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Minutes of the Regular Board of Directors Meeting
April 24,, 2018

Date, Time, and Place
Tuesday, April 24, 2018 at 8:01 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:
President Fred Marcus, Vice President Sharon Kopman, Treasurer Ed Gold, Secretary Rosario Vizzie, Jon Cohen, and Harold Tennen. 
Michael Gillman was absent.
General Manager Robert Avila was also present. 

Association Members Present
The following Association Members were in attendance:
Alan & Stephanie Davis, Martin Carlin, Jeff Rohde, Bob Cooper, Tom Holliday, Barbara Tenenbaum, Ron Cornell, Andre Stojka, Jay Lipsky, and Miles Gibbons.

Open Discussion Period
President Fred Marcus opened the meeting by allowing for questions and comments on non-agenda items from Association Members in attendance.  There were none.

Approval of Minutes
Mr. Cohen made the motion to approve the minutes of the March 27, 2018 regular Board of Directors meeting.  The motion was seconded by Mr. Vizzie and was approved by the Board with the following vote; Ayes: Cohen, Gold, Marcus, Tennen, Vizzie; Abstain: Kopman.

Financial Statement
Treasurer Ed Gold presented the Board with the March 2018 Financial Statement.  A summary of the Association’s financial position as of March 31,, 2018 was as follows:

March
Operating Fund
2018
Actual
2018
Budget
2018
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $446,188 $ 446,511 $  (323)  
Total Expenses: $402,588 $ 431,021 $ 28,433  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 43,600   $ 15,490 $ 28,110  
         
Beg. Fund Balance - 1/1/18

$ (38,775) (unaudited)

   
  ------------------      
Fund Balance - 3/31/18

$ 4,825

     
         
March
Reserve Fund
2018
Actual
     
  ------------------      
Total Income:  $ 133,010      
Total Expenses: $ 14,467      
  ------------------      
Net Income/Loss

$ 118,543

     
         
Beg. Fund Bal. - 1/1/18 $ 651,479  (unaudited)    
  ------------------      
Fund Balance - 3/31/18 $770,022      

Mr. Gold 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 2018 Financial Statement.  The motion was seconded by Ms. Kopman and was unanimously approved by the Board.  Copies of the Financial Statement are available to all Association Members.

Fitness Committee Report
Committee Chair Barbara Tenenbaum reported that the Committee was prepared to make a recommendation on which contractor to use for the Fitness Center Bathroom / Entry Renovation Project. 

Recommendation - Contractor for Fitness Center Bathroom / Entry Renovation Project
On behalf of the Fitness Committee, Mr. Avila gave a brief history of the Project’s design phase and bid process.  As part of his history recap, Mr. Avila reiterated that the Committee felt the Project should be broken up into phases because of the cost; the interior work (bathrooms and interior entry hall area) should be done, first, and the exterior entry area be done another time.  In the end, Mr. Avila reported that he and the Committee recommended that Halifax Construction and Development (“Halifax”) be retained to complete the Project for $237,988.  Mr. Avila reminded the Board that Halifax completed the Clubhouse Second Floor Renovation Project a number of years ago, and everyone was pleased.  After discussion, Ms. Kopman made the motion to retain Halifax to complete the Project, subject to them accepting the changes the Board made and approved to the proposed construction contract.  If Halifax does not accept the contract changes, then the second best bid, which was about $2,000 higher, be accepted using the same contract the Board changed and approved.  The motion was seconded by Mr. Gold and was approved by the Board with the following vote; Ayes: Gold, Kopman, Marcus, Tennen, Vizzie; Nays: Cohen. 

Finance Committee Report
Committee Chair Ed Gold reported on the April 10th Finance Committee meeting at which it reviewed the draft audited 2017 Year-End Financial Statement (“Statement”) and draft 2017 Federal and State Tax Returns (“Tax Returns”), as prepared by the accounting firm of Hutchinson & Bloodgood, LLP.  The Committee recommended that the Board approve and accept the Statement and the Tax Returns. 

Draft Audited 2017 Year-End Financial Statement
After review and discussion, Ms. Kopman made the motion to approve and accept the audited 2017 Year-End Financial Statement.  The motion was seconded by Mr. Vizzie and was
unanimously approved by the Board. 

Draft 2017 Tax Returns
After review and discussion, Ms. Kopman made the motion to approve and accept the 2017 Tax Returns.  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Discuss Landscape Maintenance Contract
Ms. Kopman requested this agenda item and suggested that the landscape maintenance contract be re-bid to see if Midori Gardens’ service rate is competitive.  During the discussion, it was noted that Midori raised its rate for the first time in nine (9) years on January 1st by approximately 5%.  After discussion, Ms. Kopman made the motion to re-bid the landscape maintenance contract.  The motion was seconded by Mr. Vizzie and was not approved by the Board with the following tie-vote: Ayes: Cohen, Kopman, Vizzie; Nays: Gold, Marcus, Tennen. 

Recommendation - Bid to Repaint Clubhouse & Pool Area Wood / Metal / Trim
Mr. Avila reported receiving the best bid from Villegas Painting to repaint the wood and metal elements and trim around the Clubhouse, the surrounding areas, and the adjacent Claray Pool Area as the stucco is replaced for $19,750.  After discussion, Mr. Gold made the motion to accept the bid and have Villegas Painting complete the work.  The motion was seconded by Mr. Cohen and was unanimously approved by the Board.

Request for Appointment to Social Committee
Mr. Avila reported that Kavita Amar volunteered to serve on the Social Committee to help with the children’s events, and that she needed to be formally appointed to the Committee.  Mr. Tennen made the motion to appoint Ms. Amar to the Social Committee.  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Emergency Preparedness Advisory Committee (“EPAC”) Report
The Board reviewed the minutes of the Committee’s April 9th meeting at which it discussed, among other things, the results of its April radio network check in, discussed participating in and helping to advertise the upcoming Fire Station 99 Open House, discussed the upcoming May 20th LAFD CERT training for the community, and discussed Committee member attendance at Committee meetings.

Request for Committee Member Removal
EPAC Chair Ron Cornell reported that a Committee member resigned, and another member came to the January, has missed three meetings in a row, and has been non-responsive to phone calls and emails.  Therefore, the Committee requested that the Board remove her from the Committee.  Ms. Kopman made the motion to remove her from the Committee.  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Traffic Committee Report
Committee member Sharon Kopman advised that there was nothing new to report. 

Discuss Bel Air Glen HOA’s Desire to Gate its Community
Mr. Avila reported speaking with Bel Air Glen HOA’s (“BAGHOA”) manager.  BAGHOA has not filed the necessary application with the City, yet, because it is in the process of trying to determine whether its CC&Rs would permit the undertaking of gating the community. 

Neighborhood Council Report
Bel Air Ridge representative to the Neighborhood Council Andre Stojka gave the following report:

Beginning May 1st, a small section of Benedict Canyon Drive between Hutton Drive and Mulholland Drive will be closed by the DWP for water pipe repairs.  Traffic on Benedict Canyon will be redirected at Hutton east to Deep Canyon and then, up to Mulholland.  This will probably result in slower traffic and more of a backup on Deep Canyon which will carry both the Deep Canyon traffic as well as the Benedict Canyon traffic.  The Neighborhood Council Traffic Committee, meeting with Greg Martayan of Council Member Koretz’s office, has heard Greg’s plan to station nine traffic officers along Benedict Canyon, all with radio and telephone communication, to move traffic as quickly as possible.  I have been promised one traffic control officer at the intersection of Sunset and Beverly Glen to help move that traffic. 

The wrinkle in the plan is DWP signage.  New electric signs posted along all canyon roads indicate that Benedict Canyon will be closed May 1st and that drivers should seek alternative routes.  The signs are NOT true.  Only a small section of Benedict Canyon will be closed and traffic will be shunted to Deep Canyon.  The sign instructs drivers to seek alternative routes.  If they do, it will create havoc on other canyon roads like Beverly Glen.  I have been inspecting and photographing the signs and exchanging a surprising number of emails, phone calls, and texts with Greg and DWP employees to change the sign language.  I have communicated to DWP that just because a small section of Benedict Canyon is closed, signs should not be posted indicating ALL of Benedict Canyon will be closed. 

Social Committee Report
Chair Andre Stojka reported on the Committee’s April 9th meeting at which it discussed the extreme success of Debbie Schwartz’s retirement party, discussed trying to find someone to head coordinating family / children’s events, and started planning its next wine tasting event. 

Tennis Committee Report
The Board reviewed the minutes of the Tennis Committee’s meeting on April 10th at which it, among other things, discussed the upcoming sandblasting of the Clubhouse, discussed its upcoming Junior event on April 29th, and discussed the implementation of the ClubClix court reservation system. 

Architectural & Landscaping Committee (“ALC”) Report
ALC Chair Harold Tennen reported on the Committee’s April 16th meeting at which it approved all three of the property improvement requests it received.   

Security Committee Report
Mr. Marcus reported on the number and types of security incidents that occurred in the community from March 15, 2018 to April 4, 2018; 14 false burglar alarms, 5 unattended open garage doors / courtyard gates, 1 suspicious vehicle, 3 suspicious incidents / issues, 3 resident assistances, 2 disturbances, and 1 parking enforcement issue.

Discuss the Placement of Tree Cuttings / Mulch on Hillsides
Association Member Alan Davis, who was in attendance, complained about the Association’s practice of placing tree cuttings / mulch on the Common Area hillsides, claiming it is a fire hazard and causes hillside erosion.  Mr. Avila provided the Board with letters from the LAFD website, the Association’s geotechnical engineer, and the Association’s arborist.  LAFD guidelines state that cut vegetation may be machine processed (chipped) and spread as ground cover (mulch) so it does not exceed 3 inches in depth within 30 feet of structures and no more than 6 inches in depth 30+ feet from structures/buildings.  The geotechnical engineer stated that, “overall, mulch cast over slope will have a positive impact to the surficial stability of the slope”.  The arborist stated, “I have suggested that Bel Air Ridge put shredded tree trimmings on the slopes to keep weeds down and slow erosion.  As long as the mulch is not applied too thickly, and is free from noxious weeds, I believe this is appropriate”.  After the Board heard from Mr. Davis, the Board took no action due to the lack of a motion to do so. 

* Board member Jon Cohen left the meeting at this time, 9:25 p.m.

Authorize Recordation of Lien on Property for Delinquent Assessments
Mr. Avila reported that the owners of the property with APN # 4379-005-094 are seriously delinquent in paying their assessments, and that the next step in the collection is the recordation of a lien and Notice of Default on the property, which needs to be approved by the Board.  Mr. Gold made the motion to approve the recordation of a lien and Notice of Default.  The motion was seconded by Ms. Kopman and was unanimously approved by the Board. 

Adjournment
The regular Board of Directors meeting was adjourned at 9:31 p.m. 

Executive Session - March 27, 2018 - General Notes

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

The Board approved the minutes of the March 27, 2018 Executive Session.

The Board discussed a settlement enforcement matter.

The Board discussed a matter of potential litigation - Common Area property encroachment.

The Board discussed personnel matter.

The Board discussed a contract with a third party.

The Board discussed a possible contract breach by a prior vendor.

The Executive Session was adjourned at 7:50 p.m.

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