east aurora country club strawman plan and …

```

EAST AURORA COUNTRY CLUBStrawman Plan and Implementation

Strategy

October 2021

EXPECTATIONS

2

This Presentation

1. Description of the planning process

2. Scope, cost, pros/cons and alternative possibilities for all considered projects

3. Current financial context and financial planning assumptions

4. Principles driving project priority-setting

5. Strawman long-range plan and sequence of project implementation

The Audience

1. Feedback:

• Projects that should/should NOT be in the final plan?

• Would you/how would you change the financial planning assumptions?

• Would you/how would you change the proposed priorities and project sequencing plan?

• Will this plan be a major contributor to maintaining current membership levels?

CHARGE

Recommend a long-range plan and implementation strategy for member review and comment

• The Plan-what major actions do we want for the club’s future (1, 5, 10 years)

• Implementation Strategy-the specific arrangements to complete the projects chosen for our plan in the foreseeable future (e.g., 3-5 years)

Ø Sequence of implementationØ TimelineØ CostsØ Funding/financing strategies

3

PLANNING CONTEXT

• Diversity of membership and membership interests

• Membership is getting younger

• Full membership now-how do we maintain long-term?

• Competitors investing in new amenities

• Deteriorating infrastructures

• Break even finance and management model4

PRINCIPLES

5

Involve as many as we can to understand member preferences

Inclusive

Consider all identified needs and wantsComprehensive

Deploy newest technologies and smart tactics in country club improvementsInnovative

Stretch imagination of club possibilities without compromising club identityAmbitious

Be clear and mindful about club capacities to support, fund and capably implement plan prioritiesAchievable

Respond to changing circumstances over timeAdaptable

Share all we know and try not to surprise anyoneTransparent

PLANNING AND COMMUNICATION STRUCTURE

6

Steering Committee

Board of Directors

Focus Groups

Member-wide

Meetings

Advisory Council

PLANNING MILESTONES• Build universe of possible projects

• Develop concepts for most appealing projects

• Present concepts to the Advisory Council-feedback and priority ranking

• Give update on process at mid-year member meeting

• Finance Committee provides financial context to inform plan development

• Review strawman draft of long-range plan and implementation strategy at special member meeting (project scope, costs, proposed sequencing and financing strategies)

• Create penultimate draft plan incorporating member feedback for review with Advisory Council and the Board

• Incorporate feedback in a final plan draft

• Recommend final plan for Board approval

7

FINANCE COMMITTEE WORK

•5 Year Retrospective

•5 Year Forecast

•270 members

•250 members

•220 members

•EACC Borrowing Capacity and Terms

•Modeling Capability—5 Year forecasts under any assumptions

8

9

FINANCE COMMITTEEProposed Assumptions

2022—2026• 2%/yearDues

• 2%/year (or more dependent upon food/beverage price increases)House Price Increases

• No increaseGreen Fees/Cart Rentals

• No increase/No decrease# of Outside Events

• No increaseCapital Fee Increase

• NoneAssessment

• None (at this time)Borrowing

Cash Excess/Year275

$300k250

$145k220

($175k)

Spending Capacity $240k/yr. spend for 5 years = $1.2M

NOTE: A $400 assessment in a given year would add ~$100k for that year; an increase in the capital fee by $10/month in a given year would add ~$30k per year

PRIORITY SETTINGPrinciples

Needs and safety before wants

Member Retention-provide amenities while limiting financial exposure

Preserve club financial strength

Phased high-priority large project implementation

Minimize member disruption

Do not exceed implementation capacity of the club

PLAN PRIORITIESADA Compliant Bathrooms (Upper Level Only)

11

Scope

• Expand upstairs bathroom area by claiming business office space

• Complete replacement of

plumbing

• Additional fixtures

• ADA compliant fixture

design

• New flooring/lighting

• Relocating Business Office

to grounds building

Cost

$151k

Pros

•Member/guest comfort

•Responds to handicapped clientele

•Legally and morally required

•Resolves a current club embarrassment

Cons

•Dislocates Business Office to a less accessible location

Alternatives/Phasing

• If lower-level reimagining project could be implemented, Business Office could be relocated to the lower level

PLAN PRIORITIESHouse Refresh

12

Scope

. Refresh—lighting, carpet, paint, furnishings, handicapped accessibility

⁻ Main entry (including

handicapped accessibility)

⁻ Dining areas

⁻ Lower-level locker rooms

(men's/women's), showers,

bathrooms

⁻ AC replacement

⁻ Bar/Dining area furniture

replacement

Cost

$300k

Pros

•Eliminates dingy conditions, creating vibrant, attractive spaces

•Stops short of full locker room renovation (no lockers, carpet replacement)


•Break the project in to phases

• If we could implement full lower-level project, locker room experience would be improved by new lockers, carpet, paint and furnishings

Cons

PLAN PRIORITIESSouthscape Patio Redo

13

Scope

•Rework the walkway from the patio to the parking lot

Cost

$85k

Pros

•Meets a critical safety need

• Increases accessibility to the clubhouse for elderly/handicapped

•Cost of safety trades off against other high-impact projects


•Defer implementation if the railing fix has sufficiently reduced safety concern

•Past planning efforts have imagined an expanded hardscape area with firepits that extend outdoor seating areas

Cons

ORIGINAL CHIPPING FACILITY CONCEPT(As Per Course Master Plan)

14

PLAN PRIORITIESRebuild Chipping Facility (as per Master Plan)

15

Scope

•See visual (prior page)

Cost

$85k

Pros

•Elevates practice area from subpar to excellent

•Limited site precludes longer wedge shots

•Safety issues—proximity to parking lot and errant #4 tee balls


• If hole #4 were shortened, space would become available to create a larger chipping area behind #4

Cons

PLAN PRIORITIESBunker Replacement

16

Scope

•Rebuild all 30+ bunkers

⁻ Dig out current bunkers

⁻ Build grass perimeter

⁻ Sod and lay drainage in bottom of the bunker

⁻ Kill sod-base to create weed barrier

⁻ Add sand

Cost

$250k

Pros

•Durable higher quality, consistent sand experience

•Complete before severe deterioration

•Strengthen the overall golf experience

•Large expense in a high-trade off planning context


•Phase implementation (e.g.—front and back nine as separate phases)

•Defer implementation altogether until further deterioration is evident to all

Cons

HOLE #7 RENOVATION17

PLAN PRIORITIESRedo #7 Green

18

Scope

•Restructure the green from front to back leveling the back right and left corners of the complex

Cost

$80k

Pros

•Eliminates a major member complaint about the course

•Allows usage of the whole green for pin locations improving the overall quality of the hole

•Expensive•Will take the green out

of play for a considerable period


•Could complete full hole redo, widening fairways and strategic tree removal as well as green repair

•Leave the green as is and redirect funds pledged to this project

Cons

19LOWER-LEVEL COMPLETE RENOVATION

LOCKER ROOMS20

GRILL ROOM21

22

Business Office

Coffee Bar

LOWER LEVEL

PLAN PRIORITIESLower-level Reimagined

23

Scope

• Finish men’s and women’s locker-room renovation

⁻ Carpet

⁻ Locker replacement

⁻ Space reductions for

business office

relocation, grill room

expansion and other uses

• Expand and refresh grill room

• Create business office (location from reduced locker-room)

• Provide additional space for coffee bar or other options desirable to club members

Cost

$460k

Pros

• High quality locker-room environments

• Attractive meeting and entertainment space in the expanded grill room

• Business office returns to the main building in new, attractive space

• Large investment required in a high tradeoff context

• Significant investment in a “back-office” function


• Break project in phases

• Complete locker rooms only in current footprint

• Renovate grill room in its current footprint

• Leave Business Office in the Grounds Building

Cons

NOTE: Club is going to ask manufacturers to build a

prototype of the locker style envisioned for members to

visualize what would be installed and give feedback

24

UPPER BAR AND DINING EXPANSION

25UPPER BAR DINING W/ LOWER PATIO AND FIREPIT

UPPER-LEVEL BAR RESTAURANT EXPANSION26

PLAN PRIORITIESIndoor/Outdoor Bar Expansion

27

Scope

•Extend current bar out toward holes 1 and 9 fairways (as pictured above)

•Create a lower patio and firepit area

•Equip, stock and furnish the expanded area in a pleasing manner

Cost

$290k

Pros

• Attractive new drinking/dining/lounge space

• More outdoor seating areas

• Leverages best views of the course in the expanded footprint

• Large expense for expanded space

• Business case is unclear


Cons

28UPPER DINING AND SIMULATOR

PLAN PRIORITIESGolf Simulator Addition

29

Scope

•High ceilinged lower-level addition to house under bar expansion

•Minimum 2 bays plus all simulator technology

•Furnishings for waiting/lounge area

Cost

$302k

Pros

• Superior simulator than competitor clubs

• Creates 12-month activity linked to food/beverage facilities

•High expense

•Demand and business-case unclear

•Requires completion of the bar expansion project


•Add a new facility (see next image)

•Expand Pro Shop (lose linkage to food/beverage)

•Incorporate in lower-level reimagining (will add considerable expense and space reallocation)

Cons

30

SIMULATOR—Option 2

PLAN PRIORITIES#6 Hole—Green Renovation

31

Scope

•Level back left area of the green

Cost

$80k

Pros

• Enables use of whole green for pin locations

•Disruption during renovation


•Only one aspect of a larger hole reconfiguration imagined in the Master Plan

•Tree removals—right side•Extended fairways

Cons

HOLE #4 RENOVATION

32

EA

ST

AU

RO

RA

CO

UN

TR

Y C

LU

B

HO

LE

#4

PL

AN

PLAN PRIORITIES#4 Hole—Renovation

33

Scope

•Reconstruct tee areas in a lower location

•Shave large hill lowering fairway and reduce the large knob off the right side of the hole

•Level the green complex in the existing location

Cost

$150k

Pros

• Resolves safety issues with current tee boxes

• Enhances playability for all without shortening the hole or compromising the challenge of the existing set up

•Eliminates the possibility to capture land behind #4 for other purposes (e.g., larger practice facility, parking)


•Reduce cost by simply fixing the tee boxes and leave the hole as is otherwise

•Add forward tee to make the hole a par three for women

Cons

34

PLAN PRIORITIES

Driving Range PossibilitiesID

EAS

As Is Technology Alternative Locations Off-site Acquisitions

IMP

LICA

TIO

NS

• Signage for range policies

• Range Attendant

• Limited Flight Golf Balls

• Restrict to 200 yard shots at peak or always (could use nets as well)

• Virtual fence identifies when and who breach the boundary and enforce range policies

• Full launch monitoring capabilities project actual distance, ball speed, spin, etc.

• Tennis court

• Hole 4, 16, 17 redesign

• Hole 1,3,5,9 redesign(per an old Master Plan)

• Adjoining properties

• Arrangements with area ranges?

• Minimal cost

• Attendant will enhance service and safety

• Less than ideal range experience remains

• No club liability if injury occurs

•Expense of tech

•Will members engage the technology?

• Expense of redesign

• Severe disruption to the course

• No option solves the problems of

⁻ Limited space

⁻ Player safety

•Expense of purchase and maintenance

•Who will go off-site?

•Transportation to adjoining properties

35

PLAN PRIORITIES

Parking

Possible Sites

• Tennis court area

• The site near 17 blue tee and 16 upper green area

Possible # of spaces

• 20

• 15

Total 35

Other Considerations

• Multi-level structure could free parking space for other land use

• Range relocation would be a site for more parking

• Parking trades off other land uses

o Putting courseo 16 green and 17 tee areao Pickle ball/tennis play

Potential Cost35 spaces x $2,400 space= $84k

Operating costs per annum: $~9,000

EACC Technology Infrastructure

36

Overall Goal: to provide the necessary

infrastructure for growth over the next 5 to 10

years, and as more connected devices and options

become available. Strong network availability can

provide better options for communications,

security and access control in the future.

PLAN PRIORITIES

• Practice Tee enhanced launch monitor

• Golf simulator bay(s) (computer, projector, launch monitors)

• Getting network signal to all on-course outbuildings

o Comfort Stations 3 and 15, Pumphouse 7o Connecting all EACC operational buildings to share internet connection (long-term $$$

savings)

• Phased rollout of additional cameras to cover EACC clubhouse, golf shop, cart barn, grounds building

• Trial of “digital” Security and Access Control system at select location(s)

• Continue to evaluate website, member portal, email blasts, electronic newsletter, clubster and other social media platforms for ability to simplify/streamline and other needs

37

PLAN PRIORITIESRecommended Technology Upgrades

PLAN PRIORITIESRecreation Putting Course

38

Scope

•Build 18 holes of putting green for:

• enhanced putting practice

• a venue for putting games

• nice practice complement to the enhanced chipping facility

Cost

?

Pros

• EACC pioneers this amenity in WNY

• A venue for golfers of all ages

• Home of many new forms of competition and fun

• Uses precious land

• Safety

• Large expense in an intense trade-off context


•Reduce # of holes to 9, 6 or . . . . ?

Cons

CHIPPING FACILITY WITH PUTTING

COURSEOption 1

39

40

You Tube—Dr. John Blair narrates the Himalaya Putting Course history and how it is used today

Himalaya Putting Course St. Andrews, Scotland

You Tube – Fun in the Punchbowl

Bandon Dunes Putting Course—The Punchbowl

PUTTING COURSE VIDEOSHimalaya and Bandon Dunes

https://youtu.be/kKDCiqLmpBg

https://youtu.be/1JPfdItI6GI

https://youtu.be/kKDCiqLmpBg

https://youtu.be/1JPfdItI6GI

Project Cost Targeted Date of Completion

1. ADA bathrooms (including Business Office relocation to Grounds building) $151k

January 2023 (is it possible to fast-track?)

2. House Refresh• Main entry refresh • Dining area refresh • Lower-level locker room

shower/bathroom redo• AC replacement• Bar/dining area furniture

replacement

$70k$50k

$100k$50k

$25k

$300k April 2024 ( is it possible to fast-track?; can we complete some

aspects in 2022 and 2023?)

3. South patio hardscape rebuild $85k May 2025

4. Chipping facility (per course Master Plan) $85k December 2025

5. Redo #7 Green $80k December 2025

6. Bunker Replacement $250k October 2026

$951k20% contingency $200k

$1,141k

PLAN PRIORITIESProposed Sequence of Implementation

2022-2026

41

Project Cost Targeted Date of Completion1. Lower-level Reimagined (lockers, grill room, business office) $460k ?

2. Bar expansion $290k ?

3. Golf simulator addition $302k ?

4. #6 green—redo $80k ?

5. #4—redo— Tee work— Shave down hill — Green redo in same location

$150k ?

6. Driving range overhaul ? ?

7. Parking expansion ? ?

8. Technology upgrades ? ?

9. Recreation putting course ? ?

PLAN PRIORITIESFuture Implementation

42

43

CONCLUSIONS• Maintaining membership near current levels provides capacity to address many needs

without increasing • Club debt

• Member cost beyond inflation

• Additional member investment would address more needs and wants

• The current implementation strategy meets many club needs, but does not enable• Further course master plan implementation-Holes #4 and 6

• Indoor/outdoor bar expansion

• Golf/simulator

• Recreation putting course

• Absent your feedback, this strawman will become our plan

• An annual review process is essential as needs, wants and circumstances change

DISCUSSION

44

45

NEXT STEPS• Consider member feedback through 10/15

• Modify plan as necessary and create penultimate version for Board review

• Board approval of plan

• Revise financial forecasts to reflect the plan approved

• Create implementation team to develop the most productive design and construction strategy to realize plan benefits in a cost-effective and timely manner

• Engage in an annual process of plan review and modifications as conditions change

46

THANK YOUBoard of DirectorsLong-Range Planning Steering CommitteeLong Range Planning Focus Groups

Ø Mark Melas—Course Master Plan CommitteeØ Bryan Smith, Dennis Woloszynski and Eric Kanner—House Focus GroupØ Dave Jones—Simulator Facility Focus GroupØ Drew Thompson—Infrastructure Focus Group and the Chipping Facility

Focus GroupØ Matt Hasselback—Driving Range Focus Group,Technology Focus Group

and the Originator of the House Master PlanØ Eric Burghardt—Long-Range Financial Planning Focus GroupØ Members of the Advisory Council

All EACC Members providing feedback and ideas to inform the planning effort

east aurora country club strawman plan and …

Documents