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THE GLEN OF PACIFIC GROVE
HOMEOWNERS ASSOCIATION June 20, 2006 1.0 CALL TO ORDER 6:00 PM 2.0 DIRECTOR ROLL CALL President Jack
Rugar Present Managing Agent Joseph Chaffers Present Members present: Rodger Axt, Marce Grossman, Wolfgang Haas, Ken Morley, Jim Ray and Connie Shelstad. 3.0 AGENDA REVIEW / RESIDENT REQUESTS – Morley asked about plans to slurry the driveway and was told it would probably be done before fall. Shelstad requested residents be notified as early as possible and suggested we consider ways to make it as resident-friendly as possible. – President Rugar will get paint to the Grossmans for their front door. 4.0 APPROVAL OF MINUTES – Motion by Glen Grossman, seconded by Betty Lauritsen to accept minutes from 05/16/06. Motion carried. 5.0 REPORTS 5.01 FINANCIAL REPORTS – Joseph Chaffers reviewed the financial statement. He pointed out it reflects the HOA had spent $18,713 less than anticipated. Connie Shelstad pointed out that the reason we were running underbudget was because the Board had not be funding line item #8190, “Prior Year Deficit,” nor item #8195, “Reserve Reimbursement..” There was discussion regarding the reserve account and budget. Glen Grossman moved that $20,175.03 be moved from the operating account to the reserve account for the purposes of budget. The motion was seconded by Candy Pollock and passed by voice vote. It was moved by Glen Grossman that for the next three months $10,581.67 per month be moved from the operating to the reserve account. The motion was seconded by Candy Pollock and passed by voice vote . Chaffers was instructed to move funds as requested and to move funds from the separate insurance account to the operating account to cover insurance payments made. 5.02 NEW RESIDENT INFORMATION REPORT – Director Lauritsen reported new residents who have been welcomed. Names have been added to the gate directory and keys have been distributed as required. 5.03 WEBSITE REPORT – Director Grossman reported that the domain name has been renewed for nine years. He also noted there have been several additions to the site. Since residents are not allowed to paint exteriors without board approval, Lauritsen was asked to notify Lynn Bomberger that we revised the Helpful Hints on the website so that there is less detail regarding paint. The board thanked him for his work. 5.04 GARDENING REPORT - Director Pollock reported that the gardener, Susan, will not be increasing her charges in the coming year, but will be purchasing tools and equipment as needed (approximately $3000). Director Pollock expects an inventory and a bill of sale for any equipment purchased on our behalf. A lawn mower has already been purchased. Director Grossman questioned why and noted that her contract includes a provision that she will supply equipment. Chaffers was asked to research the gardeners’ bills for the past 2-3 years to see if she has been charging us for equipment (line item #6030). Director Pollock will not talk with Susan about equipment expense being hers, not the HOA’s, until after that research is completed. - Pollock also reported that there continues to be work needed on our irrigation system. She will contact the expert she met at the ECHO conference to see what it would cost for him to review our system and make recommendations for repair/replacement. 5.05 MAINTENANCE REPORT – President Rugar reported that Axt has hired a contractor who will be here Saturday, June 24, to do the repair work identified by the termite inspectors.
5.06 LAKE REPORT – Axt reported that work on clearing the lake and dam area continues. The dam is scheduled to be redesigned in the fall. Schook Construction has been asked to give us a estimate for that work. 5.07 WILDLIFE CONTROL REPORT – President Rugar reported the raccoon traps have been removed, temporarily. (See item below regarding deer being impaled on the fence). 5.08 ARCHITECTURAL CONTROL REPORT – No report, but there was discussion of the paint used on the wrought iron fences (Rustolium Black Semi-gloss). 5.09 NEWSLETTER ITEMS – Director Pollock said as people think of articles they are passing them along. She hopes to publish one quarterly.
5.10
RULE COMPLIANCE REPORT – President Rugar reported that two letters had
gone out regarding compliance regarding dogs. 6.0 UNFINISHED BUSINESS: 6.01 2852 Forest Hills Blvd. – President Rugar reported that work has stopped. Though he has received a bid for repair that is currently needed, he recommended we wait until work resumes to pursue contact with the owner. 6.02 Revising CC&Rs and Bylaws – Director Grossman reminded the Board that new election laws take effect on July 1, 2006 that will prevent the Board from conducting any elections for several months. If the Board wants the membership to approve either the proposed revised CC&Rs or proposed revised Bylaws, the Board needs to approve those documents so that they can be distributed to the membership for their approval. Several revisions to both were noted. If others are noted, they should be emailed to Director Grossman. - Betty Lauritsen moved that the restated CC&Rs be approved and distributed prior to July 1. Motion was seconded by Candy Pollock. President Rugar moved and it was seconded by Glen Grossman that the motion be revised to read, “The restated CC&Rs be approved with clerical corrections, and distributed prior to July 1.” The amendment passed by voice vote. - It was moved by Glen Grossman that we adopt the revised By-laws of The Glen of Pacific Grove. Motion was seconded by Betty Lauritsen and passed by voice vote. 6.03 July 4th Picnic – Director Lee reported that invitations have gone out. So far few residents have RSVP’d. President Rugar urged everyone to talk it up and get their reservations in soon. 6.04 Garage Sale –Director Pollock reported it will be July 15. Notice has been posted by each mailbox kiosk. She requested Marce Grossman help her with advertising. 7.0 NEW BUSINESS – 7.01 Budget Committee – Director Grossman reported that the committee met and though they all agreed on the operating budget, there was not agreement on the reserve account. Grossman recommended that the monthly dues remain at $350. Committee members Connie Shelstad and Jim Ray agreed. Committee member Roger Axt disagreed. After discussion that ended with a report that $25 of the current dues was not an “assessment,” it was moved by Glen Grossman and seconded by Jack Rugar that the dues be $350 per month per residence with $208.82 allocated to operating expenses and $141.18 allocated to the reserve account. Motion carried by voice vote. 7.02 Fence Design – President Rugar passed around an email from the animal control officer that resulted from a recent incident of a deer impaling itself on our fence. They have requested that we consider redesigning the fence so that it is safer for animals and people. Director Pollock reported that Peninsula Fencing is coming out to give a price on gates around personal units. She will ask them to also look at our existing fence to see what it would take to remove the spikes. She will report back at our next meeting. President Rugar will email a response to the animal control officer letting her know of the Board’s action. 7.03 Operating Funds Investment – Director Grossman was directed to research CD rates at San Jose Bank. If they are reasonable, he will transfer $75,000 out of our existing operating fund and put it in a 3-monthCD that will yield as much interest as possible. 7.04 Outside Parking – Director Pollock reported about an incident June 18 that was reported to the PG Police. A car was parked illegally just outside our gate that blocked the exit. It was ticketed but the owner will be contesting the ticket. The Board authorized Axt to contact the City to see if they will put a sign outside our gate area that says “No Parking Beyond This Point” and authorized him to approve payment if they require us to pay for this sign. 8.0 CORRESPONDENCE – None. 9.0 FUTURE BOARD MEETING / ADJOURNMENT – 07/18/06 at 6:00 p.m. at the Forest Grove HOA Clubhouse, Forest Lodge Road, Pacific Grove, CA. Secretary Lee reminded the Board she will not be present. Director Grossman volunteered to take the minutes for that meeting. The meeting adjourned at 8:15 p.m. Respectfully submitted,
Stephanie Lee, Secretary |