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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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 <[email protected]> Date: February 22, 2018 at 9:29:13 AM PST To: Kathleen Rapp <[email protected]>, Mark Weaver <[email protected]> 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
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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
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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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44
45
46
47
48
49
50
51
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