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Architectural Design & Review Committee

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Architectural Design & Review Committee Architectural Design & Review Committee Agenda Administration Conference Room Monday, October 09, 2017 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 i. Linda Stone, GRF President ii. Randy Ankeny, Executive Director iii. Mark Weaver, Facilities Director iv. Tommy Fileto, Recreation Manager v. Corina Mancilla, Recording Secretary b. Rules of Order c. Chairs Report 4. Approval of Minutes a. ADRC Meeting Minutes, September 11, 2017 (Pgs. 1-8) 5. Shareholder/Member Comments – Agenda Items Only (Limited to 3 minutes per person) 6. Correspondence 7. Unfinished Business a. Globe - Landscape Lighting b. Clubhouse Three - Revitalization Project i. Flooring ii. Paint iii. Window Coverage c. Mission Bell Location – Discussion Only (Pgs. 9-10) d. Clubhouse Murals e. St. Andrews Median, Update f. Holiday Decorations (Pgs. 11-12) ~i~ Architectural Design & Review Committee g. Signage for “The Courtyard” (Pgs. 13-14) h. Clubhouse Six Signage i. South & North Gate Signs (Pgs. 15-16) 8. New Business a. Stock Transfer – Office Art Work - Discussion Only b. Multi-Purpose Court – Surface Colors – Sample Review c. CH3 – Clubhouse Revitalization – Sample Review i. Window Coverings ii. Flooring iii. Main Room Couch Replacement iv. Fireplace removal d. Flower/Plant List – Approval (Pgs. 17-34) e. CH4 – Lamp Post Lighting f. Signage for GAF Hospitality (Pgs. 35-36) g. The Plaza Concept (Pgs. 37-40) h. GRF Power Point Template (Pgs. 41-42) 9. Policies 10. Staff Reports a. Facilities Director (Pg. 43) i. Variance Report b. Executive Director 11. President’s Comments 12. Shareholder Member Comments (Limited to 3 minutes per person) 13. Committee Member Comments 14. Next Meeting a. Monday, November 13, 2017 Administration Conference Room – 1:00 p.m. 15. Adjournment ~ii~ ARCHITECTURAL DESIGN & REVIEW COMMITTEE MINUTES September 11, 2017 The meeting of the Architectural Design & Review Committee (ADRC) was held on Monday, September 11, 2017 and was called to order at 1:00 p.m. by Chair Fekjar in the Administration Conference Room A, followed by the Pledge of Allegiance by Mrs. Reed. ROLL CALL Present: Ms. S. Fekjar, Chair Mr. T. Dodero Mr. W. Gould Mrs. J. Reed Ms. Irma Heinrichs Ms. L. Stone, Ex-Officio Mr. B. Lukoff Absent: Ms. S. Hopewell, Vice Chair Also Ms. L. Stone, GRF President Present: Mr. R. Ankeny, Executive Director Mr. M. Weaver, Facilities Director Mr. T. De Leon, Recreation Director Mrs. L. Whitlock, Administrative Secretary Mrs. V. Morris, Library OPS Supervisor Mr. J. Fox, Fox & Fox Design (Arrived 2:13 p.m.) Mr. R. Stone, GRF Representative, Mutual One Ms. P. Snowden, GRF Representative, Mutual Two Mr. R. Crossley, GRF Representative, Mutual Fifteen Six Shareholder/Members Chair Fekjar greeted and welcomed everyone to the Architectural Design & Review Committee meeting and introduced Foundation members, guests and staff. By unanimous consent, the Chair declared the reading of the quorum notification be dispensed with. 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. The business of the ADR 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 1 ADR COMMITTEE MINUTES – 09/11/17 Page 2 of 7 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 four 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 October 2017. CHAIR’S ANNOUNCEMENTS Chair Fekjar welcomed the Committee members, guests and staff, including GRF President, Linda Stone; Executive Director, Randy Ankeny; Facilities Director, Mark Weaver; Recreation Director, Terry De Leon; John Fox, Fox & Fox Design (Arrived 2:13 p.m.) and Recording Secretary, Laura Whitlock. APPROVAL OF MINUTES The meeting minutes of the August 25, 2017 meeting were approved as presented. OLD BUSINESS Topiary Area, Update (Item 8A) After a brief discussion, Mrs. Reed MOTIONED, seconded by Mr. Lukoff and unanimously carried – TO approve the non-budgeted Capital funds request in an amount not to exceed $8,000 for the irrigation, installation of grass and plants and the replanting of the dolphin topiaries behind Clubhouse 3; and forward to the Finance Committee for review and the Board for final approval. Clubhouse Two, Update (Item 8B) The Facilities Director reported that the item of Clubhouse Two is being forwarded to the Physical Property Committee. No action taken. NEW BUSINESS Library Area, Bid from Johns Landscaping (Item 9A) After a discussion, Mr. Gould MOTIONED, seconded by Mrs. Reed and carried with one “no” vote from Mr. Dodero – 2 ADR COMMITTEE MINUTES – 09/11/17 Page 3 of 7 TO approve Option #2 of Johns Landscaping bid dated August 31, 2017 for the Library Area in the amount of $4,080. OLD BUSINESS St. Andrews Median, Update (Item 8F) GRF President Stone presented a concept for the landscaping for the St. Andrews Median. After a brief discussion, Mr. Dodero MOTIONED, seconded by Mr. Gould and unanimously carried – TO accept the concept for the St. Andrews Median, as presented GRF President Stone. SPECIAL PRESENTATION Fox & Fox Design (Item 7A) John Fox of Fox & Fox Design provided a presentation of their idea for lighting the Globe. After a brief discussion and Mr. Fox’s presentation, Mr. Gould MOTIONED, seconded by Mrs. Reed and unanimously carried – (Chair Fekjar called for a 10-minute recess at 2:32 p.m.) (Meeting called back to order at 2:42 p.m.) TO request a proposal from Fox & Fox Design to incorporate landscape and monument lighting in their current plan. OLD BUSINESS Landscape Specifications, Community Facilities (Item 8D) The Facilities Director presented the Landscape Specifications, Community Facilities for the Committee to review. After a brief discussion, Mrs. Reed MOTIONED, seconded by Mr. Gould and unanimously carried – TO accept the Landscape Specifications for Community Facilities as presented by Mr. Weaver with one modification, which is to add the words “maintenance and improvement” to Section A1. 3 ADR COMMITTEE MINUTES – 09/11/17 Page 4 of 7 Mural at Clubhouse Four, Update (Item 8E) After a brief discussion and review of the photos submitted by staff, it is the consensus of the Committee to have staff take more pictures for the Mural Project at Clubhouse Four and submit at the next scheduled meeting. RV Lot Signage, Update (Item 8G) After review of the RV Lot Signage samples presented by the Executive Director, it is the consensus of the Committee to select the second layout with the addition of a contact phone number. Mural at Clubhouse 6, Update (Item 8H) The Committee reviewed the LW Art League’s renderings of the revised mural at Clubhouse Six. After a brief discussion, Mr. Lukoff MOTIONED, seconded by Mr. Gould and carried with one “no” vote by Mr. Dodero – TO accept the revised mural as presented by the LW Art League and forward to the Board for approval. Fleet Vehicle Appearance (Item 8I) The Executive Director presented a photo with the new proposed colors for the fleet vehicles. After a brief discussion, Mr. Lukoff MOTIONED, seconded by Mr. Gould and unanimously carried – TO approve the color for GRF fleet vehicles as presented by the Executive Director. Holiday Decorations, Update (Item 8J) After a brief discussion, it is the consensus of the Committee to have Mr. Fileto request a larger size wreath for the Administration building and see what extras can be provided at no additional cost. NEW BUSINESS Signs for North and St. Andrews Gates (Item 9B) It is the consensus of the Committee to bring the item of Signs for the North and St. Andrews gates to the next scheduled committee meeting. No action taken. 4 ADR COMMITTEE MINUTES – 09/11/17 Page 5 of 7 Signage for “The Courtyard” (Item 9C) After a brief discussion, the Executive Director stated that he will draw up a design and present it to the Committee at its next scheduled meeting. Executive Director The Executive Director provided information and updates throughout the meeting. Facilities Director The Facilities Director provided his report as presented in the agenda packet. PRESIDENT’S COMMENTS President Stone had no further comments. SHAREHOLDER COMMENTS There were no shareholder comments. COMMITTEE MEMBERS COMMENTS Five Committee members spoke on the proceedings of the Committee meeting. ADJOURNMENT Chair Fekjar adjourned the meeting at 3:47 p.m. ________________________________ Suzanne Fekjar, Chair ARCHITECTURAL DESIGN & REVIEW COMMITTEE law 09.14.17 5 ADR COMMITTEE MINUTES – 09/11/17 Page 6 of 7 RECAP OF MOTIONS AND ACTIONS TAKEN AT THE ARCHITECTURAL DESIGN & REVIEW COMMITTEE MEETING MOTIONS The meeting minutes of the August 25, 2017 meeting were approved as presented. TO approve the non-budgeted Capital funds request in an amount not to exceed $8,000 for the irrigation, installation of grass and plants and the replanting of the dolphin topiaries behind Clubhouse Three; and forward to the Finance Committee for review and the Board for final approval. TO accept the concept for the St. Andrews Median, as presented GRF President Stone. TO request a proposal from Fox & Fox Design to incorporate landscape and monument lighting in their current plan.
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