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Minutes of the Regular Board of Directors Meeting
August 22, 2017

Date, Time, and Place
Tuesday, August 22, 2017 at 8:07 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 Andrew Tenenbaum, Vice President Sharon Kopman (via teleconference), Secretary Harold Tennen, and Fred Marcus. 
Treasurer Michael Gillman, Tom Holliday, and Rosario Vizzie were absent.
General Manager Robert Avila was also present. 

Association Members Present
The following Association Members were in attendance:
Amir Navab, Ed Cain, Ron Cornell, Elinor Lenehen, Diane Weinstein, Joan Herman, Andre Stojka, Michael & Pat Brill, Danielle Cohen, Jeanie McCarthy, Arthur & Anita Aratow.

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

Pat Brill expressed her support for Pilates instructor Michele Sheinbaum and asked everyone to understand and recognize how fortunate the community is having her giving Pilates instruction at the Fitness Center. 

Approval of Minutes
Mr. Marcus made the motion to approve the minutes of the July 25, 2017 regular Board of Directors meeting.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board.

Financial Statement
Mr. Avila presented the Board with the July 2017 Financial Statement.  A summary of the Association’s financial position as of July 31, 2017 was as follows:

July
Operating Fund
2017
Actual
2017
Budget
2017
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $ 1,024,021 $ 1,020,376 $  3,645  
Total Expenses: $ 910,249 $ 1,005,845 $ 95,596  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 113,772 $ 14,531 $ 99,241  
         
Beg. Fund Balance - 1/1/17 $ (55,123)      
  ------------------      
Fund Balance - 7/31/17

$ 58,649

     
         
July
Reserve Fund
2017
Actual
     
  ------------------      
Total Income:  $ 249,256      
Total Expenses: $ 242,481      
  ------------------      
Net Income/Loss

$ 6,775

     
         
Beg. Fund Bal. - 1/1/17 $ 585,487      
  ------------------      
Fund Balance - 7/31/17 $ 592,262      

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

Social Committee Report
Committee Chair Diane Weinstein reported on the Committee’s August 9th meeting at which it discussed and planned its next wine events and the Halloween Party, worked on its proposed 2018 budget, and discussed the Committee possibly establishing a bank account to handle the wine events during the year.

Request for a Committee Bank Account
The Committee requested Board approval for it to establish a bank account to handle the wine events during the year.  Committee member Ron Cornell explained that it would involve $450 to open the account, and that the Committee would provide the Board with a monthly accounting of the bank account balance.  After discussion, Mr. Marcus made the motion to approve the Committee’s request, for next year.  The motion was seconded by Mr. Tennen and was approved by the Board with the following vote; Ayes: Marcus, Tenenbaum, Tennen; Abstain: Kopman.

Proposed Two Wine Events & Budgets
The Committee requested Board approval for it to hold wine events on October 11th and November 8th, as well as approval for the events’ budgets.  The Committee’s goal is to have the events self-sustaining with attendees paying to attend.  The expenses will be offset by this revenue.  The budget presented for each event was $450 in total expenses.  Should there be fewer attendees (revenue) than anticipated, the Committee estimated it would cost the Association approximately $50 to cover any remaining expenses for each event.  After discussion, Mr. Marcus made the motion to approve the Committee’s requests, but for $200 instead of $50.  The motion was seconded by Mr. Tennen and was approved by the Board with the following vote; Ayes: Marcus, Tenenbaum, Tennen; Abstain: Kopman.

Tennis Committee Report
The Board reviewed the minutes from the Committee’s August 8th meeting at which it discussed tennis court operations and maintenance issues, worked on details for its next tennis event scheduled for September 17th, and completed its proposed 2018 budget. 

Recommendation - Tennis Court Reservation System
Committee Chair Amir Navab reminded the Board that the Committee researched different internet-based reservation systems to be used for the Association’s tennis courts, and recommends the ClubClix system.  The system can also be used for the Fitness Center, which the Fitness Committee supports.  Mr. Navab explained that the system would cost $199 per month for up to 500 users and a one-time set up fee of $599, and that the system would be maintained / administered by Tennis Director Gene Malin.  After discussion, Mr. Tennen made the motion to approve the Committee’s recommendation to purchase and use the ClubClix system.  The motion was seconded by Mr. Marcus and was unanimously approved by the Board.

Discuss Establishing Committee Charters
Mr. Tenenbaum explained that it’s been the Association’s new attorney’s advice since he started representing the Association last year that all of the Association’s committees have a charter / mission statement for what they do.  After discussion, Mr. Marcus made the motion to have all of the committees prepare drafts for the Board and the Association’s attorney to review.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Emergency Preparedness Advisory Committee (“EPAC”)
The Association’s attorney reviewed and revised the EPAC’s existing mission statement, which will be provided to the Committee for review.

Proposed Revised Architectural & Landscaping Rules
Since Board member Rosario Vizzie, who was absent, was very involved in this project, the matter was held over until the next regular Board meeting. 

Drought Response Committee Report
Committee Chair Ed Cain reported on the Committee’s August 15th meeting at which it discussed the “guesstimate” of $200,000 to $300,000 presented by the retained landscape architect to implement her proposed drought tolerant plantings in front of the Clubhouse, Fitness Center, and the community signage areas.  The Committee did not know the cost would be so high. One of the Committee members is exploring utilizing others to do a test-site such as in front of the Fitness Center for a more acceptable cost. 

Neighborhood Council Report
There wasn’t a Neighborhood Council Report.

Traffic Committee Report / Councilman Koretz Coordination Issues
Mr. Tenenbaum reported receiving an email from Councilman Koretz’s office advising that traffic officers would be coming for the intersection of Nicada and Mulholland.  However, a start date was not given.  The Councilman’s office also said LAPD patrols would increase.  However, a request for clarification since there aren’t currently patrols inside of the community had not been answered.  The Committee is also continuing to monitor the proposed West Sherman Oaks Hills Neighborhood Traffic Management (“NTM”) Plan. 

Emergency Preparedness Advisory Committee (“EPAC”) Report
The Board reviewed the minutes of the EPAC’s August 14th meeting at which it discussed the results of its monthly radio network check-in, discussed the status of the Drought Response Project, reviewed and discussed its mission statement, discussed future events and goals, and completed its proposed 2018 budget.

Fitness Committee Report
The Board reviewed the minutes of the Committee’s August 8th meeting at which it discussed operations, maintenance, and equipment issues at the Fitness Center.  The Committee also prepared for its first meeting on September 6th with the architectural firm that was retained for the renovation of the Fitness Center’s bathrooms and entry area(s). 

Security Committee Report
Security Committee Chair Harold Tennen reported on the number and types of security incidents that occurred in the community from July 20, 2017 to August 16, 2017; 36 false burglar alarms, 9 unattended open garage doors / courtyard gates, 8 suspicious vehicles, 3 suspicious persons, 3 suspicious incidents, 9 resident assistances, 9 disturbances, 1 stray dog, 1 missing dog reported, 3 medical emergencies with LAFD response, 3 solicitors, 4 parking enforcement issues, and 1 needed maintenance observations.

Architectural & Landscaping Committee (“ALC”) Report
The Board reviewed the minutes of the ALC’s August 21st meeting at which it approved all five (5) of the property improvement requests it received. 

Report on Bel Air Glen HOA’s Desire to Gate its Community
Mr. Tenenbaum reported that the neighboring HOA, Bel Air Glen HOA, wishes to gate its community.  He, Mr. Marcus, Mr. Gillman, and Mr. Avila met with a few members of its board to view a presentation on its idea.  Gates would be installed at Nicada and Beverly Glen (just west of Woodwardia), at Angelo and Beverly Glen, and on Angelo next to the Bel Air Ridge Fitness Center.  Another idea they presented was instead of the gate next to the Fitness Center was to install a gate at Briarwood and Beverly Glen (they said they would buy the City park on Almaden, if possible).  This idea would gate certain streets in the Bel Air Ridge HOA (Briarwood, Almaden, Angelo, and Baywood), which would require the approval of the Bel Air Ridge Members.  There are still many unanswered questions.  But, whatever is done, Bel Air Ridge is going to have input as Bel Air Glen goes through the City application process. 

Adjournment
The regular Board of Directors meeting was adjourned at 9:01 p.m. 

Executive Session - August 22, 2017 - General Notes

The Executive Session was called to order at 7:30 p.m.

The Board held a Member Discipline hearing regarding alleged Governing Documents violations.

The Board approved the minutes of the July 25, 2017 Executive Session.

The Board discussed a settlement enforcement matter.

The Executive Session was adjourned at 7:59 p.m.

 

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