At its meeting on Thursday, May 29, 2014, the GRF Board of Directors: •disbanded the Traffic Enforcement Ad hoc Committee;
•amended Policy 1428, Clubhouse Artwork Displays;
•tentatively amended Policy 1432, Liability Insurance – Carriers, pending a 30-day notification to the membership and a final decision on July 22, 2014;
•tentatively adopted Policy 1466, Exercise Room Rules, Limitations and Etiquette, rescind Policies 1464, Exercise Room Limitation and 1464.1, Exercise Room Rules, pending a 30-day notification to the membership and a final decision on July 22, 2014;
•tentatively adopted Policy 1468, Pool Rules, Limitations and Etiquette, rescind Policy 1461, Pool Rules, and rescind Regulation 1462, Pool Temperatures, pending a 30-day notification to the membership and a final decision on July 22, 2014;
•committed the proposed amendment of Policy 3050, Security Functions, to the Security, Bus & Traffic Committee;
•adopted Policy 5046, Records Management;
•amended Procedure 5091, Basic Safety Responsibilities;
•amended Policies 5440, Emergency Plan, and 5442, Community Emergency Preparedness;
•amended Policy 5533, Process Service;
•authorized the Executive Director implement the Safety First Program;
•awarded a contract to Empire Pipe Cleaning & Equipment for Foundation sewer cleaning services, for a total of $75,659.76, using budgeted funds from the operating budget;
•awarded a contract to M.J. Jurado, Inc., to replace approximately 1,268 square feet of concrete at the Clubhouse Four entrance, using $9,000 from the Trust Improvement Fund and $1,788 from the Capital Improvement Fund;
•approved a wireless network upgrade with FTS at an annual cost of $17,100, using available funds in the ITS Budget;
•approved the Volunteer Participant Accident Insurance Program for the GRF Board of Directors; and
•tentatively approved the adoption of Policy 1920.1, Traffic Rules and Regulations – Enforcement, pending a minimum 30-day notification to the membership and a final decision on July 22, 2014.
The minutes of the May 29 Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the July Board meeting.

ANNUAL MEETING TENTATIVE AGENDA
The following is the tentative agenda for the Golden Rain Foundation Annual Meeting, scheduled for June 10, at 2 p.m. in Clubhouse 4.
•Call to Order
•Pledge of Allegiance
•Member Participation by Prearrangement
•Minutes of the Annual Meeting of June 11, 2013
•Introduction of Present Directors
•Introduction of Newly Elected Directors
•Communications Committee Chair Report
•Executive Committee Chair Report
•Finance Committee Chair Report
•Information Technology Services Committee Chair Report
•Library Committee Chair Report
•Physical Property Committee Chair Report
•Recreation Committee Chair Report
•Security, Bus & Traffic Committee Chair Report
•President’s Report
•Executive Director’s Report
•Adjournment

GRF EXECUTIVE SESSION
An executive session of the Golden Rain Foundation Board of Directors is scheduled for Friday, June 6, at 9:30 a.m. in the Administration Conference Room. The purpose of the meeting is to discuss legal, contract and personnel matters in executive session. The agenda is as follows:
•Call to Order
•Roll Call
•Legal/Contract Matter
•Personnel Update
•Adjournment

GOP WOMEN
The Rossmoor-Los Alamitos Republican Women Federated will hold its annual Friendship & Flowers Scholarship Luncheon on Saturday, June 7, from 11:30-3 p.m. at the Marriott Courtyard in Cypress.
High school students are asked to write an essay explaining, “What the Constitution Means to Me,” along with other information about their high school experience. A committee reads the submissions and selects three outstanding students who will be presented with $1,000 scholarships at the luncheon.
The day will include a lunch buffet, raffle prizes and entertainment. Patrick Bell, a baritone and magician, will give a one-man show of opera and magic. Tickets to the event are $30 each and available from Chris Barnes at 865-3258. 

GRF SPECIAL MEETING
A special Golden Rain Foundation Board Meeting will be held immediately following the annual meeting, Tuesday, June 10, in Clubhouse 4. The reason for the meeting is to begin the process of organization.
• Call to Order
• Member Comments
• Roll Call
• Begin Process of Organization
• Announcements
•Adjournment

GRF SPECIAL TRAINING MEETINGS
Four training seminars for the Golden Rain Foundation Board of Directors have been scheduled this month. The training seminars will be conducted in executive session as legal, contractual and personnel matters will be discussed. The seminars will be held in the Administration Conference Room on the following dates/times:
•Thursday, June 12, at 1 p.m.
•Tuesday, June 17, at 9 a.m.
•Wednesday, June 18, at 9 a.m.
•Monday, June 23, at 9 a.m.

CARPORT CLEANING SCHEDULE
The following is the holiday carport cleaning schedule for 2014:
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 Thursday, 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 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.

GRF BOARD MINUTES
BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
April 22, 2014
CALL TO ORDER
President Michaelides called the regular monthly meeting of the Golden Rain Foundation Board of Directors to order at 10:00 a.m. on Tuesday, April 22, 2014, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
In recognition of its service to the community, Kaye Huff of Hui O Hula was asked to lead today’s Pledge of Allegiance. The Hui O Hula Club was established in 2005 and quickly grew in popularity. With a focus on Aloha Spirit, the friends of hula gave more than 100 performances last year throughout the community, including several shows outside of Leisure World. Kaye Huff is the current Event Coordinator for Hui O Hula and is one of the original club members.
Mrs. Huff led the Pledge of Allegiance. The President thanked her and Hui O Hula for their work in spreading Aloha Spirit in the community.
ANNOUNCEMENTS
The Board met in Executive Session on April 11, 2014 to hear a legal and personnel update, and approve Executive Session meeting minutes.
The Board met earlier this morning in Executive Session to hear a legal update.
The 2014 election season is underway. This year, GRF directors will be elected from even-numbered Mutuals. Ballots will be mailed out at the beginning of next month.
Please make a note on your calendar that the regular GRF Board meeting will be rescheduled due to a conflict with Mutual Eight’s annual meeting. The GRF Board meeting will now be held at 10:00 a.m. on Thursday, May 29, 2014 in Clubhouse Four.
The President introduced and welcomed two new Foundation employees: Julie Rodgers, Purchasing Supervisor and David Rudge, Project Coordinator / Building Inspector.
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.
Two Foundation members spoke on subjects including traffic safety and the annual audited financial statement.
ROLL CALL
The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Winkler, Damoci, Supple, Kravitz, Bolton, and Moore were present. Director Craig was 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 (Krieger), the minutes of the special Meeting of March 19, 2014 were approved as printed.
By MOTION of Ms. Stone, seconded by Mrs. Wood and carried with one abstention (Winkler), the minutes of the regular Meeting of March 25, 2014 were approved as printed.
RESCIND THIRTEEN OBSOLETE POLICIES
In reviewing Foundation documents, 13 regulations, resolutions, and policies were discovered to be obsolete or in contradiction with current policies and operational practices.
At its meeting on April 7, 2014, the Executive Committee unanimously recommended the Board approve the rescission of: Regulation 3010, Committee Minutes; Regulation 3381, Use of Telephone Equipment; Policy 4121, Position Descriptions; Policy 5010, Internal Operations; Policy 5515, Microfilm Storage; Policy 5220, Energy Conservation; and Policy 5532, Telephone Answering and Listing.
At its meeting on April 14, 2014, the Recreation Committee unanimously recommended the Board approve the rescission of Regulation 1710.1, Adult Education Classes.
At its meeting on April 15, 2014, the Finance Committee unanimously recommended the Board approve the rescission of: Policy 5310, Trust Asset Acquisition; Policy 5360, Depreciation of Trust Assets; Policy 5370, Capitalization of Fixed Assets; Resolution 5525, Night Depository Agreement; and Policy 5526, Review of Annual Financial Statements.
Ms. Winkler MOVED and Mrs. Damoci seconded -
TO rescind Regulation 3010, Committee Minutes; Regulation 3381, Use of Telephone Equipment; Policy 4121, Position Descriptions; Policy 5010, Internal Operations; Policy 5515, Microfilm Storage; Policy 5220, Energy Conservation; Policy 5532, Telephone Answering and Listing; Regulation 1710.1, Adult Education Classes; Policy 5310, Trust Asset Acquisition; Policy 5360, Depreciation of Trust Assets; Policy 5370, Capitalization of Fixed Assets; Resolution 5525, Night Depository Agreement; and Policy 5526, Review of Annual Financial Statements.
One Board member spoke on the motion.
The motion passed unanimously.
AMEND EIGHT RECREATION POLICIES
The following Recreation Department policies set forth information on various matters concerning use of community facilities, club membership, reservations, meetings, and dances: 1202, Club Membership; 1406, Limitations on Use; 1410, Eligible Organizations; 1411, Clubhouse Reservations; 1411.6, Reservations by Outside Organizations; 1412.1, Political Meetings; 1465, Saturday Dances; and 1710, Adult Education.
Most of the suggested changes are cosmetic or simple updates, such as: change “Seal Beach Leisure World” to “Golden Rain Foundation;” change “residents” to “members;” change “Community Facilities Manager” to “Recreation Supervisor;” correct “cancelled” to “canceled;” change “Administrator” to “Executive Director;” and change “Security & Transportation Manager” to “Security Chief.”
Other suggestions include:
•clarify that guests must be accompanied by a Foundation member and that guests can not constitute a majority of the group;
•add that a person who provides live-in, long-term, or hospice care to a Foundation member is classified as a caregiver;
•set forth that, unless they are Foundation members, caregivers can not be a club member or guest, but may attend club functions with their employer when on duty;
•set forth that caregivers may access community functions when on duty with their employer;
•set forth that the Executive Director is authorized to approve the Registrar of Voters and Voting Polls for use of community facilities;
•set forth that the Executive Director, with the Recreation Committee’s approval, is authorized to permit outside organizations/individuals to use community facilities, including elected officials, utility company representatives, California Department of Motor Vehicles, and special events such as holiday carolers;
•set forth that the Recreation Department will furnish live bands for dances each Saturday at Clubhouse One, except Christmas Day and New Year’s Day;
•omit information that recorded music is available for dances; and
•add information that Foundation members are able to invite guests as long as the number of guests does not comprise a majority of attendees.
At its meeting on April 14, 2014, the Recreation Committee unanimously recommended the Board amend these policies.
Mrs. Damoci MOVED and Ms. Winkler seconded -
TO amend Policies 1202, Club Membership; 1406, Limitations on Use; 1410, Eligible Organizations; 1411, Clubhouse Reservations; 1411.6, Reservations by Outside Organizations; 1412.1, Political Meetings; 1465, Saturday Dances; and 1710, Adult Education.
Ms. Coven MOVED, seconded by Mrs. Damoci and carried unanimously -
TO change “Leisure World residents” to “Foundation members” on item #4c on Policy 1406, Limitations on Use.
Mr. Supple MOVED, seconded by Ms. Seifert and carried unanimously -
TO add “with the approval of the Recreation Committee” to item #2 on Policy 1710, Adult Education.
The main motion, as amended, passed unanimously.
AMEND POLICY 1201, PHOTO IDENTIFICATION CARDS
(TENTATIVE VOTE)

The Executive Committee has recommended the GRF Board of Directors consider a change to an operating rule. The text of the proposed operating rule change and the description of the purpose and effect of the proposed change is attached and set forth below. The Board will make a final decision on this proposed operating rule change on July 22, 2014, after consideration of comments made by members. This process is recommended in accordance with Section 1357.130 (a) of the Davis-Stirling Common Interest Development (CID) Act.
Policy 1201, Photo Identification Cards, sets forth information on how photo identification cards are issued, used, replaced and collected.
At its meeting on April 7, 2014, the Executive Committee unanimously recommended the Board approve the following:
•set forth that photo identification cards will be issued by the Stock Transfer Office with authorization from the Mutual Administration Manager;
•change the fee for first-time loss of card from $5 to $10; and
•change the fee for subsequent losses within 24 months of first loss from $10 to $15.
If approved by the GRF Board of Directors on July 22, 2014, the policy changes would go into effect on August 1, 2014.
Mrs. Wood MOVED and Ms. Stone seconded -
TO tentatively approve, pending a minimum 30-day notification to the membership and a final decision on July 22, 2014, the amendment of Policy 1201, Photo Identification Cards, with changes as set forth above.
Mr. Supple MOVED, seconded by Ms. Rapp and carried unanimously –
TO amend the motion to say that cards will be issued by the Stock Transfer Office with authorization from the Mutual Administration Manager and/or the Executive Director.
The main motion, as amended, passed unanimously.
AMEND POLICY 1801, QUALIFIED PERMANENT RESIDENTS
AND CO-OCCUPANT AGREEMENTS (TENTATIVE VOTE)
The Executive Committee has recommended the GRF Board of Directors consider a change to an operating rule. The text of the proposed operating rule change and the description of the purpose and effect of the proposed change is attached and set forth below. The Board of Directors will make a final decision on this proposed operating rule change on July 22, 2014, after consideration of comments made by members. This process is recommended in accordance with Section 1357.130 (a) of the Davis-Stirling CID Act.
Policy 1801, Qualified Permanent Residents and Co-Occupant Agreements, was established in 1995 to comply with Section 51.3 of the California Civil Code, which sets forth the manner in which senior communities operate with respect to age qualifications and permitted residency by persons under 55 years of age who reside with a shareholder/member. It is recommended that the Policy be updated to be in compliance with changes to Section 51.3 and the Foundation’s operating practices.
At its meeting on April 7, 2014, the Executive Committee unanimously recommended the Board approve the following:
•Change policy title to Qualified Permanent Residents;
•Omit “Has written authorization from the Mutual President, or any Mutual officer so designated by the Mutual President, to reside in the dwelling unit;”
•Add “Has resided with the qualifying senior citizen prior to death, hospitalization, or other prolonged absence, or the dissolution of marriage with the senior citizen;”
•Add “has met the eligibility and financial criteria for membership, paid the fees, completed the transfer documents in the Stock Transfer Office, and been approved by the Mutual;”
•Add “Once approved, the Qualified Permanent Resident is recognized as an owner of the Mutual Share of Stock certificate and the GRF membership certificate;”
•Add “The Qualified Permanent Resident is issued a Golden Rain Foundation Photo I.D. Card and accorded all the ownership privileges of a member/shareholder;”
•Add “Upon the death or dissolution of marriage, or upon the hospitalization or other prolonged absence of the Resident/Stockholder, the Qualified Permanent Resident has the right to continue residency in the dwelling unit. (Reference: Policy 1802, Qualified Permanent Resident Agreement);”
•Set forth that a co-occupant is 45 years of age or older, not 55, or is a spouse, cohabitant or person providing primary physical or economic support to Resident/Stockholder;
•Add “has applied for residency status under the Co-Occupant Agreement in the Stock Transfer Office, paid the established fees and been approved by the Mutual;”
•Add “upon the death or dissolution of marriage, or upon hospitalization or other prolonged absence of Resident/Stockholder, the co-occupant covenants and agrees that he/she has no right to continue in residence. (Reference: Policy 1803, Co-Occupant Agreement);”
•Set forth that a permitted health care resident is a person of any age hired to provide live-in, long-term, or terminal health care to a qualifying senior resident, or a family member of the qualifying senior resident providing that care;
•Omit “A Resident Stockholder who desires to have a Qualified Permanent Resident reside in a dwelling unit will be required to complete a Request for Additional Occupant Entry form and a Qualified Permanent Resident Agreement. Upon the death or dissolution of marriage, or upon hospitalization or other prolonged absence of the Resident Stockholder, any Qualified Permanent Resident shall be entitled to continue his or her occupancy, residency, or use of the dwelling unit as a permitted resident;”
•Clarify that the Resident Stockholder should register the health care provider and apply for a caregiver pass pursuant to Mutual Policy 7557, Caregivers;
•Add “A permitted health care resident shall be entitled to continue his or her occupancy, residency, or use of the dwelling unit as a permitted resident in the absence of the senior citizen from the dwelling unit only if both of the following are applicable: (Reference: Civil Code 51.3);”
•Add “the senior citizen became absent from the dwelling due to hospitalization or other necessary medical treatment and is expected to return to his or her residence within 90 days from the date the absence began;” and
•Add “the absent senior citizen or an authorized person legally acting for the senior citizen submits a written request to the owner, board of directors, or governing board stating that the senior citizen desires that the permitted health care resident be allowed to remain in order to be present when the senior citizen returns to reside in the development.”
If approved by the GRF Board of Directors on July 22, 2014, the policy changes would go into effect on August 1, 2014.
Mr. Blake MOVED and Mr. Supple seconded -
TO tentatively approve, pending a minimum 30-day notification to the membership and a final decision on July 22, 2014, the amendment of Policy 1801, Qualified Permanent Residents and Co-Occupant Agreements, with changes as set forth above.
Three Board members spoke on the motion. The Mutual Administration Manager answered members’ questions.
Mrs. Damoci MOVED and Mrs. Wood seconded -
TO amend the motion to include a notation on the policy that the effective date of implementation is August 1, 2014.
Two Board members spoke on the proposed amendment.
The motion to amend failed with nine no votes and seven yes votes (Blake, DeMarco, Osborne, Coven, Wood, Wilson, and Bolton).
Ms. Coven MOVED and Mr. DeMarco seconded -
TO commit the policy draft back to Executive Committee.
The motion to commit the policy draft back to Executive Committee failed with 13 no votes and 3 yes votes (Coven, Seifert and Wilson).
The original main motion passed with one no vote (Coven).
AMEND REGULATION 5061.1, INITIATION FEE (TENTATIVE VOTE)
The Executive Committee has recommended the GRF Board of Directors consider a change to an operating rule. The text of the proposed operating rule change and the description of the purpose and effect of the proposed change is attached and set forth below. The Board of Directors will make a final decision on this proposed operating rule change on July 22, 2014, after consideration of comments made by members. This process is recommended in accordance with Section 1357.130 (a) of the Davis-Stirling CID Act.
Regulation 5061.1, Initiation Fee, relates to the application of fees administered by the Mutual Administration Department. It is recommended the Regulation be converted into a Policy and updated to be in compliance with current policies and operating practices.
At its meeting on April 7, 2014, the Executive Committee unanimously recommended the Board approve the following:
•change the regulation to a policy and change the title from Initiation Fee to Application of Fees;
•change “initiation fee” to “membership fee;”
•add information that the Executive Committee will review all fees annually during the fourth quarter of the year;
•change “Administrative Services Dept.” to “Mutual Administration Dept.;”
•change “Mutual Withdrawal Inspection Fee” to “Mutual Escrow Withdrawal Inspection Deposit,” and the amount from $2,500-$3,500 to $5,000-$10,000;
•add a range of $500-$1,000 to the Mutual Inspection Processing Fee;
•change the Replacement Photo ID Card fee from $5 to $10; and
•add a Mutual Escape Tax Deposit of $3,000 as set forth in Policy 7709.1.
If approved by the GRF Board of Directors on July 22, 2014, the policy changes would go into effect on August 1, 2014.
Ms. Stone MOVED and Ms. Rapp seconded -
TO tentatively approve, pending a minimum 30-day notification to the membership and a final decision on July 22, 2014, the amendment of Regulation 5061.1, Initiation Fee to Policy 5061.1, Application of Fees, with changes as set forth above.
Four directors, the Executive Director and the Mutual Administration Manager spoke on the motion.
Ms. Winkler MOVED, seconded by Mrs. Damoci, and carried unanimously –
TO commit the policy draft back to Executive Committee.
AMEND POLICY 5061, MEMBERSHIP FEE
Policy 5061, Membership Fee, relates to the fee charged to new members of the Golden Rain Foundation, how that fee is calculated and where the money is applied.
At its meeting on April 15, 2014, the Finance Committee reviewed the calculation of the membership fee. The Committee also reviewed the policy for accuracy and unanimously suggested the following correction:
•Change the policy’s subheading from “Personnel” to “Finance.”
Mr. Supple MOVED, seconded by Mrs. Damoci and carried unanimously -
TO amend Policy 5061, Membership Fee, by changing the subheading from “Personnel” to “Finance.”
ADOPT POLICY 5516, COMMITTEE NON-BUDGETED EXPENSES
Operations of the Foundation are based on the approved budget. However, various needs of the Foundation may necessitate unexpected and unplanned expenditures. To provide clarity on the approval process for non-budgeted expenses, the Executive Committee determined that a policy should be established.
At its meeting on April 7, 2014, the Executive Committee recommended the following rules and guidelines concerning non-budgeted expenses:
•Set forth that Standing Committees may authorize non-budgeted expenses to an amount not to exceed $1,000 per fiscal year by Committee majority vote and notation in Committee meeting minutes;
•Set forth a specific line of questions for the Committee to address in the decision-making process when considering a non-budgeted expense;
•If approved, the Committee chairperson or designated representative will provide notice of expense, including dollar amount and purpose, to the Controller, Executive Director and GRF Board of Directors;
•Non-budgeted expenses greater than $1,000 but less than $2,500 require Finance Committee review and approval to determine if funds are available;
•Non-budgeted expenses greater than $2,500 require Finance Committee review to determine if funds are available and approval by the GRF Board of Directors; and
•Set forth that Subcommittees and Ad hoc Committees have no spending authority and requests for non-budgeted expenses require Standing Committee approval.
Ms. Coven MOVED and Ms. Stone seconded -
TO adopt Policy 5516, Committee Non-Budgeted Expenses, to set forth rules and guidelines on non-budgeted expenses.
Three Board members and the Executive Director spoke on the policy draft.
The motion passed unanimously.
ADOPT POLICY 5520, RESERVES, AND RESCIND POLICIES 5521, INVESTMENT OF SPECIAL ACCOUNTS AND 5521.3, APPROVED AUTHORIZATIONS FOR SPECIAL ACCOUNTS
As set forth in Civil Code §5300(b), all associations are required to prepare a reserve study. Reserve funds are established to repair, restore or maintain major common area components. It was recently determined that a policy should be adopted defining the Foundation’s assets for the purpose of performing and maintaining reserve studies.
Policy 5520, Reserves, sets forth information on assets, reserve studies, use of reserve funds, banking and investment of reserve funds, expenditures and emergencies.
Policy 5521, Investment of Special Accounts, outlines the guidelines for the Golden Rain Foundation to follow for investments. Policy 5521.3, Approved Authorizations for Special Accounts, outlines the verbal and written instructions for investments and transactions, and states that monies are to be held in custody with approved banking institutions. It is recommended these policies be rescinded and their content be corrected, when necessary, and incorporated into Policy 5520.
At its meeting on March 18, 2014, the Finance Committee unanimously recommended the adoption of Policy 5520 and rescission of Policies 5521 and 5521.3.
At the March 25, 2014, GRF Board of Directors meeting, the matter was committed back to the Finance Committee for review. At its meeting on April 15, 2014, the Finance Committee reviewed the proposed policy and unanimously voted to recommend the Board take action without changes to the original draft.
Ms. Winkler MOVED, seconded by Mr. Supple and carried unanimously -
TO adopt Policy 5520, Reserves, to set forth information on assets, reserve studies, and use of reserve funds, and rescind Policies 5521, Investment of Special Accounts, and 5521.3, Approved Authorizations for Special Accounts.
AMEND RESOLUTION 5522, SAFE DEPOSIT BOXES
Resolution 5522, Safe Deposit Boxes, outlines the guidelines for who is authorized to maintain and access the Foundation’s safe deposit boxes.
At its meeting on April 15, 2014, the Finance Committee reviewed the resolution and suggested the following updates:
•change “First Interstate Bank” to “Wells Fargo;”
•set forth that the Board’s corporate officers are authorized to maintain the safe deposit boxes for the sole purpose of secure storage of the Foundation’s back-up data storage;
•clarify that a minimum of two corporate officers has the authorization to maintain the safe deposit boxes only with the President’s approval; and
•set forth the persons authorized to access the safe deposit boxes as the Board’s corporate officers, Executive Director, Controller, Human Resources Manager and Information Technology Services Manager.
Mr. Moore MOVED and Mr. Supple seconded -
TO amend Resolution 5522, Safe Deposit Boxes, to implement the changes as described above.
Four directors, the Information Technology Services (ITS) Manager and the Executive Director spoke on the motion.
The motion passed unanimously.
A recess was called at 11:22 a.m. and the meeting resumed at 11:32 a.m. Mrs. Osborne left the meeting.
APPROVE CONTINUATION OF MAZZTEC MONTH-TO-MONTH SERVICES
Mazztec, Inc. is the Golden Rain Foundation’s Microsoft Partner and provides technical support for the systems that require advanced, expert level technical skills and resources. Services include programming and development work, network and application support, and database integrations for the Foundation’s computer applications, such as Great Plains, Adapt and the Foundation’s system servers.
The two-year contract with Mazztec expires on April 30, 2014. This contract includes 25 hours of support per month at a rate of $2,500 per month. The ITS Department will not require Mazztec’s services for 25 hours per month after migrating off of the Microsoft Great Plains system to the Jenark system. However, it is recommended that Mazztec’s current level of service be maintained while the Foundation continues to process on the Great Plains system and the system migration project is still in progress. Mazztec will be integral during the data migration portion of this project, system cutover date, and at least a month of support thereafter.
At its meeting on April 8, 2014, the ITS Committee discussed Mazztec’s support over the years, tracking methods, and the importance of continuity during the system migration. After discussion, the Committee unanimously recommended the Board continue utilizing Mazztec’s services on a month-to-month basis.
Mazztec has agreed to maintain its current monthly rate of $2,500 for 25 hours on a month-to-month basis until the Foundation no longer requires that level of service. Mazztec would then be available for $125 an hour as needed. The 2014 Budget has $30,000 allocated for this service contract.
Ms. Stone MOVED and Mrs. Wood seconded -
TO approve using Mazztec, Inc. services on a month-to-month basis to provide advanced, expert-level technical support to the Foundation at a cost of $2,500 per month, using funds from the ITS Department Service Contracts Budget, and reevaluate the level of service needed in 180 days (six months).
Two directors, the ITS Manager and the Executive Director spoke on the motion.
The motion passed unanimously.
APPROVE LIBRARY PATRON PRINT MANAGEMENT SYSTEM
The Library’s patron computers and print management system currently operate on VAM Access Management software. The software is outdated and no longer meets Library requirements. There are operational and technical deficiencies with computer reservations, a lack of wireless printing, and patron print services require staff to take payment for all print jobs. This has been time consuming and counterproductive. In a concerted effort, the Library and Information Technology Services (ITS) departments searched for a new solution that would accommodate all of these needs and create operational efficiencies.
A request for proposal was created in March to replace the current software. Six vendors were identified, four which were found to meet the necessary requirements. Three of the four vendors provided a webinar demonstration of their products. One vendor provided a number of web demonstrations that were reviewed without their assistance. Two vendors were discounted due to issues discovered in the initial meeting. All vendors who provided a bid are able to supply all portions of this project which include reservation software, printing software, wireless printing access, a coin-op machine for copy printing payment, administrative software, and technical support available during the Foundation’s working hours.
Vendor Final bid
Envisionware No Bid
Fortress Grand No Bid
Librarica $5,427.00
Comprise $6,400.00
TRAC Systems $8,354.50
ITC Systems $10,033.00
The most important factor considered is simple navigation and user-friendliness for Library patrons. While the vendor’s administrative interface is essentially the same, staff discovered that some of the interfaces were more accessible and easy to use than others. The most efficient interface for reservations, print management, and wireless access was Comprise’s solution.
At the Library Committee meeting on April 8, 2014, Library and ITS staff spoke on the different interfaces and answered member questions. After review, the Committee unanimously voted to recommend the Board approve the print management solution from Comprise at a cost of $6,400, which includes purchase and installation.
Funds in the amount of $10,000 were budgeted for the Patron/Print Management solution in the 2014 ITS capital acquisition budget.
Mr. DeMarco MOVED, seconded by Mrs. Wood and carried unanimously -
TO approve the purchase of a Library Patron Print Management Solution from Comprise at a cost of $6,400, using budgeted funds from the 2014 ITS capital acquisition budget.
APPROVE PURCHASE OF LIBRARY PATRON COMPUTERS
The Library has eight computers dedicated for patron use. The computers range from seven to twelve years old, operate slowly and have had increasingly frequent functionality problems. The computers operate on Windows XP, which Microsoft no longer supports, meaning that the computers will not receive Microsoft updates and will not keep up with current technology. For these reasons, it is recommended the computers be replaced.
Staff investigated different options for patron computers and considered patron use, desk area efficiency and neater presentation. After consideration, an all-in-one computer was identified for purchase. Replacement patron computers would be purchased from the Foundation’s current provider, Dell, for a total of $6,218.36. The proposed computers operate on Windows 7 and will contain more memory, processing power and up-to-date imaging, along with larger monitors.
Funds in the amount of $6,500 were budgeted in the 2014 Library capital acquisition budget for the purchase of eight replacement patron computers.
At its meeting on April 8, 2014, the Library Committee unanimously recommended the Board approve this purchase.
Ms. Wilson MOVED and Mrs. Damoci seconded -
TO approve the purchase of eight Windows 7 computers from Dell for a total of $6,218.36, using budgeted funds from the Library capital acquisition budget.
Two Board members, the Library Operations Supervisor and the ITS Manager spoke on the motion. 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. (Due to space limitations, the Controller’s report will be printed in the June 12 issue of the GR News).
BOARD MEMBER COMMENTS/REQUESTS
Six Board members spoke on the Downtown Café, the Centenarian luncheon, volunteer contributions, the Golden Age Foundation-sponsored shredding program, and staff attendance at Board meetings.
The President thanked the audience members for their attendance at today’s meeting.
ADJOURNMENT
The meeting was adjourned at 11:51 a.m.
_______________________________
Linda Stone, Corporate Secretary
GRF Board of Directors

COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met April 11. The Centenarian Subcommittee met with News staff for an editorial conference to discuss a focus on Aging Well in the upcoming 2014 Navigator issue. Advertisers will be offered editorial options for the first time. Delivery is scheduled for mid-summer. The Controller spoke on the budget comparison report and the delinquent news advertising accounts report. The Committee concurred to reverse the late charges of three advertisers with small balances. Moving forward, sales staff will provide requests in writing for late charge reversals. The Chair requested total sales figures for the last three years. The IT Systems Analyst provided an update on the NCR Silver Point-of-Sale credit card pilot program for News sales staff. The hardware was received in early April, including the iPad Minis and card readers. The hardware will be configured, the data plan established, and NCR Silver installed before staff begins using it. A digital billboard has been installed on the second floor of Administration. The Website Subcommittee will consider the items to be showcased. The Website Subcommittee continues to meet regularly to consider improvements to the community website. The Committee reviewed an item of correspondence concerning the description of the Media Manager position. The Committee spoke on the importance of 2015 budget planning. The advertising sales log will be discontinued. The Centenarian Luncheon on April 10, attended by 16 of Leisure World’s 22 centenarians and over 200 family and friends, was a great success. Appreciation was expressed for the volunteers’ work. The Committee will consider the need for a policy that addresses Mutual election-related material in the News. Please join the Communications Committee for its last meeting on Thursday, May 8, 2014, at 1:30 p.m. in the Administration Conference Room.
Executive Committee: Chair Supple reported that the Committee met April 7, 2014. The HR Manager, Executive Director, Security Chief, Safety/Emergency Coordinator and Mutual Administration Manager provided reports. Guest speaker Elaine Briskey, On-Site Sales Office for Charles Briskey Real Estate, spoke on recent resales income and possible reasons for sales to be low at this time of year. She reported that all available listings are shown by the broker. Sales training is given to staff on a daily basis. When a listing has sold, the GRF receives 54% of the commission. To improve marketing and sales, Ms. Briskey will consider advertising in a variety of newspapers, developing a website and providing a visual tour for listings. The Security Chief presented a Gates and Patrol Manual for the Committee’s review. The manual addresses many areas of the Mutuals’ concern, Department operation, continuity and chain of command, customer service goals, photo and visual indicators referencing water heater alarms and water shut-off valves, and how to open and shut down the St. Andrews Gate. The manual will continue to be updated. The Committee recommended the Board amend Policy 5061.1, Initiation Fee; amend 1201, Photo Identification Cards; amend Policy 1801, Qualified Permanent Residents and Co-Occupants; rescind Regulation 3010, Committee Minutes; rescind Regulation 3381, Use of Telephone Equipment; rescind Policy 4121, Position Descriptions; rescind Policy 5010, Internal Operations; rescind Policy 5515, Microfilm Storage; rescind Policy 5520, Energy Conservation; and rescind Policy 5532, Telephone Answering and Listing. The Committee went into Executive Session to review personnel matters and hear a legal update. The April and May roundtable meeting have been cancelled. Foundation members are welcome to attend and participate in Executive Committee meetings. The next meeting is Monday, May 5, 2014, at 1:00 p.m. in the Administration Conference Room.
•Finance Committee: Chair Winkler reported that the Committee met April 15. The Controller reviewed the financial reports, variance summaries, balance sheet, capital budget, the Mutual Self-Insurance Fund (MSIF) and cash flow activity. The March financial statements were received for audit as presented. The Investment Sub-Committee met twice this month. Investigations continue and the members met with representatives of Morgan Stanley. Recently, Morgan Stanley provided the sub-committee with a sample investment policy. The sub-committee plans to review in detail. The committee recommended that the Board adopt Policy 5516, Committee Non-Budgeted Expenses; adopt Policy 5520, Reserves; rescind Policy 5521, Investment of Special Accounts; rescind Policy 5521.3, Approved Authorizations for Special Accounts; amend Policy 5061, Membership Fee; amend Resolution 5522, Safe Deposit Boxes; rescind Policy 5310, Trust Assets; rescind Policy 5360, Depreciation of Trust Assets; rescind Policy 5370, Capitalization of Fixed Assets; rescind Resolution 5525, Night Depository Agreement; and rescind 5526, Review of Annual Financial Statements. The committee reviewed the calculation of the membership fee. Based on policy guidelines and the result of the calculation based on the December 31, 2013 financial and membership data, it was determined that the membership fee should remain at $1,091. The next Finance Committee meeting will be held at 9:30 a.m. on Tuesday, May 20, in the Admin. Conf. Room.
•Information Technology Services (ITS) Committee: Vice Chair Stone reported that the ITS Committee met April 8. The ITS Manager provided an update on several matters: Kick-off meetings have been held to introduce key players from GRF, Jenark, MicroMain and Mazztec. The early stages of conversion planning are focused on the Finance Department with chart of accounts, vendor accounts and building unit resident number formats. The Foundation has weekly meetings with Jenark. The majority of the Windows 7 machines have been deployed. The nine remaining machines will be purchased this month. The hardware for the News Department Credit Card Solution was received in early April, including the iPad Minis and card readers. The hardware will be configured and the data plan established, followed by installation of NCR Silver. A digital billboard has been established on the 2nd floor of the Admin. Building, and includes various meeting schedules, photos and the Golden Rain News front page. The Foundation’s auditors, NSBN, have presented a Management Letter with recommendations for the ITS Department. Action items from this letter will be placed on the May Committee agenda. Surveillance cameras have been installed in the Downtown Café; an exterior camera will be installed soon. Four cameras have been ordered for the Purchasing Dept. The Human Resources module on the Paychex system will be deployed at the end of the month. Traceable information will include employee payment data along with performance evaluations, disciplines, termination reasons, and training information. The ITS Manager presented information on upgrading the Foundation’s wireless network. After discussion, the Committee requested more options and different options for review in May. The Committee unanimously recommended the Board approve using Mazztec, Inc. services on a month-to-month basis to provide advanced, expert-level technical support to the GRF at a cost of $2,500 per month, using funds from the ITS Dept. Service Contracts Budget, and reevaluate the level of service needed in 180 days (six months). The members reviewed a draft of a records retention policy. The Committee will make a decision on the matter in May. The Committee discussed data and information flow. Foundation members are welcome to attend ITS meetings, especially those with a passion for technology and communication. The next Committee meeting will be held at 10:00 a.m. on Tuesday, May 13, in the Admin. Conf. Room.
•Library Committee: Chair Wood reported that the Committee met Tuesday, April 8, 2014. The Library Operations Supervisor gave her report on the usage of Library materials. There were 14,208 items checked out in March and a total of 38,367 items checked out in 2014. There were 6,111 Library patrons in February. Library patronage has picked up with the warmer weather and increase in activities and programs. The Committee unanimously voted to recommend the Board approve the purchase of a Library Patron Print Management Solution from Comprise at a cost of $6,400, and approve the purchase of eight Windows 7 computers from Dell for a total of $6,218.36. The Library Operations Supervisor gave a presentation on the process and timeline of how Library materials are ordered to eventual placement on shelves. She reviewed information on creating catalogues and records, physical processing and adding to circulation. She also spoke on how the Library keeps patrons informed on requested items. The members spoke on the need to relocate Library employee parking due to signage being knocked down twice. After reviewing possible locations and solutions, the members unanimously voted to request staff move five Library employee parking spaces to the wall area adjacent to Northwood Road. Shareholders with a passion for one of the most popular community facilities are welcome to attend Library Committee meetings; the next meeting is scheduled for Tuesday, May 13, 2014, at 1:30 p.m. in the Admin. Conf. Room.
•Physical Property Committee: Chair Blake reported that the Committee met April 2. The Committee heard staff reports and updates on several projects and established Clubhouse One Re-Roofing as a project and assigned a project number. When the project goes out to bid, options for the re-roofing materials and installation will be included. The Committee established a Subcommittee for landscape improvements in the community, chaired by Mike Supple, with the goal of prioritizing areas and establishing deadlines for completion. The Committee established landscape improvements in the community as a project and assigned a project number. The Committee established 2014 paving project to include realigning Tam O’Shanter Road at St. Andrews Drive, assigned a project number, obtained proposals for engineering and consulting services for this project and have staff report back at next month’s meeting. The Committee accepted the proposal from Pinnacle Landscape for removal of ten Eucalyptus trees at a cost of $6,000 as a change order to the Perimeter Wall project. The Committee obtained pricing for soil samples, environmental testing, and engineering along perimeter wall sections L and M along Westminster Ave.; develop a comprehensive plan for how to develop and construct a wall in this area and extend the Service Maintenance Yard; and to switch the perimeter wall project focus to sections l, J, and K which run along the west side of the community at the flood control channel by Mutuals Three and Four, and obtain prices from the current contractor John Dantuma Masonry. The next Physical Property Committee meeting is Wednesday, May 7. Shareholders are welcome to attend.
•Recreation Committee: Chair Seifert reported that the Committee met April 14 in the Administration Building. Discussion about the installation of a ballet barre for Clubhouse Six continued since the portable barre was reported as unstable. A request for funding was denied until data confirms that the ballet class size continues with increased or present demand. Much appreciation and thanks was given to the Golden Age Foundation for its donation towards document shredding for Golden Rain Foundation members. This donation will support three document shredding days during the year. In the future, it was recommended by the Committee that this item appear as a budgeted expense. Policy 1432 regarding caterer qualifications, and Policies 1461, 1462 and 1464 regarding exercise room and pool rules were tabled due to the need for clarification as to word changes from the original to revised version. These Policies will be on the Agenda again for the May meeting. Policy 1428 regarding artwork in clubhouses will be added to the Agenda for revision as well. Polices 1202, 1406, 1410, 1411, 1411.6, 1412.1, 1465, and 1710 were updated with slight changes and approved by the Committee for submission to the GRF Board for adoption. A shareholder request for another Nu-Step machine in the Exercise Room was considered and is under review by the Recreation Department. A shareholder proposal to restore the lawn bowling area and allow other uses, including dance space, behind Clubhouse Two was discussed. Due to the amount of study for remodeling that this would entail and debate as to what might be the best future use of this space, this proposal will be forwarded to the new Recreation Committee after June. By Committee consensus, the Recreation Supervisor was advised to clear an interior storage room in Clubhouse Five presently used by the Computer Club for extra boxes and parts from older, not-in-use computers. Due to the popularity of the Café, and requests for earlier hours, the Committee approved that the hours be extended with a new opening time of 5:00 a.m. The Downtown Café hours are now 5:00 a.m. until 9:00 p.m. daily. The next Committee meeting is May 12 at 1:30 p.m. in the Administration Building. All GRF members are welcome to attend.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met April 3, 2014. The Committee unanimously approved the purchase of Astroturf for the St. Andrews Gate from D&G Flooring, at a cost of $1,698.20, which includes materials and installation. Six hundred copies of California Senior Guide for Safe Driving have been obtained for distribution throughout Leisure World. Clubs will be contacted to determine their needs, so guides can be ordered in a variety of languages. The Committee members and staff spoke on the access gate adjacent to the North Gate, and addressed concerns concerning vagrants who reside in the area and bicycle riders riding through the gate, often in front of drivers on North Gate Rd. After discussion, the Committee concurred for the Security Chief to contact the City of Seal Beach regarding the safety concerns of this access gate. The Orange County Intelligence Assessment Center and Seal Beach Police Department will provide training on crime and terrorism awareness and prevention to the staff on April 28, 2014 in Clubhouse Four from 3:00 to 5:00 p.m. GRF Board members are invited to attend. Security staff response assessment during a recent earthquake included a check of each Mutual for downed power lines, structural damages and fires, and report back to the Mutual Presidents. Security also worked with custodians to check the community facilities. There has been a spike in bicycle thefts in the community. Security will provide information regarding the importance of locking and securing bicycles to the Golden Rain News. Security has obtained additional portable, self-contained video cameras that can be dispersed in areas where there have been theft or vandalism reports for surveillance. Four newly-purchased patrol cars are currently off the assembly line and are scheduled for installation of overhead lights and sirens. The cars are scheduled for delivery in four weeks. The new Access bus is scheduled for delivery in July. In March there were 5,355 passengers and year-to-date 14,599 passengers, including the Access Bus. Staff presented various reports. A draft of Policy 1920.1, Traffic Rules and Regulations – Enforcement, has been shared with the Presidents’ Council and GRF Board of Directors. This will be placed on the May 29, 2014 GRF Board agenda for tentative approval. Foundation members are welcome to attend Security, Bus & Traffic Committee meetings; the next meeting is scheduled for Thursday, May 1, 2014 at 1:30 p.m. in the Admin. Conference Room.
EXECUTIVE DIRECTOR’S REPORT
Staff Announcements
I’m pleased to announce the following additions to the Golden Rain Staff
•Julie Rodgers – Purchasing Supervisor
•David Rudge – Project Coordinator
•Jason Salazar – Building Inspector
Notices
•Proposed AES Plant Improvements
•On Tuesday April 29 the Energy Resources Conservation of Development
Commission will hold a meeting and informational hearing re the proposed
plant improvements for the AES Plant.
•Notice will be posted on the website and available at Admin. Reception Desk.
•AES application is available at our Library.
•Haynes Plant
•On Thursday April 17 the Haynes Plant restored operations to a long out of
order generator. This created a plume of reddish debris (rust particles).
•A demand has been made for representatives from the Haynes plant attend the
next meeting of the Presidents Council to hear our concerns.
•Information will be provided as it becomes available
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
•Contractor modified contract
•Waiting for execution of contract
•Contract signed 2/20/14 material on order; estimated installation in late April
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
•Replacement of wall proceeding as scheduled
•Physical Property Committee to look at possibly adding the North Entrance Wall
to the current Perimeter Wall project
•Ted Stamen will be out on 2/20/14 to inspect roots pruned during footing
installation near Mutual 17
•Several trees will need to be removed, per Ted Stamen’s recommendation. RFP was
sent out bids due March 14. Cost will be presented at next PPC Meeting
•Project is 80% complete
•Change order to add North Entrance Wall Section A-1 signed from action by
the GRF Board at its March meeting
3. TEN-YEAR PAVEMENT MAINTENANCE PLAN
• First sent to Physical Property Committee 11/6/13
• GRF Board approved Anderson Penna at $19,587 on 11/26/13
• Contract executed
• Work in progress
• A draft of the plan was presented and should be available for the March
Physical Property committee Meeting
• Committee is reviewing plan
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
• The drafting and layout phase of the project is in process
• August delivery is estimated
5. 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
• Estimate of $26,000 to install three bus shelters
• Craig Webber looking into possible solution to the area
• Action by the Physical Property Committee at their April meeting to approve the plan for removing two trees replacing concrete and adding bollard options and to have staff send out a RFP bringing bids back to a future meeting.

6. 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 complete
• RFP out for bid
• Bidders conference is 2/14/14 and bids are due back 3/3/14
• One bid opened at the PP Committee Meeting members asked staff to review the manufacture and check with Hawaiian Gardens as to what contractor they used
• Recommendation from staff to go with manufacture with a 5 year warranty
• Physical Property Committee requested staff work with the traffic engineer and provide a cost for a plan to send out an RFP to include saw cutting and installing a concrete crosswalk with the Lane Light Crosswalk System.
7. 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
• Committee forwarded request to GRF Board in January
• GRF Board approved contract with PrimeCo Painting for $19,985 in January
• Color selection in process
• Physical Property Committee color option A of the color chart selected.
• Work in process projected completion date late April
• Project is 90% complete
8. 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
• Physical Property Committee recommended the GRF Board approve project
• Item on the GRF Board agenda for action in January
• GRF Board approved contract with Golden State surfaces for $20,200 in January
• Contract executed material on order; scheduled for delivery end of February
• Carpet installation in Vending Café is complete, the remainder will be installed
after interior is painted Mid April
• Work 90% complete
9. 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.
• 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 and review by the Phys Prop Comm. at their February 5, 2014 meeting is anticipated.
• Plans have been completed item was presented at the PP Committee in February
• Action by Physical Property Committee to send out an RFP was made in February
• RFP is process
10. AUTOMATIC GATE AT MAIN GATE EXIT
•SBT Committee requested Physical Property Department send out RFP
•Physical Property Department developed RFP
•Physical Property Department received 3 bids
•Contract executed on 1/21/14
•Completion with finalization of wall section A-1
11. PERIMETER WALL PROJECT 2014
• Physical Property Committee at its February meeting requested inspection of
the condition of the remaining walls and bring back to the Committee 3 options
to replace section L and M
• Inspections in process
• In March, Physical Property Committee asked staff send out RFP for grading
plans at Perimeter Wall sections L & M with wall to be moved to outer edge of
property
• RFP in process (soil samples required)
• Action by the Physical Property Committee to have staff provide cost for soil
sample at section L and M and to have staff obtain a cost for removal and
replacement of sections I, J and K from the current contractor
• Action before the Board at its April 22nd meeting.
12. LIBRARY SEAL GARDEN
• Action to accept the donation to upgrade the garden at the Library made at
Physical Property Committee meeting in January
• Garden Club approved Total Landscape Maintenance to complete Seal Garden Project
•A contract with Total Landscape Maintenance is drafted. GRF will pay the invoice and collect the donation from the Garden Club
•A contract with Total Landscape Maintenance is executed. GRF will pay invoice and collect the donation from the Garden Club
•Work to start 3/19/2014
•Work completed, Final Report
13. BRIDGE INSPECTIONS
• PPC asked staff to check with the City and county to obtain cost for inspection of 5 bridges on Golden Rain Rd.
• Communication with the City and county opened
• Cost estimate +-$4,000 possibly add to 2015 budget
• PPC recommended to add this cost to the 2015 budget
14. AUTO DOOR OPENERS FOR CLUBHOUSE THREE RESTROOMS
• At the 12-09-13 Recreation Committee meeting a Committee Member requested
staff investigate automatic doors for Clubhouse Three restrooms
• The estimated cost per door is $3,289
• The Recreation Committee sent item to the Finance Committee to review the
budget for available funds from the 2014 budget
• Sent to Physical Property for R.F.P. on March 14 2014
• 3 bids received Capitol Door was low bid @ 3,867 for 2 doors
• New Contractor in vetting process
• Waiting for contractor to execute contract
16. SEWER MAINTENANCE CONTRACT
•RFP was sent out and bids we opened at the April PPC meeting
•Staff was asked to analyze the bids at make report at the next meeting
17. ROOF REPLACEMENT – CLUBHOUSE ONE
• Action by the PPC at their April meeting to send out an RFP and have staff
provide options for skylights and materials was made
IT
1. Jenark
•Jenark agreement signed by President Michaelides effective 2/24.
• Jenark management team is meeting (internally) next week project review.
• Thereafter, staff will be meeting with them about the kickoff meeting and project management assignment.
• MicroMain agreement will be signed when President returns from vacation on
2/24. Kickoff meeting will be scheduled with them soon after as well.
• Kick –off meeting scheduled for March 20, 2014
• MicroMain and Jenark holding kick-off meeting this week for their partnered
integrations and customizations
• Creation of dedicated Jenark system server in process
• Jenark Server created, software installation planned for next week.
• Weekly meetings scheduled every Wednesday with Jenark project manager and Finance
• Reviewing chart of accounts and vendors setups
• MicroMain data mapping in progress with MicroMain, Mazztec and staff.
• Staff given access to sample environment to become familiar with
MicroMain software
2. Records Management
•First half of records in storage picked up in January. According to Digital
Archive, 50% of this set has been scanned. The rest will be completed within 2 weeks.
•2nd half of records in storage will be picked up 2/26/14 for scanning.
•All remaining records (HR, Mutual Administration, Finance) picked up 2/26/14.
•Scanned documents will be sent to CoroData for storage as approved
3. Migration to Windows 7 Hardware Purchase
• 100% deployment complete of machines purchased in December
• Remaining Windows XP Machines
• 21 machines remain to complete Foundation migration
•9 additional machines will be purchased
•12 existing machines will be upgraded to Windows 7 with the purchase
of additional memory (90% savings over machine replacement)
General
• 2014 Reserve Study
•Performance of a stage 1 reserve study as required by state statue
•March
• Finance Committee recommendation to the Board
• Action item on the Boards March 25th agenda
• Contract awarded to Reserve Studies Inc.
• Initial work in progress.
• Filed work being scheduled for late May through June
• Trust Extension
•Hard copies will be mailed to all GRF Members in accordance with the
law in May
Security
• In a comparison of March 2012 security reports to February 2013 security
reports, the only significant items of note:
•Increase in
•Fire (minor occurrences)
• Theft (bicycles has seen the greatest increase; please keep your
bike locked and secured; if you see any suspicious activity
around a bike, please contact Security)
•Decrease in
• Incident, Vandalism and Paramedic calls
• 11 reported traffic incidents/accidents for the month, the majority are in the very minor to minor category.
Please obey all posted speed limits and use the utmost of caution at all crosswalks.
• License Plate Recognition System
•Approved at the Special Board meeting of March 14
•Hardware ordered March 19
•Scheduled for installation in May
Friendly Community Reminders
•Pedestrian Safety
Because walking is such a routine part of everyday life, many people do not consider the safety aspects of walking. For instance, most injuries to walkers happen when a vehicle hits them because the driver could not see the walker or the walker and driver were not paying close enough attention.
The key to remember is to See and Be Seen. It is a good idea when walking, especially at dawn, dusk, and other low-light conditions, to wear light colors or bright clothing so that you can be easily seen. Fluorescent colors such as blaze orange, hot pink, and day-glow green are ideal in daytime but not at nighttime.
Section 21950 of the California Motor vehicle code clearly states:
i. The driver of a vehicle shall yield the right-of-way to a pedestrian crossing the roadway within any marked crosswalk or within any unmarked crosswalk at an
intersection, except as otherwise provided in this chapter.
It is important to note with the same section of the code:
(b) This section does not relieve a pedestrian from the duty of using due care for
his or her safety. No pedestrian may suddenly leave a curb or other place of safety
and walk or run into the path of a vehicle that is so close as to constitute an
immediate hazard. No pedestrian may unnecessarily stop or delay traffic while in
a marked or unmarked crosswalk.
Pedestrians – See and Be Seen
Walkers are especially at risk during winter. The lower angle of the winter sun increases the shadows cast by buildings and trees. Decreased daylight, shadows, and nightfall make it difficult to see walkers wearing dark or non-reflective clothing.

Dress to be seen by drivers. If you walk at night, remember that wearing white clothing does not guarantee drivers can see you. When walking at night, use a flashlight to make yourself more visible to drivers and to help light your path. It is also a good idea to wear reflective or retro-reflective materials, which give off light when headlights shine on them and can be seen by drivers three times farther than white. Many stores sell walking shoes, jackets, and safety sports equipment featuring retro-reflective material. Although retro-reflective materials are more effective than reflective materials, both are ineffective in daytime.

Here are additional Safety tips for pedestrians
Use paths and sidewalks whenever available. If you must walk on or near a road, remember to walk facing oncoming traffic, so that both you and the driver can see each other. If there’s a smooth stable surface alongside the roadway, that’s also a good place to walk—just stay as far to the side as possible and look for oncoming traffic.

Cars and other objects can obscure a driver’s view. Cars, buses, or hedges can block a driver’s view. Even if a driver has stopped to let you cross the street, don’t blindly accept the driver’s offer because there may be another vehicle in the next lane overtaking the stopped vehicle. And the second driver can’t see you because of the stopped vehicle.

Stop and look for traffic in all directions before crossing the street, and look to the left, right, and left again—even on a one-way street. And always look left last because that is the direction that cars will be coming from when you first step off the curb.

Don’t rely only on traffic signs and signals. Assuming that a signal will stop traffic puts you at risk. You must look for traffic even if you are in a crosswalk and you are crossing with the light or with the walk signal. A driver who does not see or obey a sign or signal may also not be paying enough attention to see you.

Allow plenty of time to cross streets. If you’re not sure how much time a signal gives you to cross, observe one light cycle so you’ll know how much time you have. If the signal does not provide enough time, find another place to cross the street. Otherwise, cross the street when you get a “fresh green.”

Intersections are especially difficult for older pedestrians. You are most at risk when first stepping off the curb, because drivers may not see you until you’re actually in the roadway. Always stop at the curb and look left, right, then left again for cars before entering the roadway. Don’t assume the drivers see you unless they signal for you to cross.

Turning vehicles can be especially dangerous at intersections. Drivers are concentrating on making their turns and avoiding oncoming traffic, so they might not see you! Exaggerate your head turns so that you look in all directions, including behind you. Make sure you look for vehicles making right turns on red and for vehicles making left turns. Always make sure the driver of a vehicle that is turning sees you.

Walk with a friend. Walking with a friend will add to the pleasure of your walk and increase your safety as well, as long as you are watching out for each other. Enjoy your conversation, but don’t let it distract you from watching out for road and traffic hazards as you walk.

Be especially careful in parking lots. Parking lots create special hazards because cars may turn quickly or back out of a parking space. Be sure to look for backup lights and listen for engine noise.

What are the Safety Considerations as I Get Older?
As adults age, gradual losses in their hearing, vision, reflexes, and flexibility put older pedestrians at risk. For instance, stiff joints may make it harder to turn your head, neck, and shoulders and you may not see vehicles that are turning or backing up. So, turn your whole body, not just your neck, when looking for traffic.
Safety is everyone’s responsibility
Caregivers: Please pay close attention to those you care for; their safety is YOUR responsibility!
Sources
•National Highway Traffic Safety Administration
•California Department of Motor Vehicles

GRF COMMITTEE MEETINGS
The Golden Rain Foundation Board welcomes shareholders to open committee meetings. All meetings are held in the Administration conference room unless otherwise noted. The following is the schedule through June:
•Executive Committee
1 p.m., Monday, June 2
•Physical Property Committee
1:30 p.m., Wednesday, June 4
The following meetings were cancelled: Security, Bus and Traffic; Recreation; Information Technology Services; Library; Communications; and Finance.

DONATE CASKET FLAGS
Leisure World residents are invited to donate large, casket-sized flags to be flown throughout Leisure World. Residents have donated most of the flags now flying in LW as a way of honoring loved ones. To donate flags, bring them with a name and telephone number to the Golden Rain Foundation Recreation Office in Building C. Donors will be notified by mail about when and where their flags will be flown.

CAREGIVERS MUST REGISTER AT STOCK TRANSFER
Leisure World members who need the assistance, part-time or full-time, of a caregiver in their apartments may do so pursuant to requirements as set forth in Policy 7557 (Caregivers).
Caregivers must register at the Stock Transfer Office. That includes full-time or part-time professionals or family members who give care to LW residents. A simple registration process must be completed by the member and the caregiver every six months.
After registering, caregivers are issued a numbered entrance pass good for six months and a badge holder that indicates whether they are part-time or full-time. Caregivers are required to wear the badge at all times while in the community, including entering through any security gate, at the Leisure World Health Care Center and all facilities and clubhouses, walking in the community and most importantly, while doing laundry in the mutual laundry rooms. Failure to wear the assigned badge may result in caregiver privileges being revoked.
For more information, call the Stock Transfer Office at 431-6586, ext. 346. Or come into the office Monday-Friday from 8 a.m.-4:30 p.m. 
— Carol Weller,
GRF Mutual Administration 
FREE DIAL-A-RIDE
The City of Seal Beach provides a free Dial-A-Ride door-to-door service for seniors 55 and older Monday-Friday from 8 a.m.-4 p.m. Return trips must be completed by 5 p.m.
The Dial-A-Ride service can be used for a ride to any destination within Seal Beach and to medical appointments that are up to three miles outside city limits.
Group pick-ups can be arraigned from a central location for parties up to 16 people for dining or other outings.
The Dial-A-Ride bus driver will need to verify residency. To schedule a pick up date and time, call 439-3699.

YOUR LEGISLATORS NATIONAL

•President Barack Obama
Vice President Joe Biden
The White House, 1600 Pennsylvania Ave., NW, Wash., D.C., 20500; (202) 456-1414, switchboard; (202) 456-1111, comments; website: www.whitehouse.gov
U.S. SENATE
•Barbara Boxer, D, District Office: 312 N. Spring St., No. 1748, Los Angeles, CA, 90012; (213) 894-5000; boxer.senate.gov
•Dianne Feinstein, D, District Office: 11111 Santa Monica Blvd., No. 915, Los Angeles, CA, 90025; (310) 914-7300; feinstein.senate.gov
U.S. HOUSE OF REPRESENTATIVES
•Dana Rohrabacher, R, 46th, District Office: 101 Main St., No. 380, Huntington Beach, CA, 92648; (714) 960-6483; rochrabacher.house.gov (District covers Costa Mesa, Fountain Valley, Huntington Beach, Seal Beach, Long Beach (coastal and east side), Avalon, San Pedro (port area), Palos Verdes Peninsula and parts of Santa Ana and Westminster.
STATE GOVERNOR

•Gov. Jerry Brown, State Capitol Building, Suite 1173, Sacramento, CA, 95814; (916) 445-2841; website: gov.ca.gov
STATE SENATE
•Lou Correa, 34th District, District Office: 950 South Coast Dr., Suite 240, Costa Mesa, CA, 92626; (714) 957-4555; Capitol Office: State Capitol, Room 5052, Sacramento, CA, 95814-4900; (916) 651-4034; District Office: 2323 N Broadway, Suite 245, Santa Ana, CA, 92706;
(714) 558-4400 (covers the cities of Anaheim, Buena Park, Fullerton, Garden Grove, Santa Ana, Stanton and Westminster.) Note: Sen. Correa is temporarily representing Seal Beach pending 2014 elections due to redistricting).
STATE ASSEMBLY
•Travis Allen, 72nd District, Capitol Office: PO Box 942849, Room 5126, Sacramento, CA, 94249-0072; (916) 319-2072; District Office: 17011 Beach Blvd., Suite 570, Huntington Beach, CA, 92647; (714) 843-4966; (covers parts of Huntington Beach, Westminster, Garden Grove, Fourntain Valley, Seal Beach, Los Alamitos, Rossmoor)
ORANGE COUNTY BOARD OF SUPERVISORS
•John Moorlach, supervisor, District 2,10 Civic Center Plaza, Santa Ana, 92701; (714) 834-3220; egov.ocgov.com
SEAL BEACH COUNCIL
Seal Beach City Hall, 211 Eighth St., Seal Beach, 90740; (562) 431-2527; www.sealbeachca.gov/government/council/; Ellery A. Deaton, District 1, mayor; David W. Sloan, District 2, mayor pro tem; and members Gordon A. Shanks, District 3; Gary A. Miller, District 4; and Michael P. Levitt, District 5.

MUTUAL MEETINGS
•Mutual 9

9:30 a.m., Monday, June 9, Administration
•Mutual 1, annual meeting
10 a.m., Monday, June 9, Clubhouse 4
•Mutual 5, annual meeting
10 a.m., Tuesday, June 10, Clubhouse 4
•Mutual 4
9 a.m., open forum; 9:30 a.m., meeting starts, Wednesday, June 11, Administration
•Mutual 3, annual meeting
10 a.m., Wednesday, June 11, Clubhouse 4
•Mutual 12, annual meeting
10 a.m., Thursday, June 12, Clubhouse 4
•Mutual 2, annual meeting
10 a.m., Friday, June 13, Clubhouse 4
•Mutual 16
9:30 a.m., Monday, June 16, Administration
•Mutual 14
1 p.m., open forum; 1:30 p.m., meeting starts; Tuesday, June 17, Administration
•Mutual 7
1 p.m., Wednesday, June 18, Administration
•Mutual 11
1:30 p.m., Thursday, June 19, Clubhouse 3, Room 9
•Mutual 15, annual
10 a.m., Friday, June 20, Clubhouse 4
•Mutual 8
1:30 p.m., Monday, June 23, Administration
•Mutual 17, annual meeting
10 a.m., Tuesday, June 24, Clubhouse 4
•Mutual 10
9 a.m., open forum; 9:15 a.m., meeting starts; Wednesday, June 25, Administration
•Mutual 1
9:30 a.m., open forum; 9:45 a.m., meeting starts; Thursday, June 26, Administration
•Mutual 12, special
9 a.m., Friday, June 27, Physical Property
•Mutual 6, annual meeting
10 a.m., Friday, June 27, Clubhouse 4

The following mutuals cancelled regular meetings: Mutuals 2, 3, 5, 6, 12 and 15