February
Operating Fund |
2012 Actual |
2012 Budget |
2012 Variance |
| |
----------------- |
------------------ |
---------------------- |
| Total Income: |
$
264,399 |
$
253,033
|
|
| Total Expenses: |
$
255,409 |
$ 262,561 |
|
| |
----------------- |
------------------ |
---------------------- |
| Net Income/Loss: |
$ 8,990 |
$ (9,528) |
|
| Beg. Fund Bal. - 1/1/12 |
$ 30,643 |
|
| Fund Bal. - 2/29/12 |
|
|
|
| |
|
|
|
February
Reserve Fund |
2012 Actual |
|
|
| |
----------------- |
|
|
| Total Income: |
$ 41,236
|
|
|
| Total Expenses: |
$ 32,993 |
|
|
| |
|
|
|
| Net Income/Loss |
$ 8,243 |
|
|
| |
|
|
|
| Beg. Fund Bal. - 1/1/12 |
$ 655,697 |
|
| |
----------------- |
|
|
| Fund Bal. -2/29/12 |
|
|
|
Mr. Gold explained the contents of the Financial Statement, and answered questions from the Board.
* Vice President Andrew Tenenbaum arrived at the Board meeting at this time.
After discussion, Mr. Gibbons made the motion to approve the February 2012 Financial Statement. The motion was seconded by Mr. Tennen and was unanimously approved by the Board. Copies of the Financial Statements are available to Association Members, upon request.
DWP - Stone Canyon Committee Report
Committee Co-Chair Andre Stojka reported that the 30-day period that would allow the public to challenge the DWP Board of Commissioners’ decision/vote to accept the floating cover option to cover Upper Stone Reservoir, with no public access, expired on March 13th. Mr. Stojka reported contacting a DWP executive at the close of business day on March 13th to see if any challenges had been received. The executive advised that no challenges were received and that it is a “done-deal,” which Mr. Stojka said he confirmed with CPOR. Mr. Stojka then reported that with this favorable result, there is no need for future DWP - Stone Canyon Committee Reports. Co-Chairs Andre Stojka and Andrew Tenenbaum and the entire Committee were thanked for their hard work and success in imposing public access into Stone Canyon.
Neighborhood Council Report
Association representative Andre Stojka reported that he did not have a Neighborhood Council Report, since he did not attend the last Council meeting.
Emergency Preparedness Advisory Committee (“EPAC”) Report
The Board reviewed the minutes of the EPAC’s March 12th meeting at which it discussed its continuing effort to network with LAFD Station 99 to possibly develop a community evacuation plan, discussed challenges its having difficulty with its CB system, discussed developing a list of medical professionals who live in the community who might be able to help in the event of an emergency, and discussed providing the community with information about disposing of hazardous waste.
Tennis Committee Report
Committee Chair Amir Navab reported on the Committee’s March 13th meeting at which it discussed tennis court maintenance issues, postponed its March 18th event to April 1st due to weather, and discussed the status of its website and Facebook page.
Request for $200-$400 for Facebook Page
Mr. Navab reported that the Committee’s Facebook page is not working as it wants. Rather than setting up a page as an individual person, it needs to be set up as an organization. The Committee asked the Board to approve $200 to $400 so the Committee can pay someone to set up the page as an organization. After discussion, the Board suggested to Mr. Navab that the Committee use its annual budget for the expense, and to come back to the Board if it needs more money for events later in the year.
Finance Committee Report
The Board reviewed the minutes of the Committee’s March 22, 2012 meeting, at which it reviewed and recommended that the Board accept and approve the draft audited 2011 Year-End Financial Statement and 2011 Tax Returns, as prepared by the accounting firm of Hutchinson & Bloodgood, LLP (“H&B”).
Committee Chair Thomas Lenehen also reported that the Association contributes $19,900 to its Reserve Funds each month, and that the Reserve Funds are at an 82% funded level. Mr. Lenehen reported that the Association is in good financial shape.
Review Draft 2011 Tax Returns
After review and discussion, Mr. Gold made the motion to accept and approve the 2011 Tax Returns, as prepared by H&B. The motion was seconded by Mr. Tennen and was unanimously approved by the Board.
Review Draft Audited 2011 Year-End Financial Statement
After review and discussion, Mr. Gold made the motion to accept and approve the audited 2011 Year-End Financial Statement, as prepared by H&B. The motion was seconded by Mr. Gibbons and was unanimously approved by the Board.
Capital Improvement Construction (“CIC”) Committee Report
Committee Chair Miles Gibbons reported on the Committee’s March 19, 2012 meeting, at which it reviewed the status of the Clubhouse First Floor Renovation Project and discussed how to go about selecting new furniture for the Project.
Status of Clubhouse First Floor Renovation Project
The Project is moving forward great, with an estimated completion date for sometime in April.
Approval of Acquisition of Furniture and Furnishings
The Committee discussed how it should go about acquiring new furniture for the newly renovated Game Room and Management Office. Since Mr. Avila knows what the Office needs to function, the Committee decided that he would work with Plummers or Ikea, as these companies provide free design services, to develop furniture selection designs for the Management Office. The Committee recommended that the Project architect, Ben Levin, be used to select the furniture for the Game Room, so as to blend in nicely with how he designed the renovations. The Board reviewed a proposal from Mr. Levin’s firm, DLR Group WWCOT, to provide furniture selection services at an hourly rate with a not to exceed cost of $3,920.
* Board member John Siegler arrived at the Board meeting at this time.
After discussion, Mrs. Brill made the motion to approve Mr. Levin’s proposal for a not to exceed cost of $3,920 to provide furniture selection services. The motion was seconded by Mr. Tennen and was unanimously approved by the Board.
Discuss Having a Project Completion Open House Event
Mr. Gibbons also reported that the Committee would like to hold an open house event when the
Project is completed. However, nothing was decided/finalized at this time.
Pool Committee Report
Co-Chairs Gita Amar Vizzie and Sharron Holman reported on the Committee’s March 14, 2012 meeting, at which it discussed various Pool Committee and pool use issues including but not limited to its recommendation on how to address non-resident adult children using the pool, the proposed photo ID producing system, re-issuing Key Fobs, and changing the signage around the Claray Clubhouse facility.
Recommendation(s) for Implementing New Proposed Photo ID Rule as it Relates to Adult Children of Residents It was reported that the Committee recommended that the rule requiring that all guests be accompanied by an Association-resident remain the same, requiring non-resident adult children to be accompanied by their Association-resident parents when using the pool areas. Mrs. Vizzie explained that insurance liability risk is one of the reasons for its recommendation. Some Board members expressed disagreement with the Committee’s recommendation, and some agreed, while other Board members remain undecided. After a lengthy discussion, which included hearing from homeowners in attendance, it was decided to postpone the matter until the next Board in order to obtain input on the possible insurance liability risks from the Association’s insurance agent, which Mr. Avila was asked to obtain. Mr. Avila was asked to provide the information he obtains to the Pool Committee so it can review it and consider recommending a guest-pass system of sorts that would be used for adult children of residents, only.
Recommendation for Less Expensive Photo ID System
The Committee recommended that the Board purchase the same photo ID producing system it recommended last year for $2,359. The Board postponed this matter until its next meeting.
Additional Committee Appointment
Mr. Avila reported that homeowner Shirlee Sevin expressed interest in serving on the Pool Committee. Mr. Siegler made the motion to appoint Ms. Sevin to the Committee. The motion was seconded by Mrs. Brill and was unanimously approved by the Board.
Additional Fitness Committee Appointment
Mr. Avila reported that homeowner Christian “Kiki” Berry expressed interest in serving on the Fitness Committee. After discussion, Mr. Tenenbaum made the motion to appoint Mrs. Berry to the Committee. The motion was seconded by Mrs. Brill and was unanimously approved by the Board.
Technology Committee Report
Committee Chair John Siegler reported on the projects on which he is currently working.
Status of Setting Up Second Community Yahoo Chat Group
Mr. Siegler reported that he is still in the process of importing all of the email addresses from the first Chat Group to the second Chat Group. It’s taking a little bit of time because Yahoo does not permit too many email addresses to be imported over onto another Chat Group database in an effort to reduce “spam.” He has already established the preference settings for the second Chat Group, which will only allow participants to receive emails. Only certain people will be able to send emails via the second Chat Group, as it will be used mainly for one-way dialogue announcements, and not a discussion mechanism.
Consider Pricing for Reverse-911 Emergency Notification System
Mr. Siegler reported that he is still researching different emergency notification systems, such as perhaps an automated dialer, stating that an actual Reverse-911 system is a much more robust and sophisticated software system geared towards larger organizations and much larger communities. Mr. Siegler hopes to be able to report his findings at the next Board meeting.
Security Committee Report
Committee Chair Harold Tennen reported on the number and types of security incidents that occurred in the community from February 20, 2012 to March 18, 2012: 10 false burglar alarms, 54 unattended open garage doors, 2 resident assistance calls, 6 suspicious persons / vehicles / activities, 1 back up assistance needed outside of the Association, 2 loose dogs, 2 burglaries from motor vehicle, 1 residential burglary, 1 loud party, 2 criminal mischief, 1 domestic dispute, and 4 Association rules enforcement.
Proposed Project to Address Increase in Criminal Activity
Mr. Tennen presented the Board with the details of a proposed project to address the increase in criminal activity in the community. The proposed project involved placing undercover “spotters” in cars on certain streets during the overnight hours to keep an eye out for suspicious activities/persons and to report any observed to the ACS Security Officer on duty for an immediate response. Some Board members expressed concern because the proposal involved using non-security personnel, who would not have any formal training, as the “spotters,” and as such, something could happen that could potentially expose the Association to liability. After a lengthy discussion, the Board asked Mr. Tennen to ask ACS Security what it would charge for two (2) additional cars/Officers, one marked and one unmarked, during overnight hours two (2) days a week on an irregular basis for two (2) weeks. Mr. Tennen was asked to obtain the information as soon as possible, so the Board could make a decision without having to wait another month to possibly move forward with the project as soon as possible.
* Vice President Andrew Tenenbaum left the Board meeting at this time.
Status of CC&Rs Amendment/Restatement Project
Mr. Avila reported that as of that day, 172 votes had been received and reminded the Board that the voting deadline is October 1, 2012.
Mr. Avila reported on his attempt to identify homeowners’ mortgage lender information for as little money as possible. He reported obtaining referrals for mortgage lending professionals from some homeowners, and reported that one of the professionals, Brandon Richman, proposed to provide the information for $350 to $400 as a favor to homeowner Lisa Platt. After
discussion, Mr. Tennen made the motion to engage Mr. Richman for the project for $350 to $400. The motion was seconded by Mr. Gibbons and was unanimously approved by the Board.
Review Revised ACS Security Request for Patrol Service Rate Increase
The Board reviewed a revised request from ACS Security to increase its monthly service rate for security patrol services by 4% ($686.40), effective June 1, 2012. After discussion, Mr. Tennen made the motion to approve the request. The motion was seconded by Mrs. Brill and was unanimously approved by the Board.
Proposed Smoking Restriction Rule Adoption/Amendment
As requested, Mr. Avila presented the Board with proposed language for the Board to consider to amend the Clubhouse rental rule and to adopt a new Tennis Court rule to adequately restrict smoking. Mr. Siegler made the motion to postpone the matter. The motion was seconded by Mrs. Brill and was approved with the following vote of the Board; Ayes: Brill, Gibbons, Gold, Siegler, Tennen; Nays: Mintz.
Discuss Need for Alternative Storage Space
Mr. Avila reported on the need for off-site storage. When he had a structural engineer inspect the Fitness Center for another matter, the structural engineer expressed concern about the large number of file storage boxes that were stacked on the part of the Fitness Center mezzanine that was converted into storage space a number of years ago. The structural engineer said the boxes might be too heavy for the load-design of the mezzanine floor. As a result, Mr. Avila recommended that the boxes be removed and that the Association use Iron Mountain for off-site storage services for $100 a month, which was less than the rates at local self-storage facilities. Mr. Avila said he would then work with the Association’s attorney and CPA to develop and propose a record-retention policy for the Board to consider, so very old records can be destroyed, thereby, reducing the amount of storage space that would be required. After discussion, Mrs. Brill made the motion to approve using Iron Mountain, or another comparable company, for off-site storage services. The motion was seconded by Mr. Siegler and was unanimously by the Board.
Review Proposal to Stucco Fitness Center Wall for Better Water Protection
Mr. Avila reported identifying the source of a leak that occurs often, but not always, above the Cardio Room when it rains heavily - the “face” of the little wall on top of the lower roof of the Fitness Center, which is approximately 2.5 feet by 80 feet, is made of wood. It has rotted over the years and is allowing water to soak into the wood, flow under the roof, and leak into the Cardio Room below. Contractors have recommended that the wall’s wood “face” be changed to stucco, since the problem would recur over time if wood were used again. Mr. Avila reported obtaining a proposal to complete the stucco work for $3,300 from one contractor, and that he is in the process of obtaining a second proposal. Mr. Avila requested that the Board approve completing the work for a not to exceed cost of $3,300, so he could proceed as soon as he receives and compares the proposals. After discussion, Mr. Gold made the motion to approve Mr. Avila’s request. The motion was seconded by Mr. Tennen and was unanimously approved by the Board.
Adjournment
The regular Board of Directors meeting was adjourned at 10:05 p.m. An Executive Session of
the Board of Directors followed to discuss the following matters:
Executive Session - March 27, 2012 - General Notes
The Executive Session was called to order at 10:10 p.m.
The Board approved the minutes of the February 28, 2012 Executive Session.
The Board had continued discussions regarding pending litigation involving the eviction of the person occupying the property legally described as Tract 31315, Lot 12, Unit 2 (APN #4382-029-088), which the Association took possession of through foreclosure for delinquent assessments.
The Board had continued discussions regarding pending litigation related to a dispute over a CC&Rs violation.
The Board had continued discussions regarding its foreclosure efforts against the property legally described as Tract 32229, Lot 6, Unit 8 (APN #4379-035-088) for delinquent assessments.
The Board had continued discussions regarding its foreclosure efforts against the property legally described as Tract 32228, Lot 1, Unit 6 (APN #4379-035-155) for delinquent assessments.
The Board had continued discussions regarding a matter of potential litigation related to unauthorized grading on Association property.
The Executive Session was adjourned at 10:35 p.m.
