THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING

May 17, 2005
71 Glen Lake Drive, Pacific Grove, CA

1.0       CALL TO ORDER    6:00 PM                                                                      

2.0       DIRECTOR ROLL CALL

President Diana Busman                      Present           
Vice-President Jack Rutherford           Present           
Treasurer Jim Ray                                  Absent
Secretary Glen Grossman                     Present
At-large Director Jack Rugar                Present

Managing Agent Joseph Chaffers - Present    

Members present – Wolfgang Haas (#11), Roger Axt (#13), Connie Shelstad (#19), Carol Rutherford (#36), Rick Busman (#71), Faye & Ken Morley (#86), Greta Harpham (#96), and Candy Pollock (#110).

3.0   AGENDA REVIEW / RESIDENT REQUESTS –

Wolfgang advises the phone number for The Glen listed in the Glen Gazette is incorrect and that he called 411 and they did not have a listing for The Glen.
Greta wants replacement plants for the plants removed last Fall and wants a restriction on the number of rentals.

4.0   APPROVAL OF MINUTES – Minutes from 4/19/05 approved. President Busman requests that drafts of minutes not be placed on the website.

5.0   REPORTS

       5.01   FINANCIAL REPORTS – Treasurer Ray reported by e-mail that Ekim Painting has been paid everything it is owed, there are no outstanding invoices from Ekim, and he recently received an invoice from Scudder Roofing for work done in January to unit #74. He has obtained estimates from four roofers for 40 year roofs ($239K, $350K, $369K, and $511K). Financial reports accepted.

       5.02   WELCOMING REPORT – Director Rugar reports there is nothing to report.

       5.03   WEBSITE REPORT – Secretary Grossman reports the colors of the website have been changed in accordance with the wishes of the Board and that Ken Morley can not access the web because he does not have FrontPage software which is what Grossman used to create the website.  

       5.04   GARDENING REPORT – Rodger Axt summarized his written report (attached).

       5.05   RULE COMPLIANCE REPORT – President Busman reports there is nothing to report.

       5.06   MAINTENANCE REPORT – Vice-President Rutherford reports dry rot in the garage of unit #94 was removed and the Cruz Brothers will paint the curbs in front of the sprinkler shut-off valves.

       5.07   LAKE REPORT – Vice-President Rutherford reports he and Director Rugar met with Alliance Land & WaterScapes which recommended plants be added to the lake to deprive the algae of oxygen. Also, the damn rocks need to be cemented in place. The lake will have to be lowered to do these tasks and that will probably occur in November at a cost of $2K-$4K. One of the two lake motors needs to be rebuilt or replaced. Motion by Secretary Grossman, seconded by Director Rugar, to pay not more than $3500 to remove the lake motor and rebuild or replace it. Motion passes unanimously. Candy suggests adding cat fish to the lake to eat the algae. Director Rugar advises the lake already has koi fish in it. Rutherford estimates we may be spending close to $12K on the lake.

       5.08   WILDLIFE CONTROL REPORT – Director Rugar reports nothing to report. 

       5.09   ARCHITECTURAL CONTROL REPORT – Ken Morley reports unit #3's request for a fence was approved. The Association's fence will need to be replaced in the future. Rick Busman advises the Reserve Account has budgeted $30,000 for replacement of fences. The original blue print for The Glen and the irrigation plan has been put onto a CD Rom. There are too many bytes to place on the website. The ACC has not received a request from unit #58 for approval of patio doors.

       5.10   AD HOC COMMITTEES – Director Rugar

                        a.   Document Revision – Secretary Grossman reports the committee will be meeting to redraft Board Rule D.2 (7 day parking rule).

                        b.   Finance Review – Rick Busman reports under item 6.07.

       5.11   NEWSLETTER ITEMS: The Glen Gazette should solicit e-mail addresses by requesting members e-mail the Association through the website.

6.0   UNFINISHED BUSINESS

        6.01   TV Bulk Rates – President Busman reports no action.

        6.02   Painting update – Director Rugar reports the painting has been completed and  highlight paints are stored in his garage. Ken Morley advises there are areas on certain units which have never been painted and the triangles on some one-story units (e.g., unit #s 86 & 88) are damaged. Vice-President Rutherford will have Dennis Sullivan inspect and prioritize the work; the Cruz Brothers to do the work. 

        6.03  Reserve Study – Treasurer Ray reports by e-mail that Chris Sanders from Barrera will be here on Thursday 5/19 to inspect the common areas prior to preparing a reserve study.

        6.04  Property Services Contract - President Busman reports she has the contract signed by Susan.

        6.05  Insurance Meeting with Jeff Kane - President Busman reports she is unable to find a location for Jeff to address the membership.

        6.06  Garage Sale - Candy Pollock reports the May date has been postponed due to lack of interest.

        6.07   BUDGET – Rick Busman submitted a budget recommendation from the Finance Committee. The committee recommends total per month per unit dues of $350 with $211 allocated to operating expenses, $114 allocated to reserves, and $25 for repayment of loan from the Reserve Account to the Operating Account. Motion by Secretary Grossman, seconded by Director Rugar, to increase dues to $350 per unit per month effective 9/1/05. Motion passes unanimously. Motion by Grossman, seconded by President Busman, that of the $350 per month per unit dues, $211 will go to the Operating Account, $114 will go to the Reserve Account, and $25 will go the Reserve Account to repay the outstanding loan from it. Motion passes unanimously.

        6.08   Bank Resolutions – President Busman reports no report. 

        6.09  Earthquake Insurance – no report

        6.10  Location of future Board Meetings - President Busman reports no success in locating another venue.

        6.11  Landlord Compliance with Rule C.2. (requiring names and phone numbers of tenants be provided to the Board) - Joseph Chaffers reports he drafted a form letter which President Busman revised and this letter will be sent to those members whose units appear to be rentals.

7.0   NEW BUSINESS –

        7.01   ECHO Seminar 6/18/05 - Directors Ray and Rugar will not be attending. Directors Busman, Rutherford, and Grossman and members Candace Pollock and Ken Morley will be attending.

8.0   CORRESPONDENCE – Wolfgang would like copies of minutes from now on. Rodger agrees to print them for Wolfgang off the website.

9.0   FUTURE BOARD MEETING / ADJOURNMENT – 6/21/05 at 6:00 p.m. at 71 Glen Lake Drive.

This page last modified on 06/13/2006.