THE GLEN OF PACIFIC GROVE HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
August
16, 2006
Forest Grove HOA Clubhouse
Forest Lodge Road, Pacific Grove, CA
1.0 CALL TO ORDER 6:00 PM
2.0 DIRECTOR ROLL CALL
President Jack Rugar Present
Vice-President Betty Lauritsen Present
Treasurer Glen Grossman Present
Secretary Stephanie Lee Present
At-large Director Candy Pollock Absent
Managing Agent Joseph Chaffers Absent
Members present: Rodger Axt, Lynn Bomberger, Marce Grossman, Wolfgang Haas, Faye and Ken Morley, and Connie Shelstad.
3.0
AGENDA REVIEW / RESIDENT REQUESTS
– President Rugar read a letter from the Pollocks (Unit 110) that requested their French doors leading to their patio be replaced. When they purchased the unit the doors were repaired when the original Section I work was done. The work was poor, but their request that the HOA replace or repair the doors was not approved. Since then, the HOA has approved repair or replacement (as appropriate), so she was making the request again. Motion by Vice President Betty Lauritsen, seconded by Secretary Stephanie Lee, to replace the French doors and/or frame as necessary on Unit 110, that the doors be totally primed (inside and outside) and that they be painted outside. Motion carried. Secretary Lee will draft a letter from President Rugar notifying the Pollocks of approval.
– Roger Axt notified the Board that they had called the garbage company to report leaking garbage trucks. He urged HOA members to notify the garbage company if they observe trucks leaking in the future and he suggested it be noted in the Glen Gazette.
– Treasurer Glen Grossman suggested that a bulldozer transport vehicle parked outside the Wilson property (on Piedmont Street) was a hazard and requested the Board call the City of Pacific Grove to report it. Vice President Lauritsen volunteered to call the City.
4.0 APPROVAL OF MINUTES – Motion by Vice President Betty Lauritsen, seconded by President Jack Rugar to accept minutes from 07/18/06. Motion carried.
5.0
REPORTS
5.01
FINANCIAL REPORTS – In Joseph
Chaffers’ absence, Treasurer Grossman reviewed the financial statement. President Rugar requested the check register
that is sent to the Board prior to meetings reflects the prior month only so
that there isn’t duplication from prior months (thus wasting paper). He further asked Treasurer Grossman to direct
MCC to make every effort to clear up delinquencies noted on the Age Analysis.
5.02 NEW RESIDENT INFORMATION REPORT – Vice President Lauritsen reported there were no new residents this past month.
5.03 WEBSITE REPORT – Treasurer Grossman reported he will be loading 232 pages of past minutes that Lynn Bomberger and Vice President Lauritsen had obtained from MCC’s office. Ken Morley noted the Glen’s logo had appeared on the site.
5.04 GARDENING REPORT – In Director Pollock’s absence, President Rugar reported that Treasurer Grossman had been instructed to pay the gardener’s most recent bill for plants. The bill includes the cost of a new lawn mower, but that payment will be withheld until resolution of the question asked at the May 2006 meeting about who is really responsible for purchasing equipment. He was asked to instruct MCC to send a letter to that effect with the remittance.
5.05 MAINTENANCE REPORT
– President Rugar reported that Axt has hired a contractor who will be here the week of August 21 to do the repair work on Unit 58 and the painter will be here the weekend of August 26 to do work on the single-story units.
– President Rugar reported that SBC had repaired the patch in front of Unit 12.
5.06 LAKE REPORT – President Rugar reported that the mosquito abatement inspector is scheduled the evening of August 16. If abatement is necessary, the inspector will spray as required. If spraying is required, residents will be notified with as much notice as possible.
5.07 WILDLIFE CONTROL REPORT – President Rugar reported the raccoon traps have been replaced and we have had no raccoons.
5.08 ARCHITECTURAL CONTROL REPORT – Morley reported that in his absence the committee had approved the wrought iron railing for Unit 54. He will send the owners notice of approval. He further reported that Unit 84 wants to replace their fence.
5.09 NEWSLETTER ITEMS – Per recommendation by Axt above, the Board recommended that the next newsletter include notice that residents who see a leaking garbage truck should report it (along with the appropriate phone number).
5.10 RULE
COMPLIANCE REPORT – No report.
6.0
UNFINISHED BUSINESS:
6.01
2852 Forest Hills Blvd. – President
Rugar reported there is nothing new. He
gave Axt a copy of the bid to repair the damage to our fence so that Axt can
discuss it with the owners with the hopes of having them pay for repairs.
6.02
Revising CC&Rs and Bylaws –
Secretary Lee reported that 52 ballots had been received: The By-law revision
had 46 “Yes” votes and 6 “No” votes; the CC&Rs had 50 “Yes” votes and 2
“No” votes. Both passed. She will give Treasurer Grossman original
copies of both the revised By-Laws and the revised CC&Rs with a signed the
certificate. Treasurer Grossman will
file them with the County Recorder’s office.
MCC will send a copy of the recorded By-Laws and CC&Rs to all
current owners and residents.
6.03
Wrought-Iron Fence – President Rugar
reviewed the status of the issue raised by the City of Pacific Grove: Deer continue to be killed on our fence. As a result of a request from the Animal
Control Officer and threatened action by the City, the Board held an emergency
session August 13. They approved
removing the spikes on top and in the middle of the fence adjacent to Arnett
Park. That work was completed August 15
at a cost of about $200 (for removal of about 400 spikes). Since the deaths had occurred only on that
section of the fence, they determined they would not remove spikes on the gate
or other parts of the fence. In a
subsequent meeting with the City Attorney, Director Lauritsen discovered the
City required all spikes to be removed.
Said work will commence as soon as possible and Director Lauritsen will
advise the City of our action. After
discussion it was determined that the HOA cannot remove the spikes on the gate
and the portion of the fence that belongs to Chuck Adams, without his
permission. President Rugar will discuss
it with him and offer to remove them at the HOA’s expense. President Rugar quoted the Pacific Grove
Municipal Code 23.62.135(c) and questioned why The Glen wasn’t given the
courtesy of the six months to abate as mentioned in the Code. That section of the Code states: “Abatement. Chapter
23.68 of this code, allowing continuance of nonconforming uses, shall not apply
to this section. Fences not conforming to this section as of the effective date
of the ordinance codified in this section shall be abated within six months of
written notice to abate issued by the community development director.”
6.04
Purchase of CD with Operating Account
Funds – Treasurer Grossman reported that July 21 he moved $75,000 to a
six-month CD paying 5% interest in San Jose National Bank. He recommended that an additional $50,000 of
the operating funds be moved to a vehicle with higher interest than it is
currently making. He will bring a
proposal to the next board meeting.
6.05
Landscape Irrigation Consultation –
Discussion was tabled until Director Pollock’s return.
6.06
Annual Audit – Treasurer Grossman
continues to get bids for an audit.
6.07
Lake Committee – Vice President
Lauritsen reported that the committee (Axt, Bomberger and she) met twice. She and Bomberger visited MCC’s Gilroy office
to search for old minutes and newsletters that had not yet been added to the website
to obtain additional history on the lake so that they have a better picture of
what action has been taken, what has worked and what hasn’t. Bomberger is compiling all action in an Excel
spreadsheet. Axt reported that upon
further research, what we refer to as the lake is really a reservoir. Additionally, the committee found we have a
silt-collecting box that is similar to one in Seaside at Laguna Grande. They learned it should be cleaned once a
year. The plan is to see if it is
working correctly, get a 15 yard debris box (at a cost of $249) and dump any
sand that has collected, along with any sand by the dam in the reservoir. Axt suggested that if this works and the
silt-collecting box is working correctly, there should be no need for a
dam. He expects the labor will not take
more than four days. Motion by
Secretary Lee, seconded by Treasurer Grossman, that the committee proceed to
clean the silt-collecting box as outlined within 30 days at a cost not to
exceed $1000. Motion passed.
7.0 NEW BUSINESS
7.01 Bridge – President Rugar reported the gardeners are cleaning the bridge weekly. Axt suggested it needs to be painted.
7.02 Delinquency Policy – Treasurer Grossman revised the policy based on ECHO recommendations. He distributed it to the Board for review prior to the meeting. Motion made by President Jack Rugar, seconded by Vice President Lauritsen to accept the new policy, effective immediately. Motion passed. President Rugar will direct MCC to distribute it to all owners.
7.03 Dissolution of Document Revision Committee – Treasurer Grossman and the Committee moved that the committee be dissolved. Motion accepted by the Board.
7.04 Water System – President Rugar reported on an incident when Sears made an installation in Unit 12 they broke a valve when trying to stop a leak. When called, several plumbers refused to make the repair, saying it belonged to Cal Am. When Cal Am came out they said it wasn’t theirs. In the end, Cal Am made the repair, but the question as to whose responsibility it was and who owned the line was never resolved. Cal Am said the only plumber that will work on our lines is A & R Plumbing. President Rugar will ask Cal Am for clarification.
7.05 Utilities – The problems mentioned in 7.04 above bring to question who owns the sewer line as well. President Rugar will call Augie Louis to see if he knows the history. If the valves are ours, they probably need to be serviced. President Rugar will report at the next board meeting on what he finds out.
7.06 Seal Coat on Glen Lake Drive – President Rugar suggested a decision must be made regarding whether or not to seal coat the road. If it is to be done, it must be done soon. He has bids from two vendors ranging in price from $6,000-10,000, depending on whether one or two coats are applied. Axt suggested the streets, sidewalks and gutters should be power washed prior to the application of the seal coating and volunteered to see what is required to do that. Motion by Treasurer Glen Grossman, seconded by Vice President Lauritsen, to have two coats of Seal Coat applied this year. Motion passed. President Rugar will call an executive session to review the bids.
7.07 Election Policy – Based on new laws, Treasurer Grossman revised the Election Rules and distributed to the Board prior to the meeting. Motion by Treasurer Grossman, seconded by Secretary Lee, to have the revised election rules adopted and incorporated into the Rules & Regulations. Motion passed. Treasurer Grossman reported the Board needs to decide at the next meeting what the election period will be.
8.0 Correspondence – President Rugar reported that we had received a thank you letter from Susan (the gardener). She is recuperating and looking forward to her return.
9.0 FUTURE BOARD MEETING / ADJOURNMENT – 09/19/06 at 6:00 p.m. at the Forest Grove HOA Clubhouse, Forest Lodge Road, Pacific Grove, CA.
The meeting adjourned at 8:15 p.m.
Respectfully submitted,
Stephanie Lee, Secretary