REGULAR BOARD OF DIRECTORS MEETING
VILLAGES OF KAPOLEI ASSOCIATION
Wednesday, October 3, 2001
VOK Recreation Center
PRESENT: President Steve Loring, 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.
EXCUSED: Vice President Brian Osgood
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.
By unanimous consent of the Board, the appointment of Steve Loring to a committee will be added to the agenda under New Business.
The Board observed a moment of silence for those who suffered from the September 11 terrorist attack.
II APPROVAL OF THE MINUTES
A. Director Smith motioned, and it was seconded, to approve the minutes of the Board of Directors Meeting of July 25, 2001 as amended. Motion carried unanimously.
Page 5, Section V.B., Personnel Committee, Line 1: Delete: John Riggins
III REPORTS
Homeowner Comments - The following owners addressed the board with their concerns and comments:
Rick Piva, Lot 5-064 - Boats parked on the streets, and cars blocking sidewalks.
Ronald Kozan, Lot 2-183 - Painting proposal.
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:
Proposed maintenance of green strips on main roads by the Association
Encroachment agreements in Kekuilani Palms
Honolulu Theatre for Youth presentation
VIP for Multi-track schedule at Kapolei Elementary School.
Non-potable water system
Pool closing for caulking
Covenants report
Treasurer's Report - Treasurer Callahan reported on the August 2001 Financials. Director Lum motioned, and it was seconded, to approve the August 2001 Financials as circulated. Motion carried unanimously.
Other Committee Reports
Civic Action Committee - Director Peterson advised that there was no Report. He should have a report for the next meeting.
Traffic & Safety Committee - No report.
HCDCH - Director Lemke gave an oral report. Following are items reported on and/or discussed at this meeting:
•The empty stakes with no trees attached along Farrington Hwy have been taken care of.
•The tree hanging over the sidewalk along Kealanani Avenue have been pruned.
•In the future, the Association will be notified in advance of spraying herbicides/pesticides by their maintenance people.
Board Retreat - Director Callahan further explained the purpose of holding this session. By consensus of the Board, he will plan this for a Saturday.
Member Relations - No report.
Neighborhood Board - Steve Loring reported on the following items:
•Reapportionment-Outcome not known
•Grace Pacific cold asphalt plant application withdrawn
•Possible violation of Sunshine Law before the Neighborhood Commission
•Bill drafted by Councilman DeSoto to lower speed limits in cul-de-sacs and dead-end streets to 15 mph
•Expanding Waimanalo Landfill not on Neighborhood Board agenda, but separate public meeting held. No decision yet.
IV UNFINISHED BUSINESS
Committee Policy -
Mr. Wegesend presented a proposed Policy & Procedures for Committees. Amendments will be made to the following items: •All committees shall consist of at least 3 but no more than 9 voting members•Committee meetings shall be conducted in accordance with Robert's Rules of Order, or as deemed appropriate by the committee chairperson.
Director Lum motioned, and it was seconded, to accept the proposed Policy &
Procedures for Committees as amended. Motion carried on a vote of 8 to 1. Director Riggins
voted no.
V NEW BUSINESS
Appointment of Flavie Gavet to the Design Review Committee - Ms. Gavet introduced herself to the Board and answered questions posed to her. Director Riggins motioned, and it was seconded, to appoint Ms. Flavie Gavet as a voting member of the Design Review Committee. Motion carried unanimously.
Votes Taken at Last Annual Meeting - As the votes taken at the last annual meeting were considered invalid, the following motions were provided by Director Smith in writing, and will become a part of the meeting file.
Director Smith motioned, and it was seconded, that the Board of Directors create an ad hoc committee for the purposes of exploring the necessity, feasibility, fiscal impact, and legality of the following proposal:
•The Board of Directors shall gain Right of Entry and maintain the main entrances and main through fares (collector streets) in each village, to include connecting to a water source, install and/or maintaining a sprinkler system and installing and/or maintaining plantings.
•Should a homeowner or the City & County refuse Right of Entry, the Association may return to the current enforcement policies to maintain the areas.
•That the committee be charged to work diligently toward a recommendation to the Board on each matter and that minimally the Board receive quarterly reports regarding these matters.
Motion carried on a vote of 5 to 1. Director Ancheta voted no. Directors Loring and Lemke abstained.
Director Smith motioned, and it was seconded, that the Board of Directors create an ad hoc committee for the purpose of exploring the necessity, feasibility, fiscal impact, and legality of the following proposal:
•The Board of Directors shall gain Right of Entry and maintain areas in any village which has areas larger than normal grass strips, which are not currently common areas. This could include connecting to a homeowner's water source adjacent to the property, installing and/or maintaining a sprinkler system and installing and/or maintaining plantings.
•Should a homeowner or the City & County refuse Right of Entry or to allow the Association to connect to their watering system, and/or fail to water the area, the Association may return to the current enforcement policies to maintain the areas.
•That the committee be charged to work diligently toward a recommendation to the Board on each matter and that minimally the Board receive quarterly reports regarding these matters.
Motion carried on a vote of 5 to 1. Director Ancheta voted no. Directors Loring and Lemke abstained.
Director Smith motioned, and it was seconded, that the Board of Directors create an ad hoc committee for the purpose of exploring the necessity, feasibility, fiscal impact, and legality of the following proposal:
•The Board of Directors request that HCDCH turn over one of two areas, either the Northwest Corner property or Village Center, and pursue a breach of contract against HCDCH for failing to provide the revenue sources, which were promised originally in the master plan.
•That the committee be charged to work diligently toward a recommendation to the Board on each matter and that minimally the Board receive quarterly reports regarding these matters.
Motion failed by a vote of 2 to 6. Directors Lemke, Loring, Lum, Peterson, Riggins, and Smith voted no.
Director Smith motioned, and it was seconded, that one Special Projects Ad Hoc Committee be formed to investigate the items previously approved for review and recommendation. Motion carried on a vote of 7 to 0. Director Lemke abstained.
Appointment of Steve Loring to a Committee - President Loring requested that he be appointed to the Personnel Committee as a voting member.
Director Lemke motioned, and it was seconded, to appoint Steve Loring to the Personnel Committee as a voting member. Motion carried on a vote of 6 to 1. Director Callahan voted no. Director Loring abstained.
Contract for Painting of the Recreation Center - Mr. Wegesend provided three bids for painting of the Rec Center which will become a part of the meeting file.
Director Riggins motioned, and it was seconded, to give the General Manager authority to go with the lowest bid and check out the reliability of the company. Motion carried on a vote of 5 to 0. Directors Loring, Lum, and Peterson abstained.
Addition to the Agenda - Director Callahan motioned, and it was seconded, to add to the agenda, Appointment of Ms. Moana Heu, Lot 3-075 to the Budget Committee. Motion carried unanimously.
Director Callahan motioned, and it was seconded, to appoint Ms. Moana Heu to the Budget Committee. Motion carried unanimously.
ADJOURNMENT
There being no further business, President Loring adjourned the meeting at 8:55 p.m.
Submitted by,
Claire Loo-Hoy
Office Manager
Approved: October 24, 2001