THE GLEN OF PACIFIC GROVE
HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
March 18, 2008
Forest Grove HOA Clubhouse
Forest Lodge Road, Pacific Grove, CA
adjourned to
1.0 CALL TO ORDER 6:30 PM
2.0 DIRECTOR ROLL CALL
President Glen Grossman Present
Vice-President Betty Lauritsen Present
Treasurer Rodger Axt Present
Secretary Marcia Scala Present
At-large Director Nancy Budd Present
Managing Agent Joseph Chaffers Present
Members and residents present: Lynn Bomberger, Pat Bradley, Jack Rugar, Ken Morley, Faye Morley, Chuck Adams, Jim Ray, Candy Pollock, and Marce Grossman
3.0 RESIDENT REQUESTS – A moment of silence was had for the passing
of residents Wolfgang Haas and Paul Sidone.
1.
Pat Bradley - reminds the Board that a storage unit was to be erected near the
tennis courts for Christmas Decorations- Axt to do a.s.a.p.
2.
Lynn Bomberger - about Wolfgang being diagnosed with Alzheimer’s. Discussion was had about his unit.
3.
Candy Pollock - Board will decide about planting a memorial tree.
Motion by Lauritsen, seconded by Budd, for HOA to pay for memorial trees
for Paul and Wolfgang (no plaques). All in favor, motion passes. Board to decide what type of trees and where
they will be planted after April 1, 2008.
4.
Jim Ray - Congratulates Candy and all involved with the care and concern during
Paul’s illness. All agree!
4.0 APPROVAL OF
MINUTES – Correction made to posted
minutes of 1/29/08 to indicate That the
Association adopt a budget whereby 62.5% or $190.63 of our monthly dues of $305
goes towards the Operating Budget and the balance of our dues ($114.37) goes
into the Reserve Account. Motion by Grossman, seconded by Budd, to
accept minutes from 1/29/07 Board
Meeting as amended. Motion carried.
5.0 REPORTS
5.01
FINANCIAL REPORTS – Treasurer Axt reported that the Budget mailed
to the Board members was incorrect.
Joseph was consulted and he will send the correct budget out in the mail
again adding $6862.20 to Operating Account. Jack Rugar, former President,
suggested that the Board is over-budget.
There was discussion about the budget; it was determined that we are not
over-budget because MCC was using an outdated budget which did not reflect the
dues decrease effective 11/1/07. There will be a correction on the Website that
a resident of The Glen is $1800 in arrears of their dues.
5.02 NEW RESIDENT INFORMATION REPORT: Lauritsen reports no new residents but unit #5 and #52 are being rented and unit #96 and #78 are for sale.
5.03 GARDENING REPORT: Rodger reported that the outgoing Property Services has been paid in full until the end of March. Lauritsen reports that the issue of money owed to Susan for tools is still under discussion and will be settled by March 31. Extended discussion regarding thank-you gifts for departing laborers. Majority of members present favored cash and thank-you notes. Motion by Grossman, seconded by Lauritsen, that the Association pay $100 to each laborer. Motion passed 4 to 1 (Budd opposed).
5.04 MAINTENANCE REPORT – Axt reports that #110 French doors have not been replaced and termite repair not done yet. Manuel Bentencourt will do the work and Candy’s number has been given to Manuel to contact her.
5.05 LAKE REPORT: Betty reports that the work began 1/08- 17 tons of rock was ordered (see attached detailed report) the bank from #110 for 85 ft. was stabilized. 2/08 -17 more tons of rock used as well as 39 bags of Quikrete to stabilize base of 175 ft. of rock wall. Many plants were planted (see detailed report for types of plants.) A list of expenses spent on the lake was provided by Rodger (see attached list) Lake project cost $3408 with $2136 for labor for gutters and debris removal for a grand total of $5544. Lynn has fronted much of the money and then been reimbursed. Jack suggests that the purpose of the invoice should be reflected on the ledger.
- The noise of the old pump motor is an
issue. Motion by Budd, seconded by Grossman, that if a new pump costs $2500 or
less, the Board authorizes Axt to replace the motor. Motion passes. Axt will also look into
sound proofing the motor or pump house.
5.06
WILDLIFE
CONTROL REPORT: No raccoons.
5.07 ARCHITECTURAL CONTROL REPORT - Chairperson Morley reported unit #110 requested permission to not install cross bars on back windows request permitted.
5.08
RULE ENFORCEMENT: No
new news.
5.09
PARKING ENFORCEMENT:
Bomberger reports that #46 is parking in driveway and car is sticking
out into street.
5.10
LEINS: Lauritsen and Budd advise that
according to the February ECHO seminar they attended, this category needs to be
added to the Agenda even if no new business in this area.
5.11
NEWSLETTER: Board accepts Candy’s offer to
write the Newsletter. To add to newsletter: Need to enforce 15 mph. speed
limit. Fines will go along with
speeding.
5.12
EXECUTIVE SESSION:
Grossman reports that during its Executive Session on 1/29/08, the Board
unanimously voted to terminate its contract with Property Services and contract
with Cachina Landscaping effective April 1, 2008 for landscaping and gardening
services. Rodger reads letter that was sent to owner of unit #14 about tenants. (attached)
Owner of #14 phoned Rodger to say that the tenants will be out by March
31, 2008.
6.0
UNFINISHED BUSINESS:
6.01
2852 FOREST HILLS BLVD. – Axt reports
that there has been no response to the demand letter that was sent to the owner
Mrs. Pham. Two issues involved; one is
the fence is knocked out of alignment, the other is a pipe sticking out which
might carry water onto our hillside and cause erosion. It was decided that
another letter threatening legal action will be sent by Rodger.
6.02
UNITS #30 AND 42 DRAINAGE PROBLEM – Axt reports the back patio to unit #30 is not
yet finished as grading is required before new plants can be put in. Axt will
reevaluate whether he wants the work crew that did #30 do the repair to #42
since this is more involved. No more
discussion was had.
6.03
FRENCH DOORS FOR UNIT #110 –No new news.
6.04
PARKING OUTSIDE THE GLEN – No new problems.
6.05
CPA REPORT/AUDIT/TAX RETURNS:
Joseph says our CPA needs copies of 2 certificate of deposits which were
deposited into our Wells Fargo account. Rodger will provide what Joseph says
accountant needs for taxes.
6.06
BUDGET: Joseph will correct budget which
was sent out. The payment of taxes last November were estimated payments.
6.07
SIDEWALK/CURBS:
Roger explained that Bettencourt will replace concrete on walkways:
Between #42 & #44, in front of #3, and at the entrance gate. Taking out the lawn by the lake pump will
correct the concrete unevenness there.
6.08
WEBSITE SECURITY: Glen
in touch with Byte Technology; not ready to report.
6.09
ASSOCIATION RECORDS PRESERVATION POLICY: Deferred
6.10 ECHO
APTOS SEMINAR 2/23/08: Lauritsen reports that
1. A new bill will soon be replacing
the Davis -Sterling Act.
2. A complete Reserve study should
cost between $3000 and $5000.
a) roofing needs to meet new standards/need new
roofing quote
b) now is a good time to get new
roofing quotes because labor is costing less
3. Roads need to be resealed every 3-5 years, more
frequently if there are irrigation problems. Our sprinklers spray onto Glen
Lake Drive which causes damage to the water sealant on the road. Our roads need
new gutters.
4. Absentee owners that rent take
down the value of the property because they do not take the same care of the
units. Discussion was had. Motion
by Grossman, seconded by Budd, that we hire an attorney to write a new policy
which says that The Glen prohibits no more than 25% of the units be rental
units. Motion passes.
5. Board needs to budget for bad debts collection.
6. All disputes that happen between
board members and unit owners are subject to mediation.
6.11 ECHO ANNUAL SEMINAR 6/21/08: Motion by Grossman, seconded by Axt, that the
Board pay for six to attend Echo annual seminar on 6/21/08. Motion passes. Those to attend: Pollock, K. Morley, Budd, Grossman, Rugar,
and Axt.
7.0 NEW BUSINESS:
7.01 RESERVE
STUDY– Motion by Grossman, seconded
by Lauritsen, to establish a Reserve Committee to examine companies to do the
reserve report. Motion passes. Barrera and others will be studied and the
Board will convene in executive session to hire company. Ken Morley and Jim Ray will be the point men
with the Reserve company.
7.02 CARING COMMITTEE: Motion by Grossman, seconded by Lauritsen, to establish a “Caring Committee” with Candy as chairperson. Motion passes. Her duties will include the Newsletter.
8.0 CORRESPONDENCE--letter and money from Marina, Thank you letter from Mimi, and a note from #74 Joanne Lewis about her bushes.
9.0 FUTURE BOARD MEETINGS: Motion by Grossman, seconded by Scala, that Board meetings be moved back to once a month being the third Tuesday of the month starting April 15th @ 6:00 pm at 92 Glen Lake Drive. Motion passes.
10.0 EXECUTIVE SESSION: Cancelled. Will be held after Reserve Study Committee meets. They will give suggestions at next Exec. Committee meeting to be announced next week.
11.0
ADJOURNMENT
Respectfully submitted,
Marcia Scala, Secretary