Recap of Board Activity, Aug. 26

Approved Consent Agenda: MOVED and approved the Committee Meeting Minutes for the Month of July 2025; GRF Board Minutes, July 22, 2025; and the Interim Financial Statements for June 2025 for Audit.

Director Vienna requested to remove Ratify Tentative Vote: Amend 10-2100-2, Consolidated Fine Schedule. This item will be discussed under the Governing Document as a regular motion.

Capital Funding: Shuffleboard Window Tinting: CONCURRED to reclassify this expenditure as a Reserve expenditure. MOVED to award a contract to Custom Glass for $4,380.00 to install window tinting material on the end windows of the Shuffleboard Courts at Clubhouse 1 (component #2740) for a total cost not to exceed $4,380.00, Reserve Funding, and authorize the President to sign the contract, authorize management to transfer the funds as necessary per California Civil Code 5502.

Capital Funding: Speed Cushions: MOVED to approve Capital funding for the design of speed cushions at St. Andrews South and Northwood between Del Monte and Clubhouse 3 with Urban Crossroads meeting permit standards from OCFA, at a cost not to exceed $8,900.00, and authorize the President to sign any needed documents, authorize management to transfer the necessary funds per California Civil Code 5502, and develop a master plan for the entire community before the installation of any additional speed humps.

Operating Funding: Athens Yearly Cost Increase: MOVED to accept the first amendment to the agreement for waste and recycle services between the Golden Rain Foundation and Athens Services to extend the existing contract to a rolling five-year contract and accept the CPI and trash rate increases as presented, and authorize the President to sign the amendment to the contract and authorize management to transfer the funds as necessary per California Civil Code 5502.

Operating Funding: Holiday Lights Service Contract:

MOVED to approve the purchase of Holiday Decorations and Lighting at a cost not to exceed $24,935.00, with funds from Operating, and authorize management to transfer the funds as necessary per California Civil Code 5502 and add the added components to the Reserve Study.

Reserve Funding: Building C & Library Roof Replacement:

MOVED to award contracts to Fontaine Weatherproofing for the removal and replacement of roofs at Building 5, the Library, and Friends of the Library (Reserve Study Component #2420, #2450, #2460, and #2480) at a cost of $147,150.00 and Greenwood Heating and Air at a cost of $24,887.00 to remove and reinstall HVAC equipment during the roofing process, including a 25% contingency of $43,000, for a total cost not to exceed $215,037.00, Reserve Funding, and authorize the President to sign the contract and authorize management to transfer the funds as necessary per California Civil Code 5502.

Reserve Funding: Street Repairs/Parking Lot Slurry:

MOVED to award a contract to MJ Jurado, at a cost not to exceed $478,124.48, Reserve Funding, for Parking Lots repair and slurry, repairs on Oakmont Road/St. Andrews Drive, and St. Andrews Drive/ Golden Rain Road intersection (component #2220) and add a 10% contingency, for a total amount not to exceed $525,936.93, and authorize the President to sign the contract, and authorize management to transfer the funds as necessary per California Civil Code 5502.

Reserve Funding: HVAC for Clubhouse 4: MOVED to award a contract to Greenwood Heating and Air for the replacement of HVAC unit #B-4 at Clubhouse 4 at a cost not to exceed $11,850.00, Reserve Funding (Component #4600), authorize the President to sign the contract, and authorize management to make the necessary funds transfer per California Civil Code 5502.

Reserve Funding: Stock Transfer ADA Door: MOVED to award a contract to Axxess Door Install for the replacement of an ADA door opener at the Stock Transfer Office for a total cost not to exceed $5,029.00, Reserve Funding, and authorize the President to sign the contract and authorize management to transfer the funds as necessary per California Civil Code 5502 and to add a reserve component number to the Reserve Study for these components.

Reserve Funding: Chain Fence Replacement Phase 2:

MOVED to award a contract to Irvine Fence Inc. for the amount of $96,900.00 to remove and replace approximately 2,600 lineal feet of chain link fence at the channel and have JJ Landscaping to remove the landscaping around the perimeter for $11,000.00, adding a 10% contingency, for a total cost not to exceed $117,690.00, Reserve Funding, and authorize the President to sign the contract and authorize management to transfer the funds as necessary per California Civil Code 5502.

Governing Documents: Tentative Vote Amend 37-1447-1, Use of Community Facilities, Community Gardens—Rules: MOVED to amend Policy 37-1447-1, Use of Community Facilities, Community Gardens Rules, pending a 28-day review by membership.

Governing Documents: Amend 13-3182-1, Member/Owner (M/O) Renter/Lessee (R/L)—Rules: MOVED to approve the recommend changes to policy 13-3182-1, Member/Owner (M/O) Renter/Lessee (R/L)—Rules, as presented.

Governing Documents: Amend 14-5061-2, Residency and Trust Property Use Fees: MOVED to approve the recommended changes to policy 14-5061-2, Residency and Trust Property Use Fees, as amended.

Governing Documents: Amend 64-5540-1, Contingency Operating Fund: MOVED to approve the changes as presented to policy 64-5540-1, Contingency Operating Fund.

Governing Documents: Amend 64-5340-1, Capital Improvement Fund: MOVED to approve the changes as presented to policy 64-5340-1, Capital Improvement Fund.

Governing Documents: Amend 64-5520-1, Reserves:

MOVED to approve the changes as presented to policy 64-55201, Reserves.

Governing Documents: Amend 10-2100-2, Consolidated Fine Schedule: MOVED to ratify amending the Consolidated Fine Schedule, Policy 10-2100-2.