June 27, 2024

A: As of June 27, 2024, The POA Board has voted to proceed with the Clubhouse Renovation that was approved by a vote of Big Canoe Property owners in 2023. The Board followed the process that was initiated over a year ago and has now selected and approved a General Contractor (GC) to execute the project.

A: Following Policy and Procedure #152, the POA sent out comprehensive bid packages to three qualified General Contracting firms.

After interviewing all three very capable firms, that each provided detailed bids on the project, the POA Board chose Macallan Construction as our General Contractor.

They have done multiple projects similar to ours and their references were exceptional. We came away from the interview process convinced that they were the best fit for Big Canoe. 

A: The plan still calls for a start in early September of this year. Some preliminary site work and engineering may start before that time. 

A: Summer season is the busiest at the Clubhouse and generates the most revenue. Starting after the busy season is over creates the least impact on our Property Owners and their guests, Clubhouse staff, and Club financials. 

A: Macallan Construction estimates approx.10 months to complete the project. A master Project Timeline is now being developed that will better give us a more accurate estimate.

A: Updated July 9 - Now that they have been officially retained, our General Contractor, Macallan Construction, is ramping up quickly. The Macallan team held their first meeting last week with the Big Canoe staff assigned to help manage the project. Based on their Guaranteed Maximum Price (GMP) bid, they have already created an initial execution plan. Their presentation was thorough, and the staff came away impressed and feeling that we were in very capable hands.

One specific issue discussed in detail that we wanted to address in this communication is regarding Food & Beverage service during the renovation. Quoting from the June 27th meeting, POA Board President Terry Stewart said the following: 

“After the Board votes to approve Macallan Construction, all parties will create an ideal Project Timeline. We will take into account everyone’s strong desire for as little closing of dining options as possible.” 

We asked Macallan to consider all options for completing the project in phases to maintain dining service in the building as long as possible. When they presented their detailed schedule, it became obvious that this was not possible since demolition and extensive site work would begin immediately. Delaying these two activities is not possible as they are on the project timeline’s critical path.

As much as the Board and staff desired to keep the Clubhouse closing to a minimum, the experienced project leaders from Macallan clarified that doing so would add significant time and costs to the project. 

The Board believes that the majority of Big Canoe residents want the project done as efficiently and in the most cost-effective manner as possible, with the shortest period of inconvenience to our Property Owners. 

Therefore, staying the course set forth by our GC and at the agreed-upon total cost is the prudent course of action. Once the Clubhouse closes for construction, it will not reopen until next summer.

A: Our General Manager and Senior Clubhouse Staff are formulating contingency plans to keep Food and Beverage services available in some iteration during any closures. Now that we have a path forward knowing that the Clubhouse project will proceed and who the GC is, all parties will coordinate a comprehensive plan. 

A: As we presented in April of this year, architects typically charge roughly 5% of the estimated building cost to complete a large project's detailed design and bid package. Last year, the POA Board authorized KDC architects to only spend one-third of that total to take the design far enough to have initial cost estimates before going to a community vote.

It would have been presumptuous of a "Yes" vote to go any further. 

After the Property Owners of Big Canoe approved the Clubhouse Renovation project by nearly a thousand vote margin, the architects were directed to complete the remaining two-thirds of the detailed designs. 

As additional variables were uncovered during this comprehensive process, and building materials and labor inflation over the last 2 years was high, cost estimates have come in above the original estimate, but not out of line with what would normally be expected. 

FAQ #11 below covers this process in detail. 

A: We put forth an aggressive set of initiatives in June of 2023, which we hoped to fund with the $15 million credit facility that was secured for capital improvements at the incredibly low rate (by today’s standards) of 3.46%. 

A year later in our journey, we have seen that the Choctaw Golf rejuvenation is proceeding on time and at projected budget.

The Clubhouse, while coming in higher than what was proposed last year (by about 20%), was a property owner approved project that the Board feels is a signature component for the Big Canoe community moving forward. 

The Postal Facility project (see Postal FAQ’s below), coming in at almost double what was presented last year to Property Owners, has been deemed too costly. The Board could not in good conscience approve that large of a percentage increase.

Thus, the combined cost of the two principal Renew Big Canoe projects that are proceeding (Choctaw and Clubhouse) is approx. $1.4 million under the total cost projections last year for the whole package. 

A:  As we have said all along, Renew Big Canoe is a journey. Not just one set of initiatives.

In fact, it’s happening every day in projects like the beautiful Marina rejuvenation, Swim Club Beach and Parking and our comprehensive landscaping plan, just to name a few.

We realize that the need for an upgraded Package / Postal Facility, a new Admin Space, and a Lodge renovation are still desirable, along with many other needs in a 52-year-old community. 

After the dust settles from this initial phase of the adventure, future POA Boards, with help from the greater Big Canoe community, will have the opportunity to continue the Renew Big Canoe legacy.

A: This answer is long, but should help explain in general terms the process. It was arduous, but very thorough.

As we shared last year once you voted for us to proceed we had KDC (Architects) continue the process to complete the detailed designs and specifications to the 100% level. 

The Renderings showing the finished design was then shared with the community on April 20 of this year. We said at that April 20 meeting we would go out to bid with 3 GCs in May and then in June we would know cost, ability to phase the construction, and timelines along with their associated cost.

The ‘Estimated Cost’ in May 2023 (over a year ago) was a best estimate of $6,350,000 however not surprisingly several significant things have changed from a year ago. The process we followed is well documented here on the Renew Big Canoe website. 

There are 4 main areas that have changed since May 2023:

1) Scope Changes 

With any project of this scale there have been additional things identified that changed the scope. These added some costs but were determined to be critical to the design. Such as, but not limited to: 

o Added 4,800SF of additional work area…….13,000SF to 18,000SF

o New LVT flooring throughout the entire first floor

o Enlarged wrap-around terrace to accommodate more seating

o Add Acoustic ceiling treatment to Dogwood and Mountains View
o Repaint Dogwood room to match the new Mountains View Bar
o Relocate grease trap and storm drains
o Redesigned Veranda & Terrace roofs to minimize existing roof demo
o Thorough scoping of soft costs not captured in the prior estimate
o Added radiant heaters and roll-up screens to wrap around terrace
o Enclosing the "service hallway" from Black Bear Pub to new Community Room
o Full upgraded millwork requirements specified for Mountains View Bar
o Relocated wine room to increase main floor table/chair storage  
o Rectify water intrusion issues in tunnel storage area
o Additional site work was needed by Rochester Engineering

2) Value Engineering

We have done a lot of value engineering over the last few months which helped achieve some significant cost savings. Examples: 

o Redesigned indoor/outdoor bar into a more cost-effective interior horseshoe bar with a better view of Lake Sconti and with an extended gable out towards Lake Sconti
o Eliminated some of the large folding panel doors to the exterior
o Eliminated a smaller and separate open air deck sitting area
o Redesigned roof structure for easier tie into current roof
o Redesigned outside staircases to minimize demolition

3) Additional Design and Schematics

As has been well documented on this website, going from approximately 30% limited schematics to 100% completed designs and specifications which equates to 151 pages that are 42x40..... plus 1,000+ pages of additional instructions and explanations.  

4) Commercial Construction Inflation 

We all have felt the impact of general inflation over the past couple years. Commercial (non-residential) construction cost increases for the 24-month period (May 2023 through June 2025) are no different. We have GMP proposals that cover us through a completion date of the Project which is summer of 2025. This equates to roughly a 2-year period from the original estimates through completion of the job. 

Referencing just one of many data sources, Construction Analytics reported that the combined inflation impact in the commercial construction sector is about 9.3% over this 2-year period. 

So, not unsurprisingly the total project cost came in above the original estimate, but not out of line with what would normally be expected, given all that we have just covered. 

A: As explained in the April, 2024 FAQ’s, it was the POA Board’s desire to facilitate a new building that would house both the Postal Facility and Package Porch operations at a parcel identified near the North Gate.

After receiving preliminary estimates, the Postal Facility project came in at almost double what was presented last year to Property Owners and has been deemed too costly. The Board would not approve that large of a percentage increase.

Thus, the Postal Facility project is on hold indefinitely until we can review all options.

A: The Board would like to address these needs, but the process now dictates that we re-assess the situation. 

When the Voice of the Community survey that drove this project to a top priority status was taken, the Package Porch was not yet fully operational and Amazon did not deliver directly to homes, resulting in an extremely chaotic situation with package delivery in particular. In the 2 years since then, it appears that things have stabilized a bit. 

Thus, we need further study, to properly assess where we go from here. The Board will make that one of next year’s key goals. Property Owner Feedback will be a part of that process.

A: When the time comes to put forth a new plan, Property Owner approval would be required.

A: Currently, the number of new boxes needed is still manageable. However, a longer-term solution is still our goal.

A: As metal pipe under golf fairways ages, it begins to corrode, which leads to soil erosion and often to pipe collapse. Also, over time the 4” drain pipe beneath greens and bunkers becomes clogged with silt, necessitating their replacement. Drainage is essential to growing fine turf by providing healthy growing conditions for plant roots, as well as a better playing surface.

Likewise, an irrigation system has a life expectancy at which point the pumps wear out, the pipes leak, and valves and sprinkler heads malfunction. We are at that point on the Choctaw course.

In addition, technology has changed to introduce more sophisticated control, allowing the superintendent to conserve water and electricity, while expanding coverage and improving playability. 

A:  The course closed on March 1, 2024. Even before that, work was already being done by our in-house crews doing tree clearing and bunker work. The intended date to reopen is early April 2025. This is a similar timeline to the Creek course rejuvenation from 2021-22. 

A: As of late June, the project is proceeding smoothly, appearing to be on time and within projected budget. The changes promise to make the course more healthy,  beautiful and playable than ever. 

A: No. A driving range enhancement is not a part of the Choctaw 9 Rejuvenation plan. 

A: No. The irrigation and drainage pipes (infrastructure) under our current practice putting green are at end of life. However, the plan does not call for the existing putting green to be replaced at this time.

A: Currently, a new, short game practice area is not included in the Choctaw rejuvenation plan. It will likely be part of a separate project in the future. 

A: The aging covered portion of the bridge on Choctaw #3 was removed so that construction equipment needed for the course rejuvenation could safely pass over it. After the construction period has ended, we will examine the budget and a decision on whether to rebuild it as a covered bridge will be made.