May 2007 Board Minutes

Minutes of KPHA Board Meeting Thursday May 31, 2007 at 5:30 pm

A. Call to Order. The meeting was called to order at 5:35 pm by President Maria Sullivan. The following Board members were present for the Board meeting: Cyrus Siu, Peter Fuller, Jim Fader, Pat Harris, Maria Sullivan, Tom DeCourcy and Mary Anne Hill. Fred Clews was absent. Jeff Spencer arrived during the meeting. A few homeowners and Manager Juanita Colon were present.

B. Review of Board Minutes.
Review of April 17, 2007 minutes. The minutes of the April 17, 2007 Board meeting were unanimously approved.
Review of May 12, 2007 minutes. The minutes of the May 12, 2007 Board meeting were unanimously approved.
Review of May 17, 2007 minutes. The minutes of the May 17, 2007 Board Meeting related to a banking resolution were unanimously approved. The minutes of the May 17, 2007 Board Meeting related to appointments to the Design Committee were unanimously approved.

C. Meeting Time.
It was decided to hold Board Meetings on the 2nd Thursday of every month at 5.30pm at the KPHA Clubhouse. The next meeting is set for June 14, 2007.
Jim Fader moved, and Maria Sullivan seconded and the motion approving this schedule was passed unanimously.

D. President’s Report.
A draft contact roster of Board members, Committees/committee members was circulated. In June, a membership mailing will include a roster with contact information for Board members and Committee Chairs, the 2006 amendments to the DC & R’s related to water charges and equal assessments, and other items.
Committee Chairs were reminded to send an electronic copy of their minutes (or at a minimum their meeting agendas) to Manager Juanita Colon for filing in the Committee minute book.
Jeff Spencer arrived.

E. Manager’s Report.
The Manager’s Report was submitted. Discussion followed.
A water service charge had been suggested to help defray costs for the water system. Such a charge would be applicable to all metered lots. To date there are approximately 140 lots with meters.
The Treasurer discussed the decrease in water revenues related to homeowners’ conservation since the inception of the water charge initiated in July 2006, and various ways to off set rising water maintenance costs related to an aging water system.
A motion was made by Peter Fuller who proposed instituting a minimum water service charge to be tied to Dept of Water Supply rates of $7.00/month, with a 60 days notice to the membership prior to implementation. Tom DeCourcy seconded the motion. After further discussion the motion was withdrawn to allow for further study to determine if such a charge would be allowable under the current DC& R‘s pertaining to water charges.

There was brief discussion about owners grading their lots prior to Design Committee approval. This issue was referred to the Design Committee, which should report back to the Board in July.

There was a short discussion of bills paid in May including that the Hikiola charges included a purchase of back flow preventers for inventory because price increases are anticipated; that a final payment was made on the Pump # 2 work; and the cost of ground maintenance (MOC and Molokai Landscape Maintenance.)

D. Committee Reports
1. Water Committee Report (Peter Fuller, Water Committee member). A draft policy on anomalous water meters was discussed but was referred back for further study. The electrical study on Pump #3 is ongoing, and will report further in July. Negotiations with WHN to reach a water service contract are continuing.

2. Finance Committee & Treasurer’s Report (Cyrus Siu). A Treasurer’s report dated May, 2007 was submitted.
The Treasurer recommended that the 2005 & 2006 financial reports be audited.
Tom DeCourcy moved that we request proposals to audit the 2005 & 2006 accounts. Jim Fader seconded the motion, which passed unanimously.

Cyrus Siu submitted his letter of resignation as Board member and Treasurer. After Cyrus Siu’s departure from the meeting, Tom DeCourcy moved to accept this resignation; Jim Fader seconded the motion which passed unanimously. There was a brief discussion as to the reasons for his resignation.

KPHA will write the Bank of Hawaii that Cyrus Siu is no longer the Treasurer nor a co- signer on the KPHA accounts.

3. Common Grounds – (Dave Hafermann)
The Nature Conservancy representative, Ed Misaki made a presentation earlier this month (5/17/07) to the membership about the Pro Hunt activities on Molokai.
A Right of Entry Agreement for the Plant Conservation group will be coordinated with Nature Conservancy.
Nature Conservancy to provide a Statement of Insurance to KPHA. Dave Hafermann & Manager Juanita Colon will coordinate with Ed Misaki to obtain a statement of insurance for our files.
Ed Misaki will escort interested Board and Common Grounds Committee members to see the extent of deforestation on the upper lands caused by the ungulates on June 21st. Juanita Colon will notify Board members as to the time of this excursion. The Committee will be working with the Design Committee regarding lots with historic sites on them.

4. Design Committee (Judy Bittenbender).
Peter Fuller excused himself from the meeting.
Maria Sullivan moved and Jim Fader seconded a motion that the Board accept Dave Hafermann’s resignation as an Alternate Member of the Committee and appoint Jeff Spencer as an Alternate Member to the Design Committee. The motion passed unanimously.
Judy Bittenbender presented a draft of the Design Committee’s Checklist with variance procedures included, to the Board. The document is used by the committee as an “overview” checklist of the D C & R requirements in plan review. It is also given to owners, who are considering/planning on improving their properties. Liz Hyde (Lot 224) suggested that there be language added to Requirements for Preliminary Design Advisory Review [3.02] –related to grading, grubbing and excavation. Jim Fader moved to amend the checklist language to modify number 4 to read “Contour lines; including proposed grading, grubbing and excavation.” Tom DeCourcy seconded the motion which passed unanimously.

E. Old Business
a. Special Committee on emergency planning-(deferred until we have a new water provider)
b. Renewable Energy Source- U H will be visiting in June. Peter Fuller continues to work on this issue.
c. Update on Maintenance Trust Conversion. The Petition has been drafted and is ready for filing in the 2nd Circuit Court (Maui County). An update to members will be included in the June mailing.

F. New Business
Tom DeCourcy stated that the gate to the water tank in Kawela I is broken. Manager Juanita Colon will follow up.
There was a brief discussion about removal of a kiawe tree in the settlement pond at the entrance to Kawela II; however it was determined that the pond is not on KPHA property.

The next Board meeting is on June 14, 2007 at 5.30pm at the Clubhouse.
On unanimous approval, the meeting was adjourned at 7:45 pm.

Respectfully Submitted,

Mary Anne Hill
KPHA Board Secretary

Note—KPHA members may request committee reports from the KPHA office.

Approved at the June 14, 2007 Board Meeting.