GOVERNMENT MAY 1, 2014
NAVAL WEAPONS STATION WINS AWARD
The Department of Defense named the Seal Beach Naval Weapons Station as the 2014 Secretary of Defense Environmental Award winner in the category of Sustainability, Industrial Installation. This award recognizes the efforts of base personnel to increase efficiency and sustainability in the use of raw materials, energy, water or other resources while minimizing the facility’s impact to the environment.
“This is a great win for our environmental team,” said commanding officer Capt. Tripp Hardy. “It also shows the tremendous cooperation between our environmental staff and every organization and tenant on base.”
One of the most ecologically important areas in Southern California, the weapons station is home to many endangered and threatened species and contains the only National Wildlife Refuge within five counties. The base has a long-standing history of cooperation with local environmental groups and regulators. Commencing operations in 1944, the base is the Pacific Fleet’s premier munitions loading and storage installation and services an average of 50 U.S. Navy warships annually.
The Leisure World Democratic Club will soon embark on a major “get out the vote” effort. This will include an advertisement in The Golden Rain News recommending candidates Sue Savary, Jose Solorio, Joel Block and Jim Moreno. On May 15, a two-page mailer will be sent to approximately 3,000 registered Democrats and selected independent voters in Leisure World, urging every one to vote.
A month before the General Election, there will be a concerted effort by volunteers to contact voters by phone or in person.
Leisure World members are invited to the Presidents’ Council meeting at 9 a.m., today, May 1, in Clubhouse 4. Actual participation will be limited to the presidents and director guests (one per mutual). The Presidents’ Council will not meet in June due to Mutual elections.
GRF COMMITTEE MEETINGS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings.
All meetings are held in the Administration conference room unless otherwise noted.
The following is the schedule through May.
•Security, Bus and Traffic
1:30 p.m., Thursday, May 1
1 p.m., Monday, May 5
•Physical Property Committee
1 p.m., Wednesday, May 7
1:30 p.m., Thursday, May 8
1:30 p.m., Monday, May 12
•Information Technology Services Committee
10 a.m., Tuesday, May 13
1:30 p.m., Tuesday, May 13
9:30 a.m., Tuesday, May 20
GRF SPECIAL MEETING
An executive session of the Golden Rain Foundation Board of Directors is scheduled for Friday, May 9, at 1 p.m. in the Administration Conference Room.
The purpose of the meeting is to hear a legal update in executive session.
The agenda is as follows:
•Call to Order
•Legal / Contract Matter
GRF MUTUAL MEETINGS
1:30 p.m., Tuesday, May 6, Administration
9:30 a.m., Thursday, May 8, Administration
9:15 a.m., open forum; 9:30 a.m., meeting starts; Friday, May 9, Administration
9:30 a.m., Thursday, May 15, Administration
•Mutual 14, annual
10 a.m., Thursday, May 15, Clubhouse 4
•Mutual 7, annual
10 a.m., Friday, May 16, Clubhouse 4
1 p.m., Monday, May 19, Administration
1 p.m., open forum; 1:30 p.m. meeting starts, Tuesday, May 20, Administration
9 a.m., Wednesday, May 21, Administration
•Mutual 10, annual
10 a.m., Wednesday, May 21, Clubhouse 4
9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, May 22, Administration
•Mutual 11, annual
10 a.m., Thursday, May 22, Clubhouse 4
•Mutual 12, special
9 a.m., Friday, May 23, Physical Property
•Mutual 9, annual
10 a.m., Friday, May 23, Cluhouse 4
9:30 a.m., Friday, May 23, Administration
•Mutual 8, annual
10 a.m., Tuesday, May 27, Clubhouse 4
•Mutual 16, annual
2 p.m., Wednesday, May 28, Clubhouse 4
•Mutual 4, annual
10 a.m., Wednesday, May 28, Clubhouse 4
The following mutuals cancelled meetings: Mutual 4, 7, 8, 9, 10, 11 and 16.
CITY DOG REGULATIONS
Seal Beach city officials have seen an uptick in complaints about dogs on the beach, dogs on the pier, unleashed dogs and adherence to sanitary standards.
The Seal Beach Municipal Code bans dogs and other pets from the city beach. Signs are posted prohibiting dogs on the pier. Pets are allowed on Huntington Beach’s “Dog Beach” on Pacific Coast Highway between Seapoint Avenue and 21st Street.
The city code also mandates that pet owners must remove animal waste from city and private property. Pet owners must responsibly pick up after their dogs to protect the environment and ensure the enjoyment of the facilities by human visitors.
Licensed dogs may run off leash at the city’s dog park at Arbor Park located at the north side of Lampson Avenue at Heather Street. The park lets dogs be unleashed within the fenced areas. Dogs must be on leashes in other parts of the city, according to the city code. Residents must display pet licenses when using the dog park. Non-residents can purchase a dog park license through Long Beach Animal Care Services. For more information, call 570-PETS.
The Golden Rain Transportation Department will conduct an informational meeting on using the Minibus service from 10-11 a.m., today, May 1, in Clubhouse 3, Room 3. The orientation session will repeat at the same location from 6-7 p.m.
Bus service orientations are held on the first Thursday of every month.
The sessions are for new and current shareholders who would like to learn about the minibus system routes and timetables. Information on the Golden Rain Access Bus service and other bus and transportation services available inside the community is included.
For more information, call minibus supervisor Grant Winford at 431-6586, ext. 372.
GRF BOARD MINUTES
BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
March 25, 2014
CALL TO ORDER
President Michaelides called the regular monthly meeting of the Golden Rain Foundation Board of Directors to order at 10:00 a.m. on Tuesday, March 25, 2014, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
In recognition of its service to the community Joan Shramek of the Friends of the Library was asked to lead today’s Pledge of Allegiance. The Friends of the Library is a non-profit, all-volunteer corporation that operates the Friends Bookstore. The Friends of the Library recently donated $12,000 in scholarships to local colleges with library science programs. The Friends of the Library is a very popular organization and hosts boutique items year round. Joan Shramek is the Corporate Secretary of the Friends of the Library and has been involved with the organization for more than 8 years.
Mrs. Shramek led the Pledge of Allegiance. The President thanked her and the Friends of the Library Club for their work.
The Board met in Executive Session on March 14, 2014 to hear a legal and personnel update.
The Board met for a special meeting concerning markings on Golden Rain Road on March 19, 2014. The minutes of this meeting are scheduled for approval in April.
The Board met earlier this morning in Executive Session to hear a legal update.
The 2014 election season is underway. This year, GRF directors will be elected from even-numbered Mutuals. Candidate applications and other election materials are available for pick-up in Administration.
Item #14, “Approve Farmers Market 90-day Trial Period Contract” has been withdrawn from today’s agenda.
Please make a note on your calendar that the May 27, 2014 GRF Board meeting will be rescheduled due to a conflict with the Mutual Eight annual meeting and luncheon. The GRF Board meeting will now be held at 10:00 a.m. on Thursday, May 29, 2014 in Clubhouse Four.
In accordance with Policy 5610, Participation by Foundation Members, members may enter into a comment period prior to the beginning of business. Members must register their requests in advance of the meeting. Comments are limited to four minutes.
No Foundation members submitted a form to speak.
The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Craig, Damoci, Supple, Kravitz, Bolton, and Moore were present. Director Winkler was absent. Executive Director Ankeny and Controller Miller were also present.
APPROVAL OF MEETING MINUTES
By MOTION of Mr. DeMarco, seconded by Mrs. Wood and carried with one abstention (Bolton), the minutes of the regular Meeting of Feb. 25, 2014 were approved as printed.
By MOTION of Ms. Stone, seconded by Mrs. Wood and carried with one abstention (Bolton), the minutes of the special Meeting of March 14, 2014 were approved as printed.
AMEND POLICY 1460, CLUBHOUSE RULES
Policy 1460, Clubhouse Rules, addresses the use of the clubhouses by Foundation members.
After review, it was determined that the policy needed to be updated to provide clarity and reflect current operations. Suggested changes include: change clubhouse operating hours from 7:30 a.m. until 10:30 p.m. to 7:00 a.m. until 10:00 p.m. daily; specify the Clubhouse Six Exercise Room’s operating hours of 6:00 a.m. to 8:00 p.m.; change “resident” to “member;” specify that malfunctioning and/or damaged equipment should be reported to the custodian or Recreation Department; specify that masking tape is the only adhesive allowed to attach items to walls; remove information about eating or drinking in clubhouses; add information about hand sanitizers and decibel sound level limits; consolidate table tennis information; clarify that the reserving Foundation member shall be assessed additional charges for custodial or staff time if the event extends beyond the prearranged hours; remove statement that clubhouse privileges are subject to revocation if the policy is not followed; and specify that candles will only be permitted in non-carpeted community facilities.
At its meeting on March 10, 2014, the Recreation Committee unanimously recommended amending this policy.
Mrs. Damoci MOVED, seconded by Ms. Seifert and carried unanimously -
TO amend Policy 1460, Clubhouse Rules, to change clubhouse operating hours from 7:30 a.m. until 10:30 p.m. to 7:00 a.m. until 10:00 p.m. daily; specify the Clubhouse Six Exercise Room’s operating hours of 6:00 a.m. to 8:00 p.m.; change “resident” to “member;” specify that malfunctioning and/or damaged equipment should be reported to the custodian or Recreation Department; specify that masking tape is the only adhesive allowed to attach items to walls; remove information about eating or drinking in clubhouses; add information about hand sanitizers and decibel sound level limits; consolidate table tennis information; clarify that the reserving Foundation member shall be assessed additional charges for custodial or staff time if the event extends beyond the prearranged hours; remove statement that clubhouse privileges are subject to revocation if the policy is not followed; and specify that candles will only be permitted in non-carpeted community facilities.
ADOPT POLICY 5520, RESERVES; AND RESCIND POLICIES 5521, INVESTMENT OF SPECIAL ACCOUNTS AND 5521.3, APPROVE
AUTHORIZATIONS FOR SPECIAL ACCOUNTS
As set forth in Civil Code §5300(b), all associations are required to prepare a reserve study. Reserve funds are established to repair, restore or maintain major common area components.
It was recently determined that a policy should be adopted defining the Foundation’s assets for the purpose of performing and maintaining reserve studies.
Policy 5520, Reserves, sets forth information on assets, reserve studies, use of reserve funds, banking and investment of reserve funds, expenditures and emergencies.
Policy 5521, Investment of Special Accounts, outlines the guidelines for the Golden Rain Foundation to follow for investments. Policy 5521.3, Approved Authorizations for Special Accounts, outlines the verbal and written instructions for investments and transactions, and states that monies are to be held in custody with approved banking institutions. It is recommended these policies be rescinded and their content be corrected, when necessary, and incorporated into Policy 5520.
At its meeting on March 18, 2014, the Finance Committee unanimously recommended the adoption of Policy 5520 and rescission of Policies 5521 and 5521.3.
Ms. Coven MOVED and Ms. Stone seconded -
TO adopt Policy 5520, Reserves, to set forth information on assets, reserve studies and use of reserve funds, and rescind Policies 5521, Investment of Special Accounts, and 5521.3, Approved Authorizations for Special Accounts.
Ms. Coven MOVED and Mr. Craig seconded –
TO amend the motion by replacing 6i of the Policy Draft with the following statement: “Reserve funds shall not be comingled with any other Foundation funds and the Board shall exercise prudent fiscal management in maintaining the integrity of the reserve account.”
Eight directors and the Executive Director spoke on the motion to amend.
After discussion, Mr. Supple MOVED, seconded by Mrs. Damoci and carried with one no vote (Seifert) -
TO commit the matter to the Finance Committee.”
APPROVE RESERVE STUDY – PHASE ONE
As set forth in Civil Code §5300(b), all associations are required to prepare a reserve study. Reserve studies are planning tools to assist associations anticipate and prepare for the property’s major repair and replacement projects.
The Executive Director contacted three professional reserve study companies for pricing information on conducting a reserve study:
Reserve Studies, Inc. $24,800
Advanced Reserve Solutions $28,750
Association Reserves $29,200
At its meeting on March 18, 2014, the Finance Committee unanimously recommended the Board award a contract to Reserve Studies, Inc., in the amount of $24,800 to perform a Phase One Reserve Study for the Golden Rain Foundation.
The reserve study includes creation of a component inventory, condition assessment, financial analyses, and color photographic inventory of the components for the grounds, recreation and administrative buildings, operational equipment, and major infrastructure. This includes roads, landscape and hardscape areas, building envelopes, major structural components, essential systems (plumbing, electrical, and mechanical - such as boilers, HVAC equipment, supply and disposal systems), and required life safety equipment. The study includes site improvements such as parks and recreation amenities, fencing, property bounding hardscape, the interior finishes and fixtures of the recreational and administrative buildings (painting cycles, wall coverings, flooring) and attached fixtures (bathroom & kitchen fixtures, light fixtures, drinking fountains, etc.), interior furnishings, small appliances and components as outlined in proposed Policy 5520, Reserves.
Ms. Stone MOVED, seconded by Mr. Supple and carried with one abstention (Osborne) -
TO award a contract to Reserve Studies, Inc., in the amount of $24,800 to perform a reserve study for the Golden Rain Foundation.
AMEND POLICY 5562, AMPHITHEATER PROGRAMS
Policy 5562, Amphitheater Programs, directs the Community Facilities Manager to provide different programs for the summer Amphitheater season on an annual basis.
After review, it was determined that the policy needed to be updated to reflect current operations. Suggested changes to the policy include: changing “Community Facilities Manager” to “Recreation Supervisor;” changing “resident” to “member;” removing the $15,000 per show cost limit; stating that the Recreation Supervisor is authorized to contract programs at or less than the budgeted amount; and reducing the number of nonresident guests from four to one per resident cardholder.
At its meeting on March 10, 2014, the Recreation Committee unanimously recommended the Board amend this policy.
Mrs. Damoci MOVED and Mr. Moore seconded -
TO amend Policy 5562, Amphitheater Programs, to change “Community Facilities Manager” to “Recreation Supervisor;” change “resident” to “member;” remove the $15,000 per show cost limit; state that the Recreation Supervisor is authorized to contract programs at or less than the budgeted amount; and reduce the number of nonresident guests from four to one per resident cardholder.
Mr. Craig MOVED and Mrs. Damoci seconded –
TO amend the motion to include information that caregivers may attend amphitheater programs when they are on-duty and accompanied by their employer/Foundation member, that the on-duty caregivers will not be counted as guests, and that caregiver badges must be worn at all times.
Four directors spoke on the motion.
The motion to amend passed unanimously.
The main motion, as amended, passed unanimously.
APPROVE REPLACEMENT OF CLUBHOUSE ONE
At its meeting on December 9, 2013, the Recreation Committee reviewed a proposal for the replacement of furniture in the Clubhouse One lobby. The Committee appointed a subcommittee to review the existing furniture layout and type of furniture to be purchased, and to carry over the funds from the 2013 budget to the 2014 budget for the purchase of new lobby furniture.
At the Recreation Committee meeting on March 10, 2014, the subcommittee presented a new schematic for the placement of furniture in the Clubhouse One lobby. Much of the furniture is being reclaimed from the Purchasing Department and being refurbished; some furniture will be new.
It is estimated that the cost to purchase new furniture and reclaim existing furniture is $14,541.84. There are sufficient funds in the 2014 budget for this purchase.
At its meeting on March 10, 2014, the Recreation Committee unanimously recommended this purchase.
Ms. Stone MOVED and Ms. Rapp seconded -
TO approve the replacement of Clubhouse One lobby furniture, using funds not to exceed $15,000 from the 2014 capital budget.
Nine directors and the Executive Director spoke on the motion.
The motion passed with one no vote (Supple).
AWARD PEST CONTROL AND TERMITE INSPECTION
The five-year contract with Fenn Termite & Pest Control, which provides for the interior and exterior spraying of the community facilities for pests and insects, expired on October 31, 2013. The Foundation has been paying month-to-month at the current rate of $7,025.04.
Specifications were prepared by the Physical Property Dept. and five contractors were asked to submit bids. Four bids were opened at the Physical Property Committee meeting on February 5, 2014:
Staff was asked to analyze the bids. While reviewing the contractors’ prices it became apparent that there was a large gap between low and high bidders. Staff contacted all bidders to verify they were bidding on the correct items. Roadrunner Exterminating and Fenn Termite & Pest Control submitted corrected bids.
Sufficient funds will be allocated in the next three years for this service.
Mr. Moore MOVED and Mr. Craig seconded -
TO award a three-year contract to Fenn Termite & Pest Control for pest control services in the community facilities in the amount of $35,276.76 per year (or $11,758.92 per year), for the period April 1, 2014 through March 31, 2017, using funds from the operating budget, and authorize the President to sign the contract.
Two directors spoke on the motion.
The motion passed unanimously.
APPROVE CREDIT CARD SOLUTION – PHASE ONE
In order to provide better service to Foundation members and advertisers, it has been suggested that credit card payment options be established. Providing credit card options would create better point of sale control, reduce cash payments, and improve tracking of all counter and payment transactions. Providing credit card payment options would improve advertising sales opportunities and decrease delinquencies.
Information on credit card and point of sale (POS) options and deployment has been reviewed for several months. Staff presented various options and recommended Elavon’s NCR Silver Credit Card / POS Solution. Staff also recommended that the implementation of a credit card / POS solution be deployed in stages; the News Office will serve as the pilot program (phase one) of this solution.
Elavon’s NCR Silver system, a US Bank-partnered program, will provide the Foundation with the ability to receive credit card payments, implement a POS solution for control of cash boxes and a price look-up database management system, as well as report on sales and customer activity. The cost of two NCR Card Readers is $158. Monthly fees are approximately $206 and can be expensed against the operational fund.
News Department sales staff will be provided with the mobile version of the solution, which includes two iPads and card readers to be used while out in the field meeting with potential advertisers. Phase One will provide insight as to how the Foundation will eventually adjust GRF pricing on items and advertisements we sell to recoup the interchange costs that credit card payments will incur. The cost of two iPad Minis is $1,018 and can be expensed against the capital fund.
At its meeting on March 18, 2014, the Finance Committee unanimously recommended the Board approve Phase One of the Credit Card Solution.
Ms. Rapp MOVED, seconded by Mrs. Damoci and carried unanimously -
TO approve the implementation of Phase One of the Elavon NCR Silver Credit Card / POS Solution, using non-budgeted monies from the operational fund (monthly fees) and capital fund (hardware), and authorize the President to sign the contract.
ACCEPT 2013 AUDITED FINANCIAL STATEMENTS
A draft of the 2013 audited financial statements for the Golden Rain Foundation was presented by the firm of NSBN, LLP through the GRF Controller.
The auditors informed the Golden Rain Foundation that they will issue an unmodified (previously “unqualified”) opinion or “clean” report, meaning that the financial statements are fairly presented, in all material respects, in conformity with the accounting principles generally accepted in the United States of America. An unmodified opinion also means there were no material weaknesses or problems found that would require a modified opinion to be issued.
At its meeting on March 18, 2014, the Finance Committee unanimously recommended the Board accept the 2013 audited financial statements for the Golden Rain Foundation.
Ms. Stone MOVED and Mrs. Wood seconded -
TO accept the 2013 audited financial statements for the Golden Rain Foundation, prepared by NSBN, LLP.
One director and the Executive Director spoke on the motion.
The motion passed unanimously.
COMMITTEE CHAIR REPORTS
The Committee Chair reports are included at the end of the minutes as attachments.
EXECUTIVE DIRECTOR’S REPORT
The Executive Director’s report is included at the end of the minutes as an attachment.
The Controller’s report is included at the end of the minutes as an attachment.
BOARD MEMBER COMMENTS/REQUESTS
Eleven directors spoke on the Downtown Café, the Centenarian luncheon, the Clubhouse One lobby ridge beam, recent fire incidents, carrying HO6 insurance, Friends of the Library seal garden, Board organization and the need for long range planning.
The President thanked the audience members for their attendance at today’s meeting.
The meeting was adjourned at 11:14 a.m.
Linda Stone, Corporate Secretary
GRF Board of Directors
COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met March 13. The members and staff spoke on the publication of a recent election-related item in PartyLine Plus that was not in compliance with Policy 5025, Election Procedures. A retraction will be published in the next edition. The ITS Manager reported that the website had almost 16,000 hits in February, with 7,400 hits from unique IP addresses. He and the Executive Director spoke on plans for a community information phone number. They also spoke on installing digital billboards throughout the community; Administration will serve as the pilot program. The Executive Director shared three submissions in the “water wise” logo search. After review, the Committee concurred that all three logos should be published and credited in the Golden Rain News. The Executive Director shared Foundation member statistic information, including ages, male/female ratio and years of residence. This information will be published in the News. The ITS Manager spoke on updates to the website, including the addition of photos to the Board of Directors page, separating onsite and offsite resources, and separating the “about us” page into historical and current information. The GRF will need to obtain permission from individuals to include photos of themselves or their homes; consent forms have been prepared. Articles have run in the News recently asking clubs to provide additional information for publication on the website. The members reviewed advertising sales figures. An updated form is being developed. After discussion, the Committee concurred that while the Foundation may not endorse certain advertisers, we welcome their advertising dollars. If approved by the GRF Board of Directors, the sales staff will be phase one of the credit card iPad deployment. The Website Subcommittee meets regularly to consider improvements to the community website. After discussion, the Committee unanimously approved funding for a one-year City of Seal Beach Chamber of Commerce license. The Centenarian Ad hoc Committee continues its plans for a luncheon celebration on April 10, 2014 to honor Foundation members 100 years of age or older. The Committee voted to authorize the Golden Rain Foundation underwrite the luncheon up to $1,000 if necessary. Policy 2850, Display Advertising Commissions, sets forth how News Office staff is paid commissions for display and classified advertising. The Communications and Executive Committees have reviewed a policy draft at length. It was recently suggested that commissions should not be paid for classified ads. The Committee unanimously voted to amend its recommendation to the Board. A Committee workshop will be scheduled at a later date to review all media and communications-related policies and draft a committee charter. Please join the Communications Committee at its next meeting on Friday, April 11, 2014, at 10:00 a.m. in Clubhouse Three, Room Six.
•Executive Committee: Chair Supple reported that the Committee met March 3. The HR Manager, Executive Director and Mutual Administration Manager provided reports. The Employee handbook is being reviewed by the Foundation’s Labor attorney. Upon completion, the handbook will be reviewed by the Executive Committee and then the GRF Board of Directors. The Committee recommended the Board amend Policy 4310, Vacation Procedure; rescind Regulation 4322, Sick Leave Program; amend Policy 4420, Group Life Insurance; amend Policy 4441, Long-Term Disability Insurance; amend Policy 4610, Performance Evaluation; rescind Regulation 4611, Performance Evaluation Procedure; amend Policy 5021, GRF Organization Chart. The Committee also recommended the rescission of 12 organization chart policies and adoption of Policy 5023, Foundation Department Organization Charts. The Committee unanimously recommended the President, with Board ratification, establish an Architectural and Landscape Committee. The Committee went into Executive Session to review personnel matters and hear a legal update. Foundation members are welcome to attend and participate in Executive Committee meetings. The next meeting is Monday, April 7, 2014, at 1:00 p.m. in the Administration Conference Room.
•Finance Committee: Chair Winkler reported that the Committee met March 18. The Controller reviewed the financial reports, variance summaries, balance sheet, capital budget, the Mutual Self-Insurance Fund (MSIF) and cash flow activity. The February financial statements were received for audit as presented. A draft of the 2013 audited financial statements for the Golden Rain Foundation was presented by the firm of NSBN, LLP through the Controller. The auditors informed the GRF that they will issue an unmodified (previously “unqualified”) opinion or “clean” report, meaning that the financial statements are fairly presented, in all material respects, in conformity with the accounting principles generally accepted in the United States of America. An unmodified opinion also means there were no material weaknesses or problems found that would require a modified opinion to be issued. The Committee recommended the Board accept the 2013 audited financial statement. The members were given an update from the ITS Manager on credit card payment options. News Department sales staff will be provided with the mobile version of the solution, which includes two iPads and card readers to be used while out in the field meeting with potential advertisers. The Committee unanimously recommended the Board approve the implementation of Phase One of the Elavon NCD Silver Credit Card / POS Solution, using non-budgeted monies from the operational fund (monthly fees) and capital fund (hardware), and authorize the President to sign the contract. The Committee reviewed three proposals to perform a Phase One Reserve Study for the Foundation. The Committee unanimously recommended the Board award a contract to Reserve Studies, Inc., in the amount of $24,800 to perform a Phase One Reserve Study for the Golden Rain Foundation. It was recently determined that a policy should be adopted defining the GRF’s assets for the purpose of performing and maintaining reserve studies. Policy 5520, Reserves, has been prepared to set forth information on assets, reserve studies, use of reserve funds, banking and investment of reserve funds, expenditures and emergencies. Policy 5521, Investment of Special Accounts, outlines the guidelines for the GRF to follow for investments. Policy 5521.3, Approved Authorizations for Special Accounts, outlines the verbal and written instructions for investments and transactions, and states that monies are to be held in custody with approved banking institutions. The Committee unanimously recommended the Board rescind these policies and their content be corrected, when necessary, and incorporated into Policy 5520. The next Finance Committee meeting will be held at 9:30 a.m. on Tuesday, April 15, 2014, in the Administration Conference Room.
•Information Technology Services (ITS) Committee: Chair Craig reported that the ITS Committee did not meet in March; however, the Committee is anticipating a busy meeting next month. We will hear information on the Jenark conversion, the records retention project and other updates. Foundation members are welcome to attend ITS meetings, especially those with a passion for technology and communication. The next ITS Committee meeting will be held at 10:00 a.m. on Tuesday, April 8, 2014, in the Administration Conference Room.
•Library Committee: Chair Wood reported that the Committee met Tuesday, March 11, 2014. The Library Operations Supervisor gave her report on the usage of Library materials. There were 11,743 items checked out in February and a total of 24,159 items checked out in 2014. There were 5,224 Library patrons in February. She noted that Library patronage usually dips after the holidays, however the Library staff anticipates a busy summer with the various reading and author programs. The members and staff discussed the possibility of extending the Library’s operating hours in the future and the necessary budget adjustments for staffing. Staff presented information on Novelist, a subscription-only database of reading recommendations utilized by libraries around the world. It is a comprehensive source of book information that includes expert recommendations, reviews, articles and lists. After discussion, the Committee unanimously voted to authorize the purchase of a one year subscription to the Novelist Plus web database at a cost of $2,000, using refunded monies not included in the 2014 budget. Shareholders with a passion for one of the most popular community facilities are welcome to attend Library Committee meetings; the next meeting is scheduled for Tuesday, April 8, 2014, at 1:30 p.m. in the Administration Conference Room.
•Physical Property Committee: Chair Blake reported that the Committee met March 5, 2014. The Committee heard staff reports and updates on several projects. The Committee took the following actions: concurred to request staff obtain three bids for two core sample tests in Clubhouse Four, go with the best qualified bid, and if the bid is more than $5,000, staff will obtain approval from the Chair prior to the start of the required testing; voted to request staff obtain three qualified bids for inspection services for the five bridges on Golden Rain Road and obtain the last inspection report for the bridges from the City of Seal Beach; recommended the Board approve the installation of two automatic doors in Clubhouse Three; recommended the Board award a three-year contract to Fenn Termite and Pest Control for a total of $35,276.76, using funds from the Operating Budget, and authorize the President to sign the contract; recommended the Perimeter Wall Section A, along Westminster Avenue, be constructed to the new property line along the canal; recommended staff construct and place a shade screen on top of the Clubhouse One propane tank lattice work to make it aesthetically more pleasing at a cost not to exceed $600 and to show plant selections to Mutual Seventeen for their input; approved the cost of signage, using existing posts, stating “Fire Lane No Parking” along Golden Rain Rd. at a cost not to exceed $2,500, and approved the cost of painting the curbs red along Golden Rain Rd. at a cost not to exceed $8,000; and approved the formation of a Subcommittee to include the Community Facilities manager and a representative from each mutual along Golden Rain Rd. because they are the most affected by the fire lane signage and curb painting. The Chair will provide the names of its members at the next Committee meeting for approval. The next Physical Property Committee meeting is Wednesday, April 2, 2014. Shareholders are welcome to attend.
•Recreation Committee: Chair Seifert reported that the Committee met March 10 in the Administration Building. An additional ballet barre, either fixed to the wall or portable, was requested for Clubhouse Six. After much discussion this request was denied. However, if it becomes clear that the ballet class size continues to increase, further consideration will be given. It was recommended that the flooring in Clubhouse Four be delayed since the type of flooring desired is over-budget and the Committee agreed that it would be prudent to view all improvements to the Clubhouse at the same time. This approach would better coordinate decorating into a cohesive theme. The Golden Age Foundation will consider making a donation towards document shredding for GRF members. This would allow document shredding to continue as it has in the past at no cost. Policy 1432 regarding caterer qualifications and catering rules in clubhouses will be reviewed at the next meeting. Policies regarding exercise room and pool rules are also scheduled for review at the next meeting. Two policies, 1464 and 1464.1, will be combined into a new policy. Also, policies 1461 and 1462 will be combined into a new policy. A change in Policy 5562 was recommended to limit members to one guest when amphitheater shows are extremely popular. Policy 1460 regarding Clubhouse rules was reviewed with proposed revisions voted and recommended by the Committee. The Committee voted to keep the present configuration of the Clubhouse Five lobby which allows for an extra conference room. The Clubhouse One lobby furniture plan and cost was presented to the Committee. With this arrangement, better use of the space can be made for laptop/internet member usage, and reservations for informal meetings or classes. The next meeting of the Recreation Committee is April 14 at 1:30 p.m. on the second floor or the Administration Building. All Foundation members are welcome to attend.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met March 6, 2014. The Committee was very pleased with the positive response to the Security Dept.’s name change. The Vice Chair reported that Traffic Enforcement Ad hoc Committee has met several times. The members have completed a rewrite of 1920.1 through a flow chart for what happens from ticket issuance on. They are next meeting to work on the penalty phase. The policy draft will be presented to the Mutuals for feedback at the April Presidents’ Council meeting. The Security Chief reported that staff will attend a terrorism presentation provided by the O. C. Intelligence Assessment Center. Seal Beach Police will also be in attendance. During February there were nine fire incidents, twelve theft reports including a slight rash of bicycle thefts early in the month and a motorcycle was taken from a carport. Four newly-purchased patrol cars are currently on the assembly line and should be delivered to the community in April. The new Access bus is scheduled for delivery in July. A “ride along” program will be initiated with patrol officers for the GRF Board and Mutual Presidents. This will be a way for them to understand a patrol officer’s job and what they encounter while patrolling the community. Staff presented various reports. The Security Chief continues to meet monthly with the Mutual Administration Manager and the Social Services Liaison monthly to discuss issues of mutual interest. Foundation members are welcome to attend Security, Bus & Traffic Committee meetings; the next meeting is scheduled for Thursday, April 3, 2014 at 1:30 p.m. in the Administration Conference Room.
EXECUTIVE DIRECTOR’S REPORT
1. AUDIBLE PEDESTRIAN SYSTEM (Donation from Golden Age Foundation)
•First presented to the Security, Bus & Traffic Committee on 11/7/13
•Golden Rain Foundation Board approved the donation on 11/26/13
•Contract sent to contractor
•Contractor modified contract
•Waiting for execution of contract
•Contract signed 2/20/14 material on order estimated installation is mid April
2. SECTION R OF THE PERIMETER WALL
•First presented to the Physical Property Committee early 2013
•Golden Rain Foundation Board approved $499,456.50 on 11/26/2013
•Applied for Permits and Bonds
•Work to start the week after 1/1/2014
•Replacement of wall proceeding as scheduled
•Physical Property Committee to look at possibly adding the North Entrance Wall to the current Perimeter Wall project
•Ted Stamen will be out on 2/20/14 to inspect roots pruned during footing installation near Mutual 17
•Several trees will need to be removed recommendation coming from Ted Stamen. RFP was sent out bids due March 14. Cost will be presented at next PPC Meeting
•Project is 60% complete
3. TEN-YEAR PAVEMENT MAINTENANCE PLAN
•First sent to Physical Property Committee 11/6/13
•GRF Board approved Anderson Penna at $19,587 on 11/26/13
•Work in progress
•A draft of the plan was presented and should be available for the March Physical Property committee Meeting
•Committee is reviewing plan
4. ACCESS BUS (Donation from Golden Age Foundation)
•First sent to Security, Bus & Traffic Committee 11/7/2013
•Specifications and quotes in process
•GRF Board approved donation of bus November 26
•Final specifications, sales agreement and payment schedule signed 12/30/2013
•The drafting and layout phase of the project is in process
•August delivery is estimated
5. PEST CONTROL COMMUNITY FACILITIES AND MUTUALS
•First presented at Physical Property Committee on 10/2/13
•Bids had large discrepancy and staff recommended resubmitting Request for Proposal to simplify bid forms
•Request for Proposal in process
•Bidders Conference completed bids will be opened at February Physical Property Committee Meeting
•Physical Property Department analyzing bids,
•Action to choose contractor will be requested at next Physical Property meeting
•Committee recommended to GRF Board for approval
•Action by GRF Board requested at its March meeting
6. PHARMACY ENTRANCE
•Physical Property Committee agreed to look at the possibility of using Project Funds not used after the Pavement Project is completed to reduce risk in this area
•Physical Property was asked to look the cost to provide covered bus benches in front of the Pharmacy to prevent pedestrians from tripping over the curb
•Estimate of $26,000 to install three bus shelters
•Craig Webber looking into possible solution to the area
•Proposed solution to be presented to PPC in April
7. TREE TRIMMING
• At the November Physical Property Committee meeting Requests for Proposal were brought to the meeting prior to reporting the bid amounts. The consensus of the Committee was to re-bid the project with revised specifications and request a tree inventory be conducted
•The Executive Director recommended an independent arborist consultant be speak to the Committee
•Ted Stamen will make a presentation on January 31 on caring for trees and HOA’s responsibilities this will take place at Clubhouse 4 at 1:00; all are welcome
•Action by the Physical Property Committee to have Ted Stamen create specifications for tree trimming was passed at the February meeting
•Ted Stamen in the process of creating specifications to be used for RFP
•RFP for Community Tree Trimming in process
8. LIGHTED PAVEMENT CROSSWALK AT SWIMMING POOL ON ST. ANDREWS DR.
•At the 11/7/2013 Security, Bus & Traffic Committee meeting the Committee sent a request to the Physical Property Committee to send out Request for Proposals for a lighted pavement crosswalk system
•Specifications for the Request for Proposal are complete
•RFP out for bid
•Bidders conference is 2/14/14 and bids are due back 3/3/14
•One bid opened at the PP Committee Meeting members asked staff to review the manufacture and check with Hawaiian Gardens as to what contractor they used
•Recommendation from staff to go with manufacture with a 5 year warranty
9. CLUBHOUSE FIVE PAINTING
•Budgeted amount $26,000 in 2013 Budget for interior and exterior of building
•Bids were opened at the 11/2/13 Physical Property Committee meeting
•Physical Property Department staff are in process of analyzing bids
•Physical Property Committee approved forwarding the budgeted funds to 2014
•Action by the Committee to send request to GRF Board will be made at the January Physical Property Committee meeting
•Action by the GRF Board to approve a contract with PrimeCo Painting in the amount of $19,985 was made at its January meeting
•Color selection in process
•Physical Property Committee color option A of the color chart selected.
•Work in process projected completion date mid April
10. CLUBHOUSE FOUR FLOORING
•Budgeted amount of $40,000 in 2013 Budget
•Request for Proposals were sent out and are due back 12/9/13
•Physical Property Committee approved forwarding the budgeted funds to 2014
•Bid opening conducted at the January Physical Property Committee meeting
•PP Committee asked staff to analyze the bids and bring back information to an upcoming meeting
•Material selection in process
•PPC instructed staff to provide moisture information on floor
•RFP for Moisture Test in process
11. CLUBHOUSE FIVE FIRST FLOOR FLOORING
•Budgeted amount of $10,000 in 2013 Budget
•Three quotes were obtained 12/2/2013
•Committee asked staff to analyze bids and report back at the next meeting
•Action by the Physical Property Committee to recommend the GRF Board approve project
•Item on the GRF Board agenda for action in January
•Action by the GRF Board to approve a contract with Golden State surfaces for $20,200 at its January meeting
•Contract executed material on order scheduled for delivery the last week of February
•Carpet installation in Vending Café is complete, the remainder will be installed after interior is painted
12. CLUBHOUSE THREE SOUND PANELS – ROOMS 1-9
•Per the Capital Acquisition and approval of GRF President contract was signed 12/18/2013
•Work is in progress
•Project scheduled for completion mid February
•Room 1 is waiting for back ordered mounting clips to complete project
•Estimated completion date 03-21-14 13. PAVING PROJECT
•Bids received Nov. 2, 2012 for pavement reconstruction on Golden Rain Road, N. Fairfield Lane, Prestwick Road and Admin/Amphitheatre parking lots.
•Phys Prop Comm. Mtg. Nov. 7, 2012 bids were opened, the committee requested staff coordinate and arrange a bus tour of proposed streets and parking lots.
•Bus tour taken with committee members Dec. 17, 2012 to view Golden Rain Road, N. Fairfield Lane, Prestwick Road and Admin/Amphitheatre parking lots to asses and prioritize streets.
•Phys Prop Comm. Mtg. January 2, 2013 staff was instructed to get pricing on engineering inspection services for the project.
•Phys Prop Comm. Mtg. February 6, 2013 engineering inspection service proposals were reviewed and staff was instructed to present additional information and options of how much work can be done within the allotted budget at the next meeting.
•Phys Prop Comm. Mtg. March 6, 2013 staff presented 3 project scenarios using Champion Paving as the low bidder which included bids for engineering, the committee voted to recommend the Board approve Project 3 (Golden Rain Rd and Admin/ Amphitheatre parking lots) and award a contract to Champion Paving and AndersonPenna in for engineering inspection services and pull additional monies from the Trust Improvement Fund.
•GRF Board Mtg. March 26, 2013 GRF Board approved Phys Prop Comm. recommendation.
•Paving project began April 22, 2013.
•Phys Prop Comm. Mtg. October 2, 2013 the committee voted to authorize the Chair to sign the M.J. Jurado change order to perform the replacement of the amphitheater lift station storm drain with funds from paving contingency fund.
•GRF Board Mtg. Nov. 26, 2013 Board approved the Champion Paving change order for single lane striping of Golden Rain Rd. lines and legends with traffic paint, and crosswalks on Golden Rain Rd. and adjoining streets with thermoplastic paint, with funds to be used from the Trust Street Paving project contingency fund.
•Meeting with contractor January 21st to finalize remaining punch list items and invoicing.
•Punch list in process
•Action by the GRF Board to act on parking / stopping issue on Golden Rain will be made at its February meeting
•Last punch list item was completed 3/18/14 10% retention will be held for 30 days
•Fire Lane Signage installed along Golden Rain Rd
•Change order for painting red curbs on Golden Rain Rd created by action of GRF Board 3/19/2014
•Work scheduled for March 21, 2014
14. ST. ANDREWS GATE IMPROVEMENTS
•Phys Prop Comm. Mtg. Aug. 7, 2013, the committee reviewed the Community Traffic Survey which included safety improvements for the St. Andrews Gate.
•On September 20, 2013 the Phys Prop Comm. Chair signed the proposal authorizing AndersonPenna to move forward with developing St. Andrews Gate improvement plans.
•AndersonPenna is in the process of completing the St. Andrews Gate improvement plans and review by the Phys Prop Comm. at their February 5, 2014 meeting is anticipated.
•Plans have been completed item was presented at the PP Committee in February
•Action by the Physical Property Committee to send out an RFP was made at its February meeting
•RFP is process
15. VENDING MACHINE CAFÉ
•GRF Board approved the modification of Clubhouse 5 for vending machine usage
•Work in process
•Electrical permit to be signed off on 2/20/14
•Carpet installation week of March 3
•Vending machine installation upon completion of carpeting
•Project Completed (pending exterior signage upon completion of CH5 Painting)
16. AUTOMATIC GATE AT MAIN GATE EXIT
•Action by the SB&T Committee to have Physical Property Dept. send out RFP was made
•Physical Property Department developed RFP
•Physical Property Department received 3 bids
•Contract executed on 1/21/14
•Completion date is 4/7/14
17. BLIND FOR CLUBHOUSE ONE PROPANE TANK
• Action by the Physical Property Committee to install a lattice blind around the tank and have Ms Coven choose the landscaping was made at its February meeting
• Service Maintenance opened a work order for this task
• Pending final plant selection
18. PERIMETER WALL PROJECT 2014
• Action by the Physical Property Committee at its February meeting to inspect the condition of the remaining walls and bring back to the Committee 3 options to replace section L and M was requested
• Inspections in process
• Physical Property Committee at its March meeting asked staff send out RFP for grading plans at Perimeter Wall section L and M with wall to be moved to the outer edge of property
• RFP in process
19. LIBRARY SEAL GARDEN
• Action to accept the donation to upgrade the garden at the Library made at the Physical Property Committee meeting in January
• The Garden club has approved Total Landscape Maintenance to complete the Seal Garden Project
• A contract with Total Landscape Maintenance is drafted. GRF will pay the invoice and collect the donation from the Garden Club
• A contract with Total Landscape Maintenance is executed. GRF will pay the invoice and collect the donation from the Garden Club
•Work to start 3/19/2014
20. BRIDGE INSPECTIONS
•PPC asked staff to check with the City and county and obtain cost for inspection of 5 bridges on Golden Rain Road.
•Communication with the city and county opened
21. CLUBHOUSE THREE AUTOMATIC DOOR CLOSURES, WEST SIDE RESTROOMS
•GRF Board approved amount not to exceed 10,000 for installation
•RFP is out and due in by 3/21/2014
22. AUTO DOOR OPENERS FOR CLUBHOUSE THREE RESTROOMS
•At the 12-09-13 Recreation Committee meeting a Committee Member requested we look into auto doors for Clubhouse three restrooms
•The estimated cost per door is $3,289.00
•The Recreation Committee sent this item to the Finance Committee to review the budget for available funds from the 2014 budget
•Sent to Physical Property for R.F.P. on March 14 2014
• Jenark agreement signed by Mr. Michaelides effective 2/24.
• Jenark management team is meeting (internally) next week to review the entire project.
• Thereafter, we will be meeting with them about the kickoff meeting and project management assignment.
• MicroMain agreement will be signed when Mr. Michaelides returns from vacation on 2/24. Kickoff meeting will be scheduled with them soon after as well.
• Kick-off meeting scheduled for March 20, 2014
• MicroMain and Jenark holding kick-off meeting this week for their partnered integrations and customizations
• Creation of dedicated Jenark system server in process
2. Records Management
•First half of records in storage picked up in January. According to Digital Archive, 50% of this set has been scanned. The rest will be completed within 2 weeks.
•2nd half of records in storage will be picked up on Feb. 26th for scanning.
•All remaining records (HR, Mutual Administration, Finance) picked up Feb. 26th.
•Scanned documents will be sent to CoroData for storage as approved
3. Migration to Windows 7 Hardware Purchase
•100% deployment complete of machines purchased in December
•Remaining Windows XP Machines
•21 machines remain to complete Foundation migration
•9 additional machines will be purchased
•12 existing machines will be upgraded to Windows 7 with the purchase
of additional memory (90% savings over machine replacement)
•2014 Reserve Study
•Performance of a stage 1 reserve study as require by state statue
•Finance Committee recommendation to the Board
•Action item on the Boards March 25th agenda
•2013 Budget – Annual Audit
•January 20 through 31 – Auditors’ fieldwork (completed)
•18 – Finance Committee approved the recommendation to the
Board to fund the Contingency Operating Fund with 5% of
the average five years of operating costs ($122,060) and to
distribute the remainder of these funds to the Mutuals.
•25 – Board approval of the excess income and the distribution
•Mutual Boards approve their respective year-end statements
• 11 - Income tax filings were delivered and paid
• 18 – Finance Committee recommendation to the Board to
approve the audited financial statements
• 25 – GRF board approval of the audited financial statements
• Print financial statements for distribution in April
•April – Distribute all 2013 audited financial statements via the Golden
Rain News with the April 17th edition.
•As of December 19 over 4400 ballots have been received.
•Required notice for meeting to open ballots will be posted.
•Banners and signs to be removed beginning January 2nd.
•Notice posted of ballot results in the GRF News the week of January 13th.
•January 7, 2014 Ballot Measure approved (4,642 Yes, 84 No, $2, Abstention)
•GRF Corporate Consul amending the Trust Document for recording
per the ballot.
•Notarized signatures of all Mutuals completed on 2/20/14.
•Signed document forward to legal counsel for recording on 2/21/14
•Upon receipt of the recorded document and full copy will be mailed to
•March Recorded Trust Amendment Received (Copies available upon request).
•Hard copies will be mailed to all Shareholder/Members in accordance
with the law in April.
•In a comparison of February 2012 reports to February 2013 reports, the
only significant items of note:
•Fire (minor occurrences)
•Incident and Paramedic calls
•10 reported traffic incidents/accidents for the month, all are in the very minor to minor category.
•License Plate Recognition System
•Approved at the Special Board meeting of March 14
•Hardware ordered March 19
•Annual Realtor’s Conference for Golden Rain Board & Mutual Boards
•Date at this time is set for Friday, April 4, 2014 from 9:00 am to Noon
•Meeting will be in Clubhouse 4 from 9:00 am to Noon.
Friendly Community Reminders
•During the past 6 weeks there has been a marked increase in emergency response to fires!
These fires primarily involve the kitchen stovetop (and ovens). The majority of the cooking fires occur because of unattended cooking. However, residential kitchen fire safety has come a long way since the days when smoke alarms and fire extinguishers were the only available firefighting tools. With some know-how and the right equip ment, your safety and the safety of your fellow Shareholders/Members can be safer than ever before.
•Hang Around. Staying in the kitchen while cooking gives you a better chance of stopping potential fires from starting and of reacting quickly if they do. Avoid leaving the room to use the phone, watch TV or use the computer or leave to see a neighbor. Store anything combustible (fabric potholders, towels, rags, paper food packaging, and so on) away from heat.
•Know the Oil’s Limits. While some electric range burners can reach 1,400 degrees Fahrenheit, cooking oils can ignite when heated past 700 degrees Fahrenheit. Many kitchen fires start when the cooking oil catches fire in the pan. To combat these fires, the National Fire Prevention Association recommends turning the knob to cut off the heat source and putting a lid over the fire to smother it. Have out a cover for that pan out ahead of time, just in case there is a fire, you’ll have it ready.
•Use Technology. You may forget to watch the stove constantly when the doorbell rings or the phone rings. There is an available device with its built-in motion sensor that shuts the power off to your electric range if the device doesn’t detect movement in a specific period of time.
•Retrofit Your Hood. Stovetop FireStop is a dry-chemical fire extinguisher in a can. The 12-ouce cans use magnets to attach to the underside of your hood and release their powder once a stovetop fire’s flames reach the FireStop. This device is very inexpensive and very effective.
•Call for Help. DIYers know when a project is better off left to the pros, and the same logic extends to fire suppression. Ask your building inspector if he can help you with the products that we have available to help prevent fires.
Fires within our community are devastating and have had significant impact to maintenance assessments through increasing insurance costs directly related to fires. Let’s all work together to bring to an end of stovetop and kitchen fires that only you can prevent.
In the event of any Fire, call 911