Proposed Patio Project

“Frequently Asked Questions”

Thanks to all who were in attendance (over 150 members) at the two Proposed Patio Project Info Sessions.  The Board very much appreciates the constructive feedback that was given and in this piece will address the major points raised therein.  We would also point out that this piece receives the endorsement of the Executive Committee, the Patio Committee, and the Long Range Planning Committee.   Should you have any additional questions after reading, please reach out to a Board member for clarification or explanation.

For those who were unable to attend, we figured a recounting of some “Frequently Asked Questions” might prove helpful.

(Q).  When did the process behind the Proposed Patio Project first take shape?

(A).  While the Patio Committee first formally met some 17 months ago, the outcry for a new Patio actually started several years back when crumbling stucco and bluestone conditions, not to mention a leaky awning, raised aesthetic and safety concerns.  It is important to note that the Patio received only minor structural modifications  (i.e. service bar + new awning) during the last Clubhouse renovations a decade ago.

(Q). Was the Patio the only clubhouse Food & Beverage venue given consideration in terms of a makeover?

(A).  No, it was not.  While F&B variety & quality were the most glaring ‘fixes’ resulting from the 2014 Club Survey, the outcry for more contemporary and attractive F&B venues was also unmistakable.  Armed with that information, we approached our architect for an ‘holistic’ solution which would include the Patio, the Dining Room, Club Room, Grill Room, and kitchen.  Original feedback ballparked the costs somewhere in the mid to high seven figures – a level considered too high given our diminished Capital Fund levels after our Grounds Maintenance Building / Summer Camphouse building spends.

(Q).   Do the proposed plans violate the architectural integrity of the original Semloh Farm manor house?

(A).  No, they do not.  In fact the original home had three second-floor balconies with railings from which to enjoy the “highest point of the estate” views (“The Stanwich Club: A History” p.15).  Current designs call for the installation of a large French Door and windows directly across from the front entryway.  Although this setup would necessitate the removal of the current Living Room bay window (which was not part of the original home), it would create a dramatic sight line from front-to-rear of house and create more useable space on the Patio.  There will continue to be plenty of comfortable and accommodative seating options available in the Living Room. 

(Q).  What are the dimensions of the hard-roof?  What are the benefits of having a hard-roof component?

(A).    The hard roof will be an L-shaped structure.  If viewed from the rear of the Clubhouse, imagine two rectangles forming the ‘L’.  One rectangle will run alongside  the rear of the house with its dimensions measuring out at 88.0’ by 15.7’.  The second rectangle will run perpendicular to the first and will serve as the covered congregational space around the fireplace.  Its dimensions will be 17.5’ by 18.6’.   An awning measuring 67.6’ by 11.0’ will abut the length of the first rectangle, in the direction of the 18^th green, and augment the classic look during the warmer months.  Quite obviously, the biggest advantages to a permanent roof are the protection it affords us from the elements and the improved sight lines resulting from the flat ceiling and a higher pitch on the adjoining awning.  It will also allow us to extend the shoulder seasons of outdoor-dining opportunities, while also providing much greater flexibility in terms of its usefulness.

(Q).  Has the architect provided construction documents for a one-level solution (as opposed to the two-level terrace that has been depicted in the clubhouse renderings)?

(A).  Yes.  The contractor who came back with the low overall bid estimates that the incremental cost  (construction, fixtures, furnishings, contingencies, etc.) for adding a usable second level would be between $220,000 - $225,000, or about 10% of the project’s total costs.

(Q).  What percentage of the Club’s meals are served on the Patio?

(A).  During the 16 weeks of Summer 2015, over 17,000 meals (or 64% of the total meals served at Stanwich for the entire year) were served on the Patio.  2016 dining covers (both inside & outside) are up an additional 3,500 year-over-year.  With the addition of radiant-heated flooring & retractable wall panels, we would expect to add 8-10 weeks to our outdoor-dining season.

(Q).  What would the new outdoor-seating capacity be?  Can you provide a breakdown?

(A). 

(Q). Would there be upper level food and beverage service?

(A).  During the regular course of business, no.  However, the versatility of the space would lend itself for special events and occasions.  The principal design of the elevated space is intended to provide better view corridors of the property and beyond for families and friends.

(Q).  How would one access the upper level?

(A).  By code there must be two modes of egress.  One would be via a minor modification to the existing rear staircase.  The other would be situated directly opposite the Men’s Locker Room entrance above the Grill Room.  There is also a four-person capacity elevator which provides service between the first and second floors.

Q). What will it cost?

(A). The estimated cost (in thousands) includes construction costs of $1,849, related design and other fees of $248 and furniture, fixtures and equipment of $394 which aggregates to $2,491 and with a contingency of $264 the cost will not exceed $2,755, of which $105 has been paid. The construction cost estimate is based on a contractor bid that is still under negotiation.

(Q). What is the cost of the functional terrace roof included in the estimated cost?

(A). The contractor’s bid includes a cost delete for the terrace roof work of $187 thousand and with further deletion for furniture and a portion of the contingency, the estimated cost of the functional terrace roof is $225 thousand.

(Q). How will we pay for it?

(A). The project will be paid for from the proceeds of a $2.5 thousand assessment per regular member that will yield $1 million and up to $1.65 million of 10 year term bank borrowings. Junior and senior members’ assessment will be 50% and house members’ assessment will be 25% of the regular member assessment. The financing plan includes refinancing the remaining balance of the debt that was incurred in connection with the 2007 clubhouse and golf course renovation which is scheduled to mature in approximately 4 years. The debt will be refinanced to be coterminous with the new 10 year debt and the refinancing will reduce the future periodic debt service to less than the present amount.

(Q) What is the capital fund cash balance that is available for unplanned capital emergencies?

(A)  The capital fund cash balance is presently approximately $1.9 million. The Finance Committee has recommended and the Board has endorsed the recommendation to maintain a capital fund cash balance of at least $1.5 million for unplanned capital emergencies

(Q) What is the annual activity in the capital fund?

(A) Annual capital fund revenue from the monthly assessment is approximately $784 thousand and the revenue from initiation fees varies based on membership turnover and new member additions. The current fiscal year initiation fees are estimated to be $742 thousand. Debt service is paid from the capital fund and is presently approximately $550 thousand per year. The balance is available for capital expenditures which are estimated to be approximately $1.1 million this year.

(Q). How many fire ‘elements’ are being proposed?

(A).  A total of three – one firepit situated in the lower terrace area, and two fireplaces sharing a common chimney on the outside wall of the Formal Dining Room.

(Q). Are there any impending plans for additional Clubhouse construction / modifications?

(A).  The general feeling of the BOD and Patio Committee is to first address the shortcomings of our #1 dining destination (i.e. the Patio) - especially given the facts cited earlier – that nearly 2/3 of the total meals served at Stanwich over the course of a year are served over a 16 week stretch on that Patio.   The strategic focus on a top-notch outdoor dining and congregational space is validated when we hear the McMahon Group (a nationally-recognized private club consulting and advisory firm that was consulted) suggest that:  “Anything you do outside is a winning solution”.   After checking with some comparable clubs, we have learned that many enjoy an immediate bump-up in F&B revenues of 15% or more in the first year.

A new Long Range Planning Committee was formed earlier this year.  They have met three times to date, with the most recent meeting held on September 1^st, the night after the second Info Session.  The LRP Committee is unanimously in favor of this project.  The Committee recognized that the Kitchen and Dining Room are also in need of attention, but feels the proposed Patio project to be the most important and immediate need of the Club.  As additional funding becomes available, the LRP Committee will offer the Board advice on how to best proceed.

(Q). Assuming the proposed project carries a membership vote and the Club gets regulatory approval, when can we expect on-site work to begin?

(A).  We would expect work to begin in late October and continue for six months.  This timetable, of course, depends greatly on the severity of the winter weather patterns, but if benign, would dovetail nicely with our Spring Golf & Social calendar.

Regards,

The Executive Committee

Jim Tormey

Ed Howe

Dave Christie

Renee Noto Hittle

Tomas Arlia