Editor's Note: The last Board Meeting minutes are displayed here. In the case of the February Meetings, both the Board Meeting and Annual Meeting minutes are on this page. Otherwise just the Board minutes will appear.
MAKENA SURF AOAO
BOARD OF DIRECTORS
MEETING
Thursday,
February 25,2010
Time:
Place: Makena
Surf Boardroom
Directors Present:
Mrs. Betty Kay Anderson, President
Mr. Roger Morgan, Secretary
Mr. Paul Sullivan, Treasurer
Mr. Paul Johansen
Dr. Ed Almquist
Mr. Malcolm Johnson
Dr. Bruce Green
Management:
Mr. Robert Brooks, Resident Manager
Mr. Kevin Keane, Landscape Supervisor (Part of the
Meeting)
Destination Resorts Hawaii, Inc.:
Mr. Maynard Torchiana, Managing Agent, Destination
Resorts
Mr. Kui Aipa, Controller, Destination Resorts
Ms. Enza Froio, Recording Secretary
Owners Present:
Mr. Baron, C206
Call to Order: President
Anderson called the meeting to order at
Proof of Notice: President Anderson verified that meeting notices were posted on
property in two places on
members on
Determination of Quorum: A quorum was established with 7 of the 7 Directors
present.
Approval of Minutes:
Motion: To
approve the Board of Directors minutes dated
Motion CARRIED.
Abstained: Almquist
REPORTS OF OFFICERS
President's Report
President Anderson presented her report.
Unit CI07
Motion: To
approve the installation of the landscape artwork in the
entryway of C]07,
subject to I) if adjacent homeowners
complain the Board will revisit the issue and 2) if the
Owner of C]07
sells the unit, he will agree to remove the
artwork ifrequested. (Almquist/Johnson)
CARRIED unanimously.
Defibrillator
Dr. Almquist has researched a new defibrillator with
professional experts in the medical
field who have indicated that use of the device has
made no difference on survival rates.
Experts do not recommend that it is critical to have
the new defibrillator on property.
The Board agreed to not pursue this item.
Lighting
It was determined that the lighting on the ground
perimeter from E 106 to G10I was
degraded. The Board agreed via email to authorize Mr.
Brooks to make the necessary
repairs. The project includes an upgrade to LED
lighting.
Motion: To
approve the ground lighting repairs from E106 to G10]
in the amount of$14,000. (Almquist/Sullivan)
CARRIED unanimously.
Credit Card
Use for Maintenance Fees
Per Dr. Almquist's recommendation, Mr. Aipa researched
the process to allow owners to
pay maintenance fees with a credit card in order to
gain miles/points.
Motion: To
poll the owners at the Annual Meeting regarding a
desire to pay maintenance fees with a credit card; and
that
if there is any interest on behalf of owners, to move
forward
with the Association paying the $200 start up fee; and
for
Mr. Aipa to draft a letter to owners that this is an
option
and the owner is responsible for the 3% fee.
(Almquist/Morgan)
Motion WITHDRAWN.
The Board agreed to not pursue this item at this time.
Storage
Carts
The Board reviewed the storage cart options (Colt and
Workhorse) as researched by Mr.
Johansen.
Motion: To
adopt Mr. Johansen's proposal of the "Colt 26" cart; to
have three (3)
beige carts on one end of the property and
three (3) brown
carts for the other end of the property; to
affix the logo on the fiberglass; and that the
Resident
Manager determine the message on the cart.
(Morgan/Green)
CARRIED unanimously.
Landscape Report
Mr. Keane reviewed his written report as submitted to
the Board of Directors. He
highlighted the following items:
• Notices are posted 24 hours in advance of quarterly
soil injections.
• Plantings will be improved after trimming is
completed.
• Irrigation adjustments are constantly monitored and
addressed.
• Potted Areca palms have been placed at the
appearance of the work area. Further, Mr. Brooks will
paint the face of the
building and replace the door jambs.
Upcoming projects include trimming and pruning in an
effort to maintain views;
identifying a suitable replacement for the hibiscus
hedge in Band C building parking
lots; and continue to minimize driving of carts to
protect pavers. He noted that the
sweeper is working well.
Due to the continued issues with the herb gardens, Mr.
Keane will post a sign "Herb
Garden Closed for Renewal/Barbecue Use Only" at
the South herb garden.
Treasurer's Report
Treasurer Sullivan presented his report.
Pavers
Project
In January, a letter indicating that the cost of the
pavers project is $686,000 was sent to
the ownership. However, the audit report reflects
other items that were attributed to the
project that were not considered. A meeting was held
to review each item. It was
concluded that the total cost of the pavers project is
$717,241. Thus far, $450,000 of the
$717,241 has been paid via the Reserves ($50,000) and
two (2) special assessments.
There is a remaining special assessment of $267,241
which equates to $1.32 per square
foot per unit.
Mr. Aipa will send a letter to the ownership regarding
the remaining special assessment.
The letter will indicate that an owner who prefers a
payment plan of a maximum of six
(6) months should contact Mr. Aipa.
2009 Variances
Treasurer Sullivan noted 2009 variances as follows:
• Electricity, $46,000 under budget due to reduced oil
prices.
• Utilities, $34,000 under budget.
Monthly Fee
Comparison
The Board reviewed the Wailea Area Condo Monthly Fee
Comparison analysis, which
reflects that Makena Surf appears to have low monthly
dues. The Board agreed that there
is room to increase fees moving forward in order to
provide additional funding to the
Reserves.
Capital
Reserve Expenditures
The 2010 budget allows for the Association to meet
Capital Reserve funding
requirements in 2010. Major upcoming Capital Reserve
Expenditures include perimeter
lighting, tennis courts, and cart replacement. The
total projected Reserve Expenditures is
$94,423.
Per Treasurer Sullivan's recommendation, the Board
directed Destination Resorts to
research an independent firm to conduct a professional
Reserve Study in order to
determine the accuracy of the replacement costs.
President Anderson noted that Owners of F308 have
indicated that the pool furniture
cushions are deteriorating and recommend the purchase
of the newer mesh furniture. Dr.
Almquist will address this issue at the Annual
Meeting. President Anderson
recommended that the Board consider the purchase of
mesh pool furniture.
Mr. Brooks further reviewed the 2010 Capital Reserve
Expenditures. He noted that the
following items can be delayed to 2011: Pool
Lounge Cushions,Umbrella; and Resurface
South Tennis Courts. The following Capital Reserve
Expenditures were added to the list:
Landings ($5,000) and Exhaust Fans ($2,000). The
revised 2010 Capital Reserve
Expenditures total is $84,223.
President Anderson noted that there is a faucet across
from the beach shower that must be
concealed. Mr. Brooks will address this item.
Manager's Report
Mr. Brooks reviewed his written report as submitted to
the Board of Directors.
Stair Landings
The stair landings going up to the second floor of the
buildings are showing signs of
spalling. Walter Vorfield, Structural Engineer,
suggested jack hammering the existing
and installing pre-cast planks. The cost is $17,000
for the pre-cast pieces, not including
labor. Mr. Brooks proposed that this project be
completed in 2011 via in-house staff as
the steps are addressed.
Owner Jim Osgood used a surface treatment on his lanai
that replicates the flagstone and
is a surface that is designed for this type of
installation. It is a good solution but is an
additional $17 per square foot for the landings. Board
members can reference
www.1ifeqeck.com to view the surface used by Mr.
Osgood.
The Board discussed replacing the landings with slab
and coating the landings at an
additional cost.
The Board agreed to direct Mr. Brooks to pursue the
solution as proposed by Mr.
Vorfield; and to complete one (1) landing, at an
approximate expense of$5,000
(including labor), as a beta test for the Board's
review in November 2010 in order to
determine how to proceed further.
Exhaust Fans
Owners have indicated that the exhaust fans are noisy.
The general consensus is that the
original deficiencies should be rectified by re-attaching
the fans on isolator springs and
re-designing the flexible couplers so the fans do not
make solid contact with the ducting.
This is a pilot project. This item will remain on the
agenda of the Board of Directors
Meeting.
Motion: To
accept the proposal from All-Temp to re-hang two (2)
exhaust fans in the amount of $2,099.89.
(Sullivan/Morgan)
CARRIED unanimously.
Artwork by
Mr. Hunt
The meeting was recessed for Board members to inspect
owners' artwork proposal on the
wall outside of the office building. The Board
unanimously agreed that the artwork is
beautiful and to proceed with the project. The Board
requested that the image be lowered
on the wall and that the fin be corrected. The Board
expressed appreciation to Mr. Hunt.
Motion: To
accept the design artwork on the office building wall, as
proposed by Mr. Hunt; and to proceed with the project
at
an expenditure of$1,000. (Almquist/Green)
CARRIED unanimously.
Sewage
Problem
It has been determined that a root ball is growing
into the sewer line Mauka of Building
C. To resolve the issue, a pipe will be pushed into
the larger existing pipe and converted
to a pressurized line. This issue is being addressed.
Mr. Johansen noted that owners continue to flush
sanitary products which causes the
sewage pump to seize. The pump has had to be repaired
multiple times at a cost of $900
per incident. The Board discussed possible solutions
including building a stainless bar
trap and coordinating with Valley Isle Pumping to
design a device to filter improper
material from reaching the pump.
COMMITTEE REPORTS
Construction
Mr. Johansen presented the Construction Committee
Report. He reported receipt of a
letter dated
the sidewalks is as follows, and as attached to
these minutes:
North End
Completed
South End
Completed 10/2812009
Warranty is 8 years for material and 5 years for
labor.
The Committee is awaiting receipt of a construction
remodel application from Husein, G205.
There are ten (10) lanai decks that have not had been
resurfaced. Four (4) of the ten (10)
decks are located in G building. Mr. and Mrs.
Goldsmith have recommended that the
Committee encourage the four (4) owners in G building
to resurface their lanai while
there is construction. Mr. Johansen has notified the
four (4) owners accordingly in an
effort to minimize noise. There has been no response.
Mr. Johansen clarified that these
four (4) decks are not leaking and the owners are
under no obligation to take action.
The rules modifications that were approved in November
have been completed and
drafted and are a part of the final document. The
spreadsheet has been updated indicating
the changes.
AlC Condensers
There is owner concern regarding the noise created by
air-conditioning unit condensers.
Mr. Baron, C206, recommended a 74 DB limit and the use
of a sound blanket. The
Board discussed this issue.
Motion: To
authorize Mr. Brooks and Mr. Johansen to draft
specifications for any change-outs of air-conditioning
unit
condensers to operate below 74 DB; to incorporate a
sound blanket; and to be mounted on spring isolators.
(Almquist/Sullivan)
Motion CARRIED.
Abstained: Morgan
Newsletter
Mr. Johnson will encourage Mr. Inkley to be
responsible for developing the newsletter
after his resignation.
Policies and Procedures
Dr. Green reported that Bev Gannon will cater the
upcoming homeowner party. There
will be no entertainment; music will be piped-in.
Security
Mr. Morgan reported that there have been no incidents
for two (2) years. Replacement of
Greg Stuart will be discussed in Executive Session.
Maintenance
As discussed in the Manager's Report.
OLD BUSINESS
Estimated Cost for Two (2) Office Bathrooms
President Anderson recommended that the two (2) office
bathrooms be remodeled to
match the
bathroom. The Board directed Mr. Brooks to obtain
additional proposals for discussion
at the July Board of Directors Meeting. In the
meantime, the office bathrooms will be for
employees only and the unisex bathroom will be the
"public" bathroom. Mr. Brooks will
display appropriate signage.
Lux Lien
The Lux lien has been paid and the liens have been
removed.
Sell T-shirts with Makena Surf Logo
Mr. Morgan reported that approximately $1,000 of logo
merchandise has been sold thus
far. Blue ladies shirts, fleece pullovers, and hats
have been ordered.
Locking the Pool by the
Restrooms
A renter and some owners have noticed that people from
the beach are frequently using
the bathrooms. It was suggested that the pool gates be
locked to prevent this issue. The
gates would be accessible with the unit key.
Motion: To
lock the pool gates. (Johnson/Sullivan)
CARRIED unanimously.
Smoking Ballot
The Board reviewed the method of balloting for the
smoking issue at the Annual
Meeting. The Board discussed whether or not there
might be a private balloting among
the members of the meeting. President Anderson noted
that the Board has committed to
using proxies to vote on smoking. The Board agreed to
vote its proxies publicly, unless
there was an objection at the Annual Meeting. It was
reiterated that it is the
responsibility of each Board member to vote in the
best interest of the Association, and to
not have a personal agenda.
ADJOURNMENT TO EXECUTIVE SESSION
Motion: To adjourn the meeting to Executive Session
at
to discuss personnel matters. (Almquist/Sullivan)
CARRIED unanimously.
RESULTS OF EXECUTIVE SESSION
Motion: To extend the full cost of Cobra benefits
for a maximum of
six (6) months to a terminal employee. (Sullivan/Johansen)
CARRIED unanimously.
DATE OF
The Annual Meeting is scheduled for
will immediately follow.
ADJOURNMENT
The meeting was adjourned by unanimous consent at
Respectfully submitted,
Enza Froio
Aloha Office Services
Recording Secretary
MAKENASURFAOAO
BOARD OF DIRECTORS MEETING -
MOTIONS
To approve the Board of Directors minutes dated
Motion CARRIED.
Abstained: Almquist
To approve the installation of the landscape artwork
in the
entryway of C107, subject to 1) if adjacent
homeowners
complain the Board will revisit the issue and 2) if the
Owner of C107 sells the unit, he will agree to remove
the
artwork if requested.
(Almquist/Johnson)
CARRIED unanimously.
To approve the ground lighting repairs from E106 to
G101
in the amount of$14, 000. (Almquist/Sullivan)
CARRIED unanimously.
To poll the owners at the Annual Meeting regarding a
desire to pay maintenance fees with a credit card; and
that
if there is any interest on behalf of owners, to move
forward
with the Association paying the $200 start up fee; and
for
Mr. Aipa to draft a letter to owners that this is an
option
and the owner is responsible for the 3% fee.
(Almquist/Morgan)
Motion WITHDRAWN.
To adopt Mr. Johansen's proposal of the "Colt 26" cart; to
have three (3)
beige carts on one end of the property
and
three (3) brown carts for the other end of the property; to
affix the logo on the fiberglass; and that the
Resident
Manager determine the message on the cart.
(Morgan/Green)
CARRIED unanimously.
To accept the proposal from All-Temp to re-hang two
(2)
exhaust fans in the amount of $2,099.89.
(Sullivan/Morgan)
CARRIED unanimously.
To accept the design artwork on the office building
wall, as
proposed by Mr. Hunt,' and to proceed with the project
at
an expenditure of $1,000. (Almquist/Green)
CARRIED unanimously.
To authorize Mr. Brooks and Mr. Johansen to draft
specifications for any change-outs of air-conditioning
unit
condensers to operate below 74 DB; to incorporate a
sound blanket,' and to be mounted on spring isolators.
(Almquist/Sullivan)
Motion CARRIED.
Abstained: Morgan
To lock the pool gates. (Johnson/Sullivan)
CARRIED unanimously.
To adjourn the meeting to Executive Session at
to discuss personnel matters. (Almquist/Sullivan)
CARRIED unanimously.
To extend the full cost of Cobra benefits for a
maximum of
six (6) months
to a terminal employee. (Sullivan/Johansen)
CARRIED unanimously.
==============================================================================
MAKENA SURF AOAO
ANNUAL HOMEOWNERS'
MEETING
Saturday,
February 27,2010
Time:
Place: Hotel
Wailea - Kaimana Hall
Directors Present:
Mrs. Betty Kay Anderson, President
Mr. Paul Sullivan, Treasurer
Mr. Roger Morgan, Secretary
Mr. Paul Johansen
Management:
Mr. Kevin Keane, Landscape Supervisor
Dr. Bruce Green
Mr. Malcolm Johnson
Dr. Ed Almquist
Note: Resident
Manager Bob Brooks is absent as he is protecting the building from the
tsunami threat.
Destination Resorts Hawaii, Inc.:
Mr. Maynard Torchiana, Managing Agent, Destination
Resorts
Mr. Kui Aipa, Controller, Destination Resorts
Ms. Vivian Dames, Assistant to Managing Agent,
Destination Resorts
Owners Present:
AlO2 - Ron Olson
B 101 - Spike and Carol Anderson
BI03 - Sue Sullivan
BI04/BlO5 - Johnand Ginny Freyer
B203 - Sue Sullivan
B205 - Mary Jo Johansen
CIOI - Ron & Ethal Inkley
CI02 - Vince Howerton; Valerie Howerton-Miller
Cl07 - Dick and Jan Clotfelter
C202 - Don and Gerry Hoscheit
C203 - Lore Kral
C206 - Don and Pat Baron
ElOl - Paul and Winnie Kepler
El04 - Chris Harris; Toni Ucci
El 06 - Robert and Gymme Frank
E20 I - Al and Kathleen Gardner
E202 - Lyn Hirschhorn
E203 - Jack and Barbara Patterson
E206 - Bill Kilkenny
E302 - Susan Baker
E303 - Paul and Kathy Imwalle
FIOI - Pat and Camilla Carson
F I02 - Hisashi and Kuniko Juba
FI06 - Carol Green
FI07 - Steve and Marian Mannschreck
FI08 - Arlene Hunt
F205 -
F208 - John Rough
F210 - George and Carolyn Ziegler
F212 - Carol Papsco
F301 - Janet Coflin
F302 - Ailene Lux
F303 - Ailene Lux
F305 - Ed Almquist
F307 - Roger and Tala Pannier
F307 - Joe and Nancy Walker
GIOI - John and Dusty Pence
G 103 - Mr. and Mrs. John Marts
GI06 - Heather Barbieri
G201 - Janna Morgan
G204 - Robert and Maxine Goldsmith
G301 - Iral and Gwen Barrett
Call to Order: President
Anderson called the meeting to order at
Proof of Notice: President Anderson verified that notice of the
Homeowners meeting was posted in two places on
property and mailed to owners of record on
Quorum: A
quorum was established with 77.5% of the owners present in person or by proxy.
Approval of Minutes:
Motion: To
approve the Annual Meeting minutes dated
as presented. (Baron, C206/Johnson, F205)
CARRIED unanimously.
ELECTION OF DIRECTORS
Nominating Committee
President Anderson acknowledged outgoing Directors Dr.
Green and Mr. Johnson for their ten
(10) years of service to Makena Surf. Mr. Johnson has
been responsible for the newsletter and
Dr. Green has been responsible for Policies and
Procedures. They were presented with a gift of
appreciation in acknowledgement for their
contributions.
There are two (2) vacancies to fill on the Board of
Directors. The Nominating Committee,
comprised of one (1) Board member and three (3)
homeowners, recommends candidates for the
slate. The Nominating Committee has selected Ron
Inkley, CIOI, and Jack Patterson, E203, as
the candidates to fill the vacancies on the Board of
Directors. President Anderson called for
further nominations from the floor. There were none.
Motion: To
vote the two (2) slate candidates
by acclamation.
(Clotfelter, CI07/Gardner, E201)
CARRIED unanimously.
REPORTS OF OFFICERS
President's Report
President Anderson presented her report. The pavers
project has improved the property
appearance and has been completed with minimal
disruption. Last year there was a brief
discussion regarding concerns raised that particularly
between B and A buildings some of the
pavers were cracking. Structural Concrete has made
repairs accordingly. With regard to the
sidewalks, there is an 8-year warranty on the material
and a 5-year warranty on the labor.
Further, adjustments have been made to the irrigation
system to protect the pavers.
There have been some security and cleanliness issues
related to people coming up from the
beach and using the pool, spas and bathrooms at the
big pool. At the
Meeting, the Board agreed to lock the pool doors in
order to alleviate this issue. Further, this
will encourage owners to always lock their units and
to carry their keys with them.
Per owners' requests, a maintenance fee comparison
analysis has been completed. Wailea Elua
equates best to Makena Surf in terms of age, size,
average unit price, and amenities. It has been
determined that Makena Surfs maintenance fees are
currently 61 cents per square foot compared
to Wailea Elua's 94 cents per square foot. Across the
board, Makena Surf competes very well.
While the sales price of a unit at Makena Surf has
increased somewhere between times seven to
times ten of the original price, the maintenance fees
have only increased times two-and-a-half the
original. Overall, the maintenance fees at Makena Surf
are carefully monitored and tended to.
There are 24 ground lights along the perimeter from E
106 to G10 1 that are deteriorated. New
copper ground fixtures with a tropical look will be
installed. Samples of the new fixtures have
been installed by the spa. The new fixtures will
provide security and safety. Due to the
degraded condition of the existing lighting, the
project will be completed outside of the
construction period. The project will be completed by
one (1) landscape employee and an
electrician in a non-disruptive manner. LED lights
will be installed as part of the project.
The Board is in receipt of a proposal to reorganize
the front parking lot. However, the parking
lot project has been tabled in order to complete other
priority projects. Monies have been set
aside in the 'Capital Reserves for the parking lots.
In the interim, a temporary reorganization has
been initiated. Potted palms have been utilized to
conceal the maintenance area. In addition, the
front of the building has been painted and Mr.
Mannschreck has donated his lanai furniture to the
crew.
Landscape Report
Mr. Keane presented his report. He highlighted the
following items:
• Irrigation adjustments to eliminate over spraying in
the parking lots.
• Potted Areca palms have been placed at the
appearance of the work area.
• Identifying a suitable replacement for the hibiscus
hedge in Band C building parking
lots.
• Adjustments to irrigation and minimal driving of
carts to protect pavers. The sweeper is
working well.
• Modifications to improve stairwell from E to the
parking lot.
• The herb gardens may be periodically closed for
renewal. Barbecue use only will be
permitted.
• Papaya will be planted by the citrus plants at the
North end of the property.
Mr. and Mrs. Mannschreck and Mr. and Mrs. Hunt were acknowledged
for providing the whale
artwork on the building.
Mr. Keane and his staff received a round of applause
for their efforts.
Treasurer's Financial Report
Treasurer Sullivan presented his report. A letter
dated
the ownership, indicated that the cost of the pavers
project is $686,000. However, the audit
report found items that were paid out of operating
that should have been applied to the project.
It was concluded that the total cost of the pavers
project is $7l7,241. Thus far, $450,000 of the
$717,241 has been paid. There is a remaining special
assessment of $267,241 which equates to
$1.32 per square foot for each unit owner.
Motion: To
approve the remaining balance of the assessment of $267,241
for the pavers project.
(Baron, C206/Johnson, F205)
CARRIED unanimously.
Actual expenses for 2009 and variances were reviewed.
Utilities were under budget by $35,000
mainly due to electrical and reduced oil prices. Total
operating expenditures were under budget
by $34,000.
Motion: Resolved,
that any excess membership income over membership
expenses for the year ended
against the subsequent tax year member assessment for
Capital
Reserves.
(
CARRIED unanimously.
Treasurer Sullivan reviewed 2010 Capital Reserve
expenditures, which total $84,323.
It was explained that the stair landings going up to
the second floor of the buildings are showing
signs of spalling. Walter Vorfield, Structural
Engineer, suggested jack hammering the existing
and installing pre-cast planks. The Board has
authorized Mr. Brooks to pursue the solution as
proposed by Mr. Vorfield; and to complete one (1)
landing as a beta test for the Board's review
in November 2010 in order to determine how to proceed
further.
Mr. Kepler, ElOl, commented that the estimated cost of
$20,000 to resurface the North tennis
courts is excessive. President Anderson noted that Mr.
Brooks is obtaining additional bids.
The Board is recommending a $175,000 Reserve contribution
in 2011 and 2012 to increase the
funding level in anticipation of future projects. Over
the last ten years the national
average increased by 2.2% with the Hawaiian
same period, there has been a 5.6% average increase in
our monthly maintenance fees. With this
history and in order to maintain adequate Reserve
funding, the Board will consider future
increases of 3% to 5.6% in monthly maintenance fees.
Treasurer Sullivan was acknowledged for his
contributions.
Newsletter
Due to the resignation of Mr. Johnson from the Board
of Directors, Mr. Inkley is the Chairperson
of the Newsletter Committee.
Policies & Procedures
Dr. Green reported that the 2010 Annual Party will be
catered by Bev Gannon Catering.
Construction
Mr. Johansen presented the Construction Committee
Report. It has been a slow year due to the
economy. The Committee is awaiting receipt of a
construction remodel application from Husein,
G205.
All lanais with the exception of nine (9) have been
upgraded to current specs. Of the nine (9)
lanais that have not been sealed, four (4) are in G
Building; three (3) are in F Building and two
(2) are in B Building. Letters were sent to the four
(4) in G building suggesting that 2010 would
be a good year to do this, while major construction is
going on there. Mr. Johansen clarified that
the decks are not leaking and the owners are under no
obligation to take action.
The construction rules have been revised to be more
user-friendly. The application has been
simplified.
The Board has decided to legislate the specifications
for air-conditioning condenser change-outs
to require that the condensers operate below 74DB,
incorporate a sound blanket, and be mounted
on spring isolators. It is the owners' responsibility
to meet these requirements.
Security
Mr. Morgan reported that there have been no incidents
for two (2) years due to the effectiveness
of Mr. Brooks, two (2) patrolmen, cameras, and
sensors. There have been uninvited visitors
from the beach area; owners are encouraged to lock
their doors.
Greg Stuart of the security staff has been diagnosed
with cancer and has been placed on
disability. On behalf of the Association, Mr. Morgan
expressed best wishes to Mr. Stuart.
Maintenance
Dr. Almquist presented the Maintenance Committee
Report. He highlighted the following
projects:
• Obtaining bids for resurfacing of the tennis courts.
• Addressing the spalling on the slab concrete on the
2nd floor stairwells in B, E, F, and G.
• Monitoring the sewer system and investigating
options to alleviate clogs.
• Parking and lighting issues continue to be
investigated.
• New luggage carts will be ordered.
Dr. Almquist reported that the approximate expense to
replace the pool furniture is $50,000.
There was a discussion regarding the priority of this
project, given the other needs of the
property.
President Anderson noted that approximately $30,000 is
allocated to pool furniture but the
supposed useful life of the existing is another five
(5) years. The Board polled the owners
present regarding a desire to impose a special
assessment in order to replace the pool furniture at
an earlier date. None of the owners present indicated
a desire for an assessment for the purpose
of pool furniture replacement. The owners requested
that the Board further research this issue
and provide a recommendation. Dr. Almquist will
further research the cost to repair and/or clean
the existing furniture.
Nominating Committee
President Anderson called for volunteers to serve on the
Nominating Committee who are:
Mr. Patterson - F203 (Board Member)
Mr. Goldsmith - G204
Mr. Frank - E106
Bylaw Amendment to Increase Fines
There was a discussion regarding decreasing the
penalty for violations of House Rules and
Remodeling Guidelines from $500 to $250 with a maximum
of $10,000. Both the Board and
AOAO members are content with the $500 daily level and
there was no interest in decreasing it.
Mr. Morgan set up the Makena Surf logo polo shirt and
cap program and is creating an employee
emergency fund with the difference. Shirts can be
purchased for $45, and caps for $25 through
the AOAO office.
A one (1) hour break was
taken to watch the tsunami.
Proposed
On-Property Smoking Policy
Upon the opening of this discussion, Mr. Gardner,
E-201, made a motion to change the House
Rules to prohibit smoking at Makena Surf in all
outdoor areas including the swimming pools and
jacuzzis, walkways, grass, entry lanais, oceanfront
lanais, and tennis courts and to make the only
exception the parking lots where smoking would be
allowed. Also in his motion is that all guests
must be notified in advance of the policy, and that
they should be required to sign their
confirmation that they have read written notice of the
policy and understand and agree to its
restrictions. Also in the motion is that all employees
and all outside personnel be informed of this
policy by the Resident Manager.
Motion: To
amend the House Rules regarding the 'On-Property Smoking
Policy. '
(Gardner, E2 01lKepler, E1 01)
Discussion began, and immediately Mr. Goldsmith,
G-204, moved to amend the motion to
stipulate that there would be designated smoking areas
on property: south tennis court pavilion,
north herb garden, north tennis court pavilion, parking
lots, and the front of the office; his
amendment also stipulated that anyone who is bothered
by smoking on the lanais may complain
to the management who is empowered to direct the
smoker to stop. In addition, the amendment
was to remove the requirement that guests sign any
agreement not to smoke.
Motion: To
amend the amendment to the House Rules regarding the 'On-
Property Smoking Policy. '
(Goldsmith, G204lPence, G101)
Discussion on the amendment began, and Mr. Kepler
moved to amend the amendment to read
"LISTED designated smoking areas" and to add
the stipulation that the Board be empowered to
REDUCE (but not increase) the designated smoking
areas.
Motion: To
amend the amendment to the House Rules regarding the 'On-
Property Smoking Policy. '
(Kepler,E101IPence,G101)
There was much and long spirited discussion of the
smoking issue. President Anderson explained
that, under Roberts Rules of Order, the correct way to
process the motions is to vote the
amendment to amend first; if that passes, it gets
incorporated into the amendment; but if it fails it
gets left out of the amendment; then, the amendment
gets voted under the same stipulations (if it
passes, include it in the main motion, and if it fails
leave it out); finally, the main motion would
be voted.
All three passed as moved, with the following results
for the main motion:
'Yes' - 59; 72% of the total 78.7% proxied
'No' - 11; 12.52% of the total 78.7% proxied
Ratification
of Prior Year's Actions
Motion: To ratify the actions and decisions of the
Board of Directors for
the year ending
(Goldsmith, G204lGreen,F 106)
CARRIED unanimously.
ADJOURNMENT
Motion: To adjourn the meeting at
(Frank, E106IBaker,E302)
CARRIED unanimously.
Respectfully submitted,
Enza Froio
Aloha Office Services
Recording Secretary
Maynard Torchiana
Managing Agent
Makena Surf AOAO
Reviewed and accepted by:
Betty Kay Anderson
President
Makena Surf AOAO
MAKENA SURF AOAO
ANNUAL HOMEOWNERS'
MEETING
MOTIONS
To approve the Annual Meeting minutes dated February 28, 2009 as
presented. (Baron, C206/Johnson, F205)
CARRIED unanimously.
To vote the two (2) slate candidates by acclamation.
(Clotfelter, CI07/Gardener, E201)
CARRIED unanimously.
To approve the remaining balance of the assessment of $267,241 for the
pavers project.
(Baron, C206/Johnson, F205)
CARRIED unanimously.
Resolved, that any excess membership income over
membership expenses
for the year ended
subsequent tax year member assessmentfor Capital
Reserves.
(
CARRIED unanimously.
To amend the House Rules regarding the amended
'On-Property
Smoking Policy. '
(Gardner, E201IKepler,E101)
To amend the amendment to the House Rules regarding
the 'On-
Property Smoking Policy. r
(Goldsmith, G204lPence, G101)
To amend the amendment to the House Rules regarding
the 'On-
Property Smoking Policy. '
(Kepler,E101IPence,G101)
To ratify the actions and decisions of the Board of
Directors for the year
endingDecember 31,2009.
(Goldsmith,G204/Green,F106)
CARRIED unanimously.
To adjourn the meeting at
(Frank, E106IBaker,E302)
CARRIED unanimously.
MAKENA SURF AOAO
ANNUAL HOMEOWNERS'
MEETING
ACTION ITEM LIST
Required Action Responsible Party
New copper ground lighting fixture installation: 24
along Bob Brooks
perimeter from E 106 to G101
Complete one (1) landing beta test suggested by Walter
Bob Brooks
Vorfield, Structural Engineer, to jack hammer the
existing
and install pre-cast planks; for Board review November
2010, to determine how to proceed further.
Obtaining additional bids to resurface North tennis
courts. Bob Brooks
Consider a 3% to 5.6% increase in monthly maintenance
fees The Board
Awaiting receipt of a construction remodel application
from Construction Committee
Hussein, G205.
Modify the specifications for air-conditioning
condenser The Board
change-outs to require that the condensers operate
below
74DB; incorporate a sound blanket; and be mounted on
spring isolators. It is the owners' responsibility to
meet these
requirements.
Ongoing monitoring of the sewer system and
investigating Maintenance Committee
options to alleviate clogs; further investigate
parking and
lighting issues; order new luggage carts.
Research the cost to repair and/or clean the existing
pool Ed Almquist F305
furniture.
Research & discuss
potential product to replace original tile The Board
on 2nd & 3rd floor lanais
Nominating Committee members Jack Patterson F203;
Bobby Goldsmith G204;
Bob Frank EI06
Page 11
Makena Surf
Annual Homeowners' Meeting
Amendment A
CHANGE IN HOUSE RULES -- SMOKING POLICY AT MAKENA SURF
(FEBRUARY 2010)
Smoking is prohibited at Makena Surf in all outdoor
areas including the swimming pools
and jacuzzis, walkways, grass, entry lanais, and tennis
courts.
THE ONLY EXCEPTIONS
PAVILION, PARKING LOTS,
THE BOARD SHALL HAVE THE POWER TO ELIMINATE ANY OF THE
LISTED
DESIGNATED SMOKING AREAS.
HOWEVER, ANYONE WHO IS BOTHERED BY SMOKING ON THE
LANAIS
THE SMOKER TO STOP.
Owners may permit or prohibit smoking inside their own
units at their discretion.
Owners or their designated representatives must notify
in advance all prospective guests
or renters of this smoking policy.
All employees of Makena Surf and all other persons
doing business at Makena Surf
including, but not limited to, maintenance, repair and
cleaning personnel, contractors, sub
contractors and their employees, shall be informed of
this smoking policy by the Resident
Manager.
======================================================================================
MAKENA SURF AOAO
ORGANIZATIONAL
MEETING
Saturday, February 27, 2010
Place: Hotel
Wailea - Kaimana Hall
Directors Present:
Mrs. Betty Kay Anderson
Mr. Paul Johansen
Dr. Ed Almquist
Mr. Paul Sullivan
Mr. Roger Morgan
Mr. Ron Inkley
Mr. Jack Patterson
Destination Resorts Hawaii, Inc.:
Mr. Maynard Torchiana, Managing Agent
Ms. Vivian Dames, Executive Assistant
Call to Order: Mr.
Torchiana called the meeting to order at
ELECTION OF OFFICERS
The following officers were appointed by unanimous
consent:
President - Betty Kay Anderson
Secretary - Roger Morgan
Treasurer - Paul Sullivan
MEETING DATES
The Board of Directors unanimously agreed to the
following meeting schedule:
Saturday,
COMMITTEES
The following Committees were established:
Security Committee - Roger Morgan, Chairperson
Landscape Committee - Ed Almquist, Chairperson
Newsletter Committee - Ron Inkley, Chairperson
Policies and Procedures Committee - Jack Patterson,
Chairperson
Construction and Maintenance Committee - Paul
Johansen, Chairperson
ADJOURNMENT
The meeting was adjourned by unanimous consent at
CARRIED unanimously.
Respectfully submitted,
Enza Froio
Aloha Office Services
Recording Secretary
Maynard Torchiana
Managing Agent
Makena Surf AOAO
Reviewed and accepted by:
President
Makena Surf AOAO
Copyright(c) 2002 MakenaAOAO. All rights reserved.
editor@makenasurfnews.com