GOVERNMENT - JANUARY 2, 2014
RECAP OF GOLDEN RAIN FOUNDATION BOARD MEETING OF
DECEMBER 23, 2013
At its meeting on Tuesday, December 23, 2013, the GRF Board of Directors:
•Approved the establishment of Recreation Operations as a separate Department and amend the Foundation’s organization charts and any policies this may affect;
•approved the implementation of new language for the community facilities sign-in sheets;
•approved the purchase of 34 Windows 7 machines for the migration of outdated XP computer workstations at a cost not to exceed $25,000;
•awarded a contract to Digital Archive Technology for the scanning of approximately 1,000,000 documents or 400 boxes of Foundation and Mutual records, at a cost of $47,000, using available funds from the 2013 budget;
•ratified the amendment of the Management and Lease Agreement between the Golden Rain Foundation and Los Alamitos Medical Center, to extend the agreement for a five-year term through November 30, 2018, with the monthly minimum rental payment of $47,000;
•approved the proposal from the Orange County Water District to construct monitoring wells at the parking lot of Clubhouse Two and the southwest end of Golden Rain Road, with an easement value of $11,897 to be paid in one installment, to terminate the easement in 50 years, and have the OCWD restore the areas to the current condition at the end of the easement period; and
•approved the placement of Workers’ Compensation Insurance with Cypress Insurance Company for the period of December 31, 2013 to December 31, 2014, at an annual premium of $638,415 from the 2014 Operating Budget.
The minutes of the December Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the January Board meeting.
GRF SPECIAL MEETING
An executive session of the Golden Rain Foundation Board of Directors is scheduled for Tuesday, Jan. 7, at about 9:30 a.m. in the Clubhouse 4 Art Room. The purpose of the meeting is to discuss contract, personnel and legal matters in executive session. The agenda is as follows:
•Call to Order
•Contract, Personnel and Legal Matters
GRF TRUST BALLOT COUNTING
A special meeting of the Golden Rain Foundation Board of Directors is scheduled for 9 a.m., Tuesday, Jan. 7, in Clubhouse 4. The purpose of the meeting is to start the counting process for the GRF Trust Extension ballots. Foundation members may drop off their ballots at Clubhouse 4 between 8:30-9 a.m. The agenda is as follows:
•Call to Order
•Pledge of Allegiance
•Begin Ballot Counting
•Announce Results of Election Process
The regularly scheduled meeting of the Presidents’ Council for January has been canceled. The next meeting will be at 9 a.m., Thursday, Feb. 6, in Clubhouse 4. All are welcome. Actual participation will be limited to the presidents and director guests (one per Mutual).
1:30 p.m., Tuesday, Jan. 7, Administration
9 a.m., open forum; 9:30 a.m., meeting starts; Wednesday, Jan. 8, Administration
9:30 a.m., Thursday, Jan. 9, Administration
9:15 a.m., open forum; 9:30 a.m., meeting starts; Friday, Jan. 10, Administration
9:30 a.m., Monday, Jan. 13, Administration
9 a.m., Wednesday, Jan. 15, Administration
1 p.m., Wednesday, Jan. 15, Administration
9:30 a.m., Thursday, Jan. 16, Administration
1:30 p.m., Thursday, Jan. 16, Clubhouse 3, Room 9
9:30 a.m., Monday, Jan. 20, Administration
1 p.m., Monday, Jan. 20, Administration
1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, Jan. 21, Administration
9 a.m., open forum; 9:15 a.m., meeting starts, Wednesday, Jan. 22, Administration
9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, Jan. 23, Administration
9:30 a.m., Friday, Jan. 24, Administration
•Mutual 12, special
9 a.m., Friday, Jan. 24, Physical Property
1:30 p.m., Monday, Jan. 27, Administration
GRF COMMITTEE MEETINGS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings, which are held in the Administration Building unless otherwise noted.
•Security, Bus and Traffic
1:30 p.m., Thursday, Jan. 2
•Physical Property Committee, rescheduled due to holiday
1:30 p.m., Friday, Jan. 3
1 p.m., Monday, Jan. 6
1:30 p.m., Thursday, Jan. 9
1:30 p.m., Monday, Jan. 13
•Information Technology Services Committee
10 a.m., Tuesday, Jan. 14
1:30 p.m., Tuesday, Jan. 14
9:30 a.m., Tuesday, Jan. 21
BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
November 26, 2013
CALL TO ORDER
President Michaelides called the regular monthly meeting of the Board of Directors of the Golden Rain Foundation (GRF) to order at 10:00 a.m. on Tuesday, November 26, 2013, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
Earlier this month was Veterans’ Day. As a remembrance to those who have fought or are fighting for our country, the American Legion Auxiliary was asked for a volunteer to lead the Pledge of Allegiance. Founded in 1919, the Auxiliary is the world’s largest patriotic women’s service organization. The Leisure World Auxiliary was established in 1966 and serves in support of the local Post, and to honor the sacrifices of those who serve by enhancing the lives of veterans and their families. Mr. Michaelides introduced eight-year member and current Auxiliary President Mary Wiens.
Ms. Wiens led the Pledge of Allegiance. The President thanked her and the Auxiliary for their work in the community.
GUEST SPEAKERS—CITY OF SEAL BEACH COUNCILMEN
President Michaelides introduced City of Seal Beach City Councilmen Mike Levitt and David Sloan. The Councilmen spoke on the City’s different districts, the importance of Leisure World to the Seal Beach community and highlighted the different programs the City has instituted for the benefit of Leisure World and all Seal Beach citizens.
On behalf of the Board, the President and Executive Director thanked the Councilmen for their attendance and participation at today’s Board meeting.
The Board met in Executive Session October 25, 2013 for personnel reasons.
The Board met in Executive Session November 5, 2013 for personnel reasons.
The Board met in Executive Session November 15, 2013 for contract and legal reasons.
The Board met in Executive Session earlier this morning to hear a legal update.
Please note that due to the Christmas holiday, the December Board meeting will be held on Monday, December 23, 2013 at 10:00 a.m.
The President introduced the Foundation’s new Human Resources (HR) Manager Ruth Smith and acknowledged HR Manager Alan Bloom who is retiring on December 6, 2013. On behalf of the Board, the President thanked Mr. Bloom for his years of service and wished Ms. Smith the best of luck.
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.
Six Foundation members spoke during an open forum on subjects including the proposal for a café, community-wide hotspots, blue chairs, the Concerned Shareholders Club, modification of Clubhouse Five, the Beautification Ad hoc Committee’s proposed plans for the Main Gate area, a master plan, and social needs.
The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Winkler, Craig, Damoci, Supple, Kravitz, and Moore were present. Director Bolton was absent. Executive Director Ankeny and Controller Miller were also present.
Director Craig rose to a point of personal privilege to advise the Board that he now withdraws the motion he made at the Recreation Committee on November 8, 2013 regarding the recommendation to the Board of the proposal for a café. Director Damoci withdrew her second to the motion. After discussion, the Executive Director said that in review of the Roberts’ Rules of Order sections cited by Directors Craig and Damoci, both sections support the directors’ actions. The President said that “Approve Clubhouse Five Room Modification for Vending Machines” has been committed back to the Recreation Committee.
APPROVAL OF MEETING MINUTES
By MOTION of Ms. Stone, seconded by Ms. Coven and carried unanimously, the minutes of the regular Meeting of October 22, 2013 were approved as printed.
RESCIND REGULATION 4161, DISCLOSURE REGULATION - GIFTS
Regulation 4161, Disclosure Regulation – Gifts, sets forth the rule on how Policy 4160, Conflict of Interest – Employees, is implemented.
At its meeting on October 22, 2013, the GRF Board of Directors amended Policy 4160, adding detailed rules on gift giving between employees and Foundation suppliers, vendors and contractors. The changes to the policy are scheduled to go into effect January 1, 2014. With the updated rules now established, the gift regulation is no longer needed.
At its meeting on November 4, 2013, the Executive Committee unanimously recommended that Regulation 4161 be rescinded.
Mr. Supple MOVED, seconded by Ms. Winkler and carried unanimously -
TO rescind Regulation 4161, Disclosure Regulation – Gifts.
ADOPT POLICY 4162, GIFT DISCLOSURE –
EMPLOYEES & FOUNDATION MEMBERS
At its meeting on October 22, 2013, the GRF Board of Directors amended Policy 4160, Conflict of Interest – Employees, updating rules on the acceptance of gifts from Foundation vendors, suppliers and contractors.
In order to maintain transparency and provide clarity, it was suggested that a policy be established regarding employees accepting gifts from Foundation members.
At its meeting on November 4, 2013, the Executive Committee recommended that Policy 4162, Gift Disclosure – Employees and Foundation Members, be adopted with the following rules: that employees may accept gifts from GRF members with a fair market value up to $25; that acceptable gifts for the purpose of this policy include cash, gift certificates, food and non-alcoholic beverages, and small trinkets or merchandise; that employees may only accept gifts from GRF members when the gift is presented as a symbol of friendship, appreciation or gratitude, or during the holiday season; that GRF departments may accept gifts (plants, food and non-alcoholic beverages only) from GRF members with a fair market value up to $100; that employees and departments must notify the Executive Director in writing of any gifts within one business day; that the Executive Director shall provide a monthly report to the GRF Board of Directors of any gifts received; and that employees and departments may not accept gifts from GRF members if accepting the gift causes or gives the appearance of a conflict of interest.
If approved, this policy will go into effect January 1, 2014.
Mrs. Wood MOVED, seconded by Mr. Supple and carried with one abstention (Seifert) -
TO adopt Policy 4162, Gift Disclosure – Employees and Foundation Members.
ACCEPT DONATION OF ACCESS BUS
The Transportation Dept. operates the Minibus Fleet and the Access Bus, the latter of which serves our disabled residents and those with special needs. The current Access Bus was purchased in 2000 through a donation from resident Lillian Keim and the Golden Age Foundation (GAF). Refurbishment was completed in 2010. To provide residents with a continued high level of service and safety, staff recommends a second Access Bus be added to the fleet.
At its meeting on October 23, 2013, the GAF authorized the donation of $130,000 to pay for the purchase of an Access Bus using funds from a bequest from the estate of Jack Shiffler. At the Transportation Dept.’s request, approximately $11,600 was included in the donation to cover taxes and DMV fees and any other contingencies. If the contingencies exceed that amount, budgeted funds will be used from the Capital Acquisition Fund.
At its meeting on November 7, 2013, the Security, Bus & Traffic Committee unanimously recommended the Board accept the donation of an Access Bus.
The Transportation Dept. has gone out to bid for the purchase of a propane-fuel, low-floor bus with a ramp and one-step entry.
Mrs. Damoci MOVED and Mr. Supple seconded -
TO accept the generous donation of an Access Bus, using funds not to exceed $130,000, from a GAF bequest from the estate of Jack Shiffler.
Two members spoke on the motion.
The main motion passed unanimously.
ACCEPT DONATION OF AUDIBLE PEDESTRIAN SYSTEM
At its meeting on October 23, 2013, the Golden Age Foundation (GAF) authorized the donation of $11,895 to pay for the purchase and installation of a Polara Navigator Audible Pedestrian Push Button System using funds from a bequest from the estate of Jack Shiffler. The Polara Navigator system provides state-of-the-art audible features for visually-impaired pedestrians. The proposed system will use existing wires and facilities and will be installed at the intersection of Golden Rain Rd. and St. Andrews Dr. by Siemens, the Foundation’s current traffic light service provider.
At its meeting on November 7, 2013, the Physical Property Committee unanimously recommended the Board accept this donation.
Ms. Rapp MOVED, seconded by Mrs. Damoci and carried unanimously -
TO accept the generous donation of a Polara Navigator Audible Pedestrian Push Button System, using funds totaling $11,895 from a GAF bequest from the estate of Jack Shiffler.
APPROVE CONTRACT FOR SECTION R OF THE PERIMETER WALL
The Perimeter Wall Project has been ongoing for several years. This year, the project is located on the east side of the community.
The Physical Property Department was directed to solicit quotes for the reconstruction of Section R of the Perimeter Wall, which runs from the Main Gate continuing south 1,870 Lineal Feet (LF) along Seal Beach Boulevard, and ends behind the Faith Christian Assembly church on Annandale Drive. Section R wall was chosen for reconstruction in response to a notice from the City citing structural issues. Seven contractors were solicited, two bids were received and a bidder’s conference was held on September 16, 2013 to discuss the project.
Bids were opened at the October 2, 2013 meeting of the Physical Property Committee. The Committee concurred to have staff review the bids and provide a recommendation at the November Physical Property Committee meeting. The bids are as follows:
Alpha Construction submitted their bid forms indicating they hold a B license. Alpha was contacted and asked to provide proof of a C-29 license, as well as block wall references for 2013 masonry projects. A copy of a C-29 license was submitted for review, issued to Western Masonry and held in good standing with the Contractors State License Board (CSLB) by Roger Galindo, Alpha Construction’s operations manager. Mr. Galindo has been employed with Alpha Construction since February 2013.
Two Alpha wall reference letters were received, from the The Church in Irvine and Deerfield HOA. Both letters gave high praise to Alpha and referenced the same wall and project as the church shares a common wall with the HOA. A site visit and review of the wall was conducted; the wall was found to be a 6’ high non-retaining concrete masonry unit wall with a spread footing and stucco finish. The physical appearance of the wall and quality of the construction was found to be good.
The bid packet instructions required the contractors to submit a list of trees that, in the contractor’s opinion, need to be removed in order to re-construct Section R. Alpha provided a tree list noting 13 eucalyptus, two pine, 100 oleanders and 10 shrubs slated for removal. An estimate totaling $31,850 was obtained for removal and subsequent replacement of removed trees, oleanders and shrubs.
Dantuma Masonry stated in their submittal that tree and plant trimming is necessary 2’ off the existing wall and removal will not be necessary to proceed. Dantuma Masonry was awarded contracts for wall sections C & D in 2011 and N, P & Q in 2012; they finished on budget and on time with limited change orders. Due to the Foundation’s familiarity with their work, outside references were not requested.
At its meeting on November 6, 2013, the Physical Property Committee unanimously recommended a contract be awarded to Dantuma Masonry for this work.
Mr. Blake MOVED and Ms. Coven seconded -
TO award a contract to Dantuma Masonry to demolish and reconstruct Section R of the Perimeter Wall and install security spike strips, using budgeted funds of $499,456.50 from the Trust Improvement Fund, which includes bonds, permits and 15% contingencies for sidewalk replacement, tree and plant trimming, deputy inspection fees and unexpected change orders, and authorize the President sign the contract.
Eight members spoke on the motion. The Executive Director and Community Facilities Manager answered the members’ questions.
The motion passed unanimously.
APPROVE CONTRACT FOR MAIN GATE LANDSCAPE
The Physical Property Committee established a Beautification Ad hoc Committee on August 1, 2012. Past and current members were Addison Arnold, Betty Coven, Gloria Hadley, Mario Michaelides, Anne Seifert, Bruce Smith and Linda Stone.
At its meeting on October 22, the Ad hoc Committee reviewed conceptual plans for landscape enhancements to the Main Gate area. The Ad hoc Committee unanimously concurred to recommend the Physical Property Committee award a contract to Craig Weber and Associates (CWA), a local landscape architect, and move forward with finalization of the conceptual plans.
On November 6 the Physical Property Committee reviewed the general concept rendering for the Main Gate planter area landscaping from CWA. After discussion, the Committee unanimously recommended the Board award a contract to CWA for the following work:
Engineering (site inspection, survey and construction drawings) $ 6,545
Landscape Architectural Services (per attached contract) $12,105 TOTAL $18,650
There are sufficient monies in the Trust Improvement Fund for this work.
Ms. Coven MOVED and Ms. Stone seconded -
TO approve the funding of $18,650 for engineering and landscape architectural services to Craig Weber and Associates, and authorize the President to sign the contract.
Mrs. Damoci asked that her question and the response be included in the minutes for the record. Mrs. Damoci asked if the Board was being asked to vote on anything to do with the Main Gate globe. Ms. Coven said that this vote has nothing to do with the globe.
The motion passed with one abstention (Osborne).
APPROVE CONTRACT FOR COMM. FACILITIES
FIRE PROTECTION SERVICES
The Physical Property Dept. was directed to solicit bids for a three-year contract for Community Facilities Fire Protection Services. Services include, but are not limited to, annual testing and inspection of fire extinguishers and quarterly testing of fire sprinkler systems.
The Physical Property Department solicited bids from 11 contractors and received three. A fourth bid was submitted after the deadline and was not accepted. Three bids were opened at the October 2, 2013 meeting of the Physical Property Committee: Nationwide Fire Protection, $18,150.57; Tri-Signal Integration, $28,240; and Spectrum Fire Protection, $34,425.
Nationwide Fire Protection is currently approved to work in the community and has provided fire protection services since 2009.
After analyzing the bids, staff recommended a contract be awarded to Nationwide Fire Protection. At its meeting on November 6, 2013, the Physical Property Committee unanimously recommended the Board award a contract to Nationwide Fire Protection.
Mr. Moore MOVED and Mr. Supple seconded -
TO award a contract to Nationwide Fire Protection for fire protection services for years 2013 - 2016, at a cost of $18,150.57, using budgeted funds, and authorize the President to sign the contract.
In response to a member’s question, the Community Facilities Manager said that the contract is a three-year contract with a cost of $6,050.19 per year, totaling $18,150.57 over three years.
The motion passed unanimously.
APPROVE STRIPING PLAN FOR GOLDEN RAIN ROAD
At its meeting on September 4, 2013, the Physical Property Committee voted to accept the August 21 revisions to Anderson Penna’s Community Traffic Study. One of the revisions suggested converting Golden Rain Road to a one-lane road in each direction.
On October 2, the Committee voted to authorize the Committee Chair to sign the change order proposal giving authorization to Anderson Penna to move forward with developing a striping plan based on the Traffic Study revisions.
Due to the additional paint and labor costs associated with the new striping plan, Champion Paving was asked by staff to provide a change order proposal with a cost reflecting the use of thermoplastic paint as called out in the plans. A second proposal was also requested using standard traffic paint. Thermoplastic paint is epoxy-type paint with benefits of increased durability and retro-reflectivity over standard traffic paint.
At its meeting on November 6, the Physical Property committee reviewed the two change order proposals provided by Champion Paving for thermoplastic paint and standard traffic paint. The Committee concurred to request an additional change order proposal from Champion Paving to provide a cost to stripe all of Golden Rain Road lines and legends with traffic paint, and crosswalks on Golden Rain Road and adjoining streets with thermoplastic paint. A revised change order proposal of $42,420 to complete this work was received. After review, the Physical Property Committee recommended the Board approve the Champion Paving change order without signage, bringing the cost of the project down to $39,370. The monies for this project will be paid out of the earlier approved paving project contingency fund.
Mr. Blake MOVED and Mr. Supple seconded -
TO approve the Champion Paving change order for single lane striping of Golden Rain Road lines and legends with traffic paint, and crosswalks on Golden Rain Road and adjoining streets with thermoplastic paint, at a cost of $39,370, with funds from the Trust Street Paving project contingency fund, and authorize the President to sign the change order proposal.
Five members spoke on the motion. The Executive Director answered members’ questions.
The motion passed with one abstention (Osborne).
APPROVE TEN-YEAR PAVEMENT MAINTENANCE PLAN
Anderson Penna was awarded the engineering inspection services contract earlier this year for the 2013 Trust Street Paving Project. Physical Property Department staff approached Anderson Penna signifying the need for a complete evaluation and maintenance plan for all Trust streets in the community.
On November 6, 2013, staff reported on Anderson Penna’s proposal to perform an evaluation and ten-year recommendation for the Trust streets. The findings would tie-in with a complete reserve study that will be completed in 2014. After review, the Physical Property Committee unanimously recommended a contract be awarded to Anderson Penna for this work. Although this is an unbudgeted item, there are sufficient funds in the Operating Budget for this work.
Ms. Seifert MOVED and Mr. Supple seconded -
TO award a contract to Anderson Penna in the amount of $19,587, for a complete and prioritized study of the remaining road work to be done in the community, including an evaluation and ten-year recommendation, using funds from the Operating Budget, and to authorize the President to sign the contract.
Seven members spoke on the motion. The Executive Director answered members’ questions.
The motion passed with one no vote (DeMarco).
APPROVE INCREASE IN SERVICE MAINTENANCE
The current overtime rate for Service Maintenance staff is $52.00 per hour.
In the interest of ease of calculations, the Executive Director has requested an adjustment in the overtime rate from $52.00 per hour to $52.20 (.87 per minute) as the current overtime rate is not equally divisible by 60 (.8666 per minute).
At its meeting on November 6, 2013, the Physical Property Committee unanimously recommended the Board approve this overtime rate increase. This information was presented to the Presidents’ Council on November 7, 2013, and no objections were noted.
If approved, this rate increase will go into effect at the first payroll date in December.
Mr. Supple MOVED, seconded by Mr. DeMarco and carried unanimously -
TO approve the new Service Maintenance overtime rate of $52.20.
APPROVE PURCHASE OF LIBRARY SECURITY SYSTEM
The Library’s current security system is flawed and causing multiple problems. The system was purchased in 2009 and is a radio frequency system more appropriate for a retail establishment, not a lending library. Some of the challenges of the system include: lost barcoded cards, conflicting due dates on receipts, stolen discs, unsecure media, unhappy and confused patrons, lengthy check-out/check-in time and frequent false alarms. The system continues to be costly with frequent purchases for replacement cards.
On November 12, 2013, the Library Operations Supervisor presented quotes from three vendors and answered members’ questions on the proposed security system which uses magnetic technology. The Library Committee requested staff obtain further information from the vendors, including details on warranties, shipping costs and sales tax. The Committee further requested the Finance Committee approve the expenditure of non-budgeted monies not to exceed $22,000, from the capital improvement fund for the purchase of a new security system.
Although this is a non-budgeted expense, sufficient funds are available in the capital improvement fund for this purchase. At its meeting on November 19, 2013, the pricing information was reviewed by the Finance Committee. After discussion, the Finance Committee unanimously voted to approve the expenditure of funds for this purchase.
The quotes obtained are all within range and come from reputable Library supply vendors. The vendors would be providing comparable equipment including security gates, de/resesitizers, single and double-sided security strips, CD/DVD overlays and tag insertion tools.
A phone poll of the Library Committee was conducted on November 19, 2013, to consider the following vendors’ prices: BroDart, $16,147.44; Demco Interiors, $15,636.08; and Gaylord Bros., $15,743.78.
Seven Committee members were contacted and the Committee unanimously voted to recommend the Board award a contract to Demco Interiors for the purchase of a new security system.
Mrs. Damoci MOVED and Mrs. Wood seconded -
TO approve the purchase of a Library security system from Demco Interiors, at a cost not to exceed $22,000, using monies from the capital improvement fund.
Two members spoke on the motion. The Executive Director answered members’ questions.
The motion passed unanimously.
APPROVE PURCHASE OF MAILING MACHINE AND
Every piece of Foundation mail is processed through the Distribution Office, including all billings, SROs, late payment letters, and other official notifications.
The Distribution Office postage machine was purchased in 2006 and the folder/inserter machine was purchased in 2002. The service plan for these machines will increase 10% in 2014 if the GRF keeps the current equipment as these models have been discontinued and Neopost will no longer be able to service the equipment or provide supplies.
Staff requested bids from Neopost, Hasler and Pitney Bowes. Neopost and Hasler are sister companies of Priority Mailing Systems and provided a quote. Pitney Bowes did not return requests for response.
At the Finance Committee meeting on November 19, 2013, staff presented cost information for the purchase of replacement mailroom equipment, including service and maintenance costs. After discussion, the Finance Committee unanimously voted to recommend the Board approve the purchase of new equipment through Priority Mailing Systems. Sufficient funds were set aside in the 2013 budget for this purchase.
Ms. Winkler MOVED, seconded by Mr. Supple and carried unanimously -
TO authorize the purchase of a Neopost IN750 Postage Machine and M5500 Folder Inserter at a cost of $33,023.16, using budgeted monies from the Capital Fund.
APPROVE 2014 INSURANCE PROGRAM
The insurance policies for the GRF and Mutual Corporations were approved and renewed in November 2012 for the period of December 1, 2012, to December 1, 2013, through our broker, DLD Insurance Brokers, Inc. The premiums for 2012-2013 totaled $1,279,316.
In an effort to obtain the most competitive quotes possible and still retain the necessary terms and coverage, DLD approached 94 carriers for the Directors & Officers (D&O), Errors & Omissions (E&O), Forefront Portfolio and Property/Casualty placements. This insurance marketplace has changed considerably and many carriers are aggressively lobbying for increases of at least 10-75% depending on the line of business. For California exposures, many carriers are no longer writing the type of coverages that the Foundation needs to protect its liabilities. The loyalty and commitment from several returning carriers are evident in their quotations in that increases are kept to a minimum in spite of losses incurred.
At its meeting on November 7, 2013, the Finance Committee recommended the Board approve the contract for the placement of property, boiler and machinery, flood (excluding earthquake), general liability and automobile liability insurance with Philadelphia and the placement of umbrella liability, ForeFront Portfolio (crime, fiduciary, kidnap, ransom, extortion and workplace violence), E&O, D&O/Employee Practices Liability and Cyber Liability Coverage with the recommended carriers through DLD Insurance Brokers, Inc. for the period December 1, 2013, to November 30, 2014, at an overall premium of $1,569,126.
During an Executive Session meeting on November 15, the GRF Board of Directors concurred that option #2 for an additional premium of $17,590 to reduce the retention by $50,000 per claim for all Mutuals was ideal for the Foundation’s needs in respect to the Mutuals’ Directors and Officers and Employment Practices Liability coverages.
The total insurance premium cost is not to exceed $1,569,126. Funds in the amount of $1,537,380 have been budgeted for insurance coverage for 2013-2014.
Ms. Winkler MOVED and Mr. Supple seconded -
TO approve the contract for the placement of property, boiler and machinery, flood (excluding earthquake), general liability and automobile liability insurance with Philadelphia and the placement of umbrella liability, ForeFront Portfolio (crime, fiduciary, kidnap, ransom, extortion and workplace violence), E&O, D&O/Employee Practices Liability and Cyber Liability Coverage with the recommended carriers through DLD Insurance Brokers, Inc. for the period December 1, 2013, to November 30, 2014, at an overall premium of $1,569,126.
One member spoke on the motion. The Executive Director answered the member’s question. 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
Six directors spoke on the O.C. Council on Aging senior resource guide, a master plan, the proposal for a café, City councilmen’s discretionary funds, respect for each other, committee duties and responsibilities, reserve studies, committee charters, gratitude, Golden Age Foundation membership drive, and the Thanksgiving luncheon for veterans in Clubhouse Four.
The directors thanked the audience members for their attendance at today’s meeting and wished them happy Thanksgiving and happy Hanukkah.
The meeting was adjourned was at 12:26 p.m.
Linda Stone, Corporate Secretary
GRF Board of Directors
COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met November 14. The Managing Editor reviewed the Aged Receivables data and reported that as of October 31, the 90-day receivables were approximately $4,000. Safety articles from the Security Chief and Safety/Emergency Coordinator have been well-received. The “Support Our Advertisers” program has been popular with the Golden Rain News’ long-term and loyal advertisers. The O.C. Council on Aging Senior Guide was delivered to the community 10 days ago. Extra copies are available in Foundation offices. The Pre-Press Production Operator reported that the News is now accessible to the visually-impaired on the website. The Committee reviewed the updated sales call spreadsheet and acknowledged the sales team’s efforts in acquiring new advertisers purchasing large, colorful ads. The members reviewed the budget and year-end financial expectations. Shareholders have contributed recipes and other holiday items for publication in the News. The members spoke on website content and the overall appearance of the home page. Three committee members will work with staff on ideas for website expansion and improvement. The Centenarian Ad hoc Committee continues planning for a celebration in 2014 to honor Foundation members 100 years of age or older. The members considered a guideline or policy to monitor the number of submissions a shareholder has per issue. After discussion, the members concurred that a policy or guideline wasn’t needed and that the Managing Editor has the authority to monitor and handle the situation. A Committee member reported on newspaper printing, profit expectations and what it costs to run a 36-page newspaper every week. The members discussed this at length. Please join us for our next Committee meeting on Friday, December 13, at 1:30 p.m. in Clubhouse Three, Room Six.
•Executive Committee: Chair Supple reported that the Committee met November 4, 2013. The Committee voted to recommend the Board rescind Regulation 4161, Disclosure Regulation – Gifts, and adopt Policy 4162, Gift Disclosure – Employees and Foundation Members. Discussion of Policy 5510, Term of Contracts, will continue in December. The Executive Director spoke on the drafted policy which will be included in the employee handbook in regards to internet, e-mail, and electronic communications in an effort to make certain that employees utilize electronic communication devices in a legal, ethical, and appropriate manner. This will be discussed further in December. The Committee members discussed the capital expenses for cost centers 20, Human Resources; 30, Administration; and 33, Mutual Administration. The members heard staff reports from the Mutual Administration Manager, the HR Manager and the Executive Director. 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 Administration Conference Room will be closed for the month of December due to construction and refurbishment. Our next meeting is Monday, December 2, at 1:00 p.m. in Clubhouse Three, Room Two.
•Finance Committee: Chair Winkler reported that the Committee met for a special meeting on Thursday, November 7. The purpose of the meeting was to review and recommend the insurance options for the period of December 2013 through November 2014. Representatives from DLD Insurance answered questions, reviewed specific line-items and explained the process in obtaining competitive quotes from over 94 carriers. The Committee recommended the package that was presented to the Board today. On behalf of the Committee members, I thank the team from DLD Insurance Brokers for their professionalism and patience in explaining every factor of the insurance program. The Executive Director presented additional coverage from the insurance broker; Terrorism and Earthquake coverage. It was the consensus of the committee to decline the offer for this term. The Committee met for its regular meeting on Tuesday November 19. The Controller reviewed the monthly financial statements and answered questions from the Committee members. Our overall budget performance year to date through October 31, 2013 shows a favorable variance of 3.51%. The October Financial Statements were received for audit as presented. The members reviewed an item of correspondence from a shareholder concerning the Mutual Self-Insurance Fund. Staff presented information on the need to purchase a new Library security system. After review, the Committee unanimously approved the expenditure of non-budgeted monies from the capitol improvement fund for this purchase. Staff also presented bids for the purchase of a new postage machine with USPS- required equipment, as well as contract and meter rental fees. Sufficient funds were set aside in the 2013 budget for this purchase. The Committee unanimously voted to recommend the Board approve the purchase of new equipment through Priority Mailing Systems. The committee also voted to use funds from the Recreation capital acquisitions budget for Recreation for construction of a café. The Investment Sub-Committee Chair reported on the group’s recent meeting. They discussed the maturity on investments, Davis-Sterling Law and Fiduciary duties. The regularly-scheduled Finance Committee meeting will be held at 9:30 a.m. on Tuesday, December 17 in Clubhouse Three, Room Two.
•Information Technology Services (ITS) Committee: Chair Craig reported that the Committee met November 12. The ITS Manager provided an update on several matters. The Admin. Conf. Room will be out of commission in December due to scheduled refurbishment. Two Committee members volunteered to review and approve the table layout and placement of equipment. Staff exchanged directors’ iPads for new iPad Airs at no cost. The iPad Air is faster and more powerful, and includes needed iWorks Suite software. Staff is completing data migration for the upcoming PayChex implementation. The first test will occur with the November 24 payroll and the pay period ending December 8 will be processed live. The Committee concurred to have the ITS Manager work with the Video Producers Club to record information and provide a demonstration on the website. The Konica Multi-function printers were deployed in early November. The Mutual private websites are being constructed and will be launched soon. The records retention policy will be presented for review in December. At that time, the Committee will also make a decision on file storage vs. scanning. Funds in the 2013 budget will be used for the replacement of old XP computers and for network infrastructure improvements. A luncheon was held November 12 to recognize and thank volunteers for their years of work in scanning GRF and Mutual documents. Staff has worked with third party vendors for better modules for work orders, SROs and data entry. One vendor, MicroMain, appears to have the best work order management system and can integrate directly with Jenark, the likely candidate for the Community Management Solution. Staff requested the conversion be implemented in stages to allow sufficient testing and training, and to ensure other changes, such as the PayChex implementation, are operating properly. The members heard information on Skype use for new resident orientations. The members expressed concern with liabilities and asked staff to obtain further information on using Skype technology and to develop a proper orientation procedure. Foundation members are welcome to attend ITS meetings, especially those with a passion for technology and communication. Our next meeting will be held at 10:00 a.m. on Tuesday, December 10, in Clubhouse Three, Room One.
•Library Committee: Chair Wood reported that the Committee met November 12, 2013. The Library Operations Supervisor gave her report on the usage of Library materials. There were 13,496 items checked out in October with a year-to-date total of 137,047. There were 5,712 Library patrons in October. The Committee approved the purchase of a Konica copier coin machine for $2,781. This coin machine will be compatible with the new patron-use copy machine in the Library lobby. The Committee accepted the donation of $200 from Mutual Four shareholder Robert Smallwood. Staff presented information on the need to purchase a new security system. After review, the Committee unanimously recommended the purchase of a Library security system. I thank the Finance Committee for approving the expenditure of non-budgeted monies from the capitol improvement fund for this purchase. The Library Committee will not meet in December but please join us for our next meeting on Tuesday, January 14, 2014, at 1:30 p.m. in the Administration Conference Room.
•Physical Property Committee: Chair Blake reported that the Committee met November 6, 2013. The Committee reviewed and recommended many of the actions addressed at today’s Board meeting, including the Golden Rain Road striping plan, Main Gate landscape architectural services, section R of the perimeter wall, Community Facilities fire protection services contract, Service Maintenance overtime billing rate increase, donation of audible pedestrian system, and ten-year pavement maintenance plan. After hearing input from the Presidents’ Council in October, the Committee concurred that the vacant Building Inspector position should be filled. Staff from the Orange County Water District spoke on a proposal to install monitoring wells in the community. Wells would be installed in the Clubhouse Two parking lot area and also in the cul-de-sac area at the southwest end of Golden Rain Road. The purpose of the monitoring wells is to measure the amount of salt water intrusion into the ground water. The Committee recommended the Board approve this action. The Amphitheater lift station storm drain has been replaced; a $2,750 credit was provided. Bids were opened in October for the Pest Control and Termite Inspection Services contract. Since there was a large discrepancy in the bids provided, the Committee concurred to have staff analyze the bids and provide a recommendation in November. After analyzing the bids, it was clear that all but one bidder did not understand the scope of the work. The job will be re-bid with a simpler scope of work and bid forms. Meanwhile, the current contractor will continue to work under a month-to-month rate with no increase until the work is re-bid and a new bidder has been selected. Staff reported on the need to install four additional traffic loops at the main exit gate. Inductive traffic loop detectors are devices embedded in pavement for vehicles to drive over and trigger the signal to change. The Committee unanimously approved the proposal from Champion Paving to install four traffic loop detectors at exit lanes onto Seal Beach Boulevard for $1,600, using monies from the contingency fund. Staff reported that the bids for the Community Facilities and Golf Course Tree Trimming Services have been received. Prior to the opening of the bids, the Committee concurred to re-bid the project with revised specifications and a request for a tree inventory and history for each tree be conducted. The Committee will review the specifications before they are sent out. Shareholders are welcome to attend Physical Property Committee meetings; our next meeting is December 4, 2013, in Clubhouse Three, Room One.
•Recreation Committee: Chair Seifert reported that the Committee met on November 8 instead of November 11 due to the Veteran’s Day Holiday. Under Correspondence we received an email requesting a review of the weight room rules. Emails were also received regarding the health and safety of catering in the clubhouses, and a report on an equipment malfunction at an event. The proposal for a Downtown Cafe was presented to the Committee. Two representatives from First Class Vending answered many questions about how the vending machines would supply food items for the Cafe. A vote was taken to move this proposal forward to the GRF Board for consideration. The President of the Mini-Farmers Club described the operations of the Club and stated that 225 shareholders are presently on the waiting list for a plot. To reduce the waiting list, the Club has instituted several measures, one of which is to split some of the plots in half as they are released. Due to the great demand for plots, the Committee will keep in mind potential areas for plots, and welcomes all suggestions. Upgrades in exercise equipment, made in response to shareholder requests, are on order and should arrive shortly. The barre and mirrors in CH 6 are now scheduled for correction. Denis Craig was appointed by the Chair to work with staff on the potential relocation of the starter shack to the southeast corner of the golf course. The next meeting of the Recreation Committee is December 9th at 1:30 p.m.; please note the change of location -- CH 3, Room 2-- for this one meeting. All Foundation members are welcome to attend.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met November 7. The Security Chief presented quotes for the Lanelight Inpavement Crosswalk System and spoke on how the system works, including push button access versus self-activation and the various types of signage that can be obtained. The cost of a flashing sign costs approximately $7,500 plus installation. The cost of the crossing guard currently being used on St. Andrews Drive costs approximately $30,720 annually, and approximately 200 pedestrians are being escorted across the crosswalk daily. The Committee unanimously voted to request the Physical Property Dept. go out to bid for a Lanelight Inpavement Crosswalk System for the crosswalk near Redeemer Lutheran Church and the swimming pool, including a solar package and push button system for crossing. The Golden Age Foundation authorized the donation of $130,000 to pay for the purchase of an Access Bus. The Transportation Dept. has gone out to bid for the purchase of a propane-fuel, low-floor bus with a ramp and one-step entry. The Committee unanimously voted to recommend the Board accept the donation of an Access Bus, using funds not to exceed $130,000 from a GAF bequest from the estate of Jack Shiffler. The Security Chief presented a proposal and quotes for digital radio repeaters for the Service Maintenance and Gates & Patrols Departments. The current system is analog and no longer meets Federal requirements. Staff recommends the purchase of equipment to upgrade GRF’s radio repeaters and associated installation equipment (antenna, cables, hardware, and programming). The Committee unanimously voted to authorize the Gates & Patrol Dept. purchase radio repeaters and associated installation equipment from SJM Industrial Radio to upgrade the current system at a cost of $5,872.10, using funds from the Capital portion of the 2013 Budget. The Security Chief provided the October Gates & Patrol Activity Report. He also provided the daily speed statistics report from the radar speed detector located in Mutual Eight. He will continue to provide these reports as the radar trailer is moved. The Auto Shop/Bus Supervisor provided October Minibus Monthly Report along with the Year End Summary for 2013. The monthly informational minibus meeting was held today at Clubhouse Three, Room Three, and will be held again this evening at 6 p.m. He also reported that there were no major issues in the Automotive Dept. in October. The Community Facilities Manager reported that the major part of the 2013 Paving Project is complete and a pick-up list is currently being conducted.
EXECUTIVE DIRECTOR’S REPORT
1. Street Works
•Retention is being held until such time as the contractor corrects items on the punch list
2. Perimeter wall
•Exterior wall section R (Seal Beach Road and Mutual 1).
•Revised RFP sent to qualified contractors the week of August 26th.
•Proposals opened and reviewed at October meeting of the Physical Properties committee.
•Final recommendations made at the November meeting of the
Physical Properties Committee.
•Before the Board at the November 26th meeting
3. Conference Room
•Project planning and development completed
•Per action at the October 22nd meeting all parts and components have
•Project begins 1st week of December and is estimated to be completed
on or before January 1, 2014
NOTE: 75% of equipment received, we are following up on remaining items. All video, microphone system, and conference phone equipment received. Room reserved Tuesday, 11/26 to review layout of equipment and cabling. Note: over $3k saved from original quote presented to board after final pricing performed prior to ordering equipment this month.
1. Jenark – Will be presented to Board in January.
Final review and conference call with Jenark and MicroMain will be held next week (if we can manage to schedule it during the short week) to discuss interface. Once agreed upon, final proposals will be received from both parties so it can be presented to ITS Committee and Board in December.
2. Paychex Implementation – On schedule.
1.) Payroll set up progressing. Data set provided and they are in the process of
2.) Time and Labor settings are being defined with Paychex implementation coordinator and Accounting/IT/HR staff. Supervisor/Manager training scheduled for December 11th.
3.) HR Online data migration will begin after first payroll test run. Once this is set, a series of training calls will be scheduled with HR.
3. Mutual Private Sites – In progress
ITS working with most of the Mutuals in developing their private sites (only 4, 7, and 16 have not initiated this project yet, but we will reach out to them again). Mutual 1, 2, and 6 are close to having their site ready for release. It will be the Mutuals decision of when they want to go live and announce it. Mutual 3 already live (they were original beta test).
4. Records Management – Will be presented to Committee in December.
5. Migration to Windows 7 Hardware Purchase
Depending on how we approach this, we may or may not have to present to committee/board. Remaining 2013 capital budget will be used to purchase workstation replacements of 7 to 8 year old XP machines with Windows 7, as well as iPads and laptops for management and Directors converting from Surface to iPad. We still need to meet on this to discuss.
Konica MFP Fleet Renewal – Complete
•Required budget, reserves and insurance disclosure
documents completed and posted
•Noise Petition to the Los Angeles Dept. of Water and Power
(Haynes Generating Station.
•Petition presented to plant management
•As of November 25 over 3,750 ballots have been received.
• In a comparison of October 2012 reports to October 2013 reports, the
only significant items of note:
•Traffic, CARE and Paramedic reports
•13 reported traffic incidents/accidents for the month,
all are in the very minor to minor category.
Friendly Community Reminders
How to Help Reduce Your Risk of Falling
Did you know that falling down is the leading cause of injury death for Americans age 65 and older?
According to the Centers for Disease Control and Prevention (CDC), each year 35 to 40 percent of older adult Americans fall at least once.
Falling down is not just the result of getting older. Falling can be caused by a variety of circumstances, and many falling mishaps can be prevented.
Here are some simple steps you can take to significantly reduce your risk of injury by falling down...
•If you don’t have a regular exercise program, start one. Lack of exercise leads to weakness, and that increases your chances of falling.
•Exercise can improve your body balance and flexibility at any age, and increasing body balance and flexibility is especially important for people over 50.
Having a regular exercise program is also one of the most important ways that people over 50 can reduce their risk of falling. Exercise also makes you stronger and helps you feel better.
Try exercises that improve balance and coordination, like Yoga and Tai Chi. Because you work at your own level, these exercises are often suitable for people of any age.
•If you are over 50 and haven’t exercised regularly, check with your health care provider about the best type of exercise program for you.
About half of all falls happen at home. To increase accessibility and make your home safer:
•Remove items you might trip over (such as papers, books, clothes, and shoes) from stairs and places where you walk.
•Remove small throw rugs or use double-sided tape to keep the rugs from slipping.
•Keep items you use often within easy reach, so you can avoid using a ladder or step stool.
•Have grab bars installed next to your toilet, and install grab bars in your tub or shower.
•Use non-slip mats in the bathtub and on shower floors.
•Improve the lighting in your home. As you get older, you’ll need brighter lights to see well. Use lamp shades or frosted bulbs to reduce glare.
•If you are a senior or have a disability, it’s best to wear shoes that give good support and have thin non-slip soles.
•Age can affect the way some medications work in your body, so if you have been taking any over-the-counter medications for awhile, it’s important to tell your health care provider. He or she will be able to tell you if the over-the-counter medications are still safe for you to take.
•Look out for drugs--or combinations of drugs--that have side effects including drowsiness or disorientation. These side effects can increase your risk of falling.
This is especially important with over-the-counter cold and flu medications, which can often increase drowsiness.
•And don’t forget herbal remedies. Some remedies increase sleepiness and many react with other types of medication, which could increase your risk of falling down. Be sure to check with your health care provider before trying new medication, especially if you are already taking prescription drugs. And ask your doctor or pharmacist for a complete list of side effects you might expect when taking them
Vision problems can increase your chances of falling.
•You may be wearing the wrong glasses, or have a condition such as glaucoma or cataracts that causes vision problems or limits your vision.
•To reduce your risk of falling, have your vision checked by an eye doctor every year for early detection and correction of vision problems. If you can’t see something, it’s harder to avoid it, and this increases your risk of falling.