SECURITY, BUS & TRAFFIC COMMITTEE Agenda Administration Conference Room Wednesday, April 10, :00 p.m.

Transcription

1 - SECURITY, BUS & TRAFFIC COMMITTEE Agenda Administration Conference Room Wednesday, April 10, :00 p.m. 1. Call to Order/Pledge of Allegiance 2. Roll Call/Notice of Quorum 3. Chairs Announcements a. Introduction of Guests and Staff i. Linda Stone, GRF President ii. Randy Ankeny, Executive Director iii. Victor Rocha, Security Services Director iv. Grant Winford, Fleet Manager v. Corina Mancilla, Recording Secretary b. Rules of Order c. Chairs Comments 4. Approval of Minutes a. Minutes of the Meeting, March 13, 2019 (pp. 1-4) 5. Staff Reports a. Security Services Director (pp. 5-6) b. Fleet Manager (pp. 7-10) c. Executive Director 6. Shareholder/Member Comments Agenda Items Only (Limited to 3 minutes per person) 7. Correspondence a. Previous Meeting (pp ) i b.i ii b.ii iii b.iii iv b.iv b. New Correspondence (p. 15) i. From C. Damoci 8. Unfinished Business a. Gate Access System Update b. Resident Security, Citation Issuing Update c. Bus Service/Bus Replacement 9. New Business (N/A) Page 1 of 2

2 10. Policies On Hold (pending Gate Access System) 11. President s Comments 12. Shareholder Member Comments (Limited to 3 minutes per person) 13. Committee Member Comments 14. Next Meeting 15. Adjournment Wednesday, May 8, :00 p.m. Administration Conference Room Page 2 of 2

3 SECURITY, BUS AND TRAFFIC COMMITTEE MINUTES March 13, 2019 The meeting of the Security, Bus and Traffic Committee was held on Wednesday, March 13, 2019 and was called to order at 1:00 p.m. by Vice-chair Perrotti, in the Administration Conference Room, followed by the Pledge of Allegiance. ROLL CALL Present: Mr. W. Gould, Chair Mrs. L. Perrotti, Vice-Chair Mr. T. Dodero Mr. P. Pratt Mr. R. Stone Staff and Guests: Mr. R. Ankeny, Executive Director Mr. V. Rocha, Security Services Director Mr. G. Winford, Fleet Manager Mrs. C. Mancilla, Recording Secretary Ms. P. Snowden, GRF Representative, Mutual Two Ms. R. Winkler, GRF Representative, Mutual Ten Ms. L. Findlay, GRF Representative, Mutual Twelve Mr. B. Lukoff, GRF Representative, Mutual Fourteen Eleven Shareholders/Members Vice-chair Perrotti greeted and welcomed everyone to the Security, Bus and Traffic Committee meeting and introduced Foundation members, guests and staff. CHAIR S ANNOUNCEMENTS Vice-chair Perrotti welcomed the Committee members, guests and staff, including Executive Director, Randy Ankeny; Security Services Director, Victor Rocha; Fleet Manager, Grant Winford and Recording Secretary, Corina Mancilla. APPROVAL OF MINUTES STAFF REPORTS Security Services Director The minutes of the February 13, 2019, meeting were approved, as presented. The Security Services Director provided the February Security Report and informed attendees that the next Town Hall Meeting will be on Thursday, March 28 th at 6:00 p.m., in Clubhouse Four. 1

4 SECURITY, BUS AND TRAFFIC COMMITTEE MINUTES 03/13/2019 Page 2 of 4 Fleet Manager The Fleet Manager provided the February Transportation and Mini-Bus Report and informed Committee members about a used Cushman engine and transmission assembly, received as a donation from Richard Brackney. Executive Director The Executive Director provided information and updates throughout the meeting. It was Consensus of the Committee to request the Security Services Director and Committee member Mr. Gould, draft a supplemental request to the GRF Board of Directors, action of February 2019, regarding CAMUTCD, City of Seal Beach, requesting an exemption from the applicable section of the code for golf carts and present to the next GRF Board Meeting. It was a Consensus of the Committee to recommend the GRF Board rescind the motion of August 28, 2018, for installation of main gate delineators. SHAREHOLDER COMMENTS Two Shareholders/Members spoke on items on the agenda. CORRESPONDENCE The Committee acknowledged the letters that were mailed regarding last month s meeting; the Committee reviewed five pieces of correspondence regarding transportation, security, good service, Seal Beach Police traffic and regulations and cost of fleet replacement. The Fleet Manager was requested to bring back a cost of fleet replacement and a timeline to the next scheduled meeting, in response of the Strategic Planning Ad Hoc correspondence. Mr. Dodero was excused at 2:00 p.m. Vice-chair Perrotti called in for a fifteen-minute break at 2:30 p.m. UNFINISHED BUSINESS Gate Access System The Security Services Director provided updated information on the Gate Access System and was requested to bring back a diagram of traffic flow at the front gate, and any and all additional costs we may have to bear; also the Security Services Director to confer with IT, to verify any and all infrastructure use is in place and bring this information to the next scheduled meeting. Resident Security Citation Issuing The Security Services Director provided updated information on resident security, citation issuing. 2

5 SECURITY, BUS AND TRAFFIC COMMITTEE MINUTES 03/13/2019 Page 3 of 4 Lock Outs The Security Services Director presented a log to record/track Shareholders lock outs and was requested to bring back with data, for review at the next scheduled meeting. Bus Service The Fleet Manager provided updated information on bus service. NEW BUSINESS Parking Enforcement Implementation The Security Services Director provided updated information on parking enforcement implementation. Security Department Function Loose Dogs The Security Services Director provided information on loose dogs. No action was taken. Security Cameras Vandalized The Committee discussed the security cameras being vandalized. No action was taken. POLICIES It was a Consensus of the Committee to take no action, pending completion of the gate access system on policies: , Guest Passes , Gate Security , RFID (Gate Access System) , Traffic Rules and Regulations PRESIDENT S COMMENTS There were no president s comments at the time of the meeting. SHAREHOLDER/MEMBER COMMENTS Six shareholders/members spoke on the proceedings of the Committee meeting. COMMITTEE MEMBERS COMMENTS Three Committee members spoke on the proceedings of the Committee meeting. 3

6 SECURITY, BUS AND TRAFFIC COMMITTEE MINUTES 03/13/2019 Page 4 of 4 ADJOURNMENT Vice Chair Perrotti adjourned the meeting at 3:46 p.m. Leah Perrotti, Vice-chair SECURITY, BUS AND TRAFFIC cm

7 Golden Rain Foundation SECURITY SERVICES DIRECTOR REPORT Leisure World, Seal Beach TO: SECURITY BUS & TRAFFIC COMMITTEE FROM: VICTOR ROCHA, SECURITY SERVICES DIRECTOR SUBJECT: MONTHLY DEPARTMENT REPORT DATE: APRIL 1, 2019 CC: FILE Accomplishments / Narrative Another successful Community wide town hall meeting was held with over 200 shareholders in attendance. New deployment schedule will meet the enhanced security needs of the community while still remaining on budget. Former Stock Transfer Assistant Ginni Houck has been hired for the Security Services Manager position. Goals and Objectives (for the month of April, 2019) New Process for Security Reports Starting April 22, 2019, a new process will be implemented to ensure all security reports are completed in a clear, concise, and timely manner. Security Officer Training This 4 hour training class will be held over three days (to ensure complete participation) and will review all new reports and the reporting structure, along with review of the new Security Officers Handbook. Implementation the new deployment schedule This will allow the department to work out any issues or concerns before implementation of the access control system new implementation by May 1, Security Town Hall Meeting Scheduled for Tuesday, April 30 th, at 1:00PM in Clubhouse 4. Access Control Program We are taking a more methodical roll out plan for access control. The first part that would be implemented would be the visitor access procedures. Once these procedures are sharpened, another look at the resident aspect of the program will be reviewed. 5

8 Budget Variance Report - February, 2019 Security - CC 37 GL Code Account Description Variance Explanation Salaries & Wages (12,297) Unfavorable: Large amount YTD was for January expenses - February variance was unfavorable by less that 1,000 dollars Group Insurance 2,703 Favorable: due to low participation at present Computer Supplies 1,532 Favorable:Minimum purchases Equipment Expense 999 Favorable:Minimum purchases Dues & Memberships 1,095 Favorable: Limiting expenses in this area Total Explained Variances (5,968) of ($1,387) Page 1 of 1 6

9 febaprgolden Rain Foundation Leisure World, Seal Beach MEMO TO: SECURITY, BUS AND TRAFFIC COMMITTEE FROM: GRANT WINFORD, FLEET MANAGER SUBJECT: MINIBUS MONTHLY REPORT FEBRUARY 2019 DATE: MARCH 4, 2019 CC: FILE TOTAL PASSENGERS: 3974 (5065) INC.ACCESS, T.J. s & EVENT BUS DAILY AVERAGE MON-FRI: YEAR TO DATE: 8755 (11,156) INC. ACCESS, T.J. s & EVENT BUS [2018 FEB PASSENGERS: 4374 (5293) INC. ACCESS, T.J.S & EVENT BUS] PASSENGER TOTALS FOR WEEKDAY ROUTES FOR THE MONTH A-BUS B-BUS C-BUS D-BUS E-BUS CALL INS PASSENGER AVERAGE FOR WEEKDAY ROUTES FOR THE MONTH A-BUS B-BUS C-BUS D-BUS E-BUS CALL-INS PASSENGER TOTALS/AVERAGE FOR WEEKEND ROUTES FOR THE MONTH D-BUS E-BUS 353 / / 28 THE ACCESS W/C BUS MADE 442 ONE WAY TRIPS FOR A DAILY AVERAGE OF 17 TRIPS PER DAY. THE ACCESS BUS PICKED UP 654 PASSENGERS IN THE MONTH OF FEBRUARY. THE MONDAY & WEDNESDAY BUS TO TRADER JOE S PROVIDED RIDES FOR 307 PASSENGERS ON 3 MONDAYS AND 4 WEDNESDAYS IN THE MONTH OF FEBRUARY. THE FRIDAY TRIPS TO THE $.99 STORE & TO THE SEAL BEACH PIER MADE 3 TRIPS AND PICKED UP 130 PASSENGERS. 7

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11 Golden Rain Foundation Leisure World, Seal Beach COMMITTEE STAFF REPORT TO: SECURITY, BUS AND TRAFFIC COMMITTEE FROM: GRANT WINFORD, FLEET MANAGER SUBJECT: PASSENGER COUNT VERSES MONTHLY ACCRUALS DATE: APRIL 1, 2019 CC: FILE MONTH January February BUDGET ACCRUALS VERSES PASSENGER BOARDING COUNTS $3.76 per passenger $4.52 per passenger ANNUALIZED 2019 YTD BUDGET ACCRUALS VERSES PASSENGER BOARDING COUNTS $4.14 per passenger 9

12 Golden Rain Foundation Leisure World, Seal Beach COMMITTEE ACTION REPORT - UPDATE TO: SECURITY, BUS AND TRAFFIC COMMITTEE FROM: GRANT WINFORD, FLEET MANAGER SUBJECT: BUS SERVICE - 90 DAY REPORT SEAL BEACH PIER/99 CENT STORE DATE: APRIL 1, 2019 CC: FILE At the November 2018 Security Bus and Traffic Committee (SBTC) meeting, the GRF Fleet manager requested Committee approval, to provide an additional day of offsite bus service, each week on Fridays from 9:30 a.m. to 3:00 p.m. The additional day would provide service to the Main Street and Pier areas of Seal Beach and would also include a stop at the 99 Cents Only store on Valley View and Lampson. This offsite service was suggested as a way to offset the cancelation of a similar service, previously provided to Leisure World residents, by the City of Seal Beach. The SBTC requested that a staff report on the additional offsite service usage, be provided to the Committee at the end of ninety (90) days. MONTH DAYS OF SERVICE TOTAL COUNT AVERAGE January February March

13 Golden Rain Foundation Leisure World, Seal Beach March 15, 2019 Mitzi Winks Medinac Lane #102I Seal Beach, CA Re: Correspondence to the Security, Bus and Traffic Committee. Dear Ms. Winks, Thank you for your correspondence regarding transportation-security. Please be advised that your letter was reviewed at the Security, Bus and Traffic Committee meeting on Wednesday, March 13, 2019 at 1:00 p.m., in the Administration Conference Room. We appreciate you taking the time to share your concerns; the Committee values your opinion. Very truly yours, Corina Mancilla Recording Secretary cc: Chair, Security, Bus and Traffic Committee P.O. Box 2069 Seal Beach, California, (562)

14 Golden Rain Foundation Leisure World, Seal Beach March 15, 2019 Betty Hie 1631 Tam O Shanter #6K Seal Beach, CA Re: Correspondence to the Security, Bus and Traffic Committee. Dear Ms. Hie, Thank you for your correspondence regarding public bus-main gate, main gate pedestrian crosswalk addition and bus service. Please be advised that your letters were reviewed at the Security, Bus and Traffic Committee meeting on Wednesday, March 13, 2019 at 1:00 p.m., in the Administration Conference Room. We appreciate you taking the time to share your concerns; the Committee values your opinion. Very truly yours, Corina Mancilla Recording Secretary cc: Chair, Security, Bus and Traffic Committee P.O. Box 2069 Seal Beach, California, (562)

15 Golden Rain Foundation Leisure World, Seal Beach March 15, 2019 Susan Simon 1850 Sunningdale Road #27C Seal Beach, CA Re: Correspondence to the Security, Bus and Traffic Committee. Dear Ms. Simon, Thank you for your correspondence regarding Seal Beach Police traffic and regulations in Leisure World. Please be advised that your letter was reviewed at the Security, Bus and Traffic Committee meeting on Wednesday, March 13, 2019 at 1:00 p.m., in the Administration Conference Room. We appreciate you taking the time to share your concerns; the Committee values your opinion. Very truly yours, Corina Mancilla Recording Secretary cc: Chair, Security, Bus and Traffic Committee P.O. Box 2069 Seal Beach, California, (562)

16 Golden Rain Foundation Leisure World, Seal Beach March 15, 2019 Mr. and Mrs. Hargrave 1661 Interlachen Road #286K Seal Beach, CA Re: Correspondence to the Security, Bus and Traffic Committee. Dear Mr. and Mrs. Hargrave, Thank you for your correspondence regarding transportation good service. Please be advised that your letter was reviewed at the Security, Bus and Traffic Committee meeting on Wednesday, March 13, 2019 at 1:00 p.m., in the Administration Conference Room. We appreciate you taking the time to share your concerns; the Committee values your opinion. Very truly yours, Corina Mancilla Recording Secretary cc: Chair, Security, Bus and Traffic Committee P.O. Box 2069 Seal Beach, California, (562)

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