THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION

May 20, 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
Jim Ray                Director Present
Jack Rugar           Director Present
Glen Grossman     Director Present (late arrival)

Managing Agent Joseph Chaffers - Present

Members Present: Pat and Sandy Claus (#7), Wolfgang Haas (#11), Roger Axt (#13), Carol Rutherford (#36), Carmen Russo and son (#38), Stephanie Lee (#104), Rick and Diana Busman (#71), Ken Morley (#86),

#42 unhappy because the gardeners removed a bush from in front of their unit and replaced it with a smaller bush. #42 requests a bush similar in size to the one removed by the gardeners.

4.0 APPROVAL OF MINUTES FROM BOARD MEETINGS OF 04/22/03: Adopted by unanimous consent.

5.01 FINANCIAL REPORTS: approved.

Discussion regarding a lock box and moving money from a certificate of deposit to another institution. Decision deferred.

5.02 WELCOMING COMMITTEE: President Pollock reports she has not had any contact from Edith Davis.

5.03 GARDENING COMMITTEE: Chairperson Pat Claus previously submitted her report via e-mail.

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: Vice-President Rutherford reports painting has been finished except for the iron fence by the tennis court and the Bay-Window project is starting on units #25 and 23. Board defers any decision on the fence by unit #10.

5.07 LAKE: Vice-President Rutherford reports blue coloring has been added to the lake, he will contact Anderson to discuss an organism to eat the algae. Member Russo expresses concern about the ecological impact of adding living organisms to the lake. Rutherford reports the dam is dented in the middle, the green slime can be raked out, no new mosquito-eating fish were added because there were plenty in the lake which survived the winter, and he is looking into getting someone to suck out the sand which is accumulating in the upper lake.

5.08 ARCHITECTURAL CONTROL: Chairperson Sandy Claus advises there is no report. Vice-President Rutherford will perform an inventory of which units have patios flush with the wall where water can get in and cause dry rot.

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

b. ACCOUNTING REVIEW COMMITTEE: Treasurer Ray reports he is meeting with Rick Busman.

5.10 STAFF REPORTS: President Pollock advises Vice-President Rutherford will follow up with Bob Stevens on the pest-control work for unit #25, a letter will be sent to Adorjan Delgaffy (#14) regarding info he wants sent to his tenants, MCC will cut a check to ECHO for four attendees at the ECHO Seminar, and the auditor’s report has been received and will be available to members upon request.

6.01 PERIMETER FENCING: Rutherford advises to fence from #80 to #92 is $6052 without slats and $6936 with slats. Tabled.

6.02 IRON RAILING REPAIRS: Tabled.

6.03 ADDITIONAL OUTSIDE LIGHTS: deferred

6.04 NEW RESIDENT PACKET: deferred.

6.05 THE GLEN WEB SITE: deferred

6.06 COMPLETION OF GUTTERS: Rutherford advises one bid is $16,595. Deferred

7.01 MCC CONTRACT: President Pollock reports MCC is proposing a new contract with The Glen on the same terms but with increased fees: $150 set fee, $40 per hour for extra work. MCC keeps late charges because The Glen is prohibited from generating income from late fees. Item deferred.

7.02 PROPERTY SERVICES CONTRACT: President Pollock reports Property Services (the gardeners) are proposing a new contract with The Glen on the same terms but with a 5% increase, she obtained bids several years ago and all other bids were more than $1,000 higher than the bid from Property Services, obtaining bids was a laborious process and no one has the time to go through that process again, Property Services has not had an increase in fees in 2 years, and the terms of the contract are the same as before with the exception of compensation. General discussion regarding the terms of the contract (what is the amount of the contractor’s bond, has anyone actually seen a copy of their workers’ compensation policy, is binding arbitration allowed under our CC&Rs). Motion by Grossman, seconded by Rugar, to increase Property Services’ compensation to $3200 per month. Motion passes. Consideration of contract deferred.

7.03 Patio #38: Will be re-done by a licensed contractor.

7.04 FOURTH OF JULY PICNIC: Pat Claus and Stephanie Lee will co-chair.

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. A special board meeting devoted to the budget will be June 3, 2003 in #36. Regular Board meeting will be June 17, 2003 at 4:45 at Shoreline Offices.

9.02 Motion to adjourn adopted by acclimation.