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Minutes of the Regular Board of Directors Meeting
January 23, 2018

Date, Time, and Place
Tuesday, January 23, 2018 at 8:13 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 (called in via teleconference at 8:18 p.m.), Treasurer Ed Gold, Secretary Rosario Vizzie (arrived at meeting at 8:19 p.m.), Michael Gillman, and Harold Tennen. 
Jon Cohen was absent.
General Manager Robert Avila was also present. 

Association Members Present
The following Association Members were in attendance:
Ed Cain, Andre Stojka, Danielle Cohen, Ron Cornell, Seth Stuart, and Irwin & Barbara Tenenbaum.

Drought Response Committee
Committee Chair Ed Cain reported on the Committee’s January 18th meeting at which it discussed, among other things, how to do a pilot test site to plant drought tolerant plantings at a more reasonable cost, as a previously obtained estimate was cost prohibitive. 

* Vice President Sharon Kopman called in to the meeting via teleconference at this time, 8:18 p.m.

* Secretary Rosario Vizzie arrived at the Board meeting at this time, 8:19 p.m.

Recommendation to Retain Landscape Design Professional
The Committee identified a new landscape design professional, Andrea Scharff, who proposed to provide design ideas for drought tolerant plantings in front of and around the Clubhouse for $2,200.  The Committee recommended that the Board approve retaining Ms. Scharff.  After discussion, Mr. Gillman made the motion to approve retaining Ms. Scharff if the design will also include the estimated cost to implement her design in the test area, what’s the estimated pay back compared to what is normally done in the test area, and what is the cost to reverse the plantings if it doesn’t work out.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Recommendation Regarding Landscape Maintenance
The Committee also discussed the Association’s landscape maintenance contractor, Midori Gardens, being unsupportive of the idea of planting /using drought tolerant plantings in the Common Areas.  As a result, the Committee recommended that the Board authorize Mr. Avila to re-bid the Association’s landscape maintenance contract, inviting Midori to re-bid, with the objective to locate a contractor who is supportive of the idea and willing to help the Association convert to drought tolerant plantings.  There was no motion to make such an authorization. 

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

Approval of Minutes
Mr. Tennen made the motion to approve the minutes of the November 28, 2017 regular Board of Directors meeting.  The motion was seconded by Ms. Kopman and was approved by the
Board with the following vote; Ayes: Kopman, Marcus, Tennen, Vizzie; Abstain: Gillman, Gold.

Mr. Gold made the motion to approve the minutes of the December 12, 2017 organizational Board of Directors meeting.  The motion was seconded by Ms. Kopman and was approved by the Board with the following vote; Ayes: Gold, Kopman, Marcus, Tennen, Vizzie; Abstain: Gillman.

Security Committee Report
Security Committee Chair Harold Tennen reported on the number and types of security
incidents that occurred in the community from November 16, 2017 to January 11, 2018 (two-month period); 70 false burglar alarms, 20 unattended open garage doors / courtyard gates, 12 suspicious vehicles, 5 suspicious persons, 3 suspicious incidents/issues, 15 resident assistances, 6 disturbances, 1 burglary from motor vehicle, 1 suspect detained, 1 lost dog (found), 2 loose dogs, 4 parking enforcement issues, and 4 HOA rules enforcement issues.

Recommendation Regarding Community Security
Mr. Avila reminded the Board that it approved retaining Picore International Security (“Picore”) to provide the Association with 24-hour armed security patrol service, subject to the following:

  • Picore testing its proposed two-way radio communication system in the community, with the test(s) being successful and to the Association’s satisfaction;
  • Picore waiving the additional $2,074 per month for the first six months (with an evaluation of Picore’s services at five months); and
  • The Association beginning to pay the additional $2,074 per month after the first six months, if Picore is providing acceptable service to the Association. 

Mr. Avila reported that Picore successfully tested a two-way radio system for him, and has agreed to waive the first six months of the additional cost, as noted above.  With this, Mr. Avila will give Platinum Security notice of termination, and work on the transition to Picore. 

Additional 2018 Committee Appointments
Mr. Avila reported that more people have volunteered for a number of committees since the organizational Board meeting.

Mr. Gold made the motion to appoint Lisa Platt to the Clubhouse Designs Committee (“CDC”).  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Mr. Gold made the motion to appoint David Kramer to the Drought Response Committee.  The motion was seconded by Mr. Gillman and was unanimously approved by the Board. 

Mr. Gold made the motion to appoint Marilyn Lipsky and Bill Kabaker to the Emergency Preparedness Advisory Committee (“EPAC”).  The motion was seconded by Mr. Gillman and was unanimously approved by the Board. 

Mr. Gold made the motion to appoint Mark Funk to the Finance Committee.  The motion was seconded by Mr. Gillman and was unanimously approved by the Board. 

Mr. Gold made the motion to appoint Dana Cohen and Diane Weinstein to the Social Committee.  The motion was seconded by Mr. Gillman and was unanimously approved by the Board. 

Mr. Gold made the motion to appoint Ken Williams and Amir Navab to the Tennis Committee.  The motion was seconded by Mr. Gillman and was unanimously approved by the Board. 

Clubhouse and Claray Pool Area Re-Stucco Project
After the committee appointments, the Board discussed the status of the colors being selected for the soon-to-be new stucco, metal railings, and wood deck on the Clubhouse and in the Claray Pool Area.  Mr. Avila reported that the Clubhouse Design Committee and Pool Committee are in the process of selecting a color scheme.  Mr. Gillman made the motion to require that the final selected color scheme to come to the Board for approval before the work is started.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board.  The Board asked that the color scheme be presented to it at its February meeting. 

Consider Proposed Amended Architectural & Landscaping Rules & Approval Procedures
Mr. Avila reminded the Board that the proposed amended Architectural & Landscaping Rules & Approval Procedures (A&L Rules) were sent to the community for the required 30-day comment period.  Mr. Avila reported that no comments were received.  After discussion, Mr. Tennen made the motion to formally adopt the amended A&L Rules.  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Neighborhood Council Report
Bel Air Ridge representative to the Neighborhood Council Andre Stojka gave the following report:  The Neighborhood Council met December 20, 2017.  The major thrust of the meeting was devoted to the aftermath of the Skirball Fire. Various public agencies reported to the NC but clearly the most important work was done by the Los Angeles Fire Department whose strategy contained the fire and the LAPD who provided security and prevented looting.  The early warning of the fire was a result of the emergency radio system created with funds provided several years ago by the Neighborhood Council.  The fire was caused by sparks from a stove in a homeless encampment. Councilmember Koretz made a motion to create a law authorizing City agencies to identify and remove homeless people in areas of high fire danger. The Neighborhood Council wrote its own motion addressed to the Councilmember expanding area of concern to adjacent areas since the homeless encampment in question was not in the hills but under a freeway overpass adjacent to it.  A member of the City homeless agency spoke about homelessness but a clear impression was made that no one in the City is responsible for removing homeless people from the fire prone hillsides. This is a serious problem that will have to be resolved.  To help, the Neighborhood Council is sponsoring a public meeting Wednesday January 31st from 7 to 9 p.m. at the Rosenfield Auditorium in Franklyn Canyon.  I will moderate. We are asking the community to submit questions for the Councilmembers and City agencies that will attend.

Last Sunday a public meeting was held in the Ahmanson auditorium of the Skirball Center regarding the proposed construction of a Scholars Campus at the Berggruen Institute, created and funded by real estate investor Nicolas Berggruen.  Mr. Berggruen purchased substantial acreage between the Skirballl Center and the Getty Center from Castle and Cook with the intent of developing 28 luxury homes, which he claims he can do by right.  Instead, Berggreun intends to build what he claims will be a less intrusive Institute which is a “think tank” for ideas to better the world.  There is substantial opposition to this scheme by the Brentwood Home Owners Association who dispute his basic right to build the homes. They oppose the construction of the Institute, which would change the character of the area and interfere with long established, dedicated hiking trails, particularly the ReirdonTrail. The major portion of the meeting was devoted to the opposition and directed at representatives of the Institute.  Berggruen representatives claimed that the opposition was useful and are seeking comments to refine their plan.  This is a very well connected group with substantial political power.

Emergency Preparedness Advisory Committee (“EPAC”) Report
Committee Chair Ron Cornell reported on the Committee’s January 8th meeting at which it elected its officers for the year, and discussed, among other things, the recent Skirball Fire, the effectiveness of the reverse-911 system during the Fire, the status of the Drought Response Project, and its goals for the year.

Request to Represent Association on the Emergency Preparedness Sub-Committee of the Neighborhood Council 
Mr. Cornell advised the Board that he and fellow EPAC member Danielle Cohen have been invited to participate on the Neighborhood Council’s emergency preparedness sub-committee as private citizens, and asked the Board if they could formally represent the Association on the sub-committee.  After discussion, Mr. Gillman made the motion to postpone the matter until the Board is able to get input from the Association’s attorney.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Request to Develop Community Fire Mitigation Plan through Outside Sources
Mr. Cornell reported that the Committee discussed whether the community should develop a “fire mitigation plan” with the help of City sources such as the Neighborhood Council and Fire Department.  It was felt the matter is outside of the scope of EPAC, but it might be helpful to look towards City agencies.  The Board said it would discuss this matter with the Association’s attorney, as well. 

Fitness Committee Report
Committee Chair Barbara Tenenbaum reported on the Committee’s January 10th meeting at which it discussed Fitness Center operations and maintenance and equipment issues, and the status of the bathroom / entryway renovation project.

Status of Fitness Center Bathroom / Entryway Renovation Project
Mrs. Tenenbaum reported that four contractors attended the job walk.  Afterwards, two contractors declined to bid, saying they are too busy.  The two remaining contractors submitted bids, but they were high.  Mr. Avila will be obtaining additional contractors to submit bids. 

Traffic Committee Report
Committee member Sharon Kopman reported that the traffic officer continues to be positioned at Nicada and Mulholland during evening rush hours, and they have not heard anything further on the proposed West Sherman Oaks Hills NTM Plan.

Social Committee Report
Committee Chair Andre Stojka reported on the Committee’s January 11th meeting at which it elected officers for the year, discussed its goals and events for the year, and started planning for its first wine tasting event for the year.  The Committee is looking for a volunteer to lead the Halloween Party event. 

Financial Statement
Treasurer Ed Gold presented the Board with the November and December 2017 Financial Statements.  A summary of the Association’s financial position as of November 30, 2017 and December 31, 2017 was as follows:

November
Operating Fund
2017
Actual
2017
Budget
2017
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $ 1,608,856 $ 1,603,448 $  5,408  
Total Expenses: $ 1,530,225 $ 1,570,135 $ 39,910  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 78,631 $ 33,313 $ (45,318)  
         
Beg. Fund Balance - 1/1/17 $ (55,123)      
  ------------------      
Fund Balance - 11/30/17

$ 23,508

     
         
November
Reserve Fund
2017
Actual
     
  ------------------      
Total Income:  $ 338,867      
Total Expenses: $ 294,010      
  ------------------      
Net Income/Loss

$ 44,857

     
         
Beg. Fund Bal. - 1/1/17 $ 585,487      
  ------------------      
Fund Balance - 11/30/17 $ 630,344      

December
Operating Fund
2017
Actual
2017
Budget
2017
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $ 1,754,972 $ 1,749,210 $  5,762  
Total Expenses: $ 1,737,709 $ 1,749,135 $ 11,426  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 17,264 $ 75 $ 17,189  
         
Beg. Fund Balance - 1/1/17 $ (55,123)      
  ------------------      
Fund Balance - 12/.31/17

$ (37,859)

     
         
November
Reserve Fund
2017
Actual
     
  ------------------      
Total Income:  $ 361,133      
Total Expenses: $ 295,141      
  ------------------      
Net Income/Loss

$ 65,992

     
         
Beg. Fund Bal. - 1/1/17 $ 585,487      
  ------------------      
Fund Balance - 12/31/17 $ 651,479      

Adjournment
The regular Board of Directors meeting was adjourned at 9:30 p.m. 

Executive Session - January 23, 2018 - General Notes

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

The Board held a Member discipline hearing for alleged Governing Documents violations.

The Board approved the minutes of the November 28, 2017 Executive Session.

The Board discussed a settlement enforcement matter.

The Board discussed personnel matters.

The Board had discussions with legal counsel regarding Board responsibilities. 

The Executive Session was adjourned at 8:06 p.m.

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