Supplemental Information & Frequently Asked Questions

WilltheBoardraisethenumberofVotingMembers?

Wearecommittedtomaintainingamembershipof425Members(thecurrentmaximummotionedbythe Boardin1998).Asmall,intimateclubistheessenceofVicmeadandBidermann,andnoonewantsto changethat.However,ifthecurrentprojectdoesnotpass,werecognizethatVicmead“justasitis”may notcontinuetobeviableoracceptabletoourcurrentorpotentialMembers.Ifthereisnoimprovement totheinfrastructureorMemberareasandexperience,theannualamounteachMemberwillneedtopay tosupportmaintenancecostswillincreaseduetobothknowncapitalneedsandadiminishingsocial membership.

Howwillvotesbecastandcounted?

PaperBallotswillbeused.Apaperballotcontainingasingle“YesorNo”boxwillbemailedtoallVoting Membersonthequestionofwhethertosupportornottosupportanassessmentandlandsaletofund thecostsoftheproject.

AnExecutiveCommitteemeetingwillbecalledtocountthevotes.Everyvotewillbematchedwiththe VotingMember’snametoensurethevalidityofthevote.ThemembersoftheExecutiveCommitteeare: Dr.DavidSolacoff,President;MikeNewbold,VicePresident;MarianneViceconte,Secretary, PaulaJanssen,Treasurer;andAlexGiacco,Jr.,MembershipChair.

EachmembermatchedvotewillthenbesharedwiththeBoardofGovernors,beforeadecisionismadeto proceed.Theotherboardmembersare,inalphabeticalorder:ChrisDonoho,PaigeDraper, NedGraham,KatharineMaroney,MollySharp,TomSwartz,andGregWilliams.

IsthisprojectbudgetandfundingplanstillfinanciallyviableifMembersresign?

Yes.WhileweareexcitedaboutthefutureofourClubandsincerelyhopethatallofourMembersremain partoftheClub,weunderstandthatsomemaydecidetoresignifthevotepasses. Weuseda responsibleandsustainablefinancingmodelandaccountedforasignificantlyhigher-than-normal attritionratewhichexceedsthepreviousassessment20yearsagoinadditiontotypicalannualattrition.

Byproactivelyincorporatingthisintoourfinancialplanning,wehaveprioritizedthelong-termstabilityof theClub,regardlessofpotentialchangesinMembership.Thatsaid,weremainhopefulthat,nomatter theoutcomeofthevote,ourfellowMemberswillcontinuetosupportandbepartofthisuniqueand specialcommunity.

Icannotaffordthisassessment.

Pleasetalktous.IfanyMemberhasconcernsaboutthepersonalfinancialimpactofthe assessment,weencourageconfidentialoutreachtoDavidSolacofforRachelLeacetodiscuss individualcircumstances.TheClubhasalong-standingtraditionofworkingwithMembersinthese situations.OurgoalistoensurethateveryMemberfeelssupportedinnavigatingthisprocess.

Thepresentationdidn’treallycovertheinfrastructuretopicsthatwerehighlightedin recentnewsletterarticles.Aretheynotafocusoftheproject?

Theinfrastructureimprovementsremainaprimaryfocusoftheprojectandareasignificant contributortoitsincreasedcosts.Whilemanyoftheseupdatesarenot“seen”bytheMembership, theyareessentialformodernizingcriticalsystems,suchasmechanical,electrical,plumbing, water,kitchenequipment,firesuppression,andHVAC.Theseupgradesalsoaddressimportant coderequirementsandMemberexperienceimprovements,suchas:Increasingthespeedof kitchenservicewithproperequipment,expandingthenumberofbathrooms,ensuringthe ClubhouseisADAcompliantaswellasaddingstairwellsandfireaccess,andcorrectingthe Clubhouseelevator.Tonote,theforementionedinfrastructureneedsarerequiredspendingwhether thevotepassesornot.Thesesignificantexpenseswillbepassedontothemembershipeitherway.

TheproposedassessmentprovidesustheopportunitytofixandimprovetheClub’sinfrastructure issueswhilepreservingannualcapitalduesforotherprojects.Thesepotentialimprovements(i.e. upgradingLockerRoomsorPoolhouse)reflectfeedbackfromtheClub’ssevencommittees involvedinbudgetingandwillbestronglyconsideredforupcomingcapitalcyclesinthenormal budgetaryprocess.

WilltheClubbeopenmore?

TheClubiscommittedtoexpandingMemberdininguponcompletiontofiveconsecutivenightsyearround,andthedesiretoscaletosix.Thiswillincludeamodifiedmenuinbetweenlunchanddinner toensureMemberswillalwaysbeabletoorderfoodanddrinkswhentheClubisopen.

TheflowoftheClubhousewillalsobeimprovedtoallowMemberstohostprivateeventsduring operatinghourswithoutaffectingtheavailabilityofdiningfortheentiremembership.Atpresent, whenthereisaprivatemembereventattheClub(funeral,babyshower,officemeeting,etc.),the up-frontcostjusttoopenthebuildingis$1,500.Thisdoesnotincludethecostoffood,drinks,or Clubstafffortheevent.Moreimpactful,theClubremainsclosedtotherestoftheMembership. Whenaneventisheldduringoperatinghours,Membersaredirectedtoenterattherearentrance orpotentiallywalkthroughtheevent.Thisisnottheexperiencewewanttohaveasvalued Members.TheimprovedcirculationallowsanenhancedMemberexperienceandafull-service Club.

Whyarewemovingthepaddlecourts?

Wearemovingthepaddlecourtsbecauseitisthemostfiscallyresponsibleapproachto addresstheneedtoimproveclubhouseutilization.Asproposedinthepresentationtothe Membership,theexistingpaddlecourtsandanewclubroomwhichalsoservesasthe paddlehutwillbeco-locatedtothesideoftheClubhouse.Herearethekeyreasonswhy:

1)CentralizeMemberEnergyattheClubhouse.Addstothe“foottraffic”energy andactivityin/aroundtheClubhouseduringtypicallylow-usagemonths.The activityfromlessons,clinics,individualmatchesandtournamentplaywillnow beup/aroundtheClubhouse,whenweneeditmost.

2)OperationalEfficiency&ImprovedService.Becausethenewclubroomis co-locatedwiththenewbar,staffwillnolongerneedtoserviceaseparate building.

3)Flexible/OverflowSpace.Theclubroomwillserveasadditionalindoorspace whenourcozybarisatcapacity,fordiningduringinclementsummerweather, allowsustoincreasethecapacityforClubevents,andcanbeusedforspecial eventsorforcommitteemeetings.We’vecommunicatedtothearchitectthe importancethatthefinaldesignoftheroomincorporatesmultipleoptionsfor Memberuseofthisspace.Beassuredthatduringthepaddleseason,therewill betheabilitytoclosethespaceofffromtherestoftheClub.

4)CostEfficiency.Byadjoiningthebarwiththeclubroom,weareabletosavein buildingcostsandmaterials. Inaddition,therelocationofthepaddlecourts andthenewhutmakeuplessthan5%ofthetotalcostoftheentireproject.

Iamconcernedthepaddlecourtswillimpacttheviewsfromboththeentranceofthe Clubhouseandthepatio.Also,I’mafraidthelightswillnotbeattractiveatnight. Thearchitecthasputtremendouseffortinblendingthepaddlecourtswiththeplantominimize visualimpacts.Belowisasummaryoffeaturesthearchitecthasincorporated:

HiddenfromSight:Thenewcourts willbesetbackanddownfromthe viewshedofbothdiningareas.They arealsolocatedbehindthenew kitchenspacetokeepthemfrom impedingtheviewwhenyoudrivein.

LightandSoundFeatures:

Thecourtswillbesituatedbelow thegradeleveloftheClubhouse, whichwilldirectthelightspray andnoiseclosertothecourts. GiventheFall/Winterseason,the possibilityoflightpollutionontotheoutdoordiningspacesiseliminatedastheseasonsdonot coincide.Therearetworoomsandahallwaybetweenthecourtsanddiningroom,whichwill provideanadditionalbuffertooutdoornoise.

Viewing:Thevaryingheightsofthecourtsandfullglasswindows,willallowforgreatviewingofall courtsfromthehut/deck.

Idon’tagreethatthepaddlecourtswillmakeadifferenceattheClubhouse.Whycan’t webuildtheprojectwithoutthemandthenmovelaterifneeded?

WeunderstandsomeMemberslikethecurrentlocationfortheview,experience,etc.Weare confidentinmovingthepaddlecourtsandhutisthemostfiscallyresponsibledecisionandprovides thebestopportunitytopositionourclubforfuturesuccess.Ifthedatasupportedotherwise,we wouldleavethepaddlecourtsattheircurrentlocation.Withoursmallmembership,wedonot haveenoughmemberstooperationallysustainwithadecentralizedcampusfootprint,andthis helpstoconsolidatethecampusenergy.

Thecurrentpaddlehutneedsimmediaterepairsandimprovement.Itrequiresanupgradetoday.If weweretobuildaclubroom/hutatalatertime,phasingwouldcosttheMembersapproximately 30%moreduetothere-mobilizationcosts(hiringanewgeneralcontractor,sitework,utilities, parking,etc.)andthenaturalincreaseinconstructioncosts.Ata30%highercost,theadditional moneyspentwillmeanunavailablefundsforothercapitalneedsandwantsattheClub.

Canyouexplainhowthisimprovementcosts$13.25Million?

Thebelowprojectcostbreakdownismeanttoprovideahigh-leveloverview,withanappreciationforthe manypartsthatmakeuptheprojectcost. 7,900,000 1,600,000 1,460,000 250,000 640,000 1,460,000

Construction & Sitework

Cost of building new facilities (bar, clubroom/hut, youth room, basement bump out, elevator, fire stairs, sitework, hardscaping, etc.) and renovating existing spaces to modern standards and operational needs.

New Construction: ~4,900 square feet

Renovation: ~15,180 square feet

Furniture, Fixtures & Equipment

All Member and operational spaces are functional and aesthetically appropriate. This includes all Decorative Interior & Exterior Furnishings, Lighting, Art/Décor, Operational Supplies & Equipment, and Commercial Kitchen Equipment.

Design Services, Planning & Engineering

Design Services include the creative and aesthetic elements that shape the project's visual and functional appeal (Architecture, Interior Design, Kitchen Design, Landscape Design, etc.); Technical and structural aspects needed to ensure the project is feasible, safe, and operationally sound (Civil, Mechanical & Electrical Engineering, Geo-Tech, Plumbing, Environmental)

Project Oversight & Management

Admin & Legal Costs

The foundational preparation and development, legal compliance, permitting, administrative costs and insurance expenses that are necessary to execute the project.

Contingency

Funds to address unexpected costs or changes during the project. While exploratory work was completed to ensure viability, as with any project you need to be prepared to handle unexpected expenses This is a common % for projects with a moderate level of detail and known conditions. There is confidence in this number based on the evaluations completed during the design phase.

Professional oversight of the project to stay on time, within budget, and meet quality standards. (Owner’s Representation) $13,250,000

Total

Youth Programming: After conversations with Members who offered their feedback for this space, we plan to create a group of young parents to ensure that the final outfitting of and programming for this space is valuable to them. We have already received great suggestions including the incorporation of yard games, a weekly parents’ night out, better access to the children’s play area, a family changing room at the pool, and the addition of an infant station in the restroom.

I’manolderMember.Shouldn’tmyportionoftheassessmentbesmaller?

WeunderstandwhysomeofourMembersmightfeelthisway.However,theClubdidnotoffer reducedassessmentstoanyvotingcategoryofmembershipduringthe2005assessment,while thecurrentproposedassessmentdoesincorporateareduction. Afterthoroughdeliberation,the FinanceCommitteeandBoardofGovernorsbelievethecurrentassessmentstructureisthefairest toallmembers.

Overtheyears,Vicmeadhasintentionallykeptinitiationfees,membershipdues,andcapitaldues low.Weareasmallmembership;Wemaintainasubstantialamountofproperty/acreagebetween thetwocampuseswhichmakesourclubunique.Whilethisapproachhasbeenappreciatedby Members,ithasalsomeantthattheClubhasbeenundercapitalized,creatinganeedtorelyon thisassessmenttonotonlyaddresspastdeficienciesandroutinerepairs,butalsotoallowfora moreimpactfulproject.Welearnedduringthisprocessthatfiscallyresponsibleclubsbuild reservesbychargingsmallerannualassessmentsorhigherduestofundimprovements proactively.IfVicmeadandBidermannhaddonethis,wewouldhavemorefundsavailablenow, andMemberswouldnotneedtobeassessedasmuchoratallforthisproject.Butwedidnot,and nowwehavetomakeupforthat.

Weappreciateyourunderstandingasweworktowardastronger,morestablefutureforourClub.

Whathave“AngelDonors”donetosupporttheClub’sneeds?

Throughtheirgenerosity,“AngelDonors”havepersonallyfundedmajorimprovementstoourClub. Forexample,muchoftheoldirrigationsystem,thebudgetshortfallfortheIndoorRacquets Project(1997),andBayardSharp’sgenerositytopersonallyfundholes17&18andpracticearea. WehavealsobeenfortunatetohavemanyotherindividualswhofundedtheClub’sneedsand wantssuchastheracquetsutilitycartforcourtmaintenance,fireworksatClubcelebrations, flatteningofthegreensonhole4&7,pinetreesbehindold17&therightsideofthe12thtee, movingpracticegreens,woodenflagpolesatBidermann,bagstandsonpracticerange,drainage atthechippinggreen,6/15Tee&7ForwardTee,Indoorracquetswatercooler,andthe cappuccinomachine.Inearlieryears,agroupofAngelDonorswouldevenpayofftheClub’s annualdeficits.

WhilethisgenerosityisanexampleofthestrengthandcommitmentoftheVicmeadcommunity, wecannotbereliantonthem.Movingforward,itiscriticalthatwefundourClubresponsibly. Chargingappropriateinitiationfeesandduesreducestheneedforassessmentsandensuresthe financialstabilityoftheClub.RelyingonAngelDonorsordeferringcoststofutureMembersisno longerasustainableapproach.

CanyouexplainhowweareabletorefreshthePoolhouseandindoorracquetslockerroomif theyarenotpartoftheproject’sscope?

TheProposedprojectbudgetisspecificallyallocatedtocoverallexpensesrelatedtotheProposed Clubhouserenovation.However,theClubalsocollectsinitiationfeesandcapitalmaintenancedues onanannualbasis.Thesefundsareusedforbothmajorreplacementsandimprovementsthat enhancetheoverallMemberexperience.

Eachyear,thesevenstandingcommitteessubmittheirprioritiesandrelatedcoststotheFinance CommitteeandBoardforreview.Wetryourbesttotakeaconservativeapproachwhenwecanby usingfundscollectedintheprioryeartofundthefollowingyear’scapitalneeds.Byaddressingthe Clubhouseprojectandmanyoutstandinginfrastructureneedsthroughtheproposedassessment, wehopetobeabletoallocatecapitalfundstootherprioritieswithoutrequiringanadditional Memberassessment.

Tonote,whiletheCommitteeandBoardhadhopedtheproposedprojectwouldbeableto incorporateaFitness&PoolHouseproject,theexpenseofalesserimprovementhadbeenina holdingpattern.Astheprojectscopewasunabletoincorporatethatlargerimprovement,the dedicationtoimprovingthePoolHouseaspartoftheannualdisbursementshasonceagain becomeapriorityandwillnotrequireaseparatecapitalcalltocomplete.Thecommitmentto spendingwiselyasasmallermembershipremainsattheforefrontofdecisionmaking.

HowdoIgetinvolvedmoreattheClub?

TherearemembercommitteesandinterestgroupsthatsupportmanypartsattheClub.Ifyouare interestedinjoiningacommittee,clickheretolearnmoreaboutserving.

CONCLUSION

Wehopethatthishasaddressedanyremainingconcernsthatyoumighthavehere.Yes,wecanall quibblewiththisorthataspectofthisproject,butwecannotriskfailinginthiseffort,sowewould askyoutoacceptthefaultsthatyouseeandinsteadlooktotheimportanceofwhatthisproject willbringtotheClubandavoidthedifficultiesthatcouldfollowifthiseffortfails.Thisisacritical timeinthisClub’shistory,anditisimportantthatthisvotepasses.