THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA
1.0 CALL TO ORDER
2.0 ROLL CALL
Candy Pollock Director Present
Jack Rutherford Director Present
Jim Ray Director Present
Jack Rugar Director Present
Glen Grossman Director Present
Managing Agent Joseph Chaffers - Present
Members Present: Pat and Sandy Claus (#7), Wolfgang Haas
(#11), Roger Axt (#13), Carol Rutherford (#36), Rick Busman (#71), Faye and Ken
Morley (#86), and Stephanie Lee (#104).
3.0
AGENDA
REVIEW/RESIDENT REQUESTS:
a. Request from John Shipley
regarding the condition of
b. Memo from Wolfgang Haas (#11)
regarding our CC&Rs. Board will defer action to the next board meeting.
4.0 APPROVAL
OF MINUTES FROM BOARD MEETING OF
5.0 REPORTS:
5.01 FINANCIAL
REPORTS: Treasurer Ray reported as follows: (a) our financial reports now
reflect detail explaining expenditures. (b) If we spend $25,000 to install
gutters on the roofs, the Reserve Account will be underfunded in 2006. Our options are to forego installing the
gutters, raise dues, do an assessment in 2006, delay replacing the roof in
2006, or some combination of the above. Rick Busman has prepared a spreadsheet
projecting the balance in the Reserve Account given different scenarios. The
Reserve projections of the Reserve Account were ititially based upon the
Sunstone Reserve Study from Sunstone. That study did not account for the bay
windows getting dryrot or installation of gutters. It is possible we are
overlooking a reserve item, the expense for which we should be reserving. The
Operating Account is getting very, very short. Joseph indicates that because
the Reserve Account is currently short by $37,000, we need a larger assessment.
The Board agrees to meet next week to discuss the Reserve Account projections
in detail.
5.02 WELCOMING
COMMITTEE: Chairperson Carol Rutherford reports there are new residents in
#94, the family of Sergio Bindel.
5.03 WEBSITE
COMMITTEE: Secretary Grossman reports the CC&Rs and Bylaws have been
uploaded onto the website but currently in pdf format. Jim Ray requests that
they be made available in MSWord format because it takes his dial-up browser a
while to load it. Grossman advises that converting a pdf file to a MSWord file requires the paid version of Adobe Acrobat
which is expensive.
5.04 GARDENING
COMMITTEE: Chairperson Pat Claus previously submitted her report by e-mail.
5.05 EMERGENCY PREPAREDNESS: President
Pollock advises there is no report.
5.06 RULE
COMPLIANCE: President Pollock advises we still have residents parking in
Guest Parking. Speeding around the curves in The Glen by the front gate is a
definite problem. The newsletter needs to address this issue in bold print.
5.07 MAINTENANCE:
Vice-President Rutherford reports the Bay-Window project has been completed!
5.08
5.09 WILDLIFE
CONTROL: Director Rugar reports two raccoons trapped. Additionally, someone
tripped all four traps a few weeks ago. Pollock advises she has received
half-dozen requests for The Glen to ban feeding the pigeons. The newsletter
should advise the residents not to feed the pigeons because they are really
creating a mess, they spread diseases that can infect humans, and that pigeon
feed attracts rats.
5.10 ARCHITECTURAL
CONTROL: Chairperson Sandy Claus advises there is no report. Pollock
advises that the committee needs to issue any approvals in writing and copy the
Board, the committee needs to have rules governing it, and it needs to develop
guidelines for satellite dishes and require the owner to indemnify The Glen for
any damage.
5.11 AD HOC COMMITTEES:
a. DOCUMENT
REVISION COMMITTEE: no report.
b. ACCOUNTING
REVIEW COMMITTEE: no report.
5.12 STAFF REPORTS: President Pollock:
a. Bar-B-Que on July
4th was the most successful ever but next year we need to rent a grill.
b. NEWSLETTER ITEMS:
·
Speeding on
·
Pigeons – don’t feed.
6.0 UNFINISHED
BUSINESS:
6.01 a. Patio
#38: President Pollock advises two attempts have been made to rectify the
situation without satisfaction to Mrs. Rousso, that she consulted with Jon
Baty, Esq., and that Mr. Baty opined that that The Glen was responsible for
fixing Mrs. Rousso’s patio. Mrs. Rousso advised Candy that she could have the
patio fixed for $2630. Motion by Ray,
seconded by Grossman, to accept Mrs. Rousso’s offer and allow her to have it
fixed herself so long as she signs a release form
releasing The Glen from liability for water damage to her unit. Motion
passes. Jon Baty, Esq., will prepare the release form.
6.02 CONTRACTS
a. PROPERTY SERVICES, INC. (for
gardening services):
Secretary
Grossman requests that approval of the contract be deferred until each Board
member has a chance to satisfy him or herself that the documents referenced in
the contract (policy of workers’ compensation, liability bond, license) exist and are current. Item deferred until next
board meeting.
b. MANAGEMENT
COST CONTROLS Contract (for management services): Grossman objects to the
paragraph where The Glen indemnifies MCC for simple negligence committed by MCC
employees. Joseph agrees to delete the term gross with the result that The Glen
will not be indemnifying MCC for acts of negligence. Motion by Grossman, seconded by
6.03 IRON
RAILING REPAIRS by UNIT #10: President Pollock reports the owners are very
upset railing and sidewalk were removed without being consulted. They want iron
railing replaced along with sidewalk leading to driveway of #12. Pollock says
the owners believe they can have a new wrought iron fence installed by their
contractor for $1200.
6.04 GUTTERS:
tabled
6.05 PERIMETER FENCING: deferred
indefinitely
7.0 NEW BUSINESS:
7.01 Sidewalk
Repair by Pumphouse: T
7.02 Brush
clean up by top of hill (see 5.04)
8.0 CORRESPONDENCE:
Greta Harpham (#96) wrote thanking The Glen for the July 4th bar-b-que. #10
wrote about their railing and sidewalk.
9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT:
9.01 NEXT BOARD MEETING:
9.02 Motion to adjourn adopted by acclimation.