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The Process

1 

What steps has the Board of Directors taken since the first “Phase 1” project was withdrawn

in 2022 to advance a re-imagined capital project?

The Board of Directors has remained actively engaged in studying options and planning for this project, including:

  • Successfully secured permitting from the US Army Corps of Engineers (USACE) that prevented the prior proposal from moving forward.

  • Engaged with the master planning architects to evaluate all options and alternatives for a Phase 1 project; including evaluating costs of upgrading our tennis facility in its current location.

  • Engaged engineers and architects to advise on wetlands and other technically complex areas.

  • Obtained detailed quotes and project schedules from various contractors to complete the proposed project.

2

What happened to the last project we voted on in 2021?

The previous Phase 1 project funding was approved by the membership on December 19, 2021.Due to delays in procuring permits from the US Army Corps of Engineers (USACE), the Board of Directors elected to withdraw the project until requisite permits were obtained and an optimum timeline for seeding new bent grass greens and sprigging new bermudagrass fairways could be observed.

3

Is there a “hurdle” approval number required to move forward with the project?

Our club’s bylaws require >50% favorable vote for the project to “pass.” The Board would like to see strong support, and will consider not only the raw percentages of the vote but also the voter turnout, voter demographics, and the make-up of the votes.

4

How will the Board ensure that the project stays on budget?

Once the project is approved, the Board will establish a taskforce to oversee the project. This taskforce will be comprised of experts in construction management, and will help manage the scope, schedule, and budget of the project. In addition, the Board will be tracking the revenue and costs related to the project in separate ledger accounts to provide additional financial controls. Lastly, the Board will continue to provide updates to the membership on the project through the BeOneCCS.club website.

 

The Board included contingencies in the budgeting for the project both for the construction costs and for the possible attrition of members.

5

What work did the Board do to ensure the estimated cost of the project is accurate?

The Board has taken several steps to ensure a detailed estimate was provided by the firms who will complete the work. Please refer to the Financials – Costs page of the BeOneCCS.club website to see the cost estimates broken out with a reference to where the costs estimates were procured.

6

How will the Board handle the voting process?

We have retained GGA Partners, an independent professional services firm who will utilize a voting software platform, Simply Voting, for the online voting process. The details are:

 

  • An email will be sent to the email address of each Member on record.

  • The email will contain a unique voting link specific to each Member. (If you are not sure of your email address on file, please contact the Club’s business office ASAP to update it.)

  • If you prefer to vote via paper ballot, one may be picked up at the Club business office with a pre-addressed envelope to the Law Offices of Spencer Fane in Phoenix, AZ.  A paper ballot may only be requested by and given to the member of records or to his or her spouse.

  • Voting closes on May 5th, so we recommend you post any paper ballet as soon as possible to ensure it reaches Spencer Fane on or before 3:00 p.m. on May 5, 2023.

  • Once a vote is cast online via the email, and is received by Simply Voting, that unique link will be closed and a confirmation receipt will be automatically sent to the member. In the case of a duplicate vote, where both an electronic and a paper ballot are submitted, the first vote received will be the one cast and counted.

  • GGA Partners/Simply Voting will send reminder emails during the process to those Members who have not cast their vote.

  • GGA Partners/Simply Voting will not provide the Club any information related to the names of members who have voted.  Upon final tabulation and audit of all votes cast, the Board will receive the final results of the number of votes in favor and the number of votes against.

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