Call to Order: The meeting was called to order at 7:00 p.m. by Frank Annin, President.
Members Present: Frank Annin, President; Ron Phillips, Vice President: Lloyd Cabral, Secretary; JoAnne Backman, Treasurer; Bill Carlson, and Alan Medeiros. Suzanne Mayhew, General Manager, was also present.
Guests: Manny Mattos, James Sloan, Bobbie Alicen, Carole Mullin, Robin Wright, Donna White, Mr. and Mrs. Randy Dresselhaus, Barbara Kahn-Langer, and Allan Deehr.
Owner Input: Bobbie Alicen asked for the Board's input on the alternative traffic corridor proposals of the Puna Community Development Plan traffic committee. She also expressed concern that the Board did not receive a letter from the Department of Transportation offering to run one of six feeder buses through HPP to connect with the Hele-on bus at Highway 130. Frank assured her that a letter would be written to the DOT expressing HPP's interest in the feeder bus.
Approval of Minutes: Lloyd Cabral moved to approve the minutes
of November 8, 2006, as corrected. JoAnne Backman seconded; the
motion passed unanimously.
Lloyd Cabral moved to approve the minutes of the special meeting
of November 15, 2006, as written. Alan Medeiros seconded; the
motion passed unanimously.
Treasurer's Report: JoAnne reported the balance of the primary accounts as of November 30:
Road Savings $ 372,771.58
Road Investments 420,197.24
Roads Checking 208,575.78
Non-Road Checking 42,530.41
Activity Center Reserve 36,271.19
Restricted Reserve 20,390.91
Coqui Eradication 14,350.44
TOTAL ALL ACCOUNTS $ 1,265,411.67
The income for the month of November totaled $8,951.39; the expenses for the month were $63,159.54. Notable expense items included $5,988 for the purchase of traffic counters, $4,125 in foreclosure expenses, and a $3,124.98 audit progress payment to CPA Ron Dolan. JoAnne also handed out a current log of the certificates of deposit.
Lloyd Cabral moved to approve the Treasurer's report as presented; Bill Carlson seconded. The motion passed unanimously.
Special Reports
General Manager: 125 loads of materials were dropped, graded
and rolled. One dead pig, 6 abandoned vehicles, 5 downed trees,
2 loads of roofing material, 2 loads of household rubbish, one
load of car parts, wood and appliances were removed from the roads
and taken to the Hilo landfill. Four potholes were filled with
asphalt. Three stop signs were repaired. One stop sign and three
street signs were replaced. Suzanne reported that the grader is
down as of today; she has not yet received a diagnosis. It is
leaking fluid; Alan offered to check it out.
The loader's hour reader is in disrepair and will be fixed next
month.
Apply-A-Line's compressor is down, so they will be off-island
for the next few weeks. Their sprayer and the paint are in the
shop. Lloyd said that they have finished the first coat on Paradise
Dr. The second coat will contain glass reflective beads.
Suzanne presented a site plan for moving the mailboxes on Maku`u
to the Activity Center lot. The plan allows for traffic to enter
from 16th Ave. and exit onto Maku`u, with security fencing separating
the area from the office and equipment shed.
Lloyd reminded her that the Board's policy is not to allow driveways
onto main roads. Suzanne said that the blind hill on 16th prohibits
exiting onto the side road; the office and Activity Center's driveway
also feeds onto Maku`u. Lloyd said the area needs to be covered
and well-lit. Suzanne said the Postmaster supports moving the
boxes and has offered to front the cost for new mailboxes if the
Association assumes responsibility for maintaining them. Suzanne
said she will get specifics on what this entails.
She also will present a proposal to raise transfer fees during
New Business.
The manager distributed copies of the road report and a motion
tracking log compiled by JoAnne, which shows the status of all
outstanding motions approved by the Board.
She said that today was the final judgment in the case of longtime
lot owner David West, who has repeatedly left abandoned vehicles
and other debris on his own and neighboring properties. Judge
Hara has said there will be no more extensions in the case. Frank
said this case sets a precedent for dealing with similar situations
in the subdivision.
Paving Committee: Les was not present to report.
Parks Committee: Carole Mullin presented the committee's
report and Rod Thompson's article on the park proposal, both of
which will be printed in The Conch. JoAnne said the committee
report "doesn't urge me to respond," and asked that
Carole attempt to instill a sense of urgency, asking for input
to allow the committee to move forward.
Carole said a committee composed of herself and another park committee
member, two Board members, and a representative from the County
Parks Department is needed. Frank said response from the community
is needed first.
Carole said the Parks Committee also had planned to make a presentation
to new County Council representative Emily Naeole. As an alternative,
they had decided that Carole should invite her to lunch in late
January or early February, to show her the architect's blueprints
for the park, inform her what the committee has been doing and
get her involved in the process. Carole asked that the Board approve
funds for the luncheon.
Barbara Kahn-Langer said that former Councilman Safarik left Naeole
no papers of works-in-progress to assist her in assuming her new
position.
Ron asked, "Are we donating property [for the park]?"
Carole said the County can only absorb the costs of the park development
if the Association deeds the property to the County. They are
then willing to provide funding for the survey, design, maintenance
and liability of the park. Ron suggested a land swap, as Les Pedersen
has proposed. He said "We shouldn't hand them valuable property
without getting something in return." Carole said the community
would receive a park in return. Developing the park will cost
"in the millions," which is more money than HPPOA can
raise. Lloyd asked Ron to compile a list of County properties
near HPP for a possible trade.
Alan asked whether the park will be open to anybody, or only Paradise
Park residents. Carole responded that it will be a public park.
The current plan is to locate it on the Association's property
between 15th and 16th on Maku`u Dr. Alan suggested that it be
near County water, so it could have a swimming pool.
Emergency Notification and Evacuation Team (ENET): Manny
Mattos reported that he met with the head of Civil Defense to
set goals for the committee. They will participate in an island-wide
earthquake and tsunami informational meeting and follow-up meeting
with the community to provide an evacuation routes update. The
committee will follow Civil Defense guidelines, but will remain
an independent entity.
The third week in January a Citizens Emergency Response Training
(CERT) will be offered. It is open to all Puna district volunteers.
Alan said that ENET's website is very impressive. Manny credited
Mary deVincent with doing an excellent job in developing the website.
Lloyd asked if permanent evacuation route signs could be installed
in the subdivision. Suzanne said if someone supplies the signs,
"we'll put them up."
Unfinished Business
Striping: Frank said the February 8, 2006, motion approving
striping of the main roads allowed only one central stripe. He
suggested rescinding the motion.
Lloyd Cabral moved to rescind the motion of February 8,
2006, to single stripe the
main roads. Bill Carlson seconded; the motion passed unanimously.
Suzanne presented several options for the striping proposal. A double yellow center stripe with white edge lines for the widened sections of Maku`u, Paradise, and Kaloli costs $25,028.60 has been approved and is in process; a double yellow stripe on Shower Drive from Highway 130 to 22nd costs an additional $2,323.20. Double yellow stripes on the lower sections of Maku`u, Paradise, Kaloli and Shower would cost $19,166.40; a single yellow stripe on the lower section of the four roads would run $10,454.40. A single yellow stripe on the narrow sections of Maku`u, Paradise and Kaloli and a double stripe on the lower section of Shower would cost $11,510.40.
Alan Medeiros moved to accept Apply-A-Line's bid proposal of $11,510.40 for a single yellow stripe on the narrow sections of Maku`u, Paradise and Kaloli and a double yellow stripe on the lower section of Shower Drive. Lloyd Cabral seconded; the motion passed unanimously.
The Board authorized Suzanne to include stop bars at intersections,
at a cost of $132.50 each, and 50-foot double yellow center lines
at intersection approaches at $75 each. Alan suggested putting
up "Road Narrows" signs on the main roads. He said Paradise
already has a sign.
Certified Kitchen Upgrade: Suzanne said that Karen Annin
has been "very helpful" with the project. New purchases
include a freezer, two microwaves, an electric can opener, roll
cart, and sheet pans, totaling $1471.79.
A gas company representative checked the stove for a possible
pilot light upgrade and repaired a small leak. A review of the
hood compliance is in progress; it will cost an estimated $20,000
to repair.
Future needs include sanding and refinishing the kitchen floor,
obtaining a pest control contract, and considering the cost-effectiveness
of repairing or replacing the stove hood and venting system to
meet fire regulations, purchasing a new 3-compartment sink and
a new hand wash sink, and adjusting one working table to 34-inch
height to meet ADA standards.
Finance Committee Report: Allan Deehr said that the motion
to apply for a $13.5 million loan from the USDA requires applying
to a bank first. He discussed both this loan possibility and the
prior loan proposal with Hawaii National Bank. He reported that
on the $13.5 million loan, the bank would take $4 million in two
loans at 8% interest, leaving $9.5 million for the USDA loan.
He said the USDA could send the Board to yet another bank before
approving the loan. He said the committee needs further direction
from the Board on whether to continue with the national USDA loan
application.
Ron suggested that Scott Marlin approach Merrill Lynch and other
companies as well as Piper Jaffray about the bond option.
Allan suggested preparing a ballot backed by a letter from President
Annin to poll the community on whether to accept the $12 million
loan option to pave "most, if not all, of the roads,"
with repayment from annual road fees with a 10% annual increase
in the fees. He said the ballots could be mailed with the Bylaws
ballots, requesting a response by February 1.
Ron said that community members are asking him, "Is my property
going to be encumbered?" Allan said the ballot could state,
"There will be no encumbrance of individual properties."
Alan said that owners think that if the roads are paved, they
won't have to pay dues any more, and suggested adding, "Road
fees will continue after completion of the project."
The Board discussed and made changes to the wording of the President's
letter.
Frank said that although the motion passed November 15 instructed
that the referendum be sent "once paving specifications and
the funding mechanism are determined," that it is important
to get the referendum out now, and asked that the motion be rescinded.
JoAnne Backman moved to rescind the November 15 motion: "Ron Phillips moved that once the paving specifications and the funding mechanism are determined, a ballot be sent by special mailing to all property owners stating the pros and cons and asking whether they want the roads paved or not." Lloyd Cabral seconded; the motion passed unanimously.
Ron Phillips moved to approve sending a paving referendum
to the lot owners. Lloyd Cabral seconded; the motion passed unanimously.
Suzanne said the bills must be sent separately from the referendum,
and The Conch is sent by bulk mailing. JoAnne asked whether
the Bylaws ballot could also be returned by February 1.
Alan asked who will count the referendum votes; Suzanne said they
will be counted in the office.
Allan said his second recommendation is to hire a consultant and
pay him a success fee of _ of 1%, which would be $60,000, plus
a $2500 retainer and travel expenses. He said Scott Marlin has
already absorbed the cost of three trips for consultations and
helped with the wording of the referendum. He suggested that Marlin
be asked to explore "various financing options," and
that the HPPOA Board of Directors select the financing option
to be used.
Lloyd Cabral moved to approve the referendum and consulting agreement with Scott Marlin; JoAnne Backman seconded. The motion passed unanimously.
Ron Phillips moved to reconsider the motion of November 15: "Les Pedersen moved to pursue $12 million funding for paving in six $2 million increments, the first two from Hawaii National Bank and the remaining eight through USDA rural development. Ron Phillips seconded; the motion was defeated unanimously." The motion died for lack of a second.
Allan said he would inform Marlin of the Board's decision,
and asked who should be the point person for the Board of Directors?
Frank said the Finance Committee chair should consult with Marlin.
Allan asked that since Les Pedersen has not attended Finance Committee
meetings, that another member be appointed to the committee.
Mowing Contract: Suzanne said that she has been working
with Ryan, and the mowing has improved. The sprayer is back in
the Association's possession.
12th and Maku`u Flooding: Yamada's staff is working on
a quote for a drywell. The drywell at 30th has been undermined
by the October storm. Les said he would take care of it. Alan
said it should be concrete, not asphalt.
Suzanne said a contractor told her the road could be leveled for
$68,000. Alan said that could cause problems for neighboring lots.
He suggested filling in back toward 13th.
Lloyd suggested using an excavator to break up the lava on the
easement to allow drainage.
Frank said at the January meeting the Board will consider all
the proposals.
T-Mobile: Frank said that after reading the Association's
deeds, Kelly Rodriguez determined that there is a problem with
the deed restrictions which would prohibit placement of a tower
on HPPOA property.
Lloyd said that he has offered his property as a possible site
for the tower. T-Mobile determined that Lloyd's lot meets their
needs and has made him an offer.
Ron Phillips moved that the General Manager write a letter of support for Lloyd Cabral's negotiations with T-Mobile concerning locating a telecommunications site on his property; Alan Medeiros seconded. The motion passed unanimously.
New Business
Transfer Fee: Suzanne said that HPPOA raised their transfer
fee from $25 to $35 in 2003. Other subdivisions followed suit,
and Ainaloa increased theirs to $40, then $100, and finally $200.
She suggested that HPPOA also increase their transfer fee to $200.
Ron said the increase could help mitigate damage to the roads
from new construction.
Frank asked Suzanne to call around to the various subdivisions
to determine their transfer fee amounts and report back to the
Board in January.
HPPOA Contact with Local Contractors: Lloyd proposed that
Suzanne meet with local contractors to learn their capabilities
and explain HPPOA's requirements to "cultivate a relationship"
which would speed up the bid proposal process.
JoAnne asked if she needed to outreach into the community. Lloyd
suggested asking members to report good and bad experiences with
contractors to the General Manager. Frank said this could be mentioned
at the next general membership meeting.
Bobbie Alicen suggested an article in the Tribune-Herald.
Director's Opening: Frank said that Walter Moe has
given a verbal resignation to the Board.
Lloyd Cabral moved to accept Walter Moe's resignation from the Board of Directors; Bill Carlson seconded. Alan Medeiros, JoAnne Backman, Bill Carlson and Lloyd Cabral voted for; Ron Phillips abstained.
Frank said that Robin Wright has expressed interest in filling the vacancy.
JoAnne Backman moved to appoint Robin Wright to fill the vacancy in District 3; Lloyd Cabral seconded. The motion passed unanimously.
Frank administered the oath of office to Robin and admitted
her to the Board.
Paving Cost Estimate: Ron said that Les is unsure of the
total cost of the paving project, and suggested that the Board
hire a civil engineer to estimate the costs and prepare a request
for proposal, including timelines and penalties.
Ron Phillips moved to hire a civil engineer for a 90-day contract to write the paving specifications and prepare a request for proposal. Lloyd Cabral seconded; the motion passed unanimously.
JoAnne asked that at least three civil engineers be considered.
Ron and Suzanne agreed to work together and make a recommendation
to the Board.
Power Pole Signs: Frank said that the person at HELCO who
promised to have the signs removed has retired; he left a voicemail
for his replacement, but received no response.
Donna White volunteered to remove signs from the utility poles
on the main roads, beginning with Maku`u.
Alan Medeiros moved to give Donna White and all other willing volunteers permission to remove signs from the HELCO poles in Paradise Park. Ron Phillips seconded; the motion passed unanimously.
Adjournment: The meeting was adjourned at 9:25 p.m.
Respectfully submitted by:
Kirstie Goin, Recording Secretary
Lloyd Cabral, Corporate Secretary
Motions Log 12-13-06
Approval of Minutes: Lloyd Cabral moved to approve the minutes
of November 8, 2006, as corrected. JoAnne Backman seconded; the
motion passed unanimously.
Lloyd Cabral moved to approve the minutes of the special meeting
of November 15, 2006, as written. Alan Medeiros seconded; the
motion passed unanimously.
Lloyd Cabral moved to approve the Treasurer's report as presented; Bill Carlson seconded. The motion passed unanimously.
Lloyd Cabral moved to rescind the motion of February 8, 2006, to single stripe the main roads. Bill Carlson seconded; the motion passed unanimously.
Alan Medeiros moved to accept Apply-A-Line's bid proposal of $11,510.40 for a single yellow stripe on the narrow sections of Maku`u, Paradise and Kaloli and a double yellow stripe on the lower section of Shower Drive. Lloyd Cabral seconded; the motion passed unanimously.
JoAnne Backman moved to rescind the November 15 motion: "Ron Phillips moved that once the paving specifications and the funding mechanism are determined, a ballot be sent by special mailing to all property owners stating the pros and cons and asking whether they want the roads paved or not." Lloyd Cabral seconded; the motion passed unanimously.
Ron Phillips moved to approve sending a paving referendum to the lot owners. Lloyd Cabral seconded; the motion passed unanimously.
Lloyd Cabral moved to approve the referendum and consulting agreement with Scott Marlin; JoAnne Backman seconded. The motion passed unanimously.
Ron Phillips moved to reconsider the motion of November 15: "Les Pedersen moved to pursue $12 million funding for paving in six $2 million increments, the first two from Hawaii National Bank and the remaining eight through USDA rural development. Ron Phillips seconded; the motion was defeated unanimously." The motion died for lack of a second.
Ron Phillips moved that the General Manager write a letter of support for Lloyd Cabral's negotiations with T-Mobile concerning locating a telecommunications site on his property; Alan Medeiros seconded. The motion passed unanimously.
Lloyd Cabral moved to accept Walter Moe's resignation from the Board of Directors; Bill Carlson seconded. Alan Medeiros, JoAnne Backman, Bill Carlson and Lloyd Cabral voted for; Ron Phillips abstained.
JoAnne Backman moved to appoint Robin Wright to fill the vacancy in District 3; Lloyd Cabral seconded. The motion passed unanimously.
Ron Phillips moved to hire a civil engineer for a 90-day contract to write the paving specifications and prepare a request for proposal. Lloyd Cabral seconded; the motion passed unanimously.
Alan Medeiros moved to give Donna White and all other willing volunteers permission to remove signs from the HELCO poles in Paradise Park. Ron Phillips seconded; the motion passed unanimously.
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