P H Y S IC AL P R OPERTY C OMMITTEE. Agenda Administration Conference Room A Monday, March 5, :00 p.m.

Transcription

1 P H Y S IC AL P R OPERTY C OMMITTEE Agenda Administration Conference Room A Monday, March 5, :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 Linda Stone, GRF President Randy Ankeny, Executive Director Mark Weaver, Facilities Director Ruben Gonzalez, Facilities Manager David Rudge, Physical Property Manager Deanna Bennett, Executive Coordinator b. Rules of Order c. Chair s Report 4. Approval of Minutes a. Minutes of February 5, 2018 (pp. 1-6) 5. Shareholder/Member Comments Agenda Items Only (Limited to 3 minutes per person) 6. Correspondence a. Traffic Signal on the Corner of St. Andrews and Golden Rain, Sheila Singer (pp. 7-8) b. GRF Decals on Community Mailboxes, Barry Lukoff (pp. 9-10) 7. Unfinished Business a. Crosswalk for Visually Impaired Residents, Between the Healthcare Center and Clubhouse Six b. St. Andrews Stop Signs Request (pp ) c. Parking Lot Lighting

2 d. Lighting and Video Surveillance at the Traffic Signal Area e. Roofing/Painting Amphitheater, News Building, Outdoor Restrooms, and Administration Building f. Veterans Plaza g. Mutual Roofing Specifications (pp ) h. Jim s Gate (pp ) 8. New Business 9. Policies a. St. Andrews Green Zone to Yellow Loading/Unloading Zone (pp ) b. Lock at the Women s Bathroom Door in Clubhouse One c. Architectural Design Services Aquatic Center (pp ) 10. Staff Reports a. Facilities Director i. Department Report (pp ) ii. Budget Variance Report (pp ) b. Facilities Manager (pp ) c. Physical Property Manager d. Executive Director 11.President s Comments 12.Shareholders/ Members Comments (Limited to 3 minutes per person) 13.Committee Member Comments 14.Next Meeting April 2, 2018, 1:00 p.m., Administration Conference Room A 15.Adjournment

3 PHYSICAL PROPERTY COMMITTEE MINUTES February 5, 2018 The regular meeting of the Physical Property Committee was called to order at 1:00 p.m. by Chair Rapp and was held on Monday, February 5, 2018, in the Administration Conference Room, followed by the Pledge of Allegiance. ROLL CALL Present: Ms. K. Rapp, Chair Ms. S. Fekjar Mr. B. Lukoff, Vice-Chair Mr. P. Pratt Mr. B. Crossley Mr. R. Stone Mrs. C. Damoci Ms. L. Stone, Ex-Officio Also Present: Ms. L. Perrotti, GRF Representative, Mutual One Ms. P. Snowden, GRF Representative, Mutual Two Mrs. J. Reed, GRF Representative, Mutual Four Ms. I. Heinrichs, GRF Representative, Mutual Four Mr. P. Moore, GRF Representative, Mutual Seventeen Ms. S. Massa-Lavitt, Mayor of Seal Beach Mr. R. Ankeny, Executive Director Mr. M. Weaver, Facilities Director Mr. R. Gonzalez, Facilities Manager Mr. D. Rudge, Physical Property Manager Ms. K. Lukina, Recording Secretary Twenty Shareholders/Foundation Members CHAIR'S ANNOUNCEMENTS Chair Rapp welcomed Committee members, and recognized the attendees GRF President Linda Stone, Executive Director Randy Ankeny, Facilities Director Mark Weaver, Facilities Manager Ruben Gonzalez, Physical Property Manager David Rudge, Mayor of Seal Beach Sandra Massa-Lavitt, and the Recording Secretary Katya Lukina. There being no objections, Chair Rapp declared the reading of the Quorum Notification be dispensed with by unanimous consent. The Chair stated that in accordance with California Civil Code Section 4090, please be advised that a quorum of the GRF Board of Directors is present at today s posted meeting. 01

4 PHYSICAL PROPERTY COMMITTEE MINUTES 02/05/2018 Page 2 of 6 The business of the Physical Property Committee will be conducted in accordance with the agenda. As a quorum of the Board is present, this meeting will be conducted as a committee meeting and a Board meeting. The agenda actions of the committee will be limited only to the members of the committee and will only constitute such actions in accordance with stated committee policy and/or provide recommendations to the GRF Board of Directors at its regular Board meeting on the 4 th Tuesday of the month. GRF Board members who are not committee members will be allowed to comment when recognized by the Chair and only during the proscribed Foundation member comment period, not to exceed three minutes, as set forth in Policy 5610, Participation by Foundation Members. The minutes of today s Board meeting will be presented to the Board for approval following the approval of the committee meeting minutes in March, RULES OF ORDER Chair Rapp asked everyone to turn off or silent their cell phones, wait for their turn to speak, and be courteous to one another. CHAIR S REPORT Chair Rapp had no report to present at the time of the meeting. APPROVAL OF MINUTES The regularly scheduled Committee meeting minutes of January 9, 2018, were approved as presented. SHAREHOLDER/ MEMBER COMMENTS Five shareholders/members spoke on updating Mutual roofing specifications, and on the Jim s Gate situation. CORRESPONDENCE St. Andrews Gate New Sidewalk, Carole Damoci Chair Rapp read a piece of correspondence on St. Andrews Gate sidewalk. Following a brief discussion, Mrs. Damoci MOTIONED, seconded by Ms. Fekjar TO install a railing on the corner of St. Andrews Gate in the amount of $1,900 funded by contingency funds. The motion was carried unanimously by Committee members present. 02

5 PHYSICAL PROPERTY COMMITTEE MINUTES 02/05/2018 Page 3 of 6 Golden Rain Street Signage, Greg Moore The Committee discussed a piece of correspondence in regards to the Golden Rain street signage, and making it easier for emergency vehicles to locate Mutual Two buildings. Following a discussion, Mrs. Damoci MOTIONED, seconded by Mr. Stone TO have the Facilities Director put up a sign on the South side of the Golden Rain Road channel to help emergency vehicles locate Mutual Two buildings, and continue to investigate this issue. The motion was carried unanimously by Committee members present. Street Name Change Golden Rain Rd. to Golden Rain Circle, Mutual Two Board of Directors The Committee took action on this matter under the Golden Rain Street Signage correspondence from Greg Moore. UNFINISHED BUSINESS Ramp at Jim s Gate The Facilities Director provided everyone with a recap on Jim s Gate situation, and spoke of MJ Jurado s work proposal as presented. Following a discussion, Ms. Fekjar MOTIONED, seconded by Mrs. Damoci TO repair the pedestrian ramp on Mutual One side of the wall in the amount not to exceed $18,000, funded by Capital, including the new gate opening system in the amount not to exceed $3,500, share the costs with Mutual One, remove the St. Andrews sidewalk from the proposal, and forward it to the Finance Committee and the GRF Board with a breakdown of remaining costs. The motion passed with three No votes (Crossley, Lukoff, Pratt). RV Lot Fence Extension The Facilities Director spoke of a work proposal by Finyl Vinyl as presented. Following a brief discussion, Mrs. Damoci MOTIONED, seconded by Mr. Lukoff 03

6 PHYSICAL PROPERTY COMMITTEE MINUTES 02/05/2018 Page 4 of 6 TO send this issue to the Architectural Design and Review Committee to obtain a total project cost including plants and the wall topper. The motion was carried unanimously by Committee members present. Mission Park The Facilities Director provided the Committee with a brief update on this project. The Executive Director stated that a recommendation will be made to the Recreation and the Architectural Design and Review Committees to change curved walkways to straight to ease the irrigation system. Crosswalk for Visually Impaired Residents, Between the Healthcare Center and clubhouse Six Following a discussion, the Committee concurred to obtain more information on this matter from visually impaired residents and the Braille Institute, and further address this topic at the next scheduled meeting. St. Andrews Pedestrian Gate Project The Committee took action on this matter under the Jim s Gate, Unfinished Business. NEW BUSINESS St. Andrews Gate Stop Signs Following a brief discussion, the Committee concurred to have the Facilities Director address this issue with a traffic engineer, and provide the Committee with an update at the next scheduled meeting. Increase the Lighting in the Administration Parking Lot and Traffic Signal Area Following a brief discussion, the Committee concurred to have the Facilities Director obtain the costs for each parking lot on replacing incandescent lights with LEDs, and ROI (Return on Investment), and present it for the Committee s review at the next scheduled meeting. Clubhouse Two Revitalization Project The Executive Director stated that the Recreation Committee will do a site visit to determine the functionality, and finalize the costs of Clubhouse Two revitalization project. 04

7 PHYSICAL PROPERTY COMMITTEE MINUTES 02/05/2018 Page 5 of 6 Chair Rapp stated that the Committee will review the Clubhouse Two, Amphitheater, News Office, and outdoor restrooms roofing and exterior painting projects at the next scheduled meeting. Veterans Plaza The Executive Director spoke of MJ Jurado s work proposal on Veterans Plaza as presented, and asked for the Committee s feedback. Following a brief discussion, the Committee concurred to have the Facilities Director obtain additional bids on this project. POLICIES Review: Policy , Procurement and Policy , Bidding Procedure Review: Following a brief discussion, the Committee concurred to have the Finance Director, the Facilities Director, the Physical Property Manager, and the Purchasing Manager re-draft Policy , Procurement, and Policy , Bidding Procedure, and make them user-friendly. STAFF REPORTS Facilities Director The Facilities Director provided the Committee with the updates on current projects as presented. Following a discussion on updating Mutual roofing specifications, Chair Rapp asked the Facilities Director to look into it and provide the Committee with an update at the next scheduled meeting. The Committee also asked the Facilities Director to look into other issues including Clubhouse Six ramp, parking and flooring, women s bathroom door in Clubhouse One, and downstairs bathroom doors. The Facilities Director also explained the backorders, and stated that the Department will continue to provide the Committee with timelines and project dates, despite the revisions and changes in flow. The Executive Director asked for the Committee s permission to add Streets project, Phase III, to the scope of current funds for pending projects, and present it for the Board s review by May of Facilities Manager The Facilities Manager spoke of his reports as presented, and provided the Committee with photos of the Kennedy valve repair and replacement in the Mutuals. 05

8 PHYSICAL PROPERTY COMMITTEE MINUTES 02/05/2018 Page 6 of 6 Physical Property Manager The Physical Property Manager provided the Committee with the updates on ongoing Mutual projects. Executive Director The Executive Director commented on the items pertaining to the Committee s area of purview throughout the meeting. PRESIDENT S COMMENTS The President commented on agenda items throughout the meeting, and stated that she would like to see estimated completion dates for ongoing projects. SHAREHOLDERS/ MEMBERS COMMENTS One shareholder/member commented on the item pertaining to the Committee s area of purview. COMMITTEE MEMBER COMMENTS Seven Committee members spoke on the items pertaining to the Committee s area of purview. ADJOURNMENT Chair Rapp adjourned the meeting at 3:39 p.m. Kathy Rapp, Committee Chair Golden Rain Foundation kl

9 Correspondence: Traffic Signal on the Corner of St. Andrews and Golden Rain 07

10 THIS PAGE LEFT BLANK INTENTIONALLY 08

11 Correspondence: GRF Decals on Community Mailboxes From: Barry Lukoff Date: February 22, 2018 at 9:29:13 AM PST To: Kathleen Rapp Mark Weaver Subject: Agenda request For the next PP meeting could we please put on the agenda the issue of GRF decals on the community mailboxes. Barry Sent from my iphone 09

12 THIS PAGE LEFT BLANK INTENTIONALLY 10

13 A request was made to re install the stop sign on St Andrews outside the gate 11

14 THIS PAGE LEFT BLANK INTENTIONALLY 12

15 Golden Rain Foundation Leisure World, Seal Beach COMMITTEE ACTION REQUEST TO: PHYSICAL PROPERTY COMMITTEE FROM: MARK WEAVER FACILITIES DIRECTOR SUBJECT: MUTUAL ROOFING SPECIFICATION UPDATE REQUEST DATE: FEBRUARY 27, 2018 CC: FILE During member comments at the February 5, 2018 meeting of the Physical Property Committee, a shareholder requested the Golden Rain Foundation assume the cost to update the roofing specifications used to send out an RFP for Mutual roofing replacement. The committee discussed this matter and requested staff to obtain a cost for this service. Staff reached out to AWS Roofing Consultants and received a cost of $3,000 to update our current specifications for roofing replacement. 13

16 14

17 15

18 16

19 17

20 18

21 19

22 THIS PAGE LEFT BLANK INTENTIONALLY 20

23 BOARD OF DIRECTORS MUTUAL ONE February 22, 2018 BUILDING INSPECTOR'S REPORT Following a discussion, and upon a MOTION duly made by Director Gambol and seconded by Director Barreras, it was The MOTION passed. RESOLVED, That the Front Door Color Committee has approved alternative colors for doors. Following a discussion, it was the consensus of the Board to postpone action on Meter Doors and Phone doors at this time. Following a discussion, and upon a MOTION duly made by Director Collazo and seconded by Director Singer, it was RESOLVED, To have all carport back walls painted one-way. The MOTION failed with three "yes" votes and five "no" votes. GUEST SPEAKER - Mr. Gray, A-1 Total Service Plumbing Mr. Gray gave a presentation of the services his company can provide to the Mutual for sewer lining and cleaning. GUEST SPEAKER -Mr. Weaver, Facilities Director Mr. Weaver spoke to the Board regarding the Jim's Gate Remodeling Project. Following a discussion, and upon a MOTION duly made by Vice President Tous and seconded by Director Barreras, it was RESOLVED, To approve the total cost of $20,000 be equally shared between Mutual One and GRF (Golden Rain Foundation), with Mutual One cost not to exceed $10,000. The MOTION failed with two "yes" votes and 6 "no" votes. GUEST SPEAKER - Mr. Rudge, Project Coordinator/Building Inspector Mr. Rudge spoke to the Board regarding the study done on Mutual One Carports, and compliance with CAMUTCD.. Following questions, Mr. Rudge, Mr. Weaver, and Inspectors Antisdel and Wyngaarden left the meeting at 10:15 a.m

24 THIS PAGE LEFT BLANK INTENTIONALLY 22

25 rc;grf Golden Rain Foundation Golden Rain Foundation Leisure World, Seal Beach COMMITTEE ACTION REQUEST TO: FROM: SUBJECT: DATE: CC: PHYSICAL PROPERTY COMMITTEE MARK WEAVER FACILITIES DIRECTOR ST. ANDREWS GREEN ZONE TO YELLOW LOADING/UNLOADING ZONE FEBRUARY 27, 2018 FILE A section of green painted curb in front of Mutual One on St. Andrews and Golden Rain will need to be adjusted due to the Red Curb reset of the CAMUTCD Project. To be consistent with other areas in the community, it is recommended to re designate this parking space as a yellow loading and unloading space. I move to change the green parking space on St. Andrews, at the corner of Golden Rain, to a yellow loading and unloading space. 23

26 THIS PAGE LEFT BLANK INTENTIONALLY 24

27 25

28 26

29 27

30 28

31 FACILITIES DIRECTOR DEPARTMENT REPORT A. PERIMETER WALL PROJECT SECTION J&K Approved Budget: $650,000 Funding: Reserves Date Committee Approved: 1/9/2015 Date Board Approved: 1/27/2015 Project Status: 5% Project Total: $78,322 Notes: PPC recommended to postpone this project until after 2017, and transfer the funds to the Wall Section L&M. Action The City permit is obtained. The County permit is approved, and obtained. The project has been placed on hold by OCFC Requests have been made to expedite repairs along the channel B. TRUST STREET COMPLIANCE WITH CAMUTCD Approved Budget: $272,800 Funding: Capital/Reserve Date Committee Approved: 4/25/2017 Date Board Approved: 4/10/2017 Project Status: 30% Project Total: $13,800 Notes: Scope of work: red curb reset, sign reduction, and CAMUTCD Certification. Action Contracts executed Sandblasting and repainting of red curbs in process 1 29

32 FACILITIES DIRECTOR DEPARTMENT REPORT C. PEDESTRIAN GATE NORTHWOOD Approved Budget: $28,143 Funding: Capital Date Committee Approved: December, 2016 Date Board Approved: December, 2016 Project Status: 80% Project Total: $16,850 Notes: Solar equipment contractor having problems locating equipment Action The wall is scheduled for cut out mid-may. Wall opening completed, Walkway completed Gate installed Staff has order material and will take on the task of installation in house scheduled for completion end of March 2 30

33 FACILITIES DIRECTOR DEPARTMENT REPORT D. REPLACEMENT OF LANDSCAPE AT MAIN ENTRY Approved Budget: $158,577 Funding: Reserve Date Committee Approved: August, 2017 Date Board Approved: August, 2017 Project Status: started Project Total: $98,418 Notes: The Leisure World sign on the Security Building will be removed after the monument signs are installed Demo started Rock wall removed and re finished Walkway,block wall, and cap replaced Tree/Landscape/Irrigation installation in process Globe lighting in process Monument sign formed and ready for pour 3 31

34 FACILITIES DIRECTOR DEPARTMENT REPORT E. Globe Lighting Approved Budget: $22,919 Funding: Reserve Date Committee Approved: August, 2017 Date Board Approved: August, 2017 Project Status: started Project Total: $4,464 Notes: Transfer funding from Globe project B Action Phase one complete F. CH2 MULTI-USE AREA MISSION PARK Approved Budget: $330,000 Funding: Capital Date Committee Approved: November, 2017 Date Board Approved: November, 2017 Project Status: 10% Project Total: $48,000 Notes: BOD approve to name the location Mission Park and to relocate the mission bell to this area Action The Recreation Committee meet with the architect and reviewed the draft design. Modifications to the draft are completed PPC to review costs Demo of existing shuffle board court completed Execution of contract with Zaino completed, pickle board courts in process 4 32

35 FACILITIES DIRECTOR DEPARTMENT REPORT G. RV STORAGE FACILITY Approved Budget: $39,854 Funding: Capital Date Committee Approved: June, 2017 Date Board Approved: June, 2017 Project Status: 90% Project Total: $18,735 Notes: Electrical issue with Club Building under Committee review Action: Modular building installed Awning installed Surveillance Camera installation in process 5 33

36 FACILITIES DIRECTOR DEPARTMENT REPORT H. CLUBHOUSE REVITALIZATION PROJECT Approved Budget: $1,000,000 Funding: Reserve Date Committee Approved: August, 2017 Date Board Approved: August, 2017 Project Status: CH 6-95% Project Total: $77,215 Notes: Phase 1 - Clubhouse 6. Recreation Committee reviewing next phase Action: Painting CH 6 schedule to start September 5 Flooring CH 6 refinish scheduled to start September 11 CH 6 opened October 13 Pick up work in process CH 6 Stairs and upstairs landing completed Building sign installed 6 34

37 FACILITIES DIRECTOR DEPARTMENT REPORT relocated. I. ELECTRICAL SERVICE 5.5 ACRES Approved Budget: $26,085 Funding: Capital Date Committee Approved: October, 2017 Date Board Approved: October, 2017 Project Status: 50% Project Total: Notes: Utilities in a location of future footing of proposed Perimeter Wall, utilities Action: Rough in work completed Cabinet and relocation of meters in process with SCE Change order issued for undersized electrical at Clubhouse Two approved by GRF Board January 2018, material on order J. AUTOMATIC DOOR REPLACEMENTS CLUBHOUSE 1&3 Approved Budget: $37,917 Funding: Reserve Date Committee Approved: November, 2017 Date Board Approved: November, 2017 Project Status: Contracts executed Project Total: Notes: Doors on order 6-10 weeks back log K. Battery Backup System at Traffic Signal Approved Budget: $14,985 Funding: Capital Date Committee Approved: December, 2017 Date Board Approved: December, 2017 Project Status: System scheduled for installation end of March 7 35

38 FACILITIES DIRECTOR DEPARTMENT REPORT CONTRACTS LANDSCAPE GOLF COURSE/COMMUNITY FACILITIES- JOHNS LANDSCAPING 12/31/19 SEWER CLEANING EMPIRE- December 2019 FIRE PROTECTION-NATIONWIDE 12/31/19 BUILDING 5 ELEVATOR MAINTENANCE- THYSSEN-KRUMP ELEVATOR 6/1/2019 TRASH- CAL-MET 7/31/22 PEST CONTROL-FENN 4/30/20 TRAFFIC LIGHT- SIEMEN S July recurring CPI PENDING PROJECTS Roof replacement Clubhouse 2 Streets Phase IIl Asphalt crack fill Complete Mission Park by June 1 Veterans Plaza Clubhouse Revitalization CH2 Pool replacement Amphitheater roofs 8 36

39 37

40 38

41 39

42 40

43 TO: FROM: SUBJECT: DATE: MARK WEAVER FACILITIES DIRECTOR RUBEN GONZALEZ FACILITIES MANAGER JANUARY SERVICE MAINTENANCE MANAGER'S REPORT January 1, 2018 SERVICE MAINTENANCE MONTHLY COMMITTEE REPORT COMPLETED TASKS Plumbing Electrical Carpentry Laundry Concrete Roof Preventative Maintenance Other/Miscellaneous Escrow Seller Escrow Mutual TOTALS: CALLS / APPOINTMENTS Pest Control Service Repair Orders Created Fire Inspection Orders Created TOTALS: STOPPAGES Sinks Toilet Back to Back Building TOTALS: OVERTIME HOURS Mutual Overtime Hours GRF Overtime Hours TOTALS: SATISFACTORY SURVEYS Positive Comments Negative Comments TOTALS: Previous Year Month Current Month Previous YTD Current YTD ,814 1,796 1,814 1, ,297 3,241 1,297 3, ,381 4,226 1,381 4,

44 42

45 43

46 44

47 45

48 46

49 47

50 48

51 49

52 50

53 51

54 52