THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

 

January 20, 2004

Shoreline Office Building

1200 Piedmont Avenue

Pacific Grove, CA

 

AGENDA

1.0       CALL TO ORDER    4:45 PM                                                                      

 

2.0       ROLL CALL

 

Candy Pollock              Director            Present

Jack Rutherford            Director            Present

Jim Ray                        Director            Present

Jack Rugar                   Director            Absent

Glen Grossman             Director            Present

 

Managing Agent Joseph Chaffers -        Present

Members present – Pat and Sandy Claus (#7), Wolfgang Haas (#11), Roger Axt (#13), Rick Busman (#71), Ken Morley (#86), and Eugene Ganeles (#94).

 

3.0   AGENDA REVIEW / RESIDENT REQUESTS - Pat and Sandy Claus announced they are moving to Fresno this summer and the Board needs to replace Pat on the Gardening Committee and Sandy on the Architectural Control Committee. Roger Axt volunteers for the Architectural Control Committee.

 

4.0   APPROVAL OF MINUTES – Minutes from 11/18/03 approved.

 

5.0   REPORTS

       5.01   FINANCIAL REPORTS – Ray reports the Union Bank Operating Account now has $20K in it and there is $264,751 in Reserve Accounts. Since 5/1/03, $65K has been transferred from Reserve Accounts to the Operating Account. This has to stop. We have undertaken projects (e.g., the rain gutters, cleaning the hillside behind unit #9, the work on the common area around unit #10) without budgeting for them. Some projects (e.g., the rain gutters) should have been paid out of Reserves rather than from the Operating Account. Based upon the cash flow projections introduced at the Annual Meeting, the Reserve Accounts are sufficient to fund future reserve items but we can’t keep invading it without damaging its solvency. Chaffers notes we are currently operating under-budget for the 2003-2004 fiscal year. Grossman notes the contingency fund in the Operating Account must be increased when we pass a budget for the 2004-2005 fiscal year. Chaffers notes Pat Ryter (former owner unit #71), Edwards (former owner unit #46), and Noni Howell (former owner unit #94) are all owed refunds for excess dues paid.

       5.02   WELCOMING REPORT – Rutherford advises #92 received a welcome basket which included a copy of our Rules and Regulations. Ray suggests we also include a pamphlet on Living In the Glen (where to get extra keys, garbage collection days, etc.).

       5.03   WEBSITE REPORT – Grossman advises today’s agenda is on the website along with a link to the City of Pacific Grove Ordinances and selected ordinances are on the statutes page. Ken Morley volunteers to work on the website.

       5.04   GARDENING REPORT – Pat Claus advises her report was e-mailed at 4:30 today. One Glen Heights owner exceeded her authority in tree-trimming. We need to be present at all times when Glen Heights decides it wants our trees trimmed.

       5.05   EMERGENCY PREPAREDNESS REPORT – Pollock advises there is no report.

       5.06   RULE COMPLIANCE REPORT – Pollock advises discussion to be held during Executive Session.

       5.07   MAINTENANCE REPORT – Rutherford reports the Roof Valley project will be completed next week. Rutherford, Roger Axt, and Ken Morley all report that the work on the roof valleys is fine and does not need to be inspected. On the Gutter Project, a number of the new gutters have dings or bends. Ray says 6 of 15 invoices have been paid. The board needs to do a complete inspection prior to paying the final invoice. Rutherford will obtain a copy of our contract with SunRain. Rutherford says Ira reports the lattices have dry rot. Ray says all dry rot needs to be removed prior to painting. Pollock says the fence behind unit ## 11-13 needs to be replaced.

       5.08   LAKE REPORT – Rutherford advises there is no report.

       5.09   WILDLIFE CONTROL REPORT – Rutherford advises no new raccoons caught.

       5.10   ARCHITECTURAL CONTROL REPORT – Sandy Claus advises there is no report other than there is a current vacancy since Ron Johnson left and Sandy’s departure will create a second vacancy.

       5.11   AD HOC COMMITTEES

                 a.   Document Revision – Grossman had previously sent the Committee’s proposed changes to the board but announced one of the committee members wanted to make further changes. There was an extended discussion on current Rules and Regulations. The committee will meet again and incorporate the feelings of the Board.

                 b.   Finance Review – Ray advises there is no report.

       5.12   STAFF REPORT / NEWSLETTER ITEMS –

  • Anyone with gardening concerns should call the Board phone # or e-mail Pat Claus at 55Pat@earthlink.net.
  • There are openings on the Architectural Control Committee and on the Gardening Committee.
  • Thank-you to Stephanie Lee and Pat Bradley for decorating the common areas during the holidays.
  • Thank-you to Ron Johnson for your years of service on The Glen Architectural Control Committee.
  • Garbage cans must be stored inside garages, not behind them. Variances are available from the Board. Call the Board telephone number. The only items which should be behind the garages are the yard waste containers, Red Cross Emergency Supplies, and red hazard cones. Anything else will be disposed of by the Board.
  • If you want to purchase a light fixture for the back porch light, call the Board telephone number.
  • If you are planning to upgrade your garage, do it now before we start painting. 

 

6.0   UNFINISHED BUSINESS

        6.01   Outside Lighting – Pollock advises she will explain the Board’s actions in replacing the front and side light fixtures in her Glen Gazette column. There was a need to maintain the light fixtures, painting them would cost more than replacing them, we had an opportunity for free labor, the new fixtures do not require painting. The Board will not replace the light fixtures on the patio but will advise residents where they can purchase them. Ray advises we spent $3500 on the light fixtures from the Homelighter Store.

 

7.0   NEW BUSINESS

       7.01   TV Bulk Rates – Pollock advises she is attempting to negotiate a bulk rate with Comcast.

       7.02   Neighborhood Watch – deferred.

       7.03   Project Form/Worksheet – Ray reports that he and Ken Morley have developed a form to be used on all projects so that we can have better control of our costs before embarking on a project.

Motion by Grossman, seconded by Ray, that any project of $500 or more shall be on a Project Proposal and Control form. Motion passes unanimously.

 

8.0   CORRESPONDENCE –

 

9.0   FUTURE BOARD MEETING / ADJOURNMENT – February 17, 2004 at 4:45 p.m. at Shoreline.

 

EXECUTIVE SESSION