GOVERNMENT-DEC. 5, 2013

 

BOARD OF DIRECTORS MEETING

GOLDEN RAIN FOUNDATION

October 22, 2013

President Michaelides called the regular monthly meeting of the Board of Directors of the Golden Rain Foundation (GRF) to order at 10:00 a.m. on Tuesday, October 22, 2013, in Clubhouse Four.

The Great California Shake-Out was held October 17, 2013. Foundation members were encouraged to participate in their Mutual’s emergency drill. California is known for its earthquakes. Governor Brown recently signed the bill ordering the creation of a state-wide earthquake early warning system. Having a few seconds warning could save many lives. However, being prepared in advance of an earthquake is critical. The Planning for Emergency Preparedness Foundation, or PEP, works with the GRF and Mutuals to promote readiness among shareholders to survive and recover from a major regional disaster. Ms. Pepper is the current President of PEP.

Ms. Pepper led the Pledge of Allegiance. The President thanked her and PEP for their work in the community.

ANNOUNCEMENTS

The Board met October 11, 2013 for the purpose of hearing a legal update in Executive Session. The Board met earlier this morning in Executive Session to hear a legal and personnel update.

Please note that due to the Christmas holiday, the December Board meeting will be held on Monday, December 23, 2013 at 10:00 a.m.

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.

Nine Foundation members spoke during an open forum on subjects including roofing projects, traffic safety, stop signs, Presidents’ Council meetings, location of shareholder artwork, Concerned Shareholders Club, a Master Plan, strategic planning, crosswalks, communication, Trust documents, and the upcoming vote on extending the Trust.

ROLL CALL

The Corporate Secretary reported that Directors Blake, Michaelides, DeMarco, Seifert, Stone, Osborne, Coven, Wood, Rapp, Wilson, Krieger, Winkler, Craig, Damoci, Supple, Kravitz, Bolton and Moore were present. Executive Director Ankeny was also present.

APPROVAL OF MEETING MINUTES

By MOTION of Ms. Stone, seconded by Mrs. Wood and carried with four abstentions (DeMarco, Osborne, Kravitz and Bolton), the minutes of the special Meeting of September 23, 2013 were approved as printed.

By MOTION of Ms. Stone, seconded by Mr. Supple and carried with one abstention (Bolton), the minutes of the regular Meeting of September 24, 2013 were approved as printed.

VISION-IMPAIRED WEBSITE ACCESS UPDATE

Director Craig, Chair of the ITS Committee, reported on the efforts to make the Golden Rain News accessible to the visually impaired. He introduced ITS Manager Perez who reported that News and ITS Dept. staff have tested and developed data on the GRF’s website so that it can be used by screen reader software. He provided a demonstration of the reader software and said sections of the News will be available for the visually impaired in early November. Software users will be able to have different cuts or sections of the News read aloud to them.

The ITS Manager also showed a sample page of Trust information on the community’s website. Foundation members will be able to see ballot samples, read Frequently Asked Questions (FAQ) and fill out a form for out-of-town mailings. The website, including Trust information, can be translated into over 70 languages via Google Translate software.

AMEND POLICY 4160, CONFLICT OF INTEREST - EMPLOYEES

Policy 4160, Conflict of Interest – Employees, sets forth information on possible conflicts of interest between employees and Foundation suppliers, vendors and contractors.

In order to maintain transparency, the Executive Director suggested that individual Foundation employees no longer be permitted to accept gifts from vendors, contractors or supplies. He suggested that Foundation departments may accept food and non-alcoholic beverage gifts only with a fair market value up to $100.

At its meeting on October 7, 2013, the Executive Committee unanimously recommended the following changes: that employees will no longer be permitted to individually accept gifts from vendors, contractors or suppliers; that GRF departments may accept food and non-alcoholic beverage gifts with a fair market value up to $100; that GRF departments must notify the Executive Director in writing of any gifts within one business day; that the Executive Director shall provide a monthly report to the GRF Board of Directors of any department gifts received; and that “Administrator” shall be corrected to “Executive Director.”

If approved, policy changes will go into effect January 1, 2014.

Mr. Blake MOVED, seconded by Mr. Supple and carried unanimously -

TO amend Policy 4160, Conflict of Interest – Employees, that employees may no longer individually accept gifts from suppliers, vendors and contractors; that departments may accept food and non-alcoholic beverage gifts with a fair market value up to $100; that departments must notify the Executive Director of any gifts; that the Executive Director shall provide a report to the GRF Board of Directors of any gifts received; and that the title “Administrator” shall be corrected to “Executive Director.”

ADOPT POLICY 5533, PROCESS SERVICE

Responding to process servers is often a problem for homeowners associations with employees stationed at the entry gate of a community or at the front desk of a condominium high-rise. Some associations simply throw away legal documents which have been “dropped in their laps,” even though the documents are intended for a resident, or interact with process servers in a manner that exposes the association and its employees and residents to risk. This can create liability for the association if the resident suffers adverse consequences as a result of the association's mishandling of the documents or improper interactions with process servers.

As provided for in Section 415.21 of the Civil Code, associations must allow process servers onto the property if they identify the person they intend to serve, display a driver's license or other identification, and provide evidence that they are a county sheriff, marshal, registered process server, or licensed private investigator.

If an association is gated and has a manned guard gate, substitute service on the guard may be appropriate in some circumstances. In Bein v. Brechtel-Jochim, a process server made 3 separate attempts to serve a party at their residence. Each time, the gate guard denied access. The court held that substitute service was appropriate based on the guard denying access. This does not apply to associations with unmanned security systems.

This matter was brought to the GRF’s corporate counsel, Jeff Beaumont, who concurred that a policy setting forth when and how process servers may access the community is needed. He approved the policy draft presented to the Security, Bus & Traffic Committee for review.

At its meeting on October 3, 2013, the Security, Bus & Traffic Committee unanimously recommended Policy 5533, Process Service, be adopted.

Ms. Seifert MOVED, seconded by Ms. Rapp and carried unanimously -

TO adopt Policy 5533, Process Service, to set forth rules on how and when process servers may access the community.

AMEND POLICY 5535, PEDESTRIAN GATE SECURITY

Policy 5535, Pedestrian Gate Security, lists the operating hours of the pedestrian gates in the community.

Due to GRF member request and to be consistent with operating hours of some businesses and restaurants in the Seal Beach Village shopping plaza, the members considered changing the closing times of the Church Gate and Jim’s Gate from 8:00 p.m. to 9:00 p.m.

At its meeting on October 3, 2013, the Security, Bus & Traffic Committee unanimously recommended this policy be amended.

Mr. Kravitz MOVED and Ms. Seifert seconded -

TO amend Policy 5535, Pedestrian Gate Security, to extend the closing time for the Church Gate and Jim’s Gate from 8:00 p.m. to 9:00 p.m.

Two members spoke on the motion.

Mr. Supple MOVED, seconded by Ms. Rapp and carried unanimously –

TO amend the Motion that Policy 5535, Pedestrian Gate Security, include the current operating hours of the St. Andrews and North Gate pedestrian gates.

The main motion, as amended, passed unanimously.

RATIFY APPROVAL OF TRUST EXTENSION BALLOT

AND MATERIALS

At its meeting on October 11, 2013, the GRF Trust Ad hoc Committee unanimously recommended the GRF Board of Directors approve the Trust extension ballot materials.

At a special Board meeting later that day, the GRF Board of Directors met in Executive Session to hear legal updates. However, with the need to order and print specialized balloting materials before the scheduled mail date, the Board voted to approve the Trust extension ballot materials as presented. The Board also voted to approve the expenditure of funds, not to exceed $50,000, for purchasing and printing materials, and mailing and counting the ballots. The balloting will be conducted by Accurate Voting Services, Inc.

Mrs. Wood MOVED, seconded by Ms. Winkler and carried unanimously -

TO ratify the Board’s approval of Trust balloting materials and funding not to exceed $50,000, using monies from the non-restricted operating fund.

APPROVE PHASE TWO OF BOARD TECHNOLOGIES

ENHANCEMENT – ADMINISTRATION CONFERENCE ROOM

The Administration Conference Room is located on the second floor of the Administration Building and hosts over 30 meetings a month, including Committee meetings and nearly all Mutual Board meetings, in addition to staff, Golden Age, CFO Group, Physical Property and Landscape Council, and Roundtable meetings.

For nine months, the ITS and Executive Committees have considered ways to enhance the Conference Room. Originally focused on improving the room’s audio capabilities and overall technology, staff and Committee members took field trips to Apple and Windows stores to learn about tools that would enable staff and directors to go more paperless.

In February, the ITS Committee approved a contract with VideoCam to provide specifications and general system design. The Executive Committee met with a VideoCam representative in May to review audio and visual requirements as well as various tools directors and staff can use to do their job more effectively, including large screen TVs, conference call equipment, cabling and tablets. However, after several delays and a proposed design costing more than $100,000, staff determined to find equitable equipment VideoCam designed but at a more affordable price.

In May, the Board approved Phase One of the Board Tech. Enhancement Solution, including the purchase of iPads, Tablets, a Mac Mini Server, and protection and training plans.

The ITS, Recreation and Physical Property Departments have worked together to format an affordable Phase Two solution with several key features, including: a 70-inch television, two 125-inch video screens, two HD projectors, ten iPad and ten Surface Tablet chargers, ten cable cubbies, 18 microphones, a multi-interface conference phone, a digital recording system, and display accessories and control units including cables, switches, splitters, mixers, and converters. At its meeting on October 8, 2013, the ITS Committee unanimously recommended the approval of Phase Two of the Board Technologies Enhancement.

Sufficient funds were budgeted for this work: $4,000 from the ITS Cost Center for IP Phones and $35,000 from the Administration Cost Center for the sound and projection system. Materials for this project are not expected to exceed $30,000. Installation will be performed by Service Maintenance.

Mr. Craig MOVED and Ms. Stone seconded -

TO approve the purchase of the Phase Two Board Technologies Enhancement Solution, as described above, using budgeted funds from the Trust Improvement Fund.

Ten members spoke on the motion.

Mr. Craig MOVED, seconded by Mrs. Damoci and carried unanimously -

TO amend the Motion that two-plug cable cubbies be purchased instead of single-plug cubbies.

The motion, as amended, 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

Six directors spoke on the Orange County Council on Aging senior resource guide, acknowledging the audience members’ attendance at today’s meeting, meeting with NSBN on the upcoming audit, future CFO training, and preparing new goals.

ADJOURNMENT

The meeting was adjourned was at 11:52 a.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 October 10, 2013. The Managing Editor reviewed the Aged Receivables data and reported that as of September 30, the 90-day receivables were approximately $2,800. The Committee voted to approve the funding and distribution of the 2014 Orange County Council on Aging senior resource guide. The ITS Manager provided an update on making the Golden Rain News accessible to the visually impaired. He provided a demonstration of the reader software and said visually impaired versions of the News will be available on the website in early November. Software users will be able to have different cuts or sections of the News read aloud to them. The ITS Manager reviewed the capabilities of the email communication service Constant Contact. The Executive Director suggested the use of an email blast service in order to maintain better communication with the membership. Nine Mutuals have started development of their websites. Demonstrations have been presented to the Presidents’ Council, Mutuals Nine and Eleven, the Computer Club and the Sunshine Club. The ITS Manager also reported on website traffic. In an effort to acknowledge long-term and loyal advertisers, it was reported last month that News staff had offered advertisers the opportunity of running ads a second time for 50% off. This month, staff approached eight advertisers about publishing personalized spotlight features. Response has been 100% positive and features will begin running in mid-October. The Managing Editor distributed a draft sales call spreadsheet for review. The members offered various suggestions and an updated call spreadsheet will be submitted in November. The members and staff reviewed various vanity submissions, including travel articles, ‘relatively speaking’ columns, Kudos features and the Partyline Plus. The Committee concurred that it is important to feature a variety of submissions, authors and Clubs. The News will be running holiday-related features in the next few months, including favorite recipes, drawings, and holiday decorating rules. Committee members reported on their assigned sections of the News. Members commented on easy access, the importance of keeping readers informed, people’s preferences for reading the News online or in print form, hometown news, and general interest items. Staff was reminded that the Religion section is designed to be informative only and present the Who, What, Where and When of church activities and sermons, and not delve into proselytizing or advertising. Sub-Committees on Website Content and Centenarian Projects were established. Please join us for our next Committee meeting on Thursday, November 14, 2013, at 1:30 p.m. in the Admin. Conference Room.

Executive Committee: Chair Supple reported that the Committee met October 7, 2013. The members reviewed shareholder correspondence. The members heard an excellent presentation from the Mutual Administration Manager and the Stock Transfer Agent regarding Stock Transfer services, policies and procedures. Shareholders and GRF members are encouraged to ensure their affairs are in order. The Committee members reviewed Policy 4160, Conflict of Interest – Employees, and recommended the Board amend the operating rule to specify that employees are no longer allowed to accept gifts from vendors, contractors or suppliers. Policy 4360, Holidays; Regulation 4161, Disclosure Regulation – Gifts; and Procedure 4292, Dress Standards; were tabled until further revisions could be prepared and additional information is received regarding the outcome of the California bill concerning workplace dress guidelines. The Executive Director provided a brief report on the Administration Conference Room Sound System Project. The Conference Room will be closed for the month of December due to construction and refurbishment. The members heard staff reports from the Mutual Administration Manager, the HR Manager and the Executive Director. The Committee went into Executive Session to review personnel matters and hear a legal update. GRF members are welcome to attend and participate in Executive Committee meetings, which are normally held on the first Monday of the month. Our next meeting is Monday, November 4, at 1:00 p.m. in the Admin. Conf. Room.

Finance Committee: Chair Winkler reported that the Committee met Tuesday, October 15, 2013. The Controller reviewed the September financial reports, variance summaries, the balance sheet, and cash flow activity. She answered questions on hazard and liability insurance, SRO labor recovery, legal fees and capital budget expenditures. The September Financial Statements were received for audit as presented. Purchasing Supervisor Tim Dillon was in attendance to speak on inventory controls. He gave examples on how orders are placed, and spoke on inventory transfers, SROs, payment systems, supplier negotiations and the importance of maintaining quality. The Committee and staff spoke at length on billing and whether cash and credit card payments should be considered. Future projects in the Purchasing Dept. include a scheduled inventory and the purchase of racks for safer and more appropriate storage of wood and galvanized steel tubing. The Executive Director reported that the Presidents’ Council has appointed a study group concerning the Mutuals’ Self Insurance Fund (MSIF), with the recommendation to separate MSIF funds into separate bank accounts. Information will be reported to the Council. Mr. Ankeny reported on the need for Finance Department staff to do its jobs uninterrupted at least one day a week. Several staff members are staying at work until 8:00 p.m. because they are only able to begin their jobs at the end of the regular work shift. The members discussed this at length, debating the need for GRF and Mutual directors to have access to staff and the need for staff to complete their work in a timely fashion. After review, the Committee unanimously voted to set forth the guideline that Finance Department staff will have the opportunity to work without interruption on Wednesdays. This information will also be shared with the Presidents’ Council. In March 2013, the GRF Board of Directors voted to extend the “Intent to Perform an Audit” with NSBN to perform auditing services for the employee 401(k) plan and to perform audit and tax preparation services for the GRF and Mutuals for fiscal years 2014 and 2015. The members reviewed the matter at length and concluded that more discussion was needed. The Investment Sub-Committee Chair reported on the group’s recent meeting. They discussed goals and Civil Code §1365.5, Financial Duties of Boards and Reserve Transfers. The Sub-Committee will study Foundation investment policies and bring any suggestions to the Finance Committee. The members heard a presentation from representatives of BNY Mellon. The representatives answered members’ questions and spoke on portfolio earnings, unrated bonds, credit ratings, preservations against loss, inflation risk, treasury yields and investment options for Davis Stirling HOAs. The next Finance Committee meeting will be held at 9:30 a.m. on Tuesday, November 19 in the Administration Conference Room. Please join us.

•Information Technology Services (ITS) Committee: Chair Craig reported that the Committee met October 8. We enjoyed being fully seated for the first time since July. The ITS Manager provided an update on several matters. Staff has been working with third party vendors for better modules for work orders, SROs and data entry. These modules will integrate directly with Jenark, the likely candidate for the Community Management Solution. Staff expects delivery of new multi-function Konica printers in two weeks. Staff has met with two scanning vendors to obtain quotes and consider scanning possibilities for records retention. One vendor has suggested the option of file storage vs. scanning. The ITS Manager reviewed costs, location, bar-code and organization options. The members discussed the option at length and agreed that a policy on records retention was needed, specifying what needs to be kept and for how long. John DeMarco, Paula Snowden and Andrea Thresh volunteered to serve on a Records Retention Sub-Committee to draft a retention policy. The members considered how to recognize and thank volunteers for their years of work in scanning GRF and Mutual documents. After discussion, the Committee voted to provide certificates to the 80 scanning volunteers and host an appreciation lunch, at a cost not to exceed $25 per person. The ITS Manager gave a thorough history on the proposed enhancement of the Administration Conference Room. After discussion, the Committee unanimously voted to recommend the Board approve the purchase of the Phase Two Board Technologies Enhancement Solution, using budgeted funds from the Trust Improvement Fund. The Committee declined Superwire’s offer to donate a television for the Administration Conference Room. Foundation members are welcome to attend ITS meetings, especially those with a passion for technology and communication. Our meetings are held on the second Tuesday of the month at 10:00 a.m. in the Admin. Conf. Room.

•Library Committee: Chair Wood reported that the Committee met October 8, 2013. The Library Operations Supervisor gave her report on the usage of Library materials. There were 12,728 items checked out in September with a year-to-date total of 123,551. There were 5,553 Library patrons in September. Patronage is expected to decrease during the cooler months. The members discussed a request from the President of the Friends of the Library for signage similar to that identifying the Library, Nuvision Federal Credit Union and Superwire. The members concurred that signage identifying the Friends of the Library would be appropriate and asked staff to investigate cost. Due to the Administration Conference Room’s unavailability in December, the members voted to cancel the December Library Committee. The Committee voted to authorize the purchase of three Follet 7100 Wireless Scanners at a cost of $999 each, using funds from the Library Budget. These scanners will be used during the upcoming inventory process. Library Committee meetings are brief and friendly! We continue to strive to beat the eight-minute meeting record. Please join us next month on Tuesday, November 12, 2013 at 1:30 p.m. in the Admin. Conference Room.

Physical Property Committee: Chair Blake reported that the Committee met October 2. The Committee reviewed items of correspondence concerning a strong natural gas smell emanating from the Power Company property, relocation of trailer space, screen door replacement, landscaping and redundant signage, backflow devices, the future of the globe at the Main Gate, Verizon FiOS and a request for beautification at the RV Lot entry. Staff provided updates on overtime charges, the separation of a Building Inspector, work generated from fire/safety/health/sanitation inspection reports, and Phase Six of the Paving Project. Staff presented copies of the change orders for the paving project and engineering that were approved by the Chair for the Committee’s review. The Committee concurred to approve the substitution of a two-inch grind and overlay in the parking lot near the Amphitheater, which is approximately 10,000 square feet instead of the originally proposed removal, and replacement of asphalt for a credit of $6,580. Staff provided a brief history of the problems with the amphitheater storm drain. The members discussed the matter at length, including where repair funds should come from. The Committee requested that the storm drain project be included as part of the Paving Project and authorized staff and the Chair to sign the change order for the replacement of the amphitheater lift station storm drain, with funds to pay for the change order coming from the paving project contingency fund. The Committee reviewed striping along Golden Rain Road. The Committee voted to proceed with plans in the Traffic Study Supplement from Anderson Penna after a review from the Fire Department and to reconsider a bike lane at a later date. The Committee also voted to authorize the Chair to sign the change order changing Golden Rain Road from two lanes to one based upon the Traffic Study Supplement dated August 22, 2013. In September, the Committee heard a presentation on electric vehicle charging stations. Staff reported on the price of a charging station and noted that this is not a budgeted item. The Committee concurred to revisit this item for the 2015 budget and, if there is a pressing need before that time, to ask the Finance Committee to research funding options for this project. Information on Building Inspector assignment options was presented. The Committee requested staff present this information to the Presidents’ Council, obtain feedback and report back to the Committee at the next meeting. Two bids were opened for Section R of the Perimeter Wall Project. After review, the Committee requested staff contact one bidder regarding masonry work they’ve performed in the past, check their references and subcontractors they will be using and provide a recommendation at next month’s meeting. Bids were also opened for the Community Facilities Fire Protection Services and Pest Control and Termite Inspection Services. Shareholders are welcome to attend Physical Property Committee meetings; our next meeting is November 6, 2013.

Recreation Committee: Chair Seifert reported that the Committee met October 14. We received emails concerning microphone equipment not working properly. The issue of non-members using community facilities was raised by several shareholders and then later discussed in the meeting. A letter concerning the distortion of the mirrored wall in CH 6 due to the placement of the exercise barre prompted a Committee request for a remedial solution. The idea of a Silver Sneakers program was discussed and tabled until more information becomes available from the organization. Anne Seifert is now Chair of the Conversation Cafe sub-committee and Linda Stone and Bob Slater were added as members. Representatives of the Golden Age Foundation and Brian Globerman, Manager-owner of the Pharmacy, have been asked to participate as Advisors. Members and shareholders were asked to help create a Wish List for future recreational amenities we would like to see in our community if all things were possible. A start was made on that list and priorities will be discussed at the next meeting. Due to the letters received particularly about microphone equipment, the Chair requested that an inventory be made of what is available and the status of condition. The Karaoke Club was granted two new microphones to test as replacements. Mark Weaver presented a power-point presentation showing the room allocations for various activities and Clubs. This began the Committee’s process of viewing the graphically depicted layouts to better determine potential multi-use of clubhouse space. To better evaluate problem areas in our clubhouses, Terry DeLeon produced new follow-up comment forms for shareholders to provide feedback. They will be available in the clubhouse rooms and given to those members hosting events. The next Committee meeting is Nov. 11 at 1:30 p.m. in the Admin. Building. All GRF members are welcome to attend.

Security, Bus & Traffic Committee: Chair Kravitz reported that the Committee met October 3.The Executive Director addressed several items of traffic-related correspondence, noting that the community consists of private streets and the GRF does not have the ability to fine or collect fines. The crossing guard posted at the crosswalk on St. Andrews Drive has been very popular. The Committee concurred to continue the crossing guard trial period for an additional month. The Sub-Committee assigned to review

EXECUTIVE DIRECTOR’S REPORT

Project Update

•Street Works

oFollowing the completion of phase 5, the contractor is 87% percent complete.

oPhase 6 (final phase scheduled) began on October 14th.

oProject was delayed due to the required replacement of the amphitheater sump pump drain line.

oPhase 6 is projected to be completed by Nov. 1, construction areas include the Amphitheatre parking lots north and west sides, the intersection at El Dorado and Golden Rain, Golden Rain at Mutual 2 from El Dorado to Carport 33 and a small area inside the main gate entrance along with other misc. paving areas and items within the main gate vicinity.

oPunch list completion and stripping will occur after the completion of phase 6 paving into the month of November.

oAttached list change orders to date.

o10% contingency funds retained from the contractors invoices in the amount of $159,973.79 will be released only upon the completion of the punch list items to GRF’s satisfaction.

•Perimeter wall

oExterior wall section R (Seal Beach Road and Mutual 1).

•Revised RFP sent to qualified contractors the week of August 26th.

•Proposals opened and reviewed at October meeting of the Physical Properties committee.

•Final recommendations to be made at the November meeting of the Physical Properties Committee.

•St Andrews Landscape Enhancement

oProject is 100% complete per defined scope of work, on schedule and to budget.

IT

•Software Solutions Reviews

Core Applications

•Final review of all software solutions are in process.

•Committee staff will bring final recommendations to the ITS Committee in November.

•With Committee and Board approval, software transition will begin in January 2014.

Payroll Solution

•Proposals received from ADP, Kronos, CompuPay, and Paychex

•At the September meeting of the Finance Committee staff recommended Paychex and received committee approval.

•Paychex services were incorporated in the 2014 budget and with final Board approval will begin in January of 2014.

•Approved at the September meeting of the Board.

•Final documents have been sign with an anticipated start in Dec. 2013.

General

•2014 Budget

oRequired budget, reserves and insurance disclosure documents under legal review.

oPosting of the budget set for the early November edition of the GRF News.

•Noise Petition to the Los Angeles Department of Water and Power (Haynes Generating Station.

oOver 1630 signatures have been received to Date.

oA final request has been made at the President Council to secure additional signatures.

oExecutive Director will be reaching out to Mr. Sloan and Mr. Levitt in support of the petition

oPetitions will be presented to the plant GM in November

•Trust Extension

oVote Yes – Banners have placed throughout the community.

oFinal Ballot have been reviewed by the Ad Hoc committee and recommended for acceptance by the Board.

oAccurate Voting has been placed on notice pending Board final approval to prepare the Ballot for mailing.

oStaff is preparing additional information to be placed on the community web site

oThe 3rd page of the News has been reserved to run the ballots and all news associated with the ballot.

Security

•In a comparison of September 2012 reports to September 2013 reports the only significant items of note:

o Increase in traffic and Incident reports

oDecrease in Vandalism reports

•14 reported traffic incidents/accidents for the month, all are in the very minor to minor category.

Personnel

Recruitment for the position of HR manager is in final stages.

Friendly Community Reminders

•Be Alert When Out and About

•Go with friends or family, not alone.

•Carry your purse close to your body, not dangling by the straps. Put a wallet in an inside coat or front pants pocket.

•Don’t carry credit cards you don’t need or large amounts of cash.

•Use direct deposit for Social Security and other regular checks.

•Keep car doors locked, whether you’re a passenger or driver. Be particularly alert in parking lots and garages. Park near an entrance.

•If someone or something makes you uneasy, trust your instincts and leave.

Make Your Home Safe and Secure

•Don’t hide keys in mailboxes and planters or under doormats.

•Ask for photo identification from service or delivery people before letting them in the door. If you are the least bit worried, call the company to verify.

•Lock your doors and windows

•Watch Out for Con Artists

•Don’t fall for anything that sounds too good to be true — a free vacation; sweepstakes prizes; cures for cancer and arthritis; a low-risk, high yield investment scheme.

•Never give credit card, phone card, Social Security, or bank account numbers to anyone over the phone. It’s illegal for telemarketers to ask for these numbers to verify a prize or gift.

•Don’t let anyone rush you into signing anything — an insurance policy, a sales agreement, a contract. Read it carefully and have someone you trust check it over.

•Beware of individuals claiming to represent companies, consumer organizations, or government agencies that offer to recover lost money from fraudulent telemarketers for a fee.

•If you’re suspicious, check with the police, the Better Business Bureau, or your local consumer protection office. You can also call the National Consumers League Fraud Information Center at 800-876-7060.

Seat Belts

We see a growing trend of drivers not using their seat belts. The following is taken directly from the California Driver Handbook:

“…Seat belts, both the lap belt and shoulder harness, must be in good working order. You may not operate your vehicle on public roads and on private property, such as public parking lots, unless you and all of your passengers eight years of age or older, or who are 4 feet 9 inches tall or taller, are wearing seat belts …..You and your passengers must wear seat belts while your vehicle is moving on public roads and on private property, such as public parking lots...”

“…Seat belts are good on long trips, but I don’t need them if I’m driving around town.” More than half of all traffic deaths happen within 25 miles of home. Do not take chances with your life or the lives of your passengers. Buckle up every time you drive regardless of travel distance…”

 

RECAP OF GOLDEN RAIN FOUNDATION BOARD MEETING

OF NOVEMBER 26, 2013

At its meeting on Tuesday, November 26, 2013, the GRF Board of Directors:

•rescinded Regulation 4161, Disclosure Regulation – Gifts;

•adopted Policy 4162, Gift Disclosure – Employees and Foundation Members;

•accepted the generous donation of an Access Bus, using funds not to exceed $130,000, from a GAF bequest from the estate of Jack Shiffler;

•accepted the generous donation of a Polara Navigator Audible Pedestrian Push Button System, using funds totaling $11,895 from a GAF bequest from the estate of Jack Shiffler;

•awarded a contract to Dantuma Masonry to demolish and reconstruct Section R of the Perimeter Wall and install security spike strips, using budgeted funds of $499,456.50 from the Trust Improvement Fund;

•approved funding of $18,650 for engineering and landscape architectural services to Craig Weber and Associates;

•awarded a contract to Nationwide Fire Protection for fire protection services for years 2013 - 2016, at a cost of $18,150.57, using budgeted funds;

•approved the Champion Paving change order for single lane striping of Golden Rain Rd. lines and legends with traffic paint, and crosswalks on Golden Rain Rd. and adjoining streets with thermoplastic paint, at a cost of $39,370, with funds from the Trust Street Paving project contingency fund;

•awarded a contract to Anderson Penna in the amount of $19,587, for a complete and prioritized study of the remaining road work to be done in the community, including an evaluation and ten-year recommendation, using funds from the Operating Budget;

•approved the new Service Maintenance overtime rate of $52.20;

•approved the purchase of a Library security system from Demco Interiors, at a cost not to exceed $22,000, using monies from the capital improvement fund;

•authorized the purchase of a Neopost IN750 Postage Machine and M5500 Folder Inserter at a cost of $33,023.16, using budgeted monies from the Capital Fund; and

•approved the contract for the placement of property, boiler and machinery, flood, general liability and automobile liability insurance with Philadelphia and the placement of umbrella liability, ForeFront Portfolio (crime, fiduciary, kidnap, ransom, extortion and workplace violence), E&O, D&O/Employee Practices Liability and Cyber Liability Coverage with the recommended carriers through DLD Insurance Brokers, Inc. for the period December 1, 2013, to November 30, 2014, at an overall premium of $1,569,126.

The approval of the proposed social café was sent back to the Recreation Committee.

The minutes of the November Board meeting, including Committee Chair and staff reports, will be published in the Golden Rain News upon approval at the December Board meeting.

 

MINIBUS ORIENTATION

The Golden Rain Transportation Department will conduct an informational meeting on using the Minibus service from 10-11 a.m., today, Dec. 5, in Clubhouse 3, Room 3. The orientation session will repeat at the same location from 6-7 p.m. Bus service orientations are held on the first Thursday of every month.

The sessions are for new and current shareholders who would like to learn about the minibus system routes and timetables. Information on the Golden Rain Access Bus service and other bus and transportation services available inside the community is included.

For more information, call minibus supervisor Grant Winford at 431-6586, ext. 372.

—Grant Winford

 

MUTUAL MEETINGS

•Mutual 3, rescheduled meeting

9:15 a.m., open forum; 9:30 a.m., meeting starts, Friday, Dec. 13, Clubhouse 3, Room 6

Mutual 14, rescheduled meeting

1 p.m., open forum; 1:30 p.m., meeting starts, Tuesday, Dec. 17, Clubhouse 3, Room 6

Mutual 12 cancelled its Nov. 22 meeting. The following mutuals have cancelled December meetings: Mutuals 1, 2, 4, 5, 6, 7, 8, 9, 10, 11, 12, 15, 16

 

PRESIDENTS COUNCIL

All Leisure World member/shareholder/owners are invited to attend Presidents’ Council meeting at 9 a.m., today, Dec. 5, in Clubhouse 4.

Actual participation will be limited to mutual presidents and director guests (one per mutual). Suggestions for topics for discussion may be submitted to mutual president for consideration.

—Esther Cummings