Meeting Notes: Plan Check, Coordination, and Submittal Strategy

Purpose and scope
- Coordination meeting focused on plan check responses, progress sets, and coordination across disciplines for Buildings A, B, C, D, and related sites (Fitness/Cottage references), plus utilities, permits, and site logistics.
- Key themes: plan check comments, submittal schedules, utility relocations/easements, power and low-voltage coordination, and site constraints (parking, Green Book compliance).

Attendees and roles (highlights)

Participants include representatives coordinating plan checks, electrical, mechanical, plumbing, fire protection, civil, fire alarm, lighting, and external utility coordination (Easements/UNR/AE/Planning).
Notable absences or mentions: Rory was not on the call; other team members carried forward items for discussion.

Plan Check and Submittals

Fitness and Cottage plan check responses
- Richard reported outstanding items for plan check responses on Fitness or Cottage.
- Still waiting on a couple of consultants; network access was down, so he could not open documents to verify missing items.
- Mechanical and Plumbing for Fitness response potentially missing; Richard will double-check and send a list once network access is restored.
- Action: Richard to circulate the missing items list after the meeting.
Auditorium submittal
- Auditorium has been submitted and is in review.
- Billing comments expected this week.
Coordination with CRD and progress sets
- Goal: obtain progress sets from all consultants; Electrical is the only one not yet providing a progress set.
- If all progress sets are received, the team can perform a cursory review to identify items needing cleanup or coordination.
- Richard to receive the combined progress set after the meeting.
Building C and D progress sets and reviews
- General statement: progress sets have been collected from all teams except Electrical; once received, a review will be performed for consistency and coordination.
- Building A: internal plan review completed; mechanical comments from Sandra were reviewed and no major issues observed; awaiting final follow-up if needed.
- Building B and C coordination items highlighted by multiple members; aim to finalize approvals and circulate comments.
Lighting, Fire Alarm, and Low Voltage coordination
- Joe and Huaji discussed lighting details needing clarification (three-foot clearance and under-ground routing). Mechanical progress sets to inform the lighting plan.
- Fire alarm coordination: need fire alarm plan from Jim to align with power and building systems; plan to push for a PDF update with changes moved to the south ramp area.
- Low voltage coordination: undergrounding considerations and potential downtime for Building D; discuss implications for site energization and sequencing. If downtime is required, plan must minimize disruption and maintain essential power where possible.
Power requirements and coordination for Buildings C and D
- discussion with Anthony about how to energize and reconfigure power during undergrounding of low voltage.
- Considerations include keeping the site energized during the process and the potential need to loop power around the site; assess feasibility with AE and Planning.
Action items by discipline (summary)
- Electrical: provide progress set for Buildings B and C; review for coordination once received.
- Mechanical: supply progress sets and confirm pumping and HVAC coordination for Buildings C and D.
- Fire Alarm: obtain and share the fire alarm plan from Jim; align with electrical and low-voltage work.
- Lighting: confirm location and routing; share PDF updates showing changes to the south ramp and fitness area.
- Civil/Drainage: verify plumbing and civil latest plan alignment; avoid last-minute changes; ensure site-wide consistency.
- Fire Sprinklers: Dawn to confirm coordination status; no open items noted at this time.

Site, Permitting, and Utilities Coordination

Planned submittals and schedule
- Buildings C and D to be delivered for the 18th, with a 19th submittal date. For Building A, plan check comments expected by the end of this week or early next week.
- Overall plan check comments to be distributed as they are received.
Easements, utilities, and third-party coordination
- Ongoing discussion on utility relocations and easements for Fellowship Plaza; potential long lead times requiring early engagement.
- Mark (UNR) involved in easement discussions; engineering teams pushing to advance with the joint trench drawings and determine if new easements are required.
- Don and others noting that the ease of moving utilities through Fellowship Plaza could take months; aim to push for early action and avoid delays in project timelines.
Sewer coordination and invert considerations
- Coordination to locate sewer lines with a utility locator; results to be shared when available.
- In Building C, there is an emphasis on ensuring an acceptable invert to avoid installing a sewage lift station; Building D invert considerations seem less urgent due to location.
Site development permits and critical path notes
- Full site development permit set targeted for early August; ensure all disciplines are aligned so there are no conflicting changes that delay distribution.
Fitness and fire water routing updates
- Changes to the fighters’ water riser and routing discussed; PDF updates to be circulated; the team will review the updated set showing the south ramp and relocated water lines.
Relocation of domestic and fire lines in Building C
- Domestic and fire lines moved to the south ramp in Building C; for Building D, new routing is via Odd Fellows Drive; these updates have been circulated and are under review.
Utility relocation timing and coordination with Fellowship Plaza
- Potential requirement to move utilities outside existing easement at Fellowship Plaza; the team will pursue an initial set to gauge review timelines; if needed, new easements must be prepared for review by the managing entity (LA corporate office mentioned as a potential bottleneck).
Action items
- Provide locator results for sewer lines when available and share with the team.
- Prepare and circulate updated utility drawings showing current routing for Building C and D.
- Initiate discussions with AE and Planning on the parking and tree removal trade-offs related to Building C parking layout.

Parking, Site Layout, and Planning Considerations

Building C parking and landscape constraints
- The team is evaluating the need to remove two parking spaces and a tree; a line behind (dash line) could potentially be used to free up space in the front, but this requires design adjustments and planning approvals.
- There was confusion over whether only one parking stall could be removed; the current conclusion is that two spaces would need to be sacrificed plus a tree removal, which is challenging and requires alternative strategies.
- Next steps: internal discussions to develop feasible alternatives; possibly revert to the line behind (dashed line) if acceptable; plan to discuss further in upcoming meetings.

Schedule, Deliverables, and Next Steps

Upcoming meetings and deliverables
- Resident meeting scheduled for the 25th in the afternoon around 2:00 PM; a PowerPoint presentation will be prepared with slides in a consistent format; Team members to supply a few slides for preparation.
- Plan check comments for Building A to be distributed as soon as they are received; C and D submittals targeted for about $2$ weeks from now.
Documentation and coordination expectations
- Ensure plumbing and civil latest plan alignment; if any mismatch is found, notify immediately to avoid last-minute changes.
- The site development permit set for early $August$ should be distributed to all by the deadlines; if it wasn’t, coordinate with the team to circulate.
- Sharing of updated fitness drawings showing the fire riser relocation to the south ramp; Timely PDF updates to be distributed to all members.

Notable Issues, Risks, and Decisions

Green Book compliance and termination plan for Building C transformer layout
- The termination plan transformer layout for Building C is planned for the $29$ (specific month/year details to be confirmed). Emphasis on ensuring PG compliance to avoid site shutdowns once plan is approved and on-site.
- Layout constraints include providing two parking spaces and a peninsula while keeping minimum clearances of $8 ext{ ft}$ in front of certain elements, and aligning with back-of-house placements for site efficiency.
- If two spaces must be sacrificed, options include moving the ramp alignment and possibly using shown dashed lines; a final determination requires AE and Planning input and cost/space impact analysis.
Power continuity during undergrounding
- The team discussed keeping the site energized during undergrounding and stated that a one-day downtime is typical for switching; however, there is interest in looping around the site to minimize disruption for the five boxes on the opposite side.
- Action: Anthony to coordinate with AE and Planning to assess feasibility of a looped power configuration and communicate any implications to the broader team.
Infrastructure coordination with external stakeholders
- Ongoing challenges with easement approvals and utility relocations outside Fellowship Plaza; potential months-long process; plan to push for earlier action and provide regular updates to the team.

Quick Reference: Key Dates and Numbers (LaTeX format)

Expected submittal for Buildings C and D: $18$ (delivery date) and $19$ (submittal date)
Plan check comments for Building A: expected by the end of $week$ or early $next$ week
Parking and setbacks: minimum clearance of $8$ feet (in relevant locations)
Two parking spaces to be sacrificed for Building C layout; potential tree removal; explore alternatives using the dashed line option
Transformer layout planning date: $29$ (for Building C transformer-related activity)
Early August: target for site development permit set distribution
Resident meeting: $25$ th (afternoon) at approximately $2:00$ PM

Quick actions for follow-up (owner assigns)

Richard: Compile and circulate the missing plan-check items for Fitness/Cottage once network access is restored; confirm Mechanical and Plumbing items.
Electrical lead: Provide progress set for Buildings B and C as soon as available; participate in cursory coordination review.
Jim: Share the fire alarm plan; coordinate with electrical and low-voltage teams; provide updates in PDF.
Joe/Huaji: Finalize lighting clarifications; share updated PDFs reflecting changes to the south ramp and fitness area.
Ferduland and team: Confirm mechanical pumping process details; share mechanical progress sets for Building D; coordinate with civil and plumbing.
Dawn: Confirm fire sprinkler coordination status; provide any updates.
Don: Prepare the resident meeting slides; ensure a uniform PowerPoint format; circulate to the team.
AE/Planning: Review parking/layout changes for Building C; evaluate the feasibility of the dash-line solution and parking-tree trade-offs.
UNR/Mark: Advance easement discussions and provide status updates; coordinate the joint trench drawings if relocation outside current easement is needed.
Anthony: Lead discussions on undergrounding and looping power for Building D; provide a more detailed plan on possible downtime and site energization strategy.

Note: If you’d like, I can convert these notes into a more concise study handout or create a discipline-by-discipline checklist to help you study for the exam. Would you prefer that format as well?