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)
Member Survey of Access/Security, Winter 2018
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Member Survey of Access/Security, Winter 2018
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
Member Survey of Access/Security, Winter 2018
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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
Member Survey of Access/Security, Winter 2018
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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
Member Survey of Access/Security, Winter 2018
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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
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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
Member Survey of Access/Security, Winter 2018
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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
Member Survey of Access/Security, Winter 2018
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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?
Member Survey of Access/Security, Winter 2018
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Rules
Assess Current Access System
Member Survey of Access/Security, Winter 2018
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Member Survey of Access/Security, Winter 2018
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Assess Current Access System
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)
Member Survey of Access/Security, Winter 2018
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Assess Current Access System
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)
Member Survey of Access/Security, Winter 2018
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Assess Current Access System
Discussion
What might be our targeted level of satisfaction with the access system?
What actions might be taken to enhance these targeted levels of satisfaction?
Member Survey of Access/Security, Winter 2018
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Assess Current Access System
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
Member Survey of Access/Security, Winter 2018
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Assessment of Current Security
Member Survey of Access/Security, Winter 2018
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Assessment of Current Security
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
Member Survey of Access/Security, Winter 2018
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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)
Assessment of Current Security
Member Survey of Access/Security, Winter 2018
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Discussion
What might be our targeted level of satisfaction with the security system?
What actions might be taken to enhance these targeted levels of satisfaction?
Member Survey of Access/Security, Winter 2018
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Assessment of Current Security
State of the GH-CP Sanitary District
Financial Status Report for Sanitary District, April 2018
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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
Financial Status Report for Sanitary District, April 2018
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
Financial Status Report for Sanitary District, April 2018
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
Financial Status Report for Sanitary District, April 2018
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
Financial Status Report for Sanitary District, April 2018
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Quick Refresher on SD Budget
DeferredMaintenance
Future Major Repairs &
Replacements
Cash Available for Operations &
Projects
New Capital Projects
Cash Available at
End
Financial Status Report for Sanitary District, April 2018
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
Financial Status Report for Sanitary District, April 2018
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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%
38
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
Financial Status Report for Sanitary District, April 2018
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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
Financial Status Report for Sanitary District, April 2018
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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
Financial Status Report for Sanitary District, April 2018
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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
Financial Status Report for Sanitary District, April 2018
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
Financial Status Report for Sanitary District, April 2018
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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