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: Wolfgang Haas, Roger Axt, Craig Woolley, Rick Busman, and Stephanie Lee.
3.0 AGENDA REVIEW/RESIDENT REQUESTS: none
4.0 APPROVAL OF MINUTES FROM BOARD MEETINGS OF 11/19/02, 1/21/03 and 2/11/03: Adopted by unanimous consent.
5.0 REPORTS
5.01 FINANCIAL REPORTS: Two-page report submitted by Treasurer Ray.
a. DELINQUENCY REPORTS: accepted as reported.
b. FINANCIAL REPORTS: Joseph explained that the $3000 water bill for September 2002 covered billings for several months because his office moved and did not receive the bills on a timely basis.
c. BANK STATEMENTS: accepted
as reported.
d. MCC BILLING REPORT: no
report.
5.02 GARDENING COMMITTEE: written report previously submitted.
5.03 MAINTENANCE: Rutherford reports all three leaks repaired, Dennis will start touch-up painting. Roger Axt says the front gate needs painting. Rutherford will purchase red cones for contractors parked on Glen Lake Drive.
5.04 LAKE: Rutherford reports
5.05 RULE COMPLIANCE: Pollock reports the usual parking problems.
5.06 EMERGENCY PREPAREDNESS: Craig Woolley and Stephanie Lee presented a report of the committee (attached to Minutes).
5.07 WELCOMING COMMITTEE: no report
5.08 ARCHITECTURAL CONTROL COMMITTEE: Rutherford reports the ACC will re-review the bay window design. Rugar will consult with the ACC over whether they are going to develop their own written procedures.
5.09 AD HOC COMMITTEES:
DOCUMENT REVISION COMMITTEE: no report. As Bob Stevens will be moving to North Carolina soon, Roger Axt is added to the committee.
ACCOUNTING REVIEW COMMITTEE: is hereby created. Committee members are Rick Busman and Treasurer Ray.
5.10 STAFF REPORTS: Pollock reports:
a. WM made everyone get recycle bins. If residents don’t want the bins, they can call WM and WM will retrieve them.
b. Minutes of hearings are e-mailed to everyone. Comments/changes should be directed to the Secretary prior to the Board meeting.
c. Monthly meetings at Shoreline works really well. Minimum cost. No inconvenience to Board members (or their spouses). Board approves meeting monthly at Shoreline offices.
NEWSLETTER ITEMS: Recycle bins. Garage door colors
6.0 UNFINISHED
BUSINESS:
6.01 PERIMETER FENCING - Rutherford to bring estimates to next Board meeting
6.02 IRON RAILING REPAIRS - Rutherford to discuss with unit #10 re wood
6.03 OUTSIDE LIGHTS - deferred
6.04 FORMATION OF RESIDENT LIST – some residents (e.g., Pollock) did not receive release forms. We need to re-send the release.
6.05 GARAGE DOORS – Pollock reports some are white, some are almond. Doors can not be white when the rest of The Glen is beige.
6.06 GARAGE SALE - Pollock reports it will be held on 3/15 and Pat Claus will chair. Rutherford will monitor the gate during the event.
6.07 WORKERS’ COMPENSATION REPORTING – Grossman to follow up with MCC.
7.0 NEW BUSINESS:
7.01 ROCK REMOVAL (#25) – Rutherford will handle it
7.02 NEW RESIDENT PACKET– Rugar is assigned to work with Edith Davis on developing a new resident binder to include Rules & Regulations, a Resident list, and a who-to-call list.
8.0 CORRESPONDENCE:
8.01 GENERAL
8.02 BOARD – letter from Roger Axt
9.0 FUTURE BOARD MEETINGS AND ADJOURNMENT:
9.01 NEXT BOARD MEETING: Tuesday, 3/18/03 at 4:45 p.m. at Shoreline Community Office. Grossman will be late. Stephanie Lee agrees to take notes.
9.02 Motion to adjourn adopted by acclimation.