OPEN MEETING REGULAR MEETING OF THE … Board...HD Digital to Analog Converter Box Standard Set Top Box Standard HD Set Top Box Digital Video Recorder (DVR) Set Top Box $JHQGD,WHP

Hearing loop technology is available in the Board room for attendees who have hearing aids with a t-coil

OPEN MEETING

REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE GOLDEN RAIN FOUNDATION OF LAGUNA WOODS

A CALIFORNIA NON-PROFIT MUTUAL BENEFIT CORPORATION

Tuesday, October 3, 2017 - 9:30 A.M. Laguna Woods Village Community Center Board Room 24351 El Toro Road

NOTICE AND AGENDA

1. Call Meeting to Order / Establish Quorum – John Parker, President

2. Pledge of Allegiance – John Beckett

3. Acknowledge Media

4. Approval of Agenda

5. Approval of Minutes of Meeting

(a) September 5, 2017 – Regular Open Session Meeting

6. Report of Chair

7. Update from VMS – Director Lisa Bender

8. CEO Report

(a) Introduction of new Golf Operations Manager, Tom McCray

9. Open Forum (Three Minutes per Speaker) - At this time the Speakers may addressthe Board of Directors regarding items not on the agenda and within the jurisdiction ofthe Board of Directors of the Golden Rain Foundation. There is a maximum time limitof three minutes per speaker and a speaker may only address the Board once duringthis period. The Board reserves the right to limit the total amount of time allotted forthe Open Forum.

10. Responses to Open Forum Speakers

Golden Rain Foundation of Laguna Woods October 3, 2017 Regular Open Meeting of the Board of Directors Page 2


11. Consent Calendar

All matters listed under the Consent Calendar are considered routine and will be enacted bythe Board by one motion in the form listed below. In the event that an item is removed fromthe Consent Calendar by members of the Board, such item(s) shall be the subject of furtherdiscussion and action by the Board.

(a) Entertain a Motion for a Supplemental Appropriation to Purchase Additional Set Top Boxes-Resolution

12. Unfinished BusinessNone

13. New Business

(a) Entertain a Motion to Approve the Analog Channels Deletion Schedule

(b) Entertain a Motion to Approve “Members First” Resolution

(c) Entertain a Motion to Increase User Fees for Golf Greens to support theplanned reserves in the 2018 Business Plan-Resolution

(d) Entertain a Motion to Increase User Fees for Room Rentals to support the planned reserves in the 2018 Business Plan-Resolution

14. Committee Reports - Before an action item is open for discussion a motion and asecond must be recognized by the Chair. After the Board discusses the issue, theChair will open the floor to the audience on the pending matter. A Member may onlyaddress the Chair once for each agenda item. There is a maximum time limit of threeminutes on motions before the Board. The Board reserves the right to limit the totalamount of time allotted.

(a) Report of the Finance Committee/Financial Reports – Diane PhelpsNext meeting will be October 25, 2017, at 1:30 p.m. in the Board Room

(b) Report of the Community Activities Committee – Beth Perak Next meeting will be October 19, 2017, at 9:30 a.m. in the Board Room

(c) Report of the Media & Communications Committee – JoAnn diLorenzo Next meeting will be October 16, 2017, at 1:30 p.m. in the Board Room

(d) Report of the Landscape Committee – John Parker Next meeting will be November 9, 2017, at 9:00 a.m. in the Spruce Room

(e) Report of the Maintenance & Construction Committee – Judith Troutman Next meeting will be November 15, 2017, at 1:00 p.m. in the Board Room

Report of the Performing Arts Center (PAC) Renovation Ad Hoc

Golden Rain Foundation of Laguna Woods October 3, 2017 Regular Open Meeting of the Board of Directors Page 3


Committee – Judith Troutman

(f) Report of the Security & Community Access Committee – Tom Sirkel Next meeting will be October 26, 2017, at 1:30 p.m. in the Board Room

Report of the Traffic Hearings – Ray Gros

Report of the Disaster Preparedness Task Force – Judith Troutman

(g) Report of the Mobility & Vehicles Committee – Beth Perak Next meeting will be December 4, 2017, at 1:30 p.m. in the Board Room

15. Future Agenda Items

(a) Entertain a Motion to Approve to Increase User Fee for RV Lots for 2018-Resolution

(b) Entertain a Motion to Approve a Resolution to Suspend Cable/Internet in the Event of Disciplinary Action-Resolution

(c) Entertain a Motion to Increase the Trust Facility Fee from $2,500 to $5,000-Resolution

16. Directors’ Comments

17. Recess - At this time, the Meeting will recess for lunch and reconvene to ExecutiveSession to discuss the following matters per California Civil Code §4935.

Closed Executive Session Agenda

1. Approval of Agenda2. Approval of Minutes

(a) September 5, 2017 – Regular Executive Session3. Discuss and Consider Member Disciplinary Matters4. Discuss and Consider Personnel Matters5. Discuss and Consider Cable Television Administration6. Discuss and Consider Contractual Matters7. Discuss and Consider Litigation Matters8. Discuss Litigation Report Summary9. Adjournment

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Agenda Item # 5a Page 1 of 13

Agenda Item # 5aPage 2 of 13













STAFF REPORT

DATE: September 13, 2017

FOR: Board of Directors

SUBJECT: Purchase of Additional Set Top Boxes

RECOMMENDATION

Staff recommends Purchase of Additional Set Top Boxes with a Supplemental Appropriation of $102,200, to be funded from the Equipment Fund.

BACKGROUND

Broadband Services oversees the operations of the Community’s cable system. This includes, but is not limited to, coordinating programming agreements, launching new products and services, and managing cable equipment - including digital video channels, commercial-free audio channels, high definition (HD) programming, pay per view, an interactive channel guide, set top boxes and personal digital video recording.

Broadband Services offers three rental choices for a set top box (Attachment A): standard, HD standard, or HD digital video recording (DVR) units at $7.25, $13.25, or $19.25 per month, respectively. Each set top box includes an interactive channel guide and approximately 201 digital and 98 HD programming channels. The DVR set top box includes features such as pausing and rewinding live TV, in addition to recording at the press of a button.

A standard DTA converter box can be purchased for $40. The DTA converter boxes allow residents to continue viewing channels on an analog television that are migrated to a digital format during transition to an all-digital cable system.

A high definition DTA (HD DTA) converter box is $4.95 per month and includes approximately 295 digital and HD programming channels. The HD DTA converter boxes are a low cost alternative for residents to view additional programming but do not include a channel guide.

In the first nine months of 2017 Broadband Services already has 5,920 of the budgeted 6,000 subscribers by year end.

DISCUSSION

The approved funding for 2017 set top boxes was accelerated and made available in November 2016 to meet the increased demand of subscribers and failure rate of installed equipment. In 2017 Broadband Services has continued to see higher subscriptions and equipment failure rates. Since January 2017, 625 set top boxes have been replaced and staff estimates an additional 215 by year end.

Additionally, Staff estimates an additional 156 set top boxes will be required to meet the forecasted 6,000 subscribers by year end.


Golden Rain Foundation of Laguna Woods Additional Set Top Boxes October 3, 2017 Page 2

FINANCIAL ANALYSIS

This funding requires a Supplemental Appropriation of $102,200 from the Equipment Fund. Additional offsetting revenue, estimated to be $24,675 annually, will be generated from the rental fee of the set top boxes by the new and existing subscribers, as well as $2,400 in installation fees.

Prepared By: Rae Esperon, Broadband Services Supervisor

Reviewed By: Chuck Holland, Information Services Director Lori Moss, Community Manager Jose Campos, Financial Services Manager Betty Parker, Financial Services Director

Committee Routing: Media & Communication Committee

ATTACHMENT(S) Attachment 1 – HD Digital to Analog Converter Box Attachment 2 – Resolution



Attachment A

HD Digital to Analog Converter Box

Standard Set Top Box

Standard HD Set Top Box

Digital Video Recorder (DVR) Set Top Box




RESOLUTION 90-17-XX

Additional Set Top Boxes

WHEREAS, the 2017 approved funding for set top boxes was accelerated and made available in July of 2016 to meet the increased demand due to the transition to an all-digital cable system and failure rate of set top boxes reaching their useful life; and

WHEREAS, the approved funding in the 2017 reserve expenditures plan will be depleted before year-end; and

WHEREAS, Broadband Services currently has 5,920 digital subscribers and is anticipated to have approximately 6,000 digital subscribers by year end; and

WHEREAS, an estimated 156 additional set-top boxes are needed to accommodate the anticipated new digital subscribers and an estimated 215 additional set top boxes will need to be replaced at the end of their 10 year estimated life, when repairs exceed replacement value;

NOW THEREFORE BE IT RESOLVED, October 3, 2017, the Board of Directors of this Corporation hereby authorizes a supplemental appropriation in the amount of $102,200, Supplemental Appropriation from the 2018 Equipment Fund to purchase additional set top boxes; and

RESOLVED FURTHER, that the officers and agents of this Corporation are directed on behalf of the Corporation to carry out this resolution.



STAFF REPORT

DATE: October 3, 2017

FOR: Board of Directors

SUBJECT: Analog Deletion Schedule

RECOMMENDATION Staff recommends removal of analog television services in order to deliver exclusive digital service by way of a phased approach, to minimize the impact to existing basic and analog service subscribers.

BACKGROUND Broadband Services maintains and operates a cable TV facility (Headend) that offers several different variations of television services for both analog and digital subscribers. Due to the bandwidth intensity of the analog stations, Broadband Services has been prohibited from offering modernized television viewing experiences such as “On-Demand”, “Over-the-top” and “Whole-Home-DVR” services. As more and more consumers choose to get their content from services like Netflix, Hulu and Amazon; Broadband Services must evolve to support these emerging technologies.

DISCUSSION

Currently there are currently 51 analog channels that can be viewed both with analog and digital television sets without any digital converter or set-top box. There are approximately 5,900 manors in the community today that have a digital converter box that would not be impacted by the removal of the analog stations. However, 7,000 manors would need to purchase some type of digital converter box in order to receive anything beyond basic services. The cost to purchase and install this number of boxes, in a short period of time, is not possible with the current staffing and budget. Staff has developed a five phase approach (Attachment 1) in order to minimizing the impact to the community, spread the cost of labor and equipment, and affording existing analog television owners time to purchase new TV sets that are digital. This purchase will allow residents to plug a digital TV into the wall and get 50 local channels, or the alternative is to keep an existing analog TV and obtain a digital converter box at a cost of $4.95 per month.

If residents desire access to the digital TV guide (they must have a digital converter or set-top box) it can be provided for a monthly fee ranging from $4.95 to $19.95 depending on the level of service desired (e.g. digital converter, set-top box, or DVR).

Analog TV users may further choose to rent a Standard set top box at $4.95 and be able to see 201 channels with an interactive TV Guide. These same users can add premium channels HD/DVR at $19.25 with recording capability, interactive TV Guide and the ability to add premium channels. Or upgrade to an HDTV and with an HDMI cord receive 299 channels.


Golden Rain Foundation of Laguna Woods August 21, 2017 Page 2

HDTV Users without a box will have a reduction in channels from 116 to 58 channels. HDTV Users with a box will see 299 channels with an interactive TV Guide without premium channels, unless a HD Standard box for $13.25 per month is purchased. For $19.25 per month a HD/DVR can be purchased to see 299 channels with recording capability, interactive TV Guide and ability to add premium channels.

FINANCIAL ANALYSIS

The costs and revenue will be included in each annual budget.

Prepared By: Chuck Holland – Information Services Director

Reviewed By: Lori Moss – Community Manager

Attachment 1: 2018 Channel Dropping Schedule



Attachment 1

2018 CHANNEL DROPPING SCHEDULE

PHASE 1: Delete 7 ANALOG Channels January 8th 2018

ANALOG CHANNEL SERVICE Initiate Analog Crawl

Initiate Digital Crawl

Remove from System

47 Discovery Life 11/8/2017 None Required 1/8/2018

51 Comedy Central 11/8/2017 None Required 1/8/2018

55 Freeform 11/8/2017 None Required 1/8/2018

56 truTV 11/8/2017 None Required 1/8/2018

61 TLC 11/8/2017 None Required 1/8/2018

64 Animal Planet 11/8/2017 None Required 1/8/2018

73 Disney Channel 11/8/2017 None Required 1/8/2018

‐ ESPNEWS 11/8/2017 1/8/2018

PHASE 2: Delete 8 ANALOG Channels April 9th, 2018



Move Effective

50 WGN Superstation 2/9/2018 None Required 4/9/2018

60 History Channel 2/9/2018 None Required 4/9/2018

63 Travel Channel 2/9/2018 None Required 4/9/2018

69 BBC America 2/9/2018 None Required 4/9/2018

71 AMC 2/9/2018 None Required 4/9/2018

72 A&E 2/9/2018 None Required 4/9/2018

74 Discovery Channel 2/9/2018 None Required 4/9/2018

78 National Geographic 2/9/2018 None Required 4/9/2018

PHASE 3: Delete 7 ANALOG Channels July 6th, 2018



Move Effective

48 Hallmark Channel 5/7/2018 None Required 7/6/2018

53 TNT 5/7/2018 None Required 7/6/2018

62 OWN 5/7/2018 None Required 7/6/2018

65 Lifetime 5/7/2018 None Required 7/6/2018

67 FX 5/7/2018 None Required 7/6/2018

68 TCM 5/7/2018 None Required 7/6/2018



73 TBS Superstation 5/7/2018 None Required 7/6/2018

PHASE 4: Delete 9 ANALOG Channels October, 8th 2018



Move Effective

19 CSPAN 8/8/2017 None Required 10/8/2018

24 Golf Channel 8/8/2017 None Required 10/8/2018

25 ESPN Classic 8/8/2017 None Required 10/8/2018

26 ESPN Sports 8/8/2017 None Required 10/8/2018

27 ESPN 2 Sports 8/8/2017 None Required 10/8/2018

28 Fox Sports Net West 8/8/2017 None Required 10/8/2018

29 FSN Prime Ticket 8/8/2017 None Required 10/8/2018

49 CSPAN2 8/8/2017 None Required 10/8/2018

66 STARZ ENCORE 8/8/2017 None Required 10/8/2018

PHASE 5: Delete 20 ANALOG Channels December, 3rd 2018



Move Effective

2 KCBS None None 12/3/2018

4 KNBC None None 12/3/2018

5 KTLA‐CW None None 12/3/2018

6 LOCAL None None 12/3/2018

7 KABC None None 12/3/2018

8 KOCE‐PBS SoCal None None 12/3/2018

9 KCAL None None 12/3/2018

10 KCET None None 12/3/2018

11 KTTV‐FOX None None 12/3/2018

12 KDOC None None 12/3/2018

13 KCOP‐My13 None None 12/3/2018

14 Fox News 10/3/2018 None Required 12/3/2018

16 CNN 24HR News 10/3/2018 None Required 12/3/2018

17 CNN Headline News 10/3/2018 None Required 12/3/2018

31 City of Laguna Woods 10/3/2018 None Required 12/3/2018

75 The Weather Channel 10/3/2018 None Required 12/3/2018

95 evine 10/3/2018 None Required 12/3/2018

96 QVC Home Shopping 10/3/2018 None Required 12/3/2018

99 Home Shopping Network 10/3/2018 None Required 12/3/2018

3 Channel 3 TV Guide 12/3/2018


Agenda Item # 13bPage 1 of 2




Agenda Item # 13cPage 1 of 8










Agenda Item # 13dPage 1 of 8








Financial Report As of August 31, 2017

INCOME STATEMENT ACTUAL (in Thousands)

TOTAL REVENUE $26,682

TOTAL EXPENSE (27,183)

Revenue over Expense ($501)

Slide 1



FUNDS INCOME STATEMENT OPERATING FUNDS TOTAL (in Thousands)

Assessment Revenue $17,281 $2,445 $19,726

Non-assessment Revenue $5,065 $1,891 $6,956

Total Revenue $22,346 $4,336 $26,682

Total Expense 27,105 78 27,183

Net Revenue/(Expense) ($4,759) $4,258 ($501)

w/o Depreciation ($1,590)

Slide 2



Through August, GRF was worse than budget by $441K primarily due to:

• Temporary Help and Overtime – higher call volume andextended hours in Resident Services plus additionaloperating hours for Fitness.

• Materials and supplies – expansion of Resident Services,unbudgeted RFID stickers, more supplies required in andJanitorial and Broadband.

• Professional Fees – new vendor to support financialsoftware system.

• Utilities – higher telephone and water costs.Slide 3



Some offsetting favorable variances included:

• Trust Facilities Fees – more revenue generated fromtransfer fees due to higher sales volume.

• Income Tax – tax liability is lower in the current year dueto reallocation of revenues and offsetting expenses.

• Broadband Services – lower programming fees.

Slide 4



39% Broadband Services

24% Trust Facilities Fee

14% Golf Operations

9% Miscellaneous

6% Clubhouse Rentals and Event Fees

4% Interest Income

3% Merchandise Sales

1% Rentals

Slide 5

Total Non Assessment Revenues $6,955,673



55% Employee Compensation and Related

12% Depreciation and Amortization

11% Cable Programming/Franchise/Copyright

6% Utilities and Telephones

5% Material and Supplies

3% Insurance

3% Outside Services

2% Professional Fees

2% Repairs and Maintenance

1% Legal Fees

Slide 6

Total Expenses $27,183,378



ENDING BALANCES

WORK IN PROGRESS

REMAINING APPROPRIATIONS

UNENCUMBERED BALANCES

Equipment $8,047 $2,633 $3,051 $2,363

Facilities 15,934 9,365 5,635 934

Contingency 821 6 19 796

Trust Facilities Fee 9,536 158 37 9,341

TOTAL $34,338 $12,162 $8,742 $13,434

Slide 7

FUND BALANCES (in Thousands)



OPENMEETING

REPORT OF THE REGULAR MEETING OF THE GOLDEN RAIN FOUNDATION COMMUNITY ACTIVITIES COMMITTEE

Thursday, September 7, 2017 – 1:00 p.m. Board Room

MEMBERS PRESENT: Beth Perak-Chair, Joan Milliman, Maxine McIntosh, Janey Dorrell, Susan Caine substituting for Annette Sabol-Soule, John Parker substituting for JoAnn diLorenzo, Jules Zalon, Ryna Rothberg, Leon St. Hilaire –Advisor

MEMBERS ABSENT: None. Director Dorrell left early; Director Skillman substituted. Director Zalon left early; no substitution

OTHERS PRESENT: Juanita Skillman, Prakash “Cash” Achrekar, Tom Sirkel, Dick Rader, Diane Phelps

STAFF PRESENT: Brad Hudson, Brian Gruner, Betty Parker, Jackie Kupfert

Call to Order

Beth Perak, Chair, called the meeting to order at 1:04 p.m.

Acknowledgement of Media

There was no press present.

Approval of Agenda

A motion was made, and by consensus, the agenda was approved.

Approval of Committee Report for June 29, 2017

A motion was made, and by consensus, the report was approved.

Chair’s Remarks

Chair Perak stated that today discussion will include room rental rates, Recreation policies and Recreation events both past and present. The dashboard that is included in the packet is new, exciting and interesting. She thanked the committee members for attending today.

Member Comments (Items Not on the Agenda)

Andre Torng (389-Q) commented on the outside user abuse of facilities.

Director Dorrell and Director Parker responded to the statement.


Report of GRF Community Activities Committee Regular Meeting September 7, 2017 Page 2

Report of the Recreation and Special Events Director

Mr. Gruner reported on highlights of past and upcoming 2017 Recreation events. The upcoming Recreation events include, but are not limited to: Performing Arts Center – movie, A Little Chaos, September 18; A Tribute to Paul McCartney, September 22; The Platters Live!, October 7 Clubhouse Two – Luau and a movie, Moana, September 23; Outdoor Concert, Woodie and the Longboards, September 28 Clubhouse Four – Arts and Crafts Bonanza, November 4 and 5 Clubhouse Five – Village Bazaar, October 7; Car Show, October 21 Equestrian – Harvest Hoedown, November 3 Village Games – begin on October 22 Bus Excursions – SOKA, September 24; Oktoberfest at Huntington Beach Old World, October 15; Nixon Library, November 13

CONSENT

May, 2017 and June, 2017 sales from National Vending – Mr. Gruner stated the report shows the vending machine sales for May and June, 2017. National Vending reports are generated two months in retro. Staff recommends product changes to five vending machines, the removal of one and change of administrator at the Towers.

Recreation Dashboard – Mr. Gruner presented the committee with a dashboard for the Recreation and Special Events Department.

Summer Event Participation – Mr. Gruner stated the event participation in the Department Head Report.

A motion was made, and by consensus, the consent calendar was approved.

REPORTS

Amended Recreation Division Policy – Mr. Gruner stated that staff is currently reviewing the Recreation Policy and Operating Rules for each facility to make them more user-friendly. Staff recommended CAC convene a special meeting on October 19, 2017 at 9:30 am in the Board Room to review amendments.

A motion was made, and by consensus, the CAC will meet for a Special Meeting on October 19, 2017.

ITEMS FOR DISCUSSION AND CONSIDERATION

Auto Hobby Shop and Car Wash – Staff is recommending further direction regarding a proposed auto shop and self-car wash facility that would be available to all Laguna Woods residents. As proposed by the Car Club, residents would be able to conduct basic repairs, diagnostics, receive expert opinion on quoted repairs and a coin operated self-car wash. The facility would need to be staffed by a certified mechanic and Recreation personnel.

Discussion ensued. Agenda Item # 14b

Page 2 of 4


CAC directed the Car Club to investigate the matter further.

2018 Fee Review – Golf Greens and Room Rentals – On August 23, 2017 the GRF Finance Committee recommended an increase in the user fees for Room Rentals and Golf Greens to support the planned revenues in 2018 Business Plan.

Discussion ensued.

A motion was made to endorse the golf fees as presented. The motion carried 6-1-0 (Director Rothberg abstained).

A motion was made to accept staff recommendation for increases to Room Rental fees. The motion carried unanimously.

ITEMS FOR FUTURE AGENDAS

New GRF Recreation Policies (October 19 at 9:30 am)

CONCLUDING BUSINESS

Committee Member Comments Director Skillman stated individual members will be heard, but all members must be considered when making decisions. Director McIntosh inquired as to number of fenced in plots that will be created after installation of new netting at Garden Center 1. Director Parker responded by explaining that GRF is hiring a consultant to see what it will take to make it secure and if it will be affordable. He concluded that after analysis, the number of plots will be calculated. Director McIntosh stated she is appreciative of those long-term members who are able to give insight to questions that arise. Director Parker requested Sheri Corlett, Garden Center Senior Recreation Leader, present a progress report at the next Landscape meeting on September 21 at 9am. Mr. Gruner responded that Ms. Corlett will present at the next Landscape meeting. Director Caine inquired as to when Recreation will host more events allowing sales in the community. Mr. Gruner responded Recreation is allowed a total of four events per year. Currently, Recreation hosts two Village Bazaars and one Arts and Crafts Bonanza per year. Director Parker commented events allowing sales were decreased to four annually due to problems in the past. Chair Perak thanked the Finance and Recreation staff for creating reports.

Date of Next Meeting

A special meeting to discuss Amended GRF Recreation Policies will be held on October 19, 2017 at 9:30 am in the Board Room.

The next regular meeting of the GRF Community Activities Committee will be held at 2:00 p.m. at the Community Center in the Board Room, on Thursday, November 9, 2017.

Adjournment

There being no further business, the Chair adjourned the meeting at 3:21 p.m. Agenda Item # 14bPage 3 of 4


_____________________________ Beth Perak, Chair


DRAFT

OPEN MEETING

REPORT OF THE REGULAR MEETING OF THE GOLDEN RAIN FOUNDATION LANDSCAPE COMMITTEE

Thursday, September 21, 2017 – 9:00 a.m. Laguna Woods Village Community Center Board Room

MEMBERS PRESENT: John Parker, Chairman; Diane Phelps (in for JoAnn diLorenzo), Joan Milliman, John Frankel (in for James Tung), Bunny Carpenter, Juanita Skillman (in for Maggie Blackwell), Maxine McIntosh, Pam Grundke (Advisor)

MEMBERS ABSENT: Sy Wellikson, JoAnn diLorenzo, James Tung, Maggie Blackwell, Elizabeth Morris (Advisor)

OTHER DIRECTORS PRESENT:

None

STAFF PRESENT: Kurt Rahn, Mindi Fielding, Mike Swingholm, Bob Merget

Call to Order Chair Parker called the meeting to order at 9:00 a.m.

Acknowledgement of the Press The press was not represented.

Approval of the Agenda The agenda was approved with one correction.

Approval of Report of July 20, 2017 The report was approved.

Chairman’s Remarks Chair Parker commented that this is his last meeting as Chair, and pointed out that despite the communication efforts to inform the Community regarding the challenges faced by the Landscape Department, the complaints continue. He advised those who will remain on the Committee to be diligent in ensuring that any large construction project include proper provisions for the landscaping component. Also, he pointed out that when a Landscape Architect is hired, he/she should be apprised of the service levels and in-house nursery. He reminded the Committee that there are several departments that share responsibility for the maintenance and operation of the Garden Centers (Recreation, Landscape, Maintenance, IT, Finance). Chair Parker updated the Committee regarding GRF’s position on the Dog Park, and that it should continue to exist in its current location. Efforts to create one or more dog parks within the Community would be difficult to reach consensus and approval.

Member Comments (Items Not on the Agenda) Zahra Saremi (3219-A) inquired about landscaping at her manor. Staff will contact her.

Merle Womer (857-A) commented that staff began to remove the existing fence on his newly leased Garden Plot, and requested that staff restore it to its original condition. Chair Parker


GRF Landscape Committee September 21, 2017 Page 2 of 3

explained that GRF simply leases the plots and that the existing structures are the responsibility of the lessee. A motion was made to direct staff to repair the fence. This motion was amended to allow Mr. Womer to exchange this plot for the next available plot of his choosing. Both the amended motion, and original motion failed.

Sue Margolis (32-C) commented that staff time and materials are being wasted by demolishing garden plot structures prior to rental. She commented that staff time is being used to weed vacant plots multiple times because there is not enough help to lease the plots quickly.

Department Head Update Mr. Rahn updated the Committee regarding the filling of vacant positions and the quantity of unproductive time represented by FMLA and Workers’ Comp. He updated the Committee on the status of the process to replace the tub grinder with one that will satisfy the AQMD’s requirements, and that it may be necessary to engage a contractor one more time to assist in processing the raw green waste that is accumulating.

REPORTS Each topic was illustrated in PowerPoint.

Garden Centers Update Ms. Fielding updated the Committee regarding all of the changes and improvements that have been completed at the Garden Centers since 2016. She also reviewed the items left to be completed.

ArborPro Update Mr. Merget provided a status update on the implementation of the ArborPro system, noting that there are a few minor corrections to be made, which may be completed as early as today. During the discussion, he pointed out how the system will be used to identify and more efficiently schedule work on high maintenance trees.

Turf Reduction Update Mr. Rahn reminded the Committee of the lawn reduction work that is pending at Clubhouse Six, and that this work will be scheduled later this fall when routine maintenance is better caught up. He also reviewed the turf removal work that was completed at West Creek, and that an application for a rebate has been submitted.

Nursery Update Mr. Swingholm discussed how varieties that are being phased out have been used up, creating space for newer varieties of natives, succulents, and drought tolerant California friendly material. He explained the use of lower cost nursery labor to apply certain pesticides, rather than rely on Pest Control. He informed the Committee about a new software application being developed by Chuck Holland’s team that will allow more efficient ordering of plant materials and provide real time inventory information.

ITEMS FOR DISCUSSION AND CONSIDERATION Aliso Creek Maintenance Mr. Rahn reviewed the staff report with the Committee, pointing out that to amend the Streambed Alteration Agreement (SAA) that governs annual maintenance of Aliso Creek, the California Department of Fish and Wildlife would require additional mitigation. To avoid any further costs and mitigation requirements, Staff recommends halting any further pursuit of


GRF Landscape Committee September 21, 2017 Page 3 of 3

changes to the SAA, and to continue to maintain Aliso Creek as outlined in the SAA. The Committee unanimously approved the recommendation.

Aliso Creek Bridge Mitigation Mr. Rahn reviewed the staff report with the Committee, noting that the Regional Water Quality Control Board requires the use of a different mitigation bank than the one originally selected, and that the minimum cost is approximately $109,000 vs. $50,000 for the original bank. Also, the Chambers Group has performed a recent site visit as part of their ongoing monitoring of the establishment of riparian vegetation as outlined in the Habitat Mitigation and Monitoring Plan (HMMP), and found a substantial percentage of volunteer native growth. Because of the significant increase in cost to purchase mitigation credits, and the promising re-growth of native vegetation in the mitigation area, Staff recommends making the necessary erosion repairs and to continue to follow the objectives established in the HMMP. The Committee unanimously approved the recommendation.

Mr. Rahn also reminded the Committee of the need to remove the unhealthy mature sycamore adjacent to the bridge.

ITEMS FOR FUTURE AGENDAS There were none.

CONCLUDING BUSINESS Committee Member Comments Advisor Grundke thanked Chair Parker for his hard work and diligence.

Director McIntosh commented on the beautiful flower beds recently created in front of the ETWD headquarters.

Director Skillman thanked Chair Parker, and gave kudos to the Landscape staff for their efforts, pointing out that residents need to be reminded that the service level provided is not individual gardening.

Director Carpenter thanked Chair Parker.

Director Frankel commented on the request made by the resident at 857-A.

Director Phelps commented on the appearance of the landscaping at the Par 3 Golf Course.

Date of Next Meeting The date of the next meeting of the GRF Landscape Committee is scheduled for Thursday, November 16, 2017, at 9:00 a.m.

Adjournment There being no further business to come before the Committee, the meeting adjourned at 10:54 a.m.

______________________________ John Parker, Chairman

DRAFT



OPEN MEETING

REPORT OF REGULAR MEETING OF THE GOLDEN RAIN FOUNDATION MAINTENANCE AND CONSTRUCTION COMMITTEE

Monday, September 18, 2017 – 1:00 P.M. Laguna Woods Village Community Center, Board Room

24351 El Toro Road

MEMBERS PRESENT: Judith Troutman - Chair, John Parker, Richard Palmer, Bert Moldow, John Frankel, Don Tibbetts, Jack Bassler, Ryna Rothberg

MEMBERS ABSENT: None

STAFF PRESENT: Ernesto Munoz - Staff Officer, and Laurie Chavarria

1. Call to Order

Chair Troutman called the meeting to order at 1:03 p.m.

2. Acknowledgment of Media

Chair Troutman noted no members of the media were present.

3. Approval of the Agenda

The agenda was approved as written. The Project Log was pulled from Consent for discussion.

4. Approval of Meeting Report for July 20, 2017

The meeting report was approved as written.

5. Chair’s Remarks

Chair Troutman had no remarks.

6. Member Comments (Items Not on the Agenda)

There were no member comments.

Agenda Item # 14ePage 1 of 7

Report of GRF Maintenance & Construction Committee Regular Meeting September 18, 2017 Page 2 of 3

7. Department Head Update

Ernesto Munoz had no updates at this time.

All matters listed under the Consent Calendar are considered routine and will be enacted by the Committee by one motion. In the event that an item is removed from the Consent Calendar by members of the Committee, such item(s) shall be the subject of further discussion and action by the Committee.

Consent:

The Project Log was pulled for discussion.

Reports:

8. Project Log

Discussion ensued regarding Project Log Items 1, 5, 11, 21, 31 and 36. Ernesto Munoz answered questions from the Committee. The date of issue will now be listed at the top of the Project Log.

9. Clubhouse 2 Annex Renovation Project Update

Ernesto Munoz provided an update on the demolition of the shuffleboard courts and answered questions from the Committee.

Discussion ensued regarding demolition of the Annex, dry rot, pre-fab buildings, solar panels, vendor awareness of our landscape department and nursery, the temporary fence fabric, the video rooms and, updating the showers.

By consensus, staff was directed to put this project on hold and bring back a cost from the landscape architect in addition to providing a report with costs for the entire renovation project as written in the Capital plan.

10. Performing Arts Center Update

Ernesto Munoz provided an update on the Performing Arts Center renovation and answered questions from the Committee.

Discussion ensued regarding the design development, elevators, seismic repairs, and meeting room reservation protocols.

11. Lawn Bowling Update

Ernesto Munoz provided an update on the lawn bowling project and answered questions from the Committee.


Report of GRF Maintenance & Construction Committee Regular Meeting September 18, 2017 Page 3 of 3

12. Pickleball Courts Update

Ernesto Munoz provided an update on the Pickleball Courts and answered questions from the Committee.

Discussion ensued regarding the current Pickleball courts, grading and the compressed schedule.

Residents made the following comments:

Dick Rader (270-D) commented on the compressed schedule. Joan Brown (5587-A) is happy that the project is being fast tracked and asked to be

included in the design process. Staff will invite the Pickleball Club president to thepre-construction meeting.

Maxine McIntosh (68-C) commented on the compressed schedule.

Items for Future Agendas: Clubhouse 2 Annex Renovation Costs Performing Arts Center Update Lawn Bowling Update Pickleball Update

Concluding Business:

Committee Member Comments

Director Moldow commented that EV charging should be a future agenda item.

Director Frankel commented on the schedule for the Pickleball Courts.

Director Palmer commented on electric cars for staff use.

Director Parker commented that the Pickleball Courts schedule is subject to change.

Director Rothberg commented that she is happy to see the Pickleball and Lawn Bowling projects moving forward.

Date of Next Meeting: November 15, 2017

Adjournment:

The meeting adjourned at 2:14pm.

__________________________________ Judith Troutman, Chair

DRAFT




Agenda Item # 14e Page 5 of 7



Disaster Preparedness Task Force (DPTF)

1 August 2017 Committee Meeting Minutes

DISASTER PREPAREDNESS TASK FORCE

Meeting Minutes

Meeting date: Tuesday, August 29, 2017 Meeting time: 9:30 AM Meeting location: Community Center, Pine Room

1. Call meeting to order: Chief Tim Moy, Chair2. Welcome and introductions

Chair Moy modeled the new Good Neighbor Building/Block Captains’ neon yellowvests that will be distributed at the BBQ as well as highlighted some eventsscheduled for the BBQ

9 members present

Four visitors present: Dori Neuman, Ron Phillips (VP W6LY Radio Club), ElyZimmerman (New Resident), Sharon Gluck

3. Approval of minutes: Minutes of the 27 June 2017

Approved without corrections

4. Reports of Officers:

Chair – Chief Tim Moyo Presentation on the Emergency Operations Plan (EOP)o Questions and Comments

Approximately 200 residents are involved in the Good NeighborBuilding/Block Captains (GNBC) program

Chief Moy floated the idea of holding a Town Hall meeting focused on theDisaster Preparedness program in the near future for disseminatinginformation and recruitment

EOP specifies the Tennis Courts (near CH7) as a Pet Care Center – petsmust be in a carrier/crate (an extended time, livable container) to utilizePet Care Center

The Towers are unique and have their own section in the EOP The EOP specifies designating certain Clubhouses as “Care and Reporting

Centers”. They are intended for short‐term, very temporaryaccommodations providing minimal services to get through the initialcrisis during/following a disaster event

The EOP specifies shelter‐in‐place when possible with adaptability formanaging conditions that are unsuitable for sheltering‐in‐place

Residents are recommended to have a “go‐bag”, water, and food El Toro Water District will deliver water “pods” to the Village, depended

on need

Agenda Item # 14fPage 1 of 5



The EOP will be available on the new website

Treasurer – Mardi Reese o No report

Secretary – None

5. Reports of Committee Members:

Radio Communications ‐ Jim Riedel o There was a good signal. o Radio drill this morning had 3 of the 15 radios issued reporting in.

Office Manager ‐ Tom Soule o Increase in foot traffic entering DP office o Two (2) building kits are being distributed to the Garden Centers (one kit to each

Garden Center)

Recruitment/Retention – Kathleen Mathews o BBQ, July 29, 3pm – 6pm o Discussion about the event

GRF Board – Judith Troutman o Requested Tom Soule (Performing Arts Clubhouse Captain) attend the 1 pm,

August 6th meeting of the Performing Arts Center Renovation Ad Hoc Committee

United Board – Chief Moy for Andre Torng o Andre is actively recruiting for Captains o Security’s Laundry Coins Collection Team to put up recruitment notices in

laundry rooms

Third Board ‐ Steve Parsons o No report. Steve Parsons was unavailable for meeting.

6. Committee Activity

New Coordinator Assignments – Chief Moy o Reporting Secretary (Meeting Minutes) ‐ Judith Troutman o Communications Coordinator (Reminders, Quarterly Newsletter, other

communications) ‐ Open Position

Cabinets Refresh Status at Report Centers – Kathleen Mathews o New bags delivered o With a little reshuffling, one bag fits per shelf o Will report to Chief Moy when distribution is complete

DPTF Appreciation BBQ – Mardi Reese o All open volunteer slots (6) were filled by DPTF attendees

Orientations ‐ All o Village Events

New Resident Orientations

Training Classes for Residents – Training/Education o Preparation for upcoming classes

Agenda Item # 14f Page 2 of 5



Basic First Aid Training, 18 Sep 2017, 2:00‐4:00pm

o Chief Moy: Good Neighbor Building/Block Captains Training Class flyer going out

July 29 with Security’s Laundry Coins Collection Team

Practice Drills ‐ Training/Education – Chief Moy o The California Shake Out will be held on the Third Thursday of October, October

19, 2017 at 10:19 AM. Website ‐ http://www.shakeout.org/california

o Needs more Staff and Captains involvement

7. Actions

Identify non‐Village Care Centers that will accept pets accompanying people and conditions for accepting pets

8. Future Discussions

Town Hall meeting focused on the Disaster Preparedness program Compile a health professionals’ (Doctors, Nurses, Physician Assistants, Medics,

Paramedics, etc.) resource list who agree to be available for disaster assistance

Holding meeting(s) at a different time

Perks for Captains program 9. Adjourn

Adjourned at: 10:53 am

Next committee meeting will be Tuesday, 26 September 2017 o Meet at 9:30 AM in Community Center, Pine Room




Committee Members:

Member Present Member Present

Achrekar, Cash /United Moy, Tim /VMS X

Aguilera, Imelda Page, Paula

Auble, Jerren Parsons, Steve /Third

Ballesteros, Debbie /VMS Reese, Mardi X

Brecher, Roberta Riedel, Jim /Ham Radio X

Brown, Joan X Schwab, Don /Ham Radio

Cowdrey, Roger /VMS Skillman, Juanita /United

Easion, Kai Tsu X Soule, Tom X

Gates, Marie Torng, Andre /United X

Gibson, Doug Troutman, Judith /GRF X Gibson, Lorrie Welch, Denny

Mathews, Kathleen X Wayne, Craig

Morrison, Gary /United X

DPTF Committee Officers Chair: Tim Moy, VMS Security Chief Vice‐Chair: Roger Cowdrey Treasurer: Mardi Reese Secretary: Need Volunteer Office Manager: Tom Soule Recruitment/Retention: Kathleen Mathews, Roger Cowdrey Training/Education: Need Volunteer DPTF Website: http://www.lagunawoodsvillage.com/disaster DPTF Email: [email protected] DPTF Office: located in the Community Center on the first floor and is open Monday thru Friday, 10:00 AM to Noon




Attachment 1

Route around during the DPTF Committee Meeting Return to DPTF Secretary

We need at least two volunteers during each class. All classes are held at Clubhouse 7, Main Lounge. Volunteers ensure all class members sign the roster when they come in & monitor the displayed supplies to be sure they are not stolen.

Class Date Class Title Volunteer 1 (name) Volunteer 2 (name) Tuesday

March 7, 2017, 12:00pm - 2:00pm

Good Neighbor Building/Block Captain

Training

Paula Page Tom Soule

Kathleen Mathews

Andre Torng Lorrie Gibson

Monday April 10, 2017,

2:00pm - 5:00pm

Basic First Aid Training Cancelled

Dave Southworth Tom Soule

Roberta Brecher Kathleen Mathews

Wednesday April 26, 2017,

2:00pm - 4:00pm


Training

Sue Mills Dave Southworth

Tom Soule Denny Welch

Tuesday May 9, 2017,

2:00pm - 5:00pm

Adult CPR/AED Training Randy Scott, Paula Page, Tom Soule

Don Schwab Dave Southworth

Monday June 19, 2017,

1:00pm - 4:00pm

Child/Infant CPR/AED Training

Tom Soule

Roberta Brecher Lorrie Gibson

Wednesday July 12, 2017,

1:00pm - 3:00pm


Training NEW

Tom Soule Doug, Lorrie Gibson

Juanita Skillman Gary Morrison

Monday July 17, 2017,

1:00pm - 4:00pm

Basic First Aid Training NEW

Mardi Reese Tom Soule

Marie Gates Gary Morrison

Monday Sep 18, 2017,

2:00pm - 4:30pm

Basic First Aid Training Don Schwab Kai Tsu Easion

Tom Soule Jim Riedel

Tuesday October 3, 2017,

11:00am - 12:30pm


Training

Tom Soule Brenda Rader

Mardi Reese

Tuesday November 14, 2017, 2:00pm - 5:00pm

Adult CPR/AED Training Tom Soule Marilyn Wagner

Kathleen Mathews


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