Blythefield 2016 Capital Project

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Blythefield 2016 Capital Project
Blythefield 2016 Capital Project
TABLE OF CONTENTS
Meeting Announcement
Opening Letter
Clubhouse Renderings
Site Layout
Main Clubhouse Floor Plan
Golf Building Floor Plan
Project Description
Project Funding
Optional Projects
Q&A
Proxy & Return Envelope
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
NOTICE OF SPECIAL MEETING
NOTICE OF SPECIAL MEETING OF SHAREHOLDERS OF
BLYTHEFIELD COUNTRY CLUB
TO BE HELD THURSDAY, JULY 14, 2016
AT THE MAIN CLUBHOUSE,
5801 NORTHLAND DRIVE, BELMONT, MICHIGAN 49306
BEGINNING AT 7:00 P.M.
TO:
Shareholders of Blythefield Country Club
WHAT:
Special Meeting of Shareholders
WHEN:
Thursday, July 14, 2016 @ 7:00 PM
WHERE:
Blythefield Country Club Main Clubhouse
PURPOSE: Discussion and Voting on Capital Project
Please take notice that a Special Meeting of the Shareholders of Blythefield Country Club will be held on
Thursday, July 14, 2016.
The meeting will commence at 7:00 p.m. at the Main Clubhouse, 5801 Northland Drive NE, Belmont, Michigan
49306, unless properly adjourned.
The purpose of the meeting is to consider and vote upon a proposed Capital Project which is outlined in the
material attached to this Notice.
If you are unable to attend the Meeting, the Board of Directors urges you to fill out, sign, date and return the
attached Proxy in the enclosed envelope in order that your vote may be counted
By Order of the Board of Directors,
Shawn Healy
Secretary
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
OPENING LETTER
July 1, 2016
Dear Blythefield Country Club (BCC) Members,
“Don’t be afraid of change. You might lose something good,
but you’ll gain something better!”
The quote above is from an unknown source, and we hope you will think about this statement when
reviewing the attached materials on the proposed capital project (the “BCC Renovations”).
As many of you know, the genesis of the proposed BCC Renovations was the Member Forums held in
2015. During these Member Forums, some consistent themes came up, including:
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The need for improved dining facilities;
a desire for much more outdoor dining; and
Creating a fun and engaging dining experience.
Many other suggestions were made at the Member Forums regarding capital projects, including
repurposing or demolishing the Golf Building, moving the tennis courts near to the pool, and expanding
the banquet facilities.
With the assistance of the Capital Planning Committee (“CPC”) and BCC member and Architect Dan
Henrickson, initial plans for certain capital improvements were developed which were shared with the
BCC membership at meetings in early 2016. A committee of the BCC Board of Directors interviewed
various builders/contractors and ultimately selected Wolverine Building Group (“Wolverine”) to be the
contractor. A detailed budget for the original capital improvements was developed. At that point, as
has been previously communicated to the membership, the Board (after considering the pro-forma
impact on debt levels, the Club’s borrowing capacity, and the level of member assessments) determined
that the original capital improvement plan costs (estimated to be in excess of $3.5 million) were simply
too great and it would be financially imprudent to move forward with this plan. The BCC Board also had
the opportunity to discuss this plan and the overall operations of the Club with industry experts who
concurred with the BCC Board’s decision.
The Board, again with the assistance of the CPC and Dan Henrickson, developed revised plans that still
captured many of the essential themes outlined above from the Member Forums, but at an overall cost
that made long-term financial sense for the Club. In addition, the revised plans are structured so that
additional “phases” can be pursued in the future when overall financial resources at BCC permit.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
OPENING LETTER
The Board approved budget for the BCC Renovations is $2.1 million, and is broken down as follows:
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$1,350,000 for the building project (includes a 10% contingency);
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$350,000 for furniture, fixtures and equipment;
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$60,000 for design services;
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$40,000 for pool building improvements; and
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$300,000 for golf course improvements.(1)
(1) Any funds remaining from building project would be earmarked for golf course improvements.
In addition to information on the BCC Renovations, the attached materials also provide details on the
funding plan, including the proposed member capital assessment. The Board believes the assessment is
modest relative to the scope of the BCC Renovations; moreover, a meaningful amount of the
assessment (for an existing member and a new member) can be funded by an existing member’s
successful recruitment of a new member. The attached materials also outline various opportunities for
BCC members to make additional investments to provide for “extras” that are beyond the scope of the
BCC Renovations as outlined above. Please review these opportunities, and contact General Manager,
Todd Loughin if you want more information or have interest in pursuing such an investment.
A Special Meeting of the BCC Membership has been called for July 14, 2016 (at which you will have the
opportunity to vote on the BCC Renovations and the proposed capital assessment). If you are unable to
attend the Special Meeting on July 14, 2016, we urge you to submit a proxy with your vote.
The Board, the CPC and Dan Henrickson have spent considerable time on this project. We recognize
there are many other ideas, opinions and feelings about the scope and specifics of the project. The
Board believes the proposed BCC Renovations will accomplish many of the essential themes from the
Member Forums at a modest cost to our members. The BCC Renovations will provide a vibrant and
engaging dining experience, expansive outdoor facilities, adult game rooms and new green space
between the existing putting green and the main clubhouse. In addition, with a minor investment, the
Golf Building would be repurposed with much better traffic flow.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
OPENING LETTER
The Club’s operations will also be greatly streamlined with dining and beverage services consolidated
into the main clubhouse (in addition to the pool area). We recognize that the removal of beverage
service inside of the Golf Building will be viewed negatively by some BCC members. In order to provide
timely beverage service in close proximity to the Golf Building and the existing fire pit, we intend to park
a beverage cart nearby the fire pit during the busy golf season (certainly June, July and August). This will
permit members to purchase a beverage while exiting the locker room or pro shop and/or enjoy a
beverage at the lower fire pit adjacent to the Golf Building after completion of a golf round.
Please feel free to contact any member of the Board with your comments and questions. We hope to
see you all at the Special Meeting on July 14, 2016.
Very truly yours,
Todd Loughin
General Manager
On Behalf of the Blythefield Country Club Board of Directors
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
CAPITAL PROJECT DESCRIPTION
Main Clubhouse
Goal of the Main Clubhouse renovation is to make it the social hub of Blythefield.
1. Improve the Dining Experience.
The dining area improvements will focus on repurposing the existing
Presidents Room, a portion of the existing screened in porch, and existing
members bar area into a vibrant “Pub” style dining experience with an
interior seating capacity of approximately 106 guests and outdoor capacity of
80 guests. The views of the 9th and 18th greens from the outdoor dining area
and the new casual outdoor seating areas surrounding two large fire pits will
be spectacular.
2. Card Room and Large Fire Pit
A Card room will be located in the existing Sunset room with easy access to
the new bar. This room will also be adjacent to an additional exterior
gathering area with comfortable lounge seating around a large fire pit.
3. Additional Dining and Meeting Space
The existing “Seasons” dining room will be transformed into additional
dining with a more formal setting, a large fireplace and display cases, and a
large multipurpose room (for meetings, private dining, etc). Wine lockers will
be available and located in the entryway hallway to the south of the
additional dining space.
4. New Entry and Hallway
A new entry and drop off area will be created to serve as banquet and
vehicular drop off entry with a new barrier free ramp and monumental
hallway to dining and banquet areas. This will allow the removal of the
existing circular drive and drop off canopy allowing better visual and
functional connection to the practice green and other golf related functions.
This relocation allows for more greenspace in front of the main clubhouse.
5. Lobby remodel
The existing lobby area will be reshaped and remodeled. Ceilings will be
raised and interior architecture will seek to update the current image.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
CAPITAL PROJECT DESCRIPTION
Golf Building
1. New pro shop location
A new Pro Shop will be located in the existing bar and dining area. The new
pro shop area will be 50% larger than the existing pro shop and located in a
more prominent location in the golf building. The member and guest
experience will be vastly improved as this provides a more welcoming
environment.
2. Stretching and exercise area
The existing dining area will become a golf improvement area with focus on
stretching and fitness.
3. Existing Pro shop
The existing Pro Shop will become additional bag and general storage areas.
This area is readily convertible into other uses such as hitting bays,
simulators, etc. should future financial circumstances allow for it.
Golf Course
1. Funds from the project ($300,000) have been earmarked for golf course
improvements. The Greens Committee will provide suggested uses for the
funds to the Board of Directors.
Pool
1. Funds from the project ($40,000) have been earmarked for pool
improvements. The Pool Committee will provide suggested uses for the funds
to the Board of Directors, one of which will be new flooring for the pool
building.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
PROPOSED CAPITAL PROJECT FUNDING
1. Total Project Budget = $2.1 million
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$1,350,000 for the building project (includes a 10% contingency);
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$350,000 for furniture, fixtures and equipment;

$60,000 for design services;

$40,000 for pool building improvements; and
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$300,000 for golf course improvements.(1)
(1)
Any funds remaining from building project would be earmarked for golf course improvements.
2. Bank Loan
a. BCC will borrow up to $800,000 in long term debt
b. BCC will borrow up to $500,000 in short term debt to cover amount
of assessments not received in lump sum.
i. Members are strongly encouraged to pay a lump sum payment to minimize amount
BCC has to borrow, which would result in additional interest expense on the short term
loan. See attached payment election sheet.
3. Member Assessment
a. Regular Member - $4,800
(Options for one-time payment or monthly payments)
i. If opting for one time lump sum assessment payment prior to September 1, 2016,
member will receive $800 food and beverage credit applied in 2017. Full assessment
amount due by September 15, 2016 to receive food and beverage credit.
ii. If opting for monthly assessment payments, monthly payments of $100 will begin August
30, 2016 and continue for 48 consecutive months.
b. Senior, Social Enhanced, Intermediate - $3,840
(Options for one-time payment or monthly payments)
i. If opting for one time lump sum assessment payment prior to September 1, 2016,
member will receive $640 food and beverage credit applied in 2017. Full assessment
amount due by September 15, 2016 to receive food and beverage credit.
ii. If opting for monthly assessment payments, monthly payments of $80 will begin August
30, 2016 and continue for 48 consecutive months.
c. Social, Junior, Adult Child, Non Resident - $2,880
(Options for one-time payment or monthly payments)
i. If opting for one time lump sum assessment payment prior to September 1, 2016,
member will receive $480 food and beverage credit applied in 2017. Full assessment
amount due by September 15, 2016 to receive food and beverage credit.
ii. If opting for monthly assessment payments, monthly payments of $60 will begin August
30, 2016 and continue for 48 consecutive months.
d. U-Club, Honorary – No voting rights, no assessment
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
CAPITAL PROJECT DONATION OPPORTUNITIES
Because of many requests from our members for opportunities to do more to enhance the capital project, the
Board and CPC developed a list of potential projects that will be added, if the appropriate funds are received.
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Each project will be completed if the assigned project value is received through member
donations.
A member commitment for that project will only be collected upon if the project receives enough
donation commitments to go forward with the project.
All donors to each individual project will be recognized on or near that project
The minimum donation towards any of these projects is $1,000
Progress of pledged amount towards each project will be displayed at the club and on the website
Potential additional projects:
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Custom wine/craft beer lockers
Humidors
Training equipment
Verdin Outdoor Clock
Entryway sculpture and landscaping
Outdoor kitchen/grill/pizza oven
Outdoor entertainment area
(bocce ball, putting course, etc)
Additional site work to
relocate tennis courts and improve parking lot
Additional phase
(remove golf building and relocate locker rooms and pro shop)
$20,000
$20,000
$20,000
$30,000
$25,000
$20,000
$50,000
$400,000
$4 million
Naming Opportunities:
With the addition of new areas within the club, the board has approved 3 areas which may be named after
current (or in memory of) members of BCC. The naming rights would require a one-time payment for the
amounts listed below. Naming rights would remain in place as long as the member remains a current member of
BCC and for the life of the asset at BCC. Naming opportunities will be granted on first come, first received
basis.
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New Card Room
New Outdoor Fire Pit Area
New Training Room
$100,000
$50,000
$25,000
***Please fill out the attached form and return to BCC if any of the above listed additional
projects or naming opportunities are applicable to you.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
QUESTIONS & ANSWERS
What is the timeline for the project?
The project is expected to begin this fall in September or October and will be completed
by April 1, 2017.
Will the facilities be open during renovations?
BCC and Wolverine will work closely to maximize operations and minimize the
disruption to our membership and their normal activities.
Is there a contingency amount in the budget?
Yes, there is a 10% contingency built into the budget for cost overruns, change orders
What percentage of approval is needed to go forward with the project?
The Board intends to move forward with the capital project if 2/3 of the votes cast
(provided it constitutes a quorum) are in favor of the project.
Is there an incentive for paying the assessment all at one time?
YES! WE STRONGLY ENCOURAGE OUR MEMBERS TO PAY UP FRONT! It is important to
get as much money up front as we can to reduce our short term borrowing. The more money
we can get up front, the more money we can save allowing us to do additional capital projects.
In exchange for your upfront payment, we are offering an $800 food and beverage credit to be
applied in 2017 to test out the new bar and dining area (prorated for different member classes).
Why no Food/Beverage service in Golf Building?
All food and beverage was consolidated into the main building for two reasons:
 Keep the membership together to create a livelier atmosphere
 Save approximately $50-70,000 per year in operating costs of staffing only
one kitchen and one bar
What happens if I get transferred and need to quit during the assessment?
Assessment is on a month to month basis, once you properly terminate your
membership, the assessment stops at effective termination date.
Will new members be responsible for the assessment?
Assessment is on a month to month basis, and new members will be responsible for the
months they are members during the assessment.
What is being done for the golf course?
We have earmarked $300,000 from the budget to be used on capital improvements to
the golf course and practice areas. No decisions have been made on what as this is what we
call last in money from the assessment.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
QUESTIONS & ANSWERS
What about the pool?
$40,000 has been allocated to the pool area, with a priority on replacing the flooring in
the locker rooms.
What are the plans for the lawn space where the old circle driveway was?
We are looking into a couple of ideas like Bocce Ball Courts or a small 6 hole putting
course which will encourage interaction of the members and porch area.
Is the dining area big enough?
Our biggest usage time is during the warmer months and with the undercover dining,
and new porch area this will actually add to our space. We also have the additional dining area
in the old seasons room that can be used for overflow or for a more “fine dining” experience
How will this be decorated?
A significant budget has been allocated to interior decorations and furniture. We have
retained the services (pending membership approval of the project) of one of the highly
respected interior designers in the area. Initial thoughts are to create a “Pub” and fun bar and
dining area, which will include an expansion of draft craft beer options.
What if I want to do more for the project?
The Board, along with input from the CPC, has included several additional projects that
can be funded through additional member contributions. Please look over the included list of
options to see additional projects you can contribute to.
Blythefield Country Club, 5801 Northland Drive, Belmont, MI 49306
Tel: (616) 361-2661
Email: [email protected]
Please return your proxy ballot via mail, or in person on
Thursday, July 14, 2016 at 7:00 PM