April 2006 Board Minutes

Minutes of KPHA Board Meeting April 18, 2006 5:30 pm

The meeting was called to order at 5:45 pm. The following Board members were present for the Board meeting: Ray Foster, Tom DeCourcy, Richard Messina, Liz Hyde, Peter Fuller, Dave Hafermann, and Maria Sullivan. Jay Anderson and Darryl Leer were not present. Also present was Office Manager Juanita Colon (arrived at 5:55 pm), Water Chair Dick Glenn(left 7:25 pm), and lot owners Judy Bittenbender (99), Don Borden (143-left 7:15 pm ), and Lane Jenkins ( 161-left at 630 pm) were also present.

Review of March 27, 2006 minutes. After suggested changes were made, the minutes were reviewed and approved.

Manager’s Report-(see attached.) Dave Hafermann and Juanita will identify trees to be removed in the entrances and at the clubhouse. Homeowners’ concerns and Board response: There is no apparent problem on the construction between 187 and 188. Lot 134-tell them in the future a 2nd meter will be installed at some point in the future.

Committee Reports
Water Report (by Dick Glenn)—(see attached) Estimated cost of new well number 2 is $30,000 to $40,000 and we do have funds available to complete that purchase and installation at this time. Mel Lima is the planned well contractor for the number 2 pump installation and we will deal directly with him. Al Sousa (formerly of Maui County Water) of Pural has recommended installation of submersible pumps, and that was the decision of Maui County (to use only submersible pumps.) However, we have $20,000 of parts for a shaft pump (could be used in well number 1). Foster opined that in terms of function, there was no major difference between submersible versus shaft design. DeCourcy moved and Hafermann seconded that a committee of Foster, Glenn and Granger consult with Lima and Sousa and make whatever pump purchases are necessary. The motion passed unanimously (Foster, Hyde, Hafermann, Messina, Fuller, Sullivan, DeCourcy voting)
Pural Contract Review-Pural is under contract for 24/7 for water service. Distribution system operator license is a minimum and water treatment operator are required for certification to run a small water system such as ours. We will continue our existing contract, and we will contact General Contractor Todd Svetin regarding possible role in managing our water system. Juanita will arrange a meeting with Glenn, Foster and Svetin.
Absentee Homeowner Policy. It was moved (Hafermann) and seconded (Messina) that we develop a general policy that homeowners identify a responsible on island point of contact for emergency situations. The policy will address the consequences if no on island contact is established. The motion passed unanimously. (Foster, Hyde, Hafermann, Messina, Fuller, Sullivan, DeCourcy voting)
Meter Cross Over issues-Yes, Pural should investigate those issues.
Proposed Pural Confirmation of As Built Plan—Estimated cost to do sketches etc is (phase I) $12,102. Tom DeCourcy moved that we request a more detailed formal proposal with a deadline for completion that includes a description of the system components, and that any written report and sketches would be the property of KPHA. It should also include an estimate of sorting out the cross over issue. The motion passed unanimously. (Foster, Hyde, Hafermann, Messina, Fuller, Sullivan, DeCourcy voting)

Finance Report (by Liz Hyde)-Liz is working with Sharon Courter, CPA to review our 2005 books. There are 8 owners that have not paid the capital reserve assessment ($200/quarter per lot). Sullivan moved and Messina seconded that Ms. Colon write Gail Greilich and request a written accounting and return of all KPHA funds in her possession.
The motion passed unanimously (Foster, Hyde, Hafermann, Messina, Fuller, Sullivan, DeCourcy voting). Juanita should obtain information from Liz about the payments we sent to Gail in 2005, and what was to be paid from those funds. Recent notices had indicated that we (via Gail) had overpaid federal and state of Hawaii taxes. Ms. Colon currently prepares the payroll and Liz signs the checks.
Common Grounds (by Dave Hafermann)-No significant information reported.
Design Committee-Dave Hafermann, Tom DeCourcy, Ray Foster and Richard Messina will review the plans for lot 240.

Old Business
Ownership Records-We have current contact information on all lots except 1. (Yee Hop Realty)
Proxy Ballots for April 22 Meeting-(Judy Bittenbender report). As of today we have 188 valid proxies in. There are 21 lots with outstanding proxies.

New Business
No new business.

The meeting was adjourned at 815 pm.

Respectfully Submitted,

Maria Sullivan
KPHA Secretary

Revisions made and Approved at May 8, 2006 meeting
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