GOVERNMENT JULY 24, 2014 RECAP OF GOLDEN RAIN FOUNDATION BOARD ACTIVITY OF JULY 2014 At its meeting on Monday, July 7, the Golden Rain Foundation Board of Directors met to ratify the GRF committee assignments for the 2014/2015 term.

At its meeting on Tuesday, July 22, the GRF Board of Directors:

•Appointed Phil Hood as the GRF Director for Mutual Five;
•Ratified the President’s appointment of Mr. Hood to the Communications, Library and Security, Bus & Traffic Committees for the remainder of the 2014/2015 term;
•Amended Policy 1201, Photo Identification Cards;
•Amended Policy 1432, Liability Insurance – Carriers;
•Adopted Policy 1466, Exercise Room Rules, Limitations and Etiquette, and rescinded Policies 1464, Exercise Room Limitation and 1464.1, Exercise Room Rules;
•Adopted Policy 1468, Pool Rules, Limitations and Etiquette, rescinded Policy 1461, Pool Rules, and rescinded Regulation 1462, Pool Temperatures;
•Committed Policy 1801, Qualified Permanent Residents and Co-Occupant Agreements, to the Executive Committee;
•Committed Policy 1920.1, Traffic Rules & Regulations – Enforcement, to the Security, Bus & Traffic Committee;
•Approved the funding of an addendum to the Digital Archives Technologies contract up to $80,000, using monies from the Contingency Operating Fund;
•Approved the non-budgeted expense of $28,000-$32,000 to fund the new Assistant Mutual Administration Manager position;
•Approved a 90-day contract with Enriched Farms to provide services for a farmers market, and to extend to a one-year contract if the trial period is favorable; and
•Amended Procedure 3323, Disposition of Surplus Equipment, and rescinded Addendums 3323.1, Disposition of Surplus Equipment - GRF, and 3323.2 Disposition of Surplus Equipment – Mutuals.
The minutes of the July Board meetings, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the next Board meeting.

MUTUAL MEETING SCHEDULE
Mutual 1
9:30 a.m., open forum; 9:45 a.m., meetings starts; Thursday, July 24, Administration
Mutual 12, special
9 a.m., Friday, July 25, Physical Property
Mutual 6
9:30 a.m., Friday, July 25, Administration
Mutual 8
1:30 p.m., Monday, July 28, Administration
Mutual 3, special
11 a.m., Tuesday, July 29, Physical Property
Mutuals 9 and 16 cancelled meetings.

GRF FINANCE COMMITTEE MEETING
A special meeting of the Finance Committee is scheduled for Thursday, July 31, at 1 p.m. in the Administration Conference Room.
The purpose of the meeting is to discuss the NSBN Management letter. The agenda is as follows:
•Call to Order
•Roll Call
•NSBN Management Letter
•President’s Comments
•Committee Member Comments

•Foundation Member Comments
•Adjournment

GRF SPECIAL MEETING
A special GRF Board of Directors meeting is scheduled for Friday, Aug. 1, 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
•Announcements
•President’s Comments
•Member Comments
•Roll Call
•Approve Administration Building 2nd Floor Remodeling Project
•Adopt Policy 2811, News Coverage of Candidates Running for Public Office
•Amend Policy 5536.1, Guest Passes (TENTATIVE VOTE)
•Executive Director’s Report
•Board Member Comments
•Adjournment
The Board will adjourn to Executive Session to discuss a legal matter.

WE THE PEOPLE
The We The People Club will not meet July 28. The club usually meets on the fourth Monday at 6:30 p.m. in Clubhouse 2.
The purpose of the club is to offer educational and information about the Leisure World community and lifestyle at monthly meetings. All are invited.
For more information, go to LWSB.orginfo@wethepeople-sealbeach.com or call 431-4061.

DEMOCRATIC CLUB
Joseph Dunn, the former state senator who represented the 34th Senate District, will be the featured speaker at the annual fundraiser dinner for the Leisure World Democratic Club. It will be held at 6 p.m., Saturday, July 26, in Clubhouse 4.
The theme is “Americana,” and a barbecued chicken dinner will be served.
Barbara Mc Ilhenny will play dinner music on the piano. Tenor Jerry Bartucciotto will entertain with patriotic songs.
Dunn now serves as the executive director of the California State Bar.  He was a member of the California State Senate from 1998-2006 and in 2005 and 2006 to 2009, he served as CEO of the California  Medical Association.  
Dunn is a founding partner of The Senators (Ret.) Firm LLP in Santa Ana. He graduated with honors from the University of Minnesota School of Law and was admitted to the California Bar in 1986.
He is a trustee for the University of California Irvine Foundation.
Tickets to the event have been mailed out. For information  about tickets or reservations, call Charlene Haws, 296-8722.
The club will not meet in August. The next meeting is at 1 p.m., Tuesday, Sept. 16, in Clubhouse 4.

GRF LITIGATION UPDATE
The pending litigation, entitled Schaeffer v. Golden Rain Foundation, etc., is in settlement negotiations. Although the lawsuit hasn’t formally settled, as of the date of this publication, the parties have reached a tentative agreement, which must now be formalized in writing. The Board of Directors is working with its own attorneys and insurance carrier to ensure the Foundation’s interests are protected, from financial and legal standpoints. The Board will continue to work hard to ensure any settlement is in the Foundation’s best interests. We will continue to update you on the status of this matter.
Ronde Winkler, President
For the Golden Rain Foundation

GRF MINUTES
BOARD OF DIRECTORS MEETING
GOLDEN RAIN FOUNDATION
May 29, 2014
CALL TO ORDER
President Michaelides called the rescheduled monthly meeting of the Golden Rain Foundation Board of Directors to order at 10:00 a.m. on Thursday, May 29, 2014, in Clubhouse Four.
PLEDGE OF ALLEGIANCE
In recognition of her service to the community for 36 years, DeDe Martin, Advertising Sales Representative, led the Board in the Pledge of Allegiance. Ms. Martin first came to Leisure World in 1978, working in Accounting for 22 years. She has worked in Advertising Sales for the last 14 years in the News Office.
Ms. Martin led the Pledge of Allegiance. The President thanked her and all GRF staff for their efforts in contributing to the quality of life in Leisure World.
ANNOUNCEMENTS
The Board met in Executive Session on May 16, 2014 to conduct personnel interviews in Executive Session. The President announced that Doug Cox has joined the Foundation as Media Manager and the Board wishes him the best of luck.
The 2014 GRF election season is nearing its conclusion. This year, GRF directors will be elected from even-numbered Mutuals. The ballots will be counted at a special GRF Board meeting on Tuesday, June 3rd at 10:00 a.m. in Clubhouse 4. If shareholders have not mailed in their ballots, they may be turned in to Accurate Voting between 9 and 10:00 a.m.
The GRF Annual Meeting will be held at 2:00 p.m. on Tuesday, June 10, 2014 in Clubhouse Four. All Foundation members are welcome. At the conclusion of the Annual Meeting, the Board will conduct its election of officers.
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.
Five Foundation members spoke on subjects including license plate readers, secure data, a three-way stop sign at the intersection of Interlachen Road and St. Andrews Drive, the Traffic Enforcement Ad hoc Committee, the draft of Policy 1920.1, Traffic Rules and Regulations – Enforcement, parking along Golden Rain Road, DMV, the Foundation’s coordination with the Mutuals, and thanking the Board members for their service.
ROLL CALL
The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Krieger, Winkler, Craig, Supple, Kravitz, Bolton, and Moore were present. Directors Wilson and Damoci were absent. Executive Director Ankeny and Controller Miller were also present.
APPROVAL OF MEETING MINUTES
By MOTION of Ms. Stone, seconded by Mrs. Wood and carried with one abstention (Craig), the minutes of the regular Meeting of April 22, 2014 were approved as printed.
DISBAND TRAFFIC ENFORCEMENT AD HOC COMMITTEE
In August 2013, the GRF Board of Directors established the Traffic Enforcement Ad hoc Committee. The Committee has spent nine months studying the feasibility of an enforcement system that would work in conjunction with current policies.
On behalf of the GRF Board of Directors, the President thanked the Committee for its work. The Committee was chaired by Ron Kravitz and members included Jan Jarecki, Lou Krieger, David Lyon, Kathy Rapp and Anne Seifert.
Mr. Supple MOVED and Ms. Rapp seconded -
TO disband the Traffic Enforcement Ad hoc Committee.
One Board member spoke on the motion.
The motion passed unanimously.
AMEND POLICY 1428, CLUBHOUSE ARTWORK DISPLAYS
Policy 1428, Clubhouse Artwork Displays, sets forth information on the display of artwork and pictures in the clubhouses. A recent review of the policy found that it required several updates to provide clarity and reflect current Foundation operations.
Suggested changes include:
• Change “Community Facilities Manager” to “Recreation Supervisor,”
• Set forth that all clubhouses are available for the display of paintings, art pieces, photographs, and crafts as deemed suitable and as space permits;
• Set forth that it is at the discretion of the Recreation Supervisor in consultation with the Recreation Committee to determine the appropriate display areas;
• Omit specific clubhouse information, with the exception of Clubhouse Four locked display cases;
• Omit that a suitable panel of residents shall be appointed to make selections of artwork to display; and
• Set forth that the Recreation Supervisor shall work with representatives of arts and crafts clubs and/or a Recreation subcommittee to make the selections for display.
At its meeting on May 29, 2014, the Recreation Committee recommended the policy be amended.
Ms. Seifert MOVED and Ms. Coven seconded -
TO amend Policy 1428, Clubhouse Artwork Displays, as reflected above and on the draft attached to the agenda.
Five Board members spoke on the motion.
The motion passed unanimously.
AMEND POLICY 1432, LIABILITY INSURANCE -
CATERERS (TENTATIVE VOTE)
The Recreation Committee has forwarded a request to the Board of Directors to consider a change to an operating rule. The text of the proposed operating rule change and the description of the proposed change are attached and set forth below. The Board will make a 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 1432, Liability Insurance – Carriers, sets forth the insurance requirements for catering firms using space in Foundation recreational facilities.
Upon Committee review, it was determined that the policy needed several updates and better clarification to provide information about liability and reflect current operating practices. Corporate counsel and staff recommended the following suggestions:
• Add that Foundation members shall notify the Recreation Dept. when a caterer will be used within any of the Foundation’s clubhouses or Recreation facilities;
• Set forth that the catering contract shall state that the GRF and Mutuals will not be held responsible for any and all claims, demands, causes of actions, lawsuits, or other disputes or enforcement actions that arise under the agreement with the caterer;
• Set forth that caterers may not bring any family members, friends or other guests to Leisure World while performing catering services unless they are of legal working age and have been properly hired by the caterer for the specific event;
• Add that any club, organization and/or individual who reserves space in any GRF facility is responsible for ensuring that all requirements are met;
• Add that the club/organization and caterer are required keep the premises clean and in good condition at all times and are responsible for any damage to the premises;
• Add that the club, organization or shareholder reserving the facility space agrees to indemnify, defend and hold harmless the GRF and its officers, directors and employees from any and all claims, demands, causes of actions, lawsuits and so forth, that arises out of their use of the facility;
• Add that the club/organization reserving the space is responsible for ensuring that the catering company and its employees abide by all rules and restrictions governing the use of the community facilities;
• Add that shareholders, family and/or friends of a club/organization who are compensated over and beyond the actual cost of the food prepared and served, shall be deemed as caterers and subject to the conditions stipulated in the policy;
• Add that the term caterers shall apply to any vendor/contractor who provides for a fee a service to the club/organization in one of the Foundation’s community facilities; and
• Add that if a copy of the noted insurance is not provided and/or on file in the Recreation Department, the reserving shareholder/member assumes full responsibility and liability for the caterer while the caterer is on Foundation property.
The purpose of these changes is to provide better clarification about liability and reflect the Foundation’s current operating practices.
On May 12, 2014, the Recreation Committee unanimously recommended amending this policy.
Mr. Craig MOVED and Mr. Supple seconded -
TO tentatively amend Policy 1432, Liability Insurance – Carriers, pending a 30-day notification to the membership and a final decision on July 22, 2014, to reflect the changes as set forth above and on the draft attached to the agenda.
Three Board members and the Executive Director spoke on the motion.
Ms. Seifert MOVED, seconded by Ms. Stone and carried unanimously –
TO amend the motion to change #4 of the policy draft to read “onto Trust property” and omit “into Leisure World.”
The main motion, as amended, passed unanimously.
ADOPT POLICY 1466, EXERCISE ROOM RULES, LIMITATIONS AND ETIQUETTE, AND RESCIND POLICIES 1464 AND 1464.1 (TENTATIVE VOTE)
The Recreation Committee has forwarded a request to the GRF Board of Directors to consider a change to two operating rules. The text of the proposed operating rule change and the description of the proposed change are attached and set forth below. The Board will make a 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 Dev. Act.
Policies 1464, Exercise Room Limitation and 1464.1, Exercise Room Rules, outline the guidelines established for Foundation members using the Clubhouse Six Exercise Room. After review, the Recreation Committee asked to have these two policies combined into a new policy. Other suggested changes include:
• Add Rules of Etiquette to the end of the policy;
• Clarify that the Exercise Room is for recreation use only, not for therapeutic or medical rehabilitation;
• Clarify that shareholders are required to show their Leisure World identification card and have a signed Release of Liability form on file BEFORE being permitted to use Exercise Room equipment;
• Add information on the Exercise Room attendant’s instruction on proper use of exercise equipment;
• Add that socks, without shoes, may be worn on the Pilates machine, in addition to the stretching/mat area; and
• Add that hula hoops and jump ropes may be used in the stretching/mat area only when no other shareholders are present, and that other times shareholders may use Room C, if free.
The purpose of these changes is to consolidate all Exercise Room-related information into one policy and include information reflecting the Foundation’s current operations.
At its meeting on May 12, 2014, the Recreation Committee unanimously recommended the Board approve these actions.
Ms. Winkler MOVED and Mr. Supple seconded -
TO tentatively adopt 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, to reflect the changes as set forth above and on the draft attached to the agenda.
Six Board members, the Executive Director and the Recreation Supervisor spoke on the motion.
Ms. Winkler MOVED and Mr. Supple seconded –
TO amend the motion to change #1 of the policy draft to read “recreational use of Golden Rain Foundation members only,” not “recreational use of Leisure World Foundation members.”
Three Board members and the Recreation Supervisor spoke on the proposed amendment.
The amendment passed unanimously.
The main motion, as amended, passed unanimously.
ADOPT POLICY 1468, POOL RULES, LIMITATIONS AND ETIQUETTE, AND RESCIND POLICY 1461 AND REGULATION 1462
(TENTATIVE VOTE)
The Recreation Committee has forwarded a request to the Board of Directors to consider a change to two operating rules. The text of the proposed operating rule change and the description of the proposed change are attached or set forth below. The Board of Directors will make a 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 1461, Pool Rules and Regulation 1462, Pool Temperatures, outline the guidelines established for Foundation members using the Swimming Pool and Hot Pool. After review, it was suggested the two policies be combined into a new policy. Other suggested changes include:
• Add Rules of Etiquette to end of policy;
• Change “Leisure World Health Care Center” to “Health Care Center on Golden Rain Road;” and
• Add information that pool attendant is in charge of the pool area at all times.
The purpose of these changes is to consolidate all pool-related information into one concise policy and include information reflecting the Foundation’s current operations.
At its meeting on May 12, 2014, the Recreation Committee unanimously recommended the Board approve these actions.
Ms. Seifert MOVED and Mr. DeMarco seconded -
TO tentatively adopt 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, to reflect the changes as set forth above and on the draft attached to the agenda.
Two directors spoke on the motion.
The motion passed unanimously.
AMEND POLICY 3050, SECURITY FUNCTIONS
Policy 3050, Security Functions, outlines the functions of the Security Department. A recent review of the policy found that it was out of date and in need of multiple updates regarding Security operations.
Suggested changes include:
•Change “Seal Beach Leisure World” to “Golden Rain Foundation;”
•Set forth that Security will provide reasonable access control at each community gate;
•Set forth that Security shall observe and report findings to public safety agencies as needed;
•Clarify that Security shall issue resident decals for vehicles, golf carts, bicycles, and mobility scooters in accordance with Foundation policy;
•Set forth that Security shall provide reasonable access control by checking visitor and service passes, and pick-up expired passes;
•Delete information regarding policies 1901-1931;
•Set forth that Security shall enforce Foundation and Mutual policies through traffic enforcement, radar enforcement, and community education;
•Set forth that Security shall deliver laundry room coin receipts to the Controller on a monthly schedule; and
•Change “Administrator” to “Executive Director.”
The following additions are suggested:
•Review security video camera footage for suspicious activity;
•Process and input guest admission requests received from residents;
•Provide after-hour dispatch and response for service maintenance-related calls;
•Provide reservation and dispatch services for Access Mini-Bus and Sunday Church Mini-Bus;
•Respond to Lifeline calls for service in the community, report findings, and coordinate repairs with on-site Lifeline volunteer group;
•Respond to animal-related calls for service and assist the animal control department as needed;
•Coordinate with the contracted custodial services company to address the cleanup of biohazards, physical hazards, and dead animals;
•Receive requests from residents’ family and friends to conduct welfare checks, respond with public safety agencies, and provide findings to family and friends;
•Process requests for entry by bail bond agents and repossession companies;
•Respond and assist residents in stalled elevator emergencies;
•Provide legal document delivery service for the Foundation’s departments;
•Generate reports on incidents that occur on Foundation or Mutual properties; and
•Respond to large scale disasters and emergencies in accordance with the Foundation’s Emergency Preparedness Manual.
At its meeting on May 1, 2014, the Security, Bus & Traffic Committee unanimously recommended the Board amend this policy.
Ms. Rapp MOVED and Mrs. Wood seconded -
TO amend Policy 3050, Security Functions, to reflect the changes as set forth above and on the draft attached to the agenda.
Four Board members and the Security Chief spoke on the motion.
Mr. Blake MOVED, seconded by Ms. Winkler and carried unanimously -
TO amend the motion to change #21 of the policy draft to read “incidents that occur on Trust or Mutual properties,” not “incidents that occur on Foundation or Mutual properties.”
Mr. DeMarco MOVED and Ms. Seifert seconded –
TO amend the motion to delete #14 of the policy draft.
After discussion, Mr. DeMarco withdrew his motion and Ms. Seifert withdrew her second.
Ms. Rapp MOVED and Mr. Craig seconded –
TO commit the policy draft to the Security, Bus & Traffic Committee.
Three Board members spoke on the motion.
Ms. Stone called the question. The vote to end debate passed unanimously.
The vote to commit the policy draft to the Security, Bus & Traffic Committee passed with one no vote (DeMarco).
A recess was called at 11:27 a.m. The meeting resumed at 11:38 a.m.
ADOPT POLICY 5046, RECORDS MANAGEMENT
The Golden Rain Foundation is responsible for maintaining various records and files for a variety of purposes. It was suggested a policy be developed to set forth the process, timeline, and responsibilities concerning records management.
At its meeting on April 8, 2014, the Information Technology Services (ITS) Committee reviewed a policy draft for records management, which address the following:
•Provide definitions and common acronyms used in the records management process;
•Set forth the Records Management Program guidelines and process;
•Define the roles and responsibilities of the GRF Board of Directors, Executive Director, and individual departments;
•Set forth information concerning records identification, storage, retrieval, and disposition; and
•Set forth compliance responsibilities regarding this policy.
At its meeting on May 13, 2014, the ITS Committee unanimously recommended the Board adopt Policy 5046, Records Management.
Mr. DeMarco MOVED and Ms. Stone seconded -
TO adopt Policy 5046, Records Management, to set forth the process, timeline and responsibilities concerning records management, as set forth above and on the draft attached to the agenda.
Three Board members and the Executive Director spoke on the policy draft. Requesting that his statement be placed into the meeting minutes for the record, Director DeMarco thanked Mutual Fifteen shareholder Andrea Thresh for her assistance in preparing this policy draft.
Ms. Rapp MOVED, seconded by Mr. Supple and carried unanimously –
TO amend the motion to change #3.4 of the policy draft to read “ITS Manager and GRF President,” not “ITS Manager or GRF President.”
Two Board members spoke on the amended Policy draft.
The main motion, as amended, passed unanimously.
AMEND PROCEDURE 5091, BASIC SAFETY RESPONSIBILITIES
Procedure 5091, Basic Safety Responsibilities, sets forth supervisory responsibilities regarding the implementation of safety procedures.
At its meeting on May 5, 2014, the Executive Committee unanimously recommended the Board approve the following suggestions:
•Change the section headings to be more relevant;
•Add the Safety/Emergency Coordinator to the Investigation of Accidents section;
•Add that supervisory attendance at monthly Safety Committee meetings is mandatory;
•Add Safety Committee activities under Awareness section;
•Change Special Incentives to Special Safety Programs;
•Add the requirement that injuries or accidents will be reported immediately to the Human Resources Manager and the Safety/Emergency Coordinator;
•Modify wording under Special Incentives to include approval process for the Special Safety Programs; and
•Change facilitation of safety rules and reporting from Community Facilities Manager to Safety/Emergency Coordinator.
It is further suggested that the procedure be reclassified as a policy for better transparency and Board-management. In addition, it is suggested that the material be reassigned from the general Golden Rain operations to the Personnel section, and renumbered from 5091 to 4187.
Ms. Winkler MOVED, seconded by Mr. Supple and carried unanimously -
TO amend Procedure 5091, Basic Safety Responsibilities, with changes as set forth above and on the draft attached to the agenda.
AMEND POLICIES 5440, EMERGENCY PLAN, AND 5442,
COMMUNITY EMERGENCY PREPAREDNESS
Policy 5440, Emergency Plan, sets forth that in emergency situations, the Foundation shall cooperate fully with authorized governmental agencies to assist community residents.
After review, the following update to the policy was suggested:
• Change “Administrator” to “Executive Director.”
Policy 5442, Community Emergency Preparedness, sets forth that the Safety/Emergency Coordinator will develop and be responsible for the Foundation’s emergency plan.
After review, the following updates to the policy were suggested:
•Change “Administrator” to “Executive Director;”
•Delete the paragraph stating that the Safety/Emergency Coordinator position was approved in 1995; and
•Add Community Emergency Response Teams (CERT) and the Great California Shakeout to the organizations with whom the Safety/Emergency Coordinator liaises.
At its meeting on May 5, 2014, the Executive Committee unanimously recommended the Board amend these policies.
Mr. Supple MOVED, seconded by Ms. Stone and carried unanimously -
TO amend Policies 5440, Emergency Plan, and 5442, Community Emergency Preparedness, as set forth above and on the draft attached to the agenda.
AMEND POLICY 5533, PROCESS SERVICE
Policy 5533, Process Service, sets forth the rules on how and when process servers have access to the community. A recent review of the policy found that minor updates were needed.
Suggested changes include:
•Set forth that process servers shall have access to the property for a reasonable period of time for the limited and sole purpose of serving legal papers on residents;
•Change “Gates and Patrol” to “Security;” and
•Set forth that Security shall not provide process servers with any information about the resident.
At its meeting on May 1, 2014, the Security, Bus & Traffic Committee unanimously recommended the policy be amended.
Mr. Kravitz MOVED and Mr. Supple seconded -
TO amend Policy 5533, Process Service, to reflect the changes as set forth above and on the draft attached to the agenda.
Four directors and the Executive Director spoke on the motion.
Mr. Supple MOVED, seconded by Mr. Craig and carried with two no votes (DeMarco and Seifert) and one abstention (Coven) –
TO amend the motion to capitalize, bold and underline the word “not” in the second to the last paragraph of the policy draft.
The main motion, as amended, passed unanimously.
AUTHORIZE IMPLEMENTATION OF SAFETY PROGRAM
Procedure 5091, Basic Safety Responsibilities, outlines basic safety responsibilities for supervisory personnel. One of these responsibilities is to have a safety awareness program that will effectively maintain employee interest. The Executive Committee has recommended the GRF Board of Directors support the Safety First Program developed by the Safety Committee.
The Safety First Program is comprised of two plans. The suggestion plan allows employees to submit safety related suggestions and the Safety Stars plan recognizes safe behaviors by employees. Both plans promote employee recognition.
The goal of the Safety First Program is to reduce the potential for accidents and injury by increasing the safety awareness at all levels of the Foundation. Awareness will be increased by the promotion of the program through meetings and posters, by ensuring employees receive recognition for suggestions and safe behaviors, and by taking action on safety suggestions as permitted.
The estimated annual cost of the program will be $828.
At its meeting on May 5, 2014, the Executive Committee unanimously recommended the Board authorize the Executive Director implement the Safety First Program.
Ms. Seifert MOVED and Ms. Stone seconded -
TO authorize the Executive Director implement the Safety First Program.
One director and the Executive Director spoke on the motion.
The motion passed unanimously.

AWARD CONTRACT FOR SEWER CLEANING SERVICES
The Foundation’s main sewer line requires regular maintenance by a professional pipe service company. The current service contract expired at the end of 2013.
The Physical Property Department solicited bids from six contractors. At its meeting on April 3, 2014, the Physical Property Committee opened two bids. The four contractors that did not submit bids cited the project was too large, they were too busy, or they did not own the appropriate equipment.
Staff contacted both contractors to review the Request for Proposal to ensure the scope of work was understood. Both contractors revised their bids to exclude unrequested materials and Mutual costs. The revised bids are: CONTRACTOR COST 3-YEAR TOTAL
Empire Pipe Cleaning & Equipment $0.39/linear ft. $ 75,659.76
Pacific Plumbing $4.90/linear ft. $945,590.00
The Foundation has contracted with Empire Pipe Cleaning & Equipment, the low bidder, since the 1980s. The high bidder, Pacific Plumbing, was listed in the Blue Book of Building & Construction.
Sufficient funds were set aside in the 2014 budget, and will be set aside in subsequent years, for this service.
At its meeting on May 1, 2014, the Physical Property Committee recommended the Board award a three-year contract to Empire Pipe Cleaning & Equipment.
Ms. Seifert MOVED and Ms. Coven seconded -
TO award 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, and authorize the President to sign the contract.
Two Board members and the Community Facilities Manager spoke on the motion.
The motion passed unanimously.
APPROVE CONTRACT FOR CLUBHOUSE FOUR
CONCRETE REPLACEMENT
The concrete entrance at Clubhouse Four has experienced cracking, drainage, and tripping hazard issues. The area has been ground down in several areas, impacting the facility’s aesthetics. The Physical Property Department solicited bids to replace the concrete and three quotes were received:
Contractor Price
M.J. Jurado, Inc. $10,788
T&E Concrete $16,100
Los Al Builders $17,175
Funds in the amount of $9,000 were set aside in the 2014 Budget for this work.
At its meeting on May 7, 2014, the Physical Property Committee unanimously voted to recommend the Board award a contract to M. J. Jurado, Inc. for this work. It was noted at the meeting that the concrete replacement will conform to ADA (Americans with Disabilities Act) standards.
Mr. Blake MOVED and Ms. Coven seconded -
TO award 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, and authorize the President to sign the contract.
Two Board members and the Executive Director spoke on the motion.
The motion passed unanimously.
APPROVE GRF WIRELESS NETWORK UPGRADE
The Foundation utilizes a carrier-provided microwave wireless network infrastructure to connect its remote sites (Security, Service Maintenance, and Library) to the main Administration Building. This allows for staff in those locations to access the systems to perform business functions on its servers, telephone system, and Internet. The current wireless network was established in 2006 with a 6-megabit per second bandwidth. Over the years, the Foundation’s demands on the network have increased. This can be attributed to growth in the video surveillance system, larger data file transfers, and video streaming. As a result, the current wireless network has become unable to sustain the Foundation’s network activity and it is negatively affecting system performance, telephone quality, and overall operational productivity.
An upgrade in the wireless network bandwidth has become necessary. The Foundation’s current wireless network and telephone service provider, FTS, has presented several options:
Wireless Connection Current Option 1 Option 2 Option 3
Security 6 Mbps 15 Mbps 20 Mbps 25 Mbps
Service Maintenance 6 Mbps 15 Mbps 20 Mbps 25 Mbps
Library 6 Mbps 15 Mbps 10 Mbps 15 Mbps
Cost per month $465 $1,275 $1,425 $1,875
Recognizing that there are higher bandwidth requirements for the Security and Service Maintenance area, Option 2 is the recommended upgrade. This option would more than triple current bandwidth speeds for those two links and almost double the current speed for the Library link.
Other third party options were considered, including dedicated internet access services by Verizon FIOs and Time Warner Cable. Verizon FIOs did not have this available for the locations required, and Time Warner Cable offered these at almost three times the cost of FTS. Considerations were also made for purchasing the hardware and maintaining it in-house. However, this option would require additional costs for maintenance and support, and replacement investments every few years. Requests for fiber site surveys were submitted with Time Warner and Verizon for long term options of hard cable connections to the Foundation’s buildings within the community. Results from these surveys would be considered as possible options in 2015 or later.
The annual cost for Option 2 is $17,100. Funds in the amount of $7,200 were budgeted for this expense in the 2014 Computer Maintenance and Software expense account. An over-budget of approximately $25,000 in this same account for the payroll solution expense is available to account for the difference in annual expense.
At its meeting on May 13, 2014, the ITS Committee unanimously recommended the Board approve Option 2 with FTS.
Mr. Craig MOVED and Ms. Stone seconded -
TO approve a wireless network upgrade with FTS at an annual cost of $17,100, using available funds in the ITS Budget, and authorize the President to sign the contract.
Two Board members and the Executive Director spoke on the motion.
The motion passed unanimously.
APPROVE VOLUNTEER PARTICIPANT
ACCIDENT INSURANCE PROGRAM
The Volunteer Participant Accident Insurance Program is customized to provide coverage while participating in Policyholder sponsored, scheduled and supervised volunteer activities. This includes direct and uninterrupted travel to and from said activities.
The policy provides coverage for Accidental Death, Accidental Dismemberment, Accidental Medical Expenses and Dental.
The attached Executive Summary highlights the policies’ specific information for a more detailed understanding.
The total annual insurance premium cost to cover 18 members of the GRF Board of Directors is $769.50.
At its meeting on May 21, 2014, the Finance Committee recommended the Board approve the Volunteer Participant Accident Insurance Program for the GRF Board of Directors.
Ms. Winkler MOVED and Mrs. Wood seconded -
TO approve the Volunteer Participant Accident Insurance Program for the GRF Board of Directors.
Two Board members spoke on the motion.
The motion passed with one no vote (Supple).
ADOPT POLICY 1920.1, TRAFFIC RULES AND REGULATIONS
– ENFORCEMENT (TENTATIVE VOTE)
In 2008, Policy 1920, Traffic Rules and Regulations, was adopted to consolidate 22 security and traffic policies and include updated California Vehicle Code information that has been modified, to some degree, to be commensurate with traffic conditions in Leisure World.
In 2013, A Traffic Enforcement Ad hoc Committee was established to study the feasibility of an enforcement system that would work in conjunction with current policies. The Ad hoc Committee has updated an earlier draft of Policy 1920.1, Traffic Rules and Regulations – Enforcement, based on the premise that the Mutuals are responsible for, and are able to administer, member discipline as a part of the Occupancy Agreement.
If adopted, Policy 1920.1 will provide for the enforcement and penalties to be administered to those who violate the community’s rules. The purpose of the policy is to standardize a citation and penalty system that would work in conjunction with current policies. The GRF Board of Directors will make a 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.
At its meeting on May 15, 2014, the Traffic Enforcement Ad hoc Committee unanimously recommended the following:
•Clarify that enforcement of the Traffic Rules and Regulations is the Security Department’s responsibility, unless otherwise stated;
•Set forth information on Enforcement, Notices of Violations, and Penalties;
•Set forth that citations may be issued to Foundation members, residents, guests, employees, contractors, caregivers, and vendors; and
•Request the Mutual Boards amend Policy 7581, Enforcement of Community Traffic Regulations, to be commensurate with the adoption of Policy 1920.1.
Ms. Rapp MOVED and Mr. DeMarco seconded -
TO tentatively approve 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, to reflect the information as stated above and on the draft attached to the agenda.
Five Board members 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.
BOARD MEMBER COMMENTS/REQUESTS
Seven Board members spoke on their retirement from the GRF Board of Directors, the Rollin’ Thunder Golf Cart Club, the number of Board meetings this year, support for the draft of Policy 1920.1, compliments to the Traffic Enforcement Ad hoc Committee, and moving forward past disagreements. Requesting that her statement be placed into the meeting minutes for the record, Director Winkler thanked Director Stone for her assistance in signing the Foundation’s checks.
The President thanked the audience members for their attendance at today’s meeting.
ADJOURNMENT
The meeting was adjourned at 12:35 p.m.
_______________________________
Linda Stone, Corporate Secretary
GRF Board of Directors
These are tentative minutes, subject to the approval of the Board of Directors.

COMMITTEE CHAIR REPORTS
•Communications Committee: Chair Coven reported that the Committee met May 8, 2014. The Communications Committee met May 8, 2014. News Staff reported on recent attendance at the Seal Beach Chamber of Commerce and the City’s outreach goals to Leisure World. Staff also noted the discrepancy between the reporting of the recent Haynes Plant activity by the News and the O. C. Register. While the News’ contact at the Haynes Plant stated there was no structural fire, the Dept. of Water & Power is investigating the matter further. The Executive Director acknowledged the News and ITS departments for their efforts in providing Haynes Plant information on the Foundation website within 30 minutes of the incident. The Executive Director spoke on the possibility of adding a “B section” of the News for government-related material such as meeting minutes, schedules, financial reports, policy drafts and other items. After discussion, the Committee unanimously recommended the Board authorize a pilot program of a government-related B section of the Golden Rain News this summer. The ITS Manager distributed his report and stated that the Website Subcommittee held its final meeting of the term last month. The Subcommittee will be reformed in the new term when the Media Manager and new Board are in place. The ITS Manager gave a demonstration on the NCR Silver Point-of-Sale credit card pilot program for News sales staff. He reported that the hardware has been configured and the data plan established. News sales staff is preparing to go live once prices have been set. The Controller spoke on the budget comparison report and reviewed variances in newspaper printing and display advertising. She distributed the Delinquent News Advertising Accounts and Reconciliation reports. The Committee continued its discussion on culling the telephone directory. The Website and Centenarian Subcommittees were disbanded. The Chair requested the next Communications Committee consider adopting a policy on Mutual Board Election Coverage in the News. Please join the Communications Committee for its next meeting on Thursday, July 10, 2014, in the Administration Conference Room.
•Executive Committee: Chair Supple reported that the Committee met May 5, 2014. The HR Director, Executive Director, and Mutual Administration Director provided reports. The Committee recommended the Board amend Procedure 5091, Basic Safety Responsibilities; amend Policy 5440, Emergency Plan; amend Policy 5442, Community Emergency Preparedness; and authorize the Executive Director to implement the Safety First Program. The Committee went into Executive Session to review personnel matters and hear a legal update. Foundation members are welcome to attend and participate in Executive Committee meetings. The next meeting is Monday, June 2, 2014, at 1:00 p.m. in the Administration Conference Room.
•Finance Committee: Chair Winkler reported that the Committee met May 20, 2014. Roll call indicated Mary Wood, Linda Stone, Betty Coven, Mike Supple and Denis Craig were in attendance. Executive Director Randy Ankeny was asked to obtain the second management letter from NSBN regarding the control deficiencies which was a secondary report to the 2013 audited financial statements. In addition, Controller Miller shared the break-out costs of the opinion letter from NSBN regarding Mutual One, had not been received from NSBN. Mr. Ankeny shared an updated version of the reserve study along with a budget planning document and his instructions to management staff regarding their needs for operating funds, their wants for capital acquisitions and major repairs, along with their desires and costs to improve the operation of the Foundation. The budget process will formally begin in July. Controller Miller gave a review of the April 2014 Financial Statement and supporting reports which highlight the Committee members understanding. The April financial statements were accepted for audit. As requested by Controller Miller, the Finance Committee recommended writing off $617.49 which represents past due amounts from the Vendor accounts receivable as uncollectable. Director Coven gave a summary of the activities of the Investment Sub-Committee for the year. The consensus of the committee was to continue with the investment ladder submitted to the Finance Committee and Finance Department by the Sub-Committee at this time. A donation of $1,200.03 from the Hickland family was accepted with the understanding the Controller would verify the monies were given to the Golden Rain Foundation and not the Golden Age Foundation. An update will be provided to the Committee in July. The Committee members voted to recommend the Board purchase insurance which would cover the volunteer directors of the Foundation at a cost of $769.50. In addition, after a discussion on Procedure 3323, the disposal of surplus equipment, and the recession of addendums 3323.1 and 3323.2 by consensus, the Finance Committee, agreed the 2014-2015 Finance Committee would need to study this issue further.
•Information Technology Services (ITS) Committee: Chair Craig reported that the ITS Committee met May 13, 2014. The ITS Manager provided an update on several matters. The Records Management Room Temp. has been tasked with reviewing the 77 boxes of scanned records received from CoroData. The scanning is 1/3 complete at this time and the boxes are being indexed to the Foundation’s standards and CoroData’s specifications. The Jenark project timeline has been extended due to Jenark’s concerns with the planned conversions and integrations. Work is continuing on the conversion as MicroMain has been installed as test environments on some GRF computers. Finance modules have been reviewed, specifications are being defined, and custom integration is underway. Weekly meetings with Jenark continue. The eight Library patron computers have arrived and are being configured by the ITS Dept. The print management system will be installed once the software arrives. The staging site in Clubhouse Five has been prepared and the Library is ready for installation testing. Completion is anticipated by the end of June. The Windows 7 machines have all been deployed. The hardware for the News Department Credit Card Solution was received in April, including the iPad Minis and card readers. The hardware has been configured and the data plan established. Final testing will occur in May before going live on a real time basis. Surveillance cameras have been installed in the Downtown Café; an exterior camera will be installed soon. Four cameras have been installed at the Purchasing Dept. The GRF’s auditors, NSBN, have presented a Management Letter with recommendations for the ITS Department. The ITS Manager has been tasked with formulating a plan of action regarding these recommendations, particularly the secondary server. The Committee recommended the Board adopt Policy 5046, Records Management, to set forth the process, timeline and responsibilities concerning records management; and approve a wireless network upgrade with FTS at an annual cost of $17,100, using available funds in the ITS Budget. The Committee members and staff spoke on 2015 ITS Budget considerations and the need for a secondary server room and system. GRF members are welcome to attend ITS meetings, especially those with a passion for technology and communication. The next ITS Committee meeting will be held on Tuesday, July 8, 2014, in the Administration Conf. Room.
Library Committee: Chair Wood reported that the Committee met Tuesday, May 13, 2014. The Library Operations Supervisor gave her report on the usage of Library materials. There were 13,190 items checked out in April and a total of 51,557 items checked out in 2014. There were 5,576 Library patrons in April. The Library Operations Supervisor distributed the Library Cost Center Variance Report and answered members’ questions. The Library Operations Supervisor reported that the eight patron computers have arrived and are being configured by the ITS Department. The print management system will be installed once the software arrives. The ITS Department anticipates completion by the end of June. The Library Operations Supervisor spoke on the need for a new cement bicycle pad on the southwest side of the Library, adjacent to the driving range. The cement pad would be installed to accommodate a bicycle rack. After discussion, it was suggested staff approach the Friends of the Library to ask if they’d be interested in sponsoring the installation of a bicycle pad. An update will be provided in July. 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 Wednesday, July 2, 2014, at 1:00 p.m. in the Administration Conference Room.
•Physical Property Committee: Chair Blake reported that the Committee met May 7, 2014. The Committee took the following actions: Approved the conducting of monitoring of the speeds traveled in the area along Del Monte Road near Northwood using radar for one week and present the findings in the report at the next meeting. If there is at least 85% speed limit compliance, the Committee will review the request for repainting of the red curb allowing additional parking in the portion of Del Monte Road northbound where it turns into Northwood; Recommended the Board accept a bid from M.J. Jurado, Inc. in the amount of $10,788 for concrete replacement at Clubhouse Four; Requested staff go out to bid for Perimeter Wall Sections J and K as the first priority and include Section I in the bid as an option and obtain prices for each separate section; Recommended the Board award a three-year contract to Empire Pipe Cleaning & Equipment for sewer pipe cleaning for a total of $75,659.76 ($.39 per linear foot); Requested staff go out to bid for the Re-Roofing of Clubhouse One to include composition roof material options and a ridge vent system to aid in reducing condensation; Accepted bid from Anderson Penna Partners for engineering services and the preparation of construction plans and documents for the relocation of the southerly-most Amphitheater driveway to align with Tam O’Shanter Road at a cost not to exceed $9,000; Approved JDS Tank Testing to perform soil testing for determining status of the soil and subsequent grading plan for the land along Perimeter Wall Sections L & M on Westminster Ave. for a cost not to exceed $8,500 from the Perimeter Wall budget; Submitted a written recommendation for trees along the Perimeter Wall Section R along Seal Beach Blvd. and shared with Mutual Seventeen. Repairs and replacements of the grass areas that have been destroyed and sprinkler lines that were damaged during work on the Perimeter Wall will be coordinated with the contractor and Mutual Seventeen; Approved the painting of the metal windows at Clubhouse Five; Executed contract for the replacement of the auto transfer switch at Clubhouse Two; Authorized the placement of comment boxes in the Physical Property office; Obtained prices for emergency preparedness wish list items such as a backhoe, movable water tanks and pumps to pump water; and Obtained plans from the landscape architect for the medians along St. Andrews Drive where the trees have been removed and on the Westminster property. The next Physical Property Committee meeting is Wednesday, June 4, 2014. Shareholders are welcome to attend.
•Recreation Committee: Chair Seifert reported that the Committee met May 12, 2014 in the Administration Building. Emails from shareholders covered many issues including the need for improved maintenance of the women’s locker room at the pool, the need for an additional ballet barre, additional signage and restroom railings in CH 5 to assist those with handicaps. A request for a bulletin board to be placed in the lobby of CH 5 was approved by the Committee. There are many competing demands for clubhouse space. The Computer Club requested that they be able to keep the storage area they are presently using since it serves other uses as well. It was decided that the Recreation Department will delay any action to require the Computer Club to vacate that space until the next Recreation Committee has been assigned. The Committee recommends that the Board adopt Policy 1468, Pool Rules, Limitations & Etiquette, and rescind Policy 1461, Pool Rules, and Regulation 1462, Pool Temperature. The Committee also recommends that the Board adopt Policy 1466, Exercise Room Rules, Limitations & Etiquette as amended, and rescind Policies 1464, Exercise Room Limitations, and 1464.1, Exercise Room Rules. These mentioned policies are pending a 30-day notice to the membership with a final vote to take place on July 22. A motion was passed to recommend that the Board amend Policy 1428 concerning artwork displays in clubhouses, to update this Policy and clarify who is responsible for selections to be displayed. It was with great pleasure that a donation of a clock for the Downtown Cafe from Richard Massman was accepted; the clock has already been placed on the wall. The Amphitheater show this year promises something for everyone and will have some big name entertainment including Debbie Reynolds. More information can be found on the website. Due to the variety of emails and requests for added facilities this Committee recognizes the need for a Master Plan for the community. A new Recreation Committee will be in place after the June elections and the next meeting then announced.
•Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met May 1. The Security Chief reported the turf was installed at the St. Andrews Gate on April 11, 2014. There have been numerous positive comments from the community about the improved appearance and the use of artificial turf to save water. The Vice Chair reported that the Policy 1920.1, Traffic Rules & Regulations – Enforcement, was discussed at the Presidents’ Council. The Committee has received good feedback and reasonable objections from the Presidents’ Council and from the Mutuals. A draft of the policy has been shared with the GRF Board of Directors. The Chair reported the Ad hoc Committee will make a motion for the Board to adopt the policy at the GRF Board Meeting in May. The Executive Director reported that coyote reports and routes will be monitored by Security. Security will provide additional patrols in the affected Mutuals, and coyote hazing training for staff. An article will be published in the Golden Rain News to educate the shareholders. The License Plate Recognition Camera System at all gates is in the installation phase and should be activated within two weeks. Two Committee Members have participated in the Ride Along Program in Security, and a third is scheduled next week. Security met with the bicycle rider group, and with the City’s Public Works Director regarding recommendations for the bicycle gate hours and possible landscaping to enhance the entrance. Four newly-purchased patrol cars are at the dealers awaiting payment. A local vendor who works with many regional law enforcement agencies has been contacted for graphic concepts and cost estimates. The new Access Bus is scheduled for delivery in August. In May there were 5,238 passengers and year-to-date 19, 837 passengers, including the Access Bus. Staff presented various reports. Foundation members are welcome to attend Security Committee meetings; the next meeting is scheduled for Wednesday, July 9, 2014 in the Admin. Conf. Room.
EXECUTIVE DIRECTOR’S REPORT
Staff Announcements
I’m pleased to announce the following additions to the Golden Rain staff:
• Doug Cox – Media Manager
Notices
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 is scheduled for late April
• System installed week of May 12th
• Project complete, final report
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 recommendation coming from Ted Stamen. RFP was sent out bids due March 14. Cost will be presented at next PPC Meeting
• Project is 90% complete
• Change order to add North Entrance Wall Section A-1 signed from action by the GRF Board at its March meeting
• Section A-1 in permit process
3. TEN-YEAR PAVEMENT MAINTENANCE PLAN
• First sent to Physical Property Committee 11/6/13
• Golden Rain Foundation Board approved Anderson Penna at $19,587 on 11/26/13
• Contract executed
• Work in progress
• A draft of the plan was presented and should be available for the March Physical Property committee Meeting
• Committee is reviewing plan
•PPC approved to have Anderson Penna complete construction plans for the improvement of Tam O’Shanter and St Andrews as recommended in the 2013 Traffic Study
• Contract executed on 5/12/14 for Anderson Penna to complete construction plans for the improvement of Tam O’Shanter and St Andrews work in process
• To be included in the 2014 Paving Project
4. New 3 Way Stop
• GRF Board approved the installation of a 3 way stop at the intersection of ST. Andrews and Interlachen.
• Project engineering complete
• Work scheduled for early June
5. 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
6. 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.
7. LIGHTED PAVEMENT CROSSWALK AT SWIMMING POOL ON ST. ANDREWS DRIVE
•At the 11/7/2013 Security, Bus & Traffic Committee meeting the Committee sent a request to the Physical Property Committee to send out Request for Proposals for a lighted pavement crosswalk system
•Specifications for the Request for Proposal are 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
•Action by the Physical Property Committee to have 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.
•PPC asked staff to secure 2 additional quotes from engineers for plans to install a concrete crosswalk with the Lighted Crosswalk System
•Staff is communicating with potential engineers to receive quotes
8. CLUBHOUSE FIVE PAINTING
•Budgeted amount $26,000 in 2013 Budget for interior and exterior of building
•Bids were opened at the 11/2/13 Physical Property Committee meeting
•Physical Property Department staff are in process of analyzing bids
•Physical Property Committee approved forwarding the budgeted funds to 2014
•Action by the Committee to send request to GRF Board will be made at the January Physical Property Committee meeting
•Action by the GRF Board to approve a contract with PrimeCo Painting in the amount of $19,985 was made at its January meeting
•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 complete, final report
9. CLUBHOUSE FIVE FIRST FLOOR FLOORING
•Budgeted amount of $10,000 in 2013 Budget
•Three quotes were obtained 12/2/2013
•Committee asked staff to analyze bids and report back at the next meeting
•Action by the Phys. Prop. Comm. to recommend the GRF Board approve project
•Item on the GRF Board agenda for action in January
•Action by the GRF Board to approve a contract with Golden State surfaces for $20,200 at its January meeting
•Contract executed material on order scheduled for delivery the last week of February
•Carpet installation in Vending Café is complete, the remainder will be installed after interior is painted Mid April
•Work 99% complete
•Carpet in elevator pending completion
10. ST. ANDREWS GATE IMPROVEMENTS
•Phys. Prop. Comm. meeting 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 the Physical Property Committee to send out an RFP was made at its February meeting
•RFP is process
•Pending receipt of proposal for committee review
11. AUTOMATIC GATE AT MAIN GATE EXIT
•Action by the SBT Committee to have Physical Property Department send out RFP was made
•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
12.PERIMETER WALL PROJECT 2014
•Action by the Physical Property Committee at its February meeting to inspect the condition of the remaining walls and bring back to the Committee 3 options to replace section L and M was requested
•Inspections in process
•Physical Property Committee at its March meeting asked staff send out RFP for grading plans at Perimeter Wall section L and M with wall to be moved to the 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.
•At the May PPC budgeted funds of $8,500 were approved to have staff obtain soil samples for the property along wall sections L and M
13. AUTO DOOR OPENERS FOR CLUBHOUSE THREE RESTROOMS
•At the 12-09-13 Recreation Committee meeting a Committee Member requested we look into auto doors for Clubhouse three restrooms
•The estimated cost per door is $3,289.00
•The Recreation Committee sent this 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 @ 3,867.00 for 2 doors
•New Contractor in vetting process
•Material on order work scheduled for completion Mid June
14. 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
•Action by the PPC at its May meeting recommended the GRF board approve Empire Pipe & Cleaning for a 3 year period at $75,656.76
•Pending GRF Board review
15. 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
•Direction was given to staff at the May PPC meeting to send out an RFP to re roof Clubhouse 1 and not include an option for skylights
IT
1. Jenark
•Jenark agreement signed by Mr. Michaelides effective 2/24.
•Jenark management team is meeting (internally) next week to review the entire project.
•Thereafter, we will be meeting with them about the kickoff meeting and project management assignment.
•MicroMain agreement will be signed when Mr. Michaelides 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.
•Jenark weekly meetings scheduled every Wednesday with Jenark project manager and Accounting
i. 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
•Project integration and development between Jenark and MicroMain
•Final phases of project have been rescheduled for full integration for late fall/early winter 2014
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 on February 26th for scanning.
•All remaining records (HR, Mutual Administration, Accounting) picked up on Feb. 26th.
•Scanned documents will be sent to CoroData for storage as approved
•Catherine Dailey hired as temp Records Retention/Property Recorder
-Created inventory of returned boxes
-Reviewing scanned/digitized records
-Filling requests for research on non-trust property on trust property
•182 boxes returned from Digital Archive, 204 boxes still outstanding for scanning
-1/3 of total inventory to be scanned
•Hard drive received (12.3GB), imaged record files reviewed, very satisfied with quality, will be placed in digital archive directory
•Met with executive rep of DAT (Catherine, Mr. DeMarco and I)
-She explained reason for extended time it has taking to scan our records
-Reasons explained understandable due to condition of very old
documents and complexity of documents sizes.
-Informed that this will not incur additional cost to GRF.
• Preparing for offsite storage with Corodata
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)
•Project Complete, Final report
4. Library Patron/Print Management Solution – IN PROGRESS
•Patron machines received, staging site prepared and ready for installation test
•Comprise Software ordered and received, beginning installation in test
environment this week
•Credit Card Solution Implementation - LIVE
•GRF News PLU database established.
•Test transaction successfully processed.
•News sales staff will begin using iPads with their customers for credit card
transactions.
General
•2014 Reserve Study
-Performance of a stage 1 reserve study as require 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
•Work currently in progress
•2015 Budget
-May marks the beginning of the budgeting process
-Initial staff training and instructional meeting held
Security
•In a comparison of April 2013 security reports to April 2014 security reports, the only significant items of note:
-Increase in
•Fire (minor occurrences)
•Theft (minor theft, patios and carports)
•Paramedic (minor)
-Decrease in
•Incident, Vandalism
•15 reported traffic incidents/accidents for the month, the majority
are in the very minor to minor category.
•License Plate Recognition System
-Approved at the Special Board meeting of March 14
-Hardware ordered March 19
-Scheduled for installation in May
-Project is 80% complete
Friendly Community Reminders
Pedestrian Safety (Part 2)
Additional Safety Tips to Consider:
Walking is a great way to get places or enjoy our California sunshine. As you get older, you may rely on walking more than driving a vehicle. Remember to be smart! As an older adult, you are at a higher risk of becoming a victim of a pedestrian collision. By following a few safety tips you can avoid a tragedy. Walking should be a safe and enjoyable activity.
But first a few facts that we need to be aware of as pedestrians:
•In Los Angeles County in 2002, 64 seniors died and 301 seniors were hospitalized from pedestrian collisions.
•In 2002, the death rate for senior pedestrians was 3.21 per 100,000 – the highest of any age group.
•California has not had a day without a traffic fatality since September 12, 2000.
•On a typical day in California 2 pedestrians are killed.
•On average, a pedestrian is killed in a traffic crash every 109 minutes.
To be safe, rethink your walking habits!
•Stop, turn, look and listen for approaching traffic.
•Stay alert! Vehicles may be approaching more quickly than anticipated.
•Wear light-colored clothing and/or reflective material to make it easier for drivers to see you.
•Don’t make any quick moves while walking. Make it easier for drivers on the alert by being predictable.
•Don’t walk alone. Invite a friend to join you.
•Use crosswalks at all times. Remember to stay within the painted lines.
•Make eye contact with drivers to ensure that they see you.
•Always use sidewalks when they are available.
•Wait for vehicles to make a complete stop.
•Know your walking ability! Will you be able to cross the intersection in time?
•Be extra careful in poor weather conditions, and avoid walking if possible.
•Look for reverse lights and be aware around parked cars, and driveways.
Safety is everyone’s responsibility
Caregivers: Please pay close attention to those you care for; their safety is your responsibility!
Sources: LADWP