THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION

April 22, 2003
Shoreline Office Building
1200 Piedmont Avenue
Pacific Grove, CA

1.0 CALL TO ORDER 4:45 PM

Candy Pollock     Director Present
Jack Rutherford   Director Present (late arrival)
Jim Ray               Director Present
Jack Rugar          Director Present
Glen Grossman    Director Present

Managing Agent Joseph Chaffers - Present

Members Present: Chuck Adams (#3), Pat Claus (#7), Sandy Claus (#7), Wolfgang Haas (#11), and Rick Busman (#71).

• Wolfgang Haas (#11) requests "that the Gardening Committee ask the gardeners to pick up trash on Piedmont Avenue from our gate to the next house first thing and last thing each day/week that they are here."
• Glen Grossman (#42) says the gardeners removed a large bush from in front of his bedroom windows without notice to him and instead planted a much smaller bush. He and his wife request that a bush substantially similar to the one removed by the gardeners last week be planted where the former bush was located.

4.0 APPROVAL OF MINUTES FROM BOARD MEETINGS OF 03/18/03: Adopted by unanimous consent.

5.01 FINANCIAL REPORTS: As of 3/31/03, $18, 924 in the Association’s checking account and $273,425 in Reserve Accounts. Grossman suggests it is time for the Operating Account to begin to pay back to the Reserve Account $20,000 previously borrowed.

Joseph says the Reserve Union Bank account is over $100,000 and may not be entitled to FDIC protection.

Jim Ray will select the financial institution and advise Joseph. Joseph will investigate why there have been no insurance payments for the last two months.

5.02 WELCOMING COMMITTEE: President Pollock reports welcoming packets are needed for unit #s 30, 71, and 86. Tenants will be moving into #14. She also reports Edith Davis still wants to run the committee and has obtained information from the Chamber. Wolfgang cautions against distributing Chamber of Commerce information because that implies the Association is endorsing the Chamber. Rick Busman advises that while he hasn’t received his Welcoming Packet from The Glen, the Chamber has contacted him. President Pollock has an old information sheet she received when she first moved in. Jack Rugar will attempt to work with Edith Davis on the welcoming packets.

5.03 GARDENING COMMITTEE: Pat Claus previously submitted her report via e-mail. She has written to Susan McDonald, the gardener, requesting Susan contact the gardening committee before removing/replacing any plants so that the committee can contact the affected owner. Pat walks The Glen with Susan on a monthly basis. Tope Tree Service will be out the beginning of May. Unit #52 prevented the gardeners from trimming the hedges around that unit. President Pollock will talk with them. Pat requests the newsletter run a blurb reminding residents that anyone with issues are to please call The Glen telephone number and not to call her at home.

5.04 EMERGENCY PREPAREDNESS: President Pollock advises there is no report.

5.05 RULE COMPLIANCE: President Pollock advises there is no report.

5.06 MAINTENANCE: Jack Rutherford reports the sump is finished across from #32 and Roger Axt will fix the lid. The Bay Window project continues.

5.07 LAKE: Jack Rutherford reports he needs help because everytime the power goes out, the timer on the lake pump goes out and he is getting tired of climbing down into the pump house. Susan MacDonald is concerned about algae developing around the sides of the lake. He will contact the agency in charge of mosquitoes and obtain mosquito-eating fish. Once the rains stop, bacteria will be added to the lake.

5.08 ARCHITECTURAL CONTROL: Sandy Claus advises there is no report.

a. DOCUMENT REVISION COMMITTEE: Grossman reports the committee has yet to meet.

b. ACCOUNTING REVIEW COMMITTEE: Jim Ray previously supplied board members with a packet containing detailed accounting with narrative explanation for each expenditure. The packet explains year-to-date variances. Our current financial statements do not give board members sufficient explanation for expenditures. He will work with Joseph on setting up MCC ledger accounts so that each item contains a narrative explanation for the item.

5.11 STAFF REPORTS: President Pollock advises there is no report. However, the newsletter should remind all residents:

• that everyone who serves on a committee or on the board is a VOLUNTEER and please do not disturb their personal privacy. That is why we have a telephone number for The Glen;
• do not interfere with the gardeners doing their trimming. We are trying to maintain some semblance of uniformity of appearance;
• SLOW DOWN! The Glen speed limit is still 15 mph;
• On non-garbage days, garbage cans belong indoors; not on the street or on the side of your unit;
• it is not too late to sign up for The Glen Directory. Call The Glen telephone number and request a release and we will get one to you;
• anyone who wants to volunteer to work on The Glen website, please call The Glen telephone number and let us know.

6.01 PERIMETER FENCING: deferred

6.02 IRON RAILING REPAIRS: deferred

6.03 ADDITIONAL OUTSIDE LIGHTS: deferred

6.04 NEW REWSIDENT PACKET: The board agrees that renters do not need a copy of the CC&Rs. The Rules and Regulations contain most of the items governing behavior. Therefore, renters need to see the Rules and Regulations because most landlords don’t give copies to their tenants. Owners also need to see the Rules and Regulations because most owners don’t notice the Rules and Regulations when they are buried in with the CC&Rs and other paperwork when they are buying a unit. So they need another copy. The Welcoming Packet should contain the Rules and Regulations, an invitation to list in The Glen Directory, the Emergency Preparedness packet, and a list of important or useful telephone numbers. Rugar will try again to work with Edith Davis on this.

6.05 THE GLEN WEB SITE: Grossman previously advised the board that pages 26-29 of the March Echo magazine discuss the types of documents an HOA must maintain. If those documents are maintained on a website in addition to having MCC keep the originals, then the Association will always be in compliance if MCC gets burgled or has a fire or Joseph decides to take a vacation. Grossman advises he has registered the domain name "TheGlenofPG.com" for approximately $35 per year. The website would contain the newsletter, CC&Rs and Bylaws (once they are scanned into his computer), minutes of board meetings, and any other documents the board wanted published. Redshift would charge approximately $35 per month to host the website. Software cost for Microsoft FrontPage 2002 is around $160. The advantage of FrontPage 2002 is that it allows for multiple website administrators at different computers. Rick Busman asks if the software program must be purchased for each administrator’s computer. Grossman will have to research that. Rick Busman also suggests that some of the local internet service providers provide web-building tools for free. Grossman doubts free web-building tools allow for multiple website administrators (if it did, no one would purchase Microsoft’s program, at least, not for $160). Motion by Grossman, seconded by Jim Ray, to set-up The Glen’s website. Motion passes unanimously. Joseph says he does not have the capability of e-mailing financial statements. It is agreed access to financial information.

Grossman suggests the board purchase admission tickets for six (5 board members and one "wanna be." Anyone planning on attending is to e-mail President Pollock.

7.02 Chuck Adams wishes to replace his windows with double-pane windows. He says he has already received approval from the Architectural Control Committee. No board action required.

8.0 CORRESPONDENCE: None.

9.01 NEXT BOARD MEETING: Joseph will be gone the first two weeks in June when the budget committee normally meets to prepare the next year’s budget for review and adoption by the board. President Pollock suggests the next board meeting, May 20, 2003 at 4:45 at Shoreline Offices, will be devoted to the 2003-2004 fiscal year budget. All agree. Joseph will send the CPA’s report to all board members; Candy will bring coffee.

9.02 Motion to adjourn adopted by acclimation.