Chapter HEALTH & WELLNESS CENTER TASK FORCE CHARTER

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1 Chapter HEALTH & WELLNESS CENTER TASK FORCE CHARTER Task Force Members: Board of Directors Representatives 2 members (one designated as Chair of the Task Force) Management Representatives 3 members Association Controller Owner Representative Homeowners up to 3 members Note: As deemed necessary, the Board President or the Task Force Chair may elect to: increase the number of Task Force participants; assign detailed tasks to non-task force committees ( i.e., Facilities and Grounds and Recreation); or establish Task Force subcommittees to perform detailed tasks. The Board shall be informed of and approve any such actions. 1. Phase 1 - Planning, Research & Design At the 25 November 2014 meeting of the Cottonwood Palo Verde Board of Directors, the Board approved the formation of the Health & Wellness Center Task Force Charter (HWCTFC) to: a. Research the requirements for an augmented HWC for Cottonwood Palo Verde. As needed, visit and assess other fitness facilities and HOA fitness amenities. b. Prepare a schedule of key milestones for Phase 1 & Phase 2 of the HWC project. c. Assess location options for the HWC and associated cost differences. d. Determine, via a homeowner survey or other means, homeowner preferences for a new and improved HWC. e. As appropriate, identify and employ an architect or other special consultants to assist with defining the requirements, size, conceptual design and estimated cost for a HWC. Solicit multiple, competitive bids, as appropriate, for any external support staff. Seek Board approval for any contract labor exceeding $2,000. f. Conduct workshops to seek input from the Board and homeowners on the HWC conceptual design. g. Report to the Board and homeowners on a regular basis on progress and key decisions. h. Prepare a financial plan for funding of the HWC, based on a conceptual design and estimated cost. i. Seek Board approval of the HWC conceptual design and funding approach for the project

2 j. Promote the defined design concept for the HWC via homeowner workshops, town hall meetings, Flyer articles, and other means of communication. k. Prepare and issue a homeowner approval vote for moving forward with the implementation of the HWC. l. Should the homeowner approval vote not successfully pass, repeat Phase 1 of the project to define an alternate approach for the HWC that better addresses the perceived wants and needs expressed by the homeowners. 2. Phase 2 - Implementation Once the homeowners have approved the design and funding approach for the HWC, the Task Force shall proceed with the Implementation Phase of the project: Health & Wellness Center Architectural Design & Engineering a. Prepare a Request for Proposal (RFP) package and solicit Architectural & Engineering bid(s) to perform the detailed design for the HWC. Conduct any necessary meetings, bidders conferences and walk-throughs with perspective Architects/Engineers. Conduct an objective evaluation of the submitted bid(s). Select the best value Architect/Engineer to perform the project. Assure that the selected Architect/Engineer is well qualified and understands all facets of the expected work. b. Work with the selected architect on the project detailed design to assure that all requirements are addressed and compliant with the information presented to the homeowners in the approval vote materials. c. Oversee and review architect specifications during the project detailed design phase, as well as during the Maricopa County permit approval process. Attend and support any meetings, as needed, with the County. Health & Wellness Center Construction Contractor Selection a. When the construction permit approval by Maricopa County is near completion, prepare a RFP package and solicit construction bids from multiple contractors, based upon the design and with the assistance of the selected Architect/Engineer. Conduct any necessary meetings, bidders conferences and walk-throughs with perspective contractors. Conduct an objective evaluation of the submitted bids. Select the best value Contractor to perform the project. Assure that the selected Contractor is bonded, insured, financially stable, adequately equipped to perform the job, and fully understands all facets of the expected work

3 b. Participate in negotiations of a contract with the selected construction Contractor, as well as a project completion schedule. Include appropriate clauses in the contract to encourage schedule compliance. c. Present the design, negotiated cost, and construction schedule for the HWC to Management and the Board for review and approval. Oversight of Health & Wellness Center Construction a. It is assumed that the selected Contractor will have a designated Project Manager/Superintendent. The Task Force will designate or hire a Project Manager to represent the interests of the HOA. b. The Task Force and the HOA Project Manager will review and assure the completeness and feasibility of the project construction schedule and payment plan. c. The Task Force will monitor project progress, interact with and hold regular project status meetings with the HOA Project Manager, work with the HOA Project Manager to resolve any design issues or questions, and act as the liaison to the Board, HOA management, and the community on project progress, financial and schedule status, and any issues. d. The HOA Project Manager will work with and oversee the work of the project construction contractor, review and provide inputs on all plans and deliverables produced by the contractor, review and critique all work completed by the contractor, and review and approve for payment all invoices submitted by the contractor. e. During construction of the HWC, the HOA Project Manager, the Task Force chair and the HOA General Manager will meet with the Contractor Project Manager on a weekly basis. These status meetings shall at a minimum consist of: an update on the project progress and schedule; a discussion of any construction issues or deviations from the design; any planned change orders; any problems being experienced by the contractors; etc. Every two weeks, the Task Force Chair will compose and send an meeting summary report to the Board of Directors, HOA Management, and other Task Force members. f. The Task Force will notify the Board and Management of any substantial additions, changes, or deletions in the HWC design BEFORE any such changes are acted upon. a. Health & Wellness Center Financial Monitoring & Control Project Cost Control. The HWC will be paid for from the Capital Reserve/Replacement and/or Capital Improvement Funds. The Task Force and HOA Project Manager will closely monitor the - 3 -

4 b. c. project construction contractor to assure that costs are kept as low as possible below the not-to-exceed contract amount, and that only essential change orders or other expenditures are introduced. On a monthly basis, the Task Force will provide the Board and Management with a summary of ALL project change orders. Any change orders or other expenditures exceeding $3,000 will require Board approval. Role of HOA Owner Rep. The HOA Owner Representative is a member of the Health & Wellness Center Task Force and should be invited to all Task Force meetings and be covered on all Task Force s and correspondence. The HOA Owner Rep is the only person authorized to process project invoices, communicate with the Contractor on financial matters, and issue any formal direction from the HOA for Contractors to proceed with work that represents a financial commitment by the HOA. Project Payments. The following outlines the sequence of approvals for processing payments of contractor invoices: 1. Contractor Project Manager/Superintendent submits invoice for payment to the Owner Rep and the HOA Project Manager for review. This payment invoice must include all lien releases and any other requested items. 2. HOA Project Manager visits site and determines if the payment request is reasonable, and that all or the specified percentage of work subject to payment is complete. 3. HOA Project Manager recommends/approves payment request (a minimum of one Task Force member must initial approval) and forwards to the HOA (General Manager). 4. General Manager reviews, initials and forwards payment request to the Owner Rep for final approval and payment. 5. Should any issues or questions arise concerning the payment request, a Task Force Representative and the HOA Project Manager will jointly resolve the issues with the Contractor Project Manager. 6. Signature by two authorized Board members is required on all payment checks. Health & Wellness Center Progress Reporting a. The HWC Task Force will report progress and any issues on a regular basis to the Board and Management either in meetings or via , and will provide a progress report at the monthly Agenda Planning and Board meetings. The Task Force will also provide a progress summary for inclusion in the Friday Flyer at a minimum of monthly intervals. At key milestones in the project, the Task Force will brief the Board on the status and will provide recommendations for Board approval on plans, concepts, or schedules, allowing the project to proceed and the associated expenditure of necessary - 4 -

5 HOA funds. b. Conduct periodic workshops to keep the Board and homeowners informed of the status of the project. c. Report to the Association Board of Directors until such time as the project is completed. Project completion is defined as approval by Maricopa County of the final inspection of the HWC and surrounding areas, receipt of an Occupancy Permit, completion of all contract punch list items, and final negotiation and payment of all contract invoices and change orders