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), Faye and Ken Morley (#86), and Anne and Todd Bolen (#88).
3.0 AGENDA
REVIEW/RESIDENT REQUESTS: memo from Wolfgang Haas (#11) and Roger Axt (#13)
regarding planting.
4.0 APPROVAL
OF MINUTES FROM BOARD MEETINGS OF
5.0 REPORTS:
5.01 FINANCIAL
REPORTS: Treasurer Ray reports a Union Bank certificate of deposit matures next
week. He will get information on rates and wither schedule a telephone
conference for the Board or give the information to Director Rugar for Rugar to
schedule a telephone conference for the Board. Chaffers
believes the Operating Account now owes the Reserve Account $40,000. The
next Balance Sheet will reflect that. Discussion regarding an
audit versus a review. Ray reports last year’s CPA will perform a review
and prepare The Glen’s tax returns for $1400 while a local CPA firm will
perform a full audit and prepare The Glen’s tax returns for $2600 if all the
documents necessary for the audit are delivered to it. Ray recommends a full
audit.
5.02 WELCOMING COMMITTEE: Vice-President Rutherford reports all new residents have received welcoming packets.
5.03 WEBSITE
COMMITTEE: Secretary Grossman reports the site is up and running but
someone with a reliable scanner needs to come forward so we can scan the
CC&Rs and Bylaws into a computer for uploading onto the website.
5.04 GARDENING COMMITTEE: Chairperson Pat Claus submitted a report. There are areas around the fence which need to be cleared out. Extended discussion regarding The Glen directly hiring individuals to do this rather than a licensed contractor and whether the individuals are covered under our workers’ compensation policy. Grossman advises The Glen may treat the individuals as independent contractors for tax purposes but must treat them as employees for workers’ compensation purposes and must report their wages to its workers’ compensation carrier, Zenith. Joseph will make sure to report the 1099s to Zenith.
5.05 EMERGENCY PREPAREDNESS: President Pollock advises there is no report.
5.06 RULE COMPLIANCE: President Pollock advises we still have some parking issues with residents parking in Guest Parking. Speeding around the curves in The Glen by the front gate is a definite problem. The newsletter needs to address this issue in bold print.
5.07 MAINTENANCE: Vice-President Rutherford reports the Bay-Window project may be completed by August 20th.
5.08
5.09 WILDLIFE CONTROL: Director Rugar reports two raccoons trapped. Additionally, someone tripped all four traps a few weeks ago. Pollock advises she has received half-dozen requests for The Glen to ban feeding the pigeons. The newsletter should advise the residents not to feed the pigeons because they are really creating a mess, they spread diseases that can infect humans, and that pigeon feed attracts rats.
5.10 ARCHITECTURAL CONTROL: Chairperson Sandy Claus advises there is no report. Pollock advises that the committee needs to issue any approvals in writing and copy the Board, the committee needs to have rules governing it, and it needs to develop guidelines for satellite dishes and require the owner to indemnify The Glen for any damage.
5.11 AD HOC COMMITTEES:
a. DOCUMENT REVISION COMMITTEE: no report.
b. ACCOUNTING REVIEW COMMITTEE: no report.
5.12 STAFF REPORTS: President Pollock:
a. Bar-B-Que on July 4th was the most successful ever but next year we need to rent a grill.
b. NEWSLETTER ITEMS:
·
Speeding on
· Pigeons – don’t feed.
6.0 UNFINISHED
BUSINESS:
6.01 a. Patio #38: President Pollock advises two attempts have been made to rectify the situation without satisfaction to Mrs. Rousso, that she consulted with Jon Baty, Esq., and that Mr. Baty opined that that The Glen was responsible for fixing Mrs. Rousso’s patio. Mrs. Rousso advised Candy that she could have the patio fixed for $2630. Motion by Ray, seconded by Grossman, to accept Mrs. Rousso’s offer and allow her to have it fixed herself so long as she signs a release form releasing The Glen from liability for water damage to her unit. Motion passes. Jon Baty, Esq., will prepare the release form.
6.02 CONTRACTS
a. PROPERTY SERVICES, INC. (for
gardening services):
Secretary Grossman requests that approval of the contract be deferred until each Board member has a chance to satisfy him or herself that the documents referenced in the contract (policy of workers’ compensation, liability bond, license) exist and are current. Item deferred until next board meeting.
b. MANAGEMENT
COST CONTROLS Contract (for management services): Grossman objects to the
paragraph where The Glen indemnifies MCC for simple negligence committed by MCC
employees. Joseph agrees to delete the term gross with the result that The Glen
will not be indemnifying MCC for acts of negligence. Motion by Grossman, seconded by
6.03 IRON
RAILING REPAIRS by UNIT #10: President Pollock reports the owners are very
upset railing and sidewalk were removed without being consulted. They want iron
railing replaced along with sidewalk leading to driveway of #12. Pollock says
the owners believe they can have a new wrought iron fence installed by their
contractor for $1200.
6.04 GUTTERS: tabled
6.05 PERIMETER FENCING: deferred indefinitely
7.0 NEW BUSINESS:
7.01 Sidewalk Repair by Pumphouse: T
7.02 Brush
clean up by top of hill (see 5.04)
8.0 CORRESPONDENCE: Greta Harpham (#96) wrote thanking The Glen for the July 4th bar-b-que. #10 wrote about their railing and sidewalk.
9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT:
9.01 NEXT BOARD MEETING:
9.02 Motion to adjourn adopted by acclimation.