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

Date, Time, and Place
Tuesday, July 25, 2017 at 8:03 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, Secretary Harold Tennen, Tom Holliday, Fred Marcus, and Rosario Vizzie. 
Treasurer Michael Gillman was absent.
General Manager Robert Avila was also present. 

Chief Deputy of Public Safety Gregory Martayan and Director of Policy and Legislation Jeff Ebenstein from Councilman Koretz’s office were also in attendance. 

Association Members Present
The following Association Members were in attendance:
Davin Lin, Mardi Bren, Anita Aratow, Elinor Lenehen, David Kramer, and Desiree Lapin.

Approval of Minutes
Mr. Holliday made the motion to approve the minutes of the June 27, 2017 regular Board of Directors meeting.  The motion was seconded by Ms. Kopman and was approved by the Board with the following vote; Ayes: Holliday, Kopman, Tenenbaum, Tennen, Vizzie; Abstain: Marcus.

Appearance by Chief Deputy of Public Safety from Councilman Koretz’s Office
Chief Deputy of Public Safety Gregory Martayan from Councilman Koretz’s office was in attendance at Mr. Tenenbaum’s request to discuss how the Association can work together with the Councilman’s office to get things accomplished.  Director of Policy and Legislation Jeff Ebenstein from Councilman Koretz’s office accompanied Mr. Martayan. 

Some of the issues the Association wants to work with the Councilman’s office on include getting regular police patrols back in the community and improving police response times, getting traffic officers back at Nicada Drive and Mulholland Drive, and monitoring the status of the proposed Sherman Oaks Hills West NTM, as conflicting information is being received about whether it is going forward.  Mr. Ebenstein and Mr. Martayan requested to “wipe the slate clean” and agreed to work better together going forward.  The Board, Mr. Ebenstein, and Mr. Martayan discussed possible approaches to achieving the Association’s goals on the issues of concern.  After a lengthy discussion, Mr. Ebenstein and Mr. Martayan were excused from the meeting. 

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

Desiree Lapin reported that a real estate agent who lives in the community solicits her business by placing flyers in plastic bags on mailboxes and asked whether it is permitted since outside solicitors are not permitted.  Mr. Avila was asked to look into whether the issue is addressed in the Association’s Governing Documents. 

Drought Response Committee Report
Committee members Mardi Bren, Elinor Lenehen, and David Kramer were present to present the Board with the Committee’s recommended drought tolerant plantings for in front of the Clubhouse, Fitness Center, and seven signage areas in the community, as designed and prepared by Landscape Architect Di Zock.

Recommendation - Drought Tolerant Planting Design
The Board reviewed the recommended drought tolerant planting design scheme, and asked questions of Ms. Zock.  One of the questions was an approximate cost to implement the design scheme.  Ms. Zock “guesstimated” it would cost $200,000 to $300,000, material (planting, boulders, mulch, drip irrigation, etc.) and labor, to plant 15,000 square feet of area.  The Board then heard from the Committee members who explained that it is a long-term plan which would reduce the Association’s irrigation water expenses and landscape maintenance labor expenses.  The Board then discussed the financial impact the project would have on the Association’s Reserve Fund.  After discussion, it was decided to ask the Finance Committee to take a look at this expense and opine whether it feels the project is feasible, from a financial perspective, and if so, to propose possible financing alternatives. Ms. Zock was then excused from the meeting.

Financial Statement
Mr. Avila presented the Board with the June 2017 Financial Statement.  A summary of the Association’s financial position as of June 30, 2017 was as follows:

June
Operating Fund
2017
Actual
2017
Budget
2017
Variance
 
  ------------------ ------------------ ------------------  
Total Income: $ 878,309 $ 874,608 $   3,701  
Total Expenses: $ 789,259 $ 863,960 $ 74,701  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 89,050 $ 10,648 $ 78,402  
         
Beg. Fund Balance - 1/1/17 $ (55,123)      
  ------------------      
Fund Balance - 6/30/17 $ 33,927      
         
May
Reserve Fund
2017
Actual
     
  ------------------      
Total Income:  $ 227,045      
Total Expenses: $ 173,029      
  ------------------      
Net Income/Loss

$ 54,016

     
         
Beg. Fund Bal. - 1/1/17 $ 585,487      
  ------------------      
Fund Balance - 6/30/17 $639,503      

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

Fitness Committee Report
The Board reviewed the minutes of the Committee’s July 12th meeting at which it discussed operations, maintenance, and equipment issues at the Fitness Center.  The Committee also continued its work on locating an architect for the Fitness Center bathroom and entry renovation project, which it did. 

Recommendation - Architect for Gym Bathroom & Entry Renovation
The Committee recommended that the Association retain architect Stephen Albert of The Albert Group Architects (“The Albert Group”) for the Fitness Center bathroom and entry renovation project.  The Albert Group proposed to provide design services and construction documents preparation services for $24,600 (engineering fees will be additional, if needed), and construction oversight at their hourly rate(s) with a not to exceed of $4,800.  After discussion, Mr. Marcus made the motion to approve retaining The Albert Group and to approve their contract, which was negotiated in Executive Session, subject to the insurance issue being resolved to all parties’ satisfaction.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Recommendation - Proposed Weight Room TV Mute Rule
The Committee recommended that a rule be adopted requiring that the TV in the Weight Room be placed on mute if there are three or more people in the Weight Room.  There was a question as to whether it was necessary.  After discussion, Mr. Holliday made the motion to not adopt the proposed rule.  The motion was seconded by Mr. Tennen and was approved by the Board with the following vote; Ayes: Holliday, Marcus, Tenenbaum, Tennen; Abstain: Kopman, Vizzie. 

Tennis Committee Report
The Board reviewed the minutes of the Committee’s July 18th meeting at which it discussed the tennis operations in the community.  Tennis Director Gene Malin reported that the Adult Clinics are well attended and the Junior Clinics are going well.  The Committee will be having a tennis event on September 17th.  Representatives from Babolat will be present with gifts and free trials for racquets and equipment.  The Committee also started working on its proposed 2018 budget.  The Committee also expressed its support of the installation of a permanent basketball hoop/stand on Court 7. 

Consider Proposal for Permanent Basketball Hoop on Court
As the Board requested, Mr. Avila obtained a proposal to install a permanent basketball hoop/stand on Court 7.  Mr. Avila reported that due to different issues at the site, Court 6 would be a better site to install the hoop/stand and presented a proposal from Sport Court of Southern California to complete the installation for $4,825.  After discussion, Mr. Holliday made the motion not to approve the proposal, and to leave the portable hoop/stand on Court 7 where it currently is.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Recommendation - Tennis Court Reservation System
Due to no one from the Tennis Committee being present, the matter was put off to the next Board meeting. 

Review Association Personal Trainer / Swim Instructor Insurance Requirement(s)
Mr. Tenenbaum requested to review the Association’s insurance requirements for personal trainers and swim instructors, and presented recommendations from the insurance firm of HUB International Limited.  The recommendations were for personal trainers, swim instructors, and tennis instructors to have coverage limits of $1 Million per occurrence and $2 Million aggregate, and if the tennis instructor uses the pool for his camps, an additional $2 Million Umbrella.  After discussion, Mr. Holliday made the motion to approve the recommendations.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Adjournment
The regular Board of Directors meeting was adjourned at 9:48 p.m. 

Executive Session - July 25, 2017 - General Notes

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

The Board approved the minutes of the June 27, 2017 Executive Session.

The Board discussed a settlement enforcement matter.

The Board discussed with counsel liability for delegated committee scope of responsibility.

The Board discussed a contract with a third party.

The Executive Session was adjourned at 7:44 p.m.

 

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