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RECREATION COMMITTEE Agenda

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RECREATION COMMITTEE Agenda RECREATION COMMITTEE Agenda Wednesday, November 15, 2017 Administration Conference Room, 1:00 p.m. 1. Call to Order/Pledge of Allegiance 2. Roll Call/Notice of Quorum 3. Chairs Announcements a. Introduction of Guests and Staff Linda Stone, GRF President Randy Ankeny, Executive Director Terry DeLeon, Recreation Director Thomas Fileto, Recreation Manager Vanessa Morris, Library Supervisor Katya Lukina, Recording Secretary b. Rules of Order c. Chair’s Report 4. Approval of Minutes a. Minutes of October 4, 2017 meeting (pp. 1-8) b. Minutes of October 11, 2017 special meeting (pp. 9-14) 5. Shareholder/Member Comments – Agenda Items Only (Limited to 3 minutes per person) 6. Correspondence a. Non-Resident Parking, Donna Gambol (p. 15) b. Relocation of the Golf Course Starter Shack, Kurt Bourhenne (pp. 16-17) c. Storage for St. Theodore Episcopal Church, Anne Walshe (p. 18) 7. Unfinished Business a. Vending Machine Increases (pp. 19-20) 8. New Business a. The Plaza Concept b. Clubhouse One Additional Food Services (pp. 21-26) c. Display Cabinets for the Library (pp. 27-28) d. Flat Filing Storage Cabinets for the Library (pp. 29-30) RECREATION COMMITTEE e. Amphitheater Curtains and Sound System (pp. 31-32) f. Recreation Trailer Supplies (p. 33) g. Bid Opening for Golf Course Landscaping (p. 34) h. Christmas Tree Contest 9. Policies 10. Sub-Committees a. Entertainment/Movie Sub-Committee i. 2018 Amphitheater Shows b. Golf Course Sub-Committee c. Swimming Pool Sub-Committee 11. Staff Reports a. Recreation Director i. Budget Comparison Report (pp. 35-48) ii. Budget Variance Report (pp. 49-52) iii. Café Commission Report (pp. 53-54) iv. Events report (p. 55) b. Library Supervisor’s Report (pp. 56-61) c. Executive Director 12. President’s Comments 13. Shareholders/ Members Comments (Limited to 3 minutes per person) 14. Committee Members Comments Next Meeting/ Adjournment December 6, 2017, 1:00 p.m., Administration Conference Room. RECREATION COMMITTEE MINUTES October 4, 2017 The regular meeting of the Recreation Committee was called to order at 1:00 p.m. by Chair Perrotti on Wednesday, October 4, 2017, in Administration Conference Room, followed by the Pledge of Allegiance. ROLL CALL Present: Ms. L. Perrotti, Chair Mr. P. Moore Ms. C. Damoci Mrs. J. Reed Ms. S. Fekjar Ms. L. Stone, Ex-Officio Mr. W. Gould Absent: Mr. P. Pratt Also Ms. P. Snowden, GRF Representative, Mutual Two Present: Ms. K. Rapp, GRF Representative, Mutual Seven Mr. B. Lukoff, GRF Representative, Mutual Fourteen Mr. R. Crossley, GRF Representative, Mutual Fifteen Ms. S. Massa-Lavitt, Mayor of Seal Beach Mr. R. Ankeny, Executive Director Mr. T. Fileto, Recreation Manager Ms. V. Morris, Library Supervisor Mr. H. Carter, RV Lot Attendant Ms. K. Lukina, Recording Secretary Twenty five Shareholders/Foundation Members CHAIR'S ANNOUNCEMENTS There being no objections, Chair Perrotti declared the reading of the Quorum Notification be dispensed with by unanimous consent. The Chair stated that in accordance with California Civil Code Section 4090, please be advised that a quorum of the GRF Board of Directors is present at today’s posted meeting. The business of the Recreation Committee will be conducted in accordance with the agenda. As a quorum of the Board is present, this meeting will be conducted as a Committee meeting and a Board meeting. The agenda actions of the committee will be limited only to the members of the committee and will only constitute such actions in accordance with stated committee policy and/or provide recommendations to the GRF Board of Directors at its regular Board meeting on the 4th Tuesday of the month. GRF 1 RECREATION COMMITTEE MINUTES 10-04-2017 Page 2 of 8 Board members who are not committee members will be allowed to comment when recognized by the Chair and only during the proscribed Foundation member comment period, not to exceed three minutes, as set forth in Policy 5610, Participation by Foundation Members. The minutes of today’s Board meeting will be presented to the Board for approval following the approval of the committee meeting minutes in November, 2017. RULES OF ORDER Chair Perrotti reviewed group norms, and asked Committee members and guests to be on time; respect the speaker, do not interrupt and have one conversation at a time; wait to be called; be present and productive; no side bar conversations; turn off or silent cell phones, and treat everyone how they would like to be treated. CHAIR’S REPORT Chair Perrotti introduced guests and staff – GRF President Linda Stone, Mayor of Seal Beach Sandra Massa-Lavitt, Executive Director Randy Ankeny, Recreation Manager Thomas Fileto, RV Lot Attendant Howard Carter, Library Supervisor Vanessa Morris, and the Recording Secretary Katya Lukina. APPROVAL OF MINUTES The minutes of September 6, 2017 meeting were approved as presented. SHAREHOLDER/MEMBER COMMENTS – Agenda Items Only Five shareholders/members spoke on RV Club financials, RV Lot access gate, and Policy 1406-50, Limitations on Use. CORRESPONDENCE St. Theodore of Canterbury’s Episcopal Church Services The Committee reviewed a piece of correspondence from St. Theodore of Canterbury’s Episcopal Church. Following a discussion, and based on previously made Board’s decision on this matter, the Executive Director stated that he will draft a letter to St. Theodore of Canterbury’s Episcopal Church, upon the Chair’s approval, stating that by November 1, 2017, the Church’s services will be held in Room Two of Clubhouse Three. Amphitheater Shows The Committee reviewed a piece of correspondence on moving Amphitheater shows to an earlier start time. 2 RECREATION COMMITTEE MINUTES 10-04-2017 Page 3 of 8 The Recreation Manager stated that due to warm temperatures, parking, and working residents, Amphitheater shows time would have to remain the same. The Chair asked the Recording Secretary to send a letter to a shareholder explaining why her request cannot be accommodated. Hot Pool – Women’s Showers The Committee reviewed a piece of correspondence on pool showers water flow and temperature. The Recreation Manger stated that the temperature of the water may vary due to the distance between the showers and a water heater. The Chair asked the Recording Secretary to send a letter to a shareholder explaining temperature changes in women’s showers. RV Lot Sub-Committee The Committee reviewed a piece of correspondence on forming the RV Lot Sub - Committee. The President stated that the RV Lot Ad Hoc Committee will be comprised to Board members only, and will be appointed at the next scheduled Board meeting. She also stated that new Committee will overlook RV Club’s operations and Policies, and the shareholders are encouraged to attend. Chair Perrotti asked the Recording Secretary to send a letter to a shareholder to notify him of the Committee’s discussion. Saturday Night Dances The Committee reviewed a piece of correspondence on Saturday night dances. The Recreation Manager stated that Saturday night dances are budgeted events, and the Recreation Department is trying to accommodate the community’s changing demographics by including various genres. There were no actions taken by the Committee on this matter at the time of the meeting. UNFINISHED BUSINESS LW Trailer Club Financial Review The Committee discussed the issue on LW Trailer Club financials, and the previous GRF Board of Director’s executive session outcome. Chair Perrotti stated that based on the Board’s decision, the RV Club had no right to collect the space rent without the lease with GRF, and the Club’s default suspension will be lifted when the collected rent in the time period of five months is returned to the members. 3 RECREATION COMMITTEE MINUTES 10-04-2017 Page 4 of 8 Following a discussion, Ms. Perrotti MOTIONED, seconded by Mrs. Damoci – TO demand that the LW Trailer Club immediately refunds to all LW Trailer Club members all relative space rent cost collected by the LW Trailer Club for the period of January 1, 2017, through June 1, 2017, and must be done by November 1, 2017. If money is not returned to Club members by this date, Golden Rain Foundation will immediately terminate the LW Trailer Club as a sanctioned Club, and terminate the LW Trailer Club lease. The motion passed with one abstention (P. Moore). Chair Perrotti also stated that the Committee’s decision in no way affects RV members, and was strictly made to enforce LW Trailer Club fulfill its obligations to the members. NEW BUSINESS Toys for Tots The Recreation Manager stated that he is working on the Toys for Tots project, and the GRF trailer will be used to transport and drop off collected toys this year. Korean Festival of Garden Grove The Recreation Manager stated that the Korean Festival of Garden Grove is scheduled to take place on October 21, 2017, and a bus shuttle will be available to LW residents throughout the day. Fall Festival The Recreation Manager spoke of the Fall Festival, scheduled on October 21, 2017, in Clubhouse Six. He also stated that emergency preparedness vendors will be available to educate the community about natural disasters and emergency situations. Work Study for Amenities The Executive Director spoke of the Clubhouses Renovation project, discontinuance of emergency meals in Clubhouse Two, a possible concrete placement between the Library and Clubhouse Three, enhancing the food service in the community, and continuously improving all functional areas. He also thanked the Recreation Department staff for successfully managing the reservations and activities during the Clubhouse Revitalization Project. Following a discussion on upcoming projects, the Executive Director stated that membership fees will support future projects, and put the value back in the community’s buildings and amenities. 4 RECREATION COMMITTEE MINUTES 10-04-2017 Page 5 of 8 The Executive Director also spoke of a newly introduced food service by Finbar, which will remain taking place on Mondays, but be limited to 200 servings reserved in advance, as a take-out, and served in quantities of 50 every thirty minutes.
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