Clubhouse Development Version 1 · PSC-Clubhouse-future-plans-V1 2.doc 27/09/2012 Page 2 of 13 In 2011, The Club appointed architects ‘Latimer and Associates’ to prepare a scheme

Portchester Sailing ClubPortchester Sailing ClubPortchester Sailing ClubPortchester Sailing Club

T: 023 9237 6375 W: www.portchestersc.org

Waterside Lane, Castle Street, Portchester, Fareham, Hampshire. PO16 9QN

PSC-Clubhouse-future-plans-V1 2.doc 27/09/2012 Page 1 of 13

Clubhouse Development Version 1.2

1. Introduction The Club has reached a point in its history where a decision has to be made regarding the Clubhouse facilities. The Club moved from its foreshore location to its present location in 1968. At that time existing Club members took out a loan which covered the purchase of the Clubhouse and some significant repairs to the existing property. In 1983, the Club again moved forward to provide additional facilities, through building of the Upper lounge. Funds for this came from the membership and via a grant from Sports England. In every area of our lives, standards have risen. We expect high quality buildings and finishes wherever we go, be it within our homes, at work and at leisure. Many local sailing clubs have already risen to the challenge and upgraded their clubhouse facilities. These include Mengham, Tudor, Langstone, Gurnard, Hayling Island to mention a few. In order to attract and keep our Club members in the future, our facilities must match (or exceed) those of other sailing clubs. Now we, the membership, have to vote on how we will take the Clubhouse facilities forward for future generations. You will be asked at the EGM in November to support further investigation in to a new build option. This document aims to cover the state of our existing buildings and facilities, the research undertaken to understand what Clubhouse facilities we will need for the next 30 years, the options available together with the pros and cons of each option, the likely costs of the options together with the likely grants available.

2. The Brief from ManCom For many years the Club’s Management Committee has been aware that significant monies will have to be spent on the Club’s buildings both to keep the existing facilities running and to improve them. Behind the scenes much work has been done, both in house and by appointed professionals to determine which will be the ‘best route’ for the Club. The Maintenance Section of the Club has long been aware of problems with the existing buildings and in response, the Management Committee appointed a surveyor in 2006 to carry out an assessment of structure of the Old Vicarage. This document highlights many issues typically found with an old domestic building used for commercial purposes, with intermittent maintenance.


In 2011, The Club appointed architects ‘Latimer and Associates’ to prepare a scheme to put before Club members at the 2011 AGM. Part of the brief was to show how the Club could be refurbished and extended to meet future needs, the main function however, was to open discussions with the membership. The AGM raised as many questions as answers and following the AGM, ‘ManCom’ set up a working party (under the chairmanship of Nick Martin) to research and provide these answers. The brief to the working party was to investigate the following:-

• Develop a statement of requirements based on future Club needs (for the next 20 – 30 years).

• Investigate the refurbishment of the existing building and try to establish a cost for this

• Identify alternative options. The Working Party interviewed all Sections within the Club to ascertain what facilities they would require in an ideal world. The information was collated and this document will form the basis of any brief for the future of the Club. What became clear to ‘ManCom’ was that the existing facilities fell far short of what the membership requires, both now and for the future. The Working Party investigated the possibilities and limitations of refurbishment and re-development. Three main options evolved:-

• Option 1 - Keep all existing building, refurbish as best the budgets will allow.

• Option 2 - Keep all the existing buildings, refurbish and extend as best the budgets will allow

• Option 3 - Build a new Clubhouse and demolish the existing one. Each option will cost the Club a significant amount to money to undertake, but not every option offers the same opportunities.

3. Why do we need to do anything Those Club members who have been involved with the Maintenance Section of the Club over the years will be under no illusion as to why we need to carry out some major refurbishment works to the Club, just to maintain the status quo. Mancom acknowledge that it has not been possible to keep the membership fully informed of all the problems with the buildings. Recent issues have included leaks to the roof during heavy rainfall, bowing of the rear walls, constant problems with the foul drains, constant plumbing problems in the male toilets, first floor ceilings delaminating, floorboards breaking up, electrical issues as the system needs replacement, hot water and heating issues as again the system needs replacement. Why do we need to choose an option now? It will take time and significant finances to develop any of the options in detail. The more options we chose to explore, the less money there will be to carry out the work. The Management Committee has already spent many years looking at the problems and during that time, larger maintenance issues have been left. It is no longer sensible or possible to leave these and if the Club is going to carry out works, the Management Committee believes it should be part of a longer term strategy for the Club. What legislation will affect what we can or have to do? As soon as we carry out works to the existing buildings, some legislation will require the Club to carry out other works. For example:- if we carry out refurbishment works to the existing first floor, we have to ensure that ALL members of the Club can access the refurbished spaces. This would mean installing a lift, taking out the existing staircase and putting in a


new staircase with wider shallower steps (which would take up more space), adding a larger fire escape, with a door to access it rather than window. All these works would take up space on the ground floor as well as the first floor, so ‘usable’ space for rooms would be lost on both floors. How does Health and Safety affect how we can carry out the work? The Club has a wonderful history of involving Club members to carry out all manner of building works. Unfortunately, Health and Safety legislation has reduced this to such an extent that it would not be possible to carry our significant works ourselves. This has an impact on our budget and the work we do undertake. What is ‘cost in use’? There are two main costs associated with a building project. One is the cost of the building works, the other is the cost of running the building, once it has been completed. These latter costs are known as the ‘cost in use’. At present our running costs are extremely high as the buildings are old, poorly insulated with old and outdated heating and electrical systems. These costs are likely to increase due to the expected rise in fuel prices. The Club currently spends in excess of £10,000 per year on heating, lighting and basic maintenance. The Management Committee are very keen to reduce this figure as it is a waste of our fees and provides no on-going benefits to Club members.

4. External Constraints The Scheduled Monument Area and the Castle

• The Castle is surrounded by an area of land known as the ‘The Schedule Monument area’ (see map below). Any land within the area is overseen by English Heritage on behalf of the Government. The Club has some land within the Schedule Monument Area, which means that nay work on this land has to be approved by English Heritage – this would include anything as trivial as a small 150mm (6 inch) deep hole.

• The proximity of the Castle is both a blessing and a worry to the Club. The Club benefits from the large car park and stunning scenery. However, visitor numbers to the castle and the surrounding area affect our usage, and impact our security.

• The proximity to the castle will undoubtedly affect any design of the Clubhouse.

The Conservation Area


• Portchester Sailing Club falls within the Portchester Conservation Area, as delineated by Fareham Borough Council. This places additional obligations on the sailing Club, some of which are outlined below. (see Appendix A for the Conservation Area)

• Any works to the buildings are likely to receive a higher level of scrutiny by the Planning Committee.

• Any new building or extension would have to be appropriate to the setting of the building and the Conservation Area. The design would also be expected to be of high quality.

• Materials to be used on any building works would normally be expected to be natural materials and of a very high quality (for example:- clay tiles rather than concrete roof tiles etc)

• Landscape works would have to form a significant part of any planning application.

• No works can be carried out to any trees with a trunk of 75mm of greater, without planning approval (this includes any/all forms of pruning). Note: there are no TPO trees within the Club compound. ‘It is an offence to cut down, top, lop, uproot or wilfully damage or destroy trees in a conservation area without the consent of the local planning authority and you must give the council six weeks prior notice of any such works to trees. An application form for this purpose is available from the Planning Department, further information can be found on the Protected Trees page of the Fareham Borough Council website.’

The Environment Agency & Flooding

• The Environment Agency shows the Club compound and buildings as being in an area likely to flood.

• The Environment Agency has prepared a risk management plan to cover the area

Portchester Castle to Emsworth. The flood defences around Portchester, to Paulsgrove have been earmarked to be maintained and improved, with the necessary funding being found to do these works.

• The Club would need to carefully consider its strategy for flooding in view of the report and any planning application would have to be backed up with a Flood Report (prepared by a specialist consultant).


5. Option 1 – Refurbish Existing Clubhouse Only Scope

• Option 1 is to retain the existing buildings with no extensions AT ALL.

• The proposed works would include a total refurbishment to the ‘old’ part of the building and services and decoration only to the new upper lounge.

• Completing the works below would extend the life of the buildings by 15 – 20 years before further significant refurbishment required.

• Due to the necessity of meeting current legislation, a refurbishment only option will result in a loss of usable space (see below for details).

What Club facilities would be provided on completion?

• Upper bar – this would remain virtually as existing, but with a new access stairs and lift necessitating some adjustments to the existing layout.

• The lower bar – the majority of the lower bar will have to be sacrificed to accommodate the new lift and staircase. The use of any remaining space will be subject to detailed design.

• The changing rooms – the space available for the changing rooms and toilets will be reduced by the need to accommodate disabled facilities. The changing rooms would be fully refurbished.

• Galley – refurbished

• First floor – fully available to all Club members to include a small training room, management offices and storage.

What Building Works would be required?

• Roof - Refurbish roof (remove tiles, replace defective timbers (assume over 50%), re-felt, new battens, replace tiles); Replace Flashings, guttering, downpipes etc; Insulate roof; Replace ceilings

• Walls - Replace the timber frame outside walls as required ; Insulate external walls; Provide new foundations as required to support new/replaced walls; Replace internal and external windows and doors (to provide suitable disabled and fire access)

• Ground Floor -Retain floor to lower bar area; Dig out and level (or lay to fall) floor in changing rooms; Insulate floors where possible

• Lift, stairs and fire escape - Install a new staircase suitable for ambulant disabled use (wider, not so steep); Install new lift (note: this will result in a significant loss of useable space within the building); Install new fire escape to current standards, including a level access from first floor to fire escape

• Galley - Refurbish galley and supply and fit out galley to current regulations

• Changing Facilities - Changing rooms require complete refurbishment and replacement; New disabled facility will be required which will reduce the amount of space available

• Fit out and furnishings - New lower bar/upper bar fit out; New furnishing to lower bar area

• Services - New heating throughout (including new boiler); New hot water system and water storage system for the ‘old’ part of Clubhouse; New electrics throughout; Gas works as require

• Upper bar - Apart from services, no work has been planned to this area as part of these works however refurbishing (decorating) and replacing bar equipment is likely to be necessary.

What Permissions would be required?

• Planning permission may be required for the new fire escape

• Building Regulation approval

• Electrical Certificate


• Gas Safe Certificate What are the major advantages for Option 1?

• The existing buildings are retained What are the major disadvantages to Option 1?

• Usable space inside the buildings would be reduced

• Building life is not significantly extended

• Buildings would not be fully insulated to current standards

• The Club would not have the opportunity to increase facilities

• The Club would not have the opportunity to increase boat park and car park spaces

• The Club would not have the option to improve the layout of the Club on site

• The final costs would not be known until the works were almost complete (due to unknown construction and problems within the existing building)

• Running costs of the buildings would be the highest of the three options (per m²).

• Additional significant works will be required again within 15 – 20 years. Timescales

• 6 – 12 months for the detailed preparation of brief, completing the drawings, approving the design, obtaining the permissions and obtaining tenders for the works.

• 6 - 8 months for the construction works on site

• It is unlikely that these works could be phased Implication on the running of the Club during the works

• The Club would have to be closed during the construction period.

• There is a possibility that the upper bar would not have to be closed for the whole of the construction period

• Areas of the car park and boat park would have to be set aside for the contractor and for safe working allowances

Costs

• Until a detailed scheme has been prepared, the only budget costs are possible

• With a project of this nature, it will be important to have a ‘contingency sum’ to allow for any unseen works.

• This is the ‘cheapest’ option in build terms

• Potential funding through grants will be very limited, so more of the costs will have to be borne by Club members

• Further financial details are set out within the financial and grants section

6. Option 2 – Refurbish and Extend Scope of Option 2

• Option 2 is to retain the existing as much of the existing buildings as possible, but with some extensions, to maintain (and hopefully increase) current facilities.

• The scheme prepared by Messrs Latimer and Associates for the AGM 2011 gives a good indication of what might be achieved under this option.

• The proposed works would include a total refurbishment to the ‘old’ part of the building and services and decoration only to the new upper lounge.

• Extensions would take away land from the boat and car parks

• Completing the works below would extend the life of the buildings by 15 – 25 years before further significant refurbishment required.

• Due to the necessity of meeting current legislation, some extensions will be required to maintain current facilities, further extensions could increase facilities.


What Club facilities would be provided on completion?

• Upper bar – this would remain virtually as existing, but with a new access stairs and lift necessitating some adjustments to the existing layout.

• The lower bar, changing rooms, galley and existing first floor accommodation would be refurbished, re-organised and extended to ensure the existing facilities were retained and improved where possible.

• Improvements to the Club would have to include a new lift, a new (wider, shallower rise) staircase, a new fire escape and new disabled toilet/changing facility.

• The changing rooms – fully upgraded facilities

• Galley – fully refurbished.

• First floor – fully available to all Club members to include additional social/dining space, an enlarged training room, management offices and storage.

What Building Works would be required?

• All the works as detailed under Option 1 would be required.

• The works would also include some ground extensions, but mainly first floor extensions.

• Some external works would also be required due to the extensions What Permissions would be required?

• Planning Permission and Conservation Area Consent would be required



• Gas Safe Certificate What are the major advantages for Option 2?

• The existing buildings are retained, although adjusted to suit the new interior layouts

• The Club would have the opportunity to increase some facilities

• The internal layout of rooms could be improved What are the major disadvantages to Option 2?

• Usable space is reduced and therefore extensions are needed. These extensions will take space from car and boat parking.

• Building life is extended to most areas

• Some areas of the buildings would not be fully insulated to current standards

• The Club would have less boat park and car park spaces

• The Club would not have the option to improve the layout of the Club on site

• Access to potential grants will be very limited, so more of the costs will have to be borne by Club members

• The final costs would not be known until the works were almost complete (due to unknown construction and problems within the existing building)

• Running costs of the buildings would be reduced.

• Additional significant works will be required again within 20 – 30 years. Timescales



• It is unlikely that these works could be phased Implication on the running of the Club during the works

• The Club would have to be closed during the construction period.

• There is a possibility that the upper bar would not have to be closed for the whole of the construction period



Costs

• A detailed scheme was prepared by Latimer and Associates for the AGM in 2011. Although there may be alterations to the internal layout and elevations, it is assumed that the costs prepared for that option would cover alternative options, provided the areas and work remain similar.

• With a project of this nature, it will be important to have a ‘contingency sum’ to allow for any unseen works.

• This is the ‘middle’ option in terms of cost

• Access to potential grants will be limited, so a large percentage of the costs will have to be borne by Club members

• Further financial details are set out within the ‘Financial and Grants’ section of this report.

7. Option 3 – New Build Scope of Option 3

• Option 3 is the total demolition of the existing Clubhouse and the rebuilding of new facilities.

• The Anglers’ Roost may or may not be retained (subject to the new layout)

• The start hut and RIB store may or may not be retained (subject to the new layout)

• The whole layout, organisation of all internal and external spaces would be organised to maximise the benefits to Club members

• Major trees would be retained wherever possible. What Club facilities would be provided on completion?

• Planned site layout to ensure benefits to all sections of the Club

• A combined and sub-divisible bar and dining area large enough to accommodate the Club’s dinner dance, with views across the harbour and external viewing/balcony areas

• New galley linked to the dining areas

• Toilets on both floor levels

• A ground floor training/meeting room

• Management offices

• High quality changing rooms with good access to and from the boat and car parks

• Integrated lift, stair and fire escape

• Storage areas

• New heating and hot water systems throughout

• New electrics throughout

• New security system designed in as part of the works

• Secure boat storage areas

• Maximised use of car parking areas

• Maximised use boat parking areas What Building Works would be required?

• The existing buildings would all be demolished (with the possible exception of the Anglers’ Roost and start hut).

• New Clubhouse buildings including foundations, walls, floors, roof, fit out and services

• New balconies and garden areas

• The external areas would be re-organised to suit the new layout


What Permissions would be required?

• Planning Permission and Conservation Area Consent would be required

• Schedule Monument consent may be required



• Gas Safe Certificate

What are the major advantages for Option 3?

• All significant buildings would be new, maximising the opportunities in all areas

• The life of the new buildings should be in excess of 50 years, reducing future maintenance costs

• Running costs would be significantly reduced as new building would be well insulated

• Green energy options would be introduced to reduce running costs and to make the Club more sustainable

• All facilities would be designed to suit their purpose.

• All facilities would be located on site to suit their use.

• The Club would have the opportunity to increase or decrease facilities to suit the needs of the Club

• The proposed building would be two-storey throughout, reducing the ‘footprint’ on site (releasing approximately 135m² land for other purposes).

• Additional car and /or boat parking spaces would be provided due to the reduced footprint.

• Potential to grant opportunities would be maximised

• Final costs would be known before construction work commences.

• The Club could maintain operations in the existing buildings whilst the new Clubhouse is built, although there would be some loss of car/boat park space.

What are the major disadvantages to Option 3?

• The existing buildings will be demolished

• This option is likely to be the most expensive in terms of capital expenditure required Timescales



• It is likely that these works could be phased Implication on the running of the Club during the works

• There is a possibility that the Club could be fully open during the construction period, depending on the preferred location of the new Clubhouse.


Costs

• As all the works would be new, it will be possible to accurately predict all the costs before works commence on site.

• This is the most expensive option in terms of cost

• Potential access to grants could be extensive.

• Further financial details are set out within the ‘Financial and Grants’ section of this report.


8. Summary of Pros and Cons of Options Option 1 Option 2 Option 3

Estimated life of building before further significant works required

15 – 20 years

20 – 30 years

50 years

Loss of external space for boat park/car parking

yes

Additional space available for boat park/car park

no yes

Possibility to maximise the site layout for the benefit of Club members

no no yes

Running costs of buildings greatly reduced yes Club to be shut during works yes yes Club to be open during works yes Additional facilities provided possible yes Reduction in existing facilities yes Grants likely to be available unlikely possible yes Existing look of Club retained yes possible unlikely

9. Finance and Grants Unfortunately, the state of our existing buildings dictates that we have to undertake some significant building works within the near future. Our Club Trustees already have the authority to undertake the works as described in Option 1 under their existing obligations. However, it is important for the future of the Club to ensure that if large sums of money are being spent on the Club that the benefits to current and future Club members are maximised. Who will pay for the work? The Club has some funds (in the order of £100,000) to put towards the cost of the building works. It is likely that the Club will have to take out a mortgage to cover some of the costs. Repayment of the mortgage would have to come from Club funds. The remainder of the monies will have to come from a combination of Club fees, donations, other income and grants. Reductions in ‘cost in use’ of the building will assist in paying off any mortgage. Future membership costs It is impossible for the Management Committee to state at this time what the likely cost in fees would be (if any) for any given option. A key part of the work that will be undertaken in the next stage of this project will be to provide a greater understanding of these potential costs. Grants The management committee are keen to obtain additional funding for improvements to the Club through all available grants. However, Club members must be aware that grants are now only awarded if there is a ‘benefit’ granted by the Club in return. For example, the Club received grant monies for Club boats. The ‘benefit’ the Club gave back was subscribing to the RYA’s Onboard scheme and offering sailing to local school children. There are many different government, charitable and other bodies who offer grants to organisations such as the Club. The grants (and the amounts available) differ from year to year, thus it is not possible to say what grants the Club can and will attract, or what ‘benefits’ Club members will feel comfortable in offering in return for the grants offered. The type of grants currently available include ‘green energy’, improved changing facilities, disabled access into sports and other activities (for a wide range of disabilities), community use,


environmental, educational, cultural, heritage (as we are next to a scheduled monument), sailing and angling opportunities. We do know, from other local sailing clubs who have undertaken to build a new clubhouse, that at least 50% of their costs have been met through available grants and the Management Committee feel that a similar percentage would be possible for the new build option (Option 3). Potential access to grants for Option 1 and 2 will be much harder to obtain as there are no additional benefits the Club would be offering in return for the grants. It is therefore possible, that with grants, the cost of Option 3, the new build, could cost Club members the same (or less) than either Option 1 or Option 2. Building Costs The scheme prepared by Messrs Latimer and Associates for the 2011 AGM was a fully costed option. The tables below have been prepared using the costs provided under that option and then a pro-rata figure calculated for the scheme in question. The figures for the new build have been taken as an average build figure, with areas such as the changing rooms costing significantly more to build than storage areas.

OPTION 1 (Refurbish)

Existing m²

Proposed m²

£ £ Notes

Existing Ground floor area

362.72 Includes Upper bar area 116m²

Proposed Ground floor area


Existing First floor Area

83.67

Proposed first floor Area

83.67

Total floor area 446.45 Cost per m² 950.00 Calculated

excluding Upper bar area

Total build cost 313,927.50 External Works 00.00 000,000.00 Fees 50,000.00 Sub total 363,927.50 VAT 72,785.50 Total Cost 436,713.00 Grants 70,000.00 50,000 for changing

rooms and 20,000 for heating upgrades

Likely cost to members

356,713.00 Estimate


OPTION 2 (Refurb & Extend)

Existing m²

Proposed m²

£ £ Notes






83.67


228.99

Total floor area 650.155 Cost per m² (rounded up)

948.55 Calculated excluding Upper bar area

Total build cost 506,527.00 External Works 00.00 000,000.00 Fees 77,000.00 Sub total 583,527.00 VAT 116,705.40 Total Cost 700,232.40 Grants 100,000.00 50,000 for changing

rooms and 50,000 for heating upgrades

Likely cost to members

600,232.40 Estimate

OPTION 3 (New Build)

Existing m²

Proposed m²

£ £ Notes


362.72


325.00


83.67


325.00

Total floor area 650.00 Estimate Cost per m² 1,300.00 Total build cost 845,000.00 External Works 150,000.00 Fees 100,000.00 Sub total 1,095,000.00 VAT 219,000.00 Total Cost 1,314,000.00 Grants @ 50% 657,000.00 Estimate Likely cost to members

657,000.00 Estimate

Notes

1. All areas are estimates until a design is fixed. 2. All costs are estimates until a building contract is agreed.


3. Fees include Architectural, Structural, Quantity Surveyor, Mechanical and Electrical Consultant, Planning and Building regulation fees (these are an estimate only)

4. No account has been taken for inflation since the time the Latimer and Associates costs were prepared

5. No account has been taken for future inflation costs prior to the commencement of construction.

6. VAT – there may be small elements of VAT that the Club can reclaim, but at this stage the full cost of VAT has been allowed.

7. Areas have been measured from printed copies of drawings, so slight variance in areas should be expected.

10. Decisions at the November EGM The Management Committee intend to hold an EGM on the 11 November 2012 where a resolution will be put to the membership seeking approval “to spend up to £60,000 (plus VAT) on professional and ancillary costs in the pursuit of Option 3 (New Build)”. The result of spending this money (over the next 2 years) will be all the necessary design, engineering and environmental studies that are required in advance of submitting a planning application together with the work required to actually make the application. Approximately 50% of this cost will be spent with an architect, once selected, with the remaining being spread across a number of specialists which are listed below.

- Structural Engineer - Mechanical and Electrical Engineers - Flood and Environmental Consultant - Ecology and Bat Surveys - Landscape consultant - Highways Engineer - Historic / Conservation Consultant - Planning Advice - Model Maker / 3D graphics generation - Quantity Surveyor

Depending on the advice we receive when consulting with the planning officers it may not prove necessary to engage all these specialists Approving this resolution does not mean that you are approving Option 3 and therefore a new Clubhouse. This work will result in a scheme being developed, the funding options being identified in detail and the impact on costs to the membership known together with a final design and a planning application being submitted. Only once this has been completed will the Management Committee call a further EGM to seek approval for the project to actually go ahead.

Documents

Clubhouse Development Version 1 · PSC-Clubhouse-future-plans-V1 2.doc 27/09/2012 Page 2 of 13 In 2011, The Club appointed architects ‘Latimer and Associates’ to prepare a scheme