SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THIRD LAGUNA HILLS MUTUAL A CALIFORNIA NON-PROFIT MUTUAL BENEFIT CORPORATION

Transcription

1 OPEN MEETING SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THIRD LAGUNA HILLS MUTUAL A CALIFORNIA NON-PROFIT MUTUAL BENEFIT CORPORATION Friday, February 23, A.M. Laguna Woods Village Community Center Willow Room El Toro Road 1. Establish Quorum/Call meeting to order 2. Approval of Agenda NOTICE AND AGENDA 3. Discuss and Consider Strategic Planning: a) Strategic Planning Minutes September 8, 2017 b) Strategic Planning Minutes September 12, 2017 c) Strategic Planning Minutes October 20, 2017 d) Strategic Planning Minutes December 4, 2017 e) Strategic Planning Matrix December, Adjournment

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21 Attachment A Third Mutual Strategic Plan December, 2017 Goal # 1 Program and Project Planning: When Who What Status Comments Revised Done On Target Process will identify long and short-term projects and financing as part of the 2019 Business Plan process. Develop a 5 year CIP as part of the 2019 Business Planning process Finance Maintenance Sept and After the project log is revised, the through the M&C Committee can assign priorities to various projects. Prioritize long and short term projects contained in the 2018 Business Plan Maintenance Feb and Staff will analyze progress thus far; what remains to be completed and propose projects for the CIP. Staff will analyze progress thus far; what remains to be completed and propose projects for the CIP. Staff will provide a proposed prioritization list based upon staff and resident identified projects. Maintenance Metrics for Waste Line Remediation Program Maintenance Metrics for the Dry Rot Program Maintenance Program parameters for recently established concrete program Continue to evaluate parking issues and recommend improvements Explore long-term solar, storage and aggregation opportunities Feb and Feb and Feb and Staff and contractor restrictions and golf cart parking present opportunities. Evaluate parking space size and oversized vehicles. Ongoing General Services Maintenance Ongoing Maintenance Finance Evaluate laundry programs including pricing, sizing, number, and efficiency Ongoing Maintenance Agenda Item # 3e Page 1 of 9 1 P age

22 Attachment A Third Mutual Strategic Plan December, 2017 Goal # 1 Program and Project Planning: When Who What Status Comments Revised Done On Target Staff Ongoing Maintenance Metrics for Supply line/epoxy Program Work with consultants to update street lights, gate 5 & 6 walkway lights. Improve laundry rooms to include energy efficient equipment. Ongoing Maintenance Community wide energy plan Slope program, turf changes, tree removal, Arbor Pro, fuel load modifications, staffing issues and beautification. Responses to new planning effort. Landscaping improvements Ongoing General Services Update 30-Year reserve plan. 30-Year Plan Ongoing Agenda Item # 3e Page 2 of 9 2 P age

23 Attachment A Third Mutual Strategic Plan December, 2017 Goal #2 Governing Documents When Who What Status Comments Revised Done On Target Work with legal counsel to begin looking at sections that need updating. Updating the Governing Documents Legal Counsel December 2017 and Hiring of a Records Manager in early 2018 who will assure documents are up to date on the website. Resident portal launch in first quarter Providing better accessibility to the operating rules of the Mutual IT Communication March 2018 and Legal counsel provides quarterly updates on legislation to the. will provide updates on Village sponsored bills and industry specific Receiving the latest legislative updates pertinent to HOA governance Leg. Advocates Legal Counsel January 2018 and legislation. Receive briefing from Legal Counsel and on the steps, timing, and pros/cons. Merging the 59 Mutuals Legal Counsel December 2017 and Receive briefing from Legal Counsel and on the steps, timing, and pros/cons. Lowering the 67 percent member approval requirement Legal Counsel December 2017 Receive briefing from Legal Counsel and on the steps, timing, and pros/cons. Adding provision requiring ownership for a specified period prior to leasing Legal Counsel December 2017 Agenda Item # 3e Page 3 of 9 3 P age

24 Attachment A Third Mutual Strategic Plan December, 2017 Goal #3 Improve Communication and Transparency When Who What Status Comments Done On Revised Target s to hold monthly meeting of the Presidents and First Vice Presidents. Improve communication between s leadership Ongoing All to brief and community on Strategic Plan initiatives/hr/labor/compliance issues in Executive Sessions. Regular meetings with President. Ongoing Improve communication between Third and to brief on City/County/Intergovernmental contacts as well as legislative proposals and pending legislation. / attendance at City Council Meetings as necessary) the legislative updates Ongoing Intergovernmental communication and Post maintenance schedules on website Reduce language-based Maintenance General Svcs. November 2017 and Programmed multi-language capabilities into Website and Pixel Air Bud translation demonstration project in Resident Services is forthcoming. communication barriers s All Departments Relocate committee meetings to Room and take advantage of hearing loop technology. Reduce hearing-based communication barriers. November 2017 and December 2017 and Emphasize Mutual projects and programs on social media Departments January 2018 and Agenda Item # 3e Page 4 of 9 4 P age

25 Attachment A Third Mutual Strategic Plan December, 2017 Goal #3 Improve Communication and Transparency When Who What Status Comments Revised Done On Target Conduct surveys, focus groups, etc. as necessary. Better communications between the and Residents Ongoing Expand lists and send special e-blasts to outside constituency groups such as realtors December 2017 and Engage Communication Committee on desired E- blasts content.. E-blast Ongoing Marketing Communication Use Code Red to text and major construction/ maintenance efforts to residents General Svcs. Maintenance December 2017 and Ongoing Archive agendas, videos and minutes on the website Ongoing Notice upcoming governance meetings through This Day and ing Team-up calendars to members and residents Agenda Item # 3e Page 5 of 9 5 P age

26 Attachment A Third Mutual Strategic Plan December, 2017 Goal #3 Improve Communication and Transparency When Who What Status Comments Revised Done On Target Developing governance program for VTV that will highlight mutual activities IT February 2018 and Provides departments and Members two opportunities to discuss and correct errors or make changes. Develop Monday Memo drafts two weeks in advance December 2017 and Meeting should be divided between United and Third because condos and co-ops have different issues. Quarterly meeting with real estate community Ongoing Resident Svcs. Security Requested by the VMS. Recreation Offer ESL classes through Emeritus or Recreation Staff March 2018 and Hand-out brochures and information to new residents. Develop information for new lessees. Update new resident orientation video. Continue to improve Docent Tours and New Resident Orientation Programs Ongoing Resident Svcs. Send out letter to new members within one month. Ongoing New resident contact program Improve communication between VMS and Third Improve Village Breeze process. Ongoing Improve the process when the new Communication Director is hired. Reader feedback Ongoing Marketing Communication Agenda Item # 3e Page 6 of 9 6 P age

27 Attachment A Third Mutual Strategic Plan December, 2017 Goal #3 Improve Communication and Transparency When Who What Status Comments Revised Done On Target Better communication on compliance hearings. Revise residents letters to be more customer friendly. Ongoing Compliance Member Hearings Schedule as requested for Third Mutual issues. Ongoing Communication Town Hall Meeting and Focus Groups Make sure new residents understand the rules and regulations. Improve communication with new resident and lessee Ongoing Resident Services review and input of new Website. Give input to Chuck Holland through the Media and Communications Committee. Provide classes for residents to learn how to navigate through the new Review new Website Ongoing IT Communication Website. Have employees hand out comment card when they go out on a service call. Ongoing All Departments Comment Cards Agenda Item # 3e Page 7 of 9 7 P age

28 Attachment A Third Mutual Strategic Plan December, 2017 Goal #4 Safety, Security & Disaster Preparedness When Who What Status Comments Revised Done On Target Could be done concurrently with governing document review. Review governing documents and Mutual policies to ensure consistency with the s safety and security Ongoing Legal Counsel Resident Svcs. Security Continue to update policies and rules to ensure the leasing, occupancy, caregiver and ownership issues are addressed. objectives Resident and Occupancy Task Force should continue their efforts Resident Svcs. November 2017 and Recently added an additional position in 2018 Business Plan Augment Compliance Staff to ensure Mutual rules are enforced. Assist GRF in completing the gate security system Security Security January 2018 and Gates 7, 8, 9, 10, 11, and 14 to be completed within 2 years. Security January 2018 and Some resistance by gate 11 residents need outreach strategy. Explore feasibility of merging gates 10 & 11 IT IT Maintenance Security January 2018 Receive information and provide input on mutual security issues. Quarterly briefings from the Security Chief Communicate updated Pest Control Program to the Mutual and residents January 2018 and Changes being implemented that include rapid response, outside vendors and proactive work. General Svcs. Maintenance January 2018 Agenda Item # 3e Page 8 of 9 8 P age

29 Attachment A Third Mutual Strategic Plan December, 2017 Goal #4 Safety, Security & Disaster Preparedness When Who What Status Comments Revised Done On Target Implement Disaster Preparedness Plan for governance and Security November 2018 and communication issues Recruit building and block captains for disaster preparedness and neighborhood watch programs Train all staff in AED use and CPR Security November 2017 and HR Security January 2018 Develop a training program to train residents in AED use and CPR Recreation HR Security March 2018 and 9 P age Agenda Item # 3e Page 9 of 9