Hawaiian Paradise Park Owners Association
Approved Minutes of the Board of Directors Meeting
July 11, 2007

Call to Order:  The meeting was called to order at 7:00 p.m. by JoAnne Backman, President. 

Members Present:  JoAnne Backman, President; Frank Annin, Vice President; Lloyd Cabral, Secretary; Ron Phillips, Treasurer; Dale Watson, Vivienne Houghton and Bob Rainie.  Suzanne Mayhew, General Manager, was also present. 

Guests:  June Conant, Manny Mattos, Bobbie Alicen, Erhard Autrata, Robin Wright, Barbara Kahn-Langer, Denny and Michelle Higgins, Walter Bell, Jim Lee, John and Carole Mullin, Kaniu Stocksdale, and Ray and Gladys Grillot.

Swearing in of New Director:  JoAnne administered the oath of office to Dale Watson, the new Director for District 2.

Owner Input:  There was no owner input.

Approval of Minutes:  Lloyd Cabral moved to approve the minutes of the special Board meeting of May 8, 2007, as written.  Frank Annin seconded; the motion passed unanimously.

JoAnne said the minutes for May 9 will be approved at the August meeting.

Lloyd Cabral moved to approve the minutes of the special Board meeting of May 30, 2007, as written.  Frank Annin seconded; the motion passed unanimously.

Lloyd Cabral moved to approve the minutes of the June 13, 2007, as corrected.  Frank Annin seconded; the motion passed unanimously.

Frank Annin moved to approve the minutes of the Board meeting of June 24, 2007.  Lloyd Cabral seconded; the motion passed unanimously.

Treasurer’s Report:  JoAnne gave the report; she said she has turned all the information over to Ron.  As of June 30, the account balances were:

            Union Bank [loan payments]                                                $250,708.41

            FHB roads bonds [to deposit 2008 road fees]                                100.00

            Roads Savings            (included)                                          $718,851.37

            Activity Center Reserve                                         36,271.19

            Restricted Reserve                                                     20,390.91

            Roads Investments                                                             $651,956.45

            Roads Checking                                                                   3,837.73

            Non-Roads Checking                                                                33,854.79

            Coqui Eradication                                                                14,350.44

                                    TOTAL ALL ACCOUNTS                      $1,674,176.00

The total income for June was $46,515.29.  Monthly expenses were $60,390.03, including $2,957 for 6 new tires for the grader and a $3,000 check issued in January which cleared in June.

Frank Annin moved to approve the Treasurer’s Report as presented.  Lloyd Cabral seconded; the motion passed unanimously.

Special Reports

General Manager:  Suzanne presented a draft of a letter to Apply-A-Line with a list of requirements which must be met for the company to complete the job.  At the Board’s direction, she wrote a letter to the company instructing them to cease work and remove their equipment, which they did.  The Seattle office called in response to that letter, asking to be allowed to finish. 

The Board asked Suzanne to request quotes from Tri-S and Central Striping for the striping project, as well as to determine the cost for the work already completed and Apply-A-Line’s estimate to finish the project.  Suzanne said the company sent a bill for $6,000, which has not been paid.  JoAnne asked her to include a copy of the original proposal with the letter to Apply-A-Line.  Suzanne said the paint spill on Maku`u was cleaned up.

Ted Hong will draft a letter to notify people selling food and wares on the easements that they are not authorized to do so.  He also offered to help with waterline issues as they arise.

The used car lot is a County issue, because of special use permits.

Suzanne is requesting bids to raise the valve boxes and manhole covers on Paradise Dr. 

The Joint Pole Committee will meet next week; signs on poles in HPP is on their agenda.  Lloyd said the necessary joint pole transfers should be brought to their attention, also, since a number of poles have been replaced but the old poles were not removed.

The insurance audit report has been turned in.  The auditor mentioned the exposure at 12^th and Maku`u; Suzanne informed them that guard rails are being installed.  She is receiving bids for this project.  Vivienne asked if a grate will be installed, also.  Suzanne said yes.

Bids are also being sought for cesspool excavation.  An engineer will draw up plans for the septic.

The $12 million is being invested by Wilmington Trust; June statements from Union Bank of California have been received.

Yellow reflective flexible bollards have been installed along the edge of the pavement at Paradise and Paradise Ala Kai, where finish grade rock from the drainage work is being scattered into the intersection.

Paving Committee:  Frank said Les Pederson will complete the paving specifications by the end of the week.  The committee needs to review them before they are presented at the August Board meeting.

Community Festival Committee:  Jim Lee reported that he is seeking approval for the posters and fliers for the August 4 event.  He plans to print 1500 fliers in full color, to be distributed by committee members.  The posters will be put on the posts with the swap meet signs.  They have received $400 for printing costs from four sponsors, whose logos are included on the flier.

JoAnne said there is an issue with drawing prizes if admission is free.  Raffle tickets are illegal in Hawaii, so everyone will receive a ticket upon admission.  Prizes are donations from businesses and committee members; some may be bought from budgeted funds.

Vivienne asked that “Hawaiian Paradise Park” be spelled out on the fliers and posters. 

Frank asked about the $2500 allocated by the Board.  Lee reported that $234 has been spent to date; $964 has been received as income, for a total budget of $3230.  He said $2200 is needed for a refundable security deposit on the tents.  Another five tents are being donated for the artists.

Malamalama School has offered parking for 50-75 vehicles.  Other parking will be along 16^th and 17th, with workers and handicapped parking at the Activity Center.  They have asked for twelve Neighborhood Watch and ENET volunteers to help with traffic control. 

Three bands and numerous food vendors have been confirmed.

Lee asked permission to place an ad in the Tribune-Herald.  Lloyd said it belongs in the community calendar.

Frank asked if Ted Hong has looked over the vendors’ waiver form.  Lee said yes.

He said he also intends to apply for a $1000 Healing our Island grant, since the event will be drug-free.  The General Manager will need to fill out the grant application.

Lloyd reiterated that all crafts are to be local and handmade.

JoAnne asked Lee to email her the final layout for the fliers and poster.

ENET:  Manny said the committee met on Monday to address equipment needs and the request for traffic control volunteers.  Only two volunteers will be available to help with traffic control; Manny recommended hiring two special duty policemen to stop people from parking along the shoulder on Maku`u.  Vivienne asked if the traffic volunteers can borrow ENET’s orange vests.  Manny said yes, but the walkie-talkies belong to the County.  ENET will have an awareness booth at the community event.

Manny submitted a list of equipment needed to expand radio coverage and the ENET command center for the Board’s approval, to be given to Emily Naeole along with a request for discretionary funds. 

Manny has been asked to teach tsunami awareness to the charter schools and DOE schools in inundation zones on all the islands.  They are developing an evacuation plan for all charter schools.

Bus Stop Committee:  Dennis Higgins reported that Tom Brown has received no bids for materials yet.  The design has been simplified; he asked Brown to send him a copy of the plan. 

Parks Committee:  Carole Mullin reported that two inspectors will inspect the property between 16^th and 17^th; then the committee will make an appointment to meet with the Parks Department. 

Carole said the Park Committee will also have a booth at the community event.  She said they are waiting for a report from Suzanne on funds left over from the 2006 Park Awareness Day.  The booth will have fliers, a survey, free lemonade and balloons.

Kaniu Stocksdale presented the layout for fliers and a request for $1550—$1000 for printing 500 copies of the flier, $250 for layout and $300 for the festival booth.

Lloyd said the layout does not include the changes requested at the Parks Committee meeting.  Kaniu said the changes have not come back yet, but the flier can be checked out at the office before it is printed.  They need 14 working days to get them printed.

Kaniu also asked for a letter from the Board stating that donations to the Parks Committee benefit the community.

Human Resource Committee:  Robin said job descriptions for the road personnel and road manager have been completed and are ready for Board approval.   Suzanne and Clyde have met several times with Robin to define job content.

Robin said forms for documenting performance expectations should be in place. 

Robin and JoAnne are working on job descriptions for the office staff.  JoAnne said she has appointments set up with Suzanne, Sara and Morgan.

Unfinished Business

Waterline Policy:  Suzanne presented a one-page application followed by a 7-page agreement, which Suzanne said has been in place for years, with the addition of #2 specifications and conditions a through h.

JoAnne asked if the materials specifications were included.  Suzanne said the policy now states “Samples may be requested prior to approval of installation.  Service pipes shall meet the requirements of Water System Standards, State of Hawaii 2002, or current amendment thereof, or be specially approved by Hawaiian Paradise Park Owners Association.”

Dale Watson asked about the 6-inches of backfill.  Suzanne said it should be 6 inches underneath and 4-6 inches on top; apparently an entire paragraph was accidentally omitted.

Lloyd asked for an inspection checklist.  Suzanne said it has not been developed yet.

Frank Annin moved to approve the Waterline Easement as corrected to include the pipe cushion and backfill and inspection checklist.  Dale Watson seconded; the motion passed unanimously.

Suzanne will email the copies with the changes to the Directors.

Motions Log:  JoAnne presented a list of outstanding motions.  Frank said one section of the traffic count must be redone because school was out the week that road was counted. 

Ten items are still pending, including drafting a letter to the Planning Department explaining the Association’s policy regarding special use permits.

HPPOA Vision Statement:  Robin said that she, Vivienne and Suzanne comprise the Vision Statement Task Force.  They are reviewing the Bylaws and Master Plan to understand their intended guidance in the hope that the Board will establish a vision statement and specific goals to support this statement.

New Business

Appoint District 4 Director:  Five candidates applied for the position—Daniel Diamond, Robin Wright, Kaniu Stocksdale, Dennis Higgins, and Kile Golden. 

Robin Wright was elected by secret written ballot.

The President administered the oath of office to Robin.

Board Meeting Date:  The Board agreed to change the meeting time to 6 p.m., effective in October after notification in the September Conch.

Committee Objectives and Organization:  JoAnne said according to the Bylaws, committees are to serve from election to election.  Allan Deehr submitted a letter of resignation from the Finance Committee, stating that he would be willing to accept a new appointment.

Frank Annin moved to accept Allan Deehr’s resignation from the Finance Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Frank Annin moved to appoint Ron Phillips, Allan Deehr, Vivienne Houghton, and June Conant to the Finance Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Dale Watson moved that the current Paving Committee, consisting of Les Pederson, Lucas Clebsch and Lloyd Cabral, complete Phase I, determining the priority for paving and paving specifications.  Ron Phillips seconded; the motion passed unanimously.

JoAnne suggested that the Traffic and Safety Committee needs to be interactive with the Paving Committee Phase II.  Frank, Robin and Dennis Higgins volunteered.

Ron Phillips moved to combine the Roads Policy Committee (approved at the general membership meeting) and the existing Traffic and Safety Committee into the Roads Traffic Safety and Policy Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Dale Watson moved to appoint Barbara Kahn-Langer, Frank Annin, Robin Wright, Dennis Higgins and Ron Phillips to the Roads Traffic Safety and Policy Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Frank asked Lloyd whether Les and Luke would have time to complete Phase I of the Paving Committee. 

Lloyd Cabral moved to add Frank Annin and Dennis Higgins to the existing Paving Committee.  Ron Phillips seconded; the motion passed unanimously.

Upcoming Audit:  Ron Dolan wrote a letter asking if the Association wants him to perform the audit. 

Frank Annin moved to hire Ron Dolan to perform the annual audit.  Lloyd Cabral seconded; the motion passed unanimously.

Tent Security Deposit Request:  JoAnne said the tents are from Malama o Puna, a bona fide non-profit organization. 

Dale Watson moved to approve funds for a tent deposit for the Community Festival.  Lloyd Cabral seconded.  Dale Watson, Lloyd Cabral, Frank Annin, and Vivienne Houghton voted yes; Ron Phillips abstained.  The motion passed.

JoAnne asked the Board whether it wants to require the Event Committee to hire two off-duty police officers for the community event. 

Frank Annin moved to require the Special Event Committee to hire two off-duty police officers for traffic control from 11 a.m. until 5 p.m. under the existing $2500 funding.  Dale Watson seconded.  After discussion, the Board determined that the $2500 is needed for deposits.  The motion was unanimously defeated.

Frank Annin moved to approve $500 from the Non-Roads Budget to hire off-duty police officers for traffic control at the Community Festival.  Dale Watson seconded; the motion passed unanimously.

ENET Request for Discretionary Funds:  Frank said that JoAnne will need to fax the letter before tomorrow’s Council meeting.

Lloyd Cabral moved to submit a letter to Councilwoman Naeole requesting discretionary funds on behalf of the Emergency Notification and Evacuation Team.  Frank Annin seconded; the motion passed unanimously.

Parks Committee Funding Request:  Robin asked about a less expensive method.  Carole said the committee wants the fliers printed in color, but will compare printers’ costs.  She said the purpose of the fliers is to generate community support.

Frank Annin moved to approve $1550 from Parks Improvements of the Non-Roads Budget for printing and festival costs.  Dale Watson seconded.  Lloyd Cabral added a friendly amendment that the flier be approved by the Board liaison before printing.  Dale Watson, Lloyd Cabral, Frank Annin, and Vivienne Houghton voted yes; Ron Phillips abstained.  The motion passed.

Adjournment:  The meeting was adjourned at 10:25 p.m.

Respectfully submitted by: 

Kirstie Goin, Recording Secretary 

Lloyd Cabral, Corporate Secretary

Motions Log 7-11-07

Approval of Minutes:  Lloyd Cabral moved to approve the minutes of the special Board meeting of May 8, 2007, as written.  Frank Annin seconded; the motion passed unanimously.

Lloyd Cabral moved to approve the minutes of the special Board meeting of May 30, 2007, as written.  Frank Annin seconded; the motion passed unanimously.

Lloyd Cabral moved to approve the minutes of the June 13, 2007, as corrected.  Frank Annin seconded; the motion passed unanimously.

Frank Annin moved to approve the minutes of the Board meeting of June 24, 2007.  Lloyd Cabral seconded; the motion passed unanimously.

Frank Annin moved to approve the Treasurer’s Report as presented.  Lloyd Cabral seconded; the motion passed unanimously.

Frank Annin moved to approve the Waterline Easement as corrected to include the pipe cushion and backfill and inspection checklist.  Dale Watson seconded; the motion passed unanimously.

Frank Annin moved to accept Allan Deehr’s resignation from the Finance Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Frank Annin moved to appoint Ron Phillips, Allan Deehr, Vivienne Houghton, and June Conant to the Finance Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Dale Watson moved that the current Paving Committee, consisting of Les Pederson, Lucas Clebsch and Lloyd Cabral, complete Phase I, determining the priority for paving and paving specifications.  Ron Phillips seconded; the motion passed unanimously.

Ron Phillips moved to combine the Roads Policy Committee (approved at the general membership meeting) and the existing Traffic and Safety Committee into the Roads Traffic Safety and Policy Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Dale Watson moved to appoint Barbara Kahn-Langer, Frank Annin, Robin Wright, Dennis Higgins and Ron Phillips to the Roads Traffic Safety and Policy Committee.  Lloyd Cabral seconded; the motion passed unanimously.

Lloyd Cabral moved to add Frank Annin and Dennis Higgins to the existing Paving Committee.  Ron Phillips seconded; the motion passed unanimously.

Frank Annin moved to hire Ron Dolan to perform the annual audit.  Lloyd Cabral seconded; the motion passed unanimously.

Dale Watson moved to approve funds for a tent deposit for the Community Festival.  Lloyd Cabral seconded.  Dale Watson, Lloyd Cabral, Frank Annin, and Vivienne Houghton voted yes; Ron Phillips abstained.  The motion passed.

Frank Annin moved to approve $500 from the Non-Roads Budget to hire off-duty police officers for traffic control at the Community Festival.  Dale Watson seconded; the motion passed unanimously.

Lloyd Cabral moved to submit a letter to Councilwoman Naeole requesting discretionary funds on behalf of the Emergency Notification and Evacuation Team.  Frank Annin seconded; the motion passed unanimously.

Frank Annin moved to approve $1550 from Parks Improvements of the Non-Roads Budget for printing and festival costs.  Dale Watson seconded.  Lloyd Cabral added a friendly amendment that the flier be approved by the Board liaison before printing.  Dale Watson, Lloyd Cabral, Frank Annin, and Vivienne Houghton voted yes; Ron Phillips abstained.  The motion passed.