GOVERNMENT Dec. 26, 2013

MINUTES OF THE REGULAR MONTHLY MEETING

OF THE PRESIDENTS’ COUNCIL

SEAL BEACH LEISURE WORLD

December 5, 2013

The Regular Monthly Meeting of the Presidents’ Council of Seal Beach Leisure World was convened at 9:00 a.m. by President Crandall on Thursday, December 5, 2013, in Clubhouse Four, followed by the Pledge of Allegiance.

MEMBERS PRESENT

MUTUAL ONE Ms. Anderson

MUTUAL TWO Ms. Bahr

MUTUAL THREE Mrs. Rutledge

MUTUAL FOUR Ms. Davenport

MUTUAL FIVE Mr. Jarecki

MUTUAL SIX Mr. Garrett

MUTUAL SEVEN Mr. Bennett

MUTUAL EIGHT Ms. Page

MUTUAL NINE Mr. Green

MUTUAL TEN Ms. Cummings

MUTUAL ELEVEN Mr. Mandeville

MUTUAL TWELVE Ms. Findlay

MUTUAL FOURTEEN Mr. Bourhenne

MUTUAL FIFTEEN Mr. Crandall

MUTUAL SIXTEEN Mr. Grenrock

MUTUAL SEVENTEEN Mr. Hayes

GUESTS

Mr. Hoyt, Hoyt Roofs, Inc.

Mr. Woldhuis, Hoyt Roofs, Inc.

Mr. Michaelides, GRF President

Ms. Griepsma, Director, Mutual One

Mr. Nixon, Vice President, Mutual Two

Mr. Harris, Director, Mutual Three

Mrs. Reed, Vice President/Secretary, Mutual Four

Mr. Hood, Chief Financial Officer, Mutual Five

Ms. Rettela, Vice President, Mutual Seven

Ms. Berg, Vice President/Chief Financial Officer, Mutual Eight

Ms. Arlart, Vice President, Mutual Ten

Mr. Frambach, Vice President, Mutual Twelve

Mr. Lukoff, Vice President, Mutual Fourteen

Mrs. Obenauer, Vice President, Mutual Fifteen

Ms. Merrifield, Vice President, Mutual Sixteen

STAFF

Mr. Ankeny, Executive Director

Mrs. Weller, Mutual Administration Manager

Mr. Weaver, Community Facilities Manager

Mr. Dillon, Purchasing Supervisor

Mrs. Westphal, Mutual Recording Secretary

INTRODUCTIONS/ANNOUNCEMENTS

Mr. Crandall welcomed guests and staff to the meeting, and each President introduced the invited guest from their Mutual.

MINUTES

Mr. Crandall called for a motion to approve the Presidents’ Council Meeting minutes of November 7, 2013. Upon a MOTION duly made by Mr. Grenrock and seconded by Mr. Bourhenne, it was

RESOLVED, To approve the Presidents’ Council Meeting minutes of November 7, 2013, as printed.

The MOTION carried by a unanimous vote of the Council members.

GUEST SPEAKERS – Mr. Hoyt and Mr. Woldhuis

Mr. Hoyt and Mr. Woldhuis spoke to the Board about Hoyt Roofs Inc. which has roofed thousands of roofs in the Orange and Los Angeles County area. They do not use subcontractors, are a full-service company, and their installers are the best supervised teams of craftsmen in the industry. They have an elite level status (five star), they are fully insured, and are certified by all roofing material manufacturers. They talked about the many different choices of roofing types and colors, solar, the warranty that they offer, etc. Also, they will come to speak to the individual Boards if requested.

After answering questions, the guests left the meeting at 9:33 a.m.

GRF PRESIDENT’S REPORT

Mr. Michaelides said he was pleased to report that as of last Monday, 4,065 Trust extension ballots have been received.

PURCHASING SUPERVISOR’S REPORT

Mr. Dillon said that a status report of his department has been sent out and there has been business as usual in his department. He reported that his department is getting ready for the year-end inventory at the end of December. He hopes this will not be an inconvenience; they will be closed for one day only.

MUTUAL ADMINISTRATION MANAGER’S REPORT

Mrs. Weller presented the Mutual Administration Monthly Action Report (attached).

Mrs. Weller said all the Presidents will be receiving the Annual Election schedule the first week of January.

MUTUAL ADMINISTRATION MANAGER’S REPORT

She said there will be an article in the Golden Rain News announcing to the shareholders that their annual guest passes, coupons for carrying charges, and tax information are going to be mailed out the last week of December; there will be no late charges on carrying charges or finance charges to an account that has not been paid on time because it takes a full month to make sure everyone receives their packet.

Mrs. Weller said she is still working with resource guides about hoarding in order to make a policy for the Mutuals to adopt; it all comes down to the process in which we may use to police these matters. She said it is important that all shareholders understand the costs being incurred are because of fire damage and trip and fall issues. She will put out an information sheet about insurance, liability, and prevention; everyone has to be on the same page with this so Leisure World will be more desirable to insurance companies.

She said she will be bringing the eligibility requirements and wildlife policies at the next Presidents’ Council Meeting. Also, she is almost finished with the caregiver policy; more Mutuals are now on board with a globalized policy on this, and she will report further at the next Council Meeting.

COMMUNITY FACILITIES MANAGER’S REPORT

Mr. Weaver said he showed a demonstration of the fire stop device to the Physical Property Committee. He presented the Stove Top Fire Stop film to the Council members that showed how the device works (the video may be seen on the Leisure World website). The devices have a five-year shelf life and are $37.50 for two units, not installed. Mr. Ankeny said this device is very cost effective, easy to install, and greatly reduces the chance of fire.

Mr. Dillon warned about the use of surge protectors with space heaters because it is a huge fire hazard, and there will be an article in the Golden Rain News so residents are aware of this.

Mr. Weaver reported that the permit desk clerk hours of 9:00 a.m. to 2:00 p.m. is working out well and so are the escrow inspection clerk hours of 6:00 a.m. to 2:30 p.m. Also, the open Service Maintenance position is now filled, and he has high hopes of filling the Building Inspector position as well.

EXECUTIVE DIRECTOR’S REPORT

Mr. Ankeny reported that Mutual Sixteen is the front runner in the percentage of Trust extension ballots returned. Mutual Two has the best “raw response” at this point. The voting is going very well.

He gave each Mutual President their Mutual Resident Master File showing who has not mailed in the ballot, and an updated list will be out again soon. He said some ballots are being returned incomplete for various reasons, so when assisting shareholders, make sure they are aware of the exact and proper way to vote and return the ballot. He handed out information to the Presidents with sample verbiage to use when going door-to-door to those units that have not returned the ballot. Mr. Ankeny said that the Trust ballots turned in is presently at 61.5 percent and the goal is 75 percent.

Mr. Ankeny reported that he is working on obtaining an outside roofing consultant for the Mutuals’ use during their roofing projects because the GRF staff is busy with everyday work. It will be an independent company, fully insured, with their full attention on roofing projects, but the Building Inspectors will still be involved to some extent. The finalists will be presented to the Presidents’ Council.

Mr. Ankeny reported that as of December 1, insurance for the GRF and the Mutuals is $1.5 million with the GRF D & O Policy having a $100,000 deductible amount and the Mutuals’ D & O Policy having a $50,000 deductible amount. He said the GRF is working on excellence in safety, which is everyone’s responsibility, in order to obtain less expensive insurance. Also, legal bills and deductibles have gotten out of hand.

Mr. Ankeny said the issue of which new buyers may be approved by the Mutuals is being researched; their hands are tied in many cases by federal and state law. He said it is important to be proactive and the most important document is the Occupancy Agreement. He said that soon the new, updated Davis-Stirling Act will be available to study and compare with the previous and training will be available.

OLD COUNCIL BUSINESS

Mr. Jarecki distributed a list of comments the Ad hoc Committee on the Self-Insurance Fund has produced (attached). He said there is still much to do in reviewing this presently-inadequate Mutual policy (7303) and more input from other Presidents or their representative is needed. Mr. Ankeny said that it has to be determined what the Mutuals’ needs are for unexpected losses; the policy needs to be precise on what it covers.

Mrs. Hugo-Kirman presented her report on SKYPE Orientations (attached).

NEW COUNCIL BUSINESS

Mr. Bourhenne suggested an ad hoc committee be formed to review policies to globalize them for all of the Mutuals.

(Mr. Grenrock left the meeting at 11:05 a.m. and Ms. Merrifield took his seat at the table.)

Mr. Bourhenne and Ms. Bahr will be on the Ad hoc Committee to Globalize Mutual Policies and he asked that other volunteers contact him.

Ms. Bahr read aloud her comments regarding entitlement (see attached).

Mr. Ankeny talked about a new sign-off procedure for final inspections. After numerous Presidents’ comments, he said that the present procedure will remain in effect.

Upon a MOTION duly made by Ms. Cummings and seconded by Mr. Bourhenne, it was

RESOLVED, To cancel the January 2014 Presidents’ Council Meeting due to the holiday season.

The MOTION carried by a unanimous vote of the Council members.

PRESIDENTS’ COMMENTS

Ms. Davenport thanked the Presidents for all the hard work they do, and she asked if there could be a special day in which the shareholders could use a shredder (she was informed that there are shredders in the Administration Building and confidential containers where shredding materials may be put to be shredded by a company that comes into the community to do the shredding).

Mr. Bennett told of the situation in his Mutual where a shareholder is in a desperate situation and needs to be housed in a unit somewhere in the community until the shareholder is able to move back into their unit after repairs from the recent fire are completed.

Ms. Page asked for Toys For Tots boxes and she was informed that they will be arriving this week and will be placed at the entrance gates.

Mr. Bourhenne said he will bring an example of policies that need to be revised to the next Presidents’ Council Meeting.

Ms. Merrifield said she will be attaching some flyers about cooking fires to these minutes.

Various Presidents said Happy Holidays to all.

ADJOURNMENT

There being no further business, and upon a MOTION duly made by Ms. Findlay and seconded by Ms. Cummings, it was

RESOLVED, To adjourn the meeting at 11:44 a.m.

The MOTION carried by a unanimous vote of the Council members.

Attest

Esther Cummings, Secretary

PRESIDENTS’ COUNCIL

(These are tentative minutes, subject to approval by the Council members at the next Presidents’ Council Meeting.)

NEXT MEETING: FEBRUARY 6, 2014

GOP WOMEN

The Rossmoor-Los Alamitos Republican Women, Federated, held an installation luncheon Dec. 14 at the Cypress Courtyard by Marriott. Members and guests donated dozens of toys to the Orange County Fire Department’s Spark of Love program.

Michelle Steel, vice chair of the California Board of Equalization representing the board’s third district, thanked the 2012 board of directors for their service to the club. The 2013 Board of Directors was installed by Cypress Mayor Leroy Mills. Allan Mansoor, state assemblyman representing the 74th Assembly District, welcomed the 2013 board.

Both Mansoor and Steel will be in the Republican primary for the Orange County Board of Supervisors Second District seat being vacated by termed-out Supervisor John Moorlach. They will be the club’s guest speakers at the Jan. 18 meeting.

—Margene Walz

YEAR END PAYMENT PACKETS

In the last two weeks of December, shareholders will receive in the mail the year-end payment packet containing the monthly carrying charge payment information for 2014. Also included are four 2014 guest passes, 12 carrying charge payment coupons, or a direct debit statement, and property tax information.

People who do not receive payment information and guest passes by Jan. 7 should contact the Stock Transfer Office for assistance.  

There will be no late charges or finance charges for January to assure that all shareholders have received their payment coupons and payment information. 

For more information about monthly carrying charge payments for 2014, contact Stock Transfer at 431-6586, extension 346, 347 or 339.

—Carol Weller, Mutual Administration Manager

CARPORT CLEANING

The following is the remainder of the holiday carport cleaning schedule for 2013:

Christmas Day

•Mutual 11, Carports 132-133, will be cleaned Monday, Dec. 30, instead of Wednesday, Dec. 25.

•Mutual 12, Carports 141-146, will be cleaned Monday, Dec. 30, instead of Wednesday, Dec. 25.

•Mutual 15, Carports 4-5, will be cleaned Monday, Dec. 30, instead of Wednesday, Dec 25.

New Year’s Day 2014

•Mutual 1, Carports 17-20, will be cleaned Tuesday, Dec. 31, instead of Wednesday, Jan. 1, 2014.

•Mutual 2, Carports 21-24, will be cleaned Tuesday, Dec. 31, instead of Wednesday, Jan. 1, 2014.

•Mutual 17, Building 1, will be cleaned Tuesday, Dec. 31, instead of Wednesday, Jan. 1, 2014.

GRF COMMITTEE MEETINGS

The Golden Rain Foundation Board welcomes shareholders to open committee meetings. The following is the schedule for January:

•Security, Bus and Traffic

1:30 p.m., Thursday, Jan. 2, Administration

Physical Property Committee, rescheduled due to holiday

1:30 p.m., Friday, Jan. 3, Administration

Executive Committee

1 p.m., Monday, Jan. 6, Administration

Communications Committee

1:30 p.m., Thursday, Jan. 9, Administration

Recreation Committee

1:30 p.m., Monday, Jan. 13, Administration

Information Technology Services Committee

10 a.m., Tuesday, Jan. 14, Administration

Library Committee

1:30 p.m., Tuesday, Jan. 14, Administration

•Finance Committee

9:30 a.m., Tuesday, Jan. 21, Administration

MUTUAL MEETINGS

•Mutual 17

1:30 p.m., Tuesday, Jan. 7, Administration

•Mutual 4

9 a.m., open forum; 9:30 a.m., meeting starts; Wednesday, Jan. 8, Administration

•Mutual 12

9:30 a.m., Thursday, Jan. 9, Administration

•Mutual 3

9:15 a.m., open forum; 9:30 a.m., meeting starts; Friday, Jan. 10, Administration

•Mutual 9

9:30 a.m., Monday, Jan. 13, Administration

•Mutual 5

9 a.m., Wednesday, Jan. 15, Administration

•Mutual 7

1 p.m., Wednesday, Jan. 15, Administration

•Mutual 2

9:30 a.m., Thursday, Jan. 16, Administration

•Mutual 11

1:30 p.m., Thursday, Jan. 16, Clubhouse 3, Room 9

•Mutual 16

9:30 a.m., Monday, Jan. 20, Administration

•Mutual 15

1 p.m., Monday, Jan. 20, Administration

•Mutual 14

1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, Jan. 21, Administration

•Mutual 10

9 a.m., open forum; 9:15 a.m., meeting starts, Wednesday, Jan. 22, Administration

•Mutual 1

9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, Jan. 23, Administration

•Mutual 6

9:30 a.m., Friday, Jan. 24, Administration

•Mutual 12, special

9 a.m., Friday, Jan. 24, Physical Property

•Mutual 8

1:30 p.m., Monday, Jan. 27, Administration

PRESIDENTS COUNCIL MEETING

The regularly scheduled meeting of the Presidents’ Council for January has been canceled.

All Leisure World member/shareholder/owners are invited instead to attend the next meeting at 9 a.m., Thursday, Feb. 6, in Clubhouse 4.

Actual participation will be limited to the presidents and director guests (one per mutual). Suggestions for discussion topics may be submitted to mutual president for consideration.

—Esther Cummings