Board honors employee of the year, amends policies

BOARD HIGHLIGHTS

by Ruth Osborn

Communications Director

At its Jan. 23 meeting, the Golden Rain Board of Directors applauded GRF 2023 Employee of the Year Jorge Valencia of Service Maintenance. He was honored for his exemplary service to Leisure World. GRF Human Resources Director LeAnn Dillman praised him for consistently demonstrating exceptional dedication, performance, and commitment to his job and for his ability to inspire and motivate his co-workers.

The board went on to listen to comments from a half dozen residents on a variety of issues. They included the community gardens and rising insurance costs, the new gate access system and budget concerns.

In other business, the board considered a variety of topics as follows.

Gate Access Report

“It went better than anticipated,” said GRF Executive Director Jessica Sedgwick, who gave a report on the new gate access system, which was unveiled Jan. 17. She thanked GRF Security Director Victor Rocha and his team for their hard work implementing the community- wide effort.

In the months leading up to the debut, Security distributed RFID tags to residents, and every guest, vendor, caregiver and service provider are receiving new guest passes at the entrance gates.

“There were a few glitches, as there always are when we go through a big implementation,” Sedgwick said. “Yes, a few barrier arms were hit, but we can replace them.”

All told, 20,000 vehicles flowed into LW between Wednesday and Saturday, and 5,600 visitor passes were processed, she said.

Rocha echoed Sedgwick’s assessment, saying “the volume is unbelievable. The old count system was quite low; we’re seeing over 5,000 vehicles a day piling in through the three gates. We are a city.”

He added that Security switched the residents RFID entry lane with the guest entry lane, now called “All Others” to protect printers and computers housed in the pre-existing guard shack. Passes are now scanned and printed on the spot, which will ultimately save time. It would have cost more than $50,000 to build another shack, which would have negated the need to move the resident entry gate, but that was deemed too costly.

Rocha also noted that traffic has always crossed at the Main Gate. The GRF has commissioned a study of traffic flow to look for a better configuration.

“In the coming weeks, things will be smoother,” Rocha said, adding that for every email complaining about the new program, there is one expressing gratitude for the extra layer of security it will bring. On social media, LWers weighed in, with some complaining about waits at the gates and the cost of the system. In equal measure, residents posted positive feedback: “I think, like with any change, it takes a little time to get used to a new system and to work the bugs out. Change can be difficult. Be patient. It will improve,” said one LW poster on Nextdoor.

“I’ve entered our community at least once every day at all three gates and have had no issues or delays. As staff and residents get used to the new system; I’m sure it will get better,” posted another.

On Facebook, a poster noted: “I just came in the North Gate only a few cars ahead of me. Security was very good and moved us along when the gate opened. I really like this new gate program.”

Another agreed: “Me too. This is good progress. We are a large community, and it takes time to implement new systems. Have been out twice today and very little waiting to get back in.” A third person advised patience: “It’s a new system for LW, gotta work the bugs out. Change doesn’t come easy, and I think chillin’ out and being patient will benefit all.”

Still another praised the new online guest management system, called Proptia, saying “I texted (my guest) the QR code and Security printed him the pass for his car. Easy.”

Optum Update

Jayna Kling, Optum Health Care Center practice manager, told the GRF Board that construction of the new pharmacy at the Optum HCC began Jan. 15.

The opening is tentatively planned for the end of February and there will be an open house to celebrate.

HVAC Replaced in CH 1

Upon the recommendation of the GRF Facilities Committee, the board approved a contract at a cost not to exceed $9,995 to Greenwood Heating and Air for the replacement of the heating and air conditioner in Clubhouse 1. The existing unit broke down and parts were no longer available for repair.

Governing Document Revisions The board approved minor amendments to GRF policy documents as part of a routine review of rules every two years. The following were minimally revised and renumbered, and will be approved, pending a 28-day notification (see Government, page 5): Table Tennis Rules and Recreational Vehicle Lot Monetary Fines (the only revision is how appeals are handled, with no change in fees). GRF Election Governing Documents The board minimally revised and renumbered election rules, which will be officially decided on pending a 28-day notification to members (see page 5). The amendments pertain to four election rules and procedures, including the call for candidates press releases that run in the LW Weekly, and a guide for board candidates. The revisions include renumbering and changing the titles of documents, among other minor adjustments.

The board approved changes which are in the 28-day notification period, after which they will be finalized.

Community Rules Enforcement Upon the recommendation of the Administration Committee, the board adopted a rule on the Community Rules Enforcement Procedure, pending a 28-day notification to members.

At the Sept. 11 executive session, the board voted to have the more serious hearings related to residents violating the code of conduct heard by the full board of directors.

Previously, these disputes went to the Community Rule Violation (CRV) panel, which has traditionally adjudicated minor parking and community rule infractions.

At the board’s Oct. 26 executive session, the board directed the Administration Committee to integrate input from GRF corporate counsel concerning possible violations against GRF personnel into 13-5093-3, Authorized Resident Rules of Conduct.

In separate actions, the board voted to send these two resolutions—related to code enforcement procedures and Authorized Resident Rules of Conduct—back to committee for further review.

Fines and Penalties— Authorized Resident Rules of Conduct Upon the recommendation of the Administration Committee, the board narrowly approved revisions to the Authorized Resident Rules of Conduct policy.

At the Board’s Oct. 26 executive session, the board directed the Administration Committee to integrate suggestions by GRF’s corporate attorney concerning violations against GRF personnel into 13-5093-3, Authorized Resident Rules of Conduct.

In consultation with the GRF director of Human Resources, the committee added language to explicitly underscore the Code of Conduct’s importance in preserving GRF’s adherence to laws mandating employee rights in the workplace.

The other significant change formalized the board’s authorization to impose non-financial penalties on persons found to have committed Code of Conduct violations.

The revisions are under a 28day notification to the members (see page 5).

The board will make a final decision at its next meeting on Feb. 27 at 10 a.m. in Clubhouse 4.

The GRF Board approved a contract to replace the HVAC system in Clubhouse 1.Paul Kryczko