GOVERNMENT SECTION JAN 30 2014
CALL 9-1-1 FROM LAND LINES FOR FASTEST SERVICE
Leisure World residents who dial 9-1-1 from their cell phones may not be directly connected to the local dispatch center, causing potential delays in service, according to a newsletter by Seal Beach Councilwoman Ellery Deaton.
“In case of an emergency, use a land line and dial 911, if possible,” she suggests.
“If it is not possible to use a land line, then call the dispatch center directly from your cell phone.”
The dispatch center’s direct line is (562) 594-7232, which can be programmed into cell phones for Seal Beach emergencies.
Some 9-1-1 cell phone calls make it through, but others are diverted by transmission towers to Long Beach or the California Highway Patrol instead of to the Seal Beach dispatch center—also known as the West Comm Dispatch Center.
West Comm also serves the residents of Los Alamitos and Cypress.
Misdirected calls are promptly relayed to local police and fire, according to police officials.
MUTUAL ELECTIONS CHART
Any Mutual member in good standing is eligible to be a candidate for his or her Mutual Board of Directors. A member in good standing is defined as a shareholder (or homeowner in Mutual Seventeen) who is no more than 30 days in arrears of their carrying charge. There are three ways for members in good standing to be considered candidates:
(1) Be nominated by their Mutual’s Nominating Committee at least 60 days before the Annual Meeting (or be on a slate of candidates submitted by the Mutual Secretary if the Mutual does not have a nominating committee), OR
(2) Bypass the Mutual and submit an “Application for Candidacy” to the Stock Transfer Office during the Mutual’s application submission period (dates are shown on the accompanying chart), OR
(3) Be nominated from the floor during the Mutual’s Annual Meeting.*
Candidates who are placed in nomination in a timely manner, either by the Mutual or by self-nomination, will be listed on the Secret Mail-in Ballot that is mailed to each household in a Mutual. *Note that potential candidates who are nominated from the floor during their annual meetings will not be listed on the Secret Mail-in Ballot. All self-nominated candidates must submit an “Application for Candidacy.”
The Application for Candidacy forms are available at the Stock Transfer Office in the Administration Building. The application can be returned in person or by mail to the Stock Transfer Office.
Resumes are optional. Candidates who are placed in nomination by their boards may submit a resume to the Mutual Secretary before the slate is due. Candidates who are self-nominated may attach their resume to their completed applications.
For further information on being a candidate, call 431-6586, ext. 347 or 348.
All Leisure World member/shareholder/owners are invited to attend the Presidents’ Council meeting Thursday, Feb. 6, at 9 a.m. in Clubhouse 4.
Actual participation will be limited to the presidents and director guests (one per mutual). Suggestions for topics for discussion may be submitted to mutual presidents for consideration.
RECAP OF GOLDEN RAIN FOUNDATION BOARD MEETING OF
JANUARY 28, 2014
At its meeting on Tuesday, Jan. 28, the Golden Rain Foundation Board of Directors:
•disbanded the Trust Ad hoc Committee;
•approved the resolution placing the above-named assets into the Golden Rain Foundation Trust by proper filing at the County of Orange Clerk-Recorder’s Office;
•adopted Policy 4190, Anti-Fraud Policy, to provide increased protection to the assets and financial interests of the Golden Rain Foundation;
•amended Policy 5601, Open Board Meetings, to change the GRF Board meeting date from the third Tuesday to the fourth Tuesday of the month;
•authorized funds not to exceed $5,000, for the legal review of the new employee handbook;
•awarded a contract to Prime Co Painting in the amount of $19,985, for the interior and exterior painting of Clubhouse Five, using budgeted funds from the Trust Improvement Fund, and authorize the President to sign the contract;
•awarded a contract to Golden State Surfaces, Inc., to replace the downstairs carpet in Clubhouse Five, using $10,000 in the Capital Acquisitions Budget and $10,200 in the Trust Improvement Fund, and authorize the President to sign the contract;
•approved the purchase of 122 blue chairs from Office Interiors Plus, using funds from the 2014 Capital Acquisitions Budget;
•approved the construction of a café on the first floor of Clubhouse Five, including the acquisition of furniture and vending machines, at an approximate cost of $11,040, not including tax or delivery, using reallocated monies from the Trust Improvement Fund, and to issue a three-year contract with First Class Vending, Inc., with a 30-60 day-out clause, to provide the vending machines, microwave, beverages, food supplies, and service as specified;
•approved the purchase of four 2014 Chevrolet Impala Limited Police 1WS1 vehicles from George Chevrolet at a total price not to exceed $110,000, using budgeted funds from the Capital Acquisitions Fund; and
•approved a Jenark and Micromain solution, using Trust Improvement Funds not to exceed $260,000, and authorize the President to sign the contract.
The minutes of the January GRF board meeting, including committee chair and staff reports, will be published in the Golden Rain News upon approval at the February board meeting.
The minutes of the December board meeting begin on page 25 of this issue.
SPECIAL MEETING MINUTES
BOARD OF DIRECTORS
GOLDEN RAIN FOUNDATION
January 7, 2014
In accordance with Article V, Section 3, of the corporation bylaws and pursuant to due notice being delivered to the Directors and shareholders, a special meeting of the Board of Directors of the Golden Rain Foundation was called to order by President Michaelides at 9:00 a.m. on Tuesday, January 7, 2014, in Clubhouse Four. Approximately 10 Foundation members were in attendance. Mrs. Wood led the Pledge of Allegiance.
The President announced that the purpose of today’s meeting is to begin the ballot counting process in the Trust extension vote. Accurate Voting will begin tabulating the ballots momentarily. This is expected to take approximately 3-5 hours. The election results will be announced at the end of the meeting and will be published in Thursday’s edition of the Golden Rain News. Per legal requirement, the public is welcome to observe the counting process.
Once the counting begins, the Board will adjourn to the Art Room for an Executive Session meeting to review legal, contract and personnel matters.
In accordance with Policy 5610, Participation by Foundation Members, members may enter into a comment period prior to the beginning of business. Foundation members must register their requests in advance of the meeting, and comments are limited to four minutes.
No Foundation member submitted a written or verbal request to speak.
Following the roll call, Corporate Secretary Stone reported that Directors Michaelides, Blake, Seifert, DeMarco, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Winkler, Craig, Damoci, Supple, Kravitz and Moore were present. Director Bolton was absent.
SPECIAL ELECTION FOR TRUST EXTENSION
The President introduced the principals of Accurate Voting Services (AVS), Inc., Ms. Cheryl Wilson and Ms. Cathy Tinnelly. Ms. Wilson reported that over 4,700 ballots were received from Foundation members and a quorum was present. The polls were closed at 9:07 a.m. and the counting process began.
The Board left the dais at 9:15 a.m. to attend an Executive Session Board meeting in the Clubhouse Four Art Room.
At 1:30 p.m., the Board resumed its place on the dais when the ballot counting was concluded. Ms. Wilson reported the election results as follows:
The President said that the Trust extension vote is now concluded. On behalf of the GRF Board of Directors, he extended his sincere thanks to the volunteers, Mutual Board members and staff that assisted with this project.
The meeting was adjourned at 1:32 p.m.
CARPORT CLEANING SCHEDULE
The following is the holiday carport cleaning schedule for 2014:
•Mutual 10, Carports 117-124, will be cleaned Thursday, May 29, instead of Monday, May 26.
INDEPENDENCE DAY, July 4
•Mutual 2, Carports 27-29, 36-38, will be cleaned Monday, June 30, instead of Friday, July 4.
•Mutual 3, Carports 43-44, will be cleaned Monday, June 30, instead of Friday, July 4.
•Mutual 1, Carports 1-6, 9-10, will be cleaned Friday, Aug. 29, instead of Monday, Sept. 1.
•Mutual 17, Building 3, will be cleaned Friday, Aug. 29, instead of Monday, Sept. 1.
VETERANS DAY, Nov. 11
•Mutual 3, Carports 45-50, will be cleaned Friday, Oct. 31, instead of Tuesday, Nov. 11.
•Mutual 4, Carports 51-53, will be cleaned Friday, Oct. 31, instead of Tuesday, Nov. 11.
THANKSGIVING DAY, Nov. 27
•Mutual 11, Carports 130-131, will be cleaned Friday, Nov. 28, instead of Thursday, Nov. 27.
•Mutual 15, Carports 3, 6-8, 10-13, will be cleaned Friday, Nov. 28, instead of Thursday, Nov. 27.
•Mutual 16, Carport 9, will be cleaned Friday, Nov. 28, instead of Thursday, Nov. 27.
•Mutual 11, Carports 130-131, will be cleaned Monday, Dec. 29, instead of Thursday, Dec. 25.
•Mutual 15, Carports 3, 6-8, 10-13, will be cleaned Monday, Dec. 29, instead of Thursday, Dec. 25.
•Mutual 16, Carport 9, will be cleaned Monday, Dec. 29, instead of Thursday, Dec. 25.
NEW YEAR’S DAY, Jan. 1
•Mutual 2, Carports 25-26, 30-35, will be cleaned Wednesday, Dec. 31, instead of Thursday, Jan. 1.
MUTUAL MEETING SCHEDULE
•Mutual 3, special
11 a.m., Tuesday, Feb. 4, Physical Property
1:30 p.m., Tuesday, Feb. 4, Administration
9:30 a.m., Monday, Feb. 10, Administration
9 a.m., open forum; 9:30 a.m., meeting starts; Wednesday, Feb. 12, Administration
9:30 a.m., Thursday, Feb. 13, Administration
9:15 a.m., open forum; 9:30 a.m., meeting starts; Friday, Feb. 14, Administration
•Mutual 15, rescheduled meeting
1 p.m., Friday, Feb. 14, Administration
1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, Feb. 18, Administration
9 a.m., Wednesday, Feb. 19, Administration
1 p.m., Wednesday, Feb. 19, Administration
9:30 a.m., Thursday, Feb. 20, Administration
1:30 p.m., Thursday, Feb. 20, Clubhouse 3, Room 9
•Mutual 16, rescheduled meeting
9:30 a.m., Monday, Feb. 24, Administration
1:30 p.m., Monday, Feb. 24, Administration
9 a.m., open forum; 9:15 a.m., meeting starts, Wednesday, Feb. 26, Administration
9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, Feb. 27, Administration
•Mutual 12, special
9 a.m., Friday, Feb. 28, Physical Property
9:30 a.m., Friday, Feb. 28, Administration
Mutuals 15 and 16 cancelled their Feb. 17 meetings because of the
Presidents Day holiday.
GOLDEN RAIN FOUNDATION COMMITTEE MEETINGS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings. The following is the schedule for February:
1 p.m., Monday, Feb. 3, Administration
•Physical Property Committee,
1 p.m., Wednesday, Feb. 5, Clubhouse 3, Room 1
•Security, Bus and Traffic
1:30 p.m., Thursday, Feb. 6, Administration
1:30 p.m., Monday, Feb. 10, Administration
•Information Technology Services Committee
10 a.m., Tuesday, Feb. 11, Administration
1:30 p.m., Tuesday, Feb. 11, Administration
1:30 p.m., Thursday, Feb. 13, Administration
9:30 a.m., Tuesday, Feb. 18, Administration
• Traffic Enforcement Ad Hoc Committee
2:30 p.m., Thursday, Feb. 20, Administration
• GRF Board
9 a.m. executive session, 10 a.m. regular meeting, Clubhouse 4
GRF BOARD MEETING MINUTES DEC. 23 2013
BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
December 23, 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 Monday, December 23, 2013, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
In recognition of its service to the community, Major Fred Seiler of the Salvation Army was asked to lead today’s Pledge of Allegiance. Most of us know the Army from its tambourines and Christmas kettles. However, it is a Protestant church and non-governmental relief agency that assists with natural and man-made disasters in over 120 countries. The Leisure World branch was founded in 1975 and meets every Monday night in Clubhouse Four. Local members participate in education programs, service projects and missionary efforts. Major Seiler is a World War II Air Force Veteran and was ordained in 1952 as a chaplain and Lieutenant in the Salvation Army.
Major Seiler led the Pledge of Allegiance. The President thanked him and the Salvation Army for their work in the community.
The President reported that item #8 on the agenda, Amend Policy 2850, Display Advertising Commissions, was being removed as it needs to be approved by the Executive Committee before being considered by the Board.
With no further changes, Mrs. Wood MOVED, seconded by Mr. Supple and carried unanimously –
TO approve the December Board meeting agenda as revised.
The Board met in Executive Session December 6, 2013 for personnel reasons.
The Board met in Executive Session December 17, 2013 for contract and legal reasons.
The Board met in Executive Session earlier this morning to hear a legal update.
The Administration Conference Room will be open for business in January. Please check the newspaper for meeting schedule information.
On November 26, 2013, Betty Osborne submitted her resignation from the Security, Bus & Traffic Committee and Traffic Enforcement Ad hoc Committee. Addison Arnold submitted his resignation from the Beautification Ad hoc Committee. The possible filling of these vacancies will be considered next month.
On behalf of the Board, I am pleased to announce that Accurate Voting Services has received 4,500 Trust Extension Ballots. Thank you to those members that have submitted their ballots! To those who haven’t, it is not too late to mail your ballots and we ask that you do so as soon as possible. A Board meeting is scheduled for Tuesday, January 7, 2014 at 9:00 a.m. at which time Accurate Voting Services will tabulate the ballots and announce the vote results. The meeting will be held in Clubhouse Four in public view, as required by law. Foundation members may turn in their ballots or vote in-person on January 7 between 8:30 a.m. and 9:00 a.m., at which time the polls will close and the ballot counting will start. Again, if you haven’t mailed your ballot in, please do so as soon as possible!
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.
Two Foundation members spoke during an open forum on subjects including Toys for Tots, employee appreciation, recent mailings, and an article published in this weekend’s edition of the Los Angeles Times.
The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Craig, Damoci, Supple, Kravitz, and Bolton were present. Directors Winkler and Moore were absent. Executive Director Ankeny and Controller Miller were also present.
APPROVAL OF MEETING MINUTES
By MOTION of Ms. Stone, seconded by Mr. Supple and carried with one abstention (Bolton), the minutes of the regular Meeting of November 26, 2013 were approved as printed.
AMEND STAFF ORGANIZATION CHART
Organization Charts set forth the departmental and staffing structure in the Golden Rain Foundation. At its meeting on December 2, 2013, the Executive Committee recommended the following change to the Foundation’s organization charts: Establish Recreation Operations as a Department.
It was noted that the current Physical Property/Recreation Supervisor will be classified as the new Recreation Supervisor with no change in rate of compensation or duties. The Recreation Supervisor will now report directly to the Executive Director, providing greater operational efficiency and communication. This proposed change will also allow the Community Facilities Manager to focus on the needs of the Physical Property Department, including the growing needs of the Mutuals as roof replacement projects begin.
Ms. Seifert MOVED, seconded by Mr. Supple and carried with one no vote (Damoci) -
TO establish Recreation Operations as a separate Department and amend the Foundation’s organization charts and any policies this may affect.
APPROVE REVISED COMMUNITY FACILITIES
SIGN-IN SHEET LANGUAGE
Sign-in sheets are used at the Exercise Room, Table Tennis area, Swimming Pool and other community facilities. In an effort to clarify the responsibilities of the Foundation and facility users, the Executive Director suggested updated language be added to all community facility sign-in sheets.
At its meeting on December 9, 2013, the Recreation Committee reviewed the proposed language of the revised sign-in sheets and unanimously recommended the Board‘s approval. If approved, the revised sign-in sheets will be put into immediate use.
Mrs. Damoci MOVED, seconded by Mr. Supple and carried unanimously -
TO approve the implementation of new language for the community facilities sign-in sheets.
APPROVE MIGRATION OF WINDOWS 7 PURCHASE
The Information Technology Services (ITS) Department began migrating the Foundation’s computer workstations from Windows XP to Windows 7 in 2012. Forty workstations have been migrated to date and 52 machines remain on the XP operating system. These machines range in age from 6-12 years, fully exhausting their lifespan. In addition, Microsoft support for Windows XP will end in April 2014.
The ITS Department has identified 34 machines in need of replacement. The approximate cost per machine is $650 including tax, shipping and handling. Thirty-four machines x $650 = $22,100. Included in the model of machines to purchase will be upgradable Windows 8 licenses that will be utilized when GRF software is fully compatible with the newest version of Windows operating system in the future. The purchase will be made through Dell but the specific model and pricing of the machines will not be determined until the Board approves this capital acquisition. Purchasing now means that the GRF can take advantage of year-end pricing.
Funds in the amount of $25,000 were budgeted in 2013 for this capital acquisition. To date, $13,656 has been spent under this capital acquisition line item for the purchase of monitors and workstations for staff. There is approximately $140,000 in unspent funds in the ITS capital acquisition budget that is available to make up for this difference. Funds in the amount of $25,000 were budgeted for 2014 to complete the migration of the remaining XP computers.
Anticipated distribution of new Windows 7 machines include: Physical Property, 10; Library 7; Mutual Administration, 4; Stock Transfer, 4; Recreation, 3; Administration, 2; Finance, 2; and Security, 2.
At its meeting on December 10, 2013, the ITS Committee voted to recommend the Board approve this purchase.
Mr. Craig MOVED and Mr. Supple seconded -
TO approve the purchase of 34 Windows 7 machines for the migration of outdated XP computer workstations at a cost not to exceed $25,000, using $11,344 in budgeted funds and $13,656 in available funds in the ITS capital acquisition budget.
Four members spoke on the motion. The ITS Manager answered members’ questions.
Mr. Craig MOVED and Mr. DeMarco seconded –
TO amend the motion to approve the purchase of 34 Windows 7 machines at a cost not to exceed $25,000 using $9,710 in budgeted funds and $15,290 in available funds in the ITS capital acquisition budget.
Four members spoke on the motion to amend. The Executive Director and ITS Manager answered members’ questions.
After discussion, the motion to amend passed with three no votes (Blake, Damoci and Kravitz) and one abstention (Wilson).
The main motion as amended passed with three no votes (Blake, Damoci and Kravitz) and one abstention (Wilson).
APPROVE DOCUMENT SCANNING CONTRACT
Foundation and Mutual document records are stored in two large storage rooms, one in Clubhouse Five and the other in the Amphitheater. These storage rooms are nearly full and document accessibility is challenging.
In 2005, management recognized how Physical Properties staff had to frequently walk to the storage room and take time to find records. As a result, community volunteers began scanning these document records, focusing their efforts on prelisting inspection reports, building permits and project information. These efforts created time savings and operational efficiencies for the Foundation. In seven years, over 600,000 documents were scanned. The digitized records are held in a file directory structure on GRF servers and are electronically accessible by staff and used daily.
Staff estimates that 1,000,000 documents still need to be scanned. These documents have been identified as permanent records of the Stock Transfer, Administration, Finance, Mutual Administration and Human Resources departments. These records are accessed less often that Physical Property documents.
For nearly one year, the ITS Committee has considered scanning and outside storage options. It should be noted that some documents must be retained permanently per legal, corporate or financial requirements. The record retention schedule will be addressed separately at a later date.
At its meeting on December 10, 2013, the ITS Committee unanimously voted to engage the services of a professional scanning service to scan all the remaining GRF and Mutual documents in order to prevent lost records, save storage space, manage records easily, find documents quickly and safeguard records from disaster.
Staff obtained pricing information from four scanning professionals:
Vendor Cost to Scan 400 Boxes Time to Complete
Digital Archive Technology $47,000 4 weeks
Fast Scanning $72,093 Estimated 7/1/2014
Corodata $73,000 n/a
Iron Mountain $120,000 6-8 weeks
Funds in the amount of $100,000 were originally included in the proposed 2014 budget for professional scanning services. However, at its meeting on September 17, 2013, the Finance Committee unanimously voted to remove $100,000 from the 2014 planned operating budget and spend the funds in 2013, pending verification that the current budget can accommodate it. The Controller has verified that funds are available in the 2013 operating budget for this project.
Before the scanning is conducted, the documents must be prepared, including the transfer of records from file cabinets to boxes, proper labeling and indexing of boxes and removal of duplicate records. This is estimated to take approximately one month. Volunteers could be a valuable resource for this work.
At its meeting on December 10, the ITS Committee voted to recommend the Board award a document scanning contract to Digital Archive Technology, a reputable and local scanning company.
Mr. DeMarco MOVED and Ms. Stone seconded -
TO award 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, and authorize the President to sign the contract.
Eight members spoke on the motion. The ITS Manager answered the members’ questions.
Mrs. Damoci MOVED and Mr. DeMarco seconded –
TO amend the motion to include the restriction that no volunteers will be used in this project.
The motion to amend passed with one no vote (Supple) and one abstention (Coven).
The main motion as amended passed unanimously.
APPROVE 4TH AMENDMENT TO
LAMC LEASE AND MANAGEMENT AGREEMENTS
The original five-year Management and Lease Agreement between the GRF and Los Alamitos Medical Center (LAMC) regarding the Health Care Center was signed on December 28, 1988. Amendments were approved in 1991 and 1992. A third amendment extended the Agreement from 1997 through 2013, with the provision that:
“…At least one hundred and eighty (180) days prior to the end of the Term of the Agreement, LAMC shall submit, in writing, notice of intention to extend the Agreement for an additional term of Five (5) years. In the event the Lease is extended for an additional period of Five (5) years, LAMC shall pay to GRF during the Term of the extension, a minimum rental of Forty Seven Thousand Dollars ($47,000) per month payable in equal monthly installments in advance on the first day of each month of said extension commencing December 1, 2012, and ending November 30, 2018.”
Written notice to the GRF to extend the Agreement for an additional five years was hand-delivered in June 2012. At its meeting on December 6, 2013 in Executive Session, the GRF Board of Directors reviewed the contract and concurred with the terms set forth.
Mrs. Damoci MOVED and Mr. Craig seconded -
TO ratify 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.
The motion passed unanimously.
APPROVE ORANGE COUNTY WATER DISTRICT
The Orange County Water District (OCWD) was formed in 1933 and is responsible for managing and protecting the Orange County groundwater basin. The groundwater basin provides 70% of the water for Orange County residents and is pumped from 200 wells owned by cities and other water agencies.
The Alamitos Barrier is one of two freshwater injection barriers built to control seawater intrusion and runs along Leisure World’s western and southern borders. The OCWD has detected seawater intrusion in the barrier and will be constructing 17 new injection wells to prevent further intrusion as well as six new monitoring wells to measure long-term barrier performance.
Staff from the OCWD spoke on this matter at two recent Physical Property Committee meetings and proposed the installation of three monitoring wells in the community. The OCWD requests one deep and one shallow monitoring well be constructed in the Clubhouse Two parking lot and one shallow well constructed in the cul-de-sac area at the southwest end of Golden Rain Rd. Construction of the shallow wells would take two days per well and construction of the deep well would take 4-6 weeks, with days-only construction except 1-2 nights to install critical casings. Sound reduction panels would be installed to muffle noise disturbances. The easements for these wells have been appraised with a value of nearly $12,000. The wells have an estimated lifespan of 40-50 years.
At its meeting on November 6, 2013, the Physical Property Committee unanimously recommended the Board approved this action. However, further information was requested and the OCWD gave a second presentation on December 4, 2013. After review, the Committee again voted to recommend the Board approve the OCWD easement agreement.
Mr. Blake MOVED and Mr. Craig seconded -
TO approve 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.
Six members spoke on the motion. Mr. Roy Hernden, OCWD Chief Hydrologist, answered members’ questions.
After discussion, Mr. Supple called the question and Mr. Blake seconded. The motion to end debate passed with one no vote (Osborne) and one abstention (Seifert).
The motion passed with one no vote (Osborne) and one abstention (Seifert).
APPROVE 2014 WORKERS’ COMPENSATION
The Golden Rain Foundation’s Workers’ Compensation Insurance Policy expires on December 31, 2013. The current policy is underwritten by Cypress Insurance Company with an annual premium of $485,529 (pending year-end completion of audit).
DLD Insurance Brokers, Inc., the GRF’s Insurance Brokers, solicited bids for the 2014 policy year from a wide range of insurance carriers. Responding insurance carriers submitted their bids with estimated premiums based on the Foundation’s actual payroll dollars.
The majority of the insurance carriers declined to quote the Foundation’s business due its nature of operations, high part-time employment, age of employees, previous loss history, volunteer exposure, and litigation rates. Seven companies submitted bids for traditional plans with annual premiums ranging from $638,415 to $1,350,000 with one company offering an alternative type program.
The Foundation’s incumbent carrier, Cypress Insurance Company, quoted the most viable bid for a traditional plan with annual premiums at $638,415. This is a 31.5% increase over current year but under the 2014 budgeted amount of $655,470. All other insurance carrier bids were 38.8% to 178% higher than current year. Cypress Insurance Company is rated by AM BEST as an A++ (Superior) company.
Cypress Insurance Company offered one alternative to a traditional plan with an annual premium of $578,130, which is a savings of $60,285 from their traditional plan. This plan incorporates a $10,000 deductible per claim. After reviewing the severity of the GRF’s past claims and the number of past claims over/under $10,000, it was decided this was not a viable option for this year due to the potential risk of paying out more than $60,000 in smaller claims.
The overall workers’ compensation insurance market continues to reflect an increase in rates due to increased medical costs and adverse case decisions.
Funds in the amount of $655,470 were allocated in the 2014 Operating Budget for this insurance.
At its meeting on December 17, 2013, the Finance Committee reviewed the presentation from the broker and unanimously recommended the placement of Workers’ Compensation Insurance with the incumbent, Cypress Insurance Company under its traditional plan.
Ms. Stone MOVED, seconded by Mrs. Wood and carried unanimously -
TO approve 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.
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
Fifteen directors spoke on the Administration Conference Room, year-end radical thinking, various suggestions, pride in serving on the Board of Directors, teamwork, thanking and acknowledging audience attendance, the Centenarian Project, Toys for Tots, holiday greetings and community unity.
The President thanked the audience members for their attendance at today’s meeting and wished them a merry Christmas and healthy and happy new year.
The meeting was adjourned was at 11:45 a.m.
Linda Stone, Corporate Secretary
GRF Board of Directors
COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met December 13. The Managing Editor reviewed the Aged Receivables data and distributed budget comparison and budget variance reports. He answered members’ questions on writing off accounts that have been declared uncollectable. The Executive Director said that procedures have been established to prevent classified ads from repeating the following week. The Chair received the sales report data from the Managing Editor. The Chair reported that the Website Committee has met a few times to consider improvements to the community website, including the overall appearance of the home page. One Committee member has recommended a four-click process to access GRF committee information. The Centenarian Ad hoc Committee continues its plans for a celebration in April 2014 to honor GRF members 100 years of age or older. Letters were mailed to the community’s centenarians in early December and the Committee received nine responses. Two Committee members interviewed a 101-year old shareholder and look forward to speaking with several more. The members considered the need for a policy on printing letters concerning litigation against GRF or the Mutuals. The staff answered members’ questions and noted that information is frequently run in the News stating that letters concerning litigation or possible litigation won’t be published. The members went into Executive Session to approve Executive Session meeting minutes and discuss a personnel matter. Join us for our next meeting on January 9 at 1:30 p.m. in the Admin. Conf. Room.
•Executive Committee: Chair Supple reported that the Committee met December 2. The Social Services / Legal Liaison provided an update on her current cases, referrals and closed cases. She’ll be working with the Mutual Admin. Manager on assembling an operational protocols booklet to assist the GRF and Mutual Boards when a shareholder is in crisis. Staff provided reports. The Executive Director provided an update on several matters, including the status of the Administration Conference Room. The Committee went into Executive Session to review personnel matters, discuss correspondence and hear a legal update. GRF members are welcome to attend and participate in Executive Committee meetings. Our next meeting is January 6 at 1:00 p.m. in the Admin. Conf. Room.
•Finance Committee: Vice Chair Wood reported that the Committee met December 17. The Controller reviewed the monthly financial statements and answered questions from the Committee members on excess income, cash flow and collections. The members heard a report from the Investment Subcommittee on its recent meeting with the Controller and First Foundation representative. The members discussed 2014’s proposed cash flow and expenditures. The November Financial Statements were received for audit as presented. The Purchasing Supervisor spoke on his department’s preparations for the year-end fiscal inventory, scheduled to begin on December 31. The Controller reported that the auditors begin their field work at the GRF today. The auditors will be looking through transactions, SRO reports, cash journals and financial statements. The members heard a presentation from Jay Manning, Director of Workers’ Compensation, from DLD Insurance. He reviewed the GRF’s current plan and the options for 2014. The majority of insurance carriers declined to quote the GRF’s business due its nature of operations, high part-time employment, age of employees, previous loss history, volunteer exposure, and litigation rates. After discussion, the Committee unanimously voted to recommend the Board approve the placement of Workers’ Comp. Insurance with the incumbent, Cypress Insurance Co. The members heard a presentation from the ITS Manager on credit card payment options. Providing the ability for members and vendors to make payments via credit card would be an added convenience with immediate receipt of funds. After discussion, the Committee concurred to pursue this service; costs and fees associated with this service will be considered further. The next Committee meeting will be held January 21, in the Admin. Conf. Room.
•Information Technology Services (ITS) Committee: Chair Craig reported that the Committee met December 10. The Committee heard a presentation from Superwire and Time Warner representatives on complimentary services provided to the Foundation, such as internet connections in certain community facilities. The representatives and staff answered the members’ questions and said it is an industry standard to provide courtesies or complimentary services to HOAs with residential contracts. After discussion, the Committee concurred to maintain our current services. The ITS Manager provided an update on several matters. Work on the Administration Conference Room is underway. Meetings in the Conference Room will resume in January. Staff recently completed data migration for the upcoming PayChex implementation and is currently preparing the first paychecks with the new system. Several departments are busy with the year-end processes, including guest passes, payment coupons, and assessment and tax information. Packets will be mailed to Foundation members later this month. The members reviewed a proposed committee section on the community’s website. After additional information is loaded and testing completed, the pages will be added to the public website. The ITS Manager has been tasked with investigating a credit card payment system compatible with the Foundation’s departments. He will present information to the Finance Committee next week. The ITS Manager is reviewing the prices and data from Jenark and MicroMain, and will present information to the ITS Committee in January. He shared a projected plan schedule, with the goal of going live in July 2014. The Committee recommended the Board approve the purchase of Windows 7 machines and award a contract for the document scanning project. 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, January 14, 2014, in the Administration Conference Room.
•Library Committee: Chair Wood reported that the Committee did not meet in December.
•Physical Property Committee: Chair Blake reported that the Committee met December 4. The Committee heard staff reports and updates on several projects, including the Pharmacy entrance, Trust Street Paving Project and replacement of the Amphitheater Lift Station Storm Drain. The Committee voted to recommend the Board accept the O. C. Water District easement agreement. Bid packages are being prepared for the Pest Control and Termite Inspection Services contract. The current vendor is honoring a month-to-month extension of the expired contract at the current price. Bid packages are also being prepared for a lighted pavement crosswalk system on St. Andrews Drive adjacent to the swimming pool. A special committee meeting will be held in January to hear a presentation on tree care strategies and development of bid packages for HOAs. GRF Board members, Mutual Directors, staff and interested GRF members are invited. The members spoke on the need for a roofing consultant who will oversee Mutual roofing projects. An outside consultant is being proposed due to their cost effectiveness, expertise and the reduced liability to the Foundation. The Committee unanimously voted to accept the bid from Bixby Carpet for $3,705 for labor and materials for the removal of old carpeting and installation of new carpet tiles and cove base in the Administration Conference Room. The Committee reviewed several projects and purchases for the clubhouses, including the Clubhouse Five interior and exterior painting project, Clubhouse Four floor tile replacement, Clubhouse Five floor covering for the first floor, and Clubhouse One furniture replacement. The Committee voted to establish an Emergency Preparedness Subcommittee, with Kathleen Rapp as Chair, and members to include the GRF President, Executive Director, Planning for Emergency Preparedness (PEP) members, Mutual directors and interested shareholders. The Subcommittee will determine how to use the physical structures and coordinating activities between GRF and Mutuals in cases of emergency. Shareholders are welcome to attend Physical Property Committee meetings; our next meeting is Friday, January 3, 2014.
•Recreation Committee: Chair Seifert reported that the Committee met December 9. Emails were received on a variety of issues including the Saturday Night Dances, the condition of the blinds in Clubhouse Three, pool room usage, and equipment set ups in the amphitheater. The proposal for a Downtown Cafe was referred to the Physical Property Committee for additional review regarding costs for a sliding glass door and HVAC issues. Mrs. Reimers and Ms. Stone were asked to assist in the selection of lobby furniture for Clubhouse One. A request for signage regarding Weight Room Etiquette needs further review and will be added to the January agenda. Included in this sign posting should be a rule that treadmills must be stopped anytime a user steps off a treadmill for any reason. By consensus of the Committee the trial to replace a live band with electronic music on the 4th Saturday of the month was canceled. Shareholders who attend the Saturday Night dances were asked to assist the Committee by making sure all patrons and guests sign in each week. The Men’s Golf Club president wrote a letter in support of a proposed “Guest Day” at the Golf Course as long as the Men’s and Women’s Golf Clubs are involved participants in the decision making. This item was asked to be placed on January’s agenda. The next meeting of the Recreation Committee is January 13 at 1:30 p.m. in the Administration Building, 2nd floor. All GRF members are welcome to attend.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee did not meet in December.
EXECUTIVE DIRECTOR’S REPORT
1. AUDIBLE PEDESTRIAN SYSTEM (Donation from Golden Age Foundation)
•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
•Waiting for execution of contract
2. SECTION R OF THE PERIMETER WALL
•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
3. TEN-YEAR PAVEMENT MAINTENANCE PLAN
•Physical Property Committee reviewed 11/6/13
•GRF Board approved Anderson Penna at $19,587 on 11/26/13
•Work in progress
4. ACCESS BUS (Donation from Golden Age Foundation)
• First sent to Security, Bus & Traffic Committee 11/7/2013
• Specifications and quotes in process
5. ORANGE COUNTY WATER DISTRICT (OCWD) REQUEST FOR EASEMENT
•Placed on Physical Property Committee agenda 11/4/13
•OCWD made two presentations to Physical Property Committee
•Phys. Prop. Committee made a recommendation to the GRF Board 12/4/2013
•Action on the GRF Board agenda for 12/23/2013
6. ADMINISTRATION CONFERENCE ROOM PHASE TWO –
TECHNOLOGIES ENHANCEMENT SOLUTION
• Demo, painting and cabinet work complete
• Lighting, blinds and carpet on order; Carpet installation set for 12/23/13
• Installation of all components in process
• Project on schedule for completion by 12/31/13
7. 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
8. COVERED BUS BENCHES IN FRONT OF PHARMACY ENTRANCE
• Physical Property Committee agreed to look at the possibility of using
Project funds not used after 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 3 bus shelters through possible GAF donation
9. 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
•Exec. Director recommended independent arborist consultant speak to
•Ted Stamen (noted professional consultant) will make a presentation in
January on caring for trees and HOA’s responsibilities
10. 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 in process
11. ROOFING CONSULTANT
• The Executive Director requested the Physical Property Department
interview consultants and obtain costs to provide construction
administrative services for the upcoming Mutual roofing replacement projects
• Three consultants have been interviewed and are awaiting quotes
• Information will be presented at the next Physical Property
12. 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 next Physical Property meeting
13. 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 at the next Physical Property Committee meeting
14. 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
15. BARRE/MIRROR RELOCATION AT CLUBHOUSE SIX
• First presented to the Recreation Committee 10/14/2013
• Committee asked staff to move Barre bar and add additional mirrors
so all clubs could make use of the area
• Work started 12/18/2013
16. EXERCISE EQUIPMENT CLUBHOUSE SIX
• Correspondence from Recreation Committee in September
recommended new type recumbent bike be added to the exercise facility
•Recreation Committee instructed staff to purchase two new bikes at a
cost of approximately $6,500 at the 11/18/2013 meeting
•Two new bikes were delivered 12/17/2013
17. 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
• Final reviews are in progress a formal staff recommendation to be
presented at the January meeting of the ITS committee
2. Paychex Implementation.
• Payroll set up progressing. Data set provided and they are in the process
•Time and Labor settings are being defined with Paychex
implementation coordinator and Accounting/IT/HR staff.
Supervisor/Manager training scheduled for Dec. 11.
• 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.
• First full payroll run was completed with no issues.
• Ongoing staff training is in progress
3. Records Management
• Vendor recommended at the December meeting of the ITS Committee
• Final approval pending review and approval at the December 23rd
4. 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.
•Staff presentation at the January meeting of the ITS Committee
•Final approval pending review and approval at the December 23rd
• 2013 Budget – Annual Audit
o The firm of NSBN was begun the audit with the following audit timeline
•December 16 – Auditors on site, field work, walk-throughs, controls
• December 31 – Physical Inventory
• January 1 to 31 – Finalization of field word and confirmations
• February – Finalize financial statements and prepare tax filings
• February to March – Presentations to Mutual and GRF Boards
• March 17 – Due date for tax filings
• April – Distribution of 2013 financial statements in the GRF News
• Trust Extension
o As of December 19 over 4400 ballots have been received.
o Required notice for meeting to open ballots will be posted.
o Banners and signs to be removed beginning January 2nd.
o Notice posted of ballot results in the GRF News the week of January 13th.
• In a comparison of November 2012 reports to November 2013 reports, the only significant items of note:
o Increase in Social Services calls, Vandalism
o Decrease in Theft, Accident and Incident
•12 reported traffic incidents/accidents for the month, all categorized as very
minor to minor.
o On December 18th at approximately 12:57 p.m. a Seal Beach Police vehicle and a pedestrian were involved in an incident at the intersection of Golden Rain Road at Cedar Crest Drive. The incident is under investigation.
Friendly Community Reminders
2014 is here and each year I try to find that special new year’s resolution that I will actually stick to. My resolution this year and the one that I wish to share with you is to laugh more, as there is power in laughter.
One of the best feelings in the world is the deep-rooted belly laugh. It can bring people together and establish amazing connections. Everything from a slight giggle to a side-splitting guffaw can change the temperature of a room from chilly unfamiliarity to a warm, family-like atmosphere.
There is so much to love about laughter and I found a great article by Drs. Lee Berk and Stanley Tan at the Loma Linda University in California who have researched the benefits of laughter and found amazing results. Get ready to get your giggle on!
1. Laughing lowers blood pressure
Laughter can reduce blood pressure, even those with normal levels. So grab the Sunday paper, flip to the funny pages, share a great joke with a neighbors and friends and enjoy.
2. Reduces stress hormone levels
Laughter can help reduce the level of stress hormones your body produces because hormone-level reduction simultaneously cuts the anxiety and stress impacting your body. Just think: Laughing along as a neighbor tells a funny joke can relieve some of the day’s stress and help you reap the health benefits of laughter.
3. Fun ab workout
One of the benefits of laughter is that it can help you tone those stomach muscles. When you are laughing, the muscles in your stomach expand and contract, similar to when you intentionally exercise your abs. Meanwhile, the muscles you are not using to laugh are getting an opportunity to relax. Add laughter to your ab routine and make getting a toned tummy more enjoyable.
4. Improves cardiac health
Laughter can be a great cardiac work out, especially for those who are incapable of doing other physical activity due to injury or illness. It gets your heart pumping and burns a similar amount of calories per hour as walking at a slow to moderate pace. So, laugh your heart into health.
5. Triggers the release of endorphins
Endorphins are the body’s natural pain killers. By laughing, you can release endorphins, which can help ease pain and make you feel good all over.
6. Produces a general sense of well-being
Laughter can increase your overall sense of well-being. Doctors have found that people who have a positive outlook on life tend to fight diseases better than people who tend to be more negative. So smile, laugh and live longer!
“Against the assault of laughter, nothing can stand.”