Following the Special Meeting of Members held on Tuesday, July 15th, 2025, we’re pleased to share that the Upper Deck Project received strong support. Of the Members who voted, 182 were in favour, representing a 99% approval rate. With this strong vote of confidence, we’re excited to move ahead with the next steps of the project and will continue to keep you informed as progress unfolds. Click below to read the full Communications Plan, including the scope of work and FAQs. Upper Deck Restoration Project Communications Plan Notice of Special Meeting Information Circular Presentation FAQs 1. Will the Club remain open during construction? Yes, the Club will remain open throughout the construction period. Scaffolding will be installed on the dock area with a designated walkway to ensure continued member access along the dock. Additionally, part of Creekside Bistro will be hoarded for construction; however, food and beverage service will still be available with reduced seating. Every effort will be made to minimize disruption to member services and activities. 2. How long will the project take to be completed? The project is scheduled to begin in mid-August 2025 and is expected to be completed by December 2025. Members will receive updates on key milestones throughout the construction period. 3. How is the project being funded? The project will be funded through the Club’s Building Fund and bank debt. The Finance Committee has modelled our Capital plan including annual requirements to maintain the Club facilities. 4. Will access to Dockside Dining and the Pool be restricted? Access to Dockside Dining and the Pool will remain available during construction. Scaffolding will be installed along the dock area; however, a designated walkway will be provided to ensure safe access for members. Temporary adjustments may be necessary for safety purposes, and members will be notified in advance of any changes. 5. Will Club events and activities continue? Yes, Club events and activities will proceed as planned. Members are encouraged to stay updated through the Club Connection Newsletter and the Online Calendar for details on upcoming events and any potential adjustments to event locations or logistics during construction. 6. What is the history of the current Upper Deck? The Upper Deck was originally constructed over 30 years ago and has since undergone several short-term repairs. Its current state necessitates more comprehensive structural upgrades to maintain its integrity and functionality. 7. Why does the Upper Deck need to be repaired or replaced, and how confident are we in the repair estimates? The Upper Deck has surpassed its expected lifespan, with significant damage to the deck membrane and drainage systems. The estimates are based on detailed assessments by ATA Architects Inc. and other industry experts, ensuring a thorough understanding of project scope and costs. 8. Are the necessary regulatory approvals in place to complete the project? Yes, the approved permit specifies the complete replacement of windows, millwork, and existing structure to align with heritage and building regulations. These requirements ensure the project maintains structural integrity while adhering to regulatory guidelines. 9. What steps are being taken to prevent damage to existing buildings during construction? The project plan includes strict protective measures to safeguard surrounding structures, including reinforced barriers and monitored access points. 10. How many bidders responded to the Tender Call? The Tender Call resulted in three bids. The committee down selected to one based on specific criteria and entered negotiations with that bidder. Bids were evaluated based on the contractor's experience, capabilities, and alignment with the project scope. 11. What are the project risks, and how are they managed within the budget? Potential risks include weather delays, unforeseen structural conditions, and supply chain disruptions. The project budget includes allowances and contingencies to address these risks without compromising scope or quality. For details on the risk and management strategies, please refer to page 11 of the communications plan. 12. What is the scope of the bid-on project? The scope includes roof replacement, installation of a permanent roof over the Upper Deck, new siding, new windows and doors, enhanced drainage systems, and structural reinforcements. For details on the scope of work, please refer to page 7 of the communications plan. 13. Why are the windows being fully replaced? Based on recommendations from ATA Architects Inc. and John G. Cooke & Associates, the existing windows have reached the end of their service life and require full replacement to maintain structural integrity and energy efficiency. As specified in the heritage permit, wood windows are required for the replacement. A preferred vendor has been engaged to complete the work, ensuring quality and consistency throughout the project. 14. Why can’t the existing materials be repurposed? Where possible, the existing materials will be repurposed where they fit into the design and specifications of the new structure. The replacement materials have been selected to align with the updated structural framework and to meet current building and heritage requirements. 15.What is being done to address potential unforeseen conditions behind walls or other structures? Given the age of the existing structure, there is a possibility of encountering unforeseen conditions behind walls or other concealed areas during construction. To mitigate these risks, an adequate contingency fund has been allocated as part of the project budget. 16. What happens if the full contingency is not required, or if it is insufficient? If the contingency fund is not fully utilized, any remaining funds will be reallocated to future capital projects. If additional funds are required, the Board will review and communicate the next steps to Members. 17. Can the Upper Deck be enclosed to make it usable year-round? No, the existing permit does not allow for the enclosure of the Upper Deck. The current scope of work focuses on roof replacement, structural upgrades, and enhanced seasonal usability, but full enclosure is not permitted. 18. Is there an opportunity to ask questions at the Special General Meeting? Yes, members are encouraged to ask questions and provide feedback at the Special General Meeting on July 15th at 6:30 pm. Additionally, updates on the project have been shared in advance to facilitate an informed discussion.