THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION

THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION
 SPECIAL BOARD MEETING

September 17, 2004

Final Detail meeting with EKIM Painting

10:00 a.m.

Attending

Association:  Candy Pollock, Jack Rugar, Roger Axt, Ken Morley, Jim Ray 

EKIM Painting:  Kim Johansen,  Rubin (foreman)

(Reported by Jim Ray)

I would like to thank all those who showed up yesterday to go over the finer details with Kim Johansen and his foreman, Rubin.  It was a very productive and cordial meeting.

I will attempt to summarize the discussion.

Use of water for pressure cleaning

    One unit in each building structure will be designated by the Association for use by EKIM for the water supply for cleaning the entire building. EKIM will use both the front and back faucet of that unit for all water needs, including the associated garage unit. EKIM will supply the required hoses. The association will get agreement from the resident of that unit and notify them that if there is a spike in there water bill the Association will reimburse them for the difference.

Storage of equipment

    The three car parking area across from unit # 36 will be used by EKIM for positioning of their construction storage box. A porta potty unit will be stationed behind the construction storage box.  There should be enough room left to park one car.

Percentage of payment retention

    5% will be used as the percentage of payment retention

Communication Channels

    It was agreed by all present that Roger Axt  will serve as the primary Association contact to EKIM for the duration of the project. Jim Ray will develop a ‘call list’ of  Board members with the addition of Ken Morley. This list will be used by EKIM if they have any problem getting hold of Roger. The list will have all appropriate tel/cell phone numbers and addresses.

   An ‘inspector’ will be employed by the Association to closely review the progress and EKIM’s adherence to the ‘Scope of Work’ document as provided to EKIM. It was agreed by all that the ‘inspector’ would convey his/her concerns to only Roger or in his absence, a Board member. The inspector, under normal circumstances would not communicate directly with any EKIM employee.  Roger, or the Board member, would then take the concern to the EKIM foreman.

   EKIM reiterated their concern that they should not be held up at any stage of the project waiting on the availability of the ‘inspector’ to OK any particular phase of the operation

Demonstration of Color

EKIM was prepared to paint a demonstration of our selected colors.  They had Dunn Edwards provide them with prepared duplications of our Benjamin Moore colors. Prior to arrival they had painted some 10x10 inch examples of these colors. Upon comparing these examples with our large Benjamin Moore samples EKIM was not satisfied with the match. They took our large Benjamin Moore samples and will work with Dunn Edwards until they are satisfied with the match. They will give us a ‘demonstration of color’ prior to starting the application of paint. 

Chimney enclosures

    EKIM was informed that they might come across some weather damaged boarding associated with the chimney enclosures. They were instructed to make note of the damage and if it was not too severe to go ahead and paint the area. If the damage was significant they were to immediately notify the Association and arrangements would be made for timely repair.

   For those enclosures needing minor attention, the Association will take care of the problem at a later date.

Starting point and work progression

It was decided to start with Unit # 3 and proceed up the right hand side of the block, bypassing the garages, and complete all the right hand side resident units up and around the top of Glen Lake Drive. Then EKIM would start at Unit # 10 and proceed up the Left hand side of Glen Lake Drive, around the top, and continue down the street, finishing up at Unit 110.  The garage structures would be done at opportune times.

Pressure washing will first be completed on all structures using the above progression. Pressure washing will take approximately 3 days

Painting the ‘front doors’ will be the final phase of the project and will require access to the unit. The Association will make the necessary arrangements for access. 

Procedure statement

    EKIM will provide the Association with a statement that describes their standard method of operation for a project such as ours. The Association will review the document and, if appropriate, post it on the mail boxes along with any other documentation that will aid in our communication efforts with all residents.   

Start Date

EKIM is scheduled to start on Wednesday September 22^nd. Their hours will be approximately 7:00a to 4:00p.and will generally ‘brown bag’ their lunches and eat on-site.