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THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION August 16, 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 – Chuck Adams (#3), Wolfgang Haas (#11), Roger Axt (#13), Carol Rutherford (#36), Marce Humphrey (#42), Rick Busman (#71), Ken Morley (#86), Lynn Bomberger (#92), and Candy Pollock (#110). 3.0 AGENDA REVIEW / RESIDENT REQUESTS – Chuck Adams has three requests: a. the area around Moreland Avenue and
Arkwright Street is junky, he has complained to the Police Department, will the
Board send a letter to the Police Department asking that they have the place
cleaned up? 4.0 APPROVAL OF MINUTES – Motion by Jack Rugar, seconded by Diana Busman, to accept minutes from 7/19/05. Motion carries. 5.0 REPORTS 5.01 FINANCIAL REPORTS – Joseph distributes a revised Balance Sheet as of 7/31/05. The next Balance Sheet will reflect $8460 paid to Reserves from the Operating Account for repayment of the loan. 5.02 WELCOMING REPORT – Jack Rugar reports Lynn Bomberger has moved into unit #92. Joseph reports he has received requests for documents from the escrow agent for units #50 and #71. Jack Rugar reports #14 is being rented for $2400/mo., Jack Rutherford advises he will be renting #34 until November and that #54 (#52 maybe?) was rented for $2295/mo., and Diana Busman advises #71 will be rented for $2400/mo. 5.03 WEBSITE REPORT – Ken Morley advises he is compiling a list of vendors. 5.04 GARDENING REPORT – Committee member Rodger Axt reports he did a walk-through our gardener, Susan McDonald-Brody of Property Services, Inc., on 8/3/05 and met with Robert's Tree Service on 8/14/05. The Committee recommends the Board hire a professional gardener. Rodger reports the tenant in unit #54 wants the tree in their yard to be cut back or removed because it is a hazard. The Gardening Committee does not believe the tree is a hazard and recommends the Board deny the request. Motion by Grossman, seconded by Diana Busman, to appoint Ken Morley to speak with the tenant, investigate the complaint, and report back to the Board. Motion passes. Rodger reminds the Board that he and Sharon will be resigning from the Gardening Committee effective 9/1/05 but that he will continue with the Tree Committee. 5.05 RULE COMPLIANCE REPORT – Diana Busman advises there is nothing to report. 5.06 MAINTENANCE REPORT – Jack Rutherford reports (i) he has called Granite Construction 3 times regarding the crack in the concrete in front of unit #44 and each time he has scheduled a meeting with them they have failed to show, (ii) the wood in the triangles is "eating" the paint and the elastomeric is not working; (iii) dry rot repairs to unit #50 have been completed, (iv) one of the lake pumps has been repaired (the only problem was a bearing); (v) there is a leaking irrigation pipe under the driveway of unit #110. Rutherford advises the fascia board above the garage of the two-story units was improperly installed and prevented water from draining into the gutters thus causing the dry rot. Ken Morley advises there are a number of flat surfaces on the units which face up which need fixing. Rutherford reports that Jose the roofer says our roofs should last another three years and when we replace the roofs, we should insist on stainless steel nails, not galvanized nails. Finally, Rutherford advises that owners need to realize that if they do not volunteer their time to the Association, someone will have to be paid to do the work because the work has to be done if The Glen is to maintain its value. 5.07 LAKE REPORT – Jack Rutherford reports the lake scum should be removed this week and bluing will be added to the water. 5.08 WILDLIFE CONTROL REPORT – Jack Rugar reports one raccoon trapped. 5.09 ARCHITECTURAL CONTROL REPORT – Ken Morley advises nothing to report. 5.10 AD HOC COMMITTEES:
a. Document Revision –
Diana Busman reports
our attorney, John Garvic, has or is about to complete redrafting the CC&Rs and that
a meeting with him and the membership should be delayed until after September
30th because that is the last day for the Governor to sign or veto legislation
and his rewrite of the CC&Rs should incorporate any new statutes. Motion by
Jack Rugar, seconded by Glen Grossman, to defer this issue until the new Board
takes office. Motion passes. Jack Rutherford will
chair an education committee with Candy Pollock. 5.11 NEWSLETTER ITEMS: Candy Pollock reports August and September issues will be combined. 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. Deposit of $937 was paid to Barrera. 6.03 Location of future Board Meetings - Grossman advises Hilltop Recreation Center can accommodate us for $15/hr on the third Tuesday of the month at 6:00 p.m. Motion by Grossman, seconded by Jack Rutherford, to tentatively schedule future Board meetings for the Hilltop Recreation Center for $15/hr. Motion passes. 6.04 Landlord Compliance with Rule C.2. (requiring names and phone numbers of tenants be provided to the Board) - Joseph Chaffers reports he is still missing 3 or 4 responses. 6.05 Property Management bids - MCC needs to submit a bid. Motion by Jack Rugar, seconded by Glen Grossman, to defer this issue until the new Board takes office. Motion passes. 7.0 NEW BUSINESS – 7.01 Annual Meeting - Diana reports we can use the Sylvain Learning Center on David Avenue for that membership meeting. We need to set a date and time. Deferred to next Board meeting. 7.02 Board Vacancies - Candy Pollock advises that the reason we have staggered elections is so at least two directors will carry over onto the new Board thus giving the Board some idea of what is going on in The Glen. With Jack Rutherford leaving in August, Diana Busman leaving in September, and Jim Ray not running for re-election, the only way to guarantee two directors continuing in office on the new Board is for Jack Rugar to resign his current position and be appointed to fill Diana Busman's director position. Jack Rugar requests some time to consider the proposal. 7.03 CPA Audit - Amrik Chand is prepared to perform an audit and prepare our income taxes for $1900. Rick Busman advises $1900 is quite reasonable. Motion by Glen Grossman, seconded by Jack Rutherford, to hire Amrik Chand for $1900 to perform an audit and prepare and file the Association's tax returns. Motion passes. 8.0 CORRESPONDENCE – none except as noted 9.0 FUTURE BOARD MEETING / ADJOURNMENT – 9/20/05 at 6:00 p.m. at Hillside Recreation Center, Jesse Street, Monterey, CA Motion to adjourn at 7:25 p.m. Motion carries.
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