GRF Mutual Project Log (10/31/17)

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1 904 Maint Svc 904 Maint Svc 904 Maint Svc 904 Maint Svc GRF Mutual Project Log (10/31/17) Priority # Type Name Description Status 1 CH 5 Commercial Appliances Replace Clubhouse 5 Dishwasher and Booster Pump. Staff has reviewed the condition of the dishwasher and it was determined that replacement is not required. The booster pump has been ordered and will be installed on Nov. 3rd. Estimated Completion Budget '17 Budget: $23,000 Invoiced: $2,400 Balance:$20,600 Last Updated 2 Pool 2 Replace Clubhouse 2 Pool Filter and Pool Heater. Staff has replaced all three filters. The pool heater was inspected, and it was determined that replacement was not necessary. During inspection it was observed that the spa heater had reached its useful life and requires replacement. The spa heater has been ordered and will be installed during the November pool shutdown. November '17 Budget: $26,000 Invoiced: $6,921 Balance: $19,079 3 CH 4 HVAC System Install Air Conditioning System at Clubhouse 4 Woodshop. Staff is working with an engineer to design the HVAC system. Once a design has been generated a contractor will be selected to install the system. '17 Budget: $37,000 4 CH 6 HVAC System Repair HVAC at Clubhouse 6. A contractor has been chosen, work will be performed in early November. November '17 Budget: $104,000 5 Miscellaneous Building Equipment The carpentry and interior components departments have many projects and programs. The departments need additional equipment to increase productivity and efficiently meet the set schedules and guidelines. Staff has ordered some equipment for building maintenance and is currently researching suppliers for the remaining equipment. '17 Budget: $21,000 Invoiced: $17, Balance:$ Miscellaneous Painting Equipment The Paint crews need more equipment to handle the growing work load. Currently staff is using old and deteriorated equipment. Staff has ordered some painting equipment and is currently researching suppliers for additional equipment. '17 Budget: $49000 Invoiced:$41, Balance:$ CH 1 Carpet at CH 1 Main lounge, Art Gallery and in the Cardroom is deteriorated. Acoustic Paneling in the Art Room need to be replaced, as well as miscellaneous repairs. and repairs have started. Dining Room 2 has been remodeled. The main ball room kitchen floor was replaced. Blinds have been ordered for replacement in most rooms. The card room will be remodeled during October. Staff will also replace 8 various exterior doors throughout the clubhouse. Carpet replacement in the main ballroom is currently on hold. '17 Budget:$75,000 Invoiced: $60, Balance:$14,699.72

2 8 CH 5 The carpet in room 2 has mold and cannot be replaced. CH 5 is in need of minor repairs. The billiard room was converted into a yoga room. Meeting Room 1 was renovated in August. The carpet will be replaced in the office and in the card room. '17 Budget:$50,000 Invoiced:$43,340 Balance:$ Village Greens Portions of the flooring at the Village Greens building need to be replaced and miscellaneous touchup painting is also needed to increase the general aesthetic of the facility. Staff is currently formulating a scope of work to get bid proposals for this project. '17 Budget:$25,000 Invoiced:$0 Balance:$25,000 #1 HIGH PRIORITY 10 Center HVAC and Controls Upgrade This project is dedicated to engineering and retrofitting the Center HVAC and controls. Staff has received proposals and have interviewed three mechanical engineers for design. Staff also received two unsolicited proposals for design-build. Staff is preparing scope for design-build contractors to bid. '14 Budget: $533,400 Invoiced: $47,696 Balance: $485, Clubhouse 5 HVAC and Roof Replacement This project is dedicated to engineering and implementing a new HVAC system at CH 5, and installing a white PVC cool roof. HVAC and roofing are completed. City has signed off on HVAC project. HVAC commissioning report completed in August. EMS upgrade work in progress to be completed by mid November. A report will be presented to the Board upon completion. Final invoicing pending. '15 Budget: $700,500 Invoiced: $415,907 Balance: $284, Pool 5 Replace Clubhouse 5 Waterline Tile. The replacement of Pool 5 waterline tile is in the bid process. The tile installation is to begin when the summer season is over. '17 Budget: $26,000 #1 HIGH PRIORITY 13 Pickleball and Paddle Tennis Courts Design and construct 6 new paddleball courts at Parcel 3 located within Gate 16. Contractor bids have been received and analyzed. A recommendation report to award a contract has been drafted and will be submitted at the next GRF closed session. '15 Budget: $600,000 Invoiced: $20,690 Balance: $579, Oct 14 Center Lobby Acoustics Staff was given direction to investigate a noise mitigation solution for the Center Lobby. A Consultant was retained to evaluate the noise issue and provide a solution. The consultant developed a scope of work and the Purchasing department solicited proposals from outside vendors. A bid spread was created and evaluated. Staff presented a report at the May M&C meeting. This item is on hold until the lobby/resident services area Space Planning Project is complete. On-Hold Not Budgeted

3 920 Projects Performing Arts Center (Clubhouse 3) Staff was directed to retain SVA Architects to perform an assessment, schematic design, and design development to renovate the interior of the Performing Arts Center. On September 6, a PAC Ad Hoc Committee meeting was held for SVA to present the results of the interactive workshop sessions held with the respective user groups. Some of the key points in the presentation and subsequent discussions included the following: ADA compliance, elevators, fixture counts, seismic issues, fireproof curtains, stage extension, seating count, storage, crossover paths, audio upgrades, GRF naming rights, and HVAC zones. The PAC Committee members met with staff on September 27, to further define the direction for the architect to proceed with the Design Development Phase. (Design) '15 Budget: $150,000 Invoiced: $3,500 Balance: $146,500 '16 Budget: $600,000 Invoiced: $48, Balance: $551, '17 Budget: $728,000 Balance: $728, Oct Design Development is now underway. 16 Clubhouse 3 HVAC System Replace rooftop HVAC units at the PAC (formerly CH 3), which are beyond their estimated serviceable life. This project is to replace the PAC (CH3) rooftop HVAC units. This project will be completed with the PAC '17 Budget: $300, Aug 17 Space Planning Project Convert the current fitness center located on the third floor of the Center into a call center capable of supporting 20 customer service representatives. Existing space layouts have been completed. A designer, G/M Business Interiors has been retained. An Architectural firm will be retained to assist with the changes. The Call Center has been incorporated into the Space Planning Study. This study is in progress and staff is coordinating information between the designer and the team. Layouts are being completed for relocating the Security Division to the third floor and to move Manor Alterations by the Social Services office. As soon as G/M completes the layout for both 1st floor, staff will engage the architect to prepare the construction documents. Unknown '16 Budget: $122,500 Balance: $122, Clubhouse 7 Bridge Room Flooring The Clubhouse 7 Bridge Room carpet replacement. Carpeting has been selected and bids received. The CEO has requested to place this project on hold and will commence with the 2018 Capital Plan Bridge Room kitchen renovation. On-Hold '16 Budget: $70,000 Balance: $70,000

4 19 Clubhouse 7 Main Lounge Wood Floor The existing wood floor was built with the clubhouse to host dances and events. It is approximately 2,100 square feet in size, has been heavily scratched and worn throughout the years. On September 6, 2016, the GRF Board approved the Capital Plan: Clubhouse 7 Wood Floor - Main Lounge, with an appropriation of $11,000 to be funded from the. The Capital Plan involves refinishing the wood floor. This project is being evaluated by staff. The existing wood flooring is in poor condition and the budget is not adequate for the work required. Staff has solicited bids to determine the costs for new wood flooring and will bring a report to the M&C with a recommendation. '17 Budget: $11,000 Balance: $11, Center Air Curtains This project initially investigated a vestibule design to maintain temperature and lower energy usage within the Center. Staff has determined the air lock approach is unfeasible due to physical and code restrictions. GRF Board approved the use of air curtains for the Center lobby entrances and directed staff to solicit bids. Contract has been executed and construction will begin in late October. November '17 Budget: $98,000 #1 HIGH PRIORITY 21 Lawn Bowling Resurface Staff was directed to solicit bids to replace the Clubhouse 2 lawn bowling greens. Contract has been executed and the materials are being procured. A pre-job meeting with the contractor prior to mobilization has been tentatively scheduled for November 14th. The completion date has been set for February 28th '17 Budget: $180,000 Supplemental Appropriation: $412,303 Total Budget: $592,303 Invoiced: $3,880 Balance: $588, Clubhouse 2 Annex The utilization for the Clubhouse 2 annex building is very low. It is primarily used by video editing clubs and card players. On September 6, 2016, the GRF Board approved Clubhouse 2 Annex Building, with an appropriation of $240,000 to be funded from the. Demolition of the CH2 Annex shuffleboard courts has been completed. The General Manager s office has directed staff to retain a landscape architect to render a design which will include landscape, irrigation, flatwork, picnic tables, and shade structures. In addition, staff is preparing a report to bring to the next M&C meeting to review the original scope of work and associated costs in an effort to determine whether changes to the original intent are required. '17 Budget: $240,000 Invoiced: $63, Balance: $176, Pool 4 Replacement of Clubhouse 4 waterline tile, replastering the pool, replacement of the pool filter, and replacement of the pool water heater. The replacement of Pool 4 plaster and waterline tile is in the bid process. The re-plaster is to begin in when the summer season is over. Facilities. Fund '17 Budget: $125, Pool 6 Replacement of Clubhouse 6 waterline tile, replastering the pool, and replacement of the pool filter. The replacement of Pool 6 plaster and waterline tile is in the bid process. The re-plaster is to begin late November when the summer season is over. Facilities. Fund '17 Budget: $125,000

5 360 MIS 25 Historical Society HVAC and Roof Replace HVAC and roof at Historical Society. The roofing and commissioning contracts are signed. Staff received bids for the HVAC work and will provide a bid recommendation report during the November 6, GRF M&C Committee meeting. Facilities. Fund '17 Budget: $129, Fall Protection Equipment To comply with OSHA standards, fall protection equipment is required to be installed for worker protection for work over 6 feet on a building. Staff is evaluating permanent fall protection devices that comply with OSHA safety standards. In conjunction with this evaluation, staff will acquiring costs for materials and installation. Crews working on buildings over 6 feet will install safety equipment needed for the job at hand and remove it when job is completed. No permanent safety anchors will be installed until staff is complete with its study. '17 Budget: $38,000 Balance: $38, Repairs to Aliso Creek Bridge Project to repair and renovate pedestrian bridge at Aliso Creek bridge Extensive repair plans for the bridge have been abandoned. Staff has been directed to grout under the undermined walkways, add missing soil and repair turf to restore condition. Schedule date for repairs not set at this time. Not Budgeted 28 Sink Hole Repairs Staff discovered sink holes at the Maint. Center and on Via Mariposa by B2274 Engineering repair plans prepared. Contractor bidding complete. Contract signed. The Center project started 10/16/17 and the repair needed is bigger than originally planned. A full replacement of 365 LF of drain is required. Supplemental funding has been requested. The work on Via Mariposa has commenced and the project is scheduled to be complete by the end of. '17 Budget: $60,562 Balance: $60, Restaurant Remodel This project is to update the café, bar, and patio areas of 19 Restaurant. Staff reviewed the first design draft and made comments for revisions. Staff will develop a scope of work to advertise for contractor bids. '17 Budget: $75,000 Invoiced: $9,867 Balance: $65, RV Lot Slurry Seal Coat The CEO directed staff to slurry seal coat the RV lot on Via Campo Verde. Seal coating the RV Lot provides a pavement surface coat to seal micro cracks in the pavement in an effort to extend pavement life. The work was completed September 22,. Invoice pending. '17 Budget: $13,850 Invoiced: $13,850 Balance: $0 Board Room Remodel Board Room Remodel and Technology Upgrades to include: Cameras, Scene Lighting, Controls, Dais and Lectern, Flooring, Seating, Window Coverings, Security, Drywall and Paint. Staff will prepare a Close Out Report for the Boards acceptance. July '17 Budget: $301,000 Invoiced: $263,127 Balance: $37,873

6 904 Maint Svc 904 Maint Svc 904 Maint Svc 904 Maint Svc 904 Maint Svc GRF Facilities LED Conversion Upgrade GRF Facility lighting with LED where cost effective and appropriately shielded. Scope includes interior and exterior lights at GRF-owned clubhouses, gate houses, parking lots, streetlights, and recreation facilities. September '16 Budget: $600,000 Invoiced: $347,612 Balance: $252,388 CH 4 Pool Covers Replace Pool Covers at Clubhouse 4. September '17 Budget: $11,000 Invoiced: $7,912 Balance: $3,088 Solar Thermal Pool Heater Solar Thermal Heaters are to be installed at Clubhouse 4, 5 and 6. June '16 Budget: $173,100 Invoiced: $23,809 Balance: $149,291 CH 3 Commercial Appliances Replace Clubhouse 3 Dishwasher. NOT REQUIRED Staff has reviewed condition of dishwasher and it was determined that replacement is not required. '17 Budget: $13,000 Pool 1 CH 4 Replace Clubhouse 1 Pool Filter (Shower Heater Not Required). CH 4 has major dry rot issues that will need to be addressed. Sections of roofing will be removed/replaced by an outside contractor to access areas of dry rot. All affected areas to be repainted. Golf Course level bathrooms were also remodeled Aug 14-Aug24 Completed: June June '17 Budget: $12,000 Invoiced: $3,756 Balance: $8,244 '17 Budget: $75,000 Invoiced: $59,335 Balance:$15,665 Clubhouse 4 Fumigation Fumigation of Clubhouse 4 August $24,906 Unbudgeted

7 920 Projects 910 Maint Opr Gate House Remodel Staff was directed by the CEO to accelerate the remodel on Gate Houses 8 & 9 from the proposed GRF Capital Plan for This project will address dry rot issues as well as interior fixtures, counter tops, paint, flooring, etc. Miscellaneous Projects Fund '17 Budget: $43,000 Invoiced: $43,000 Balance: $0 RV Lot B Bathroom Staff was directed by the CEO to perform interior and exterior renovations to the RV Lot B Bathroom. Miscellaneous Projects fund '17 Budget: $14,300 Invoiced: $13, Balance: $ CH 6 Billiard Room Staff was directed by the CEO to patch, paint and clean the carpets in the billiard room which will now be utilized as a card room. September $1,218 Unbudgeted CH 5 Bar Area Flooring Replace carpet in the mail lounge bar area due to fading and fraying. '17 Budget:$19,000 Invoiced:$ Balance:$ Center Fitness Center Relocation The Center Fitness Center to be relocated from the third floor to the first floor. Staff is preparing a Close Out Report for the Boards acceptance. July '16 Budget: $370,000 Invoiced: $360,563 Balance: $9,976 CUP 1135 Conditional Use Permit to perform work on perimeter walls throughout the entire community. Not Budgeted EV Charging Stations at Center Provide one (1) dual port charging station for company vehicles located at the community center. May Equipment Fund Budget: $23,299 Invoiced: $21, Balance: $1,973.00

8 Garden Centers 1 and 2 to include the following: Garden Centers 1 and 2 s Install Bulletin Boards - Phase One Install Signage - Phase One Aerial Survey of Garden Centers Install Hedge Along Moulton and Entry Develop Standard Garden Plot Fence Design Install 4' High Pilot Garden Plot Install 6' Pilot Garden Plot Install 8' Pilot Garden Plot Curb Cuts Demo Shade House and Salvage Benches GC1 Fence and Gates Relocate GC1 Office and Shed Provide Power to GC1 Office and Various Receptacle Locations Install up to Two New Mulch Bins in GC1 Install Automatic Gate Entry/Exit System at GC2 Restripe Parking Spaces Along Loop in GC2 GC2 Perimeter Fence Spot Repairs Install Bulletin Boards - Phase Two Install Signage - Phase Two Develop Plot Reconfigurations Explore Stackable Wall Standard Details July '16 Budget: $400,000 Outside Contracts Invoiced: $177, In-House Work Invoiced: $79, Balance: $142, Clubhouse 4 Kiln Repairs Kiln hood vent pipe material is failing and in need of replacement. July Misc. Projects Capital '17 Budget: $15,200 Invoiced: $12,620 Balance: $2,580 Clubhouse One Planters Six courtyard planters will be reconstructed due to damage from vegetation. August Miscellaneous Projects fund: $23,920 GRF Paving & Sealcoat Programs Par 3 Golf Starter Building Office Asphalt Paving Overlay work on selected GRF street and parking lot areas. This project is to replace the cabinets, countertops, flooring, ceiling, windows, door, and paint of the Par 3 starter building office. August '17 Budget: $630,000 Invoiced: $513,394 Balance: $116,606 Budget: $24,446 Invoiced: $24,446 Balance: $0

9 Par 3 Golf Starter Building Restrooms This project is to replace the windows, countertops, sink, and paint of the Par 3 starter building office and restrooms. The tile surfaces will also be cleaned. August Budget: $8,771 Invoiced: $8,771 Balance: $0 #1 HIGH PRIORITY Simulsat Antenna Purchase and installation of an additional Simulsat Antenna. August '17 Budget: $315,600 Invoiced: $258,571 Balance: $57,029

ALAMEDA ISLES PROPOSED BUDGET FACT SHEET

ALAMEDA ISLES PROPOSED BUDGET FACT SHEET These sheets outline the proposed 2016/2017 budget in two parts. The first part is the operating budget which shows our income and anticipated expenses with a comparative