THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
AGENDA
1.0 CALL TO ORDER
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: Pat and Sandy Claus (#7), Wolfgang Haas (#11), Ken and Faye Morley (#86).
3.0
AGENDA
REVIEW/RESIDENT REQUESTS:
4.0 APPROVAL
OF MINUTES: Minutes from the
5.0 REPORTS:
5.01 Financial: Treasurer Ray reported $10,000 was moved from the Reserve Account to the Operating Account to fund operations. For purposes of the Balance Sheet, all Reserve Items should be collapsed into one item. The Age Analysis document indicates four (4) association members have delinquent accounts. All four are selling their units. President Pollock will contact association member Diane Hardcastle to obtain a current address for one of the sellers. Treasurer Ray reported we spent more on utilities than budgeted. Also, we spent a lot on cleaning the hill behind unit #7. He will check to make sure that item is properly coded
5.02 Welcoming Committee: Vice-President Rutherford advises there is no report.
5.03 Website Committee: Secretary Grossman advises the web site is up and running but ha not had time to develop a secure section for board members only.
5.04 Gardening Committee: Chairperson Pat Claus advises she previously submitted her report by e-mail. She will continue chairing the committee with Carol Rutherford. She reports she talked with Tope Tree Service and they will cover their shredder the next time they are shredding in The Glen. Tony Richards is the president of the Glen Heights Homeowners’ Association. His wife Judy will be meeting with Pat regarding thinning of our trees.
5.05 Emergency Preparedness: President Pollock advises there is no report.
5.06 Rule Compliance: President Pollock reported a letter was sent to the residents of unit #94 with a copy to the owner of #94 regarding parking of their vehicles and their garbage cans which had stored behind the garage. Newsletter item, Garbage cans must be stored in your garage except on trash days. If you need a variance, talk to the Board. The only item that belongs behind your garage is the yard waste containers.
5.07 Maintenance:
Vice-President Rutherford reports the painting of the metal valleys on the
roofs will be finished by December 27th, the shingles on #14 are
bare and need replacement, and the gutter=replacement project with SunRain is
in progress. Pat Claus states that Sun-Rain spent 2 and a half days to get to
unit #7 and one of their workers dropped a crowbar from her roof which narrowly
missed hitting her patio table. Someone could have been seriously hurt.
President Pollock says the fence
behind #13 has fallen down.
5.08
5.09 Wildlife
Control: Director Rugar reports no raccoons have been trapped since the
last board meeting and there are few pigeons remaining. President Pollock
reports a resident on Siyda was bit by a raccoon at
5.10 Architectural Control: Chairperson Sandy Claus advises Ron Johnson is selling his unit and moving from The Glen. The committee needs a person to replace Ron Johnson. Newsletter items, anyone wanting to volunteer on the Architectural Control Committee contact Sandy Claus. Secretary Grossman suggests the Board purchase a plaque to recognize Mr. Johnson for his years of service on the committee.
5.11 Ad hoc committees:
a. Document Revision Committee: No report. Any proposed changes to the current Rules and Regulations are to be submitted to the committee by December 1st. Thereafter, the committee shall meet and recommend changes to the board.
b. Accounting Review Committee: no report.
5.12 Staff Reports: President Pollock:
a. Seasonal
Decorations: Pat Bradley (#14) and Stephanie Lee (#104) will decorate The Glen
common areas. The Glen will sponsor a holiday celebration towards the end of
the December.
b. Newsletter
Items: “Garbage cans must be stored in a garage except on trash days. If
you need a variance, talk to the Board. The only item that belongs behind your
garage is the yard waste containers.” “A resident on Syida was bit by a raccoon
at
6.0 UNFINISHED
BUSINESS:
6.01 Dish T.V.: Association member Pat Claus will report to the board at the next board meeting.
7.0 NEW BUSINESS:
7.01 Termite Work. Treasurer Ray reports unit #94 had section 1 dry rot (you can poke your finger through it). He says the dry rot in all the units needs to be removed because we are painting this year.
7.02 Rules Enforcement. Treasurer Ray says we need consistent, persistent enforcement of the rules and regulations of The Glen.
7.03 Project Proposal Procedures. Treasurer Ray advises he received a number of old association records from Noni Howell before she moved out. One of the items he received was a “Project Proposal Procedure” form. The board needs to adopt procedures to be used in undertaking projects. Association member Ken Morley volunteers to work with Ray on such a form.
7.04 Campaign Statements. It is difficult for new association members new to The Glen to run for the board. The Glen Gazette should allow candidates to submit statements to the Gazette for publication.
7.05 Executive Session
8.0 CORRESPONDENCE:
9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT:
9.01 next board meeting: none set
9.02 Motion to adjourn adopted by acclimation.