Clubhouse Renovation Questions and Answers

Anticipating Southbay residents may have a number of questions concerning plans for the clubhouse, here are a number of questions with answers.

If you have a question that doesn’t appear below or would like to have more detail, please direct an email to: clubhouserenovations@southbaycommunity.com

We will do our best to respond.

Q. 1. Will there be a special one-time assessment?

A. 1. No

Q. 2.  Will the association need to borrow any money to complete the project?

A. 2. No.

Q. 3. Will any future maintenance, repair or replacement of our other community property be delayed as a result of this project?

A. 3.  No.

Q. 4. When will we vote on the dues increase to move forward with the project?

A. 4. The committee plans to have the Board set a vote by the community towards the end of January, 2018.

Q. 5. When will the dues increase take effect if the community approves the increase?

A. 5. The increase will be in the second quarter of 2018 dues.

Q. 6. Why do we need to increase the dues right way if the ground breaking is not projected to start until late in 2018?

A. 6. We will need funds to proceed with architectural costs, and engineering fees to be able to get the final plans completed for the bidding process.

Q. 7. Why do we not wait until we see a firm bid before we vote on whether to proceed with the project?

A. 7. The costs related to obtaining a final bid could run from 10 to 20 percent of the project cost, and the committee feels we need the funds for the project to be approved before we expend that amount of monies.

Q. 8. What happens if the final bid is more than what has been projected at this time?

A. 8. If we cannot fund the final project cost, one option the Board has is to cancel the project and reduce the dues. The Board could also ask the community for a slightly larger increase.

Q. 9. For how long a time will the dues increase be in effect?

A. 9. It is very difficult to project costs over an extended period of time, however, we can only accumulate Reserve Funds for our community property maintenance, repair and replacement that is required.

Q. 10. Will this project affect the operating portion of our budget?

A. 10. This project has no major impact on the operating budget.

Q. 11. When was the last operating budget increase?

A. 11. We have not had a dues increase for the operating portion of our budget since 2012, even though our costs have risen 3-4 percent per year. At this time, we cannot say for sure, but there is a possibility an operating dues increase will be necessary in 2019.

Q. 12. What is the maximum dollar amount for improvement of the clubhouse?

A. 12. We can only spend up to 50% of the assed value of the current facility, excluding land according to FEMA Rule Valuation. Sarasota County will have the final say as to this amount. The amount should be between

$1 to $1.2 million based on a recent appraisal. This does not include demolition, fees and site preparation.

Q. 13. I don't use the fitness center so why do I have to pay to improve the one we have?

A. 13. Many residents use different facilities, tennis courts, pool, playground, card room etc. Many do not have a boat, but as a community we are cumulatively responsible for all the common elements.

Q. 14. Was there any consideration for tearing down the current clubhouse and starting anew?

A. 14. Yes, but this option was discarded when the cost would be double or triple to meet current building codes and site improvements. An engineer and the architect confirmed the clubhouse is a structurally sound and can be updated.

Q. 15. Are the exact room layouts as shown in the plans considered finalized?

A. 15. The exercise room and elevator location are likely fixed but the remainder is subject to refinement in the architect’s detail design phase.

Q. 16. How long will it take to complete construction?

A. 16. It is difficult to project and should not be taken as a hard number, but an estimate is 8-12 months after construction permits are issued.

Q. 17. When will construction start?

A. 17. The goal is to begin as soon as possible likely by the end of 2018.

Q. 18. How will the community function during construction?

A. 18. The plan is to minimize the impact on our activities by coordinating with the architects and engineers, but there will be periods of disruptions. The office may be moved to a trailer for a period of time.

Q. 19. Why do we need to do anything?

A. 19. We are not required to do anything. But we have a 41 year old clubhouse that is seriously out of date. As a deed restricted community Southbay competes with many new and newer communities with much better facilities. Most recent buyers have improved their homes. If we continue to leave the clubhouse as is, it will age in place requiring total replacement at a much higher cost. Committing to this project provides a better lifestyle for everyone and makes Southbay more attractive to homebuyers.

Q. 20. Would these improvements increase our individual property values?

A. 20. That is difficult to quantify, but a few realtors we have talked to about renovating the clubhouse, thought values surely would go up.

Q. 21. Will the appraised value of the building increase after the work is done and by how much?

A. 21. We can expect the appraised value to increase after completion.

Q. 22. Was consideration given to building an addition to the front or other section of the building for the same or less money?

A. 22. The CSPC was given the charge of remaining within the current footprint of the building. There had been some discussion about another building but at a higher cost. Changing the footprint significantly raises the probability of other site related costs from the county.

Q. 23. Why is the ballroom not expanded to accommodate more members?

A. 23. The architects did not see a cost-effective means of expanding the ballroom without adding onto the building. The ballroom side of the building is already too close to the water due to the proximity of ‘G’ dock.

Q. 24. Will we have a problem storing community records in the event of a storm surge if the office is lower in the building?

A. 24. This is a question that can be dealt with in the detail design phase.

Q. 25. Why are we giving up the apartment revenue and the sense of security of having a deputy live in the apartment?

A. 25. The space is too valuable comparing the rent to the needs of the community. Converting the apartment to full community use provides added space to expand other parts of the building. Renting to a deputy has been a hit and miss proposition. It has not been easy to find an officer with a family that is willing to live isolated from regular neighbors. The apartment went unused for about one year before we found the current occupant. The original idea was to have the deputy here at night but the last two have worked the night shift, which adds nothing to our security.