OPEN MEETING REGULAR MEETING OF THE THIRD … MC Agenda Pa… · a seamless liner within the...

OPEN MEETING

REGULAR MEETING OF THE THIRD LAGUNA HILLS MUTUAL MAINTENANCE AND CONSTRUCTION COMMITTEE

Monday, March 5, 2018 at 1:00 PM

Laguna Woods Village Community Center, Board Room 24351 El Toro Road

NOTICE AND AGENDA

This Meeting May be Recorded

1. Call to Order 2. Acknowledgement of Media 3. Approval of Agenda 4. Approval of Meeting Report for February 5, 2018 5. Chair’s Remarks 6. Member Comments – (Items Not on the Agenda) 7. Department Head Update Consent: All matters listed under the Consent Calendar are considered routine and will be enacted by the Committee by one motion. In the event that an item is removed from the Consent Calendar by members of the Committee, such item(s) shall be the subject of further discussion and action by the Committee. 8. Programs Report (Not Available) 9. Maintenance Expenditures and Variance Explanations (Not Available) 10. Project Log

Reports: 11. Red Curb Removal Appeal at B3304 – CDS 325 12. Electrical Use Reimbursement Policy Revision 13. Unbudgeted Expenditure for 2018 Fumigation Program Items for Future Agendas:

Non-Emergency Chargeable Services

Pilot Program for 3-story Building Address Signs

Alteration Flooring Replacement (due to moisture intrusion)

Coin Operated Commercial Dryer Replacement Project (September)

GV Inspection and Replacement of Receptacles in Garages

GV Garage Cabinet Costs per Building

Create Policy for 20-gallon WH Replacement in Free-standing Laundry Rooms

Bert Moldow, Chair Ernesto Munoz, Staff Officer

Telephone: 268-2281

Concluding Business:

Committee Member Comments

Date of Next Meeting – April 5, 2018

Adjournment

OPEN MEETING

REPORT OF REGULAR MEETING OF THE THIRD LAGUNA HILLS MUTUAL MAINTENANCE AND CONSTRUCTION COMMITTEE

Monday, February 5, 2018 – 1:00 PM

Laguna Woods Village Community Center Board Room

24351 El Toro Road MEMBERS PRESENT: John Frankel – Acting Chair, Rosemarie di Lorenzo,

Burt Baum, Susan Caine, Bunny Carpenter, James Tung, Jules Zalon, Steve Parsons, Roy Bruninghaus

Advisor(s): Steve Leonard, MEMBERS ABSENT: James Tung, Bert Moldow STAFF PRESENT: Ernesto Munoz – Staff Officer, David Collins, Laurie

Chavarria 1. Call to Order

Acting Chair Frankel called the meeting to order at 1:01 PM and stated that the meeting is being held pursuant to notice duly given and established that a quorum of the Committee was present.

2. Acknowledgement of Media No Media were present.

3. Approval of the Agenda The Project Log was moved to Items for Discussion. Director di Lorenzo added the December 2017 Expenditures Report to the agenda as item 8a. The agenda was approved as amended.

Agenda Item #4Page 1 of 6

Third Laguna Hills Mutual Maintenance & Construction Committee February 5, 2018 Page 2 of 6

4. Approval of Meeting Report for November 6, 2017 & January 8, 2018 The meeting reports from November 6, 2017 and January 8, 2018 were approved as written.

5. Chair's Remarks Acting Chair Frankel had no remarks.

6. Member Comments (Items Not on the Agenda)

Marty Lopata (2398-1B) – commented on several plumbing stoppages that occurred at his Manor in December.

Ed McGill (2390-2C) – commented on the elevator repair at his building in January.

Lynn Jarrett 4010-1B – commented that she was happy to see the project log on the website.

Ernesto Munoz and Director di Lorenzo briefly responded to the elevator and plumbing stoppage comments.

7. Department Head Update Ernesto Munoz provided an update on the dry rot consultant and the upcoming Shepherd’s Crook project and answered questions from the Committee. Consent: All matters listed under the Consent Calendar are considered routine and will be enacted by the Committee by one motion. In the event that an item is removed from the Consent Calendar by members of the Committee, such item(s) shall be the subject of further discussion and action by the Committee. The Project Log was pulled for discussion. Items for Discussion: 8. Project Log Item #5 Balcony/Breezeway Resurfacing: Director Baum asked how this program relates to the GV Breezeway Recessed Area project. Item #6 GV Lobby Renovations: Director Walsh asked about this programs start date.



Item #8 GV Laundry Room Renovations: Director Walsh asked if there is an epoxy flooring program for stand-alone laundry rooms. Item #9 Pest Control for Termites: Directors Walsh and Baum commented on this program and asked if additional funding will be required. Item #10 Gutters: Director Walsh asked that staff update the project log to include the buildings scheduled for replacement in 2018. Item #11 Roofing Replacement Program: Directors Walsh and di Lorenzo asked about tile roofs and alert systems on carport roofs. Item #13 Asphalt Paving: Director Walsh asked if the El Toro Water District will repave the areas that are affected during their Water Reclamation project. Item #22 Elevator Replacement Program: Director Walsh asked for clarification regarding the maintenance and replacement components of this program. Item #23 Elevator Tile Floor Replacement: Director Walsh asked if the tile floor replacement at Building 2393 is complete. Item #25 Trash Chute Cleaning: Director Walsh asked about the cleaning schedule and upcoming repairs that are needed. Item #29 GV Breezeway Recessed Area: Directors Baum and Zalon commented on the pilot program and how the planters are drained. Item #30 Energy Projects: Director Walsh asked about the Request for Proposal. Ernesto Munoz briefly responded to all questions and comments. 8a. Maintenance Expenditures Report ending December 31, 2017

Director di Lorenzo asked about the overage for Gutter Replacements and requested a list of the costs associated with this job code. Director di Lorenzo commented on the scope of work and funding for the Copper Pipe Epoxy Program.

Ernesto Munoz briefly responded to all questions and comments. Reports: 9. Revised Red Curb Request Procedure



Acting Chair Frankel summarized the report and recommended changes to the red curb request procedure & criteria. Discussion ensued regarding proposed criteria, size of vehicles, ability of residents to safely back up, distance needed to back up, parking needs and other curb color demarcations instead of red, to allow parking for certain types of vehicles/golf carts. A motion was made and unanimously approved to deny staff’s recommendation on revisions to the criteria for approval of red curb requests. By consensus, staff was directed to conduct a meeting with the Parking Taskforce to revise the proposed criteria for approval of red curb requests and bring a new recommendation to the next M&C Committee meeting. 10. Laundry Room Dryer Replacement with Card System Costs Ernesto Munoz and Mark Stal provided an update on commercial dryers with card payment systems and answered questions from the committee. Discussion ensued regarding card systems, coin collection costs, damage repair costs, free use of washers and dryers with increased assessments, laundry machine platforms, and venting to the outside to reduce moisture. A motion was made to follow staff’s recommendation for the future purchase of coin operated commercial dryers, instead of card payment systems. By a vote of 8/1/0 (Director Caine opposed), the motion carried. By consensus, staff was directed to bring back a recommendation for a contract award at the September M&C Committee meeting. The bid will include alternate cost options for laundry platforms and exterior venting for the dryers. 11. 3-story Building Address Signs & Locations for Pilot Program Advisor Leonard provided an update and discussed the estimates he provided for posts and reflective numbers. Discussion ensued regarding cost, type of posts, sign locations, and the difference in the signs needed for cul-de-sacs versus individual buildings. A motion was made and unanimously approved to create a pilot program using the posts and reflective numbers letters specified by Advisor Leonard. By consensus, staff was directed to order the sign posts and reflective numbers and install them at the specified locations for a pilot program.



12. Cool Seal Product for GV Recessed Breezeways (oral discussion) Ernesto Munoz provided an update the Cool Seal product and answered questions from the committee. Kim Shirley (2395-1B) commented on using synthetic grass in place of concrete. Richard Moren (2395-1G) commented on the weather proofing needed before the recessed areas are filled with concrete. Discussion ensued regarding the Mutual’s intent to beautify the breezeway, the need for plants, and the breakdown of the project costs. By consensus, staff was directed to bill all costs associated with dry rot repairs for the Garden Villa Recessed Area project to the Building Structures Dry Rot Replacement Fund. 13. Trash Chute Repairs (oral discussion) Ernesto Munoz commented that now that the trash chute cleaning is complete, staff will be bringing a recommendation for a contract award on the trash chute repairs to the March M&C Committee Meeting. Items for Future Agendas:

Red Curb Removal Appeal at B3304 - CDS 325

Contract Award for Shepherd’s Crook (closed session)

Non-Emergency Chargeable Services

Non-wood Alternatives for Dry Rot Repair (Patrick)

Washing Machine Coin Box Change Out (Mark)

GV Inspection and Replacement of Receptacles in Garages (Mark)

GV Garage Cabinet Costs per Building

Create Policy for 20-gallon WH Replacement in Free-standing Laundry Rooms

Concluding Business:

Committee Member Comments

Directors di Lorenzo and Caine complemented Acting Chair Frankel on a good and productive meeting.

Director Carpenter commented on the amount of progress that has been made in the last 2 years since VMS took over the management of Laguna Woods Village.


Th

ird

Mu

tua

l P

roje

ct L

og

(Fe

bru

ary

20

18

)

Pri

ori

ty

Ra

tin

g#

Ty

pe

Na

me

De

scri

pti

on

Sta

tus

Est

ima

ted

Co

mp

leti

on

/On

-

go

ing

Pro

gra

ms

Bu

dg

et

1

904 Maint Svc

20

18

Wa

ste

lin

e

Re

me

dia

tio

n

Th

e W

ast

e li

ne

s P

rog

ram

invo

lve

s th

e in

sta

llati

on

of

a s

ea

mle

ss li

ne

r w

ith

in t

he

exi

stin

g p

ipe

s to

mit

iga

te

futu

re r

oo

t in

tru

sio

n a

s w

ell

as

to r

eso

lve

an

d

pre

ven

t fu

ture

ba

ck u

p p

rob

lem

s re

late

d t

o

com

pro

mis

ed

pip

es.

If

th

ere

are

co

nsi

ste

nt

inte

rna

l

issu

es,

th

ese

are

als

o in

vest

iga

ted

an

d a

dd

ress

ed

du

rin

g t

he

wa

ste

lin

e p

rog

ram

. T

he

pro

gra

m

ad

dre

sse

s in

teri

or

as

we

ll a

s e

xte

rio

r w

ast

e li

ne

s.

Th

e p

rog

ram

co

mm

en

ced

in 2

01

1.

Th

e B

oa

rd a

wa

rde

d a

th

ree

-ye

ar

con

tra

ct t

o S

pe

cia

lize

d

Pip

e T

ech

no

log

ies

(SP

T),

to

pe

rfo

rm e

po

xy w

ast

e li

nin

g

serv

ice

s fo

r th

e M

utu

al.

Wo

rk f

or

the

20

18

pro

gra

m

will

re

sum

e F

eb

rua

ry 2

0th

in t

he

Ga

te 1

1 a

rea

. L

inin

g

will

be

gin

at

bu

ildin

gs

52

19

-52

23

an

d a

n e

xte

nd

ed

sch

ed

ule

is c

urr

en

tly

be

ing

pre

pa

red

by

sta

ff.

Bu

ildin

gs

curr

en

tly

sch

ed

ule

d f

or

ep

oxy

lin

ing

are

: 5

22

4,

52

25

, 5

22

6,

52

27

, 5

22

8,

52

29

, 5

23

0,

52

31

, 5

23

2,

52

76

,

52

95

, 5

29

6,

52

97

, 5

29

8,

52

99

, 5

30

0,

53

01

, 5

30

2,

53

03

& 5

30

4.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$7

50

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$7

50

,00

0

2

904 Maint Svc

20

18

Ele

ctri

cal

Sy

ste

ms

Th

is p

rog

ram

is d

ed

ica

ted

to

re

pa

irin

g o

r re

pla

cin

g

ele

ctri

cal e

qu

ipm

en

t a

s n

ee

de

d.

Fun

din

g is

pro

vid

ed

fo

r th

is p

rog

ram

as

a c

on

tin

ge

ncy

to a

dd

ress

ele

ctri

cal p

an

el f

ailu

res.

On

e r

ep

lace

me

nt

ha

s o

ccu

rre

d a

t b

uild

ing

33

66

-1F.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$5

0,0

00

Invo

ice

d:

$1

,95

0

Ba

lan

ce:

$4

8,0

50

3

910 Maint Opr

20

18

Pri

or

to

Pa

int

Pro

gra

m

(PT

P)

Th

e M

utu

al h

as

a 1

0 y

ea

r fu

ll cy

cle

ext

eri

or

pa

int

pro

gra

m.

Pri

or

to p

ain

t d

ry r

ot

an

d d

eck

ing

re

pa

irs

will

be

pe

rfo

rme

d e

very

10

ye

ars

to

pre

pa

re

bu

ildin

g s

urf

ace

s fo

r p

ain

tin

g.

Sta

ff is

cu

rre

ntl

y w

ork

ing

in C

DS

22

3.

All

bu

ildin

gs

wit

hin

th

e f

ollo

win

gs

cul-

de

-sa

cs h

ave

be

en

sch

ed

ule

d

for

com

ple

tio

n w

ith

th

e 2

01

8 P

TP

pro

gra

m a

s fo

llow

s:

21

4,

22

5,

22

3,

22

0,

21

8,

21

6,

22

4,

22

2,

an

d 2

21

. C

DS

21

4 a

nd

22

5 h

ave

be

en

co

mp

lete

d.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$8

57

,24

3

Invo

ice

d:

$0

Ba

lan

ce:

$8

57

,24

3

4

910 Maint Opr

20

18

Ex

teri

or

Pa

int

Pro

gra

m

Th

e M

utu

al h

as

a 1

0-y

ea

r fu

ll cy

cle

ext

eri

or

pa

int

pro

gra

m.

All

ext

eri

or

com

po

ne

nts

of

ea

ch b

uild

ing

are

to

be

pa

inte

d e

very

10

ye

ars

. T

he

pa

inte

d

com

po

ne

nts

incl

ud

e t

he

bo

dy

(stu

cco

/sid

ing

) a

s w

ell

as

the

fo

llow

ing

list

in r

eg

ard

to

th

e t

rim

: fa

scia

bo

ard

s; b

ea

ms;

ove

rha

ng

s; d

oo

rs;

clo

sed

so

ffit

s;

stru

ctu

ral a

nd

orn

am

en

tal m

eta

l su

rfa

ces.

De

cks

are

top

co

ate

d a

nd

da

ma

ge

d b

uild

ing

ad

dre

ss s

ign

s

rep

lace

d.

Lea

d a

ba

tem

en

t a

ctiv

itie

s a

re p

erf

orm

ed

in c

on

jun

ctio

n w

ith

th

e E

xte

rio

r P

ain

t P

rog

ram

.

Sta

ff is

cu

rre

ntl

y P

ain

tin

g in

CD

S 2

14

. A

ll b

uild

ing

s

wit

hin

th

e f

ollo

win

gs

cul-

de

-sa

cs h

ave

be

en

sch

ed

ule

d

for

com

ple

tio

n w

ith

th

e 2

01

8,

Pa

int

Pro

gra

m:

CD

S 2

14

,

22

5,

22

3 ,

22

0,

21

8,

21

6,

22

4,

22

2,

an

d 2

21

.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

,60

2,7

44

Invo

ice

d:

$0

Ba

lan

ce:

$1

,60

2,7

44


5910 Maint Opr

20

18

Ba

lco

ny

/Bre

eze

wa

y R

esu

rfa

cin

g

Th

is p

rog

ram

pro

vid

es

for

the

wa

terp

roo

f to

pco

at

sea

ling

of

ba

lco

ny

an

d b

ree

zew

ay

de

ck s

urf

ace

s m

id-

wa

y b

etw

ee

n e

xte

rio

r p

ain

t cy

cle

s. T

his

wa

terp

roo

fin

g p

roce

ss p

rote

cts

the

de

ck

sub

stru

ctu

re a

ga

inst

fu

ture

dry

ro

t a

nd

imp

rove

s

the

ae

sth

eti

cs o

f th

e d

eck

su

rfa

ce.

Pri

or

to a

pp

lyin

g

top

coa

t, c

rew

s co

nd

uct

an

insp

ect

ion

of

the

de

ck

stru

ctu

re t

o lo

cate

an

y p

ote

nti

al s

afe

ty h

aza

rds

or

dry

ro

t p

rob

lem

s.

Th

is p

rog

ram

is s

che

du

led

to

sta

rt in

Ju

ne

. T

he

re a

re 5

6

bu

ildin

gs

on

th

e s

che

du

le f

or

this

ye

ar.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$4

11

,00

8

Invo

ice

d:

$0

Ba

lan

ce:

$4

11

,00

8

6

910 Maint Opr

20

18

Ga

rde

n

Vil

la (

GV

) Lo

bb

y

Re

no

va

tio

ns

Th

is p

rog

ram

ad

dre

sse

s th

e r

ep

lace

me

nt

of

the

exi

stin

g a

cou

stic

ce

ilin

g,

wa

llpa

pe

r a

nd

ca

rpe

t in

GV

lob

bie

s. A

ll w

alls

, ce

ilin

gs

an

d d

oo

rs a

re p

atc

he

d

an

d p

ain

ted

an

d c

arp

et

is r

ep

lace

d.

As

of

20

18

, th

is

pro

gra

m w

ill in

clu

de

10

GV

lob

bie

s to

be

re

no

vate

d

an

nu

ally

.

Te

n lo

bb

y re

no

vati

on

s a

re s

che

du

led

fo

r 2

01

8.

Th

e

lob

bie

s to

be

re

no

vate

d a

re a

s fo

llow

s: 2

37

0,

34

99

,

23

53

, 2

35

4,

23

93

, 5

51

7,

96

9,

24

00

, 3

24

1 a

nd

23

99

.

Sta

ff w

ill b

eg

an

wo

rk in

lob

by

23

70

in J

an

ua

ry,

an

d it

is

an

tici

pa

ted

all

lob

bie

s w

ill b

e c

om

ple

ted

in J

uly

20

18

.

Lob

bie

s C

om

ple

ted

: 2

37

0

July

20

18

An

nu

al

Bu

dg

et:

$1

14

,12

6

Invo

ice

d:

$0

Ba

lan

ce:

$1

14

,12

6

7

910 Maint Opr

20

18

Ga

rde

n

Vil

la (

GV

)

Ma

ilro

om

Re

no

va

tio

ns

Th

is p

rog

ram

is

fun

de

d t

o r

en

ova

te G

V m

ail

roo

ms.

Th

e s

cop

e o

f w

ork

incl

ud

es

rem

ovi

ng

exi

stin

g

pa

ne

ling

an

d a

dd

ing

dry

wa

ll, t

rim

, in

sta

llati

on

of

ne

w li

gh

t d

iffu

sers

, in

sta

llati

on

of

ne

w m

ailb

oxe

s;

an

d c

om

ple

te p

ain

tin

g o

f w

alls

, ce

ilin

gs

an

d d

oo

rs.

Sta

rtin

g w

ith

th

e 2

01

8 p

rog

ram

te

n G

V m

ailr

oo

m

lob

bie

s w

ill b

e r

en

ova

ted

an

nu

ally

.

A t

ota

l of

ten

ma

ilro

om

s w

ill b

e r

en

ova

ted

th

is y

ea

r.

Th

e m

ailr

oo

ms

to b

e r

en

ova

ted

are

as

follo

ws:

23

55

,

23

84

, 3

49

9,

54

99

,5

37

0,

32

42

, 2

39

8,

23

96

, 2

39

4 a

nd

23

97

. W

ork

will

be

gin

at

ma

ilro

om

23

55

in J

an

ua

ry a

nd

it is

an

tici

pa

ted

all

liste

d m

ailr

oo

ms

will

be

co

mp

lete

d in

Ma

y 2

01

8.

Ma

ilro

om

s co

mp

lete

d 2

35

5 &

23

84

Ma

y 2

01

8

An

nu

al

Bu

dg

et:

$2

3,4

69

Invo

ice

d:

$0

Ba

lan

ce:

$2

3,4

69

8

910 Maint Opr

20

18

Ga

rde

n

Vil

la L

au

nd

ry

Ro

om

Re

no

va

tio

ns

Th

is p

rog

ram

is f

un

de

d t

o r

ep

lace

th

e G

V a

nd

LH

-21

styl

e b

uild

ing

s la

un

dry

ro

om

flo

ors

wit

h e

po

xy

flo

ori

ng

wh

en

exi

stin

g v

inyl

flo

ori

ng

is d

am

ag

ed

. S

ix

bu

ildin

gs

are

sch

ed

ule

d t

o b

e c

om

ple

ted

in 2

01

8.

Th

e li

st o

f la

un

dry

flo

ors

th

at

will

be

re

no

vate

d t

his

ye

ar

are

as

follo

ws:

23

92

, 2

38

9,

32

43

, 4

00

1,

40

13

an

d 5

51

5.

Sta

ff w

ill s

tart

at

bu

ildin

g 2

39

2 in

Ma

rch

an

d a

nti

cip

ate

com

ple

tin

g a

ll la

un

dry

ro

om

s o

n t

he

list

in A

pri

l 20

18

.

Ap

ril 2

01

8

An

nu

al

Bu

dg

et:

$2

8,4

44

Invo

ice

d:

$0

Ba

lan

ce:

$2

8,4

44

9

910 Maint Opr

20

18

P

est

Co

ntr

ol

for

Te

rmit

es

Th

is p

rog

ram

is d

ed

ica

ted

to

era

dic

ati

ng

dry

wo

od

term

ite

s fr

om

ina

cce

ssib

le a

rea

s b

y te

nti

ng

bu

ildin

gs

for

fum

iga

tio

n.

Th

e b

ud

ge

t a

lso

incl

ud

es

fun

din

g f

or

loca

l te

rmit

e t

rea

tme

nts

on

an

as

ne

ed

ed

ba

sis

an

d h

ote

l acc

om

mo

da

tio

ns

du

rin

g

ten

tin

g.

45

bu

ildin

gs

are

cu

rre

ntl

y in

ne

ed

of

fum

iga

tio

n.

Sta

ff is

an

aly

zin

g t

he

ap

pro

ved

bu

dg

et

an

d w

ill p

oss

ibly

req

ue

st a

su

pp

lem

en

tal a

pp

rop

ria

tio

n t

o c

om

ple

te a

ll

bu

ildin

gs

in 2

01

8.

Th

e f

um

iga

tio

n p

rog

ram

sta

rts

in

Ma

y a

nd

is t

ypic

ally

co

mp

lete

d b

y N

ove

mb

er.

No

vem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$2

98

,96

8

Invo

ice

d:

$0

Ba

lan

ce:

$2

98

,96

8


10

910 Maint Opr

20

18

Gu

tte

rs -

Re

pla

cem

en

t

an

d R

ep

air

Gu

tte

r re

pla

cem

en

t w

ill b

e p

erf

orm

ed

on

ori

gin

al

con

stru

ctio

n b

uild

ing

ra

in g

utt

ers

an

d d

ow

nsp

ou

t

syst

em

s th

at

are

exh

ibit

ing

de

teri

ora

tio

n.

Th

e B

oa

rd

au

tho

rize

d r

ep

lace

me

nt

usi

ng

a "

sea

mle

ss"

gu

tte

r

syst

em

in c

on

jun

ctio

n w

ith

th

e M

utu

al's

ext

eri

or

pa

inti

ng

of

the

bu

ildin

g.

Th

is p

rog

ram

als

o

ad

dre

sse

s g

utt

er

rep

air

s p

erf

orm

ed

by

VM

S st

aff

.

Co

mp

lete

gu

tte

r a

nd

do

wn

spo

ut

rep

lace

me

nt

will

ta

ke

pla

ce a

t B

uild

ing

s 2

36

9,

23

70

, 2

38

1,

24

00

, 2

40

2,

24

03

,

24

04

an

d 2

40

5 in

20

18

. S

taff

is a

sse

ssin

g t

he

bu

ild

ing

s

an

d w

ill c

rea

te a

sco

pe

of

wo

rk a

nd

a s

che

du

le f

or

the

ou

tsid

e v

en

do

r. F

un

ds

ha

ve a

lso

be

en

bu

dg

ete

d f

or

rep

air

s b

y in

-ho

use

sta

ff o

n a

n a

s n

ee

de

d b

asi

s

thro

ug

ho

ut

the

ye

ar.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

37

,11

8

Invo

ice

d:

$0

Ba

lan

ce:

$1

37

,11

8

11

920 Projects

20

18

Ro

ofi

ng

Re

pla

cem

en

t

Pro

gra

m

Th

is p

rog

ram

is d

ed

ica

ted

to

re

pla

cin

g a

nd

ma

inta

inin

g T

hir

d M

utu

al r

oo

fs.

Bu

ilt-u

p r

oo

fs a

re

insp

ect

ed

15

ye

ars

aft

er

inst

alla

tio

n.

Ro

ofs

de

term

ine

d t

o h

ave

re

ach

ed

th

e e

nd

of

the

ir

serv

ice

ab

le li

fe a

re s

che

du

led

to

be

re

pla

ced

wit

h a

ne

w P

VC

co

ol r

oo

f sy

ste

m.

Th

e r

e-r

oo

fin

g p

rog

ram

wo

rk is

sch

ed

ule

d t

o s

tart

in

Ma

rch

an

d r

oo

fin

g r

ep

air

s w

ill b

e o

ng

oin

g t

hro

ug

ho

ut

the

ye

ar.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

,39

2,9

54

Invo

ice

d:

$0

Ba

lan

ce:

$1

,39

2,9

54

12

920 Projects

20

18

Ro

ofi

ng

Ma

inte

na

nce

Pro

gra

m

Th

is p

rog

ram

is d

ed

ica

ted

to

pre

serv

ing

th

e

serv

ice

ab

le li

fe o

f th

e r

oo

fs t

hro

ug

h a

5 a

nd

10

-ye

ar

insp

ect

ion

cyc

le.

Ro

ofs

are

insp

ect

ed

an

d

ma

inta

ine

d a

cco

rdin

gly

.

Th

is p

rog

ram

wa

s st

art

ed

an

d c

om

ple

ted

du

rin

g t

he

mo

nth

of

Jan

ua

ry.

Th

e in

voic

ing

fo

r th

is w

ork

is

pe

nd

ing

.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$2

05

,10

0

Invo

ice

d:

$0

Ba

lan

ce:

$2

05

,10

0

13

920 Projects

20

18

Asp

ha

lt

Pa

vin

g P

rog

ram

Th

is p

rog

ram

is d

ed

ica

ted

to

pre

serv

ing

th

e in

teg

rity

of

Cu

l-d

e-s

ac

stre

et

pa

vin

g.

As

pa

rt o

f th

is p

rog

ram

asp

ha

lt p

avi

ng

is in

spe

cte

d a

nd

ra

ted

fo

r w

ea

r

an

nu

ally

. T

he

life

fo

r a

sph

alt

pa

vin

g is

est

ima

ted

at

20

ye

ars

. T

he

20

18

pro

gra

m w

ill c

on

sist

of

10

8,2

93

squ

are

fe

et

of

pa

vin

g r

ep

lace

me

nt.

Th

e A

sph

alt

Pa

vin

g w

ork

is s

che

du

led

to

be

gin

in M

ay

an

d c

om

ple

ted

in J

uly

. T

he

20

18

pro

gra

m w

ill c

on

sist

of

10

8,2

93

sq

ua

re f

ee

t o

f p

ave

me

nt

rep

lace

me

nt.

Th

e

sch

ed

ule

d c

ul-

de

-sa

cs in

clu

de

: 3

22

, 3

23

, 3

26

, a

nd

31

50

,

32

32

an

d 3

31

7.

Au

gu

st 2

01

8

An

nu

al

Bu

dg

et:

$3

75

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$3

75

,00

0

14

920 Projects

20

18

Pa

rkw

ay

Co

ncr

ete

Pro

gra

m

Th

is p

rog

ram

is f

un

de

d t

o r

ep

lace

an

d r

ep

air

da

ma

ge

d c

on

cre

te p

ark

wa

ys in

co

nju

nct

ion

wit

h t

he

asp

ha

lt p

avi

ng

pro

gra

m.

Pa

rkw

ays

are

insp

ect

ed

fo

r

da

ma

ge

an

d o

the

r d

efi

cie

nci

es

are

re

pa

ire

d o

r

rep

lace

d a

cco

rdin

gly

.

Th

e C

on

cre

te r

ep

lace

me

nt

is s

che

du

led

to

be

gin

in M

ay

an

d b

e c

om

ple

ted

in J

uly

co

ncu

rre

ntl

y w

ith

th

e A

sph

alt

Pa

vin

g P

rog

ram

.

July

20

18

An

nu

al

Bu

dg

et:

$1

50

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$1

50

,00

0

15

920 Projects

20

18

Se

al

Co

at

Pro

gra

m

Th

is p

rog

ram

is f

un

de

d t

o e

xte

nd

th

e li

fe o

f th

e

asp

ha

lt p

avi

ng

by

sea

ling

asp

ha

lt c

rack

s a

nd

ap

ply

ing

a b

itu

min

ou

s sl

urr

y se

al t

o t

he

asp

ha

lt

surf

ace

pre

ven

tin

g w

ate

r in

tru

sio

n a

nd

pro

tect

ing

the

asp

ha

lt f

rom

de

teri

ora

tio

n.

Th

e S

ea

l Co

at

pro

gra

m w

ork

is s

che

du

led

to

be

gin

in

Au

gu

st a

nd

be

co

mp

lete

d in

Se

pte

mb

er.

Sep

tem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$7

2,0

00

Invo

ice

d:

$0

Ba

lan

ce:

$7

2,0

00


16

920 Projects

20

18

Gu

tte

r

Cle

an

ing

Pro

gra

m

Th

is p

rog

ram

is f

or

the

an

nu

al c

lea

nin

g o

f M

utu

al

Ow

ne

d a

nd

Alt

era

tio

n G

utt

ers

.

Th

e g

utt

er

cle

an

ing

pro

gra

m w

ill s

tart

in S

ep

tem

be

r a

nd

will

be

co

mp

lete

d in

De

cem

be

r.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

39

,36

4

Invo

ice

d:

$0

Ba

lan

ce:

$1

39

,36

4

17

920 Projects

20

18

Fo

un

da

tio

ns

Pro

gra

m

Th

is p

rog

ram

is f

un

de

d t

o r

ep

lace

fo

un

da

tio

ns

sho

win

g s

ign

s o

f d

istr

ess

or

imp

en

din

g f

ailu

re.

Th

ese

re

pa

irs

or

rep

lace

me

nts

are

pe

rfo

rme

d o

n a

n

as

ne

ed

ed

ba

sis.

As

req

ue

sts

for

fou

nd

ati

on

insp

ect

ion

s a

re r

ece

ive

d

sta

ff w

ill p

erf

orm

a f

ield

ob

serv

ati

on

, a

nd

if r

eq

uir

ed

,

sch

ed

ule

a s

tru

ctu

ral e

ng

ine

er

to in

spe

ct t

he

fou

nd

ati

on

an

d p

rovi

de

a r

eco

mm

en

da

tio

n.

Sta

ff w

ill

sch

ed

ule

a c

on

tra

cto

r fo

r a

ny

ne

cess

ary

re

pa

irs.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$2

07

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$2

07

,00

0

18

920 Projects

20

18

Pa

rap

et/

Stu

cco

Wa

ll R

ep

air

s

Seve

ral V

illa

Pa

rais

a a

nd

Ca

sa G

ran

de

sty

le h

om

es

in

the

Ga

te 1

1 a

rea

ha

ve h

ad

pa

rap

et

wa

ll le

aks

cau

sin

g w

oo

d r

ot

an

d w

all

da

ma

ge

. A

ph

ase

d

pro

gra

m t

o r

em

ove

th

ese

pa

rap

et

wa

lls w

as

ad

op

ted

by

the

Bo

ard

to

re

mo

ve f

ive

wa

lls p

er

yea

r.

Th

e b

uild

ing

s a

pp

rove

d in

20

17

fo

r p

ara

pe

t w

all

rem

ova

ls w

ill b

e c

om

ple

ted

in M

arc

h 2

01

8,

wh

ich

incl

ud

e:

52

12

, 5

19

3,

53

12

, 5

26

5 a

nd

52

19

. S

taff

is a

lso

pre

pa

rin

g t

o s

tart

th

e n

ext

fiv

e b

uild

ing

s sc

he

du

led

fo

r

20

18

, w

hic

h in

clu

de

: 5

02

8,

50

88

, 5

18

5,

52

05

an

d 5

30

2.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et

$2

30

,00

0

Invo

ice

d:

0

Ba

lan

ce:

$2

30

,00

0

19

920 Projects

20

18

Bu

ild

ing

Ad

dre

ss S

ign

s

Th

is p

rog

ram

wa

s fu

nd

ed

to

re

pla

ce b

uild

ing

ad

dre

ss s

ign

s o

n 1

,40

5 b

uild

ing

s o

ver

a t

en

ye

ar

pe

rio

d b

eg

inn

ing

in 2

01

6.

Ho

we

ver,

mo

re r

ece

ntl

y,

the

M&

C C

om

mit

tee

de

term

ine

d t

ha

t th

e 8

2 t

hre

e-

sto

ry b

uild

ing

s re

qu

ire

d a

mo

re v

isib

le s

ign

. S

taff

wa

s d

ire

cte

d t

o d

eve

lop

ne

w t

hre

e-s

tory

bu

ildin

g

sig

ns

tha

t a

re la

rge

r th

an

th

ose

cu

rre

ntl

y in

sta

lled

.

Sig

n p

lace

me

nt

wa

s to

be

de

term

ine

d b

y b

uild

ing

con

fig

ura

tio

n.

Th

e C

om

mit

tee

dir

ect

ed

sta

ff t

o p

lace

th

e in

sta

llati

on

of

larg

er

de

velo

pe

d s

ign

s to

re

pla

ce t

he

ori

gin

al s

ma

ller

sig

ns.

Th

is P

roje

ct r

em

ain

s o

n h

old

aw

ait

ing

dir

ect

ion

fro

m t

he

Bo

ard

. T

he

Co

mm

itte

e w

ill p

rovi

de

a s

ign

typ

e

an

d lo

cati

on

fo

r st

aff

to

pu

rch

ase

an

d in

sta

ll.

TB

D

Bu

dg

et:

$3

3,9

70

Invo

ice

d:

$0

Ba

lan

ce:

$3

3,9

70

20

920 Projects

20

18

Bu

ild

ing

Str

uct

ure

s

Th

is p

rog

ram

is d

ed

ica

ted

to

re

pla

cin

g a

nd

re

pa

irin

g

bu

ildin

g s

tru

ctu

ral c

om

po

ne

nts

th

at

are

no

t

pe

rfo

rmin

g a

s d

esi

gn

ed

.

Sta

ff w

ill b

e in

vest

iga

tin

g a

nd

de

velo

pin

g a

pri

ori

ty li

st

of

ne

ed

ed

bu

ildin

g s

tru

ctu

ral r

ep

air

s a

nd

will

pro

vid

e

en

gin

ee

r d

raw

ing

s to

se

cure

a p

erm

it f

rom

th

e c

ity.

Sta

ff w

ill s

olic

it c

on

tra

cto

r b

ids

for

the

wo

rk a

nd

bri

ng

a

con

tra

ct a

wa

rd r

eco

mm

en

da

tio

n t

o t

he

M&

C/B

oa

rd f

or

the

ir c

on

sid

era

tio

n.

On

ce a

pp

rove

d,

wo

rk is

an

tici

pa

ted

to b

eg

in a

s e

arl

y a

s Ju

ly.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$7

50

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$7

50

,00

0


21

920 Projects

Dry

Ro

t P

rog

ram

Th

is p

rog

ram

is d

ed

ica

ted

to

de

velo

pin

g a

nd

imp

lem

en

tin

g a

sys

tem

ati

c a

pp

roa

ch t

o e

rad

ica

tin

g

wo

od

ro

t th

rou

gh

ou

t T

hir

d M

utu

al.

Th

e c

on

sult

an

t h

as

com

ple

ted

ap

pro

xim

ate

ly 5

0%

of

the

inve

stig

ati

on

s a

nd

pro

vid

ed

init

ial m

ap

s o

f d

am

ag

ed

bu

ildin

gs

to b

e r

evi

ew

ed

. T

he

pro

ject

is o

n t

rack

to

com

ple

te t

he

inve

stig

ati

on

s a

nd

re

po

rts

in M

arc

h 2

01

8.

On

ce r

ep

ort

s a

nd

so

luti

on

s a

re c

om

ple

ted

, st

aff

wil

l

de

velo

p S

cop

e o

f W

ork

to

cre

ate

th

e R

eq

ue

st f

or

Pro

po

sals

an

d r

eta

in a

co

ntr

act

or

for

the

re

pa

irs

of

the

firs

t b

atc

h o

f st

ud

y u

nit

s.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

,02

5,0

00

Invo

ice

d:

$0

Ba

lan

ce:

$1

,02

5,0

00

22

920 Projects

20

18

Ele

va

tor

Re

pla

cem

en

t

Pro

gra

m

Th

is p

rog

ram

is d

ed

ica

ted

to

ele

vato

r m

ain

ten

an

ce

an

d r

ep

lace

me

nt

of

wo

rn e

qu

ipm

en

t. I

n a

dd

itio

n

ten

ele

vato

r ca

rs a

re s

che

du

led

fo

r in

teri

or

ren

ova

tio

ns.

Th

e b

uild

ing

ele

vato

rs s

che

du

led

fo

r m

ain

ten

an

ce in

20

18

incl

ud

e:

23

81

, 2

35

5,

23

90

, 2

39

4,

23

97

, 2

40

2,

23

99

, 2

36

9,

40

01

an

d 4

00

5.

No

tifi

cati

on

s w

ill b

e m

aile

d

to t

he

re

sid

en

ts/o

wn

ers

in e

ach

bu

ildin

g.

Bu

ildin

g 2

38

1

is s

che

du

led

to

be

gin

co

nst

ruct

ion

Fe

bru

ary

19

, 2

01

8

an

d b

e c

om

ple

ted

by

Ma

rch

8,

20

18

.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$3

30

,18

9

Invo

ice

d:

$0

Ba

lan

ce:

$3

30

,18

9

23

920 Projects

20

18

Ele

va

tor

Til

e F

loo

r

Re

pla

cem

en

t

Th

is p

rog

ram

re

pla

ces

the

ele

vato

rs c

era

mic

tile

flo

ori

ng

wit

h a

hig

h g

rad

e v

inyl

tile

wh

en

th

e

exi

stin

g t

ile f

loo

rin

g is

re

po

rte

d a

s d

am

ag

ed

.

Sta

ff m

on

ito

rs a

nd

re

vie

ws

the

ele

vato

r ti

le r

ep

air

req

ue

sts

to d

ete

rmin

e c

an

did

ate

s fo

r th

e 2

01

8

pro

gra

m.

Th

e e

leva

tor

flo

ori

ng

at

Bu

ildin

g 2

39

3 w

ill b

e

sch

ed

ule

d f

or

flo

or

rep

lace

me

nt

in F

eb

rua

ry.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

7,0

83

Invo

ice

d:

$0

Ba

lan

ce:

$1

7,0

83

24

920 Projects

20

18

Wa

ter

Lin

es

- C

op

pe

r

Pip

e

Re

me

dia

tio

n

Th

is p

rog

ram

is in

ten

de

d t

o e

xte

nd

th

e li

fe o

f

cop

pe

r p

ipe

s in

all

bu

ildin

gs

wh

ich

exp

eri

en

ce a

hig

h

fre

qu

en

cy o

f co

pp

er

pip

e le

aks

.

Sta

ff is

re

vie

win

g t

he

cu

rre

nt

qu

art

erl

y le

ak

rate

re

po

rt

to d

ete

rmin

e w

ha

t m

an

ors

will

be

ca

nd

ida

tes

for

the

20

18

pro

gra

m.

De

cem

be

r 2

01

8

An

nu

al

Bu

dg

et:

$1

00

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$1

00

,00

0

25

920 Projects

Tra

sh C

hu

te

Cle

an

ing

fo

r

Th

ree

Sto

ry

Bu

ild

ing

s

Th

is p

roje

ct is

de

dic

ate

d t

o c

lea

nin

g t

he

tra

sh

chu

tes

in a

ll th

ree

sto

ry b

uild

ing

s.

Sta

ff h

as

sch

ed

ule

d a

ll b

uild

ing

s to

be

cle

an

ed

sta

rtin

g

in J

an

ua

ry a

nd

will

be

co

mp

lete

d in

Ma

rch

.

Ma

rch

20

18

20

17

Su

pp

lem

en

tal

Ap

pro

pri

ati

on

Bu

dg

et:

$2

3,9

75

Invo

ice

d:

$0

Ba

lan

ce:

$2

3,9

75


26

920 ProjectsE

xte

rio

r Li

gh

tin

g

In 2

01

8 f

un

din

g f

or

this

pro

gra

m w

ill b

e a

lloca

ted

tow

ard

s th

e p

urc

ha

se o

f th

e S

ou

the

rn C

alif

orn

ia

Ed

iso

n (

SCE

) st

ree

t lig

ht

infr

ast

ruct

ure

. A

dd

itio

na

lly,

it w

ill o

ffse

t th

e c

ost

of

con

sult

ing

se

rvic

es

to a

ssis

t

wit

h t

he

acq

uis

itio

n a

nd

th

e u

pg

rad

e o

f o

the

r

ext

eri

or

ligh

tin

g.

In J

an

ua

ry 2

01

8 M

&C

re

com

me

nd

ed

ap

pro

val o

f a

con

tra

ct w

ith

Sie

me

ns

to a

ssis

t w

ith

th

e a

cqu

isit

ion

of

78

8 s

tre

et

ligh

t fi

xtu

res

fro

m S

CE

wh

ich

incl

ud

es:

retr

ofi

t th

e h

igh

-pre

ssu

re s

od

ium

(H

PS)

lig

hti

ng

fix

ture

s

to li

gh

t-e

mit

tin

g d

iod

es

(LE

D)

an

d t

o p

erf

orm

th

e

op

era

tio

ns

an

d m

ain

ten

an

ce o

f th

e 7

88

str

ee

t lig

hts

fo

r

thre

e y

ea

rs.

A r

eco

mm

en

da

tio

n t

o a

wa

rd a

co

ntr

act

to

Sie

me

ns

will

be

pre

sen

ted

to

th

e B

oa

rd o

n F

eb

rua

ry 2

0.

De

cem

be

r 2

01

8

Bu

dg

et:

$5

00

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$5

00

,00

0

27

920 Projects

20

18

Co

mm

on

Wa

ll

Re

pla

cem

en

t

Fun

din

g f

or

this

pro

gra

m is

allo

cate

d a

s a

con

tin

ge

ncy

to

re

pla

ce d

am

ag

ed

co

mm

on

wa

lls a

s

ne

ed

ed

. Fi

eld

sta

ff o

bse

rve

s th

e c

on

dit

ion

s o

f

req

ue

ste

d w

alls

an

d r

ep

air

s o

r re

pla

ces

the

wa

lls a

s

ne

ed

ed

.

No

re

qu

est

fo

r re

pa

irs

ha

ve b

ee

n r

ece

ive

d a

t th

is t

ime

.D

ece

mb

er

20

18

An

nu

al

Bu

dg

et:

$2

5,0

00

Invo

ice

d:

$0

Ba

lan

ce:

$2

5,0

00

28

920 Projects

20

18

Pe

rim

ete

r

Wa

lls

As

a p

art

of

the

Co

nd

itio

na

l Use

Pe

rmit

11

35

wit

h

the

Cit

y o

f La

gu

na

Wo

od

s, T

he

Mu

tua

l will

re

mo

ve

an

d r

ep

lace

ba

rbe

d w

ire

on

all

pe

rim

ete

r w

alls

wit

h

She

ph

erd

s C

roo

k o

n a

ph

ase

d a

pp

roa

ch.

Sta

ff h

as

com

ple

ted

a p

rese

nta

tio

n f

or

the

reco

mm

en

da

tio

n o

f a

co

ntr

act

aw

ard

an

d a

sup

ple

me

nta

l ap

pro

pri

ati

on

at

M&

C.

On

ce s

taff

's

reco

mm

en

da

tio

n is

ap

pro

ved

by

M&

C,

sta

ff w

ill t

he

n

sub

mit

a r

eso

luti

on

to

pro

cee

d w

ith

a c

on

tra

ct a

wa

rd.

De

cem

be

r 2

01

8

Bu

dg

et:

$5

0,0

00

Invo

ice

d:

$0

Ba

lan

ce:

$5

0,0

00

29

920 Projects

20

18

Ga

rde

n

Vil

la B

ree

zew

ay

Re

cess

ed

Are

as

Th

is p

ilot

pro

ject

will

fill

in t

he

Ga

rde

n V

illa

bre

eze

wa

y re

cess

ed

are

as

wit

h li

gh

t w

eig

ht

con

cre

te t

o m

atc

h t

he

exi

stin

g w

alk

wa

y su

rfa

ce.

Th

is w

ork

will

elim

ina

te e

xist

ing

un

eve

n s

urf

ace

s in

rece

sse

d a

rea

s to

elim

ina

te t

rip

pin

g h

aza

rds.

Th

e

wo

rk p

erf

orm

ed

will

re

du

ce m

ain

ten

an

ce c

ost

s,

incr

ea

se d

ry r

ot

rep

air

an

d p

reve

nti

on

of

mo

ld.

On

Se

pte

mb

er

19

, 2

01

7,

the

Bo

ard

aw

ard

ed

th

is

con

tra

ct t

o B

. Fo

ste

r C

on

stru

ctio

n w

ith

an

ap

pro

pri

ati

on

of

$1

50

,00

0 t

o c

om

ple

te b

uild

ing

s 2

38

4,

23

85

an

d 2

38

6.

Sta

ff d

raft

ed

a le

tte

r th

at

is in

re

vie

w

an

d o

nce

ap

pro

ved

will

be

ma

iled

in a

dva

nce

to

th

e

resi

de

nts

sta

tin

g c

on

stru

ctio

n d

ate

s.

De

cem

be

r 2

01

8

Bu

dg

et:

$1

50

,00

0

Invo

ice

d:

$0

Ba

lan

ce:

$1

50

,00

0


30

920 Projects

En

erg

y

Co

nsu

lta

nt

Se

rvic

es

Fun

din

g w

as

allo

cate

d t

o a

dva

nce

en

erg

y in

itia

tive

s

to r

ed

uce

th

e M

utu

al's

en

erg

y fo

otp

rin

t. T

he

se

eff

ort

s w

ill in

clu

de

pa

rtn

eri

ng

wit

h a

ll B

oa

rds

to

pu

rsu

e a

n o

vera

ll e

ne

rgy

stra

teg

y fo

r th

e

com

mu

nit

y. T

he

fo

llow

ing

are

a f

ew

of

the

to

pic

s

Bo

ard

Me

mb

ers

ha

ve e

xpre

sse

d a

n in

tere

st in

inve

stig

ati

ng

an

d a

de

sire

to

ob

tain

pro

fess

ion

al

gu

ida

nce

on

: C

om

mu

nit

y C

ho

ice

Ag

gre

ga

tio

n (

CC

A);

en

erg

y g

en

era

tio

n d

uri

ng

po

we

r o

uta

ge

s; b

att

ery

sto

rag

e f

aci

litie

s to

he

lp r

eg

ula

te e

ne

rgy

flo

w;

Re

sid

en

tia

l Ap

plic

ati

on

of

Fue

l Ce

ll te

chn

olo

gy;

up

gra

de

of

the

Co

mm

un

ity’

s a

gin

g e

lect

ric

infr

ast

ruct

ure

; ti

me

of

use

str

ate

gie

s; P

erf

orm

an

ce

Ma

na

ge

me

nt

Serv

ice

s to

en

sure

acc

ura

te b

illin

g

rate

s fr

om

SC

E;

an

d in

fra

stru

ctu

re u

pg

rad

es

for

Ele

ctri

c V

eh

icle

Ch

arg

ing

Sta

tio

ns.

A c

on

sult

an

t w

ill b

e r

eta

ine

d o

n a

n o

n-c

all

ba

sis

for

a

no

t to

exc

ee

d c

on

tra

ct a

mo

un

t. T

he

co

sts

ass

oci

ate

d

wit

h a

ny

wo

rk p

erf

orm

ed

by

the

co

nsu

lta

nt

wo

uld

be

incl

ud

ed

wit

h e

ach

ind

ivid

ua

l pro

ject

co

st,

an

d w

ou

ld

no

t h

ave

an

imp

act

on

an

y e

xist

ing

bu

dg

ets

.

De

cem

be

r 2

01

8

Bu

dg

et:

$5

0,0

00

Invo

ice

d:

$0

Ba

lan

ce:

$5

0,0

00


STAFF REPORT

DATE: March 5, 2018

FOR: Maintenance and Construction Committee

SUBJECT: Red Curb Reset Appeal at B3304 (CDS325)

RECOMMENDATION

That the red curb removed during the reset program at Building 3304 in cul-de-sac 325 remain unpainted.

BACKGROUND

As directed, staff met with the Parking Taskforce on February 16, 2018 to review and possibly revise the Red Curb Request Procedure and Criteria. The Taskforce reviewed the current criteria for approving red curb requests and found it to be sufficient with no changes required. The current procedure only allows for red curb to be painted for Legal requirements such as a fire lane, or for safety (Attachment 1). As a result of a parking survey approved by the Third Mutual Board and performed by Urban Crossroads, EZ Line Parking Solutions was contracted to remove red painted curbing to raise parking capacity throughout the community. Red painted curbs in cul-de-sac 325 were removed during the month of October (Attachment 2). Shortly after the removal work was completed the resident at 3304-O (Norma Fox) filed a complaint requesting the curb in front of Building 3304 be repainted red. The resident’s perception is that the red paint removal has allowed cars to park curbside making it difficult to maneuver vehicles in and out of the parking spaces from the adjacent carport (Attachment 3). Staff investigated the complaint and determined there is adequate space for maneuvering a vehicle in and out of the garage and denied repainting of the curb. However, the resident appealed staff’s decision. DISCUSSION

Based on the current red curb request procedure and criteria, this area does not qualify for red curb. However, staff did investigate the resident’s maneuverability complaint, which included measuring the distance from the wall of the Carport at 3105 to the edge of the sidewalk in front of Building 3304 and noted this distance at twenty eight (28) feet in length. In addition, staff filmed a video of a vehicle parked curbside in front of 3304 and a vehicle pulling into and out


Third Laguna Hills Mutual Red Curb Reset Appeal at B3304 (CDS325) 3/5/2018 Page 2

from Carport 3105 to demonstrate the maneuverability a vehicle has in this situation. After several successful runs, it was determined that there is adequate space for vehicles to pull in and out of Carport 3105 when a vehicle is parked at the curb area in front of Building 3304.

FINANCIAL ANALYSIS

Removal of the red painted curb at cul-de-sac 325 in front of Building 3304 cost $344. Repainting the curb red at cul-de-sac 325 in front of Building 3304 will cost $350. Prepared By: Erik Schneekluth, Construction Superintendent Reviewed By: Guy West, Projects Department Manager Ernesto Munoz, Maintenance & Construction Director

ATTACHMENT(S) Attachment 1 – Current Red Curb Request Procedure Attachment 2 – Cul-de-sac 325 post red curb removal work Attachment 3 – Cul-de-sac 325 parking under Building 3303 in Carport 3105



ATTACHMENT 1

VMS Maintenance & Construction Department Staff. Denials may be appealed to the Maintenance and Construction Committee. Staff shall provide a report with a recommendation for action to the Maintenance & Construction Committee on all appeals.

2. Staff shall only recommend approval of such a request if: A. Legal requirements imposed on the Mutual such as Fire Lanes, etc. require

a red curb. B. A finding is made from an engineering study that such red curb is needed for safety

reasons.


RED CURB REQUEST PROCEDURE

1. Any request from a resident to have curbs painted red shall be reviewed and decided on by


Attachment 2 Cul-de-sac 325 post red curb removal work

Building 3304



Attachment 3 Cul-de-sac 325 parking under Building 3303 in Carport 3105


STAFF REPORT

DATE: March 5, 2018


SUBJECT: Electrical Use Reimbursement Policy Revisions

RECOMMENDATION

Approve a revised Electricity Usage Reimbursement Policy and Resolution which will offer a standard reimbursement rate on a per room basis, for excess electricity used during moisture intrusion events where dry-down of the property is required (Attachment 1).

BACKGROUND

The current Electricity Usage Reimbursement Policy (Resolution 03-11-48) adopted April 19, 2011 authorizes staff to process reimbursements to members for electricity consumption related to the restoration of manors as a result of moisture intrusion events as well as for excess electricity consumed due to hot water supply line leaks. Currently, for moisture-intrusion events where dry-down equipment such as dehumidifiers and air blowers are required, the Mutual reimburses the resident for electricity used in the dry down of property, based on an established daily rate for each type of equipment extrapolated for the number of days each type of equipment is in place, as verified by the vendor providing dry down services (Attachments 2, 3 and 4).

DISCUSSION

In order to reimburse residents for the excess electricity caused by the dry down equipment used during a moisture intrusion event, a time consuming and labor-intensive process must be followed. This process results in a significant amount of staff and resident coordination, paperwork, and calculations to arrive at what is typically a very small amount of reimbursement to the resident. The reimbursements can take up to 3 months to process due to the number of requests received from both Mutuals, staff’s workload , and the coordination with the resident to secure their utility billing information for the period of time in question, which is required in order to perform the necessary reimbursement calculations. This long protracted process often causes significant frustration to the resident who is waiting for a reimbursement. Residents constantly call Resident Services and other staff members seeking updates and a timeframe for their reimbursement.


Third Laguna Hills Mutual Electrical Use Reimbursement Policy Revisions March 5, 2018 Page 2 In fiscal years 2016 and 2017, there were 62 manor owners who received an electrical use reimbursement. The average electrical use reimbursement processed for dry down of property amounted to $52.00 per manor. The reimbursements issued ranged from $5.74 to $166.94. During the 2016 and 2017 fiscal years, the average cost to the Mutual for staff time to process the electrical use reimbursements under the current policy amounted to $158.00 per reimbursement, based on 3.5 hours of staff time for preparation, review of each reimbursement and approval of each check request. The average total cost of each reimbursement amounts to a Mutual expense of $210.00 which includes the costs of staff time and the average reimbursement of $52.00 to the resident, resulting in an inefficient process. Staff recommends establishing a standard reimbursable rate based on the number of rooms within a manor requiring dry down services, as determined during the restoration process. The majority of dry downs occur in only one room. However, there have been instances where several rooms in a manor required the use of dry down equipment. The proposed change to the existing Resolution will require the Mutual to reimburse for electricity used in the dry down of property, for a moisture event, based on a flat rate reimbursement in the amount of $32.00 for each room. This rate is based on the average cost of dry down services divided by the numbers of rooms in the manor. The proposed policy change will lessen the financial burden to the Mutual to provide electrical use reimbursements and will expedite the reimbursement return time to the member from 8-12 weeks to 2-3 weeks by (1) eliminating the requirement that vendor invoices be used to certify the dry down services rendered, and (2) by eliminating the requirement that a detailed billing statement be submitted by the member for a precise reimbursable amount to be calculated based on kilowatt usage and electricity tier rates. The proposed process will also reduce the amount of staff time required for each request from 3.5 hours to just 30 minutes. The process for reimbursing the electric cost associated with hot water supply leaks (under slab leaks) will remain unchanged as the number of reimbursements processed annually is very small.

FINANCIAL ANALYSIS

Under the current established policy, the approximate cost to the Mutual for providing the above referenced service is $158.00 with an average reimbursement to the member of $32.00 per room. The proposed policy change will reduce the cost born by the Mutual to an average of $53.00 per reimbursement with a flat rate of $32.00 per room being dispersed to the member. Prepared By: Melody Thomas, Maintenance Programs Coordinator Reviewed By: Olga Torres, Maintenance Operations Specialist Patrick Cleary, Maintenance Operations Manager Ernesto Munoz, P.E., Maintenance and Construction Director


Third Laguna Hills Mutual Electrical Use Reimbursement Policy Revisions March 5, 2018 Page 3 ATTACHMENT(S) Attachment 1 – Proposed Revised Resolution 03-18-XX Attachment 2 – Sample Vendor Invoice Attachment 3 – Sample SCE Electric Bill Attachment 4 – Sample Reimbursement Calculation Form


Third Laguna Hills Mutual Electrical Use Reimbursement Policy Revisions March 5, 2018 Page 4

ATTACHMENT 1

Resolution 03-18-XX

Revised Electricity Usage Reimbursement Policy

WHEREAS, the Mutual has historically reimbursed members for electricity consumption related to the restoration of manors as a result of moisture intrusion, as well as for excess electricity consumed due to hot water supply line leaks; and WHEREAS, the practice of reimbursing members for electricity usage has not been formally recorded as an explicit United Mutual policy; NOW THEREFORE BE IT RESOLVED, March 20, 2018, that the Board of Directors of this Corporation hereby adopts the revised Electricity Usage Reimbursement Policy, in accordance with Resolution 03-17-68 (Damage Restoration Policy), as follows:

• For moisture-intrusion events where dry-down of property is required, the

Mutual will reimburse for electricity used at a flat rate of $32.00 for each room requiring the use of dry down equipment, as verified by the Moisture Intrusion Coordinator.

• For hot water leaks where excess electricity has been consumed, the Mutual will

reimburse for excess electricity consumption for a maximum period of three Southern California Edison billing periods, as evidenced by detailed billing statements for each of the three periods involved. Additional electricity use beyond the period of three billing cycles is the responsibility of the Member and is not reimbursable by the Mutual.

• All reimbursements will be charged to the Disaster Fund. RESOLVED FURTHER, that Resolution 03-11-48 adopted April 19, 2011 is hereby superseded and cancelled; and RESOLVED FURTHER, that the officers and agents of this Corporation are hereby authorized on behalf of the Corporation to carry out the purpose of this resolution.



ATTACHMENT 2 Sample Vendor Invoice



ATTACHMENT 3 Sample SCE Electric Bill

Total kW in the Billing Cycle



ATTACHMENT 3 (continued)

Sample SCE Electric Bill


STAFF REPORT

DATE: March 5, 2018


SUBJECT: Unbudgeted Expenditure for 2018 Fumigation Program

RECOMMENDATION

Approve an unbudgeted expenditure in the amount of $10,000 from the Operating Fund to provide lodging services during the 2018 Fumigation Program.

BACKGROUND

In accordance with Resolution 03-12-138, termite inspections were performed in 2017 by Mutual staff and a third party pest control contractor. Inspections revealed that 45 buildings within Third Laguna Hills Mutual are in need of fumigation services by whole structure tenting in order to eliminate the identified termite infestations and protect the structural integrity of each affected building.

DISCUSSION

The 2018 budget for lodging services due to fumigation is $62,948. In order to proceed with the necessary pest control treatment of all 45 building structures, or 248 manors, an increase of $10,000 to the Operating Fund is needed. Historically, buildings identified as needing fumigation services outside of the budgeted amount are deferred to the next program year. Out of the 45 buildings requiring fumigation, 17 buildings are categorized as high priority. Staff recommends an unbudgeted expenditure be granted to accommodate treatment of all 45 buildings during this year’s program. FINANCIAL ANALYSIS

An unbudgeted expenditure in the amount of $10,000 from the Operating Fund is required to provide lodging for 248 manors on the 2018 Fumigation Program. Prepared By: Patrick Cleary, Maintenance Operations Manager Reviewed By: Melody Thomas, Maintenance Programs Coordinator Ernesto Munoz, P.E., Maintenance and Construction Director


OPEN MEETING REGULAR MEETING OF THE THIRD … MC Agenda Pa… · a seamless liner within the...

Documents

Transcript of OPEN MEETING REGULAR MEETING OF THE THIRD … MC Agenda Pa… · a seamless liner within the...