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THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION July 19, 2005 1.0 CALL TO ORDER 6:00 PM 2.0 DIRECTOR ROLL CALL President Diana Busman
Present Managing Agent Joseph Chaffers - Present Members present – Wolfgang Haas (#11), Roger Axt (#13), Carol Rutherford (#36), Marce Humphrey (#42), Faye & Ken Morley (#86), and Candy Pollock (#110). 3.0 AGENDA REVIEW / RESIDENT REQUESTS – none 4.0 APPROVAL OF MINUTES – Minutes from 6/23/05 approved. 5.0 REPORTS 5.01 FINANCIAL REPORTS – All financial reports reviewed in detail. The "Due to Reserves" item, line 1185 on the Balance Sheet, is not accurate because it does not reflect the $16/month Special Assessment money coming in specifically to pay off that loan. Joseph advises line 9002 reflects the Special Assessment money and that $7050 has been received but is credited to the Operating Account, not to pay off the Reserve loan. Line 1185 should read $17,022.75 as of 6/30/05. Joseph will correct this on the Balance Sheet so that the "Due to Reserve" item will accurately reflect the amount that is owed to the Reserve Account from the Operating Account. The Age Analysis is reviewed in detail. Joy Hallas and Betty Edwards are owed refunds. Candy Pollock sees Joy Hallas on a regular basis and Jack Rutherford says he sees Betty Edwards' son. Joseph will give Joy's refund to Candy for delivery to Joy and Betty Edward's refund to Jack for delivery to Brad Edwards. Bank Statements: Jack Rugar notes only one Reserve Account statement is current. Joseph advises that if the Association only has a certificate of deposit with a financial institution, that institution will not issue monthly statements. Jim Ray notes the World Savings account is a passbook account and monthly statements are not issued. Joseph will have the Balance Sheet list the date of maturity for all CDs. Jim Ray notes accounting code 7045 is not currently used and items in that account should be coded to 7600. Board agrees to defer this matter until after the start of the new fiscal year. Approval of financial reports deferred to the August Board meeting. 5.02 WELCOMING REPORT – Carol Rutherford reports the Waltons have vacated #98, escrow of #92 closed today, and Judy & Rich Dismer have moved into #88. 5.03 WEBSITE REPORT – Glen Grossman advises that he and committee member Ken Morley are still tinkering with the website. 5.04 GARDENING REPORT – Committee member Rodger Axt advises he anticipates receiving two bids for gardening work. He has requested a walk-through with Susan McDonald-Brody of Property Services, the gardeners. Jack Rugar reports there are still rocks in the one and only guest parking space across from his unit. Jack Rugar also reports he advised Susan that the streetlight across from unit #46 is covered with branches which need to be cut away. Candy Pollock reports there are two trees near the pump house which are turning brown. Jim Ray says, as some of the mature trees are showing signs of age and disease we should be planting small young pine trees throughout the Glen. As these young trees grow we will be able to easily thin them out wherever needed. Since trees take so long to reach maturity, we need to stay ahead of the problem of aging and disease. If we later determine that we have started too many trees or placed them in the wrong location, it is a simple matter to snip them out while they are still manageable. The alternative is not to stay ahead of the problem and unhappily get to the situation where the many of the mature trees have to be removed leaving the Glen devoid of the wonderful forest atmosphere we currently enjoy. Diana Busman advises big trees have big roots which cause all sorts of structural problems. 5.05 RULE COMPLIANCE REPORT – (see item 7.02). 5.06 MAINTENANCE REPORT – Jack Rutherford reports the iron railing has been painted and the wall by unit #12 has been painted. Diana Busman reports she received a letter from unit #44 advising of a crack in the concrete in front of unit #44. Glen Grossman reports that he feels the sidewalk in between units #42 and unit #44 is no longer level nor are the floors in unit #42. He suggests an expert come out and make sure the concrete crack is due to mere settling and not something more sinister. Marce Humphrey reports the corner of unit #42 is no longer flat. Jack Rugar thinks it is due to mere settling and many units have experienced settling. Ken Morley suggests you need a transit to determine movement. Jack Rutherford says he will have the concrete crack fixed. 5.07 LAKE REPORT – Jack Rutherford reports Peninsula Septic Tank Service (PSTS) removed about 16 tons of sediment from the lake. More needs to be removed. 5.08 WILDLIFE CONTROL REPORT – Jack Rugar reports there are two bucks and one doe in The Glen eating everything. He will contact the City of Pacific Grove to see if something can be done about them. 5.09 ARCHITECTURAL CONTROL REPORT – Ken Morley reports no activity but he expects something soon from Greta Harpham unit #96. 5.10 AD HOC COMMITTEES:
a. Document Revision –
Glen Grossman reports
he told John Garvic to hold off on redrafting the CC&Rs and that John Garvic
advised him that he had redrafted the Bylaws but had not finished redrafting the
CC&Rs. Grossman reports he communicated with Jeff Barnett about meeting with our
homeowners and answering their questions regarding redrafting the CC&Rs and that
in lieu of meeting with the owners, Barnett offered to provide a written opinion
as to why the CC&Rs should or should not be amended. The Board is of a mind that
Garvic should proceed with redrafting the CC&Rs. Therefore, there is no need for
Barnett to meet with the owners. Jim Ray says we need to have the redrafted
CC&Rs in our hands in order to intelligently ask questions. Jack Rutherford will
chair an information committee and Candy will assist him because they know more
homeowners than anyone else. b. Finance Review – no report. 5.11 NEWSLETTER ITEMS: 6.0 UNFINISHED BUSINESS 6.01 TV Bulk Rates – deferred. 6.02 Reserve Study – Jack Rutherford reports he has called Barrera but has not reached him to find out if and when he is coming up here to inspect the common areas prior to preparing a Reserve Study. 6.03 Location of future Board Meetings - (see discussion in 5.10.a.). 6.04 Landlord Compliance with Rule C.2. (requiring names and phone numbers of tenants be provided to the Board) - Joseph Chaffers reports he received 17 replies out of 27 letters. 6.05 Property Management bids - Jim Ray reports he requested bids from four Monterey County agents, six Santa Cruz agents, and 22 Santa Clara County agents. He only received one bid so far. The Board discusses the concept of a working meeting for about an hour 3-4 days prior to the regular Board meeting so the Board could get all the discussing done and the regular meeting will not take as long as it does with so much discussion. 7.0 NEW BUSINESS – 7.01 Organic Solutions Presentation - Bill Pereira from Organic Solutions proposed to maintain the lake for approximately $500/mo. He is advised that the work may be more intensive than he assumed. Motion by President Busman, seconded by Director Rugar, to hire Organic Solutions for 8 hours of work on Wednesday, July 27, 2005, at $50 per hour for Mr. Pereira and $26 per hour for a helper to be paid out of the Operating Account, line 7560. Motion passes. Mr. Pereira will provide Jack Rutherford with references on July 27th and will re-write his proposal for monthly maintenance after July 27th. 7.02 Parking Survey - Jim Ray reports he surveyed the parking areas for several weeks at 7:00 a.m., in the early afternoon, and in the evening. He found only one compliance problem which was a vehicle with license plate #5JBW905. At 7:00 a.m. on the 4th, 5th, 6th, 7th, and 8th of July, the vehicle was parked across from unit #76. At 7:00 a.m. on the 10th it was parked across from unit #62. At 7:00 a.m. on the 11th, 12th, 13th, and 14th, it was parked across from unit 54. He did not note the type of vehicle and does not know who it belongs to. Marce Humphrey says it belongs to the tenants next to Toni (i.e., unit #54). Jack Rugar agrees to identify the type of vehicle. . 7.03 Unit #36 Section One work - Jack Rutherford says Steve Howell did a pest control inspection of his unit and found Section 1 totaling in excess of $3000. $985 is for repair of termite damage in the eaves and attic. SunRain will re-do some of the gutter work which they put in improperly. Some of the Section 1 work is for water damage in the bathroom. Motion by Glen Grossman, seconded by Jim Ray, to authorize payment of Section 1 work on unit #36 not to exceed $3210. Motion passes with Jack Rutherford abstaining. 7.04 Unit #50 Sewer Line Inspection - Diana Busman reports she received a letter from Diane Hardcastle, real estate agent for the owners of #50, asking that the Association pay for sewer line inspection costs because the City of Pacific Grove requites this inspection and because the sewer line is on common area. Jim Ray says the law took effect early this year and no one has asked the Association to pay or reimburse for the inspection and we do not want to start a precedent. Glen Grossman says there are all sorts of utilities located on common areas but that does not make the Association liable for them. Motion by Glen Grossman, seconded by Diana Busman, to deny the request. Motion passes. Joseph will send a letter to Diane Hardcastle advising of the Board's decision. 8.0 CORRESPONDENCE – except as noted 9.0 FUTURE BOARD MEETING / ADJOURNMENT – 8/16/05 at 6:00 p.m. at 71 Glen Lake Drive. Motion to adjourn at p.m. Motion carries.
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