Recap of GRF Board of Directors Activity of Nov. 22 Meeting

Approved Consent Agenda

MOVED and approved the consent agenda including the following minutes of the GRF Board of Directors Minutes, Oct. 25, Approve Capital Funds Investment Purchase, Approve Reserve Funds Investment Purchase, Acceptance of the Interim Financial Statements, Oct. for Audit, Accept Standard Changes to Committee Charter, Approve Heat Pump replacement at Security Building.

Establishment of GRF Trust Property Utilization Ad Hoc Committee: REMOVED FROM AGENDA PACKET ON NOVEMBER 15.

Approve Bid for Engineering Drawing: REMOVED FROM AGENDA PACKET ON NOVEMBER 17.

General – Approve City of Seal Beach Camera Installation: REMOVED FROM AGENDA PACKET ON NOVEMBER 22, 2022.

Finance Committee Approve Insurance Property Liability Renewal: MOVED to approve the 2022-2023 insurance renewal proposal as presented by DLD, in the amount of $3,297,945, with $814,679.70 being allocated to GRF and being expended from Operating Account GL #6731000, which has an annual budget of $848,802 as of 2023 budget year.

FINAL VOTE: Amend 405061-2, Fees: MOVED to ratify 40-5061-2, Fees, updating and clarifying document language, as presented.

GRF Administration Committee Amend 30-1001-5, Glossary of Terms: MOVED to adopt these amendments in 30-10015 – Glossary of Terms: Bicycle, Golf Cart, Inoperable Vehicle, Maintenance Vehicle, Mobility Scooter, Motorcycle, Motor Vehicle, Pedestrian, Prohibited Vehicle, State-Registered Motor Vehicle, Unauthorized Vehicle, Vehicle Used for Recreation, All-Terrain Vehicle, Motorized Scooter, Recreational Scooter, Vehicle and Motorized Bicycle, as presented.

Adopt 30-5022-3, Community Rules Violation Panel Charter: MOVED to adopt 30-5022-3, Community Rules Violation Panel Charter as presented.

FINAL VOTE: Amend Policy 30-5093-3, Authorized Resident (AR) Rules of Conduct, Procedure for Notification of Violation and Right to Hearing: MOVED to ratify 30-5093-3, Authorized Resident (AR) Rules of Conduct, Procedure for Notification of Violation and Right to Hearing, updating language throughout the document, as presented.

Information Technology Services Committee Capital Funding Request: Records Digitization Document Management Solution – Iron Mountain: MOVED to approve the proposal from Iron Mountain as proposed: A onetime cost not to exceed $91,500, including a 10% contingency, with funds to be expended from the Capital Fund account. The annual software cost of $1,800/ year with funds to be expended from Operating GL 6481000, which has an annual budget of $161,191 as of January 1, 2023. The annual storage costs with funds to be expended from Operating GL 6485500, which has an annual budget of $3,080 as of January 1, 2023. The President is authorized to sign the contract.

Operating Funding Request: CINC System to Replace Jenark: MOVED to approve the purchase of CINC systems to replace Jenark, ClickPay, and Axxerion at a cost of $47,577.60/year ($.60 per door for 6,608 doors or an estimated cost of $3,964.80 per month) and one-time implementation cost of $3,500 and authorize the President to sign the contract. The monthly funds will be expended from Operating Account GL #6481000-934, which has an annual budget of $110,924 as of January 1, 2023. The one-time funds of $3,500 will be expended from the Capital Funding, which has a current unallocated balance of $2,735.482.

Mutual Administration Committee Amend 50-5165-3, Committee Charter: REMOVED FROM AGENDA PACKET ON NOVEMBER 17, 2002.

FINAL VOTE: Amend 501646-2, Stock Transfer Office Schedule of Fees: MOVED to ratify 50-1646-2, Stock Transfer Office Schedule of Fees, updating verbiage throughout, as presented.

Physical Property Committee Capital Funding Request: Amphitheater Rear Door Ramp: MOVED to a contract to MJ Jurado for the installation of a ramp and railing at the back doors to the Amphitheater, for a cost not to exceed $28,090 Capital funding and authorize the President sign the contract.

Reserve Funding Request: Clubhouse One Kitchen Flooring: MOVED to award a contract to Cornerstone Flooring for the repair and refinishing of the epoxy floor in the kitchen of Clubhouse 1, at the cost not to exceed, $14,777, Reserve Funding and authorize the President to sign the contract.

Reserve Funding Request: Zinsco Electric Panel on Trust Property: MOVED to award a contract to Pacific 3 Electric Inc, for the replacement of eleven electric panels, nine in Clubhouse 3 and two in Clubhouse 1, at a cost not to exceed $31,350 including a 10% contingency, Reserve funding, and authorize the President sign the contract.

FINAL VOTE: Adopt 605000-1, Use of Community Facilities, Dumpsters at 1.8 Acres -Rules: MOVED to ratify 60-5000-1, Use of Community Facilities, Dumpsters at 1.8 Acres -Rules, as presented.

Recreation Committee Reserve Funding Request: Clubhouse One – BBQ at Picnic Area: MOVED to approve the purchase of a Backyard Pro LPG60RD 60” gas grill (liquid propane) and outdoor cover for a cost of $2,988.49 adding $250.00 contingency for a total cost not to exceed $3,238.49, Reserve Funding.

Approve Turtle Lake Golf Course Signage: MOVED to approve the purchase of the Turtle Lake Golf Course sign for a cost of $641.91, adding $100.00 contingency for a total cost not to exceed $741.00, Non-Budgeted Operating Funding.

Capital Funding Request: Clubhouse 3, Room 7 - Hearing Loop: MOVED to approve the purchase of the hearing loop sys-tem and four listener-receiver RX20-HS devices for a cost of $3,452.00, adding $300.00 contingency for a total cost not to exceed $3,752.00, Capital Funding and authorize the President to sign the contract.

Strategic Planning Committee Approve Feasibility for obtaining Liquor License: Motion FAILED to recommend the GRF Board of Directors asked staff to determine procedures and assess the cost-effectiveness for obtaining and conducting operations associated with a GRF-owned liquor license.

Approve Revenue Item List and Assignment: MOVED to stop discussion about the Revenue Item Listed and Assignment and proceed to vote on the original motion.

MOVED to validate the list of potential revenue projects and instruct the GRF President to assign the projects to relevant committees for further study and consideration.