THE GLEN OF PACIFIC GROVE HOMEOWNERS’ ASSOCIATION
BOARD OF DIRECTORS MEETING 

May 4, 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            Present
Glen Grossman             Director            Present

Managing Agent Joseph Chaffers -        Present

Members present – Dorothy & Chuck Adams (#3), Wolfgang Haas (#11), Roger Axt (#13), Connie Shelsted (#19), Betty Lauritsen (#30), Carol Rutherford (#36), Marce Humphrey (#42), Diane Hardcastle (#65), Rick Busman (#71), Faye and Ken Morley (#86), and Greta Harpham (#96).

3.0   AGENDA REVIEW / RESIDENT REQUESTS – (deferred).

4.0   APPROVAL OF MINUTES – (deferred).

5.0   REPORTS

       5.01   FINANCIAL REPORTS – Treasurer Ray submitted a two-page report discussing Association expenditures. Our financial statements clearly depict what the association has been spending. Essentially we are spending money that has not been budgeted:

  • We budgeted $500 per month for code 6030 yet we have overspent this account by $2359, primarily due to $1900 last October clearing brush from the hill behind units 3-9, work on unit #10, and $1250 to Topes Tree Service last month for removing two trees.
  • The Board agreed to install 3 new speed bumps at a cost of $1800 to the Reserve Account yet this expense has not been budgeted for in the Reserve Account.
  • The Board has been informed that the chimneys need repairs and the patio dividers need repair as well yet we have no solid estimate of the costs and we have not budgeted for these expenditures.
  • The Board has agreed to pre-wash the exterior of the units and pre-caulk where needed yet we have no written estimates of the costs and these items have not been specifically budgeted for in Reserves (although there may be sufficient moneys reserved for painting to cover these items).
  • We spent $25,000 on adding gutters to roofs to prolong the life of the roofs. Those funds were not budgeted.
  • We spent $25,000 making repairs to the bay windows. Those funds were not budgeted.
  • We spent $8492 repairing and painting the roof valleys (to prevent leaks). Those funds were not budgeted.
  • We spent $3846 on replacing the porch lights. Those funds were not budgeted.

             The Reserve Account is owed $28,843.92 from the Operating Account ($480/unit or $40 per unit per month for a year) and we have no financial plan for paying that back.

Joseph will have a tentative budget for the Board by next week.

A Reserve Study Committee is formed consisting of Jim Ray, Rick Busman, Glen Grossman, Connie Shelstad, and Rodger Axt. The purpose of the committee is to make sure all potential Reserve Account items are identified.

A Budget Committee is formed consisting of Jim Ray, Rick Busman, and Glen Grossman.

Connie stated the original gutters were paid for by a special assessment. Motion by Ray, seconded by Rugar, that the speed bumps will be paid from a $30 one-time special assessment. Motion passes.

       5.06   RULE COMPLIANCE REPORT – deferred.

       5.07   MAINTENANCE REPORT – deferred.

       5.08   LAKE REPORT – Deferred.

       5.09   WILDLIFE CONTROL REPORT – deferred.

       5.10   ARCHITECTURAL CONTROL REPORT – Ken Morley reports the ACC approved a solar tube in #86 and patio extensions to #14. A request to install double-pane windows in #96 is pending.

       5.11   AD HOC COMMITTEES –deferred to the next Board meeting.

       5.12   STAFF REPORT / NEWSLETTER ITEMS – deferred.

6.0   UNFINISHED BUSINESS

        6.01   TV Bulk Rates – deferred.

        6.02   Painting – Extensive discussion regarding us doing the caulking and mold removal ourselves. Ray and Axt feel the painting contractors can handle the caulking. Axt says the mold has to be removed by hand. By the next board meeting, Rutherford will obtain a written estimate for the cost to have “John” remove the mold.

7.0   NEW BUSINESS - deferred

8.0   CORRESPONDENCE – deferred.

9.0   FUTURE BOARD MEETING / ADJOURNMENT – May 18, 2004 at 4:45 p.m. at Shoreline.