Contractor approved; Clubhouse renovations on track to begin Oct. 2020
Capital Campaign Progress
Goal : $750,000
Support your Club!
Great news: the board has unanimously approved a contractor for the Project and the renovations to the Clubhouse and deck area are on schedule to begin on October 5, 2020. Selection of the builder is an important and encouraging step in heralding a greatly enhanced Clubhouse for next season’s opening.
As mentioned in previous correspondence, finding the right general contractor who is comfortable with the technical challenges of the project, sufficiently transparent in pricing and able to meet our budget specifications proved to be difficult last year. Consequently, the Building Committee generated a wider list of contractors which was carefully vetted, and four were selected to be invited to bid. After judiciously reviewing the bids, the Building Committee recommended, and the board approved, the firm FGA Construction.
FGA was selected for their attention to detail, willingness to respect our budget, and proactively making technical suggestions that either enhance the project or save money. In addition, FGA has an accomplished track record with projects like ours including several heritage buildings and dining establishments.
Project’s key features maintained
The project’s key elements (see plans) presented to members in November 2018 remain largely unchanged and are included in our contractor’s pricing estimate.
Construction budget in line with original cost estimates
Due to today’s more favourable construction market conditions, and identifying a well-suited contractor, current cost estimates only slightly exceed the original estimate of $1.4 million from two years ago. We are now only $140k over the estimated cost proposed (including money already spent for completed work), however this updated budget includes a generous cost contingency for unexpected expenses. Should this contingency not be used, our project will be completed close to the original cost forecast. If the contingency is needed, the difference can be financed without putting undue strain on the Club’s ongoing working capital.
Collecting 2nd installment of pledges and specified contributions
With construction officially starting this fall, it is essential that we have the funding to make down payments to contractors and sub-contractors prior. The board had decided earlier in the year not to collect the second installment of member contributions, whether in voluntary donations or assessments, until the contractor had been selected and our bank (BMO) has re-confirmed our credit facility based on the updated construction budget. Now, with the project firmly back on track, we will proceed with the second member billing for the project in late August.
For those of you who generously pledged to voluntarily donate to the project, we request the second installment of your pledge before the end of September. To avoid the Club being charged additional fees associated with credit card usage, our preference is for your donation to be made by cheque payable to the Hillside Tennis Club.
For those paying the specified contribution (namely, the assessed amount equal to one time the annual dues for your specific membership category as of November 2018, to be paid in three equal annual installments), you will receive two statements in September: one for your regular expenses at the beginning of the month, and a second, sent mid-September, stating the amount of your specified contribution. The second installment will be automatically charged to the credit card we have on file by end of September.
The third and final installment will be invoiced after May 1, 2021 upon completion of the project.
As we get closer to construction start, we will keep you updated. We hope you share our and the Board’s continued enthusiasm and optimism as the Hillside embarks on accomplishing this major milestone in its history!
Project History and Realizations
Groundbreaking Ceremony It’s official! Construction on the renovation of our Clubhouse started on October 5!
City officially authorizes construction
On July 22, 2019, City of Montreal gives go ahead to renovate Clubhouse as per plans submitted.
Project timeline 2018-2021
November 27, 2018: Board of Directors voted unanimously in favour to authorize the construction and funding for Project in 2019
December 2018: Collection of funds from members (1st of 3 annual payments) – due 30 days after receipt of notice
Jan – July 2019: City review of updated building plans & Finalization of detailed engineering plans
Early Spring 2019: Construction phase 1: Re-decking of outside formal dining area
July – Dec 2019: Request for Proposal (RFP) and final selection of contractor
October 1, 2020: Construction phase 2 starts
May 1, 2021 (in time for opening cocktail): Final delivery!!!!
November 1, 2018
- A special meeting was held to provide all members a final and open forum to ask questions and provide comments on plans for the Facilities Enhancement Project prior to a Board of Directors’ vote at the end of November to authorize construction. A link to the presentation is embedded in the text on the home page.
$650,000 fundraising reached and the City of Montreal approves planning for construction!
Hitting these two milestones means the project moves forward and will be presented for membership approval by the close of this season.
Green light objective
is to reach our stretch goal of $650,000. Reaching this milestone along with securing City approval for our project, which is expected by the end of June, is critical in order to advance the project towards final approval by members.
Rezoning process underway
as required by the City of Montreal to change the designated use of land behind the Clubhouse, thanks to some committed members who have pledged to personally fund the expenses (approximately $20k).
A Capital Campaign Team
is formed to reach out to members. Financial commitments from donors have started!
Over 200 members attend information sessions to learn
about the project and provide feedback.
Montreal Urban Planning Dept.
provides guidance that Hillside can expand in the back of the Clubhouse subject to zoning changes.
a leading architectural firm specializing in heritage properties is selected and prepares site plans.
A professional consultant’s study
recommends ways to optimize and better utilize space to alleviate bottleneck areas while preserving Hillside’s architectural and social fabric.