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THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION |
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THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION June 17, 2003 AGENDA 1.0 CALL TO ORDER 4:45 PM 2.0 ROLL CALL Candy Pollock Director Present Managing Agent Joseph Chaffers - Absent Members Present: Wolfgang Haas (#11), Roger Axt (#13), Carmen Rousso and relative Nora (#38), and Rick Busman (#71). 3.0 AGENDA REVIEW/RESIDENT REQUESTS: Carmen Rousso (#38) says she is unhappy with the status of her patio. Uplifting from a tree root broke some of her patio tiles. The tiles were present when she purchased her unit. Half of the patio was removed in order to extract the tree root. The concrete was re-laid but it hasn’t been tiled. The contractor obtained tiles but they are slightly smaller than her existing tiles. They are sitting on her patio. She wants her patio to have a uniform appearance. Board members have several concerns. First, it is not clear the Board is legally obligated to pay for repairs to improvements as article IX of the CC&Rs seem to state the Association has no responsibility to pay for damage to improvements resulting from accident or casualty. Second, the tile the contractor obtained is substantially the same as the existing tile and there would be little diminution in value. Third, it appears that the tile abuts up against the wood of the unit and there is not enough room for a vapor barrier. Lack of a vapor barrier could lead to water wicking up into the unit causing damage to the unit and future claims against the Association. Other units may have the same problem. 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 and then will have Joseph consult with an architect on #38 and other units.
4.0 APPROVAL OF MINUTES FROM BOARD MEETINGS OF 04/22/03: Adopted by unanimous consent. 5.0 REPORTS: 5.01 FINANCIAL REPORTS: Treasurer Ray reports he can now get our account balance from Union Bank and it charged us $120 for bounced checks! He will investigate and report back. 5.02 WELCOMING COMMITTEE: President Pollock reports Edith Davis has resigned from the committee, Carol Rutherford will replace her, and welcoming packets are needed for six units! 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 bees are gone from around the pump house and the Bay-Window project must be completed by early September because there is no appropriation thereafter. Director Rugar reports three raccoons trapped. 5.07 LAKE: Vice-President Rutherford reports the gardener is working with Chris Anderson on the lake. The dam needs to be rebuilt. He doesn’t know when they will put in plants. Chris Anderson is consulting with others. 5.08 ARCHITECTURAL CONTROL: no report. Board affirms the committee needs to issue any approvals in writing and copy the Board; the committee needs to have rules governing it. 5.09 AD HOC COMMITTEES:
5.10 STAFF REPORTS: President Pollock: a. NEWSLETTER ITEMS:
b. ECHO SEMINAR: President Pollock, Treasurer Ray, Director Rugar, and resident Ken Morley attended the full-day ECHO Seminar on homeowner association issues on June 14th. 6.0 UNFINISHED BUSINESS: 6.01 a. PROPERTY SERVICES, INC., contract (for gardening services): Contract unavailable. Item deferred.
6.02 PERIMETER FENCING: deferred indefinitely 6.03 IRON RAILING REPAIRS by UNIT #10: Roger Axt reported two girls were playing on the iron railing adjacent to unit #10. The railing is deteriorating and needs to be either repaired or replaced. Wolfgang Haas expressed concern that removing the sidewalk would adversely impact disabled people from accessing the unit. Axt stated ADA requires handicap sidewalks to be 32 inches across and this sidewalk is much less than 32 inches. Treasurer Ray indicated the sidewalk was too narrow to accommodate a wheelchair and the sidewalk ends in the driveway of unit #12; disabled people are not going to be accessing unit #10 from someone else’s driveway. Motion by Jack Rugar, seconded by Glen Grossman, to remove the railing and the sidewalk adjacent to it and replace the sidewalk with landscaping. Motion passes unanimously. 6.04 GUTTERS: Roger Axt reports the gutter contractor’s proposal was inadequate to evaluate the work done per unit and the cost. He plans to have a detailed proposal for the next Board meeting. Item deferred. 6.05 THE GLEN WEB SITE: Secretary Grossman reports the web site is up and running and CC&Rs and Bylaws have been sent out for scanning. Treasurer Ray wants the Board to approve any item posted on the web site because the site is an official organ of the Association. He wants CC&Rs and Bylaws posted as soon as possible. President Pollock says she learned at the ECHO Seminar that Board minutes should be posted. Board members request their personal e-mail addresses be removed from the site. The Glen phone number works well; people can e-mail the web site and Board members can log onto the web site and retrieve e-mails.
7.0 NEW BUSINESS: 7.01 APPROVAL OF BUDGET: Treasurer Ray reports he, Vice-President Rutherford, Director Rugar, and Member Rick Busman along with Managing Agent Joseph Chaffers attended the Board’s Special Budget Meeting and developed a budget for consideration by the Board. The proposed budget provides for no increase in either the Operating Account or in the Reserve Account because the Bay-Window project and the rain gutters were one-time expenditures in the 2002-2003 fiscal year that won’t re-occur in the 2003-2004 fiscal year. Motion by Director Rugar, seconded by Rutherford, to approve the budget. Motion passes. 8.0 CORRESPONDENCE: Morleys (#86) wrote thanking the gardening committee for planting adjacent to their unit. 9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT: 9.01 NEXT BOARD MEETING: July 22, 2003 at 4:45 at Shoreline Offices. 9.02 Motion to adjourn adopted by acclimation. |