Precinct 1 Project – Weekly Updates

Temporary Clubhouse

Further to the News from the Committee email of Monday 29 April, a member has enquired about the cost implications of activating the contingency measure to relocate from the old maintenance shed to a golfers’ marquee at the practice fairway with bridge, billiards and mahjong moving to the Uniting Church Hall. The cost of these new measures – including the addition of the coffee caravan and hire of the church hall – is less than the budgeted cost of the old maintenance shed option. The positive difference will increase the Club’s project contingency.

Location of the Golfer’s Marquee

Safety, Safety, Safety.

Power will eventually need to be temporarily isolated to the Clubhouse to enable partial demolition to safely take place, while continuity of power will still be required in other areas of the property, e.g., irrigation, the golfers’ marquee, golf shop, cart battery recharging etc. Planning for this eventuality is taking place with safety the number one priority.

Southern Extension and Road

Progress on the southern extension and road works is ongoing, with excavation and levelling underway. Compaction tests have been completed to prepare for the slab installation. Next, rocks will be delivered for the underside of the access road.

Plumbing

Above: Temporary plumbing

One difference between renovating and building from new is the need to keep existing services operational while works are underway.  

Plumbers will be on site next week working on drainage for a new stormwater tank.

Administration and kitchen staff, situated on the south side of the Clubhouse, have experienced a close-up and sometimes noisy view over the past week as preparations for the southern extension have progressed.

Heavy machinery, including the Sumitomo excavator visible through the fence, has been meticulously removing soil to the required depth for the foundations. Accompanying this, the CAT533E vibratory soil compactor has also been hard at work.

CAT Vibratory Soil Compactor as seen from the golf operations manager’s office window.

If you happened to be in the Clubhouse during the compactor's operation, you likely heard and felt its vibrations!

Upon completion of the compaction process, an additional 500mm of soil will be excavated. Following this, a geotechnical consultant will visit the site to ensure precise levelling before proceeding to the next stage.

At the time of writing this update, the sides of the trench are sloped to prevent collapse, but these will soon be benched, a process by which horizontal steps or shelves are created at intervals along the trench walls. These steps help to prevent soil collapse, provide a safer working environment for construction workers and eventually a solid and more stable foundation.

Soils ain’t Soils.

As a general rule, builders estimate that soil out of the ground takes up about twice the volume it did prior to it being excavated. In total, the amount of soil being removed for the southern extension foundations, stormwater plumbing, a sewer pit, grease trap and a 30,000L back-up water tank is estimated to be at least 2000 cubic metres. This is a considerable quantity. (The builders used a more colourful word.)

Fortunately, the soil is of high quality meaning some will be used by Superintendent, Craig Molloy — saving considerable (there is that word again) money had the Club been required to purchase sandy loam with retail prices around $60-70 cubic metre.

Thankfully, this also means that members and staff have been spared the continuous noise of large trucks removing dirt from the site.

Coming up... Plumbing requirements for the new stormwater, sewer and grease trap set-ups.

Work continues preparing the area for the southern extension. If you compare photos from the previous week, you will see quite a change. A considerable quantity of soil has been moved, removed, levelled and/or compacted.

Levelling prior to compaction

The Golf Operations Manager’s noisy neighbour

Preparing for the Clubhouse Closure (with minimal disruption).

At the end of May, the Clubhouse will officially close its doors to members and their guests. According to Clayton, Alchemy Construct’s Senior Site Manager, that is when Alchemy’s program scales up significantly.

In the meantime, there’s no shortage of tasks to keep the BHGC staff and others occupied. The Project Steering Group, General Manager, Clubhouse Operation Manager, F&B Manager and Project Manager are undertaking an enormous amount of work making plans for the pack down and move out of the Clubhouse and into a temporary one. Additionally, coordination efforts are in motion to synchronise Alchemy's activities with the Club’s trusted tradespeople, including electricians, plumbers, and HVAC specialists. These trades possess invaluable knowledge of the Club’s infrastructure.

Variation to Liquor Licence.

This week, visitors to the Clubhouse may have seen a public notice advertising a variation to the Club’s liquor licence.

The variation is in two stages.

Stage A is the red line plan for the temporary clubhouse facilities, which is proposed to be endorsed as an additional plan with no change to the existing approved site plan and clubhouse plan; and

Stage B is the red line plan for the renovated clubhouse, which will replace the existing approved clubhouse plans once the renovation is completed. There is no change to the site plan as the clubhouse location remains consistent.

Two weeks ago, small fragments of the old Clubhouse asbestos roof were discovered by the demolition contractor in one of the gardens and in the external areas adjacent to the kitchen on the southern side of the building. Alchemy Construct promptly engaged contractors to safely remove the asbestos, employing control measures to ensure air detection levels were well below mandated limits. (0.01 fibres/ml.)

Over the past week, all evidence of asbestos in the area was removed and an Asbestos Clearance Certificate was issued. This clearance complies with the requirement of the Victorian OH&S Regulations 2017 Part 4.4, Regulation 297. The certificate ensures that at the time of inspection the visible ground surfaces in the following areas were free of any visible asbestos containing material (ACM): between the south of the Clubhouse and the service road; the soil stockpile southwest of service road; and the test pit location adjacent/south of the temporary fence. In addition, stockpiled soil was all sieved and within the limitations of the methodology and scope of works was deemed free of any visible ACM as far as is reasonably practicable.

This development marks a positive step forward, facilitating the unimpeded progress of civil works following the completion of the initial phase by the demolition contractors. With sewer lines redirected and a temporary grease trap installed, preparations are now in place for further advancements – starting with excavation.

Above: The pink line approximating the east edge of the southern extension. Mounded soil in the background.

As you navigate the seventh hole, you may notice a supply of high-quality sandy loam located behind the fences on the south side of the Clubhouse. As previously mentioned, this soil will be utilised for constructing the mounding on the right-hand side of the 7th fairway in alignment with the Course Enhancement Plan.

The area from which the soil has been excavated will eventually serve as the foundation for the southern extension. In the forthcoming weeks, groundwork will involve excavation of footings, along with levelling and benching in readiness for the concrete pour.

The Easter break has not seen a great deal of action since last week's update.

Alchemy's contractors have been working on the asbestos management on the south side of the building, with initial air monitoring results well below detection limits, indicating the control measures that are in place are working well. It is expected that the civil works will recommence next week. 

Activity increased on the south side of the Clubhouse over the past week.

Demolition Works

Demolition commenced on the southern side of the building, with the ramp to the kitchen, the old water tank and some of the garden beds being removed. All Clubhouse deliveries are now coming through the front door, so members will see more activity from our food and beverage suppliers through the entry foyer. There is strictly no parking beyond the builder’s compound fencing adjacent to the existing elderly car parks.

The demolition contractor found small fragments from the old Clubhouse asbestos roof in one of the gardens and the external areas adjacent to the kitchen on the southern side of the building. These will be abated by a licensed contractor.

Temporary Clubhouse

The Club is awaiting the decision from City of Greater Geelong for the Temporary Clubhouse planning permit. Following the advertising period, one objection was received.  

Site visit by Demaine Partnership Architects

Michael Jeffreson has been on site talking through the initial works with the Alchemy team. 

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Minor progress over the past week, with electrical connections finalised for the site huts in the western car park.

View from the Committee Room

Civil works will commence next week on the southern extension to commence the widening of the service road to the back of house areas. This will include some demolition work, the removal of the silver banksias from the northern side of the 7th fairway plus pumping out the residual water from the old water tank. Other works will include preparatory works for the concrete slab to commence the new back of house service areas.

The fill from the excavation works will be kept on site and used to construct the mounding on the right hand side 7th fairway in accordance with the Course Enhancement Plan. 

Course Enhancement Plan- 7th hole- Clubhouse Precinct- Click image for full plan

Members will have noticed a number of coloured ground markings around the Clubhouse precinct. These are to identify the various services and infrastructure connecting into the Clubhouse such as water, electricity, NBN/Telecommunications and waste services. 

Members are asked to respect the builder's signage and not park within the perimeter of the temporary fencing to ensure the safety of all.

Since the last weekly update, which included only a brief working period and the hot Labour Day long weekend, there has been only minor progress observed in the vicinity of the worksite. The most significant change has been the installation of fencing along the seventh fairway, as outlined in last week’s update. Some of the fencing will be ‘wrapped’ with shadecloth prior to the civil works beginning.

You will recall that additional fencing will be erected as the project progresses. The hoarding plan is displayed once again in case you missed last week’s update.

Within the fenced area, ongoing temporary works are underway to set up the worksite, encompassing tasks such as electrical work and plumbing.

Looking ahead, demolition work is anticipated to commence around the water tank area in the coming weeks, preparing the site for the full-scale involvement of civil contractors. Please be advised that some noise may emanate from this area during this phase.

Your understanding and cooperation during these initial stages of the project are greatly appreciated. These weekly updates will continue to be provided as the project advances, keeping everyone informed about key milestones and developments.

Surveying and Site Activities:
Over the past week, Alchemy's electricians and plumbers, along with hydraulic, civil, and demolition engineers, have been actively conducting surveys around the south side of the Clubhouse. Collaborative efforts with external stakeholders, including Barwon Water, have been underway to ensure a seamless and efficient project execution.

Construction Perimeter Fencing:
Beginning tomorrow, Thursday 7 March, the next phase of the project involves the erection of construction perimeter fencing along the south side of the Clubhouse and the worksite. Please refer to the image below for a visual representation.

Initially, the fencing will be along the red dotted line (see legend in the image). Subsequent phases will see additional fencing as the project progresses.

Click to open a PDF

Impact on Golf Play:
During the installation of the fencing, the new forward tee on the seventh (on the Clubhouse side of the road) will be used. We kindly request all players to ensure the fairway is clear and prioritise safety before teeing off. Your cooperation in adhering to safety guidelines is greatly appreciated.

We understand that these developments may temporarily impact your golf and Clubhouse experience, particularly as noise (beeeep-beeeep!) from (reversing) machinery and activity is likely. We appreciate your understanding and cooperation as we work towards enhancing the Clubhouse facilities.

Over the past week, construction workers initiated the setup of their worksite at the rear of the Clubhouse. Temporary toilet facilities were some of the first items to be delivered ensuring basic amenities for the workers. (See picture below).

If you were in the Clubhouse on Wednesday, you may have heard a circular saw in use. This was being used to cut timber and boards to erect walls and floors to transform some of the undercover parking bays into lockable storage areas. Unfortunately, theft from worksites is common and these facilities help to keep valuable tools and materials safe.

Additional surveying will be conducted over the next week or so before erecting fencing around the worksite. Members are advised to steer clear of the western car park until the fencing is in place.

The number of ‘elderly’ parking bays to the south of the Clubhouse remains unchanged for now as the site fencing is yet to be erected; however, additional bays have been signposted in the car park in front of the Clubhouse in preparation for the fencing. Thank you to those elderly members for their understanding.

Other key milestones during the week:

• First on-site meeting with Alchemy, our Project Manager, Brad Van Cuylenberg and the wider consultant team.
• The Project Steering Group governance structure was approved by the Committee for the construction phase of the project. The group consists of Paul Klein (Chair), Bronwyn Constance, James Poole and Peter Guy. Barbara Inglis will attend in an ex-officio capacity.
• Confirmation of the approval of the first building permit, specific for in-ground civil works.
• The application for a planning permit for the Temporary Clubhouse closes for public comment on Saturday 3 March. 

An important milestone was reached this week with the Club formally signing the building contract with Alchemy Construct. This sets the Clubhouse renovation truly in motion and from next week members will see Alchemy staff setting up their permanent worksite in the western car park, as well as preparing their early works area for the southern extension.

Alchemy Senior Site Manager, Clayton, photographed at the Club this week.

Alchemy will erect a temporary office and other facilities in the bays of the western car park. The Club will still store its golf carts there and will have an access point to bring them in and out each day. There may be a need for some local vegetation clearance around the worksite and early works areas to facilitate construction vehicle movements.

As has been previously advised (see Weekly Update 14 February), the worksite will be completely fenced off as a designated construction area and members must not enter it. There will be appropriate signage on the fencing to remind everyone of their responsibilities.

While we had hoped that all car spaces in the ‘elderly carpark’ would remain open to members until the end of May, the final layout of the permanent worksite and southern extension construction area impacts four of those spaces, placing them behind the fence and thus inaccessible. This still leaves four elderly and two accessible car spaces available for member use, and to compensate for the ‘loss’ of four spaces, there will be four spaces in the circular parking area in front of the Clubhouse that will be designated ‘for the elderly’. They will be situated next to the two ‘Bag Drop’ spaces.

Some members have asked when we will be moving out of the Clubhouse.

Not yet is the short answer. Members will be able to enter the Clubhouse until the end of May 2024.

After this date builders will gain exclusive access for approximately 12-months and fencing will be erected around the entire Clubhouse. Until then, the Clubhouse rooms, services and accommodation are ‘business as usual.’

That said, construction workers and infrastructure will be visible around the Clubhouse from later this month when Alchemy Construct initially set up fencing for its permanent worksite in the rear (western) car park area and subsequently along the south side of the Clubhouse where the ground floor extension will be built. Some noise disruptions can be expected. These fenced areas will be designated construction sites where strict occupational health and safety rules apply. Members must not enter the fenced work areas under any circumstances.

To house the permanent worksite, parking at the rear (western) car park will soon be closed. Affected house guests have been informed that the 'old' turning circle near the flagpole at the front of the Clubhouse will be available for short-term bag-drop when checking in. If you see more cars here than usual, that is why.

Please note that access to other car parks remains unchanged and while the construction site plan is yet to be confirmed by Alchemy, the car park for elderly members adjacent to the Clubhouse is not expected to be affected by the worksite or early infrastructure works and will remain open until the end of May 2024. Please keep in mind that the erroneously named ‘elderly carpark’ is not age based, nor is its use determined by your approval to use a medical cart. The elderly car park adjacent to the Clubhouse is for the sole use of those elderly members who are unable to walk from the lower car park if there is not a parking space available in front of the Clubhouse.

Representatives from Alchemy Construct made site inspections during the past week in preparation for their start date of 19 February. Construction companies often develop a specific construction management plan to efficiently organise and manage their operations and public protection interface on the construction site. This plan generally includes:

• Overall arrangement of temporary builder's facilities, including sheds, site offices, storage areas and other essential structures.
• Designation of areas for storing construction materials, equipment and tools.
• Identification of entry and exit points for public, construction vehicles, workers and deliveries.
• Clearly defined and secure areas marked for safety, restricting unauthorised access to potential hazards or construction activities. (Members must not enter the fenced work areas under any circumstances. Signage will clearly identify the no-go zones.)
• Positioning of heavy machinery, cranes, and other construction equipment to optimise workflow and safety.
• A plan for managing on-site traffic, including designated routes and parking areas.
• Clear identification of emergency evacuation routes and assembly points.
• Designation of areas for waste disposal and recycling, adhering to environmental regulations.

This construction site plan is crucial for the efficient and safe execution of the project. It helps in optimising logistics, ensuring compliance with safety regulations, and providing a clear understanding of the overall site organisation for both the construction team and regulatory authorities.

When this site plan has been finalised, relevant aspects — particularly those regarding safety — will be communicated to members and guests.

It was reported to members in a 'News from the Committee' email on Tuesday 30 January 2024 that Brad Van Cuylenberg (BVC Projects) was appointed as the Project Manager for the construction phase (Stage 1) of the Precinct 1 Project. Brad has managed the design-development and tender phase over the last year and has a thorough knowledge of the project. 

With almost 18-years' experience in commercial construction Mr Cuylenberg has previously delivered a number of state-significant projects across metropolitan Melbourne, Mornington Peninsula, Bellarine Peninsula, Surf Coast and Yarra Ranges Shires.

The scope of BVC Project’s role will now shift from the pre-construction planning, design and procurement phase to the construction phase and will include acting as Superintendent for contract administration duties under the construction contract with Alchemy Construct and managing the overall project against quality, OH&S, budget, risk, program and governance controls.

BVC Project’s director, Brad Van Cuylenberg said, "I am extremely excited and honoured to be continuing to support The Barwon Heads Golf Club through the delivery phase of this project. I equally look forward to continuing to collaborate with the Club and entire Project Team as part of revitalising and preserving its unique heritage elements. As a local to the Greater Geelong region, I am passionate about being part of contributing to its fabric and the ongoing legacy of the Club."

Support from members has paved the way for Stage 1 to proceed, marking a significant milestone in the rich history of the Club.

Tomorrow, Thursday 25 January 2024, the Committee will meet and decide upon important next steps — continuing its commitment to deliver the optimal outcome for members.

Insights into discussions and decisions made at Thursday’s Committee meeting with be shared with members soon after via a ‘News from the Committee’ eNews.

It is intended to keep members thoroughly informed and engaged throughout this project, not only through this weekly update but also via the various other Club communications.

Thank you to the members who attended the Member Information Sessions during January.

Voting members have until 3pm this Saturday 20 January 2024 to use the online Vero Voting portal to vote in both Extraordinary General Meeting No.1 and Extraordinary General Meeting No. 2. If you miss this deadline, you are still able to vote in person at the Extraordinary General Meetings on Saturday.

Extraordinary General Meeting No.1 (instigated by the Committee) will be held in the Links Room at 4.30pm on Saturday 20 January 2024. There is no need to pre-register your attendance. This will be followed at 5.30pm by Extraordinary General Meeting No. 2.

If you need further information on the Precinct 1 Project, the motions contained within either of the Extraordinary General Meetings — or the voting process itself, please check the website or call the Club.

A reminder that the Committee seeks your support to get Stage 1 of the Clubhouse restoration underway. To make this happen vote "FOR" the motion in EGM No.1 and "AGAINST" the motion in EGM No.2.

Member Information Sessions – Seats Available

 Seats are still available for the remaining two Member Information Sessions to be held on:

Thursday 11 January, 3.00pm

and

Monday 15 January, 10.30am

Each session runs for about one hour and includes a detailed presentation from the Treasurer, Bronwyn Constance, on the proposed borrowing facility and how the Club will service and pay off the debt. There will also be 30 minutes for Q&A.

Feedback from the previous two sessions has been positive, with members finding them helpful and informative.

For those members who are unable to attend a session, the presentation slides and associated commentary are available as an audio package on the website, so you can listen at your convenience.

Vero Voting

As many members know, Vero Voting Australia has been engaged by the Club to enable online voting in EGM No 1 and EGM No 2.

Members received their individual link to the Vero Voting portal on 2 January, following the issue of the Notices of EGM No 1 and EGM No 2.

Vero Voting will send a ‘reminder to vote’ email and SMS to members today, together with their individual link to the voting portal. This individual link to the portal is open 24/7 until 3pm on Saturday 20 January when electronic voting closes. Until then, members can go into the portal to vote, or to change their vote, at any time.

Members may also vote in person at EGM No 1 and EGM No 2, or via a postal vote. Please contact Reception if you would like to make a postal vote.

The Committee urges members to vote ‘FOR’ the motion in EGM No 1, and ‘AGAINST’ the motion in EGM No 2.

Voting is open for both EGM motions

Voting members are urged to cast their vote in respect of the two motions that are on the agenda for the two Extraordinary General Meetings to be held on 20 January 2024.

The Notices and Explanatory Notes for both Extraordinary General Meetings (EGM No 1 and EGM No 2) were issued on 2 January 2024.

EGM No 1 is a Committee-instigated Extraordinary General Meeting in accordance with Rule 45 of the Club’s Rules. The Committee has called this meeting to seek member approval to borrow up to $7 million to undertake Stage 1 of the much-needed Clubhouse restoration. The Explanatory Notes provide detailed information about the proposed bank facility and the Club’s financial capacity to service and repay the borrowings in eight years.

EGM No 2 is a member-requested Extraordinary General Meeting, also in accordance with Rule 45. The Explanatory Notes that accompany its Notice were provided by Warrick Nelson, who provided the motion for EGM No 2 and member signatures to the General Manager on 16 December 2023. These Explanatory Notes are not endorsed by the Committee and do not express the view of the Committee. The Committee does not support the motion in EGM No 2.

Voting is open. There are two motions.

Please cast your vote in both.

VOTE NOW

Signatories to the Requisition

The Committee will not be releasing the names of the signatories to the Requisition for an Extraordinary General Meeting (EGM No2).

Under Rule 45, the Committee is only required to verify that not less than 50 voting members have signed the Requisition for an Extraordinary General Meeting and, once this is confirmed, to organise the Extraordinary General Meeting at which the motion contained in the Requisition will be put to members.

Rule 45 does not require the Committee to identify the signatories to the wider membership or publish their names. The Committee also notes that there is nothing on the current Requisition that indicates if an individual signatory has given express consent for their name to be disclosed. The Committee has a duty of care with regards to members’ privacy in Club-related matters and the lack of an express consent is a further barrier to disclosure.

In relation to the Extraordinary General Meeting (EGM No 2) that has been triggered by the Requisition, the Committee is required to treat all members – whether signatories or non-signatories – in the same manner. Identification of the signatories would differentiate them and compromise this responsibility.

Two Extraordinary General Meetings on 20 January 2024

On Tuesday next week, 2 January, the formal Notices for two Extraordinary General Meetings will be issued to members. Yes, that’s correct – two Extraordinary General Meetings to be held sequentially o the afternoon of Saturday 20 January 2024.

Why is this necessary?

At the Club’s Annual General Meeting in November, the Committee announced that it would hold an Extraordinary General Meeting on 20 January to seek member approval to borrow up to $7 million to undertake Stage 1 of the Clubhouse restoration. This is a Committee-instigated Extraordinary General Meeting in accordance with Rule 45 of the Club’s Rules.

On 16 December, the General Manager received a Requisition, signed by more than 50 members, requesting an Extraordinary General Meeting to seek member approval to pause the project and to clarify permits. This is a member-group request for an Extraordinary General Meeting, also in accordance with Rule 45.

The two are separate initiatives ­– one by the Committee (EGM No 1), one by a group of members (EGM No 2) – and will therefore be held separately and sequentially on 20 January.

The Committee will be urging members to vote ‘FOR’ the motion in EGM No 1, and ‘AGAINST’ the motion in EGM No 2.

Newer members to the Club may not be aware that the Clubhouse restoration project has already been many years in the making. In fact, it has been the work of three Committees, dating back to 2017 as well as consuming hundreds of hours of consultations and meetings of the Finance, Risk and Audit Sub-Committee, the Project Advisory Group and the Project Steering Group.

Members approved the plans for the Clubhouse restoration back in 2021. Plans were assessed and approved by Heritage Victoria in 2022, and most recently by the City of Greater Geelong. A preferred builder was appointed in November 2023 after a competitive tender process. The Committee subsequently took the decision to split the project into two stages, due to cost escalation. The same cost escalations that have impacted construction projects universally.

2024 marks the first-century anniversary of our wonderful Clubhouse. With Members’ approval of the borrowings to undertake Stage 1, building works can start in February 2024, and so will begin our much-needed second-century restoration.

Progress this week…

An enormous amount of work has been completed this past week refining the final scope and cost of the Stage 1 Clubhouse renovation, with all roads leading to the last Committee meeting of the year tomorrow, Thursday 20 December, where it will be carefully reviewed for its affordability and desired outcomes. This is an exciting milestone after weeks of detailed work. Specifics of the Stage 1 scope and cost will be communicated to members shortly thereafter.

As previously advised, the Committee is planning to hold an Extraordinary General Meeting on Saturday 20 January to seek member approval for the funding arrangement required to implement Stage 1. Member information sessions will be held in the period after the Notice of Extraordinary General Meeting has been issued on Tuesday 2 January.

Members’ Request for EGM

A requisition signed by more than 50 members was delivered to the General Manager on Monday 18 December. It requests an Extraordinary General Meeting under Rule 45 of the Club’s Rules. In accordance with Rule 45, the Committee will arrange for the meeting to be held.

Barbara Inglis

20 December 2023