PHYSICAL PROPERTY C OMMITTEE

Agenda Administration Conference Room A

Monday, March 5, 2018 1:00 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 PresidentRandy Ankeny, Executive DirectorMark Weaver, Facilities DirectorRuben Gonzalez, Facilities ManagerDavid Rudge, Physical Property ManagerDeanna 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. 11-12)

c. Parking Lot Lighting

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. 13-20)

h. Jim’s Gate (pp. 21-22)

8. New Business

a. St. Andrews Green Zone to Yellow Loading/Unloading Zone (pp. 23-24)

b. Lock at the Women’s Bathroom Door in Clubhouse One

c. Architectural Design Services – Aquatic Center (pp. 25-28)

9. Policies

10. Staff Reports

a. Facilities Director

i. Department Report (pp. 29-36)

ii. Budget Variance Report (pp. 37-40)

b. Facilities Manager (pp. 41-52)

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

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.

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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 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 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,

2018.

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.

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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 –

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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.

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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 5506-31, Procurement and Policy 5512-70, 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 5506-31, Procurement, and Policy 5512-70, 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 2018.

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.

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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 02.05.2018

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

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Correspondence: GRF Decals on Community Mailboxes

From: Barry Lukoff <blukoff@lwsb.com> Date: February 22, 2018 at 9:29:13 AM PST To: Kathleen Rapp <kathleenr@lwsb.com>, Mark Weaver <markw@lwsb.com> 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

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

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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.

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BOARD OF DIRECTORS MUTUAL ONE

BUILDING INSPECTOR'S REPORT

February 22, 2018

Following a discussion, and upon a MOTION duly made by Director Gambol and seconded by Director Barreras, it was

RESOLVED, That the Front Door Color Committee has approved alternative colors for doors.

The MOTION passed.

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.

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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.

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FACILITIES DIRECTOR DEPARTMENT REPORT

1

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

2

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 housescheduled for completion end of March

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FACILITIES DIRECTOR DEPARTMENT REPORT

3

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

4

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 730-15B

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

5

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

6

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

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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

relocated.

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

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FACILITIES DIRECTOR DEPARTMENT REPORT

8

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

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TO: MARK WEAVER FACILITIES DIRECTOR

FROM: RUBEN GONZALEZ FACILITIES MANAGER

SUBJECT: JANUARY SERVICE MAINTENANCE MANAGER'S REPORT

DATE:

SERVICE MAINTENANCE MONTHLY COMMITTEE REPORTPrevious Year

Month

Current

MonthPrevious YTD Current YTD

396 446 396 446

618 601 618 601

192 258 192 258

132 115 132 115

11 7 11 7

183 56 183 56

8 21 8 21

71 135 71 135

143 118 143 118

60 39 60 39

1,814 1,796 1,814 1,796

84 73 84 73

1,297 3,241 1,297 3,241

0 912 0 912

1,381 4,226 1,381 4,226

40 32 40 32

67 71 67 71

148 129 148 129

14 21 14 21

269 253 269 253

82.25 18 82.25 18

99.00 37 99.00 37

181 54 181 54

20 24 20 24

1 2 1 2

21 26 21 26

Concrete

Roof

Other/Miscellaneous

Escrow Mutual

Preventative Maintenance

Negative Comments

TOTALS:

SATISFACTORY SURVEYS

Fire Inspection Orders Created

Toilet

Building

TOTALS:

OVERTIME HOURS

STOPPAGES

Mutual Overtime Hours

GRF Overtime Hours

January 1, 2018

TOTALS:

Positive Comments

Back to Back

Sinks

Service Repair Orders Created

Pest Control

Escrow Seller

Plumbing

Electrical

TOTALS:

CALLS / APPOINTMENTS

COMPLETED TASKS

TOTALS:

Carpentry

Laundry

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49

50

51

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