October 2007 Board Minutes

Minutes of KPHA Board Meeting Thursday Oct. 18th, 2007 at 5:30 pm

A. Call to Order.
The meeting was called to order at 5:30 pm by Maria Sullivan. The following Board members were present for the Board meeting; Don Borden (143), Fred Clews (171), Tom DeCourcy (94), Peter Fuller (43), Pat Harris (134), Mary Anne Hill (39), Jeff Spencer (233),Maria Sullivan (99) and Juanita Colon, Manager. Jim Fader (52 & 74) was absent. Several homeowners were present.

B. Review of September 13th, 2007 minutes.
The minutes of the September 13th, 2007 meeting were unanimously approved.

C. Manager’s Report: Juanita Colon
Juanita Colon will be attending Total Maximum Daily Load (TMDL)/water quality training is being held on Oahu in October.

D. President’s Report: Maria Sullivan
The Maintenance Trust petition was granted 26thSeptember, 2007. An appeal period will follow but it is anticipated funds may be available Spring 2008.
The investment is not locked in to Morgan Stanley and consideration of the future investment of funds will be determined at a later date.
Negotiations continue with Pural as to accounts payable.

E. Committee Reports:
1. Water Committee: Dick Glenn
Report as presented: Attached.
Well 3 repairs completed. All wells are now running.
There was discussion as to a Proposal for billing of excessive water use including that due to leaks. A motion was made by Jeff Spencer and seconded by Don Borden.
Motion: Homeowners will be charged at current rates for all water usage on their lot. The motion passed unanimously.
Office Manager, Juanita Colon can approve and arrange a no interest payment plan for up to 3 months. Homeowners may appeal to the Board within 60 days from date of billing. Any appeal must be in writing.
The Board agreed to have a Special Open Meeting on Thursday 25th Oct at 5.30p.m. This will be posted on Website 10/19/07.

2. Finance Committee: Fred Clews
An operational balance sheet was presented. A draft budget was presented and items discussed at length.
Attorney’s fees will be reimbursed when Maintenance Trust goes through.
The cost of the grounds maintenance at the entrances and Del Monte Park was discussed. The Board will consider the possibility of creating a new KPHA position and hire someone to as an employee to take over this function. Discussion took place about equipment, vehicle and insurance issues.
Due to overall increasing costs it is anticipated that there will need to be an increase in the quarterly Maintenance fees for 2008. The KPHA budget will be reviewed and a vote taken next month.
Again due to increasing costs there is also consideration of an increase in the charge for a water meter and possibly a baseline charge for water service.
The Revised Reserve Study eliminated Capital Reserve contributions. However it is becoming evident that Capital Reserve Contributions are needed.
There will be further discussion at the December Board meeting

3. Design Committee: Judy Bittenbender
No report

4. Common grounds: Dave Hafferman
Report as submitted.
Maria Sullivan proposed and Mary Anne Hill seconded the motion: To table issue re development or sale of common grounds until Spring 2008 when Maintenance Trust issue is settled. Motion passed unanimously.

F. Old Business.
1. Renewable Energy - Pat Harris suggested that we should look for available grants. Maria Sullivan proposed a motion to form a standing committee to research these grants and to bring Alternative Energy information and proposals to the Board. The Motion passed unanimously. Pat Harris agreed to form the Alternative Energy Committee which will interface with the Water Committee etc. and report to the Board.
2. Special Committee on Emergency Planning –deferred.
3. Safety Emergency –Fred Clews Proposed a Motion:
The removal of dead and dangerous trees should be completed as soon as possible, borrowing money from the Morgan Stanley Capital Fund to cover the costs. The Motion passed unanimously.

Next Board meeting November 8th, 2007 at 5:30pm.
On unanimous approval, the meeting was adjourned at 9:05 pm.

Respectfully Submitted,
Mary Anne Hill
KPHA Board Secretary

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