GOVERNMENT GRF DIRECTORS NOMINATIONS
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.
A special Golden Rain Foundation Board of Directors meeting is scheduled for Friday, March 14, at 1 p.m. in the Administration Conference Room. Foundation members are welcome to attend; seating may be limited. The agenda is as follows:
•Call to Order
•Pledge of Allegiance
•Amend Policy 2850, Display Advertising Commissions
•Amend Policy 4311, Vacation Procedures
•Rescind Regulation 4322, Sick Leave Program
•Amend Policy 4420, Group Term Life Insurance
•Amend Policy 4441, Insured Programs
•Amend Policy 4610, Performance Evaluation
•Rescind Regulation 4611, Performance Evaluation Procedure
•Adopt Policy 5023, GRF Department Organization Charts
•Rescind Policy 2003, Administrative Organization Chart
•Rescind Policy 2003.1-Administrative Organization Chart – Titles Only
•Rescind Policy 2003.2-Administrative Organization Chart -Titles and Names
•Rescind Policy 2102 – Community Administration Organization Chart
•Rescind Policy 2202 – Accounting Dept Organization Chart
•Rescind Policy 2303 – Service Maintenance Organization Chart
•Rescind Policy 2402 – Security & Transportation Organization Chart
•Rescind Policy 2502 – Leisure World Library Organization Chart
•Rescind Policy 2602 – Recreation Department Organization Chart
•Rescind Policy 2802 – News Department Organization Chart
•Rescind Policy 5021 – GRF Organization Chart
•Adopt Policy 5045, Board Member Use of Foundation Equipment
•Amend Policy 5536.1, Guest Passes (PRELIMINARY VOTE)
•Award License Plate Recognition Software System
•Approve Funding of Project to Install Automatic Doors at CH3 Restroom
•Discussion: Foundation Bylaws
•Executive Director’s Report
•Executive Session – legal update
The following is a partial list of the holiday carport cleaning schedule for 2014:
Memorial Day, May 26
•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.
Labor Day, Sept. 1
•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 Nov. 27.
•Mutual 16, Carport 9, will be cleaned Friday, Nov. 28, instead of Thursday, Nov. 27.
Christmas Day, Dec. 25
•Mutual 11, Carports 130-131, will be cleaned Dec. 29, instead of Dec. 25.
LEARN HOW TO USE THE MINIBUS
The Golden Rain Transportation Department will conduct an informational meeting on using the Minibus service from 10-11 a.m., today, 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 shareholders who would like to learn about the minibus system routes and timetables. Information on the Golden Rain Access Bus service and other bus and transportation services available inside the community is included. For more information, call minibus supervisor Grant Winford at 431-6586, ext. 372.
GRF COMMITTEE REPORTS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings in the conference room of the Administration Building. The following is the remainder of the schedule for March.
•Security, Bus & Traffic
1:30 p.m., Thursday, March 6, Administration
1:30 p.m., Monday, March 10, Administration
1:30 p.m., Tuesday, March 11, Administration
1:30 p.m., Thursday, March 13, Administration
9:30 a.m., Tuesday, March 18, Administration
•Traffic Enforcement Ad Hoc
2:30 p.m., Thursday, March 20, Administration
MUTUAL MEETING SCHEDULES
9:30 a.m., Monday, March 10, Administration
9 a.m., open forum; 9:30 a.m., meeting starts; Wednesday, March 12, Administration
9:30 a.m., Thursday, March 13, Administration
9:15 a.m., open forum; 9:30 a.m., meeting starts, Friday, March 14, Administration
9:30 a.m., Monday, March 17, Administration
1 p.m., Monday, March 17, Administration
1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, March 18, Administration
9 a.m., Wednesday, March 19, Administration
1 p.m., Wednesday, March 19, Administration
9:30 a.m., Thursday, March 20, Administration
1:30 p.m., Thursday, March 20, Clubhouse 3, Room 9
1:30 p.m., Monday, March 24, Administration
9 a.m., open forum; 9:15 a.m., meeting starts; Wednesday, March 26, Administration
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
9:30 a.m., Friday, March 28, Administration
MINUTES OF THE REGULAR MONTHLY MEETING
OF THE PRESIDENTS’ COUNCIL
SEAL BEACH LEISURE WORLD
February 6, 2014
The Regular Monthly Meeting of the Presidents’ Council of Seal Beach Leisure World was convened at 9:00 a.m. by President Crandall on Thursday, February 6, 2014, in Clubhouse Four, followed by the Pledge of Allegiance.
MUTUAL ONE Ms. Anderson
MUTUAL TWO Ms. Bahr
MUTUAL THREE Mrs. Rutledge
MUTUAL FOUR Ms. Davenport
MUTUAL FIVE Mr. Jarecki
MUTUAL SIX Mr. Garrett
MUTUAL SEVEN Mr. Bennett
MUTUAL EIGHT Ms. Page (9:08 a.m.)
MUTUAL NINE Mr. Green
MUTUAL TEN Ms. Cummings
MUTUAL ELEVEN Mr. Mandeville (9:36 a.m.)
MUTUAL TWELVE Ms. Findlay
MUTUAL FOURTEEN Mr. Bourhenne
MUTUAL FIFTEEN Mr. Crandall
MUTUAL SIXTEEN Mr. Grenrock
MUTUAL SEVENTEEN Mr. Hayes
Mr. Michaelides, GRF President
Mr. Van Gelder, Vice President, Mutual One
Ms. Baker, Chief Financial Officer, Mutual Two
Mrs. Reed, Vice President/Secretary, Mutual Four
Mr. Hood, Chief Financial Officer, Mutual Five
Mrs. Fellows, Chief Financial Officer, Mutual Seven
Ms. Berg, Vice President/Chief Financial Officer, Mutual Eight
Ms. Arlart, Vice President, Mutual Ten
Ms. Woodruff, Chief Financial Officer, Mutual Twelve
Mr. Lukoff, Vice President, Mutual Fourteen
Mrs. Obenauer, Vice President, Mutual Fifteen
Ms. Merrifield, Vice President, Mutual Sixteen
Mrs. Poe, Treasurer, Mutual Seventeen
Mr. Ankeny, Executive Director
Mrs. Weller, Mutual Administration Manager
Mr. Weaver, Community Facilities Manager
Mr. Dillon, Purchasing Supervisor
Ms. Day, Mutual Recording Secretary
Mr. Crandall welcomed guests and staff to the meeting, and each President introduced the invited guest from their Mutual.
Mr. Crandall called for a motion to approve the Presidents’ Council Meeting minutes of December 5, 2013. Upon a MOTION duly made by Mr. Green and seconded by Mr. Bennett, it was
RESOLVED, To approve the Presidents’ Council Meeting minutes of December 5, 2013, as printed.
The MOTION carried by a unanimous vote of the Council members.
PURCHASING SUPERVISOR’S REPORT
Mr. Dillon reported that Purchasing is selling low-flow showerheads for water conservation, and Sears has increased the cost of wall ovens by $5 each. Also, manufacturing incandescent light bulbs has been discontinued, so he has purchased enough to last approximately one year; other alternatives will have to be found. In addition, varieties of light bulbs were discussed, and he is currently searching for a replacement light bulb for the bathroom heater fan units.
He stated that the appliances are available in existing colors, but bisque has been discontinued on all of the appliances supplied by Purchasing. In addition, it was suggested that an article be placed in the Golden Rain News on how to operate the low-flow showerhead.
MUTUAL ADMINISTRATION MANAGER’S REPORT
Mrs. Weller submitted several documents containing valuable information for the Presidents that she provided in a folder for the Presidents to keep all of the documents she distributes/presents to them at the Presidents’ Council Meetings. In addition, her Mutual Administration Monthly Action Report is attached.
Mrs. Weller informed the Council that Attorney Roseman of Roseman & Associates will be holding a “Savvy Senior Seminar” for all Mutuals’ Directors and GRF Directors only, on March 11 in Clubhouse Four, concerning common area and Davis-Stirling changes.
She reported that there will be another Annual GRF Realtors Conference for Mutual and GRF Directors only, to be held on Friday, April 4, 2014, from 9:00 a.m. to 12:00 noon in Clubhouse Four, Section A.
Mrs. Weller discussed/reviewed Policy 7590 – Feeding Wildlife and asked that each Council member discuss the policy with their Board members to consider adopting in one policy for all Mutuals.
A discussion on revising the Occupancy Agreement to better enforce the rules and policies in Leisure World followed.
Mrs. Weller discussed/reviewed Policy 7551 – Unsanitary Premises and Fire Loading Conditions. She asked the Council members to discuss the policy with their Board members and consider adopting one policy for all Mutuals. Ms. Findlay volunteered to be involved with Mr. Weaver and Mrs. Weller concerning the Fire/Safety Inspection checklist in this policy. Ms. Cummings recommended the checklist be provided to the shareholders prior to the fire/safety inspections, informing them of the standards expected.
COMMUNITY FACILITIES MANAGER’S REPORT
Mr. Weaver reported that in reviewing Policy 7551, he noticed that a lot of the Mutuals have their inspections every two years instead of yearly. He suggested that the policy reflect that difference.
He discussed with the Council members State Senate Bill 407 on water conservation fixtures, such as toilets, showerheads, and faucet aerators, which need to be fully compliant by 2019. He has had a contractor approach him offering to come into the community and replace the toilets at $200 each (using their toilets), with a $50 rebate. He will take this issue to the Physical Property Council Meeting for a presentation and discussion.
Mr. Weaver stated that AES Power Station will be presenting a seminar in Leisure World following the next Presidents’ Council Meeting in Clubhouse Four at 1:30 p.m. AES will be discussing the ongoing construction at the plant.
Ms. Davenport discussed the Mutuals requiring a completion bond for contractors to provide to the Mutual to guard against any liability. This issue will be discussed further at the next Council Meeting.
A discussion on GS-1 and GS-2 Edison electrical rates followed. Mr. Weaver stated that he had a meeting with Edison, and they are sending him an update of the changeover from GS-2 to GS-1 Time of Use (TOU) rates. In addition, his department developed a spreadsheet showing kilowatt hour usage per laundry room to assist the Mutuals in monitoring the electrical usage.
Ms. Findlay discussed the installation of satellite dishes, and problems with installations followed. Mr. Weaver stated that DISH and DIRECTV can come in the community but that 80 percent of their installers will not put a clamp on the vent on the roof. Those installers need to go to Physical Property first so that they can be shown how to properly do the installations. The DSS contractor does clamp the dish to the roof vent.
(Mr. Weaver and Mr. Dillon left the meeting at 10:05 a.m.)
EXECUTIVE DIRECTOR’S REPORT
Mr. Ankeny thanked those individuals who attended the Tree Seminar that the GRF put on, presented by Mr. Ted Stamen of Class One Arboriculture. At the Physical Property Committee meeting yesterday, a motion was passed to have Mr. Stamen draft a complete set of specifications for tree care, which will be at the expense of the GRF and will be received in approximately six weeks. The draft will be available to any Mutual who requests a copy.
Mr. Ankeny discussed and distributed information on water conservation. Also, articles on water conservation will appear in the Golden Rain News for the next several months. A campaign has started to develop a logo on water conservation, and everyone is invited to submit their design to the GRF (see attached).
He reported that the GRF Annual Audit field work has been completed. The report will be in more depth than ever before, with full transparency.
Mr. Ankeny stated that Project Manager Garner has resigned and the GRF is currently looking for his replacement, with a strong roofing background, to assist the Mutuals with their roofing projects. A new Building Inspector is also being sought.
He stated that Mrs. McAuley (his assistant) and/or Ms. Knapp (assistant to GRF President) will be calling each of the Mutual President’s to arrange for two or three Presidents at a time to meet with Mr. Michaelides, Mrs. Weller, and him to obtain their feedback on how they are doing and what can the GRF do better, etc.
Mr. Ankeny said he has been receiving requests for copies of the Trust, which he has not received yet. The Presidents and Secretaries will be contacted to come in and sign the Trust document and have the signatures notarized at the same time. After everyone has signed the document, a copy will be mailed out by U.S. Mail to every shareholder in Leisure World, as required by law. The only thing on the Trust that was changed was the date of the termination of the Trust from 2024 to 2044.
Mr. Ankeny stated that he has requested from Mr. Weaver that the Physical Property Inspectors submit a monthly written report for the Mutual Monthly Board Meetings to keep the Board members apprised of what is going on. In addition, the Inspectors will eventually all have iPads to take pictures, perform inspection reports, etc., for better documentation in the field.
A discussion on water usage followed. Mr. Ankeny stated that drips indoors or outdoors are the biggest offender. In addition, landscapers should be making adjustments to the sprinkler systems, per the weather conditions, on a daily or weekly basis.
Mr. Ankeny said after this year’s annual elections, the GRF is planning an all day seminar that will include all Mutual attorneys and give each attorney an opportunity to discuss an aspect of the basics of governance to assist Boards to do their jobs better.
OLD COUNCIL BUSINESS
Mr. Jarecki distributed/discussed the original Policy 7303 – Hazard Insurance Deductible that was adopted in 1971 and stated that Mutual Five has contracted with Mr. Michael Berg (broker) to see if it was possible to obtain deductible insurance. Ms. Findlay and Ms. Davenport discussed the draft of Policy 7303 – Mutual Deductible Fund (formerly Policy 7303 – Self-Insurance Fund). Ms. Findlay and Ms. Davenport have volunteered to work on revising the policy. Mr. Jarecki stated that his Mutual has hired a CPA to review the fund and asked if any other Mutuals would like to participate and help pay for the project.
Mr. Ankeny stated that the Self-Insurance Fund has been frozen. The recent claims that have been filed have been paid out from 2013 funds. Following a discussion, President Crandall asked the Mutual Presidents if the fund should be closed or new guidelines written:
Mutual One – half the Board would stay in the fund
Mutual Two – consensus is in favor of staying with the fund as a group
Mutual Three – consensus is withdraw from the fund
Mutual Four – lean towards not participating in fund
Mutual Five – no decision at this time
Mutual Six – strong indication of withdrawing from the fund
Mutual Seven – to go along with the majority of Mutuals
Mutual Eight – to stay with the concept of the fund, but revise the policy
Mutual Nine – to stay in with some modifications to the policy
Mutual Ten – no decision at this time
Mutual Eleven – no decision at this time
Mutual Twelve – no comment
Mutual Fourteen – consensus is to maintain the fund
Mutual Fifteen – consensus is to stay in the fund
Mutual Sixteen – to stay in fund with modifications to the policy
Mutual Seventeen – not discussed with Board, but President’s view is to drop out
Mr. Ankeny discussed the GRF budgeting process and stated that the years of the large refunds are going to go away. The GRF is going to look at what it actually costs to operate the Foundation for a fiscal year, no more, no less.
Mr. Bourhenne proposed to maintain the ad hoc committee reviewing policies on the Presidents’ Council agenda every month. He discussed examples of policies that need to be rescinded/revised (Policy 7307 – Signature Requirements on Checks and Policy 7492 – Padmount Transformers). Also, he submitted a new chart for an additional lower carport storage cabinet that can be used in all Mutual carport policies and suggested consolidating policies that would save money on paper costs.
(Mr. Grenrock left the meeting at 11:25 a.m. and Ms. Merrifield took his seat at the table.)
Following a discussion, Mr. Crandall asked Mrs. Weller to draft a globalized policy for Policy 7492 – Padmount Transformers, and a globalized policy on barbeques.
A discussion followed on how to identify missing shareholders. Mrs. Weller stated that there are several legal issues involved and she cannot provide lists of where individuals are located.
NEW COUNCIL BUSINESS
Mr. Crandall reminded the Council that Mutual Directors are not to interrupt staff members in the Finance Department on Wednesday’s unless it is an emergency.
Ms. Bahr objected to the painting of the curb red down Golden Rain Road.
Mr. Jarecki said if other Mutuals would like to talk to Mr. Michael Berg (broker) to see about getting its own insurance and how much it would cost, they are invited to come to Mutual Five’s February 19 Board Meeting.
Mr. Garrett reminded that all the Mutuals could share in the cost of the auditor that Mutual Five has hired.
Mr. Bennett said that in the reports that are received regarding accidents in Leisure World and items published in the newspaper, he is noticing more hit-and-run accidents and thinks there should be an article in the Golden Rain News about taking personal responsibility for your actions.
Ms. Findlay thanked the Council members for their patience with the committee members working on the self-insurance fund issue.
Ms. Merrifield stated that 60 percent of water usage in Orange County goes to landscaping.
Mr. Hayes commented on the new washers with the glass lids so now individuals can see their wash.
There being no further business, Mr. Crandall adjourned the meeting at 11:35 a.m.
Esther Cummings, Secretary
(These are tentative minutes, subject to approval by the Council members at the next Presidents’ Council Meeting.)
NEXT MEETING: MARCH 6, 2014
HOW TO BE A MUTUAL BOARD MEMBER
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.