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
Time:
Place: Makena
Surf Board room
Directors Present:
Mrs. Betty
Kay Anderson, President
Mr. Roger
Morgan, Secretary
Mr. Paul Sullivan, Treasurer
Mr. Paul
Johansen
Mr. Jack Patterson
Mr. Ron Inkley
Mr. Joe Walker
Management:
Mr. Robert
Brooks, Resident Manager
Mr. Kevin
Keane, Landscape Manager
Owners Present:
Mr. Bobby Goldsmith, G204
Mr. Richard Michaels, B108
Destination Resorts Hawaii, Inc.:
Mr. Maynard
Torchiana, Managing Agent, Destination Resorts
Mr. Kui
Aipa, Controller, Managing Agent, Destination Resorts
Mr. Ben
Beaudoin, Destination Resorts
Ms. Yatta
Johnson, Recording Secretary
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 October 10, 2011 and emailed, faxed and/or mailed to all
Board Members on
Determination of Quorum: A quorum was established with 7 of the 7
Directors present.
Approval of Minutes:
Motion: To
approve the minutes of the
CARRIED unanimously.
Motion: To
validate all decisions made at the
(Patterson/Morgan)
CARRIED unanimously.
Owner Comments:
Mr. Richard Michaels, B108,
requested the addition of one (1) shower tree in the B Building parking lot.
After discussion, the Board concluded to table the issue to the February 2012
Board of Directors meeting.
Mr. Michaels further suggested
the addition of mirrors to each of the exits of Makena Surf. The Board agreed
and directed Mr. Brooks accordingly.
REPORTS OF OFFICERS
AND MANAGEMENT
President’s Report
President Anderson presented her
report. The Makena Community Association meeting will be held on
Landscape Committee
Mr. Keane presented the Landscape
Supervisor’s report. He highlighted the following items:
- The B Parking Lot Eureka Palms were planted as a
“buffer” and not for shade; Excessive shade prohibits growth in the
planters.
- Improvements include relandscaping the C Building t
well-head area and the exit/entry area by the A/B parking lots.
- Efforts will be made to improve the herb garden. Signage explaining the proper procedure
to cut the herbs will be placed in the garden.
- The monkey pod trees will not be trimmed this year in
order to reduce expenses.
- The owners in E building have requested cart
assistance with food and groceries while coming down the public access
walkway behind Building E. It has
been suggested that a cart area be added to the C/E building’s parking
lot.
Motion: To
establish a cart area in the C/E building parking lot.
(Patterson/)
Motion: To
install a gate with the “green stuff” to protect the view into the garbage area. (Morgan/
Walker)
CARRIED unanimously.
Treasurer’s Report
There was a discussion regarding the lack of communication
from Mr. Kui Aipa.
Motion: That the
controller of the managing agent be required to provide a clear recap of any
delinquent unit to every Board member at any time and continue to report on
that unit until it is paid in full.
(Sullivan/Inkley)
CARRIED unanimously.
Motion: That Mr. Aipa
notifies Attorney John Morris to proceed with Part 2 of the non-judicial
foreclosure process.
(Sullivan/Patterson)
CARRIED unanimously.
2012 Budget
Treasurer Sullivan outlined the following changes to the
2012 budget, attached herewith:
·
Last page, under Reserves, the Special
Assessment will be $139,000.
·
Capital reserve expenditures will be
approximately $27,000.
Motion: To accept the 2012
Budget as presented with the changes outlined. (Sullivan/Patterson)
CARRIED unanimously.
Manager’s Report
Mr. Brooks reviewed his written report as submitted to the
Board of Directors. He highlighted the
following items:
- Displeasure
with the finish on the concrete planking material used on the
landings. Dennis has ground the
surface and the Board will inspect.
- A
vehicle hit the cyclone fence a few weeks ago. Two columns will have to be re-built and
the fence repaired.
Motion: That Mr. Brooks
pursue collection from the uninsured driver that hit the Makena Surf gate via
methods including but not limited to small claims court. (Sullivan/Patterson)
CARRIED unanimously.
- The
foot showers along the public access walkway are complete.
- The
Building E shower re-furbish is complete. A solution to the water hammer
noise heard in Building E continues to be researched.
In-House Wages
Motion: That Mr. Kui Aipa
consults with the auditor regarding the allocation of in-house wages to Capital
Reserves rather than from the annual budget when working on capital projects;
and to present his finding at the next Board of Directors Meeting.
(Sullivan/Walker)
CARRIED unanimously.
Landings
The meeting was recessed at
The Board informally approved the new landings.
Kayak Storage Area
An owner has suggested the installation of another kayak
storage area. Mr. Brooks estimated the cost to be $10,000 if the area above the
twin 84’s is going to be used. President Anderson suggested that the issue be
brought to her attention to add to the agenda for the next Board of Directors
meeting if the issue is to be discussed.
Water Intrusion Document (Attached herewith)
Motion: To validate the
email decision on the water intrusion document. (Walker/Patterson)
CARRIED unanimously.
COMMITTEE REPORTS
Construction &
Maintenance
Mr. Johansen
presented the Construction & Maintenance report.
Pavers
The Association has a five (5) year warranty on labor and an eight (8)
year warranty on materials. The paver
project was completed in two (2) increments.
The north side was the first increment for which the labor warranty
expires in December 2013 and the materials warranty expires in December 2016.
A letter in regard to the dissatisfaction of the paver project was sent
to Structural Concrete. A response
acknowledging the Board’s concerns was received. Structural Concrete has agreed to work with
the Association until a resolution is reached.
President Anderson will meet with Structural Concrete and Mr. Brooks to
try for an extension of the warranty in writing and to install thicker tiles in
problem areas.
The Board recommended that Mr. Brooks maintain a detailed report on the
work completed in relation to the pavers and the Association’s warranty with
Structural Concrete.
A demand letter to Structural Concrete will be drafted stating the
dissatisfaction of the continued cracking and repairs. The letter will be
drafted by Mr. Brooks and reviewed by Mr. Johansen prior to distribution to Structural
Concrete. A copy of the letter will be
sent to the paver distributor.
Tile Cleaning 2nd
and 3rd Floor
Mr. Brooks will
request a detailed proposal for cleaning of the landings, grout repair and
sealing from the vendor “Rain”. The
proposal will be reviewed at the February 2012 Board of Directors meeting.
Review Acoustical
Policy Regarding Tile in the Living Rooms
Motion: To validate and approve the email decision
regarding the tile application from Unit C206.
(Johansen/Sullivan)
CARRIED
unanimously.
Hard Floor
Installations
Mr. Johansen
proposed the elimination of hard floor installations. Hawaii Revised Statutes
514B-140 imposes restrictions on Associations that allow hard floors if it
interferes with the enjoyment of a unit and the increased noise is determined
to be “material” under the statute. Any “material” modification would require
the approval of 67% of all owners, and 100% of the affected owners, and the
Board of Directors. A number of courts
have concluded that hard floors create a nuisance and that only carpeting as
originally installed will prevent the interference with the right of the owner
to enjoy his or her unit.
Motion: To approve the elimination of hard floor
installations in the Association Construction Rules where carpet existed in the
original construction. Thus, only carpet may replace carpet. (Johansen/Morgan)
CARRIED unanimously.
Executive Safety
Plan
Mr. Brooks will
conduct monthly safety meetings to save on insurance, to avoid workplace
injuries and to ensure that there is a safety plan in place for employees. Mr.
Johansen reported that Makena Surf has a safety program that is being
implemented.
Motion: To accept the draft proposal of the
Executive Safety Plan as submitted. (Johansen/Morgan)
CARRIED unanimously.
Additional Items
Mr. Johansen highlighted the following items:
- There will be
at least six (6) landings completed this year; the balance will be
completed next year and may go into the third year for full completion.
- There are a total of 79 steps that need
to be completed; 40 steps will be completed this year.
- Sewage pumps clogs have ceased thus far.
This issue continues to be monitored.
- All construction/remodel projects will
be completed by
Newsletter
Mr. Inkley agreed to
continue to complete the newsletter after February 2012 as a non-Board member
subject to President Anderson identifying an individual who can provide
information, i.e., social information, photos, etc. President Anderson agreed.
2012 Election
Three (3) members of
the Board will be up for re-election in February 2012. Ron Inkley will not run for re-election. Paul Sullivan and Jack Patterson have
expressed interest in being candidates for re-election. The “Slate Committee” (Mr. Patterson for the
Board, Mrs. Frank (E106), and Mr. Goldsmith (G204), all chosen from the floor
at the 2011 annual meeting) is working to choose a candidate for the slate for
the third position.
Policies and Procedures
Mr. Walker reported that the cost
for Bev Gannon to cater the holiday party is $60 per person. The Board agreed
to move forward with Gannon’s catering services
Security
Mr. Morgan reported that there
have been no break-ins this year.
OLD BUSINESS
Two Bathrooms in 2012
Motion: To not move forward with any substantial
work on the two (2) remaining office bathrooms, but that Mr. Brooks will
replace the urinal and paint the bathrooms at a minimal cost. This issue will be removed from the agenda
and the budget. (Inkley/Sullivan)
CARRIED unanimously.
Insurance- Interpretation of 514B
Motion: To include in the packet and on
the agenda for the 2012 Annual Meeting, a request for a majority of those
owners present in person or by proxy to vote in favor of requiring all owners
to carry on their own unit liability insurance coverage for property damage to
the units of others. The Board will assume that every owner will comply with
the decision of the owners and the Board; neither the Association nor the Board
shall be liable to any person with regard to the failure of a unit owner to
purchase insurance. An owner will be barred from making a claim against the
Association, any other Association member or any resident of the project for
damages the owner may suffer if the owner has failed to purchase his/her own
insurance but the claim would have been covered under a standard HO-6 policy or
its equivalent. Furthermore, the Association shall have a “lienable interest”
in the unit of any owner who fails to secure such insurance and who causes
unreimbursed damage to the Association’s property or that of any other owner. (Inkley/Morgan)
CARRIED unanimously.
Motion: According to the choices allowed
in
(Inkley/Morgan)
CARRIED unanimously.
HEMIC
regarding Safety Savings on Workman’s Compensation
As discussed in the Construction and Maintenance Report.
Solar Report
On the
Internet
On behalf of the Association, President Anderson signed a
high-speed “Hospitality” internet package contract which goes from a speed
level of 1 mps to 5 mps and from $11.95 to $15.95. The upgrade will be
activated on
Motion: To contract with Oceanic Time Warner for the
CARRIED unanimously.
DATE OF NEXT MEETING
The next Board of Directors Meeting is scheduled for
ADJOURNMENT
Motion: To adjourn the meeting at
(Inkley/Sullivan)
CARRIED unanimously.
Respectfully submitted,
Yatta Johnson
Aloha Office Services
Recording Secretary
Respectfully submitted: Reviewed and accepted
by:
____________________________ _______________________________
Maynard Torchiana Betty
Kay Anderson
Managing Agent, Makena Surf AOAO President, Makena Surf AOAO
MAKENA SURF AOAO
BOARD OF DIRECTORS MEETING
MOTIONS
Motion: To
approve the minutes of the
CARREID unanimously.
Motion: To
validate all decisions made at the
(Patterson/Morgan)
CARRIED unanimously.
Motion: To
install a gate with the “green stuff” to protect the view into the garbage area. (Morgan/
Walker)
CARRIED unanimously.
Motion: To
establish a cart area in the C/E building parking lot.
(Patterson/)
Motion
FAILED due to lack of a second.
Motion: That the
controller of the managing agent be required to provide a clear recap of any
delinquent unit to every Board member at any time and continue to report on
that unit until it is paid in full.
(Sullivan/Inkley)
CARRIED unanimously.
Motion: That Mr. Aipa
notifies Attorney John Morris to proceed with Part 2 of the non-judicial
foreclosure process.
(Sullivan/Patterson)
CARRIED unanimously.
Motion: To accept the 2012
Budget as presented with the changes outlined. (Sullivan/Patterson)
CARRIED unanimously.
Motion: That Mr. Brooks
pursue collection of the uninsured driver that hit the Makena Surf gate via
methods including but not limited to small claims court. (Sullivan/Patterson)
CARRIED unanimously.
Motion: That Mr. Kui Aipa
consults with the auditor regarding the allocation of in-house wages to Capital
Reserves rather than from the annual budget when working on capital projects;
and to present his finding at the next Board of Directors Meeting.
(Sullivan/Walker)
CARRIED unanimously.
Motion: To validate the
email decision on the water intrusion document. (Walker/Patterson)
CARRIED unanimously.
Motion: To validate and approve the email decision
regarding the tile application from Unit C206.
(Johansen/Sullivan)
CARRIED
unanimously.
Motion: To approve the elimination of hard floor
installations in the Association Construction Rules where carpet exist in the
original construction. Thus, only carpet may replace carpet. (Johansen/Morgan)
CARRIED unanimously.
Motion: To accept the draft proposal of the
Executive Safety Plan as submitted. (Johansen/Morgan)
CARRIED unanimously.
Motion: To not move forward with any substantial
work on the two (2) remaining office bathrooms, but that Mr. Brooks will
replace the urinal and paint the bathrooms at a minimal cost. This issue will be removed from the agenda
and the budget. (Inkley/Sullivan)
CARRIED unanimously.
Motion: To include in the packet and on the agenda for the 2012
Annual Meeting, a request for a majority of those owners present in person or
by proxy to vote in favor of requiring all owners to carry on their own unit
liability insurance coverage for property damage to the units of others. The
Board will assume that every owner will comply with the decision of the owners
and the Board; neither the Association nor the Board shall be liable to any
person with regard to the failure of a unit owner to purchase insurance. An
owner will be barred from making a claim against the Association, any other
Association member or any resident of the project for damages the owner may
suffer if the owner has failed to purchase his/her own insurance but the claim
would have been covered under a standard HO-6 policy or its equivalent.
Furthermore, the Association shall have a “lienable interest” in the unit of
any owner who fails to secure such insurance and who causes unreimbursed damage
to the Association’s property or that of any other owner. (Inkley/Morgan)
CARRIED unanimously.
Motion: According to the choices allowed in
(Inkley/Morgan)
CARRIED unanimously.
Motion: To contract with Oceanic Time Warner for the
CARRIED unanimously.
Motion: To adjourn the meeting at
(Inkley/Sullivan)
CARRIED unanimously.
Copyright(c) 2002 MakenaAOAO. All rights reserved.
editor@makenasurfnews.com