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THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION September 20, 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 – Dorothy and Chuck Adams (#3), Wolfgang Haas (#11), Roger Axt (#13), (#17), Marce Humphrey (#42), Peggy Kalekos, and Lynn Bomberger (#92). 3.0 AGENDA REVIEW / RESIDENT REQUESTS – Unit #17 says the Rules and Regulations limit dogs to 40 lbs and the tenants in unit #14 have a dog which weighs in excess of 40 lbs. General discussion regarding Board liability for owner violations, the lake, dogs, traffic. Rodger will develop a list of questions to send to Jeff Kane, KBK Insurance, prior to Jeff coming out to meet with us. That meeting should be a meeting separate from a regular Board meeting. a. Board instructs Joseph to send a
letter to the owner of unit #14 advising him or her that their tenants are in
violation of the Rules and Regulations. Unit #17 says under our Rules and Regulations, garage
doors should be closed when not in use and one unit leaves their garage door open
all the time. Chuck Adams wants to know if the Board sent a letter to the Police Department asking that they have the area around Moreland Avenue and Arkwright Street cleaned up? Diana said she is working on a letter. 4.0 APPROVAL OF MINUTES – Motion by Jack Rugar, seconded by Diana Busman, to accept minutes from 8/16/05. Motion carries. 5.0 REPORTS 5.01 FINANCIAL REPORTS – Jim Ray reports:
a. we are spending $50 per meeting for use of the Clubhouse and a line item
expense will be created for meeting room rental; Joseph requests authority to automatically pay on a monthly basis (i) $25 from Operating Account to the Reserve Account to pay off the loan from the Reserve Account and (ii) $2706 from the Operating Account into the Insurance Account for payment of insurance premiums. Joseph reports there is one unit delinquent in their dues and that the $220 check to Harvey Edwards has been cancelled because Jack Rutherford does not know where Edwards is. 5.02 WELCOMING REPORT – Jack Rugar advises there is no report because Carol Rutherford is unavailable. 5.03 WEBSITE REPORT – Glen Grossman reports pictures of former Board members Chuck Adams and Bob Stevens are up on the History page of the website along with Diane Hardcastle and Mark Risley. Jim Ray suggests a schematic of the sewer clean-outs be added to the website because they cannot all be located. Chuck Adams says the sewer clean-outs in the two-story units are located either in the driveway or in the garage under the steps. 5.04 GARDENING REPORT – Rodger Axt reports he received a letter from our gardener, Susan McDonald-Brody of Property Services, Inc., increasing their rates from $3200/mo. to $3400/mo and that this increase had been budgeted. He also reports two vendors inspected the common areas and declined to bid for the gardening work. 5.05 RULE COMPLIANCE REPORT – Diana Busman advises there is no report. 5.06 MAINTENANCE REPORT – Diana Busman reports that Jack Rutherford advised her that all section one work has been completed and that the Board needs to review the Reserve Study by Barrera. 5.07 LAKE REPORT – Diana Busman reports that Jack Rutherford advised her that the lake is in good shape. 5.08 WILDLIFE CONTROL REPORT – Jack Rugar reports he saw one raccoon by the lake yesterday and a number of people saw a blue heron in the lake on Sunday. 5.09 ARCHITECTURAL CONTROL REPORT – Diana Busman reports that Ken Morley advised her there was nothing to report. 5.10 AD HOC COMMITTEES:
a. Document Revision –
Glen Grossman reports
that yesterday he received from the Association's attorney, John Garvic,
proposed bylaws and CC&Rs which have been uploaded to the website. Mr. Garvic
suggests a committee be appointed to review them. Diana requests that the Glen
Gazette solicit volunteers to review the documents. Grossman advises that Garvic
told him that three bills affecting community interest developments were passed
by the Legislature and that the Governor was likely to sign and our bylaws
should take those new laws into consideration.
5.11 NEWSLETTER ITEMS: 6.0 UNFINISHED BUSINESS 6.01 TV Bulk Rates – Diana Busman requests this item be deleted. 6.02 Reserve Study – Jack Rugar reports Barrera came up last month and met with Jack Rutherford and himself. Jim Ray says a draft of the Reserve Study was sent to all Board members a few weeks ago. The Reserve Committee needs to review it. 6.03 Landlord Compliance with Rule C.2. (requiring names and phone numbers of tenants be provided to the Board) - Joseph Chaffers reports he is missing only 1 response. 6.04 Appeal by unit #54 from Gardening Committee – Jack Rugar reports the tree was trimmed and the tenants are happy. Delete the item. 6.05 Gardening Committee Vacancy - President Busman reports Candy Pollock (#110) and Pat Bradley (#16) have volunteered to head the Gardening Committee.
6.06 ANNUAL MEETING – Motion by Grossman, seconded by Rugar,
to hold the Annual Meeting on 11/15/05 at 7:00 p.m. at the Forest Grove HOA
Clubhouse, 6.07 Board Vacancies – At the Annual Meeting, we will have three vacancies on the Board of Directors. The reason for staggered elections is so at least two directors will carry over onto the new Board thus giving the new Board some idea of what is going on in The Glen. With Jack Rutherford leaving in November, Diana Busman leaving the end of October, neither Jim Ray nor Jack Rugar 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 advises he is agreeable to resigning from the Board of Directors and being appointed to fill the director position of Diana Busman upon her resignation from the Board. 7.0 NEW BUSINESS – 7.01 Glen Heights Letter - Diana Busman reports we received a letter from Access Association, managing agent fro Glen Heights, stating that The Glen was not maintaining its trees, there were dead trees and dead branches which could damage property at Glen Heights, and that Glen Heights was willing to share the expense of an arborist. Rodger advises The Glen has spent $5400 on its trees this year and the only dead tree on the property is not located near Glen Heights property. This is really about their views and topping trees and we have been told not to top trees because that damages the trees. Rodger will draft a response for Joseph to send. 7.02 Chain Link Fence - Jack Rugar advises the wooden fence behind unit #102 and 104 has fallen down and we need to install a chain link fence. Rodger estimates the cost at $8000. Rugar agrees to get bids and advise the Board. 7.03 Management Proposals - on hold for the new Board to address. 7.04 Membership List - Jim Ray reports he counted 13 units which are rented out. Rodger said he counted 17 rentals. 8.0 CORRESPONDENCE – none except as noted 9.0 FUTURE BOARD MEETING / ADJOURNMENT – 10/18/05 at 6:00 p.m. at the Forest Grove HOA Clubhouse, Forest Lodge Road, Pacific Grove, CA. Motion to adjourn at 7:20 p.m. Motion carries.
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