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Minutes of the Regular Board of Directors Meeting
May 23, 2017

Date, Time, and Place
Tuesday, May 23, 2017 at 8:08 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, Vice President Sharon Kopman, Treasurer Michael Gillman, Secretary Harold Tennen, Tom Holliday, Fred Marcus, and Rosario Vizzie. 
General Manager Robert Avila was also present. 
Michael Farag, Owner of Platinum Security, was also present.

Association Members Present
The following Association Members were in attendance:
Bill Perry, Diane Weinstein, Jeanie McCarthy, Danielle Cohen, Joan Herman, Ed Cain, Jeff Rohde, Sharron Holman, Seth Stuart, Amir Navab, Andre & Leslie Stojka, Ron Cornell, Desiree Lapin, and Davin Lin.

Discussion with Platinum Security Representative(s)
The Owner of Platinum Security, Michael Farag, was asked to attend the Board meeting to address performance and service issues by Platinum Security management, its officers, and its dispatchers.  Board members, homeowners in attendance, and Mr. Avila explained their poor experiences and concerns with Platinum Security, and asked questions of Mr. Farag.  After and during the lengthy discussion, Mr. Farag said he would take steps to remedy the complaints of poor performance and service by Platinum Security. 

Mr. Farag was excused from the Board meeting at this time. 

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

Leslie Stojka asked for information on what the Board is discussing about committees in Executive Session.  Mr. Tenenbaum explained in general terms, as Executive Session items are confidential, that the Board is discussing with counsel a possible policy on how committees get formed and who should serve on committees, sort of a template/model, which has never been done in the past.  What the matter is ready to be discussed in open session, it will be placed on the open session meeting agenda.

Davin Lin expressed concern the speed at which vehicles travel on Claray Drive as it turns towards Nicada Drive.  Mr. Tenenbaum explained that the speed issue is a City issue because it is a City street, and urged everyone to contact the Council Office.  Mr. Tenenbaum also said he would contact the owner of the property at the corner to ask that they trim the shrubs/trees that are overhanging into the path of the street.

Approval of Minutes
Ms. Kopman made the motion to approve the minutes of the April 25, 2017 regular Board of Directors meeting.  The motion was seconded by Mr. Holliday and was approved by the Board with the following vote; Ayes: Holliday, Kopman, Marcus, Tennen, Vizzie; Abstain: Gillman, Tenenbaum.

Financial Statement
Treasurer Michael Gillman presented the Board with the April 2017 Financial Statement.  A summary of the Association’s financial position as of March 31, 2017 was as follows:

Operating Fund
  ------------------ ------------------ ------------------  
Total Income: $ 584,992 $ 583,072 $   1,920  
Total Expenses: $ 485,170 $ 577,258 $ 92,088  
  ------------------ ------------------ ------------------  
Net Income/Loss: $ 99,822 $ 5,814 $ 94,008  
Beg. Fund Balance - 1/1/17 $ (55,123)      
Fund Balance - 4/30/17 $ 44,699      
Reserve Fund
Total Income:  $ 163,903      
Total Expenses: $ 99,516      
Net Income/Loss

$  64,387

Beg. Fund Bal. - 1/1/17 $ 585,487      
Fund Balance - 4/30/17 $ 649,874      

Mr. Gillman and Mr. Avila answered questions from the Board about the contents of the Financial Statement.  After discussion, Mr. Holliday made the motion to approve the April 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.

Mr. Gillman was asked about a quarterly update on how he felt the Association was tracking on meeting the budget at the end of the year, and whether he felt an increase in the monthly assessment would be needed next year.  Mr. Gillman explained that although the Association is ahead so far this year, two unknowns that fluctuate are Water and Legal Fees, which could impact the budget. 

Security Committee Report
Security Committee Chair Harold Tennen reported on the number and types of security incidents that occurred in the community from April 19, 2017 to May 3, 2017; 18 false burglar
alarms, 5 unattended open garage doors / courtyard gates, 1 suspicious activity, 2 suspicious vehicles, 4 resident assistances, 1 car accident, 1 HOA rules enforcement, and 1 needed maintenance observation.

Status of Security Consultant Audit & Assessment
Mr. Tennen then reported on the Security Committee meeting the night before at which the Committee met with representatives from the security consulting firm of Picore International (“Picore”) to assess the community’s security.  The Picore representatives provided feedback, insight, and recommendations, where possible, on the community’s and homeowners’ security measures (e.g., alarm systems, video camera systems, security patrol, etc.).  The Committee will be meeting again to discuss Picore’s comments and recommendations to decide what to recommend to the Board and the community.

Discuss Whether to Replace Security Patrol Service
Board member Fred Marcus requested this agenda item.  Mr. Tennen said the Committee would discuss the issue and decide whether to recommend a change. 

Fitness Committee Report
Committee member Rosario Vizzie reported on the Committee’s May 10th meeting at which it discussed operations, maintenance, and equipment issues at the Fitness Center.  The Committee also continued its work in trying to locate an architect for the Fitness Center restroom renovation project.  Committee members reviewed proposals from three architects and is currently in the process of focusing on one architect and clarifying terms in his proposal and his proposed contract.  If things don’t pan out, the Committee will have to look at a fourth architect.

Tennis Committee Report
There wasn’t a Tennis Committee meeting in May.  Committee Chair Amir Navab was in attendance to discuss pending items with the Board.

Recommendation on Court Reservation System
The Board and Mr. Navab discussed the capabilities of the Committee’s recommended online court reservation system, ClubClix, as well as the implementation, maintenance, oversight, and cost of the system.  The Board felt the Association should have such a system, in 2017, and that it should also be used for the Fitness Center.  However, details still need to be clarified and worked out.  Mr. Navab clarified that Tennis Director Gene Malin could run the system, and that there is a $599 one-time set up fee, and it would cost $199 per month for 0 to 300 users.  After discussion, it was felt that there isn’t a rush and Mr. Navab would set up a demonstration with the Fitness Committee, so the system could be set up for the tennis courts and Fitness Center at the same time. 

Discuss Placement of Basketball Hoop on Court 7
Mr. Navab reported that although the Tennis Committee supports the idea of having a basketball hoop in the community, it feels a permanent solution, such as a permanent hoop at the back of the tennis court, should be explored so the portable hoop on Court 7 can be removed, as some tennis players have reported almost tripping over it while playing tennis.  After discussion, Mr. Avila was asked to get a proposal to install a permanent hoop at the back of the court. 

Social Committee Report
The Board reviewed the minutes of the Committee’s May 3rd meeting at which it discussed and continued planning its wine event, which was scheduled for June 4th. 

Discuss Wine Club Issue
The Social Committee wanted to re-address the Board’s position on its wine “club”.  Mr. Tenenbaum reported that the wine “club” was never formally appointed by the Board.  It was also noted that “committees” are subject to operating budgets.  So if the Social Committee wants to hold more wine events, which have to be open to the entire community (with an RSVP cut-off date for food/wine ordering purposes), it has to submit proposed event budgets to the Board for approval.  The Board and Committee members in attendance felt this was acceptable. 

Architectural & Landscaping Committee (“ALC”) Report
The Board reviewed the minutes of the ALC’s May 15th meeting at which it approved all three property improvement requests it received. 

Request for Additional Committee Appointment
ALC Chair Harold Tennen reported that the person he was going to ask to be appointed declined the appointment. 

Pool Committee Report
The Board reviewed the minutes of the Committee’s May 1st meeting at which it discussed the recent Claray Pool Area renovations, the condition of the Claray Pool Area stucco, formed a subcommittee to explore possible new pool area furniture, and discussed summer preparation for pool safety and enjoyment and Pool Attendant staffing

Committee member Seth Stuart presented the Board with a list of punch list items related to the recent Claray Pool Area renovation which he noticed while swimming.  Mr. Stuart will work with Mr. Avila on getting the items addressed by the contractor along with the punch list items Mr. Avila had previously identified. 

Neighborhood Council Report
Desiree Lapin, the alternate representative for Bel Air Ridge, attended the April 26th Bel Air Beverly Crest Neighborhood Council meeting.  The following is her report on that meeting:


Stop by the BABCNC Outreach Tables at LAFD Fire Service Days.  Open House Station #99 Saturday, May 13th, 10 a.m. to 4 p.m.  Open House & Pancake Breakfast Station #71 Sunday, May 21st, 9 a.m. to 12 noon.

Traffic Officers at Nicada and Mulholland.  3 month experiment phase finished.  Cost was $25,000 per officer for the 3 months, Monday through Friday, 4:30 p.m. to 7:00 p.m. No future action has been determined.

            Completion done of Gas lines installation underground at Nicada & Mulholland.  
            Mulholland repaving project now green-lighted. 

            LAPD Officer Ragsdale reported knock-knock burglaries are up 60% over same time last year. (51/81)

Bel Air Ridge representative to the Neighborhood Council, Andre Stojka, felt Councilman Koretz’s Office’s seemingly closure of the traffic issue at Nicada and Mulholland was unacceptable.  So he wrote a formal letter from the Neighborhood Council to Councilman Koretz to keep the discussion alive, which would be voted on at the Council’s next meeting and if approved would be signed by its President. 

Emergency Preparedness Advisory Committee (“EPAC”) Report
The Board reviewed the minutes of the EPAC’s May 8th meeting at which it, among other
things, requested an update on the implantation of the reverse-911 emergency notification system, discussed its proposed guidelines for using the Clubhouse during a power outage or an emergency, and discussed its support and participation at the upcoming Fire Station 99 Open House, scheduled for Saturday, May 13th.

Update on Reverse-911 Notification System Set Up / Implementation
Mr. Avila reported that to date 169 people have been input into the system.  However, those people live in only 96 households, out of 377.  The participation forms are slow at coming in.  There was a question about when the system would be used.  It was reported that the system would only be used in the event of an extreme emergency such as if there is bodily harm coming to people such as if there is a brush fire approaching the community and residents need to evacuate. 

Draft Guidelines for Clubhouse Use During Power Outage / Emergency
The Committee was thanked for the proposed guidelines and advised that the Association’s attorney would be preparing a document for the Board to consider on how to do this without exposing the Association to liability. 

Drought Response Committee Report
Committee Chair Ed Cain reported that the Committee met with Landscape Architect Di Zock on May 18th.  Ms. Zock presented the Committee with two design options of proposed drought tolerant landscaping which could be planted in front of the Clubhouse, Fitness Center, and all the signage areas.  The Committee is now reviewing the two options and will be meeting with Ms. Zock again on June 6th to finalize its decision and recommendation, which will be presented to the Board at a future Board meeting. 

Traffic Committee Report
Ms. Kopman reported that they’re trying to find a way to pay for the traffic officers to continue to be positioned at Nicada and Mulholland to help keep traffic flowing since the 3-month test proved to be successful; a noticeable difference in traffic flow was observed during the test period.  Ms. Kopman is also trying to get the police to come to the community to monitor the stop signs on Nicada because many drivers fail to stop at the sign, making it very dangerous. 

Consider Directors & Officers Insurance Renewal Quotes
The Board reviewed the renewal quote from the Association’s Directors & Officers insurance
carrier, Liberty Mutual.  Due to a recent claim/lawsuit against the Association, Liberty Mutual increased the deductible from $10,000 to $35,000, and the annual premium would be $6,525, $775 more than the prior year.  The Association’s insurance broker tried to get other quotes.  But other carriers either declined to quote or quoted extremely high premiums due to the recent claim/lawsuit.  After discussion, Ms. Kopman made the motion to accept the renewal quote from Liberty Mutual.  The motion was seconded by Mr. Holliday and was unanimously approved by the Board. 

The regular Board of Directors meeting was adjourned at 10:00 p.m. 

Executive Session - May 23, 2017 - General Notes

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

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

The Board discussed a settlement enforcement matter.

The Board discussed with counsel committee formation and responsibility issues. 

The Board discussed with counsel a Fitness Center risk management issue.

The Board discussed a possible breach by a prior vendor.

The Executive Session was adjourned at 8:03 p.m.

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