Clubhouse Renovation Proposal
(updated Winter, 2018)
In July, over 40 people attended the two Information Sessions held on the options for consideration to enhance the Club House in preparation for our 100th Anniversary in 2022. Lynn Palmer and the design and construction team outlined our ‘design principles’, the options under consideration, and our next steps.
Other information sessions will be offered, based on demand. If you are interested in attending a session, please respond to Kate Tindale, Board Secretary at: email@example.com with the approximate timing that would work for you.
Our objective is to assess requirements for the Club House and associated facilities to ensure that they meet the requirements of the DCC and it’s members for years to come
Background & Overview of the Process
The Kitchen was last renovated 30 years ago. Improvements have to be made to meet our current needs.
In the Summer of 2014, the Board approved $20k for a kitchen renovation.
By the summer of 2015, a kitchen design was developed & costed out at $30k.
In the Fall of 2015, the Board felt we should assess the overall requirements of the Clubhouse & associated facilities as a big picture, before investing $30k in a kitchen.
Over the Winter of 2016, in depth interviews were conducted with 12 community leaders, and regular users of the club in order to assess the functional requirements, shortcomings and perceived opportunities from a number of different user perspectives (Event/meal volunteer & patron, bar volunteer & patron, social event planning and execution).
Over the course of the last year four options have been developed & costed out.
This summer, information sessions about the project are being held for our membership, and fundraisers are working to determine how much financing we can secure.
In the fall of 2017, based on available financing and membership input, the board will select one of the four options.
Once an option has been chosen, final design and costing will take place and building and renovaion will be scheduled for completion in time for our 100th anniversary in 2022
PHASE 1 – Assessing our Needs
Over the winter of 2015/16, we held in depth interviews with 12 community leaders and regular users - members who regularly use our clubhouse and facilities both as patrons and as volunteers. There were a variety of views, ranging from “do nothing except for maintenance” to “let’s tear it down & start over”. Ultimately though, the majority landed in the middle “The Club is good – but it could be better”. There was a general consensus that we have the ability to make this happen; that we should focus on what we need now and what will keep us in good shape for years to come; and that the Club House is a key asset to the Club and the Community and needs investment.
These are the priorities that were identified:
Roof Kitchen efficiency
Bugs Bar functionality
Posts & footings Deck area for more casual events
Septic, plumbing, washrooms Integration of outside area & bbq
Safety – access & lighting Better entrance (keep people out of kitchen)
Windows, doors, painting
Automation at bar for charging & inventory
Why is This Important
The Clubhouse is the heart of the Dunany Community. Some areas need mandatory maintenance, some areas could benefit from updates & improvements. We want to make updates and renovations that we can be proud of, and that will serve our community for the next 100 years. The longer we wait, the more expensive it will be to maintain and improve.
The majority of our social events are operated by volunteers. These events are a very big part of what makes our Dunany community strong and unique. This strong engagement through our community of volunteers is passed on from generation to generation. It is important that we provide an efficient environment for our volunteers to want to work in.
Our social events create the feeling of "Community" and engagement, and along with our volunteer spirit, ar ewhat differentiate us from other golf courses in the area. For the past few years, they have typically generated about $15k - $20k each year, which helps to keep annual membership dues in check. Our Clubhouse rentals ocntribute about $3k - $5k per year. We need to ensure that the Clubhouse is efficient so e can keep generating this level of income and keep the club attractive to our members & guests.
As part of this process, we looked at options as to whether we should have a 4-season facility. We have determined that there really isn’t an increased revenue stream in the winter and there would significant incremental costs to keep it open. The value proposition is in making the Club House attractive to existing and new members, making it more efficient and attractive to our volunteers and patrons, and making the building more conducive to ‘informal events’ that could attract Social members.
The future of golf is being challenged around the world. We are lucky to have this tremendous asset at the heart of our community. We want to make sure it is here for generations to come.
Any renovations we do will not increase membership or social income. But we are at a crossroads where work must be done & in order to ensure we plan wisely for the future, we need to decide what kind of Clubhouse we want.
PHASE TWO – Design for our Needs
We want to preserve the “Rustic Charm” of the building. It doesn’t need to be “glitzy”, that’s not what the community is all about.
Maintain our existing aesthetic with any additions and/or renovations
Enhance functionality to make it easier and more efficient for our volunteers to host events
Increase seating capacity to be able to offer comfortable space to members & their guests
Ensure safety, theft security and ease of access
Confirm the “basics” are sound before we invest on top of them
Keep costs down by using resources from our community
Make our club attractive to younger members
Ensure the facilities will be able to accommodate large and small gatherings
Keep future maintenance costs from increasing substantially
We don’t want to take on debt and burden the next generation of members
Summary of Design Options
This table sets out the major differences between the options
Cost of Renovations
Each of the options has been costed by our “Building Operations Project Team”. Costs range from $150,000 to $350,000, depending on the option. At this point the prices are estimates based on square footage and similar projects. Final costing will be ascertained once an option has been selected & the design finalized. Detailed information on project costs can be obtained at Information Sessions. If you would like to attend a session, please contact Kate Tindale at: firstname.lastname@example.org
The Clubhouse will continue to be a 3-season facility. The existing footings and posts appear to be in good shape, but will be checked before pricing is finalized. The roof also appears to be in good shape, but will be assessed as part of the project. We have a large and talented retired local membership who is willing to engage in all aspects of the project. Combined with in-kind labour and material, we hope to save in some areas of the project
Our Board executive and Building Operations Project team will be looking a whether any of these renovations trigger loss of our “Historic Building” status and the implication from a fire safety point of view. We will also determine whether we require a certified Quebec architect and we need to test the waters with the Township of Wentworth regarding the requirements if we require a new septic system as well as overall building permits
PHASE THREE – NEXT STEPS
Financing the Cost of Renovation / Building
Leadership giving - we have a group of members currently working on raising funds within our community. We will also use amounts donated to the Centennial Fund. If you are interested in hearing about the possibility of donating to the project, please contact Lynn Palmer at email@example.com.
We would use a portion of the DCC Capital budget over the course of five years, which could generate up to $100k
DCC has about $150k in cash reserves. Our By-Laws require us to maintain a minimum of 20% of budgeted revues or approximately $55k. This could generate another $50k - $90k .
DCC owns 90 acres of land which, if harvested under a government program, would benefit the health of the forest, generate some income from sales of wood, and could realize an $8,500 annual reduction in our property & school taxes for 10 years. “Harvesting” is done to a maximum of 40% of the trees, with select cuts to promote a healthy forest. We have identified a very environmentally conscious Project Manager to help explore our options here.
There are some government and municipal grants that could be available for upgrades to our building and properties. We will investigate if any of these apply to our plans.
There could be a nominal member assessment. It is important to larger investors that everyone has a commitment to the project.
Final Option Selection
In the Fall of 2017, the Board will choose an option based on available funding and membership input. Once an option has been chosen, final design and costing will take place and building & renovation will be scheduled for completion in time for our 100th anniversary in 2022
Your opinion counts! Come to our information sessions & find out more.