MINUTES OF THE REGULAR BOARD OF DIRECTORS MEETING February 26, 2019

Transcription

1 MINUTES OF THE REGULAR BOARD OF DIRECTORS MEETING Date, Time, and Place Tuesday, at 7:02 p.m. at the Claray Clubhouse, located at 2760 Claray Drive, Bel Air, California Quorum A quorum was established with the following Board members present: President Fred Marcus, Vice President Tom Holliday, Secretary Pat Brill (via teleconference), Jon Cohen, and Sharon Kopman (left meeting at 7:08 p.m.) Treasurer Ed Gold and Jeff Rohde were absent. General Manager Robert Avila was also present. Association Members Present The following Association Members were in attendance: Andre & Leslie Stojka, Seth Stuart, Warwick Peacock, Ed Cain, Carolina Carrasco, Elinor Lenehen, Gita Amar, and Amir Navab. Open Discussion Period President Fred Marcus opened the Open Discussion Period and asked if there were any questions or comments on non-agenda items from Association Members in attendance. There were none. Approval of Minutes Mr. Holliday made the motion to approve the minutes of the January 22, 2019 regular Board of Directors meeting. The motion was seconded by Mrs. Brill and was approved by the Board with the following vote; Ayes: Brill, Holliday, Marcus; Abstain: Cohen, Kopman. Financial Statement The Board reviewed a written report prepared by Treasurer Ed Gold as it reviewed the monthly financial statements for January 2019, December 2018, and November Mr. Avila explained and answered questions from the Board regarding the financials statement. A summary of the Association s financial position as of January 31, 2019 was as follows: January Operating Fund Actual Budget Variance Total Income: $ 156,421 $ 156,636 $ (215) Total Expenses: $ 120,176 $ 153,902 $ 33,726

2 Page Net Income/Loss: $ 36,245 $ 2,734 $ 33,511 Beg. Fund Balance - 1/1/19 $ (114,195) Fund Balance - 1/31/19 $ (77,950) January 2019 Reserve Fund Actual Total Income: $ 25,447 Total Expenses: $ 1,890 Net Income/Loss $ 23,557 Beg. Fund Balance - 1/1/19 $ 645,337 Fund Balance - 1/31/19 $ 668,894 * Board member Sharon Kopman left the meeting during the financial statements discussions, at 7:08 p.m. After discussion, Mr. Holliday made the motion to approve the January 2019 financial statement. The motion was seconded by Mr. Marcus and was approved by the Board with the following vote; Ayes: Brill, Holliday, Marcus; Nay: Cohen. Mr. Holliday made the motion to approve the December 2018 financial statement. The motion was seconded by Mr. Marcus and was unanimously approved by the Board. Mr. Holliday made the motion to approve the November 2018 financial statement. The motion was seconded by Mrs. Brill and was unanimously approved by the Board. Copies of all financial statements are available to all Association Members. Pool Committee Report Committee Co-Chair Gita Amar reported that the Committee is resuming its work on addressing the deficiencies that were identified in the Claray Pool renovation work. Three contractors reviewed the punch list and inspected the site. Two contractors said they were unwilling to repair another contractor s work, but are willing to replace all of the deficient elements. The third contractor said the Association would not be happy with the results from repair work, as it would be patch work. Recommendation on Claray Pool Repair Ms. Amar and Committee member Seth Stuart explained the repair work it would like to have completed to the Claray Pool; blue water line tile, depth marker tiles, and coping grout. The Committee was asked to arrange meetings with the contractor of choice to obtain a proposal for the repair work for the Board to consider. After discussion, Mr. Cohen made the motion that moving forward on all administrative functions related to what is going on at the Claray Pool, Mr. Avila is responsible for organizing and coordinating all of the functions and duties. There was no second to the motion; no action was taken.

3 Page 3 Discuss Attendance at Fitness Committee Meetings Mr. Marcus expressed concern that the size of the Fitness Committee might cause problems for the Committee meetings to be held due to the lack of a quorum caused by poor attendance by some Committee members. The Committee was unable to meet in February due to the lack of a quorum. The Committee was asked to monitor attendance going forward and to come back to the Board if it continues to be a problem. Drought Response Committee Report Committee Chair Ed Cain reported on the Committee s February 4th, at which it organized for the year, and reviewed and inspected the newly planted areas in front of the Clubhouse and adjacent areas. The Committee is pleased with the results and asked landscape designer Andrea Scharff to provide a proposal for the design phase of Phase 2; in front of the Fitness Center and the two (2) major sign areas at Beverly Glen Blvd. and Briarwood Drive and at Beverly Glen Blvd. and Nicada Drive. Mr. Cain reiterated that the Committee s focus as it works on this project remains on fire safety, aesthetics, and water conservation. Emergency Preparedness Advisory Committee ( EPAC ) Report Committee member Ed Cain reported on the Committee s February 5th meeting, at which it organized for the year, and discussed how it can help in the Board s fire mitigation efforts for the community. The Committee was asked to work with the Neighborhood Council and the Fire Department to research what the Association can do above and beyond the fire brush clearance code. The Committee feels the Association should look at how homeowners are maintaining their Exclusive Use Common Areas (yard areas) as part of the fire mitigation effort. The Board feels the Common Areas should be looked at first. Neighborhood Council Report Bel Air Ridge Representative to the Bel Air Beverly Crest Neighborhood Council Andrea Stojka reported that the Neighborhood Council has 5 or 6 open seats which are occupied by members of the city at large, not occupied by members from HOAs in the Council area such as is he, as required by the City. The Council is using $5,000 from its budget on an election campaign to fill those seats. Mr. Stojka also reported that the City Council would be holding a hearing the next morning on the issue of the new flight patterns of Burbank and Van Nuys Airports. Mr. Sojka said he would attend representing Bel Air Ridge HOA. When asked, Mr. Stojka advised the Board that the Council has not taken any action/position in the matter, even though he has sent them information on the matter. The Board asked Mr. Stojka to see if he can get the Council involved in the matter. Tennis Committee Report The Board reviewed the minutes of the Committee s February 12th meeting, at which it discussed and planned upcoming events and clinics, and discussed organizing, cleaning, and possibly remodeling the Tennis Shop, and started exploring the possibility of utilizing one of the tennis courts for Pickle Ball. Wine Committee Report The Board reviewed the minutes of the Committee s January 29th and February 24th meetings,

4 Page 4 at which it discussed and planned its upcoming wine events; on March 21st and the next in May. Security Committee Report Mr. Avila reported that the Committee met on January 30th and February 25th. At the February 25th meeting, LAPD Senior Lead Officer Chris Ragsdale and Dana Picore, owner of Picore International Security were in attendance. The Committee asked Officer Ragsdale and Ms. Picore about the crime that is taking place in the community and surrounding communities, and about what can be done. Everything (precautions) that the Association has been sending out to the community is what they had to say; protection needs to start at the home. Homeowners need to take steps such as installing and using alarms, and installing real-time video cameras. Real time cameras can notify the homeowner as something is happening at their home, and then they can notify the police right away, so they can respond. Officer Ragsdale also explained that crime is occurring everywhere, every city, and every county. Officer Ragsdale praised the Association for having 24-hour dedicated security patrol. Mr. Avila also reported on the number and types of security incidents that occurred in the community from January 21, 2019 to February 17, 2019; 26 false burglar alarms, 25 unattended open garage doors, 2 suspicious persons, 3 suspicious vehicles, 3 suspicious incidents / activities, 8 resident assistances, 1 theft, 1 fallen tree, and 1 HOA rules enforcement. Architectural & Landscaping Committee ( ALC ) Report The Board reviewed the minutes of the ALC s February 19th and January 23rd meetings. At the February 19th meeting, the ALC disapproved the one property improvement request it received. The homeowner was guided on how to revise his proposed property improvement request in order for the ALC to consider giving its approval. At the January 23rd meeting, the ALC approved all five of the property improvement requests it received. Review Draft Common Area Tree Trimming Practice Change Notice As requested by the Board, Mr. Avila prepared a draft notice to the community announcing that the Association is changing its tree trimming practice to implement an ongoing tree trimming practice in the Common Areas, in an effort to address potential fire danger created by the many tall and full trees in the Common Areas. Mr. Avila reported sending the draft document to the Association s attorney Matt Ober for review, but has not received his response yet. After reviewing and discussing the draft document, Mr. Holliday made the motion to approve the document, as amended and subject to Mr. Ober s review. The motion was seconded by Mrs. Brill and was unanimously approved by the Board. Adjournment The regular Board of Directors meeting was adjourned at 8:32 p.m. Executive Session - - General Notes The Executive Session was called to order at 8:37 p.m. The Board held a Member discipline hearing regarding a CC&Rs violation.

5 Page 5 The Board approved the minutes of the January 22, 2019 and November 27, 2018 Executive Sessions. The Board discussed a settlement enforcement matter. The Board discussed a matter of pending litigation - Common Area property encroachment. The Board discussed contracts with third parties. The Board discussed a personnel matter. The Executive Session was adjourned at 9:30 p.m. Prepared by: Robert Avila, AMS, CCAM, CMCA General Manager Approval attested by: Fred Marcus President Approval attested by: Pat Brill Secretary