May 2, 2014
The community is now 10+ years old and 2000 plus residents. General annual maintenance has helped keep items in good working condition but items are wearing out and some are broken. Replacement funds are collected in your monthly assessment (11.6%) and specifically set aside to be used to replace aged out items. It is time to refurbish many areas that have heavy use.
A multi-year phased refurbishment of key areas of the clubhouse. 2014 - the Restaurant 2014 - the Bar area 2014 - the Two sitting areas outside the restaurant entrance 2014 Library - furniture from fountain area will be repurposed 2015 Tables and chairs West Card Room and tables for East Card Room (except chairs) 2015 - Lower Level conference Room 2015 the Board Room 2015 New ballroom carpeting 2016 Cold Storage addition for restaurant 2016+ Other Areas, including Lobby & foyer refurbishment, restaurant patio three/four season enclosure, Storage room addition for ballroom
Cost Estimate - $400,000 1) Expanded seating capacity 2) New Carpeting & wood tile 3) New Pedestal drop leaf dining tables 4) New Chairs 5) Lighting (chandeliers & sconces) 6) New Bar lights 7) New curtains 8) New waitress workstations 9) Dining room storage cabinet 10) New glass panel divider 11) New Bar w/upgrades 12) Lockage liquor cabinets 13) Expanded bar shelving 14) New bar equipment 15) Granite top bar tables 16) New bar stools 17) New bar lighting 18) Removal of wall insertion of French doors to seating area 19) Fountain seating area w/tables & chairs 20) Current fountain area furniture will be moved to the Library
Cost Estimate - $0 Will move furniture from the Fountain area to the Library and other areas of the building.
East/West Card Rooms Ballroom Cost Estimate $55,000 1) New tables (center pedestal) for both card rooms 2) New chairs West Card Room (front casters only) 3) New window treatments 4) New flooring - TBD Cost Estimate to be determined 1) New carpeting 2) New drapes
Board Room Lower Level Conference Room Cost Estimate $30,000 1) New conference table 2) New chairs 3) Storage bureau for critical site maps, designs and archival documents 4) New window treatments 5) New flooring Cost Estimate $15,000 1) New conference table 2) New chairs
2016 - Foyer and Lobby upgrades esp. carpeting Cost Estimate -$TBD 2016- Expanded Cold Storage for Restaurant Cost Estimate -$TBD 201? Restaurant Four Season Patio Enclosure Cost Estimate $100,000 + 201? Storage room for ballroom furniture & items Cost Estimate -$TBD
Restaurant Refurbishment Bar Refurbishment Fountain Area Refurbishment Library Furniture Replacement
1) The clubhouse contents are in shabby condition (furniture, floors, curtains, etc.) and have now reached 10+ years of use. 2) Furniture in some areas has literally fallen apart and removed from service. (33/92 chairs have broken, now using ballroom chairs and tables. Bar stools have broken with temporary stools in use.) 3) Major repair of the furniture is not practical, feasible and if repaired should be done professionally which is expensive. 4) Furniture is scratched, tables wobbly, curtains sun faded, carpets worn and repaired in places. 5) Seating capacity can be increased to accommodate our growing community. 6) An expanded bar area will better serve the ballroom events and accommodate two bartenders behind the bar. 7) The bar was never designed for the current use or volume of customers. 8) The restaurant and bar have been a tremendous amenity for the community- both socially and financially.
Capital Reserve Fund & 2014 Operating Expense funds & 2015 Operating Expense funds Note: A portion of your association monthly fees is put into accounts that are specifically designated for replacement, improvements and maintenance of the community property.
May 19 board Meeting June 16 board Meeting New furnishing in use Grand Opening Feb 1, 2015 Club & Committee Leaders and Community Presentations Order Furnishings (8-12 weeks) Build cabinets & New Bar Electric & Plumbing Permits New bar install, flooring, painting, curtains Finalize Designs & Choices Occupancy expansion filing Order Bar equipment April May June July Aug. Sept Oct. Nov. Dec. Jan. Feb.
Carrie Fusella President
RESTAURANT AND BAR RENOVATION LAYOUT ENTIRE LAYOUT SHOWING NEW FRENCH DOORS 14
RESTAURANT AND BAR RENOVATION LAYOUT ENLARGED 15
RESTAURANT AND BAR RENOVATION LAYOUT ENLARGED SHOWING 2 NEW FRENCH DOORS 16
RESTAURANT AND BAR RENOVATION FRENCH DOOR OPTION TRUSTILE FRENCH DOORS - TRADITIONAL 17
RESTAURANT AND BAR RENOVATION DINING CHAIRS & FABRIC (FINISHES TBD) FABRIC OPTION #1 (BID PRICE) FABRIC OPTION (UPGRADE) KWALU DINING CHAIR (IN BID) WITH / WITHOUT ARMS BACK OF CHAIR BACK OF CHAIR CHAIR FINISH SEAT OF CHAIR SEAT OF CHAIR 18
RESTAURANT AND BAR RENOVATION BARS & COUNTER HEIGHT STOOLS (FINISHES TBD) OPTION #1 KWALU (IN BID) OPTION #2 WOOD SWIVEL (UPGRADE) FABRIC OPTION (UPGRADE) FABRIC OPTION #1 (BID PRICE) 19
RESTAURANT AND BAR RENOVATION COUNTER HEIGHT BAR TABLES TABLE OPTION #1 (IN BID) RESIN TOP TABLE OPTION #2 (UPGRADE) GRANITE TOP & HEAVY DUTY BASE OPT #1 UBA TUBA OPT #2 SAPPHIRE BLUE 20
RESTAURANT AND BAR RENOVATION WOOD GRAIN LAMINATE DROP LEAF DINING TABLES LAMINATE WOOD TOP FINISH (IN BID) 21
RESTAURANT AND BAR RENOVATION CUSTOM COLOR CARPET (BID PRICED SCHEME) (IN BID) (IN BID) 22
Restaurant/Bar & Fountain Sitting Area Refurbishment Common Questions & Answers List Q1: Why do we want to refurbish the clubhouse? A1: To keep the elegant look of our clubhouse, which residents admired when purchasing homes in Greenbriar, periodic replacement of furnishings is needed. The restaurant/bar area is most visible to the whole community, as well as used for ballroom events, outside catering events and weddings. After 10+ years, the restaurant/bar flooring has worn, the curtains have faded, chairs, bar stools and bar equipment have broken with some already removed from service. In addition, the refurbishment will result in seating for another 50+ people; 38 within the restaurant/bar area (additional restaurant tables/chairs & bar expansion) and 12+ with the fountain bar expansion. Refurbishment/renovation is a common event in all communities and it is a best practice to refurbish an entire area at one time. Q2: What does the refurbishment project entail? A2: The refurbishment includes new chairs, tables, bar stools, bar tables, seating in areas currently not having seats, a new maître de station, selected light replacement, expansion of the bar seating area near the fountain, carpeting, tile flooring, curtains, bar equipment, a new waitress station, and liquor storage. The plans will be displayed in several community meetings and will also be on display in the Community Management Office on the 2 nd floor of the clubhouse. Q3: When are you planning to start the project? A3: Immediately after Board approval. The furniture will be purchased first and put into use by fall of 2014. The construction changes and carpeting, new bar flooring, new bar, lighting and curtain installations will be completed by February 2015. Q4: How long will the refurbishment take and will the restaurant and the bar be closed? A4: The refurbishment activities will start immediately after approval. The project will be phased in parts with the furniture put into use as soon as it is delivered. We will close off the area for work to begin on January 5, 2015 through Feb. 1, 2015. HOWEVER, plans have been made to open a temporary restaurant and bar in the ballroom until the refurbishment is complete. Therefore every effort will be made to minimize the impact of this refurbishment and keep the amenities of the restaurant and bar available to the community. Specific dates will be posted. Q5: How much will the refurbishment cost? A5: The estimated cost for the first three areas proposed for refurbishment is $400,000, including costs estimates for items such as permits and construction expenses. Board of Directors Communication May 2, 2014
Q6: Where is the money coming from and will there be an assessment? A6: The majority of the money will be coming from the Capital Reserve. The Capital Reserve represents monies which have been set aside from each monthly assessment payment. Currently this reserve has nearly a $4 million balance. The remainder of the money will come from this year s current operating budget or if necessary the working capital fund. We do not foresee the need for a special assessment. Q7: We just had a very costly winter for snow removal. We understand the need for new furniture but why refurbish everything now? A7: Snow removal funds are covered from the operating budget ($135k) and the $175k snow removal reserve set up specifically to handle years where there is excessive snow removal required. As stated previously, it makes more sense to refurbish an entire area at one time rather than piecemeal. Q8: Are we only refurbishing the bar because the bar is too small? A8: Somewhat. The bar space was originally designed to only be a space for liquor bottle storage for residents. It was not designed to be a fully operational bar. As such, some of the operations and equipment needed for a fully operational bar are lacking or inadequate. The refurbishment will allow for better storage of liquor, beer and wine in the restaurant. It will also provide more work space for busy events requiring two bartenders and a more efficient work flow. Current liquor storage in the coat room will be removed, freeing the coat room for other activities such as a meeting room or work area space. Q9: Will this refurbishment effect our insurance and insurance rates? A9: The effect will be minimal as it is expected that the assessment on the new improvements might cause a very slight increase. We do NOT expect liability insurance to increase. Q10: Will we be in compliance with the Alcohol Beverage Control (ABC) laws? A10: Yes. We have always been and will continue to stay in compliance with ABC laws. Q11: Will the expansion of the bar take space away from the restaurant? A11: No. The seating capacity for both the restaurant and bar will be increased. Q12: Is the bar so busy that we need to spend money to convert the fountain sitting area into space for bar customers? A12: The bar has been a popular amenity to the community and is also an asset for the GOCA social and catered events. With popular GOCA social events, the bar has been insufficient. As the area is currently designed, it is rarely used. The repurposing of this area will allow for better utilization of our current clubhouse space. It should be noted the furniture in this area is planned to replace the current library couches and chairs. This allows us to extend the life of useful furniture and better utilize our precious clubhouse space. Board of Directors Communication May 2, 2014
Q13: The fountain sitting area is used for hanging coats when access to the coat room is closed on Saturday nights (Fire Doors close at 7 pm). Where will coats be allowed to be hung in the future? A13: It is planned to explore options for access to the coat room especially since alcohol inventory that is currently stored in the coat room will be relocated into the newly refurbished bar area. Q14: Won t it be hard for the bartenders to see customers in the fountain sitting area in order to provide service? A14: On days where the restaurant and bar are busy, there will need to be sufficient bar and wait staff to service customers seated in this area. Q15: Will the fountain sitting area refurbishment impact ballroom events and private parties? A15: We anticipate better flexibility and options with the proposed seating space to meet the ballroom events seating needs. Areas can be roped off or opened up as needed for the event. Q16: What is the calculated return on investment? A16: This is an improvement to an asset like tennis courts, bocce courts, swimming pools, golf course, etc., and a return on investment is not applicable to a refurbishment. This is a critical asset of the community that must be maintained to be fully enjoyed. Q17: Why don t we enclose the patio and put the bar there? Wouldn t that solution provide more bar seating, a quieter restaurant, more seating in the restaurant, as well as easier access to the bar for golfers, bocce players etc. for drinks and bar food? A17: There are several challenges and significant cost to renovate this space. Key items are electric, plumbing, assessment of the footings for weight loads, etc. This area is still being assessed for better utilization but will be a much larger project. All the actions taken with this purposed refurbishment would complement any action taken to better utilize the patio space in the future. This will be considered for a long term refurbishment plan. Q18: Why are we not enlarging the kitchen since one of the issues we have heard for years is that the kitchen is too small? A18: The kitchen design is adequate for the size of the restaurant we maintain. At this time we don t see a need to renovate the kitchen. Q19: Why are you prioritizing the restaurant and bar areas for refurbishment before the other clubhouse rooms? A19: The restaurant and bar areas, besides being heavily used rooms, are also used as rental areas for external events. The external events help bring in revenues to offset general operating expenses. Other rooms will be refurbished as per the proposed schedule but planned soon after the restaurant and bar area refurbishment project completion. Future refurbishments will need to be voted and approved by future boards. Board of Directors Communication May 2, 2014