Recap of GRF Board Activity, Sept. 27

Approved Consent Agenda

MOVED and approved the consent agenda included the following minutes of the special GRF board of directors minutes to the election for Mutual 11 GRF representative, August 29 - Ratification of committee minutes, August 29 - GRF board of directors minutes, August 23 - Approve capital funds investment purchase - Approve reserve funds investment purchase - Acceptance of the interim financial statements, August 2022, for audit - Replacement of Clubhouse 4 heat pump, unit B-1.

Establishment of 1.8 Acre Ad Hoc Committee

MOVED to approve and thereby establish the 1.8 Acre ad hoc committee and grant the ad hoc committee limited authority to review proposals and establish estimated costs for utilizing what is known as the 1.8 Acre for the mutual benefit of a majority of GRF members and report its findings to the GRF board of directors for its final determination.

MOVED to approve appointing the following directors and non-voting member specialists to the 1.8 Acre ad hoc committee: Chairperson - Carole Damoci, committee member from physical property committee; Susan Hopewell, member of the recreation committee; Susan Jacquelin, member of the finance committee; Camille Thompson, member of the architectural review design committee; and Sandy Geffner, member of the mutual administration committee; Lynn Baidack, Jeri Dolch, and Allen Dale, were named to the committee as non-voting member specialist. Architectural Review Design Committee Amend 10-5160-3, Committee Charter

MOVED to amend 10-51603, committee charter updating the Goals. The two new goals are to select or approve landscape, architectural, exterior, and interior design features that will protect, preserve, improve, and enhance our assets and to keep ADA requirements in mind when making choices, as presented.

TENTATIVE VOTE: Amend 30-5093-3, Authorized Resident (AR) Rules of Conduct, Procedure for Notification of Violation and Right to Hearing MOVED to amend 30-50933, Authorized Resident (AR) Rules of Conduct, Procedure for Notification of Violation and Right to Hearing, updating language throughout the document as presented, pending a 28-day notification to the members, and a final decision by the GRF board of directors on November 22.

Administration Committee TENTATIVE VOTE: Amend 30-5025-3, GRF Election Procedure

MOVED to amend 30-50253, GRF Election Procedure, updating the ballot retention and adding acclamation rules as presented, pending a 28-day notification to the members, and a final decision by the GRF board of directors on November 22.

Amend 30-1001-5, Glossary of Terms MOVED to amend 30-10015, Glossary Terms, caregiver, co-occupant, non-resident co-owner, qualified permanent resident and adding new term, permitted health care resident, as presented.

Finance Committee Approve SRO Labor Rate MOVED to increase the SRO labor rate from $47.20 to $50.00 for straight time and from $70.80 to $75.00 for overtime, effective January 1, 2023. Amend 40-5340-1, Capital Improvement Fund MOVED to amend 405340-1, Capital Improvement Fund, updating the document language, as presented.

Amend 40-5115-3, Finance Committee Charter MOVED to amend 40-51153, Finance Committee Charter, updating the document language, as presented.

TENTATIVE VOTE: Amend 40-5061-2, Fees

MOVED to amend 40-50612, Fees, updating and clarifying document language, effective January 1, 2023, as presented, pending a 28-day notification to the members, and a final decision by the GRF Board of Directors on November 22.

Information Technology Services Committee Reserve Funding Request: Computer Replacement MOVED to award a contract to Insight to replace 125 laptop and desktops and 125 dual monitor setups with single ultrawide monitors at a cost not to exceed $235,000 reserve funding and to authorize the president to sign the contract.

Reserve Funding Request: Clubhouse Four Dais Audio Visual Equipment Replacement Project MOVED to award a contract to TM AV Consulting & Integration Inc. to replace clubhouse 4 dais stations, as well as all the underlying audio/video equipment such as audio mixers and controllers, microphones, cameras, and voting system at a cost not to exceed $145,000 reserve funding and authorize the president to sign the contract.

Reserve Funding Request: IT Office Renovation

MOVED to approve option one modifications as described above, at a cost not to exceed $13,461 reserve funding and authorize the president to sign the contract.

Reserve Funding Request: Phone System Updates

MOVED to award a contract to Peterson Communication Group to replace the current phone system at a cost not to exceed $100,000, capital funding and authorize the president to sign the contract.

TENTATIVE VOTE: Adopt 20-5560-1, Surveillance Camera Policy After a brief discussion, policy 20-5560-1, Surveillance Camera Policy was returned to the information technology services committee for further review.

Mutual Administration Committee TENTATIVE VOTE: Amend 50-1646-2, Stock Transfer Office Schedule of Fees

MOVED to amend 501646-2, Stock Transfer Office Schedule of Fees, updating fees throughout, effective January 1, 2023, as presented, pending a 28-day notification to the members, and a final decision by the GRF board of directors on November 22.

Physical Property Committee Capital Funding Request: Speed Cushions in Five Locations MOVED to award a contract to JB Bostick for the installation of speed cushions in five locations inside the community (El Dorado, Golden Rain, St. Andrews, Del Monte, and Thunderbird) and obtaining approval from OCFA for a total cost not to exceed $13,500, capital funding and authorize the president sign the contract.

Capital Funding Request: North Gate Road to Northwood Road Traffic Calming Measures MOVED to award a contract to MJ Jurado to make improvements at North Gate Road to Northwood Road as detailed out in specifications dated July 27, including the addition of pavement markings, signage, and trees to help calm traffic in this area for a total cost not to exceed $9,870 capital funding and authorize the president sign the contract.

Capital Funding Request: Golf Course – Add Sidewalk Behind First Tee MOTION failed for Golf

Course – Add Sidewalk Behind First Tee.

Capital Funding Request: West End Bocce Ball at Clubhouse Two

MOVED to install a concrete pad and railing at the west end of the Bocce ball court at clubhouse 2 to mirror the east end at a cost not to exceed $5,000 capital funding and authorize the president to sign the contract.

Approve Increase of Permit Fee for Modification of Residence MOVED increase the current permit fee charged to members when making modifications to their residence from 1% to 1.25% effective January 1, 2023.

TENTATIVE VOTE: Adopt 60-5000-1, Use of Community Facilities, Dumpsters at 1.8 Acres -Rules MOVED to adopt policy 605000-1, Use of Community Facilities, Dumpsters at 1.8 Acres - Rules as presented, pending a 28-day notification to the members, and a final decision by the GRF Board of Directors on November 22.

Recreation Committee Amend 70-1401-3, Outside Bus Services

MOVED to amend 701401-3, Outside Bus Services, to include new rules concerning Tour Buses Contracted by GRF clubs and organizations, as presented.