REGULAR BOARD OF DIRECTORS MEETING
VILLAGES OF KAPOLEI ASSOCIATION
Wednesday, August 22, 2001
VOK Recreation Center

PRESENT: President Steve Loring, Vice President Brian Osgood, Treasurer Gary Callahan, Secretary Kevin Lum, Directors Carolyn Ancheta, Marlene Lemke, Gregory Peterson, John Riggins, and Carol Smith.

The Attendance Sign-In Sheet for homeowners and guests in attendance will also become a part of the meeting file.

GUESTS: General Manager Warren Wegesend; and Office Manager Claire Loo-Hoy.

I CALL TO ORDER

There being a quorum present, President Loring called the meeting to order at 7:00 p.m.

It was the consensus of the Board that Director Peterson remain as parliamentarian for the Board meetings.

II APPROVAL OF THE MINUTES

A. Director Peterson motioned, and it was seconded, to approve the minutes of the Board of Directors Meeting of July 25, 2001 as amended. Motion carried unanimously.

Include the amendments to the minutes as noted in the last meeting.

Page 3, Section D.2., Second item: Add: Kapolei Middle School - Overgrown bushes need removal

Director Smith motioned, and it was seconded, that the Organizational Meeting of the Board of Directors of August 1, 2001 be approved as circulated. Motion carried on a vote of 8 to 1. Director Ancheta voted no.

Director Lum motioned, and it was seconded, that the minutes of the Annual Association Meeting of August 1, 2001 be approved as to form only. Motion carried unanimously.

III REPORTS

Homeowner and Legislative Comments - The following owners addressed the board with their concerns and comments:

Carolyn Ancheta, Lot 4-060 - Malanai Entrance. State put in cheap plants. The general manager will write the HCDCH regarding the poor choice of plants.
Planting trees between the Middle and High Schools. She will inform HCDCH about the next Vision Planning meeting.

Asked that decorations for the proposed participation in the Festival of Trees be considered in the next budget.

General Manager's Report - Warren Wegesend answered questions about his written report, which will become a part of the meeting file. Following are items on which he reported and on which there was discussion:

Iwalani common areas
Bisecting Park transfer
Boy Scout Troop 126 moving to Kapolei High School

Director Lum motioned, and it was seconded, to allow Boy Scout Troop 126 to vacate the premises and move to Kapolei High School. Motion carried unanimously.

Multi-track at Kapolei Elementary School. Still researching feasibility of VIP.
Budget Meeting needs to be scheduled
Hall rental fees


Treasurer's Report - Treasurer Callahan reported on the July 2001 Financials. Director Smith motioned, and it was seconded, to approve the July 2001 Financials as circulated. Motion carried on a vote of 8 to 0. Director Ancheta abstained.

Other Committee Reports

Civic Action Committee - No Report

Traffic & Safety Committee - Director Osgood read the written report which will be added to the meeting file. As the report was not included in the board packet, it was decided that no action would be taken on this report at this meeting.

HCDCH - Director Lemke gave an oral report. A written response will be provided by mail. Following are items reported on and/or discussed at this meeting:

bullet•The items of concern reported by homeowner James Santos will be taken care of, if they haven't already been seen to.
bullet•Crosswalks at Iwalani, across Kama'aha Avenue - Queried the City & County. Crosswalks will not be installed across 4 lane roads without traffic lights.
bullet•Dried brush removal around the Middle School has been contracted out and should be completed.
bullet•Crosswalks across Kapolei Parkway with ADA compliant opening in median strip to Bisecting Park. State considers this a liability. Will not install.
bullet•Vandalism of sprinklers done as soon as new ones are put in.
bullet•Parents driving onto the Village Center causing sprinkler damage.
bullet•Developer maintenance of sidewalk strips in Aeloa and Malanai to terminate end of November.
bullet•Working with City on lighting and tree trimming issues.
bullet•Developing action plans to address appearance issues of vacant lots.
bullet•Darrel Young, new Housing Information Officer, working with Marlene to help with Board concerns.
bullet•Malanai entrance (Kowelo Avenue) needs weeding.
bullet•Trees on Farrington Highway need trimming.
bullet•Broken sprinklers in Village Center and Northwest Corner.
bullet•Notify homeowners when poisoning for plants or insects along perimeter wall
bullet•3-year buy back on affordable homes
bullet

Summary of Correspondence with HCDCH - Director Osgood presented a summary of recent correspondence with HCDCH regarding the various concerns of the Board, and HCDCH's responses, which will become a part of the meeting file.

Board Retreat - Directors Callahan and Smith lead the discussion on this. It was the consensus of the board to hold this retreat either on a Thursday or Friday. A date will be picked and board members will be informed.

Neighborhood Board Report - Steve Loring reported on the following items:

•Additional parking at regional park. Will have plans by mid-September.
•Hawaiian Electric to build another oil line from Barbers Point to the power plant in Waiau. To start Summer 2003.

IV UNFINISHED BUSINESS - None

V NEW BUSINESS

Plan Administrator for 401(k) Plan - Director Smith motioned, and it was seconded, to appoint the President, Steve Loring, the Plan Administrator for the 401(k) Plan. Motion carried on a vote of 8 to 0. Director Callahan abstained.

VOK Committees - The following directors and homeowners volunteered to serve on the following committees:

Budget & Finance - Gary Callahan, Carol Smith, Carol Ancheta, Steve Loring, and Jeanette Kaipo (lot 1-411)

Building, Grounds & Technologies - Gary Callahan, Jeanette Kaipo, and Carolyn Ancheta

Church Task Force - John Riggins, Greg Peterson, and Kevin Lum

Compliance - Gary Callahan, Jeanette Kaipo, and Richard Piva (lot 5-164)

Civic Action - Greg Peterson, Brian Osgood, Corrina Gowan (lot 6-084), and Jeannette Kaipo

Member Relations - Carol Smith, John Riggins, and Corrina Gowan

Nominating - John Riggins, and Kevin Lum

Personnel - Greg Peterson, Carol Smith, Gary Callahan, and Kevin Lum

Recreation - Carol Ancheta, and Steve Loring

Sub-Association Ad Hoc - Steve Loring, and Kathy Tucker (lot 5-010)

Traffic & Safety - Brian Osgood, Kathy Tucker, and Corrina Gowan

Director Riggins motioned, and it was seconded, to remove the Community Patrol Committee, as a committee of the association, and transfer the responsibilities of the radios provided to the Community Patrol group by the association, to the Traffic and Safety Committee. Motion carried unanimously.

Design Review Committee (DRC) appointments will be put on the next meeting agenda, and the DRC voting members will be invited to attend and answer any questions about appointments.

Director Lum motioned, and it was seconded, to direct the General Manager to develop guidelines and parameters as far as operations for standing committees. Director Lum will work with the General Manager, and make a proposal at the next meeting. Motion carried unanimously.

Board Members Code of Ethics - President Loring requested that board members who wish to sign the Code of Ethics, please sign it and turn it in.

Certificate of Appreciation - President Loring pointed out that John Atchison was over-looked during the presentation of Certificates of Appreciation at the Annual Meeting. Mr. John Atchison has volunteered countless hours in helping the association to set up the new computers in the Admin. Office and also setting up the computers for the internet lounge. President Loring will personally deliver the certificate to Mr. Atchison.

Clarification of Votes Taken at Annual Meeting - Director Lemke wrote a letter to the Board questioning the validity of the voting by hand at the last annual meeting. This letter will become a part of the meeting file.

RECESS

President Loring called a recess while Parliamentarian Peterson researched whether motions can be brought before the board without first being in the board packet for prior review. The meeting recessed at 9:20 p.m.

RECONVENE

President Loring reconvened the meeting at 9: 30 p.m.

Parliamentarian Peterson read the section of Robert's Rules of Order allowing motions to be brought before the Board which speak to an Agenda item or to a report.

It was decided that the four proposed motions handed out by Director Smith regarding the motions voted on at the annual meeting, will be placed on the agenda for the next Board meeting.

ADJOURNMENT

There being no further business, Director Osgood motioned, and it was seconded, to adjourn the meeting to Executive Session. Motion carried unanimously. President Loring adjourned the meeting at 9:40 p.m.

Submitted by,
Claire Loo-Hoy
Office Manager

Approved: October 3, 2001