glebe harbor – cabin point association general...

Glebe Harbor – Cabin Point AssociationGeneral Membership MeetingMay 5, 2018

Announcements

Next General Membership Meeting – August 25, 2018

Update on Capital Projects

Access Cards and Boat/Trailer Decals

Possible Consolidation of Community Associations

Guest Presentations

Westmoreland County Sheriff’s Department

Election of Board Members

Candidates Standing for Election

Barbara Cole

Jocelyn Davis

John Hutt

Bill Spencer

Report of Member SurveyAccess/Security Survey 2018

Member Survey of Access/Security, Winter 2018

6

Demographics of Respondents

125 responses in total: 8.93% response rate54% CP, 46% GH owners,

no lessee responded

84% were previously members of POA14% were not2% were POA members

at some point

96% are owners (n=120)43% improved property

(n=54)24% unimproved

property (n=30)

27% year-round residents (n=34)

14% seasonal residents (n=17)

38% weekenders, occasional residents (n=47)


7


8

Key Issues Explored in Survey

Usage of recreational facilities

Rules: balance of convenience and security/safety

Access policies and procedures

Security policies and procedures

Encounters with nonresidents


9

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

Pool Clubhouse Beaches Boat Ramps Tennis Courts PicnicPavilion

Playground

Summary of Survey Results

Rules Balance Access System Security System Usage


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Summary of Results

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

Pool Clubhouse Beaches Boat Ramps

Summary of Results, Key Facilities

Rules Balance Access System Security System Usage


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Summary of Results

Usage of Facilities

2.79

2.38

3.05

2.61

1.461.29

1.65

Pool Clubhouse Beaches Boat ramps Tennis courts Picnicpavilion

Playground1

1.5

2

2.5

3

3.5

4

4.5

5

Q7: Tell us about your usage of the recreational facilities within the past year. (n = 125)

On a scale of 1-5

Member Survey: Access/Security, Winter 2018

12

0

20

40

60

80

100

120

140

160Ages of Frequent Guests and of Residents

Ages of Frequent Guests Ages of ResidentsMember Survey of Access/Security, Winter 2018

13

Usage of Facilities

Current Facility Hours

Beaches, Boat Ramps, WaterwaysOpen 24/7

Tennis Courts, Playground, Basketball CourtOpen Dawn to Dusk

Picnic Pavilion 10AM-8PM Daily8PM-Midnight by permission of the Property Manager

Monday toThursday

Friday Saturday & Holidays

Sunday

Memorial Day-Labor Day

Noon – 7pm Noon – 8pm 10am – 8pm 10am – 7pm

Possible Revision

After June 15 Extend 1 day to 8pm

Extend to 9pm Extend to 9pm

Regular Pool Hours

Water Aerobics Lap Swimming Swimming Lessons

Special Events

Monday-Friday 9-10am

Daily, 30 minutes before opening

Blue Moon Saturdays, open til 9pm

Social Events, TBD, open til 9pm

Possible Revision

Add weekend classes

Extend scheduled hours

Social Events, new, depending on volunteers

Scheduled Pool Activities

Clubhouse Hours Office Hours – Monday-Friday, 9:30am-3pmHappy Hour – Tuesdays, 5pm-7pmAny other scheduled activity, on a not-to-interfere basis

The Clubhouse can also be entered from the pool deck whenever the pool is open.

Contact our Clubhouse Manager, Teresa, if you would like to:organize an activity or event open to members (perhaps a

Friday Happy Hour) access the clubhouse for a particular event rent the clubhouse for a private event

Discussion

What might be our targeted level of utilization?

How might we increase our current level of utilization?

Usage of Facilities


18

3.93 3.773.36

3.57 3.59 3.60 3.54

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

Pool Clubhouse Beaches Boat ramps Tennis Courts Picnicpavilion

Playground

Q #9 How well do the rules for the use of the recreational facilities balance convenient access

to Members and Lessees with personal safety, security, and protection of these recreational

facilities? (n=116)On a scale of 1-5

Rules


19

Discussion

What might be our targeted level of satisfaction with the way the rules balance access, personal safety and security?

What actions might be taken to enhance these targeted levels of satisfaction?


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Rules

Assess Current Access System


21


22


31%

21%25%

13%

26% 25%

42% 42%

25%

0%

20%

40%

60%

80%

100%

Pool Clubhouse Beaches

Q12: % Interest in Expanding Pool, Clubhouse & Beach Access Hours

Weekday EveningsWeekend Day (Fri & Sat)Weekend Evenings (Fri & Sat)


23


144 1

6 5 1

19

81

0

25

50

75

100

125

Pool Clubhouse Beaches

# Interested in Expanded Hours

Weekday EveningsWeekend Day (Fri & Sat)Weekend Evenings (Fri & Sat)


24


Discussion

What might be our targeted level of satisfaction with the access system?



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Assessment of Current Security

4.183.83

3.36 3.53.76 3.74 3.75

Pool (check-in required)

Clubhouse Beaches Boat ramps Tennis courts Picnicpavilion

Playground(daylight

hours)

1

1.5

2

2.5

3

3.5

4

4.5

5

Q #17: How do you assess our current system of security for these recreational facilities? (* user is

required to carry access card) (n=116) On a scale of 1-5


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49.55%

17.12%20.72%

8.11%4.50%

66.67%

14.29% 15.24%

1.90% 1.90%

75.49%

16.67%

5.88%1.96% 0.00%

0.00%

20.00%

40.00%

60.00%

80.00%

100.00%

Never Seldom Occasionally Often Very often

Encounters with Nonresidents, % of Responses

Encountered non-residents using the beaches

Encountered nonresidents using the boat ramps

Encountered nonresidents using tennis courts, playground, basketball court or picnicpavilion


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20.63%

57.14%

11.11%

33.33%

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

Key or combinationlock on all facilities

Electronic access cardfor all facilities

Supervised use withsign in required

User possession ofrecreational access

card

Preferred Changes to Security System by Those Dissatisfied or Undecided about Security (n=63)



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Discussion

What might be our targeted level of satisfaction with the security system?



30


State of the GH-CP Sanitary District

Financial Status Report for Sanitary District, April 2018

31

In Brief – Our Thinking has Evolved

Why?

Why?

Why?

To provide a way to fund significant dredging projects

to preserve beaches & waterways

To provide a sustainable financial structure for the maintenance of

all recreational facilities

To preserve and maintain the natural and recreational

facilities of the community for the benefit of all property

owners


32

The Journey and the Destination

Financial Issues

IdentifiedAlternatives Considered

Decision: Seek SD

Designation

Second SD Budget

Approved

First SD Budget

Approved

Sanitary District

Approved

First 10-year Forecast

Reserve Study Completed

GH Boat Ramp

Completed

Second 10-year Forecast

Members Advise on

Desired Next Steps

Assessment of Immediate

Capital Repair Needs

Phase 2 & 3 Dredge/Beach

Projects

Initial Bond Financing

Discussed Increasing $RUF with County

State of SD Report to Members

Board Holds Long-term Planning Session


33

The Bottom Line SD structure works

Fee level creates structural problem

Managing to fee level insufficient to fund:

current deferred maintenance projects long-term repair/replacement needs longer-term capital improvements or additions

Managing to prioritized strategic needs essential


34

Quick Refresher on SD Budget

RevenuesNet Income(Cash from Operations)

ExpensesCash

Available at Beginning

Bond Proceeds

Debt Service & Reserve

Net Proceedsfrom

Borrowing

Cash Available for Operations &

Projects

Cash Advance

from County


35

Quick Refresher on SD Budget

DeferredMaintenance

Future Major Repairs &

Replacements

Cash Available for Operations &

Projects

New Capital Projects

Cash Available at

End


36

Pool paintingDriveway resurface/repaveGroins

Portico rebuild/repaintSewer connectionsCP bath house

ADA compliant facilities – clubhouse, pool, bathhouseObservation platform – beaver pondReplace/upgrade playground to safety standardsCP boat ramp rebuild

Reserve Study Independent engineering assessment

Conducted December 2016

Shared with County

Consistent with past practices of POA

Estimated

Not implemented due to lack of funding

Dynamic plan for funding and replacement of major assets, components (177 assets in 18 categories); excludes beaches and waterways

Current Condition

Expected Useful Life (years)

Estimated Replacement Cost

Annual Funding to Meet Planned Replacement Cost


37

What We Estimated…What We Know NowPlanned Actual % of

RUF/year

Dredging & Beach Replenishment

Borrowing -- Principal $403,000 $530,000 Borrowing -- Interest Rate 8.00% 2.34%

Cost of Project $403,000 $480,000 Debt Service Reserve $0 $72,000 29%Annual Debt Service $101,000 $72,000 (12%)

GH Boat RampBorrowing none $96,000 38%

Cost of Project $30,000 $187,000 63%

Lot Consolidations# of lots unknown 66

Lost revenues/year unknown $12,540 5%

Delinquencies # of lots unknown 30

Lost revenues/year unknown $5,700 2%

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The Bottom Line… Need operating budget to fund major repairs and

replacements – portico repair, pool resurfacing, etc.

Known expenses not budgeted because no funding available at $190

Stopgap advances from County for emergencies

Conclusion – RUF change needed immediatelyFund major repairs and replacementsSet RUF to cover known, prioritized expenses


39

Project Category Funded from Operations

Funded from Bond Proceeds

Funds Available $0 $530,000

Dredging and Beach Projects79,000 480,000

50,000Clubhouse 134,000Pool 55,000Boat Ramps 13,000Total of Project Costs $331,000 $530,000

Shortfall by source of funds $331,000 $0


40

Note: Additional Debt Financing not available til 2026

Projects Requiring Funding, by Source of Funding

Category Funded from Operations

Funded from Bond Proceeds

Funds Available $0 $530,000Repair Projects 331,000

Dredging and Beach Projects480,00050,000

Debt Service Reserve $72,000Repay advance from County $64,000

Delinquencies $17,000

Lot consolidations $36,000

Shortfall by source of funds $469,000 $0


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Note: Additional Debt Financing not available til 2026

Budget Changes and Project Costs Requiring Funding

We considered a number of alternatives…

no change for this year

change in next year

one-time change for this year

change over several years


42

Recommended 3-Year $RUF 3-year $RUF increase plan

Year 1 $250 Year 2 $275 Year 3 $285

Catch-up Only StrategyFunds known repairs and maintenance over 3 years No catch-up funding for revised costs of borrowing

Maintain the value/utility of the recreational facilities


43

GHCP Committee Reports

Committee Reports

Pool Committee Dot Spencer

Social Committee Jenny Fortney

Neighborhood Watch Walt Shackleford

Closing Thoughts and Remarks

General Discussion

Questions

Comments

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