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Minutes of the Regular Board of Directors Meeting
April 25, 2017

Date, Time, and Place
Tuesday, April 25, 2017 at 8:00 p.m. at the Claray Clubhouse, located at 2760 Claray Drive, Bel Air, California 90077

Quorum
A quorum was established with the following Board members present:
Vice President Sharon Kopman, Secretary Harold Tennen, Tom Holliday, Fred Marcus, and Rosario Vizzie.  President Andrew Tenenbaum and Treasurer Michael Gillman were absent.
General Manager Robert Avila was also present. 

Association Members Present
The following Association Members were in attendance:
Jeff Rohde, Eve Gittelson, Ron Cornell, Joan Herman, Sandra Cooper, Diane Weinstein, Jeanie McCarthy, Andre & Leslie Stojka, and Gary Michel. 

Open Discussion Period
Vice President Sharon Kopman opened the meeting by allowing for questions and comments on non-agenda items from Association Members in attendance. 

Eve Gittelson advised that the Board that her neighbor is not maintaining his property in an acceptable condition/manner and asked if the Board could take action to get her neighbor to properly maintain his property.  The matter was referred to Mr. Avila for further investigation and to initiate any action the Association could take. 

Approval of Minutes
Mr. Tennen made the motion to approve the minutes of the March 28, 2017 regular Board of Directors meeting.  The motion was seconded by Mr. Marcus and was unanimously approved by the Board.

Financial Statement
Treasurer Michael Gillman presented the Board with the March 2017 Financial Statement.  A summary of the Association’s financial position as of March 31, 2017 was as follows:

March
Operating Fund
2017
Actual
2017
Budget
2017
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $ 438,870 $ 437,304 $   1,566  
Total Expenses: $ 346,110 $ 437,131 $ 91,021  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 92,760 $ 173 $ 92,587  
         
Beg. Fund Balance - 1/1/17 $ (55,123)      
  ------------------      
Fund Balance - 3/31/17 $ 37,637      
         
March
Reserve Fund
2017
Actual
     
  ------------------      
Total Income:  $ 122,644      
Total Expenses: $ 58,957      
  ------------------      
Net Income/Loss

$  63,687

     
         
Beg. Fund Bal. - 1/1/17 $ 585,487      
  ------------------      
Fund Balance - 3/31/17 $ 649,174      

Ms. Kopman and Mr. Avila answered questions from the Board about the contents of the Financial Statement.  After discussion, Mr. Tennen made the motion to approve the March 2017 Financial Statement.  The motion was seconded by Mr. Holliday and was unanimously approved by the Board.  Copies of the Financial Statements are available to all Association Members, upon request.

Social Committee Report
The Board received the minutes from the Committee’s April 3rd and April 20th meetings at which it discussed and planned its proposed wine event, scheduled for June 4th, and discussed appointing more members to the Committee. 

Before discussing these issues, the Board discussed the Committee’s creation of a wine “club” last year.  Ms. Kopman explained that the Board discussed it and the Board’s position is that since the wine “club” is not open to the entire community and limits the number of participants, it is not sanctioned by the Association and it is a private group, the group can use the Clubhouse with an Association Member signing and assuming responsibility if something happens (with the fees being waived), and the Association not paying for flyers.  The Board supports the group but expressed the inability for it to be a formally sanctioned Association group/events, going forward.  Some members of the wine “club” were in attendance and discussed the matter with the Board. 

Proposed Community Wine Event
Committee Chair Diane Weinstein then explained the elements of the Committee’s proposed wine event and proposed budgets; two proposed budget options were presented for consideration, one being with additional food and servers.  Both proposed budget options included anticipated revenue to be received from homeowners/residents attending the event (e.g., 60, 80, 90, or 100 people), which would be used to offset and reduce the cost to the Association.  The Committee is also trying to coordinate with the Tennis Committee to have a children’s tennis event on the same day.  After discussion, Mr. Marcus made the motion to approve the proposed wine event and proposed budget option 2, which would cost the Association approximately $1,190 (from the Committee’s annual event budget) if 100 homeowners/residents attend the event.  The motion was seconded by Mr. Holliday and was unanimously approved by the Board. 

Request for Additional Committee Appointments
It was reported that Association Members Joan Herman, Sandra Cooper, and Jeanie McCarthy requested to be appointed to the Social Committee.  Mr. Tennen made the motion to appoint them all to the Committee. The motion was seconded by Mr. Holliday and was unanimously approved by the Board. 

Finance Committee Report
Ms. Kopman reported that the Finance Committee met on April 20th, that she and Treasurer Michael Gillman met with the Association’s auditor that morning, that the Association had another clean audit, and that everything is running very smoothly.  The Committee continues to monitor the Reserve Funds, and that unless there are any unforeseen issues, the Committee feels the Reserve Funds will be at approximately 70% funded at the end of the year. 

Bid for Unarmed Security Patrol Services
One of the other things the Committee looked at was what would be the cost difference if the Association used unarmed security patrol officers instead of arm officers.  Mr. Avila was asked to obtain a quote from the current service provider, Platinum Security.  It would cost $1,472 per month ($17,664 per year) less to have unarmed officers, instead of armed officers.  The use of unarmed officers will result in a reduction of service, e.g. no alarm response, no vacation watch, the unarmed officers will strictly patrol the community by driving around in their vehicles, and the unarmed officers will not get out of their vehicles to leave notes for the homeowner for any reason.  It was felt that the cost difference was very minimal.  No action was taken on this matter. 
 
Tennis Committee Report
The Board reviewed the minutes from the Committee’s April 18th meeting, at which it discussed the status of the weekly junior tennis clinics and it discussed its upcoming social tennis events; a junior clinic on May 7th and an adult clinic (round robin format) on May 21st. 

Recommendation on Court Reservation System
The Board had continued discussions about the Committee’s recommended court reservation system, ClubClix.  Some Board members were able to view demonstration links briefly; the links were obtained the day of the Board meeting.  The Board reiterated its feeling that whatever reservation system is obtained, it should be able to be used at the Fitness Center, as well.  ClubClix is capable of being used at the Fitness Center.  The Board felt if the Association goes with ClubClix, it should be set up to be used at the Fitness Center at the same time as for the tennis courts, to avoid two set up fees.  The Board had questions about the system’s implementation, operation, and oversight.  But there weren’t any members of the Tennis Committee in attendance to answer the questions.  The Board felt it did not have enough information, at that time.  So no action was taken on the matter. 

Architectural & Landscaping Committee (“ALC”) Report
The Board reviewed the minutes of the ALC’s April 17th meeting at which it approved three of the four property improvement requests it received.  The request that was disapproved was because it was found to be incomplete and lacking details. 

Request for Additional Committee Appointments
ALC Chair Harold Tennen requested this agenda item, but withdrew it at the Board meeting.

Fitness Committee Report
Committee member Fred Marcus reported on the Committee’s April 5th meeting at which it discussed operations, maintenance, and equipment issues at the Fitness Center.  The Committee also continued its work in trying to locate an architect for the Fitness Center restroom renovation project.  Committee members met with five possible architects, but one had to drop out because he got too busy.  The Committee had one proposal already, and was expecting three more.  The Committee hopes to be able to recommend an architect to the Board at the May 23rd Board meeting.

Security Committee Report
Security Committee Chair Harold Tennen reported on the number and types of security incidents that occurred in the community from March 23, 2017 to April 19, 2107; 28 false burglar alarms, 12 unattended open garage doors / courtyard gates, 4 suspicious persons, 3 suspicious activities, 2 suspicious vehicles, 2 resident assistances, 1 barking dog, 2 soliciting calls, 2 noise disturbances, 2 medical emergencies with LAFD response, 1 power outage, and 1 needed maintenance observation.

Neighborhood Council Report
Desiree Lapin, the Bel Air Ridge alternate representative to the Bel Air Beverly Crest Neighborhood Council, reported that Dr. Pamela Pierson related that the California PUC made a demand on the Gas Company; they relocated a non-permitted ruptured gas line and discovered that all the gas lines by this neighbor were found to be under high pressure; it is half way done; they will be at Nicada and Mulholland, running a medium-pressure branch, so that area will be a problem for a few days.  She thanked the board for support on this, and noted that the roads will be resurfaced upon completion.

Andre Stojka, the Bel Air Ridge representative, reported that Councilperson Koretz had arranged for our Bel Air Ridge President or, in his place, a member of the Board to tour the Stone Canyon Reservoir on Monday May 1st from 3:00 p.m. to 4:00 p.m.  Mr. Stojka asked that he be advised who will attend and he would provide parking instructions when they are received from the Councilperson’s office.

Traffic Committee Report
Ms. Kopman speaking with the Council office and learning that at the end of the month the traffic officers would no longer be stationed at the intersection of Beverly Glen Blvd. and Mulholland Drive, and at Nicada Drive and Mulholland Drive during afternoon rush hours on different days of the week.  It was disappointing to hear, as it made a positive difference having the traffic officers keep traffic moving as quickly and efficiently as possible.  The Committee is going to continue to try to get the City to implement non-temporary/permanent measures to address the traffic that is plaguing the community. 

Emergency Preparedness Advisory Committee (“EPAC”) Report
The Board reviewed the minutes of the EPAC’s April 5th meeting at which it, among other things, continued its planning of its emergency preparedness faire, which was held on Sunday,

April 23rd, discussed its support and participation at the upcoming Fire Station 99 Open House, scheduled for Saturday, May 13th.

Request to Make Donation to Fire Station Open House
As part of its support and participation at the upcoming Fire Station 99 Open House, the EPAC asked the Board to approve the Association making a $300 donation to Station 99.  Ms. Kopman made the motion to approve the $300 donation.  The motion was seconded by Mr. Holliday and was unanimously approved by the Board. 

Update on Pending Hillside Repairs
Mr. Avila reported that the Ravenwood Court hillside repairs are progressing well, nothing unexpected has been encountered, and it should be completed in approximately three weeks.  Thereafter, the Beverly Glen Blvd. hillside repairs will begin.  The Special Assessment amounts will be known after the repairs at each site are completed. 

Adjournment
The regular Board of Directors meeting was adjourned at 9:00 p.m. 

Executive Session - April 25, 2017 - General Notes

The Executive Session was called to order at 7:00 p.m.

The Board approved the minutes of the March 15, 2017 and March 28, 2017 Executive Sessions.

The Board discussed a settlement enforcement matter.

The Board closed a matter of pending litigation.

The Board discussed with counsel committee formation and responsibility issues. 

The Board discussed counsel legal analysis of Architectural Rules.

The Executive Session was adjourned at 7:47 p.m.


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