THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

January 21, 2003

36 Glen Lake Drive

Pacific Grove, CA

MINUTES

1.0 CALL TO ORDER 5:00 PM

2.0 ROLL CALL

Candy Pollock Director Absent

Jack Rutherford Director Present

Jim Ray Director Present

Jack Rugar Director Present

Glen Grossman Director Present

Managing Agent Joseph Chaffers - Present

Members Present: Wolfgang Haas (#11), Bob Stevens (#25), Roger Axt (#13), Miriam Edwards (#59), Mrs. Lee (#52)

3.0 AGENDA REVIEW/RESIDENT REQUESTS: n

Mrs. Lee reports her double-pane window is fogging up. She says the Association had it installed when Virginia Capra was on the Board and she believes it is still under warranty. She has no documents pertaining to it. Joseph says he has been our managing agent since at least 1988 and has no recollection of the Association paying for anyone’s window and in any event, the Association is not responsible for windows. Rutherford will try to contact Virginia to see if she has any recollection. Virginia has now relocated to NYC.

Bob Stevens reports there are pine needles on the roofs and in the gutters of his building. Roger Axt reports the same for his building. Rutherford says they were swept last week. He will have them re-swept.

4.0 APPROVAL OF MINUTES FROM THE 11/19/02 BOARD MEETING: deferred (unavailable).

APPROVAL OF MINUTES FROM THE 1/10/03 EMERGENCY BOARD MEETING: motion by Ray to accept, seconded by Rutherford, adopted by unanimous consent.

5.0 REPORTS

5.01 FINANCIAL REPORTS:

a. DELINQUENCY REPORTS: Motion by Grossman to “zero out” any outstanding balance of $10 or less, seconded by Rugar, adopted by unanimous consent.

b. FINANCIAL REPORTS: indicate fiscal year-to-date over budget by $11,990.23. Building & Grounds is over budget by $12,735. Balance Sheet indicates the Operating Account owes the Reserve Account $20,000. Expense codes 7045 and 7600 are both “minor repairs.” Grossman advises that because the damage to his unit (#42) was caused by a roof leak which is the responsibility of the Association, the Association needs to budget in case his individual homeowner’s insurance comes after the Association for reimbursement. Furthermore, similar leaks are likely in the Glen (because of the design defect). Therefore, the Association needs to budget for both other claims by unit owners who lack individual policies and for reimbursement demands from the individual unit owner’s insurance company. Motion by Ray, seconded by Grossman, to schedule a board meeting on 2/11/03 to review the Association’s financial situation (e.g., are we over budget, are all expenses being coded correctly, are responsibilities of the Reserve Account being funded from the Operations Account, should certain liquid funds be in certificates of deposit, should the Washington Mutual CD maturing on 3/26 be rolled over and for what length of time)

c. BANK STATEMENTS:

d. MCC BILLING REPORT: none

5.02 GARDENING COMMITTEE: no report

5.03 MAINTENANCE: Rutherford reports the metal on the roofs is going bad and we need to keep patching in order to avoid having to re-do all the roofs, the gutters have been cleaned, the Architectural Control Committee has approved new materials for the bay windows, dry rot has been found in some units.

5.04 LAKE: Rutherford reports his advisor on the lake pumps told him not to have the broken pump fixed until the working pump dies and microbes to control algae will be added in the spring.

5.05 RULE COMPLIANCE: no report

5.06 EMERGENCY PREPAREDNESS: no report

5.07 WELCOMING COMMITTEE: no report

5.08 ARCHITECTURAL CONTROL COMMITTEE: Rutherford reports the committee has approved materials and design for the bay windows. Grossman notes that the ACC operates without any written rules and procedures and the lack thereof will never withstand scrutiny by a court. Grossman advises that the Board needs to provide the committee with written rules and procedures if the committee won’t develop them themselves.

5.09 AD HOC COMMITTEES:

DOCUMENT REVISION COMMITTEE: no report

NEWSLETTER ITEMS: no report

5.10 STAFF REPORT: no report

6.0 UNFINISHED BUSINESS: all unfinished business deferred to the next meeting

6.01 COSMETIC BARRIERS FOR GAS METERS -

6.02 PERIMETER FENCING -

6.03 IRON RAILING REPAIRS -

6.04 OUTSIDE LIGHTS -

6.05 #38 BROKEN PATIO TILES –

6.06 FORMATION OF RESIDENT LIST –

6.07 GARAGE DOORS –

6.08 GARAGE SALE -

6.09 PAINTING –

7.05 FUTURE BOARD MEETINGS –

7.0 NEW BUSINESS:

7.01 FUTURE BOARD MEETINGS - deferred

7.02 LARGE DOG DROPPINGS – Alice (#58) says she is finding droppings from large dogs and she will leave a note and a plastic bag next to the droppings but she is not going to pick them up anymore. She thinks the offender is from Glen Heights and she wants the Board to notify the Glen Heights homeowners’ association to notify their residents to pick up after their pets. Joseph does not know who their current managing agent is. No one present knows anyone on the Glen Heights board. Board agrees President Pollock will notify the Glen Heights board to tell their residents to pick up after their pets.

7.03 WORKER’S COMPENSATION – Grossman wants to make sure that the Association’s direct payroll to casual laborers is reported to Zenith, the association’s carrier. Joseph advises that the association’s premium for workers’ compensation may go up as a result. Rutherford believes whatever the increase is will be less than the cost of bringing in a licensed insured contractor to do the work that needs doing in The Glen. Joseph will contact Jeff Kane to make sure our payroll to Zenith is correctly reported.

8.0 CORRESPONDENCE: none reported

8.01 GENERAL

8.02 BOARD –

9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT:

9.01 NEXT SPECIAL BOARD MEETING: Tuesday, 2/11/03 at 5:00 p.m. at 9 Glen Lake Drive.

9.02 NEXT GENERAL BOARD MEETING: Tuesday, 2/18/03 at 5:00 p.m. at 9 Glen Lake Drive.

9.02 Motion to adjourn adopted by acclimation.