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PHYSICAL PROPERTY COMMITTEE

Agenda

Monday, July 11, 2016 1:00 p.m. Conference Room B

1. Call to Order/Pledge of Allegiance

2. Roll Call/Notice of Quorum

3. Chairs Announcements

a. Introduction of Guests and Staff

b. Rules of Order

c. Chairs Report

i The Election of a Vice Chair

4. Approval of Minutes

a. Minutes of May 4, 2016 (Pgs. 1-8)

5. Shareholder/Member Comments – Agenda Items Only

(Limited to 3 minutes per person)

6. Correspondence

a. Monterey Road Crossroad (Pg. 9-10)

b. Oakmont & St. Andrews (Pg. 11)

c. Oakmont & St. Andrews (Pg. 12)

d. Del Monte Crosswalk (Pgs. 13-14)

7. Old Business

a. Paving Project (Pgs. 15-16)

b. Movement Study. Recommendations (Pgs. 17-18)

c. Extension of the Red Curbs at St. Andrews and Seaview (Pg. 19)

d. Tree Replacement on Nassau Dr. (Pgs. 20-21)

e. Additional Parking at Clubhouse One (Pg. 22)

f. St. Andrews Gate. Possible Improvements (Pg. 23)

PHYSICAL PROPERTY COMMITTEE

8. New Business

a. Vehicle Charging

b. Purchasing of the Table, Chairs, and an Umbrella for the area that

was previously a Bike Rack, near the Sales Office.

c. Adding a street painter to staff per Physical Property Council

Request.

d. Bathroom Upgrades at the Amphitheater.

e. Budget 2017 – Budget Assumptions (Pgs. 24-38)

9. Policies

a. Adopt/Revise

b. Rescind

10. Staff Reports

a. Facilities Director

i. Budget Variance Report (Pgs. 39-41)

ii. Monthly Report (Pgs. 42-51)

b. Facilities Manager (Pg. 52)

c. Project Coordinator

d. Executive Director

11. President’s Comments

Shareholder Member Comments

(Limited to 3 minutes per person)

12. Committee Member Comments

13. Next Meeting

Wednesday, May 4, 2016 – 1:00 p.m. Administration Conference Room

14. Adjournment

PHYSICAL PROPERTY COMMITTEE MINUTES May 4, 2016

The regular meeting of the Physical Property Committee was called to order at 1:00 p.m. by Chair Lukoff and was held on Wednesday, May 4 2016, in the Administration Conference Room followed by the Pledge of Allegiance. ROLL CALL

Present: Mr. B. Lukoff, Chair Mr. P. Moore Mrs. C. Damoci, Vice Chair Ms. P. Snowden Ms. Mary Greer Ms. L. Stone Mr. S. McGuigan Ms. R. Winkler, Ex-Officio Also Mr. R. Ankeny, Executive Director Present: Mr. M. Weaver, Facilities Director Mr. R. Gonzalez, Facilities Manager Mr. D. Rudge, Project Coordinator / Building Inspector Mrs. L. Whitlock, Recording Secretary Mr. P. Hood, GRF Representative, Mutual Five Ms. K. Rapp, GRF Representative, Mutual Seven Mr. R. Stone, GRF Representative, Mutual One Hon. S. Massa-Lavitt, Mayor, City of Seal Beach Twenty-Three Foundation Members

CHAIR'S ANNOUNCEMENTS

There being no objections, Chair Lukoff 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. 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 4th 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 four 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 July, 2016.

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PHYSICAL PROPERTY COMMITTEE MINUTES 05/04/2016 Page 2 of 8

APPROVAL OF MINUTES

The Minutes from the regularly scheduled meeting of April 6, 2016, were approved as written.

SHAREHOLDER/MEMBER COMMENTS – Agenda Items Only Four shareholders/members commented on items on the agenda. CORRESPONDENCE The Committee reviewed and discussed five pieces of correspondence received from shareholders.

OLD BUSINESS 2016 Paving Project – Bid Opening Project Coordinator presented bids and costs received to the Committee. It is the consensus of the Committee to table this item to the next regular scheduled meeting to review. No action taken. Perimeter Wall, Sections J & K (#591-01B J-K) Facilities Director provided an update report to the Committee. Perimeter Wall, Sections L & M (#591-01B LM) Facilities Director provided an update report to the Committee. Perimeter Wall Project, Section B Facilities Director provided an update report to the Committee. Rescind Motion of July 16, 2015 Executive Director reported per the previous action of the Physical Properties Committee to postpone repairs and replacement of St. Andrews between Golden Rain and St. Andrews gate, there is a need to rescind the Committee’s action of July 16, 2015. After a brief discussion, Chair Lukoff MOTIONED, seconded by Mr. Moore and unanimously carried –

TO rescind the recommendation of the Physical Properties of July 16, 2015, to request the Board approve the single lane traffic concept, “Alternative 2.”

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NEW BUSINESS Loading & Unloading Zones – Mutuals 5 and 17 Facilities Director reported that Mutuals 5 and 17 have requested for the Committee to consider adding Loading & Unloading Zones on Trust Property adjacent to their respective Mutuals. He also reported that this project could be handled in-house with an estimated cost of approximately $350.00. After a brief discussion by the Committee and staff, Mr. McGuigan MOTIONED, seconded by Mr. Moore and unanimously carried –

TO approve to add Loading and Unloading Zones on Trust Property located at Cedar Crest (Mutual 5) and Burning Tree Lane (Mutual 17) adjacent to the respective Mutuals. This project will be handled in-house at an estimate cost of $350.00, which will be funded by the Operating Budget.

Landscape Proposals from Spectrum Care Facilities Director provided for the Committee’s review, bids received from Spectrum Care for landscaping services throughout the Community. After a brief discussion by the Committee and staff, it is the consensus of the Committee to forward the bids from Spectrum Care to the Architectural Design and Review Committee for the selection of plants and flowers for each location and to include this item in the 2017 Budget. Repair to Trust Street from Irrigation Leak – Mutual 2 Facilities Director stated there was a leak reported on March 29, 2016, at the fire hydrant near Carport 30 in Mutual 2 and the City Water Department was called in to repair it. They determined that it was a sprinkler line that was leaking and not the Trust fire hydrant. Therefore, necessary repairs were made and an invoice in the amount for $2,550 from MJ Jurado was directed to the Mutual for payment. Mutual 2 President, Myrna Baker, is requesting for the Committee to approve to pay part of this invoice. (See Correspondence, Item 6-B.) After a discussion by the Committee and staff, Mr. Moore MOTIONED and seconded by Ms. Greer –

TO approve the request of Mutual 2 President in splitting the cost of the invoice from MJ Jurado in the amount of $2,550.00 between the Golden Rain Foundation and Mutual 2.

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There were two (2) “Nay” votes from Committee members Stone and McGuigan; two (2) “Yea” votes from Committee members Moore and Greer and one recused. Motion failed. After further discussion, it is the consensus of the Committee that the invoice from MJ Jurado in the amount of $2,550.00 is the responsibility of Mutual 2, as they have sole ownership of the leaking sprinkler line. Conversion of Drawings to CAD Facilities Director reported that the FAR Committee requested cost to reproduce the Clubhouse and Administration Building drawings in a CAD format from Hoskins + Hoskins. The cost for all six (6) Clubhouses and the Administration Building is $10,350.00. After a brief discussion by the Committee and staff, it is the consensus of the Committee to put off this item for one year. Relocation of the Golf Ball Hitting Cage Facilities Director reported that on April 11, 2016, it was the consensus of the Recreation Committee to forward this item to the Physical Property Committee for further research and options. Facilities Director presented the options given to the Recreation Committee along with the new location for the hitting cage. After a brief discussion by the Committee and staff, Mrs. Damoci MOTIONED, seconded by Mr. Moore –

TO approve the move of the Golf Ball Hitting Cage from its current location near Clubhouse 3 to the lawn bowling area near Clubhouse 2 and request $5,000.00 from the Finance Committee for this non-budgeted expenditure.

Motion carried by Committee members present with one No vote from Mr. McGuigan. BREAK Chair Lukoff called for a 10-minute break at 2:40 p.m. Chair Lukoff called meeting back to order at 2:50 p.m. Building 5, Conference Room Proposal Executive Director presented a conceptual layout and associated cost estimates to renovate the space within Building 5 into Conference Room B. After a brief discussion by the Committee and staff, Ms. Stone MOTIONED, seconded by Mr. Moore and unanimously carried –

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TO recommend to the Finance Committee to review and recommend to the Board the availability of Capital funds, in the amount of $37,000.00, for equipment and building improvements and to renovate the room previously occupied by the Video Producer’s Club.

POLICIES The Committee reviewed Policy 5130-70, Committee Functions for the Physical Property Committee. It is the consensus of the Committee to approve the Physical Property Charter as presented and forward to Administration. STAFF REPORTS Facilities Director The Facilities Director presented his report as attached to agenda, Item 10-A. Facilities Manager The Facilities Manager presented his report, as attached. (Facilities Manager was excused from the meeting at 1:25 p.m.) Project Coordinator The Projector Coordinator provided updates on various projects at the meeting. Executive Director The Executive Director had no further comments other than those offered during the meeting. PRESIDENT’S COMMENTS The President spoke on various topics pertaining to the Committee’s area of purview. She also thanked the Chair and Committee for their hard work. SHAREHOLDER COMMENTS Six shareholders/members spoke on various items pertaining to the Committee’s area of purview.

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COMMITTEE MEMBERS COMMENTS Five Committee members spoke on the proceedings and accomplishments of today’s Committee meeting. Chair’s Comments Chair Lukoff thanked the Committee members, shareholders, and staff present for attending and participating in today’s the meeting. ADJOURNMENT Chair Lukoff adjourned the meeting at 3:25 p.m. ______________________________ Barry Lukoff, Chair PHYSICAL PROPERTY COMMITTEE law 05.17.16

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RECAP OF MOTIONS AND ACTIONS TAKEN AT THE PHYSICAL PROPERTY COMMITTEE MEETING

MOTIONS

There being no objections, Chair Lukoff declared the reading of the Quorum Notification be dispensed with by unanimous consent.

TO rescind the recommendation of the Physical Properties of July 16, 2015, to request the Board approve the single lane traffic concept, “Alternative 2.”

TO approve to add Loading and Unloading Zones on Trust Property

located at Cedar Crest (Mutual 5) and Burning Tree Lane (Mutual 17) adjacent to the respective Mutuals. This project will be handled in-house at an estimate cost of $350.00, which will be funded by the Operating Budget.

TO approve the move of the Golf Ball Hitting Cage from its current location near Clubhouse 3 to the lawn bowling area near Clubhouse 2 and request $5,000.00 from the Finance Committee for this non-budgeted expenditure. Motion carried by Committee members present with one No vote from Mr. McGuigan.

Chair Lukoff recessed for 10-minutes at 2:40 p.m. and called meeting back to order at 2:50 p.m.

TO recommend to the Finance Committee to review and recommend to the Board the availability of Capital funds, in the amount of $37,000.00, for equipment and building improvements and to renovate the room previously occupied by the Video Producer’s Club.

Meeting adjourned at 3:25 p.m.

ACTIONS

It is the consensus of the Committee to review the bids received for the 2016 Paving Project at the next regularly scheduled meeting in July.

It is the consensus of the Committee to put off for one year the conversion of drawings into CAD format of all Clubhouses and the Administration Building, as recommended by the FAR Committee.

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It is the consensus of the Committee that the invoice from MJ Jurado in the amount of $2,550.00 is the responsibility of Mutual 2, as they have sole ownership of the leaking sprinkler line.

It is the consensus of the Committee to forward the bids received from Spectrum Care to the Architectural Design and Review Committee for the selection of plants and flowers for the various locations in our Community.

The Committee reviewed Policy 5130-70, Committee Functions for the Physical Property Committee. It is the consensus of the Committee to approve the Physical Property Charter as presented and forward to Administration.

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CORRESPONDENCEItem 6-A

1

Laura Whitlock

Subject: FW: Monterey Rd

From: Myrna Baker [mailto:[email protected]] Sent: Tuesday, June 14, 2016 5:26 PM To: Mark Weaver <[email protected]> Subject: Re: Monterey Rd

Mark: I walked over there this p.m. after you called. It is the crosswalk where it says Monterey Rd on the picture. There is red curb on the east side of the crosswalk on the south side of the street. However, the area west of the crosswalk the red curb is only about 6 feet long. If there are large vehicles parked on that as you drive on Monterey headed east you can not see if someone is in that crosswalk until they get out beyond cars. If we only had small vehicles parked there no problem, but high profile vehicles would be the problem. You might want to think of extending the red curb at lease another 10 or 15 feet. The red curb on the other side is between 25 and 30 feet long. Hope this helps. Thanks for bringing it to the committee. Myrna

From: Mark Weaver <[email protected]> To: Myrna Baker <[email protected]> Sent: Tuesday, June 14, 2016 6:45 AM Subject: RE: Monterey Rd Is this the x-walk? Thanks

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CORRESPONDENCEItem 6-A

2

Mark Weaver Facilities Director Golden Rain Foundation PO Box 2069, Seal Beach, CA 90740

☎ (562) 431-6586, ext. 301 | ✉ [email protected] | ⓦ www.lwsb.com CONFIDENTIALITY NOTICE: If you have received this e-mail in error, please immediately notify the sender by e-mail at the address shown. This e-mail transmission may contain confidential information. This information is only for the use of the individual or entity to which it is intended even if addressed incorrectly. Please delete it from your files if you are not the intended recipient. Thank you for your compliance. The Golden Rain Foundation is not responsible for any virus that may be with an e-mail attachment. It is the responsibility of the recipient to utilize anti-virus scanning prior to opening any attached documents.

From: Myrna Baker [mailto:[email protected]] Sent: Monday, June 13, 2016 3:57 PM To: Randy L. Ankeny <[email protected]>; Mark Weaver <[email protected]> Subject: Monterey Rd One of our shareholder's daughter called me this afternoon and she was very concerned about the parking along Monterey Rd at the curve area and the crosswalk. There is some red curbing there but she felt it needed extended a little further because of walking out into that crosswalk to cross to the greenbelt across the street. Maybe we need someone from Physical Property take a look at that for safety issues. Since it is a trust street I think it is your decision not Mutual 2's. Let me know if you think I need to do something. Thanks Myrna Baker, Mutual 2 President

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CORRESPONDENCE Item 6B

Laura Whitlock

Subject: FW: Oakmont & St Andrews

Good afternoon Barry, A concern has been brought up in the M8 BOD meeting regarding the intersection of Oakmont & St Andrews. Turning left from Oakmont onto St Andrews is considered rather dangerous. Visibility is poor due to vehicles parked at the corner block visibility. Can you bring this up in the PPC meeting? Thanks Steven McGuigan Member Board of Directors for Golden Rain Foundation (657) 203-5117 CONFIDENTIALITY NOTICE: If you have received this e-mail in error, please immediately notify the sender by e-mail at the address shown. This e-mail transmission may contain confidential information. This information is only for the use of the individual or entity to which it is intended even if addressed incorrectly. Please delete it from your files if you are not the intended recipient. Thank you for your compliance. The Golden Rain Foundation is not responsible for any virus that may be with an e-mail attachment. It is the responsibility of the recipient to utilize anti-virus scanning prior to opening any attached documents.

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CORRESPONDENCE Item 6C

On Saturday, July 2, 2016 6:57 PM, Mary Granger <[email protected]> wrote:

To Physical Properties Committee: July 2, 2016 I am a shareholder in Mutual 6, 55F. I've been appointed by our Board to chair a committee concerning what can be done regarding the dangerous intersection of St Andrews and Oakmont. This is especially a concern when trying to turn north onto St Andrews from Oakmont. Attached is a drawing of a fairly simple resolution. We didn't want to add any stop signs but just adjust the ones we have. Due to the needed parking on St Andrews we have a blind area that we have to creep out from stop sign on Oakmont when we're turning left or right and pray there isn't a car coming from the north traveling south. I personally have had 2 close calls, one that ended in screeching brakes and a near miss. I have heard many other stories of similar incidents. I e-mailed the Security and Traffic Committee regarding this and was directed on to this committee. Several shareholders planned on attending the other meeting with me. I haven't reached out to them since I received this update but I plan to attend your meeting on July 11th to clarify or answer any questions. We're basically suggestion moving the stop signs for the south flowing traffic back to Oakmont from Interlachen. The north flowing traffic would still have stop signs at Interlachen with none at Oakmont. There is no blind spots when done this way. It would take the same "education" for drivers, such as flashing lights on the stop signs that we had when the Interlachen signs went up. Sincerely, Mary Granger

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mailto:[email protected]

CORRESPONDENCE Item 6D

Dear Mr. Guerrero,

This project would come under the Physical Property budget, but I wanted to run it by you, because you are the expert on traffic in Leisure World. I believe that moving the Del Monte Drive crosswalk to the corner where the stop sign is, would make it safer for pedestrians to cross Del Monte Drive. Current position of the Del Monte Drive crosswalk

Proposed new position for the Del Monte Drive crosswalk

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CORRESPONDENCE Item 6D

Disadvantages of the current position of the Del Monte Drive crosswalk.

Difficult for the security person directing traffic to see pedestrians in the crosswalk, especially at night.

Drivers do not expect the crosswalk to be in the middle of the block. They expect the crosswalk to be at the corner, where the stop sign is. As a result, drivers do not expect pedestrians to be crossing the street in this area and do not check the sidewalks to see if pedestrians are are getting ready to enter the crosswalk.

Advantages of moving the Del Monte Drive crosswalk to the corner.

It will be easier for the security person directing traffic, to see pedestrians in the crosswalk.

It will be easier for the security person to halt traffic at the corner, so that pedestrians can cross safely.

Drivers expect a crosswalk to be at the corner and will be more alert to pedestrians. Drivers coming to a full stop at the stop sign will have the opportunity to see

pedestrians.

Disadvantages of moving the Del Monte Drive crosswalk to the corner.

Cars exiting the Mutual 15 carport do not always come to a full stop. Consider putting a stop sign at the carport driveway, in addition the the STOP painted on the driveway. The stop sign will remind drivers to come to a full stop before turning right on Del Monte Drive or proceeding into the intersection. This is also a problem where the crosswalk is currently located. Perhaps a stop sign should be placed at this carport driveway, as well.

Signe Merrifield Mutual16 From: Signe Merrifield [mailto:[email protected]] Sent: Tuesday, July 05, 2016 1:33 PM To: Jaime Guerrero <[email protected]> Cc: Larry Norlander <[email protected]>; Alan Dolch <[email protected]> Subject: Moving The Del Monte Drive Crosswalk

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OLD BUSINESS Item 7A

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OLD BUSINESS Item 7A

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OLD BUSINESS Item 7B

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OLD BUSINESS Item 7B

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OLD BUSINESS Item 7C

Golden Rain Foundation Leisure World, Seal Beach

PHYSICAL PROPERTY COMMITTEE ACTION REQUEST

TO: PHYSICAL PROPERTY COMMITTEE FROM: MARK WEAVER, FACILITIES DIRECTOR SUBJECT: EXTENSION OF THE RED CURBS AT ST. ANDREWS & SEAVIEW DATE: JULY 5, 2016 CC: FILE

Mutual 10 has made a request during the May 2016 Physical Property Committee meeting to extend the red curbs at the intersection of St. Andrews and Seaview Lane. The task could be handled in-house. The cost to extend the length of the red curb one space in both directions on St. Andrews would not exceed $300.00.

Action Requested Action by the Committee to have the Service Maintenance Department extend the length of the red curb one space in both directions on St. Andrews and not exceed $300.00 is requested.

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THIS PAGE INTENTIONALLY LEFT BLANK

OLD BUSINESS Item 7D

Golden Rain Foundation Leisure World, Seal Beach

PHYSICAL PROPERTY COMMITTEE ACTION REQUEST

TO: PHYSICAL PROPERTY COMMITTEE FROM: MARK WEAVER, FACILITIES DIRECTOR SUBJECT: TREE REPLACEMENT AT NASSAU DRIVE DATE: JULY 5, 2016 CC: FILE

At the May 16, 2016 meeting of the ADRC the Committee discussed the options to replace the trees previously removed from Nassau Drive due to interference with the Fire Trucks. The motion is as follows: To approve the request made by Shareholders of Mutual Nine and change previous selection of Caliandra Powder Puff trees to Podocarpus trees, which are to be placed along the 1.8 perimeter wall along Nassau Street. This item is to be forwarded to Physical Property and Finance Committee for approval.

A cost for this task was obtained by the contracted landscaper for Community Facilities - Spectrum Landscape. (See Exhibit A) This is a non-budgeted item. Action Requested

Action by the Committee is requested to approve the installation of 65 Podocarpus (Henkellii), 15 gallon trees, along the 1.8 perimeter wall along Nassau Drive from Spectum Care Landscape for a cost not to exceed $6,500.00 and forward to the Finance Committee for funding.

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OLD BUSINESS Item 7D

EXHIBIT A

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OLD BUSINESS ITEM 7E

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OLD BUSINESS ITEM 7F

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NEW BUSINESS Item 8E

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29


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STAFF REPORTS Item 10A.i

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STAFF REPORTS Item 10A.ii

FACILITIES DIRECTOR DEPARTMENT REPORT

JULY 2016

A. PERIMETER WALL PROJECT SECTION A Approved Budget: $494,000 Funding: Reserve Date Committee Approved: 9/12/2014 Date Board Approved: 10/2/2014 Project Status 100% Project Total: $472,984 Action

Block Wall, Tree and landscape removal started 11/19/2014 along section A. Block work in process

Permit from OCFC approved to install wall over channel Wall completed Side walk replacement complete Landscape to match south side in process, city is requesting rebate on turf

removal. PPC requested staff to move forward and obtain quotes for landscaping Contract executed and work started 3/15/16 with Spectrum Landscaping to install

irrigation and landscaping along Wall Section A Landscaping in final stage Project complete, retentions held

B. PERIMETER WALL PROJECT SECTION J&K Approved Budget: $650,000 Funding: Reserve Date Committee Approved: 1/9/2015 Date Board Approved: 1/27/2015 Project Status: 5% Project Total: $19,624

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JULY 2016

Notes: PPC recommending postpone project until after 2017 and transfer funds to Wall Section L&M, request on Board agenda

Action City permit obtained County permit approved Project postponed unit after 2017. Funds transferred to Wall Section L&M

C. SALES OFFICE UPGRADES Approved Budget: $70,000 Funding: Capital Date Committee Approved: 11/14/2014 Date Board Approved: 12/19/2014 Project Status: 95% Project Total: $51,825 Notes: project under budget

Action All Items from inspection completed, with the exception of the front door. Lobby counter and front door completed ADRC looking at signage replacement for the building Signs installed 3/1/16 ADRC in process of landscape improvements Landscaping architect working on design to complete project

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JULY 2016

D. GLOBE ENTRY MONUMENT REPAIRS AND CONSERVATION Approved Budget: $364,270 Funding: Reserve/Capital Date Committee Approved: 2/15/2015 Date Board Approved: 2/24/2015 Project Status: 50% Project Total: $177,179 Notes: GRF Board approved a charge order for paint upgrade on 3/24/2015 for

$21,000 increasing total project budget to $184,270.The GRF Board approved additional funds, not to exceed $180,000 to replace the continents on the Globe, funding through the Capital portion of the budget

Action Containment complete Removal of lead paint complete Sandblasting to bare metal complete Continents beyond repair, looking into replacement options Cost to remove Globe are being collected and reported to PPC Continent replacement approved at the August GRF Board meeting The Stretch Contractor for the continents is estimating 12+ weeks to deliver the

pieces Repairs made to the containment tent from wind damage Mapping of Continents, currently offsite fabrication. Rain and coordination delays

have effected completion date. Streach forming completed Continent fabrication in process

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JULY 2016

E. PAVING PROJECT & SOUTH ST. ANDREWS DRIVE/ST. ANDREWS GATE DESIGN

Approved Budget: $8,370 Funding: Reserve Date Committee Approved: 3/24/2015 Date Board Approved: N/A Project Status: Engineering/Investigation stage Project Total: $8,370

Notes: PPC gave vender instructions to revise plans and will be reviewed at upcoming meeting. PPC approved $820 change order for plan changes

Action The PPC at its March meeting accepted quotes from Urban Crossroads to

complete studies for the St. Andrews paving project and St Andrews Gate at a cost of $4,780.00 and $3,590.00

Work by engineer in process, concept to be reviewed by PPC at future meeting The PPC at its September meeting, instructed staff to obtain cost for additional

rendering of St. Andrews Gate plan PPC directed staff to obtain final draft of St. Andrews Gate plan in October Final draft was approved by the PPC and staff instructed to send out RFP and

bring back bids to a future meeting. RFP to include trust streets and parking lot for Clubhouse 1 RFP in process Town Hall meeting (2/17/16) to explain design of single lane for St. Andrews Project is out for bid. Bid opening scheduled for April PPC Due to cost St Andrews paving tabled at this time Physical Property Department is evaluating bids of other Trust Streets and will

present information at the July PPC

F. PERIMETER WALL PROJECT SECTION B Approved Budget: $350,000 Funding: Reserve Date Committee Approved: 1/20/2015 Date Board Approved: 5/20/2015 Project Status: 45%

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JULY 2016

Project Total: $31,792 Notes: Requests have been made to neighbors for access

Action Survey results confirmed Wall Section B is on Trust Property only Dantuma Masonry will continue to Wall Section B after completing Wall Section A Neighbors have not responded to requests for access, certified letters have been

sent out Approval has been granted from Rehabilitation Center Requested legal to send out letter to Mitchell Land and Improvement Company Letter sent, negotiations in process PPC instructed staff to proceed with replacement of wall at Rehabilitation Center

only, work in process Plant removal and demo complete. Wall installation in process Wall section near completion. Possible continued negotiations with Mitchell Land

and Improvement Company to continue second phase of Wall B Wall section B first phase complete

G. ALAMITOS BARRIER IMPROVEMENT PROJECT Approved Budget: n/a Funding: Income

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JULY 2016

Date Committee Approved: December 2013 Date Board Approved: December 2013 Project Status: Scheduled to start January 2016 Project Total: n/a

Notes: OCWD to install monitoring well inside Leisure World and injection wells along the Los Alamitos Channel (Clubhouse 2 parking lot and Golden Rain rd.). Mobilization to occur SOMETIME after the holidays in January 2016. A pre-construction meeting is scheduled for December 8, 2015 with OCWD and official

Action

Community Information Meeting is scheduled January 4 in Clubhouse 2 at 1:00 Mobilization started Drilling in process projected to be complete end of May to mid-June Project complete removal of equipment in process

H. WESTMINSTER WALL SECTION L&M Approved Budget: $900,000 Funding: Reserve Date Committee Approved: 4/6/2016 Date Board Approved: 4/26/2016 Project Status: 5% Project Total: $61,576

Notes: Wall replacement to start May 23 Action:

45 mph winds, on November 16th, damaged about 100 feet of wall on Westminster. Damaged portion of wall was removed and temporary fence was installed

Working with Civil Engineer to conduct site survey

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JULY 2016

At the December PPC a subcommittee was established to bring back a plan for the wall to the next meeting

Physical Property Department sending out RFP to replace wall in place at 10’ Contract for replacement of wall pending Board approval at April Meeting-GRF

Board awarded contract to Dantuma Masonry Tree removal complete , Wall replacement to start May 2

I. TREE TRIMMING Approved Budget: $23,110 Funding: Operations cc46 and 79 Date Committee Approved: 3/2/2016 Date Board Approved: 4/26/2016 Project Status: Contract awarded to Peterson Tree Works Project Total:

Notes: Change order for the removal of Pine tree issued on Golf Course due to risk

Action

Bidders conference held February 10, 2016 Bids opened at PPC March meeting, Board approval at April meeting Tree trimming scheduled to start June 13, completion scheduled for July 29

J. FLOOR REPLACEMENT UP-STAIRS CLUBHOUSE 6

Approved Budget: $36,900 Funding: Reserve Date Committee Approved: 3/4/16 Date Board Approved: 3/22/16 Project Status: contract execution Project Total: 100%

Action

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JULY 2016

Bids reviewed at PPC March meeting, pending Board approval Contract execution in process

Material selected by ADRC not available as bid, new selection by ADRC made at their April Meeting.

Contract signed with Bixby Plaza and materials are ordered Work completed

K. REPLACE HEAT PUMPS 1 & 9 CLUBHOUSE 2 Approved Budget: $10,800 Funding: Reserve Date Committee Approved: 4/6/2016 Date Board Approved: 4/26/2016 Project Status: 100% Project Total:

Notes: Contract execution in process Replacement scheduled for June 3 to June 10 Project complete

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JULY 2016

L. IT RELOCATION Approved Budget: $ 6,898 Funding: Operations Date Committee Approved: 4/19/2016 FC Date Board Approved: Project Status: 90% Project Total:

Notes: work stations scheduled for delivery June 13

Action

Paint completed Blinds ordered and installed Work Stations ordered

M. COMMUNITY WIDE MOVEMENT STUDY Approved Budget: $7,040 Funding: Capital Date Committee Approved: 5/6/2015 Date Board Approved: 5/26/2015 Project Status: 50% Project Total:

Notes: work in process

Action

Draft completed and reviewed by the PPC Currently adding compliance to the California Manual on Uniform Traffic Control

Devices (CAMUTCD) within the Community. PPC to review at its July meeting

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JULY 2016

N. SATELLITE SECURITY OFFICE Approved Budget: $9,901 Funding: Operations Date Committee Approved: 4/19/2016 FC Date Board Approved: Project Status: 75% Project Total:

Notes: work in process

Work stations, paint and miscellaneous completed

O. CONFERENCE ROOM B Approved Budget: $38,560 Funding: Operations Date Committee Approved: 5/4/2016 PPC Date Board Approved: 5/24/2016 Project Status: 95% Project Total:

Notes: work in process scheduled completion July 6

Action

Paint, lighting, concrete, table and counter installations completed Installation of electronic equipment in process Completed July 5, 2016

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STAFF REPORTSItem 10B

TO: MARK WEAVER, FACILITIES DIRECTOR

FROM: RUBEN GONZALEZ, FACILITIES MANAGER

SUBJECT: SERVICE MAINTENANCE MANAGER'S REPORT

DATE: July 5, 2016

Previous Month

Current Month

Previous YTD

Current YTD

689 856 3,601 3,542

596 757 3,007 3,108

299 399 1,324 1,625

143 181 662 807

24 18 67 69

15 10 72 167

86 37 49 195

67 93 433 449

176 256 806 890

96 101 343 385

2,191 2,708 10,364 11,237

80 138 404 378

2,800 2,850 11,550 12,600

2880 2988 11954 12978

5,071 5,696 22,318 24,215 GRAND TOTAL:

SUB TOTAL (2)

Roof

Other/Misc.

Escrow Mutual

Laundry

Concrete

Preventative Maintenance

Escrow Seller

Info Calls

SUB TOTAL (1)

Pest Control

Plumbing

Electrical

Carpentry

SERVICE MAINTENANCE MONTHLY COMMITTEE REPORT

52

physical property committee - leisure world€¦ · physical property committee agenda monday, july...

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