Clubhouse Steering Committee (CSC)

Meeting #17

Project Meeting #3

October 21, 2009

Minutes

  1. Call To Order

At 3:17 PM the meeting was called to order. Committee Members Present: Tom Engberg, chair, Rick Nedell, Matt Rei, Allen Sayles. Committee Members Absent: Rich Bartlett, Don Maddison. Others Present: Frank Melón, Kathe Foster, Project Manager Bob Olson (Nova Partners) and Architect Karl Danielson (The Dahlin Group.

  1. Minute Approval

September 15, 2009 - Approved as presented.

September 30, 2009 – Approved as presented.

  1. Confirmation of Program/Definitive Direction to Dahlin

Review Dahlin Most Recent Floor Plan

Comparison charts had been prepared showing square footage of the existing clubhouse and proposed increased space allocations. Architect Danielson had revised drawings dated October 21, 2009 to compare against drawings that were reviewed on September 30, 2009.

Size Clubhouse to Fit $9.5MM

An early evaluation of the estimated cost to construct the larger building revealed a narrow allowance to cover unexpected costs. As a result, architect Danielson had prepared alternate plans with a reduced structure size. The committee reviewed the space allocations of the banquet dining area, separate lounge area, the golf pro shop and the locker rooms. Suggestions were made and noted by architect Danielson.

Site Work Cost Implications In Budget

The committee discussed the budget constraints. Once the site work costs are known, a better estimate of achieving the budget requirements can be made and a decision on the building size will be finalized.

LRP Components To Include

When presenting the plan to the Town’s Planning Department, approval of the larger 25,000 square foot plan as well as future features such as a fitness facilitywill be sought. Actual construction of Long Range Planning Committee recommendations will be considered in the future.

Cart Barn Decision

The committee discussed storage of golf carts, and concluded that locating golf cart storage in an area away from the clubhouse was most beneficial due to the cost per square foot for construction of the clubhouse vs. less expensive golf cart storage. The General Manager will investigate costs to provide storage for up to 70 golf carts in the maintenance area, and report back to the committee.

  1. Decision Process Going Forward

Day-to-day decisions involving the clubhouse project will be approved through the General Manager. Semi-major decisions will involve the General Manager and at least one CSC member. Major decisions will require the consideration of the General Manager and full CSC. Discretion as to what level of decision is required will be left to the Project Manager and the General Manager.

  1. Time-Line, What’s Next

The goal is to submit a formal application to the Town in the next 3-4 weeks, toward the goal of a hearing before the Planning Commission by February 2010. Following presentation to the Planning Commission, Design Review Board approval will be sought. Bob Olson will prepare and distribute an updated timeline.

  1. Contractor Selection, Status

Bob Olson distributed a draft Request For Proposal (RFP) for hiring a contractor. A list of contractors was reviewed and the CSC determined that the RFP will be sent to eight of the contractors.

  1. Communications

A review of member communications will be carried forward to the next meeting.

  1. Core Group Meeting

At 5:20 the following members were brought into the meeting to discuss the preliminary drawings that had been prepared by the architect: Janine Martello, Tara Rochlin, Fran Gentry, Peter Rack, Ignacio Vega, Dennis Martel, Dwight Pedersen, Mark Moore, Niki Peterson, Pam Mayes and Gary Martin.

Each of the members represented an interest group and had been selected by staff to give input on the preliminary plans. Several had provided written lists of features they thought important for the new clubhouse, and the ideas were shared among the group. An open dialog took place and the architect noted the members’ suggestions. The group was thanked for their input and the meeting was adjourned at 7:30 PM.

Prepared by Kathe Foster

October 23, 2009

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