GOVERNMENT FEB 27 2014 DEMOCRATIC CLUB
The Leisure World Democratic Club will meet today, Feb. 27, in Clubhouse 3, Room 2, at 4 p.m., to see Robert Reich’s film, “Inequality for All.” The documentary examines widening income inequality in the United States. American economist, author and professor Robert Reich presents the film, which premiered at the 2013 Sundance Film Festival in the Documentary Competition section.
It won a U.S. Documentary Special Jury Award for Achievement in Filmmaking.
The film considers what makes a good society and the role of the widening income gap in the deterioration of the nation’s economic health.
At 6 p.m., Mr. Reich and Elizabeth Warren, U.S. senator from Massachusetts, will discuss the movie on a conference call.
On Feb. 18, the club hosted speaker Suzanne Joyce Savary who is running in the 48th Congressional District this year.
Dr. Savary is a retired USC Marshall School of Business associate professor and president of Savary Associates, management consulting firm since 1979.
In 2007 she cofounded and became president of the Newport Women’s Democratic Club.

MINI BUS ORIENTATION
The Golden Rain Transportation Department will conduct an informational meeting on using the Minibus service from 10-11 a.m., Thursday, March 6, in Clubhouse 3, Room 3. The orientation session will repeat at the same location from 6-7 p.m. Bus service orientations are held on the first Thursday of every month.
The sessions are for new and current shareholders who would like to learn about the minibus system routes and timetables. Information on the Golden Rain Access Bus service and other bus and transportation services available inside the community is included.
For more information, call minibus supervisor Grant Winford at 431-6586, ext. 372.

MUTUAL MEETINGS
•Mutual 1
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
•Mutual 6
9:30 a.m., Friday, Feb. 28, Administration
•Mutual 3, special
11 a.m., Tuesday, March 4, Physical Property
•Mutual 17
1:30 p.m., Tuesday, March 4, Administration
•Mutual 9
9:30 a.m., Monday, March 10, Administration
•Mutual 4
9 a.m., open forum; 9:30 a.m., meeting starts; Wednesday, March 12, Administration
•Mutual 12
9:30 a.m., Thursday, March 13, Administration
•Mutual 3
9:15 a.m., open forum; 9:30 a.m., meeting starts, Friday, March 14, Administration
•Mutual 16
9:30 a.m., Monday, March 17, Administration
•Mutual 15
1 p.m., Monday, March 17, Administration
•Mutual 14
1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, March 18, Administration
•Mutual 5
9 a.m., Wednesday, March 19, Administration
•Mutual 7
1 p.m., Wednesday, March 19, Administration
•Mutual 2
9:30 a.m., Thursday, March 20, Administration
•Mutual 11
1:30 p.m., Thursday, March 20, Clubhouse 3, Room 9
•Mutual 8
1:30 p.m., Monday, March 24, Administration
•Mutual 10
9 a.m., open forum; 9:15 a.m., meeting starts; Wednesday, March 26, Administration
•Mutual 1
9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, March 27, Administration
•Mutual 12, special
9 a.m., Friday, March 28, Physical Property
•Mutual 6
9:30 a.m., Friday, March 28, Administration

PRESIDENTS’ COUNCIL
Leisure World member/shareholder/owners are invited to attend the Presidents’ Council meeting Thursday, March 6, at 9 a.m. in Clubhouse 4. 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 FEBRUARY 25, 2014
At its meeting on Tuesday, Feb. 25, the Golden Rain Foundation Board of Directors:
•approved changing the Gates & Patrol Department name to Security Department;
•amended Policy 4410, Group Health Insurance, by changing coverage from first of the month following 90 days of employment to first of the month following 30 days employment and to change the employee contribution percentage from 30% to 20% for employee only coverage, 30% for employee plus one dependent coverage and 40% for employee plus family coverage;
•approved the placement of the group medical coverage with Kaiser Permanente; the renewal of the dental, basic and voluntary life and accidental death & dismemberment insurance, long-term disability insurance and vision plans with Guardian; the continuation of the PPO medical and dental plans and the IRS Section 125 plan; the increase in the life insurance coverage; and the addition of the Employee Assistance Program for all employees with Guardian and the employee paid Pet Insurance with VPI Pet for the period April 1, 2014 through March 31, 2015;
•notified all Mutual Boards that losses covered by the Mutual Self-Insurance Fund (MSIF) after March 1, 2014 will no longer be honored, that requests for reimbursement for covered losses from the MSIF will be processed on a first come, first serve basis, that all remaining funds will be dispersed on a pro rata basis after June 1, 2014 to allow time for covered losses filed prior to March 1, 2014 to be processed, and recommended the Mutual Boards of Directors rescind Policy 7303, Self-Insurance Fund and Regulation 7303(R), Self-Insurance Fund Regulation;
•approved the contribution of $122,060 to the Contingency Operating Fund, and a refund of the remaining excess income directly to the Mutual Corporations, on a pro rata basis; and
•awarded a change order to Dantuma Masonry to demolish and reconstruct the north wall section at the Main Gate to match the reconstructed perimeter wall (section R), including the installation of wall spikes and a 3’ high wall along the channel, using budgeted funds of $37,924.28, and authorize the President sign the change order.
The minutes of the February Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the March Board meeting.
RECAP OF GOLDEN RAIN FOUNDATION BOARD
MEETING OF FEBRUARY 25, 2014
At its meeting on Tuesday, Feb. 25, the Golden Rain Foundation Board of Directors:
•approved changing the Gates & Patrol Department name to Security Department;
•amended Policy 4410, Group Health Insurance, by changing coverage from first of the month following 90 days of employment to first of the month following 30 days employment and to change the employee contribution percentage from 30% to 20% for employee only coverage, 30% for employee plus one dependent coverage and 40% for employee plus family coverage;
•approved the placement of the group medical coverage with Kaiser Permanente; the renewal of the dental, basic and voluntary life and accidental death & dismemberment insurance, long-term disability insurance and vision plans with Guardian; the continuation of the PPO medical and dental plans and the IRS Section 125 plan; the increase in the life insurance coverage; and the addition of the Employee Assistance Program for all employees with Guardian and the employee paid Pet Insurance with VPI Pet for the period April 1, 2014 through March 31, 2015;
•notified all Mutual Boards that losses covered by the Mutual Self-Insurance Fund (MSIF) after March 1, 2014 will no longer be honored, that requests for reimbursement for covered losses from the MSIF will be processed on a first come, first serve basis, that all remaining funds will be dispersed on a pro rata basis after June 1, 2014 to allow time for covered losses filed prior to March 1, 2014 to be processed, and recommended the Mutual Boards of Directors rescind Policy 7303, Self-Insurance Fund and Regulation 7303(R), Self-Insurance Fund Regulation;
•approved the contribution of $122,060 to the Contingency Operating Fund, and a refund of the remaining excess income directly to the Mutual Corporations, on a pro rata basis; and
•awarded a change order to Dantuma Masonry to demolish and reconstruct the north wall section at the Main Gate to match the reconstructed perimeter wall (section R), including the installation of wall spikes and a 3’ high wall along the channel, using budgeted funds of $37,924.28, and authorize the President sign the change order.
The minutes of the February Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the March Board meeting.
RECAP OF GOLDEN RAIN FOUNDATION BOARD
MEETING OF FEBRUARY 25, 2014
At its meeting on Tuesday, Feb. 25, the Golden Rain Foundation Board of Directors:
•approved changing the Gates & Patrol Department name to Security Department;
•amended Policy 4410, Group Health Insurance, by changing coverage from first of the month following 90 days of employment to first of the month following 30 days employment and to change the employee contribution percentage from 30% to 20% for employee only coverage, 30% for employee plus one dependent coverage and 40% for employee plus family coverage;
•approved the placement of the group medical coverage with Kaiser Permanente; the renewal of the dental, basic and voluntary life and accidental death & dismemberment insurance, long-term disability insurance and vision plans with Guardian; the continuation of the PPO medical and dental plans and the IRS Section 125 plan; the increase in the life insurance coverage; and the addition of the Employee Assistance Program for all employees with Guardian and the employee paid Pet Insurance with VPI Pet for the period April 1, 2014 through March 31, 2015;
•notified all Mutual Boards that losses covered by the Mutual Self-Insurance Fund (MSIF) after March 1, 2014 will no longer be honored, that requests for reimbursement for covered losses from the MSIF will be processed on a first come, first serve basis, that all remaining funds will be dispersed on a pro rata basis after June 1, 2014 to allow time for covered losses filed prior to March 1, 2014 to be processed, and recommended the Mutual Boards of Directors rescind Policy 7303, Self-Insurance Fund and Regulation 7303(R), Self-Insurance Fund Regulation;
•approved the contribution of $122,060 to the Contingency Operating Fund, and a refund of the remaining excess income directly to the Mutual Corporations, on a pro rata basis; and
•awarded a change order to Dantuma Masonry to demolish and reconstruct the north wall section at the Main Gate to match the reconstructed perimeter wall (section R), including the installation of wall spikes and a 3’ high wall along the channel, using budgeted funds of $37,924.28, and authorize the President sign the change order.
The minutes of the February Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the March Board meeting.

HOW TO BE A MUTUAL BOARD DIRECTOR
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.

HOW TO BE A GRF DIRECTOR
The campaign cycle for the Golden Rain Foundation Board of Directors will begin soon. During 2014, board seats representing even-numbered Mutuals are up for election. During odd-numbered years, board seats representing odd-numbered Mutuals are up for election.
Any member in good standing is eligible to be a candidate for the Golden Rain Foundation Board of Directors representing his or her even-numbered Mutual. A member in good standing is defined as a Mutual shareholder/owner who is no more than 30 days in arrears of his or her carrying charge.
Candidates may self-nominate or be nominated by their Mutual’s nominating committee or board of directors.
Candidates who are self-nominated must complete an “Application for Candidacy” before 4:30 p.m. on Friday, April 18, (“Application for Candidacy” forms are available in the board office in the Administration Building beginning Monday, March 3).
Candidates who are nominated by their Mutuals’ nominating committees or boards of directors will have their names submitted to the board office by the Mutual Secretary. Upon receipt of submitted names, the GRF Board Office will contact candidates and arrange for them to receive an “Application for Candidacy” and candidate instructions.
In accordance with Policy 5025, Election Procedures, each candidate may submit a resume of 300 words or less to the Board Office. Resumes shall cite background and qualifications only and are due before 4:30 p.m. on Friday, April 25.
Candidates who complete a timely “Application for Candidacy” (or are nominated by a Mutual’s nominating committee or board) will be listed on the secret mail-in ballot. Ballot packets containing the secret mail-in ballot, postage-paid envelopes, balloting instructions, and deadlines will be mailed to each household in the even-numbered Mutuals on Thursday, May 1. The GRF by-laws have no provisions for write-in candidates on the ballots or for nominations from the floor.
For further information on being a candidate for the GRF Board, call 431-6586, ext. 303, for the board office, or 310 for Administration.

GOP WOMEN
The Rossmoor-Los Alamitos and the Seal Beach chapters of the Republican Women, Federated (RWF), will meet together for the annual membership event from 9:45-noon, Saturday, March 8, at the Courtyard Marriott, 5865 Katella Avenue in Cypress.
The meeting includes brunch for $20.
For reservations, call Chris Barnes, 865-3258 by March 6. 
The speakers will be Nancy Eisenhart, past president, California Southern Division RWF; and Christine Flynn, president, California South Division RWF. There will also be an opportunity to shop with vendors before and after the event.
All meetings are open to women and men who want to work with like-minded individuals to improve the political landscape.
There are a already a number of members who live in Leisure World and both chapters would like to increase their membership in this organization.
Women who live in Leisure World and need transportation to the meeting should contact Margie Meigs at 493-7970 for a ride.

GRF COMMITTEE MEETINGS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings. The following is the schedule for March.
•Executive Committee
1 p.m., Monday, March 3, Administration
•CFO Group
9:30 a.m., Wednesday, March 5, Administration
•Physical Property Committee
1 p.m., Wednesday, March 5, Administration
•Security, Bus & Traffic Committee
1:30 p.m., Thursday, March 6, Administration
•Recreation Committee
1:30 p.m., Monday, March 10, Administration
•Information Technology Services
10 a.m., Tuesday, March 11, Administration
•Library Committee
1:30 p.m., Tuesday, March 11, Administration
•Communications Committee
1:30 p.m., Thursday, March 13, Administration
•Finance Committee
9:30 a.m., Tuesday, March 18, Administration
•Traffic Enforcement Ad Hoc Committee
2:30 p.m., Thursday, March 20, Administration

BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
January 28, 2014
CALL TO ORDER

President Michaelides called the regular monthly meeting of the Golden Rain Foundation (GRF) Board of Directors to order at 10:00 a.m. on Tuesday, January 28, 2014, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
In recognition of its service to the community, Renato Villanueva of the Filipino Association of Leisure World (FALW) was asked to lead today’s Pledge of Allegiance. The FALW was formed in 2009 and has 75 members. Although it has only been in existence for five years, the club has quickly become active in the community. The club gives an annual donation to the Golden Age Foundation and recently sponsored a fundraising effort in support of Typhoon Haiyan that was well-received by Leisure World shareholders. Next month, club members will lead a sponsored medical mission to the Philippines to assist with inoculations, and vision and dental exams. Mr. Villanueva is the current FALW president.
Mr. Villanueva led the Pledge of Allegiance. The President thanked him and the FALW for their work.
ANNOUNCEMENTS
The Board met in Executive Session on January 7, 2014 for personnel reasons.
The Board met earlier this morning in Executive Session to hear a legal update.
In recognition of its 50th anniversary, the Leisure World Garden Club has offered to donate landscaping for a Library Seal Garden. The proposed landscaping will be on an existing Library garden site adjacent to Clubhouse Three and the Friends of the Library Building. At its meeting on January 3, the Physical Property Committee accepted this generous donation, estimated to cost no more than $5,000. On behalf of the GRF Board of Directors, the President thanked the Garden Club for its generous donation and congratulated them on its 50th anniversary.
Last spring the Board voted to accept the generous bequest of funds from the Julian Feldman Estate. After initial pledges and gifts, the GRF received $17,821.71 and the Library received $8,910.85. The initial 2/3 distribution was received in April and the final 1/3 distribution was received last month. The President acknowledged the very generous donation.
MEMBER COMMENTS
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.
Eight Foundation members spoke during an open forum on subjects including fixed assets, the perimeter wall, Jenark, the proposed downtown café, unauthorized dogs, transparency, the Board’s behavior, the construction schedule of the neighboring AES plant, separate fire policies for the Mutuals, ten positive actions of the Board, a feasibility study and possible parking problems adjacent to Clubhouse Five.
ROLL CALL
The Corporate Secretary reported that Directors Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Winkler, Craig, Damoci, Supple, Kravitz, Bolton, and Moore were present. Director Blake was absent. Executive Director Ankeny and Controller Miller were also present.
APPROVAL OF MEETING MINUTES
By MOTION of Ms. Stone, seconded by Ms. Coven and carried with two abstentions (Winkler & Moore), the minutes of the regular Meeting of December 23, 2013 were approved as printed.
By MOTION of Ms. Stone, seconded by Mrs. Wood and carried with one abstention (Bolton), the minutes of the special Meeting of January 7, 2014 were approved as printed.
DISBAND TRUST AD HOC COMMITTEE
In the spring of 2013, the Mutual corporations and the GRF Board of Directors voted to approve the Foundation’s Trust extension amendment. The third and final vote to approve the Trust extension amendment was to be made by the membership.
In July 2013, the GRF Board of Directors established the Trust Ad hoc Committee. The Trust Ad hoc Committee was tasked with assisting in the membership vote preparation, including setting timelines, providing education and coordinating legal efforts.
On January 7, 2014, 4,768 ballots were counted in the Trust extension measure. On behalf of the GRF Board of Directors, the President thanked the Committee for its work. The Committee was chaired by Denis Craig and the members consisted of Carole Damoci, Martha Destra, Lucille Findlay, Mike Supple, Ronde Winkler and Mary Wood.
Mr. Supple MOVED and Mrs. Wood seconded -
TO disband the Trust Ad hoc Committee.
One director spoke on the motion.
The motion passed unanimously.
APPROVE RESOLUTION PLACING ASSETS IN TRUST
Since 1962, land has been acquired, buildings have been constructed and equipment has been purchased. These additional assets have been treated, for financial purposes on the Balance Sheet, as either Trust or Non-Trust assets.
In March 2007, the GRF Board of Directors resolved to treat all property and buildings on the Balance Sheet as Trust assets. While the Balance Sheet now reflects this decision, the following remaining assets need to be recorded and/or deeded properly with the County of Orange Clerk-Recorder’s Office: Library (Asset ID 35-9001), Clubhouse Four (Asset ID 54-7065), Flag/Veterans’ Memorial area by Clubhouse Four (Asset ID 74-9050), RV Parking Area (Asset ID 79-0013), and Mini Farm Track 4401, lots 41 & 42 (Asset ID 79-0014).
Foundation corporate attorney Jeff Beaumont has prepared a resolution placing these assets into the Trust. He is prepared to assist with the reconveyance of the Trust assets and proper recording with the County of Orange Clerk-Recorder’s Office.
Mrs. Damoci MOVED, seconded by Mr. Craig and carried unanimously -
TO approve 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.
ADOPT POLICY 4190, ANTI-FRAUD POLICY
In order to provide increased protection to the assets and financial interests of the Golden Rain Foundation, it is recommended an anti-fraud policy be adopted. A policy would provide a coordinated approach to the identification, investigation and resolution of any potential fraudulent activities, and increase the overall awareness of the responsibility to report fraud and reasonably suspected fraudulent activity to the appropriate parties.
The policy includes the responsibilities of management, fraud indicators, how employees or other individuals associated with the Foundation can report suspicions of fraud including the use of a third-party hotline, how the investigation will be handled, the actions that may be taken if fraud is identified, and whistleblower protection. This policy will be incorporated into the employee handbook.
At its meeting on January 6, 2014, the Executive Committee unanimously recommended the Board adopt Policy 4190, Anti-Fraud Policy.
If adopted, these changes will go into effect February 1, 2014.
Ms. Winkler MOVED, seconded by Ms. Stone and carried unanimously -
TO adopt Policy 4190, Anti-Fraud Policy, to provide increased protection to the assets and financial interests of the Golden Rain Foundation.
AMEND POLICY 5601, OPEN BOARD MEETINGS
Policy 5601, Open Board Meetings, sets forth the meeting date of the Golden Rain Foundation open Board meetings. Currently, the policy states that the Board meets on the third Tuesday of the month.
The GRF Board of Directors has been meeting on the fourth Tuesday of the month since July.It was determined that the policy should be revised to reflect the Board’s current schedule.
At its meeting on January 6, 2014, the Executive Committee unanimously voted to recommend the Board amend Policy 5601.
Mrs. Wood MOVED and Ms. Winkler seconded -
TO amend Policy 5601, Open Board Meetings, to change the GRF Board meeting date from the third Tuesday to the fourth Tuesday of the month.
One director spoke on the motion.
The motion passed unanimously.
AUTHORIZE FUNDS FOR LEGAL REVIEW OF
EMPLOYEE HANDBOOK
The 4000 Policy series contains employment-related policies. This information is currently summarized in an employee handbook and given to personnel at the start of their employment.
It’s been suggested that all employment-related policies be consolidated to one policy. For streamlining and accessibility purposes, many policies have been revised and partly rewritten. If approved, this new employee policy will become the new employee handbook.
To ensure that it is fully compliant with recent changes in labor laws, staff suggests the new employee handbook be reviewed by the Foundation’s labor attorney. This review is estimated not to cost more than $5,000.
At its meeting on January 6, 2014, the Executive Committee unanimously voted to recommend the Board approve this expenditure.
Ms. Stone MOVED, seconded by Mr. Supple and carried unanimously -
TO authorize funds not to exceed $5,000, for the legal review of the new employee handbook.
AWARD CLUBHOUSE FIVE PAINTING CONTRACT
Clubhouse Five was last painted in 2006 and has reached the end of its life expectancy. The Physical Property Department was directed to solicit bids for the interior and exterior painting of Clubhouse Five. Staff solicited bids from eight contractors. Five bids were received and opened at the December 4, 2013 Physical Property Committee meeting:
Bidder Bid Amount Elevator Days to Complete
Hi-Tech Painting $15,552 Not Included 30
Pilot Painting $19,900 $350 17
Prime Co Painting $19,985 Included 15
Hutton Painting $23,385 Included 15
Ferris Painting $36,974 Not Included 100

After review, the Physical Property Committee agreed to disregard the two highest bids, Hutton Painting and Ferris Painting, as well as the low bid, Hi-Tech Painting, due to quality control issues. Staff was directed to review Pilot Painting and Prime Co Painting’s bids.
Staff reviewed Pilot Painting and Prime Co Painting’s bids and work history. Prime Co Painting successfully completed the Mutual 15 painting project in 2012. In addition, Prime Co Painting’s proposal is $265 less than Pilot Painting when including the additional $350 quote for the option to paint the elevator doors.
At its meeting on January 3, 2014, the Physical Property Committee recommended the Board award a contract to Prime Co Painting for the interior and exterior painting of Clubhouse Five.
Sufficient funds were set aside in the 2014 budget for this work.
Mr. Moore MOVED and Mr. Supple seconded -
TO award 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.
Seven directors spoke on the motion. The Community Facilities Manager answered directors’ questions.
The motion passed with one no vote (Kravitz).
AWARD CLUBHOUSE FIVE DOWNSTAIRS FLOORING CONTRACT
The carpeting on the first floor of Clubhouse Five is worn and beyond its useful life.The Physical Property Department solicited bids to replace the carpet.Three quotes were received:
Contractor Price
Golden State Surfaces, Inc. $20,200
Bixby Plaza Carpet and Flooring $25,749
D & G Flooring $32,694
The flooring selected for Clubhouse Five is similar to the flooring recently installed in the Administration Conference Room: Mannington carpet tiles, Portella style and Crox 3411 color. The scope of work includes removing old carpet, preparing the surface, installing four-inch rubber cove base and installing the above-described carpet tiles.
Funds in the amount of $10,000 were set aside in the 2013 Capital Acquisitions Budget for the replacement of Clubhouse Five downstairs carpet. At its meeting on December 4, 2013, the Physical Property Committee unanimously voted to forward these funds into 2014. The remainder of funds needed would come from the Trust Improvement Fund.
At its meeting on January 3, 2014, the Physical Property Committee unanimously voted to recommend the Board award a contract to Golden State Surfaces, Inc., to replace the Clubhouse Five downstairs carpet.
Ms. Rapp MOVED, seconded by Ms. Coven and carried unanimously -
TO award 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.
APPROVE PURCHASE OF BLUE CHAIRS
Listening to shareholder requests, the Recreation Committee determined that additional blue chairs should be added to Clubhouses One, Two, Three and Four.

The Recreation Department solicited quotes from vendors and three responded:
Company Cost
Office Interiors Plus $16,547.74
American Seating $19,981.40
Furnishings Plus $20,797.00
At its meeting on January 13, 2014, the Recreation Committee unanimously recommended the Board approve the purchase of 122 blue chairs from Office Interiors Plus at a cost of $16,547.74. Sufficient funds were set aside in the 2014 budget for this purchase.
Ms. Seifert MOVED and Ms. Winkler seconded -
TO approve the purchase of 122 blue chairs from Office Interiors Plus, using funds from the 2014 Capital Acquisitions Budget.
Two directors spoke on the motion. The Recreation Supervisor answered directors’ questions.
The motion passed unanimously.
APPROVE DOWNTOWN CAFÉ WITH VENDING MACHINES
At its meeting on September 9, 2013, the Recreation Committee established a Café Sub-Committee for the purpose of investigating the creation of a café area in the community. After reviewing the areas and products available, the Sub-Committee suggested the best location would be downstairs in Clubhouse Five in the vacant Genealogy Room with access to a patio breezeway area. It was also decided that the use of vending machines would best provide beverages and hot and cold food items to this area, without requiring health inspections and licenses.
The Sub-Committee brought this information to the Recreation Committee on November 8, 2013 and January 13, 2014. After review, the Committee voted to recommend that the Board approve construction of a café in Clubhouse Five. The costs of this project are as follows:
Description Size Qty Cost/each Total
CH 5 Building Modifications
Automatic Sliding Door 8 ft. 1 $5,200 $5,200
Remove Hallway Door $ 500 $ 500
Carpet, paint: 2013 Budget
Infrastructure Modifications*
20 amp outlets and water line $1,000
HVAC dampers $ 800
Building Modification Subtotal $7,500
Furniture
Tables w/base 20x20” 11 $ 150 $1,650
Chairs 16 $ 65 $1,040
Signage 18x24” 2 $ 250 $ 500
Upholstery Cleaning 9 $ 150
Upholstered Sectional 32x19” 3 (storage) $ 0
Microwave table 2x6” 1 (storage) $ 0
Upholstered Seats/Stools 18x16” 6 (storage) $ 0
Two-part Trash and Recycle Bins 16 gal ea 2 $ 100 $ 200
Microwave (commercial grade) 1 (vendor) $ 0
Vending Machines 5 (vendor) $ 0
Subtotal Furniture $3,540

TOTAL: $11,040
*Note: Existing electrical panel can accommodate the additional outlets needed. Electrical operating cost is $122.78/month. No additional cost for janitorial.
At its meeting on November 19, 2013, the Finance Committee approved the reallocation of funds from the uncommitted portion of the Recreation Cost Center capital acquisition budget for this project.
The Sub-Committee interviewed three vending machine companies: Forst Vending Service, Sun Vending and First Class Vending. All provide vending machines and maintenance at no charge. All offered the Foundation an industry standard 12% commission rate on beverage and food items except for those food items freshly-made since there is little margin on these items (salads, sandwiches). First Class was selected for providing the best quality food items for price. Commissions are based on the gross sales less any applicable tax and CRV.
Ms. Stone MOVED and Ms. Coven seconded -
TO approve 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.
Ten directors spoke on the motion. The Executive Director and Recreation Supervisor answered directors’ questions.
Ms. Stone called the question and Mrs. Damoci seconded the motion. After consideration, Ms. Stone withdrew her motion to end debate for directors who have not spoken on the main motion. Mrs. Damoci withdrew her second.
Two directors spoke on the motion. Mr. Supple called for a voice roll call vote on the motion. The Corporate Secretary took a voice roll call vote on the motion by alphabetical roll call.
The motion passed with 11 yes votes (Coven, Damoci, DeMarco, Krieger, Michaelides, Moore, Rapp, Seifert, Stone, Wilson, and Winkler), four no votes (Bolton, Craig, Kravitz, and Supple), and two abstentions (Osborne and Wood).
APPROVE PURCHASE OF VEHICLES
The Gates & Patrol Department currently utilizes five vehicles for its patrol activities: a 1999 Chevrolet Lumina, a 2002 Chevrolet Impala, two 2004 Chevrolet Impalas, and a 2009 Chevrolet Impala. At this time, the four oldest vehicles have a combined mileage of 736,000 miles, are fully depreciated, and have reached the end of their effective service lives as patrol vehicles. The 2009 Chevrolet Impala has 110,000 miles, is not fully depreciated and is expected to remain in service for the foreseeable future.
Staff recommends four vehicles be acquired in order to match the existing fleet. Utilizing one type of vehicle provides lower, long-term costs for tools, parts and the training of mechanics. A medium-sized sedan is recommended due to the varying physical sizes of the Gates & Patrol personnel who drive the vehicles in a patrol environment. A six-cylinder engine is also recommended, as there is less strain on the engine when the air conditioning unit is operated for prolonged periods while the vehicle is traveling at slow speeds.
Quotes were solicited for four 2014 Chevy Impala sedans equipped with automatic transmissions, Flex Fuel V-6 Engines, and air conditioning. As with the 2009 Chevrolet Impala currently in the fleet, the four vehicles will come equipped with E85 alternative fuel engines, which allows them to run on ethanol-enhanced fuel. Eight dealerships were contacted for quotes and three were obtained from local vendors:
Company Type of Vehicle Price per Vehicle
(including tax & local fees)
George Chevrolet Impala Limited Police 1WS1 $26,321.62
Penske Chevrolet Impala Limited Police 1WS1 $26,493.39
Wondries Fleet Group Ford Police P2M $30,720.27
There is $120,000 available in the 2014 budget for the purchase of four vehicles.
At its meeting on January 2, 2014, the Security, Bus & Traffic Committee unanimously recommended the Board purchase four vehicles from George Chevrolet.
Mrs. Damoci MOVED and Mr. Craig seconded -
TO approve 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.
Four directors spoke on the motion. The Executive Director answered directors’ questions.
The motion passed unanimously.
A recess was called at 11:43 a.m. The meeting reconvened at 11:50 a.m. Mr. Kravitz left the meeting at 11:52 a.m.
AWARD JENARK SOLUTION CONTRACT
The computer systems currently used by Foundation departments to conduct business were implemented in 2005 and include Great Plains, Adapt, and other software applications. The GRF has spent the past year evaluating new management information and accounting systems to replace its existing systems. The goal is to find a software solution that centralizes all programs into a single fully integrated system. During the discovery process, management attended webinars, presentations, on-site demonstrations, meetings and conference calls with several vendors. Systems reviewed included CiraConnect, Asyst Data Group, Tops Software, Yardi, MicroMain and Jenark.
Jenark is deemed as the best-suited solution for resident management and accounting systems. It will include a partnered integration with MicroMain which provides the necessary solutions for inventory management, purchase orders, and service request orders. CoreLogic Solutions is the parent company of Jenark, with 25 years in the property management software industry. Communities that currently use Jenark software include Golden Rain Foundation (Walnut Creek), Leisure World Arizona (Mesa), and Leisure World Community Corporation (Silver Spring, Maryland).
Costs for this new system include upfront purchase of the base systems, technical services, optional modules selected, professional project management services for the conversion, integrations and custom programming, and ongoing annual maintenance and support fees.
Funds for this project will come from the Trust Improvement Fund as follows: $145,000 will come from the 2014 ITS capital budget and $115,000 will be carried over from the 2013 ITS capital budget.
The anticipated project timeline for the conversion is as follows: January, approve contract; February, project planning; March/April, system installation, data conversion, build database, integration programming, and vendor integrations; May, establish test environment, test systems, and begin training; June, resolve issues, finalize testing and training, and simulate system cutovers; and July, go live.
At its meeting on January 14, 2014, the ITS Committee discussed the need for a single, fully-implemented computer system. After review, the Committee recommended the Board approve the Jenark and Micromain solution.
Mr. Craig MOVED and Mr. Bolton seconded -
TO approve a Jenark and Micromain solution, as set forth in the above-listed criteria, using Trust Improvement Funds not to exceed $260,000, and authorize the President to sign the contract.
Six directors spoke on the motion. The ITS Manager and Controller answered directors’ questions.
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.
CONTROLLER’S REPORT
The Controller’s report is included at the end of the minutes as an attachment.
BOARD MEMBER COMMENTS/REQUESTS
Twelve directors spoke on pride in serving on the Board of Directors, teamwork, thanking and acknowledging audience attendance, lunch, productivity, and publishing up-to-date information on AES construction in the Golden Rain News.
The President thanked the audience members for their attendance at today’s meeting.
ADJOURNMENT
The meeting was adjourned was at 12:13 p.m.
Linda Stone, Corporate Secretary
GRF Board of Directors
These are tentative minutes, subject to the approval of the Board of Directors.
COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met January 9. Staff reviewed the Aged Receivables data, sales report information, budget comparison reports, and budget variance reports. The sales staff and a few Committee members will meet later this month to review sales practices. The ITS Manager demonstrated updates to the community website, including the addition of committee page information. The Executive Director and Committee members spoke on the need for a unified community brand that would be represented in the masthead, website, letterhead and other print materials. Foundation members spoke on the raised sales projections for 2014, outdated pictures on the website, sales staff accountability, and the popularity of the Navigator. The Website Committee has met several times to consider improvements to the community website, including the overall appearance of the home page. The members discussed the need to add more local amenities to the website, including Long Beach Airport, Main Street and Rossmoor shopping area. The Centenarian Ad hoc Committee continues its plans for a celebration in April 2014 to honor Foundation members 100 years of age or older. Committee members have interviewed three centenarians and have 10 interviews scheduled. The members reviewed Policy 2840.3, Delivery and Subscription, and discussed the need for the Golden Rain News to have a monetary value. The members and staff suggested that the policy is unclear in its intent and decided that all media-related policies be reviewed for clarity and applicability. The members reviewed Policy 2860, Advertising Rates. It was noted that advertising rates were recently reviewed and found to be on target when compared to similar publications. After discussion, the Committee requested the Executive Director speak with the Recreation Committee regarding the Foundation’s policy on prohibiting commercial companies from doing business in the community. Please join the Communications Committee at its next meeting on Thursday, February 13, 2014, at 1:30 p.m. in the Administration Conference Room.
•Executive Committee: Chair Supple reported that the Committee met January 6. The Social Services / Legal Liaison reported that at the end of December she had 123 current cases, 14 new cases, and 14 closed cases. She provided a booklet on operational protocols for when a shareholder is in crisis to assist the Golden Rain Foundation Board and Mutual Boards. The HR Manager and Mutual Administration Manager provided reports. The Executive Director provided an update on several matters, including the status of the employee handbook. The Committee reviewed the current list of Committees, Sub-Committees, and Ad hoc Committees. The Committee recommended the Board amend Policy 5601, Open Board Meetings, amend Policy 2850, Advertising Commissions, and adopt Policy 4190, Anti-Fraud Policy. 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. Our next meeting is Monday, February 3, 2014, at 1:00 p.m. in the Admin. Conference Room.
Finance Committee: Chair Winkler reported that the Committee met January 21. The Investment Subcommittee reported that it met in December and reviewed cash flow strategies. Several members will attend a Davis-Stirling seminar on the new 2014 Act. At its next meeting, the subcommittee will review quarterly financial requirements. The Controller reviewed the monthly financial statements and answered questions regarding the balance sheet, GRF contingency fund, budget comparison report, News write-offs and inventory write-offs. The December financial statements were received for audit as presented. The Controller reported that the Foundation’s auditors, NSBN, began their field work in late December and will be here through most of January. The auditors will be looking through transactions, SRO reports, cash journals and financial statements. The members reviewed the audit timeline. The Purchasing Supervisor reported that the inventory was completed with no outstanding issues. The members approved the purchase of a new wood storage rack for the Purchasing Department. The members and staff spoke at length on the need to dispose of inactive and obsolete stock and miscellaneous items in the Purchasing Department. The Committee voted to request the Executive Director prepare a revision to Policy 3323.1, Disposition of Surplus Equipment – GRF. The members discussed vendor aging receivables at length. After review, the Committee voted to write-off past due vendor invoices from 2006-2010. The Controller will conduct research on the remaining unpaid invoices. The Committee spoke at length on the Mutual Self-Insurance Fund (MSIF). After the discussion of one mutual’s recent action, the members concurred to wait until the Presidents’ Council meeting on February 6, 2014, to consider its funding options. The next Finance Committee meeting will be held at 9:30 a.m. on Tuesday, February 18, 2014, in the Administration Conference Room.
•Information Technology Services (ITS) Committee: Chair Craig reported that the Committee met January 14. The ITS Manager provided an update on several matters. The Administration Conference Room enhancement project was completed at the end of December. Total expenditures came in nearly $10,000 under budget. In December, the GRF Board of Directors approved the purchase of Windows 7 machines. Twenty-nine workstations have been received as of mid-January and five laptops are on back order. Deployment has begun and will be complete in February. Staff met with Digital Archive to discuss the records management plan. Stock Transfer documents will be the first records to scan, which is 50% of the total. Digital Archive will perform boxing and pick-up. The Committee unanimously voted to store 400 boxes of scanned documents with CoroData at a cost of $100 a month. Time and Labor in the Paychex system went live on January 6th. Several training sessions were held for staff. Human Resources set-up and implementation is in process. The community’s website has a new Committee tab that recently went public. Shareholders can look at different committee minutes and agendas, contact committee members directly and obtain other information. The ITS Manager and Controller reviewed the proposed Jenark solution and the various benefits in GRF departments. After extensive debate and consideration, the Committee voted to recommend the Board approve a Jenark and Micromain solution, using Trust Improvement Funds not to exceed $260,000. 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, February 11, 2014, in the Administration Conference Room.
•Library Committee: Chair Wood reported that the Committee met January 14, 2014. The Library Operations Supervisor gave her report on the usage of Library materials. There were 14,021 items checked out in December and 165,164 total items checked out in 2013. There were 5,469 Library patrons in December. The Library completed its first ever inventory in January. The inventory took four days and the work of staff and 15 volunteers to account for over 33,000 items. Approximately 2,800 items were unaccounted for, but as this was the first inventory ever conducted, we don’t know if the items have been missing for a few months or 10 years. Next year’s inventory will provide more accurate and useable data. We thank Library patrons for their patience during this important inventory process. During the inventory, the new security system was partially implemented. All materials should be tagged with the new system by the end of the month. The Purchasing Department is assisting with the disposal of the old security system. The new copy machine has been well-received by Library patrons and is being used regularly. Shareholders with a passion for one of the most popular community facilities are welcome to attend Library Committee meetings; our next meeting is scheduled for Tuesday, February 11, 2014, at 1:30 p.m. in the Administration Conference Room.
•Physical Property Committee: Chair Blake reported that the Committee met January 3. The Committee heard staff reports and updates on several projects, including soil samples, Main Gate Beautification project, Pharmacy entrance, Trust Street Paving Project, and Audible Pedestrian Signal. The Committee reviewed correspondence concerning striping along Golden Rain Road and the pedestrian ramp at Golden Rain Road and Burning Tree Lane. Bid packages for the Pest Control and Termite Inspection Services contract will be opened at the February committee meeting. The current vendor is honoring a month-to-month extension of the expired contract at the current price. Anderson Penna Traffic Engineer Ralph Martinez and Civil Engineer / Senior Project Manager Matt Stepien spoke on the traffic recommendations for the community’s streets. They reported that the recommendation for the single lane on Golden Rain Road came from a safety perspective and factors including capacity, street width, lane width, documentation from the Orange County Fire Authority (OCFA), state fire department recommendations, and reviewing three years worth of traffic accident data. The Committee recommended the Board award contracts to Prime Co. Painting for the Clubhouse Five Interior and Exterior Painting Project, and Golden State Services for the Clubhouse Five Flooring Project. The Committee requested staff review the Clubhouse Four floor tile replacement bids and present an analysis and recommendation at the February meeting. The Committee voted to approve the following list of members for the Emergency Preparedness Subcommittee: Kathy Rapp as Chair; staff members Randy Ankeny, Mark Weaver, Jaime Guerrero, Grant Winford, and Eloy Gomez; GRF Board members Larry Blake and Ron Kravitz; and Planning for Emergency Preparedness (PEP) members Ann Pepper, Edie Hugo-Kirman, Mike Clairmont, and Geneva Potepan. The Committee accepted the generous donation of the Library Seal Garden landscape from the Leisure World Garden Club. A special Committee meeting was held on January 16th to study the street signage along Golden Rain Road, OCFA Guideline B-09 detailing road width requirements of 20 feet, and the traffic engineer’s recommendations. Mr. Martinez of Anderson Penna and Mr. Bass of the OCFA were in attendance to answer questions. A special Committee meeting will be held at 1:00 p.m. on January 31st in Clubhouse Four to hear information from an arborist consultant on tree care strategies and development of bid packages for HOAs. GRF Board members, Mutual Directors, staff and interested Foundation members are invited to attend. 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 January 13. Under Correspondence, several maintenance issues were discussed involving blinds and ovens in Clubhouse Three. A request was made for a stage curtain in Clubhouse Four and that is now under review. The proposal for a Downtown Café was presented to the Committee. A motion to bring this item for approval to the GRF Board was passed. The Café is to be located on the first floor of Clubhouse Five in the now vacant space of the previous Genealogy Room. Small tables with chairs will be indoors, with adjacent access to tables and chairs in the patio area outdoors. Beverages and food items will be provided with vending machines. Sound panels have been replaced in Clubhouse Three. The Committee thanks the First Christian Church for a donation of a Spinet piano to be used in one of the clubhouses. Pool and weight room rules have been drafted and are planned for final review at the next meeting. Rules regarding catering in the clubhouses are also nearing final review. We ask shareholders to look for yellow Follow-Up forms in clubhouse meeting rooms to report any maintenance or equipment failures so that that they can be remedied. The next meeting of the Recreation Committee is February 10 at 1:30 p.m. in the Adm. Conf. Room. All Foundation members are welcome to attend.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met January 2, 2014. The members reviewed correspondence concerning the crosswalk area at Oak Hills Drive and Scioto Road. The Chair reported on the actions of the Traffic Enforcement Ad hoc Committee. The Committee unanimously approved the distribution of a traffic safety flyer for a one-month trial period at all community gates, new shareholder packets, new contractor packets and in department offices. After review, the Committee unanimously recommended the Board approve 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. The Gates & Patrol Chief reported that 17,401 phone calls were received at the Main Gate in December. He will be bringing information on license plate recognition software to the March Committee meting. The Auto Shop/Bus Supervisor provided the Minibus ridership data for November and December. He reported that the Christmas Light Bus Tours were successful; shareholders asked that additional tours and buses be provided this year. The audible pedestrian system was ordered and should be installed at the intersection of Golden Rain Road and St. Andrews Drive in February. Staff is working with the Golden Age Foundation regarding covered benches in front of the Health Care Center. Staff is preparing a request for proposal for the lighted crosswalk system on St. Andrews Drive near Redeemer Lutheran Church and the Health Care Center parking lot. Foundation members are welcome to attend Security, Bus & Traffic Committee meetings; our next meeting is scheduled for Thursday, February 6, 2014 at 1:30 p.m. in the Administration Conference Room.
EXECUTIVE DIRECTOR’S REPORT
Project Update
1. AUDIBLE PEDESTRIAN SYSTEM (Donation from Golden Age Foundation)
•First presented to the Security, Bus & Traffic Committee on 11/7/13
•Golden Rain Foundation Board approved the donation on 11/26/13
•Contract sent to contractor
•Waiting for execution of contract
2. SECTION R OF THE PERIMETER WALL
•First presented to the Physical Property Committee early 2013
•Golden Rain Foundation Board approved $499,456.50 on 11/26/2013
•Contract executed
•Applied for Permits and Bonds
•Work to start the week after 1/1/2014
•Work began on 1/6/14
•Wall demolition behind church 60% complete moving onto Seal Beach
Blvd heading north.
3.
TEN-YEAR PAVEMENT MAINTENANCE PLAN
•First sent to Physical Property Committee 11/6/13
•Golden Rain Foundation Board approved Anderson Penna at $19,587 on 11/26/13
•Contract executed
•Work in progress (Estimated date of completion March 2014)
4. ACCESS BUS (Donation from Golden Age Foundation)
•First sent to Security, Bus & Traffic Committee 11/7/2013
•Specifications and quotes in process
•GRF Board approved donation of bus November 26
•Final specifications, sales agreement and payment schedule signed 12/30/2013.
•Estimated delivery April 2014
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
•Physical Property Committee made a recommendation to the GRF Board 12/4/2013
•Action on the GRF Board agenda for 12/23/2013
•GRF Board Approved 12/23/13
•OCWD sending contract to GRF for signature and final recording.
•No construction start dates are available at this time.
6. ADMINISTRATION CONFERENCE ROOM PHASE TWO – TECHNOLOGIES ENHANCEMENT SOLUTION
•Demo complete
•Painting complete
•Cabinet work complete
•Lighting, blinds and carpet on order
•Installation of all components in process
•Project complete 12/31/13
•Final report of this project
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
•Bidders Conference completed bids will be opened at February
Physical Property Committee Meeting
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 the Pavement Project is completed to reduce
risk in this area
•Physical Property was asked to look the cost to provide covered bus
benches in front of the Pharmacy to prevent pedestrians from tripping
over the curb
•Staff seeking design concepts for this area to be submitted at the
February meeting of the Physical Properties Committee.
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
•The Executive Director recommended an independent arborist
consultant speak to the Committee
•Ted Stamen will make a presentation on January 31st on caring for trees and HOA’s responsibilities this will take place at Clubhouse 4 at 1:00
all are welcome
10. LIGHTED PAVEMENT CROSSWALK AT SWIMMING POOL ON ST. ANDREWS DRIVE
•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
•Three consultants have been interviewed and are awaiting quotes
•Information was presented at the January Physical Property
Committee Meeting estimates for cost were presented
•Implementation is being reviewed
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 January Physical Property Committee meeting
•Action to be reviewed by the Board at its January 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 conducted at the January Physical Property Committee meeting
•PP Committee asked staff to analyze the bids and bring back information
to the next 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
•Action by the Physical Property Committee to recommend the GRF
Board approve project
•Item on the GRF Board agenda for action in January
15. BARRE/MIRROR RELOCATION AT CLUBHOUSE SIX
• First presented to the Recreation Committee 10/14/2013
• Committee asked staff to move the barre and add additional mirrors so
all clubs could make use of the area
•Work started 12/18/2013
•Project completed
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
•Project scheduled for completion 1/24/14
18. PAVING PROJECT
• Bids received Nov. 2, 2012 for pavement reconstruction on Golden Rain Road, N. Fairfield Lane, Prestwick Road and Admin/Amphitheatre parking lots.
• Phys Prop Comm. Mtg. Nov. 7, 2012 bids were opened, the committee requested staff coordinate and arrange a bus tour of proposed streets and parking lots.
• Bus tour taken with committee members Dec. 17, 2012 to view
Golden Rain Road, N. Fairfield Lane, Prestwick Road and
Admin/Amphitheatre parking lots to asses and prioritize streets.
• Phys Prop Comm. Mtg. January 2, 2013 staff was instructed to get
pricing on engineering inspection services for the project.
• Phys Prop Comm. Mtg. February 6, 2013 engineering inspection service proposals were reviewed and staff was instructed to present additional information and options of how much work can be done within the allotted budget at the next meeting.
• Phys Prop Comm. Mtg. March 6, 2013 staff presented 3 project scenarios using Champion Paving as the low bidder which included bids for engineering, the committee voted to recommend the Board approve Project 3 (Golden Rain Rd and Admin/ Amphitheatre parking lots) and award a contract to Champion Paving and AndersonPenna in for engineering inspection services and pull additional monies from the Trust Improvement Fund.
•GRF Board Mtg. March 26, 2013 GRF Board approved Phys Prop Comm. recommendation.
•Paving project began April 22, 2013.
•Phys Prop Comm. Mtg. Oct. 2, 2013 the committee voted to authorize the Chair to sign the M.J. Jurado change order to perform the replacement of the amphitheater lift station storm drain with funds from the paving contingency fund.
•GRF Board Mtg. Nov. 26, 2013 Board approved the
Champion Paving change order for single lane striping of Golden Rain Rd lines and legends with traffic paint, and crosswalks on Golden Rain Rd. and adjoining streets with thermoplastic paint, with funds to be used from the Trust Street Paving project contingency fund.
•Meeting with contractor January 21, 2013 to finalize remaining punch list items and invoicing.
19. COMMUNITY FACILITIES FIRE PROTECTION SERVICES
•Phys Prop Comm. Mtg. Oct. 2, 2013 bids were opened and the committee requested staff review the bids and bidders and provide a recommendation at their next mtg.
•Phys Prop Comm. Mtg. Nov. 6, 2013 the committee voted unanimously to recommend the Board approve Nationwide Fire Protection for
2013-2016 Fire Protection Services.
•GRF Board Mtg. Nov. 26, 2013 awarded a contract to Nationwide Fire
Protection for fire protection services, using budgeted funds.
•Year 1 services are currently underway.
20. ST. ANDREWS GATE IMPROVEMENTS
•Phys Prop Comm. Mtg. Aug. 7, 2013, the committee reviewed the Community Traffic Survey which included safety improvements for the St. Andrews Gate.
•At the request of the GRF Board President in mid September 2013, a proposal was requested and received from AndersonPenna to prepare St. Andrews Gate improvement plans.
•On September 20, 2013 the Phys Prop Comm. Chair signed the proposal authorizing AndersonPenna to move forward with developing St. Andrews Gate improvement plans.
•AndersonPenna is in the process of completing the St. Andrews Gate improvement plans for review by the Phys Prop Comm. at their February 5, 2014 meeting.
21. Main Gate Beatification Project
•October 2013, Board approval of CWA as Landscape Architect for Project.
•January 2014, Ad Hoc Beautification Committee review of preliminary
plans and plant selection.
ITS
1.Jenark
•Final reviews are in progress a formal staff recommendation to be
presented at the January meeting of the ITS committee
•ITS Committee Approval on January 14, 2014
•Action placed on the January 28th Board agenda
2. Paychex Implementation
•Payroll set up progressing. Data set provided and they are in the process of
•Time and Labor settings are being defined with Paychex implementation coordinator and Accounting/IT/HR staff. Supervisor/Manager training scheduled for December 11th.
•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
•In full process final report on this action item
3. Records Management
•Vendor recommended at the December meeting of the ITS Committee
•Final approval pending Board review and approval at the December 23rd meeting of the Board.
•December 23, 2014, Board approved
•First pickup of Stock Transfer records scheduled for January 24th. This will account for approximately 50% of records in storage to be scanned.
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 Board review and approval at the December 23rd meeting of the Board.
•12/23/14 Board approved
•All Windows 7 workstations (29 machines) have been imaged successfully and are ready for deployment.
•Remaining 5 laptops in process of being imaged and prepared for deployment.
•Final report on this action item
General
•2013 Budget – Annual Audit
•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
•As of December 19 over 4,400 ballots have been received.
•Required notice for meeting to open ballots will be posted.
•Banners and signs to be removed beginning January 2nd.
•Notice posted of ballot results in the GRF News the week of January 13th.
•January 7, 2014 Ballot Measure approved (4,642 Yes; 84 No; 42, Abstention)
•GRF Corporate Consul amending the Trust Document for recording per the ballot.
•Upon receipt of the recorded document and full copy will be mailed to all
Shareholders.
•AES Plant Renovation
•Staff is currently working with AES representatives to set up a date for a
presentation and a Q & A period (Possibly at a President Council Meeting)
Security
•In a comparison of December 2012 reports to December 2013 reports, the only significant items of note:
•Increase in
•Theft and Traffic Accidents
•Decrease in
•Vandalism and Incidents
•24 reported traffic incidents/accidents for the month, all are in the very
minor to minor category.
Mutual Administration
•Legal Seminar for Golden Rain Board and Mutual Boards
•Contacts have been made to Attorney Roseman & Associates
•Date set for Tuesday, March 11, 2014 from 9:00 am to Noon
•Awaiting Agenda from Stephen Roseman
•Annual Realtor’s Conference for Golden Rain Board & Mutual Boards
•Date at this time is set for Friday, April 4, 2014 from 9:00 am to Noon
•Meeting will be in Clubhouse 4 from 9:00 am to Noon.
•Directors Legal Seminar for Newly Elected Officers & Directors / July
•Contact to Mutual Attorneys to participate in a post-election legal seminar
for the Boards
•Pending
Friendly Community Reminders
Let’s Slow Down.
Speeding is not only against the law but is a risky activity. It can hurt you and the drivers around you. Perhaps you forgot the speed limit, or you don’t see any other cars or pedestrians and think, “Maybe I should get to where I am going earlier so let’s speed up. Hey, Patrol isn’t around anyway?” Whatever the reason, follow these steps to avoid breaking the law and putting you and your fellow Shareholders at risk by speeding.
1. Pay close attention to your speedometer while still carefully watching the road. Make quick frequent checks to monitor your speed.
2. Drive under the speed limit. Even a few miles an hour over the posted speed limits increases risk.
3. Leave earlier so you don’t feel rushed. Don’t put yourself in a situation where you feel pressure to get to an appointment on time.
4. Always consider the risk of speeding. As you find yourself going too fast think about the risk that you are placing yourself and your fellow Shareholders in. We all think that it will never happen to me. In the brief second that it took to read this sentence a speed related accident could have happen to someone you know and love. Think twice before speeding.
5. Don’t let your attention drift from the road.