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MINUTES OF THE REGULAR MONTHLY MEETING VIA ZOOMOF THE BOARD OF DIRECTORS

SEAL BEACH MUTUAL ONEApril 23, 2020

The Regular Monthly Meeting of the Board of Directors of Seal Beach Mutual One wascalled to order by President Gambol at 9:01 a.m. on Thursday, April 23, 2020, via Zoomteleconference from several remote locations due to COVID-19 virus restrictions.

ROLL CALL

Present:

Absent:

President Gambol, Vice President Cho, Secretary Brennan,Chief Financial Officer Potterton, Directors: Barreras, Luther-Stark, Merritt, and Tous

Director Stone

GRF Representative: GRF Representative Ms. St. Aubin and Ms. Perrotti

Guests: Four Mutual One Shareholders

Staff: Ms. Hopkins, Mutual Administration DirectorMr. Stolarz, Building InspectorMs. Barua, Recording Secretary

SHAREHOLDER COMMENTS

One shareholder made comments.

MINUTES

Following a discussion and upon a MOTION duly made by Secretary Brennan andseconded by Director Luther-Stark, it was

RESOLVED to approve the Regular Meeting Minutes of February 27, 2020as printed.

The MOTION passed.

BUILDING INSPECTOR'S REPORT

Inspector Stolarz presented his report (attached).

Following a discussion and upon a MOTION duly made by Director Luther-Stark andseconded by Vice President Cho, it was

RESOLVED to award a contract to Fenn Termite & Pest Control to serviceand maintain Mutual One Property for Pest and Termite services for a three-year period at a total cost of $50,625.00 and approve the cost for pest

BOARD OF DIRECTORSMUTUAL ONE April 23, 2020

control as itemized in Exhibit A using funding from Operations and toauthorize the President to sign the contract.

The MOTION passed

Following a discussion and upon a MOTION duly made by Director Luther-Stark andseconded by Director Barreras, it was

RESOLVED to approve the patio proposal from MJ Jurado Incfor Units 38-F, 63-1, and 63-B, at a cost not to exceed $9,500.00.Funds to come from Structural Repairs and authorize thePresident to sign the contract.

The MOTION passed.

Following questions, Mr. Stolarz left the call at 9:30 a.m.

GRF^REPRESENTATIVES' REPORTS

GRF Representatives Perrotti and St. Aubin's provided a verbal update.

UNFINISHED BUSINESS

Following a discussion and upon a MOTION duly made by Chief Financial OfficerPotterton and seconded by Director Luther-Stark, it was

RESOLVED to ratify rescission of Policy 7025.01 - CommonInterest Development, Policy 7304 - Financing Capital Projects,Policy 7305 - Depreciation - Straight Line Method, Policy 7307-Signature Requirements on Checks, Policy 7310- MutualBudgets, Policy 7330.01 - Impounds - Property Taxes, Policy7331.01 - Interest on Impound Accounts, Policy 7335 - CashDisbursements, and Policy 7336 - Shareholders' Interest; the28-day posting requirement has been met.

The MOTION passed.

Following a discussion and upon a MOTION duly made by Chief Financial OfficerPotterton and seconded by Director Barreras, it was

RESOLVED to ratify amended Policy 7306.01 - BankingResolutions; the 28-day posting requirement has been met.

The MOTION passed.


Following a discussion and upon a MOTION duly made by Chief Financial OfficerPotterton and seconded by Director Tous, it was

RESOLVED to ratify rescission of Policy 7020 - Approval ofEscrows and Policy 7021 - Limitations of Stockholders andadopt Policy 7020.01 - Approval of Escrows and Policy 7021.01- Limitations of Shareholders; the 28-day posting requirementhas been met.

The MOTION passed.

NEW BUSINESS

Following a discussion and upon a MOTION duly made by President Gambol andseconded by Director Tous, it was

RESOLVED to acknowledge, per the requirements of the CivilCode Section 5500(a)-(f), a review of the reconciliations of theoperating and reserve accounts, operating revenues andexpenses compared to the current year's budget, statementsprepared by the financial institutions where the mutual has itsoperating and reserve accounts, and income and expensestatement for the Mutual's operating and reserve accounts,the check registers, monthly general ledger and delinquentassessment receivable reports for the months of February2020 and March 2020.

The MOTION passed.

Following a discussion and upon a MOTION duly made by President Gambol andseconded by Director Luther-Stark, it was

RESOLVED to ratify the phone poll conducted on March 25,2020, to accept that the Board of Directors of Seal BeachMutual One, upon a presentation of the Financial Statementsas of December 31, 2019, for the year then ended, and theproposed Accountant's report as submitted byCliftonLarsonAllen (CLA), hereby accepts the above-mentionedfinancial statements and reports therein, and authorize thePresident to sign the Management Representation Letter.

The MOTION passed.

Following a discussion and upon a MOTION duly made by President Gambol andseconded by Director Barreras, it was

RESOLVED to ratify the resolutions " RESOLVED to approverelease buyers from contract on sale of Unit 21-A in MutualOne", "RESOLVED to authorize the Board to subscribe to

BOARD OF DIRECTORSMUTUAL ONE April 23,2020

Zoom, for $14.99/month to conduct teleconference meetingsuntil the Coronavirus crisis in over", "RESOLVED to accept thechange order forA-1 to continue work at 40 percent of contract,upon completion of each building the remainder of contract willbe honored", "RESOLVED to approve to have hot water tanksreplaced in the Mutual 1 Laundry Rooms", and "RESOLVEDthat the Chief Financial Officer/Finance Committee to rollovermaturing CDARs and other investments to reinvest suchinstruments into federally insured interest-bearing accountsthrough October 2020" made on April 2, 2020.

The MOTION passed.

Following a discussion and upon a MOTION duly made by Chief Financial OfficerPotterton and seconded by Director Barreras, it was

RESOLVED to approve the on-site Reserve Study byAssociation Reserves for the year 2021 at a cost of $1,610.00per year. Paying 50% upon the approval and start of the studyand 50% upon completion of the study and authorize thePresident to sign the contract.

The MOTION passed.

Following a discussion and upon a MOTION duly made by Vice President Cho andseconded by Director Luther-Stark, it was

RESOLVED to approve the purchasing of the Fire Avertproposal at a cost not to exceed $124,354.15. Funds to comefrom Contingency Fund and authorize the President to sign thecontract.

The MOTION passed with one "no" vote (Brennan)

Per the Mutual's Bylaws, Article IV, Section 7, Christine Hamilton, Unit 54-G,shareholder of Mutual One intends to vote cumulatively for the elections of Directors forthe 2020-2021 term of office.

Following a discussion and upon a MOTION duly made by Director Tous and secondedby Director Barreras, it was

RESOLVED to appoint Accurate Voting Services as MutualOne's Inspectors of Election.

The MOTION passed.


SECRETARY / CORRESPONDENCE

Secretary Brennan received no letters of correspondence.

CHIEF FINANCIAL OFFICER'S REPORT

The Chief Financial Officer submitted her report (attached).

MUTUAL ADMINISTRATION DIRECTOR'S REPORT

Mutual Administration Director Hopkins gave a verbal update.

ANNOUNCEMENTS

NEXT REGULAR MONTHLY MEETING: Thursday, May 28, 2020, 9:00 a.m., TBA.

COMMITTEE REPORTS

Physical Property CommitteeNo report.

SHAREHOLDERS' COMMENTS

One shareholder made comments.

DIRECTORS' COMMENTS

One Director made comments.

ADJOURNMENT

There being no further business to conduct, President Gambol adjourned the meeting at10:49 a.m. and stated that there will be an executive session to discuss member issues.


EXECUTIVE SESSION SUMMARY

The Board met in Executive Session on April 23, 2020, at 11:27 a.m., and took thefollowing actions:

The Board approved the Executive Session Minutes from February 27, 2020, SpecialExecutive Session Minutes of April 2, 2020.

1. Legal Mattersa. Three legal matters were discussed. Three files sent to attorney regarding

delinquent accounts, notice of intents, and drafting notices.2. Contracts

a. No contracts were discussed.3. Assessments / Delinquencies

a. Six delinquent letters were drafted.4. Disciplinary Hearings

a. Four disciplinary hearings were discussed.

President Gambol adjourned the meeting at 12:20 p.m.

'/^O^J/^.^——Attest, J ill Brei4tian, SecretarySEAL BEACH MUTUAL ONERB 4/23/2020Attachments


)

RESOLUTIONS IN THE REGULARMONTHLY MEETING OF April 23, 2020

04/23/2020 RESOLVED to approve the Regular Meeting Minutes of February 27,2020 as printed.

RESOLVED to award a contract to Fenn Termite & Pest Control to serviceand maintain Mutual One Property for Pest and Termite services for athree-year period at a total cost of $50,625.00 and approve the cost forpest control as itemized in Exhibit A using funding from Operations and toauthorize the President to sign the contract.

RESOLVED to approve the patio proposal from MJ Jurado Incfor Units 38-F, 63-1, and 63-B, at a cost not to exceed $9,500.00.Funds to come from Structural Repairs and authorize thePresident to sign the contract.

RESOLVED to ratify rescission of Policy 7025.01 - CommonInterest Development, Policy 7304 - Financing Capital Projects,Policy 7305 - Depreciation - Straight Line Method, Policy 7307-Signature Requirements on Checks, Policy 7310- MutualBudgets, Policy 7330.01 - Impounds - Property Taxes, Policy7331.01 - Interest on Impound Accounts, Policy 7335 - CashDisbursements, and Policy 7336 - Shareholders' Interest; the28-day posting requirement has been met.

RESOLVED to ratify amended Policy 7306.01 - BankingResolutions; the 28-day posting requirement has been met.

RESOLVED to ratify rescission of Policy 7020 - Approval ofEscrows and Policy 7021 - Limitations of Stockholders andadopt Policy 7020.01 - Approval of Escrows and Policy 7021.01- Limitations of Shareholders; the 28-day posting requirementhas been met.

RESOLVED to acknowledge, per the requirements of the CivilCode Section 5500(a)-(f), a review of the reconciliations of theoperating and reserve accounts, operating revenues andexpenses compared to the current year's budget, statementsprepared by the financial institutions where the mutual has itsoperating and resen/e accounts, and income and expensestatement for the Mutual's operating and reserve accounts,the check registers, monthly general ledger and delinquentassessment receivable reports for the months of February2020 and March 2020.


RESOLVED to ratify the phone poll conducted on March 25, 2020, toaccept that the Board of Directors of Seal Beach Mutual One,upon apresentation of the Financial Statements as of December 31, 2019, for theyear then ended, and the proposed Accountant's report as submitted byCliftonLarsonAllen (CLA), hereby accepts the above-mentioned financialstatements and reports therein, and authorize the President to sign theManagement Representation Letter

RESOLVED to ratify the resolutions " RESOLVED to approverelease buyers from contract on sale of Unit 21-A in MutualOne", "RESOLVED to authorize the Board to subscribe toZoom, for $14.99/month to conduct teleconference meetingsuntil the Coronavirus crisis in over", "RESOLVED to accept thechange order for A-1 to continue work at 40 percent of contract,upon completion of each building the remainder of contract willbe honored", "RESOLVED to approve to have hot water tanksreplaced in the Mutual 1 Laundry Rooms", and "RESOLVEDthat the Chief Financial Officer/Finance Committee to rollovermaturing CDARs and other investments to reinvest suchinstruments into federally insured interest-bearing accountsthrough October 2020" made on April 2, 2020.

RESOLVED to approve the on-site Reserve Study byAssociation Reserves for the year 2021 at a cost of $1,610.00per year. Paying 50% upon the approval and start of the studyand 50% upon completion of the study and authorize thePresident to sign the contract.

RESOLVED to approve the purchasing of the Fire Avertproposal at a cost not to exceed $124,354.15. Funds to comefrom Contingency Fund and authorize the President to sign thecontract.

Per the Mutual's Bylaws, Article IV, Section 7, Christine Hamilton, Unit 54-G, shareholder of Mutual one intends to vote cumulatively for the electionsof Directors for the 2020-2021 term of office.

RESOLVED to appoint Accurate Voting Services as MutualOne's Inspectors of Election.

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Major projects scheduled for this year using reserve funds:

Continuation of sewer re-line (modified basis due to COVID)On-going concrete repair (need to monitor carefully)Other projects from operating:Landscape extras - includes valve repair and replacement, root barrier, trimming andpruning of trees over 20', sodding, installation of trees, shrubs and plants, additional soil,gutter cleaning, sprinkler head replacement. Also removal of shrubs that are unsightly ordead (i.e. junipers) and remediating those areas.

All laundry room floors will be evaluated to see if the elastomeric seal needs to be redone per thereserve study. Rich is researching.

The on-site Reserve Study will be completed this year. Sean Anderson has been contacted and Ihave been working with him to set up dates, etc.

As usual, should you have any questions, please call or email your questions.

Denise Potterton, Mutual 1 CFO

GRR Board of Directors' Recap 02/25/20

Approved Consent AgendaMOVED and duly approved to adopt the Consent Agenda: Committee/Board meeting minutesfor the month of January, as presented; minutes of the January 28, 2020 Golden RainFoundation (GRF) Board of Directors (BOD), as presented; the February 2020 GRF BoardReport as presented; the financial statements, January 2020, for audit; and approved ReserveFunds Investment Purchase.

General - Reserve Funding Request - Roof Replacement Administration Buildina, LatentConstruction Defects

MOVED and duly approved an additional $28,599, Reserve funding, in contingencies for RoofProject #927-19, resulting in a total of $83,086 ($55,513 BOD approved funding) forcontingencies for the project, and authorize the Physical Property Chair to approve the changeorders.

General - Fitness Center Expansion and Enhancement, Design ApprovalMOVED and duly approved to conceptually approve the design concept (Exhibit A in the agendapacket) for the expansion and enhancement of the Fitness Center and authorize the PhysicalProperty, Recreation and Architectural Design Review Committees to take all required actionsto finalize all plans and specifications and to fully develop all costs for the proposed project.Upon securing all required costs, request the availability of Reserve and Capital funds from theFinance Committee. With the Finance Committee's determination of available funding,recommend the GRF Board review and approve the design concept.

General - Design Approval - Pool, Spa, and Locker Room ReplacementMOVED and duly approved the design concepts (Exhibits A and B in the agenda packet) for thereplacement of the Pool, Spa and Lockers Room, required by the uncovered presence ofnumerous critical latent construction defects and authorize the Physical Properties, Recreationand Architectural Design Review Committees to take all required actions under a budget, asapproved by the Board, to complete the replacement of the Pool, Spa and Locker Rooms, asquickly as reasonably possible.

Executive Committee - GRF Healthcare Benefits Renewal

MOVED and duly approved the renewal of the following GRF employee benefit plans for theplan year beginning April 1, 2020, and ending March 31, 2021 Anthem Blue Cross Medical Lowand High HMO Plans, Guardian Dental HMO and PPO Plans, Guardian VSP Vision Plan,Guardian Basic Life and AD&D Insurance Plan, Guardian Long Term Disability Plan, GuardianAccident and Critical Illness Plan, Guardian Employee Assistance Plan, and Guardian VoluntaryLife Plan.

Executive Committee - Capital Funding Request - Administration Building, Vacant OfficeRepurpose

MOVED and duly approved the office rehabilitation expenses for technology purchases andoffice furniture for the repurposing of the vacant office on the second floor of the AdministrationBuilding, Capital Funding, not to exceed $2,000.

Page 1 of 6

Physical Property Committee - Capital Funding Request - Main Gate Improvements (Exit Area.Break Room and Kitchen AreaMOVED and duly approved improvements at the Security Main Gate (break room, kitchen areaand exit office), to be carried out by the Service Maintenance Department as called out in ExhibitA in the agenda packet, for a cost not to exceed $17,440, Capital funding, and authorize theExecutive Director to issue the work order.

Physical Property Committee - Reserve Fundin^Reguest- Clubhouse Four, Replace Flooring,Lapidary RoomMOVED and duly approved to award a contract to Cornerstone Flooring, to replace the flooringin the Lapidary Room of Clubhouse Four, for a cost not to exceed $8,684, and add contingenciesof $1,316, for a total project cost not to exceed $10,000, Reserve funding, and to authorize thePresident to sign the contracts and Physical Property Chairperson authorize any contingencyfunds.

Physical Property Committee - Reserve Funding Request- Administration Buildino,Replacement of HVAC Unit OneMOVED and duly approved the replacement of the rooftop HVAC, unit #1, at the AdministrationBuilding, for a cost not to exceed $4,200, Reserve funding, and authorize the Executive Directorto initiate the request and authorize the President to approve the agreement.

Recap of GRF Committees' Activity March 2020

March 2, 2020. Recreation CommitteeCONCURRED to seek funding availability from the Finance Committee recommend the GRFBOD approve the purchase of a pool table to replace the snooker table;MOVED to dissolve the Restaurant/Bar Subcommittee;MOVED approve the 2020 Amphitheater schedule, as presented (the Village People are yet tobe finalized);MOVED to recommend the GRF BOD approve the renaming of the Upper Amphitheater Loft toPerforming Arts Center;MOVED to authorize Wolf Haven International to offer The Wolves, Coyotes and DoasEducation Program, at a cost of $150.00 and authorize use of a room in a Clubhouse to bedetermined;

MOVED to request staff explore options for sponsorships of the weekend bands;MOVED approve the concept of an additional Bocce Ball Court at Mission Park or alternatelocations and to send the concept to the Physical Property Committee for cost estimates. Uponsecuring all applicable cost estimates, the Physical Property Committee shall return the projectto the Recreation Committee for review of the proposed expense against current and futurecommunity recreational needs;CONCURRED to review the Commemorative/Donation Wall at the next Committee meeting;MOVED to approve the name of the Golf Course contest, drafted by the Assistant RecreationManager and requested an update at the next Committee meeting;MOVED to approve use of designated space at the Pickleball courts, for use by the PickleballClub for pickleball training by Barry Chittem and to allow the Recreation Department to overseethe details;

Page 3 of 6

MOVED to select beryl pearl (#0509) color paint, for the library interior. The wall behind the counterwill be stat stone and to include a library signage.

CANCELLED: March 9. 2020. Mutual Administration Committee

CANCELLED: March 10. 2020. Facilities and Amenities Review Ad hoc Committee

March 11. 2020. Security. Bus & Traffi^CommjtteeMOVED recommend the GRF BOD adopt 80-5580-1, Gate Pass-Rules, 80-5580-2, GatePasses-Fees, 80-5580-3, Gate Passes, Procedures, and rescind 80-5536-1, Guest Passes;CONCURRED to review at the next Committee meeting: adopt 80-1930-1 , Traffic-Rules, adopt80-1930-3, Traffic-Procedures, adopt 80-1937-1, Parking-Rules, adopt 80-1937-2, Parking-Fees, adopt 80-1937-3, Parking-Procedures, amend, 80-1927.02-1, Parking Rules for TrustProperty, rescind 80-1920-1, Traffic Rules and Regulations, rescind 1925-1, Traffic Rules andRegulations-Enforcement on Trust Property, rescind 80-1927-1 Parking Rules for TrustProperty and rescind 80-1928-1, Golf Cart and Low Speed Vehicle Rules.

March 12, 2020, Communications & IT Committee

DISCUSSED the revision of LW Community map; no action was taken;DISCUSSED Social Media Domains; no action was taken;CONCURRED to request staff to present previously chosen domain names for social mediahandles at the next scheduled meeting;CONCURRED to suspend the review of 20-2860-3, 20-5585-1, 20-2806-2, 20-5046-3, 20-2860-1, 20-5585-1,20-2850-3,20-2861-1,20-2866-1, 20-5581-1, and 20-5583-3.

March 13, 2020, Executive Committee

MOVED to make no changes to the Employee Handbook pertaining to staff serving on Mutualand/or GRF Boards of Directors

CONCURRED to review 80-1927.02-3, Parking Rules Violations Panel (PRV) at the nextCommittee meeting;MOVED to recommend the GRF BOD adopt 30-5083-3, Anti-Discrimination Procedures, amend30-5020-1, Organization of the Board, amend 30-5026-3, GRF Election of Officers, and amend30-5092-1, Code of Ethics.MOVED amend 30-5092.01-3, BOD Censure Procedure (non-substantive changes);CONCURRED review 30-1021-1, Posting of Signs on Trust Property, pending legal opinion and30-5024-1, Committee Structure, at the Committee next meeting;CONCURRED to accept 30-1220-1, Sub-committee Resident Specialist, as reviewed.

CANCELLED: March 16. 2020, Finance Committee

CANCELLED: , 2020, Website Redesign Committee

CANCELLED: March 18, 2020, Strategic Planning Ad hoc Committee

Page 5 of 6

BOARD OF DIRECTORS MEETINGMUTUAL NO. ONE

DATE: April 23, 2020

SHAREHOLDER/GUEST NAME

1.

2.

Mark Scott

Kathy Rose

3.

4.

Manny Haroe

Christine Hamilton

resolved to approve the regular meeting minutes of ...€¦ · following a discussion and upon a...

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