed.  The Board will keep the membership up to date on progress.”  Diane is Secretarty of the GH Civic Assn.  
• Question: Who killed the grass around the Tennis Courts and ditch line?
  • Update 8/30: Roundup is used – sparingly – to help control weeds in the tennis court. The grass kill resulted from a mistake that resulted in too much being applied. Steps have been taken to prevent it happening again.
• Suggestion: I highly suggest you remove any request for personal information in till you have a privacy policy in place. Name/emai/phone are all considered personal information. You can check out a great example here. https://www.shiseido.com/privacy.html
  • Point taken. Will review. 
• Comment: Your efforts on wider avenues of communication are outstanding. The exchange of information has been a real problem, and I think you’re doing well with your news and your version of the Frasier Crane Show (I’m listening….)
• Comment: Love the website! So easy to navigate and very informative. Learning new things about the GH/CP community each time I visit the site. Thank you!
• Comment: You need to overhaul your WP website.
• Comment: I am glad to see the BOD taking the steps to encourage member input.
  • Thank you for your feedback! We will continue to work on communications, member involvement, and the web site!