•  What We Have Heard
  • What We Have Done
• 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!