Proposal to Build a Game Room at Seven Oaks
 
January 11, 2022
 
The questions below have been raised by Community members, board members and Facilities Committee members in considering the proposal from the Bridge Club of North County (BCNC) to pay for the design, construction, furnishing, operation and maintenance of an approximately 2500 sq. ft. Card Room building on property owned by the Seven Oaks Community Center. The facility will consist of at least a single room, storage and new bathrooms. The card room will be reserved by the BCNC 4 days per week, Monday, Wednesday, Friday, and Saturday. The facility will be available for other Community Center activities at all other times, including all evenings
 
There will be dedicated access for BCNC members directly from the south parking lot the and the room will be supervised by BCNC during all hours of operation. In addition, there will be a dedicated access for Community Center members
 
BCNC will convey title to the building to the 7 Oaks Community Center. The most current proposal is that they will pay rent from day 1 in an amount based on the estimated operation and maintenance costs, including a reserve contribution. They are also proposing a potential revenue sharing option once the construction loans are repaid, in 8-10 years.
 
The Facilities Committee believes that this project has a net gain for the 7 Oaks Community Center members for the following reasons:
  1. The building will be constructed at no cost, other than legal fees for review of the agreement.
  2. The BCNC will pay rent based on the additional operating and maintenance costs incurred by the building. Essentially, there will be no increase in assessments for 7 Oaks residents.
  3. The current configuration of the center does not meet the current demand for the existing table games groups, let alone the demand that will return when the COVID-19 pandemic is controlled. To do so will require reconfiguring space from other groups, e.g. the sewing/art room, meeting Rooms 1 & 2 in the library or a remodeling of other facilities at the expense of the membership. We are currently using the auditorium to meet the need of groups that would be more efficiently and comfortably met in a new building.
  4. The Community Center has a large vacant plot of land on the South side of the existing facilities. The current strategic planning envisions using part of that for adding pickleball courts and bocce lanes, there is still plenty of room for this building on the west side of the property next to the parking lot.
  5. The building will be more efficient (lower heating and lighting costs) to use for activities that do not need the full auditorium for events.
However, there will not be a recommendation to build the building until the concerns raised below can be addressed by the BCNC to the satisfaction of the Facilities Committee and the Board.
 
Frequently Asked Questions
 
Q. Is this new building a done deal?
No, it is in the beginning stages of discussion. An architect has been retained by the Bridge Club of North County (BCNC) to provide a preliminary design and cost estimates. That process includes identifying and addressing the concerns raised below and in the town hall meeting. Consequently, it is premature to agree to anything.
 
Q. Who would pay for it?
The BCNC would pay all design, construction and furnishing costs.
 
Q. What about maintenance, utilities, and reserve funds?
The Bridge Club of North County is proposing to pay a monthly rent payment that will cover all new costs related to operation and maintenance, including a reserve contribution for the building upon occupancy. In addition, the BCNC is considering paying rent plus a portion of the excess revenues generated from the club operations to the Community Center once the construction loans have been paid off.
 
Q. Will the Seven Oaks Board vote on the proposal?
Yes, if the financing, construction, impact on the 7 Oaks residents and legal issues can be resolved favorably, the Facilities Committee will report the results to the Board. The Board will make the final decision.
 
Q. Who would own the land?
Seven Oaks Community Center will retain ownership of the land and the building.
 
Q. Who will have use of the building at what times?
The BCNC will use the card room on Monday, Wednesday, Friday and Saturday. between the hours of 9 and 5.  Seven Oaks will have use of the room for the balance of the time.
 
Q. How many players are we expecting at any one time?
Every day is different, but expectations are between 40 to 50 players at any one time.
 
Q. What about parking?
 Parking is the Number 1 concern by all parties concerned. Use of the building is expected to be between 40 to 50 people at a time, which could mean 30-35 cars. The following issues have been identified by the Community, the Board and the Facilities Committee:
  • Can we accommodate that demand on the existing parking lot without overflowing on to the street?
  • What happens if the city parking requirement cannot be met within the confines of the existing parking areas?
  • Will we need additional Disabled parking spaces?
  • Will parking space widths be reduced making it more difficult to get in and out of vehicles without damaging the adjacent vehicle?
  • These issues will be resolved by BCNC/Community Center planning process before final approval.
 
Q. How much traffic will be generated by the bridge club members and what is the impact on the existing roadways?
 This question will be addressed in the design process. Traffic will be during the beginning and the end of each session. Currently, the sessions are about 3 hours and begin at 9:00 am and 12:30 pm.
 
Q. Will BCNC members have access to the entire Community Center
 BCNC members will not have access to the Community Center complex. There will be a dedicated entrance to the building for the BCNC members. There will be an on-site BCNC supervisor to enforce the restrictions during BCNC sessions.
 
Q. Will we be overrun by outsiders?
This is one of the questions that must be answered during the planning process. We can say that the planned use will not be the same as the monthly event that is currently held in the auditorium and draws players from all over the region. This is strictly the BCNC, which currently has about 350 active members, many of whom are residents of 7 Oaks and have pledged their own funds for the construction.
 
Q. Will the demand cause increased noise affecting neighboring residents?
The only noise would be from cars coming and going and conversations in the parking lot before and after sessions. This equivalent to the noise generated by the water aerobics sessions or the Karaoke and line dancing sessions. Neighbors that are bothered by those events should let the Manager know.
 
Q. Will there be increased liability for Seven Oaks?
 BCNC will be required to maintain a liability insurance policy for their members, listing Seven Oaks as a “named insured”.
 
Q. Does the proposed new building have “wet bar” facilities like the space adjacent to the old Rooms 3/4? These are used for coffee and snacks by the table games groups.
Yes, BCNC has proposed that this be included in the design.
 
Q. Who controls the quality of the construction of the building?
The construction design and contract will be done by a joint BCNC/7 Oaks CC committee. Best practices in construction will be enforced.
 
Q. Does the Board have the authority to enter into this proposed agreement?
The Board is engaging an attorney to advise them on the legality of this agreement as well as assuring that the community center is protected in any legal agreement.
 
Q. Does this affect the tax-exempt status of the Community Center?
The Seven Oaks Community is tax-exempt as an IRS 501 (C) 4 Social Welfare Organization. According to the IRS website: “To be operated exclusively to promote social welfare, an organization must operate primarily to further the common good and general welfare of the people of the community (such as by bringing about civic betterment and social improvements).” The Seven Oaks Community Center has always served the larger RB community by providing meeting facilities for the RB Community Council, RB Travelers, etc., as well as social activities such as Karaoke and dances that are open to the public. This proposal is consistent with those requirements.
 
Q. What would happen if the BCNC could not complete the building in the middle of construction?
 This will be addressed during the feasibility study.
 
Q. Why not subdivide the property and sell it to BCNC to operate totally independent of the Community Center?
 This is a possible but unlikely option.
 
Q. What would happen in the future if either the BCNC or Seven Oaks wanted to end the agreement?
This is one of the concerns of the Facilities Committee. The agreement would have to be drawn to protect the interests of both parties, or it will not be recommended.
 
Q. What would be the impact of BCNC going out of business at some point in the future?
If the BCNC were to go out of business in the future the 7 Oaks Community Center members would be responsible for the operation and maintenance of the building, an additional $14,400 a year in today’s $. That amounts to 2% of our existing budget.
 
Q. Alan Turner is a member of the Facilities Committee and the President of the BCNC. Isn’t that a conflict of interest?
 Alan Turner does not vote on issues related to the BCNC proposal during Facilities Committee meetings. Furthermore, the committee only makes recommendations. The Board of Directors makes the final decision.
 
Q. Does the Architectural Committee have to approve the building?
It is unclear if the Architectural Committee’s authority includes the Community Center property. The question will be answered during the feasibility phase.
 
Q. How will the unmet need for activity rooms be met if this project does not go forward?
The Facilities Committee will develop alternative plans to reconfigure existing rooms to try to address the issue. For example, before this proposal was made the committee discussed combining the sewing room with the current card room (old exercise room). A second option has been to tear down the wall between Rooms 1 & 2 in the library. The expense to do any of these or other renovations are considered capital improvements and may come from increased annual assessments.