Reserve Study
Contact Us
Fitness Center
Claray Clubhouse
Tennis Courts
Tennis Pro Shop
Wildlife News
Message Board
Lost/Found Dogs
Service Providers
Minutes of the Regular Board of Directors Meeting
March 28, 2017

Date, Time, and Place
Tuesday, March 28, 2017 at 8:07 p.m. at the Claray Clubhouse, located at 2760 Claray Drive, Bel Air, California 90077

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

Association Members Present
The following Association Members were in attendance:
Anita & Arthur Aratow, Miles Gibbons, Amir Navab, Ken Kessler, Frank Kase, Kamal Afkhami, Joan Herman, Andre & Leslie Stojka, and Desiree Lapin. 

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

Association Member Leslie Stojka asked Security Committee Chair Harold Tennen about the Committee saying it would meet with upper management at Platinum Security to discuss the expectations of its patrol officers during certain situations.  Mr. Tennen advised that the Committee did meet with upper management to discuss the expectations, as well as what they can and cannot do, legally, and the Committee would be meeting again to go over the results of that meeting. 

Approval of Minutes
Mr. Gillman made the motion to approve the minutes of the February 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 February 2017 Financial Statement.  A summary of the Association’s financial position as of February 28, 2017 was as follows:

Operating Fund
  ------------------ ------------------ ------------------  
Total Income: $ 293,017 $ 291,536 $   1,481  
Total Expenses: $ 231,017 $ 291,204 $ 60,187  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 62,000 $ 332 $ 61,668  
Beg. Fund Balance - 1/1/17 $ (49,804)      
Fund Balance - 2/28/17 $ 12,196      
Reserve Fund
Total Income:  $ 81,794      
Total Expenses: $ 46,013      
Net Income/Loss

$  35,781

Beg. Fund Bal. - 1/1/17 $ 585,487      
Fund Balance - 2/28/17 $ 621,268      

Mr. Gillman and Mr. Avila answered questions from the Board about the contents of the Financial Statement.  After discussion, Mr. Gillman made the motion to approve the February 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 all Association Members, upon request.

During the discussion, Mr. Gillman reminded everyone about the upcoming Special Assessments to cover the pending hillside repairs.  The amount of the Special Assessment will be known when the repairs are completed.

Finance Committee Report
Mr. Gillman reported on the March 2nd Finance Committee meeting at which it reviewed the draft audited 2016 Year-End Financial Statement (“Statement”) and draft 2016 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 2016 Year-End Financial Statement
After review and discussion, Mr. Gillman made the motion to approve and accept the audited 2016 Year-End Financial Statement.  The motion was seconded by Mr. Vizzie and was unanimously approved by the Board. 

Draft 2016 Tax Returns
After review and discussion, Mr. Gillman made the motion to approve and accept the 2016 Tax Returns.  The motion was seconded by Mr. Marcus and was unanimously approved by the Board. 

Recommendation to Obtain Bids for Unarmed Security Patrol Services
Mr. Gillman reported that one of the other things the Committee discussed at its March 2nd meeting was one of the Association’s largest annual expenses, the armed security patrol services.  In light of the services being received by the Association, there was a question about whether the services should be provided by armed officers, and whether the Association could save money if the same services were provided by unarmed officers.  The Committee recommended that the Board solicit bids for the same services using unarmed officers, instead of armed officers; not to change services, at this time, but just to investigate any potential cost difference.  After discussion, Mr. Avila was asked to ask Platinum Security what it would cost for the same services, but using unarmed officers instead of armed officers. 

Fitness Committee Report
Committee Chair Anita Aratow reported on the Committee’s March 8th meeting at which it discussed operations, maintenance, and equipment issues at the Fitness Center. 

Mrs. Aratow and Committee members Rosario Vizzie and Fred Marcus also reported on the Committee’s beginning work to completely renovate the two bathrooms in the Fitness Center.  The Committee spoke to three contractors/designers and obtained two rough estimates that the project would cost between $80,000 and $140,000 (the higher estimate includes a sauna), including the designer’s fees.  Some of the proposed elements of the renovation were explained and included but were not limited to making the entire bathrooms ADA compliant (e.g., toilets, toilet stalls, counter tops, showers, etc.), replacing all fixtures, lockers, and flooring, possibly installing a sauna, and making the exterior entry point to the facility ADA compliant.  The Board was asked if it wanted the Committee to continue to work on the project.  Mr. Tenenbaum said the Association should be using an architect rather than a contractor/designer, and asked the Committee to come back to the Board with a proposal and a proposed contract from an architect they wish the Board to approve retaining.  Mrs. Aratow said it would do so in two months. 

During the discussion, it was reported that the racquetball court walls need to be repaired/replaced.  The Committee was asked to provide statistics on how much the court is used, and Mr. Avila was asked to obtain estimates to repair/replace the walls. 

Recommendation to Extend Fitness Center Hours for Trial Period
The Committee recommended that the Fitness Center hours of operation be extended to close at 11 p.m. Monday through Thursday (instead of 10 p.m.) for a three month period beginning April 1st to see if gym usage warrants closing at 11 p.m. thereafter.  After discussion, Mr. Marcus made the motion to approve the recommendation for the trial period, and to announce it to the community by every means possible.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Discuss Allowing Additional Pilates Equipment in Fitness Center
The Board discussed a request to allow Pilates instructor Michele Sheinbaum to bring in to the Fitness Center a second piece of equipment called a Cadillac Reformer, which she would use to train her Bel Air Ridge clients.  The Board looked at photos of the Cadillac Reformer as it discussed the request.  After discussion, Mr. Vizzie made the motion to not allow the Cadillac Reformer to be brought in to the Fitness Center.  The motion was seconded by Mr. Tennen and was unanimously approved by the Board. 

Requests for Fitness Committee Appointments
It was reported that three persons requested to be appointed to the Committee.  Members of the Committee expressed feeling the three persons were only interested in being appointed to the Committee because of the Cadillac Reformer issue.  After discussion, the Board decided to defer further committee appointment consideration to next month after the persons know the Cadillac Reformer will not be allowed in the Fitness Center. 

Security Committee Report
Security Committee Chair Harold Tennen reported on the number and types of security incidents that occurred in the community from February 22, 2017 to March 22, 2107; 25 false burglar alarms, 16 unattended open garage doors/courtyard gates, 5 suspicious persons, 2 suspicious activities, 2 suspicious vehicles, 7 resident assistances, 3 barking dogs, 2 soliciting calls, 2 noise disturbances, 1 parking enforcement issue, 6 burglaries from motor vehicle, and 1 loose dog, 1 fallen tree branch, 1 brush fire (outside of Association), and 1 residential burglary (outside of Association).

Approve/Status of Retaining Security Consultant
Mr. Tennen reported that bids had been obtained from different security consultants to perform a community security audit and assessment, and to provide recommendations.  The bids ranged from $10,000 to $28,000.  Mr. Tennen also reported remembering a longtime neighbor, Dana Picore, Ph.D., who no longer lives in the community, is a former LAPD officer and trainer, and owns an international security firm, Picore International Private Security.  Mr. Tennen reached out to Dr. Picore and she is willing to perform the security audit and assessment for the Association at no cost.  Mr. Tennen felt the other bids were too high and said he wanted to utilize Picore International for the project.  The Board agreed. 

Tennis Committee Report
The Board reviewed the minutes from the Committee’s March 14th meeting, at which it discussed tennis court improvements that were completed (e.g., new chain link fencing, windscreens, and benches), and it continued planning its upcoming April 2nd event.

Recommendation on Court Reservation System
Committee Chair Amir Navab reported that the Committee researched a cloud-based computerized tennis court system called ClubClix.  The Committee feels it would work well at Bel Air Ridge, and because it is designed for clubs with many facilities, it could also be used at the Fitness Center.  Mr. Navab briefly explained how the system works, and explained the cost; $599 one-time set up fee and $200 per month going forward for up to 300 users.  The Board was interested in the system, expressed that someone needs to be responsible for overseeing the system, and said it should be used with the tennis courts, first, to learn how it works before it is expanded to be used at the Fitness Center.  The Board was unable to view a demonstration of the system because the demonstration link did not work.  So no decision was made at that time.  Mr. Navab said he would look into getting a demonstration link that works. 

Architectural & Landscaping Committee (“ALC”) Report
The Board reviewed the minutes of the ALC’s March 20th 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. 

Requests for Additional Committee Appointments
ALC Chair Harold Tennen expressed feeling the ALC was too small with seven members, which could make it difficult to reach quorums for its meetings, and asked that Susan Lippman and Ed Gold be re-appointed to the Committee.  It was noted that Mrs. Lippman expressed interest, but it was unknown whether Mr. Gold was interested.  As such, Mr. Vizzie made the motion to re-appoint Mrs. Lippman to the ALC.  The motion was seconded by Mr. Marcus and was unanimously approved by the Board.  Mr. Tennen said he would determine if Mr. Gold is interested in being re-appointed. 

Neighborhood Council Report
Bel Air Ridge representative to the Bel Air Beverly Crest Neighborhood Council Andre Stojka reported that on March 14th, a meeting was held between Neighborhood Council persons interested in the Stone Canyon Reservoir project, representatives of the Department of Water and Power, and Councilmember Koretz’s staff to discuss the status of the Stone Canyon construction.  Final construction plans have been completed.  Kiewit Construction Company of Omaha, Nebraska is to be the contractor.  Construction will begin this June, 2017.  As a reminder, the project provides for a floating cover for the Upper Stone Canyon Reservoir, which was mandated by Federal water quality standards.  The Upper Stone Canyon Reservoir is to be drained in July, the south end reinforced, the water tower removed, a utility building added, a utility road built on the east side, a landslide area filled and reinforced, and a new forest planted with trees to replace trees destroyed to remedy the landslide on a 4 to 1 basis.

The total number of import truck trips bringing in new materials has been reduced from 2,000 to 900.  The daily number of off-site truck trips reduced from 34 to 7.  The volume of imported materials has been reduced from 22,000 cubic yards to 7,200 cubic yards.  There will be a daily maximum of 23 pieces of equipment used, reduced from 27 with an average of 51 workers using on-site in-canyon parking.  The construction period will be for 24 months, up from the previously projected 18 months.  Excavation dirt will not be removed from the Canyon.  Instead, it will be spread over the Lower Stone Canyon Reservoir, which looks like a lake.  The excavation dirt will be spread in a manner that will not to change the look of the lake but make it shallower.  Working hours will be mostly Monday through Friday, 7:00 a.m. to 6:00 p.m.

The Neighborhood Council and Koretz’s office is working with the DWP to ensure that all truck trips come from and return to the 405 Freeway and do not impact Beverly Glen Blvd. traffic. Methods of truck identification have been discussed, since any violations will likely be from sub-contractors. 

DWP anticipates that the construction will be completed by April 2019, with construction cost of $27,000,000.  The floating cover has an expected life of 20 years so that any future discussion of opening Stone Canyon to unsupervised members of the public, with its inherent fire danger, is postponed for at least 20 years.

As previously reported, the Neighborhood Council has established an activist committee to monitor the Upper Stone Canyon Reservoir project.  Andre Stojka is the Chair of that committee. Communication has been established with the DWP and Councilmember Koretz, just in case things don’t go as smoothly as the DWP anticipates.  The DWP has established a website explaining the history and scope of the project at: www.ladwp.com/upperstone.

Traffic Committee Report
Mr. Tennen reported that Councilman Koretz’s office arranged for traffic officers to be stationed at the intersection of Beverly Glen Blvd. and Mulholland Drive on Tuesdays and Thursdays, and at Nicada Drive and Mulholland Drive on Mondays, Wednesdays, and Fridays between 4 p.m. and 7 p.m.  It has made a positive difference, as the officers keep traffic moving as quickly and efficiently as possible. 

Association Member Ken Kessler reported that a similar problem exists down at Beverly Glen Blvd. and Sunset Blvd and asked if the Board could do something to alleviate the problem at that site, as well.  The Board agreed there is a problem at that location, as well.  However, it can only focus its attention at one area at a time.  But, Mr. Kessler was encouraged to write a letter with a proposed solution to Councilmember Koretz’s office.

Emergency Preparedness Advisory Committee (“EPAC”) Report
Committee member Joan Herman reported on the Committee’s March 13th meeting at which it, among other things, continued its planning of its emergency preparedness faire, scheduled for April 23rd, and discussed its support and participation at the upcoming Fire Station 99 Open House on May 13th. 

Update on Claray Pool Area Renovation Work
Mr. Avila reported that the renovation project has been completed and the pool area was re-opened for use and enjoyment.  The contractor is now completing punch list items. 

Update on Improper Grading by Neighbor; Repair Status
Mr. Tenenbaum reported that everything remains the same, there was nothing new to report.  The Board said the item could be removed from the agenda. 

Owner Request to Address Landscape Architect Contract
Association Member Leslie Stojka requested that the landscape architect’s proposed plans that will be presented to the Drought Response Committee soon be made available for the community to view before proceeding with planting.  After discussion, Mrs. Stojka was advised that the community could view the proposed plans at the Board meeting when the Drought Response Committee presents its recommendation(s) to the Board. 

Discuss Adding Additional Director Qualification(s)
Mr. Tennen suggested that a qualification be added for an Association Member to become a Board member; serve on an Association committee for at least one year before being able to run for election and serve on the Board of Directors.  It was noted that adding any Board member (Director) qualifications would require amending the Association’s Bylaws.  After discussion, it was decided to place the matter on the agenda for the September Board meeting for further discussion and consideration. 

The regular Board of Directors meeting was adjourned at 9:57 p.m. 

Executive Session - March 15, 2017 - General Notes

The Executive Session was called to order at 8:30 a.m.

The Board discussed pending litigation.

The Executive Session was adjourned at 9:06 a.m.

Executive Session - March 28, 2017 - General Notes

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

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

The Board discussed a settlement enforcement matter.

The Board discussed pending litigation.

The Board discussed counsel legal analysis of Architectural Rules.

The Board discussed a contract with a third party.

The Board discussed a matter of potential Member discipline. 

The Executive Session was adjourned at 8:00 p.m.

Return to Minutes