MINUTES OF THE REGULAR BOARD MEETING BOARD OF DIRECTORS OF THE ASSOCIATION OF APARTMENT OWNERS OF KUHIO SHORES AT POIPU

Transcription

1 MINUTES OF THE REGULAR BOARD MEETING BOARD OF DIRECTORS OF THE ASSOCIATION OF APARTMENT OWNERS OF KUHIO SHORES AT POIPU June 3, :00 a.m. Hawaiian Standard Time (HST) by Telephone Conference Call DIRECTORS PRESENT: Denise Ball, Secretary John Loudon, Director-At-Large Dave Ness, President Jason Wacha, Vice President DIRECTOR ABSENT: OTHERS PRESENT: Bob Dudley, Treasurer Shana Maguire, Associa Hawaii Albert Fernandez, KS Building Manager Jim Back, 417 Layton Freitas, 213 Mike Galvin, 217 & 415 Russ Kelly, 205 Dena King, 216 Mary Lou Murphy, 102 Doug Porter, Call to Order A meeting of the Board of Directors (the Board ) of the Association of Apartment Owners of Kuhio Shores at Poipu (the AOAO ) was held at the above date and time by telephone conference call. Board President Dave Ness called the meeting to order and verified that all participants could hear and be heard. To reduce noise, he suggested all attendees mute their connection except when speaking.

2 2. Waiver of Notice As all Directors were present at the meeting by telephone or computer, with the exception of Director Bob Dudley --who supported the Board having the meeting in his absence-- notice requirements for the meeting were waived pursuant to AOAO Bylaws Sections 3.5, 3.6 and 3.7. The meeting date was agreed upon and announced to attendees at the May 13 meeting, and announced via on Tuesday, May 31. Director Ness announced that the list of meeting dates for the next 12 months has been forwarded to owners in a newsletter. The Board may add meetings, if necessary, depending on requirements of projects underway. Notices will be sent to owners if there are additional meetings and a list of agenda items will be sent prior to all meetings. 3. Approval of Minutes The Board approved the minutes of the May 13, 2016 meeting and these are now posted on our kuhioshoresaoao.org website. In the future, a "draft" version of our minutes will be posted soon after each meeting. 4. Elevator Upgrade Albert Fernandez, our building manager, advised that an elevator upgrade --installation of a floor stop-- is needed to bring the Kuhio Shores elevators up to code. Installation of this safety device, at a cost of approximately $8,000, will prevent the elevator doors from being pried open if the elevator stops between floors. After discussion, with input from owner Layton Freitas, it was decided Albert will find out (1) if this is a mandatory upgrade required by the State of Hawai'i, (2) if there is a deadline for completion of this upgrade, and (3) if installation of this device prevents movement of the elevator when the doors are open.

3 The topic was tabled until Albert gets more information from Otis Elevator, our contractor. An interim meeting to discuss this may be necessary, especially if this upgrade is mandatory. 5. Electrical Room Albert also brought up a concern about how long the repair might take if one of our electrical boxes fails and we do not have replacement parts. He mentioned an idea proposed by Dan, the electrician: create a spare, back-up box consisting of a stack of four meters and switches. If one of our boxes fails (each box includes shut-offs and meters for four condos), the electrician would be able to restore power more quickly: patch power to the back-up box and move the meters (KIUC may have to move the meters). Director Ness agreed this could be a good plan and will discuss with Albert and investigate further. 6. Chase Ways for Roof AC Condensers The owner vote for installation of AC condensers on the roof was the next topic; the primary issue to be decided: would the vote include chase ways installed by the AOAO or chase ways installed by individual owners. Director Ness asked the Board to reiterate the pros and cons of each method, and he displayed a chart summarizing these points and showing how the chases might be installed. He also displayed pictures of the chase mock-ups prepared by Albert and staff, and of a side view of our building roof with AC condensers (by using Photoshop, Director Ness created this visual so that it contains several condensers instead of only the one currently on the roof). There was a lengthy discussion with input from owners Russ Kelly, Mike Galvin, and Jim Back, who favor having the AOAO do the installation to ensure the best chance of uniformity (building aesthetics) and fewer disruptions (chase ways would

4 already be in place whenever an owner is ready to install AC). Of concern to all Board members --and one of the "cons" of having the AOAO do the install-- is that the cost of the chase ways would be borne by all owners, even those who prefer lanai installation or do not want any AC at Kuhio Shores. Russ Kelly made a point: even though owners who have condos on the first floor don't really need the elevators at Kuhio Shores, they are an important part of our building (with the expense shared by all owners). Mike Galvin and Jim Back agreed that the "pros" for AOAO installation outweigh the "pros" for individual installation: instead of piecemeal efforts, the same contractor could do all the chase work at the same time, using the same materials, and Mike added having all condos AC-ready can be a good selling point. Discussion then included possible costs of chase installation (this should be less than a week's rental revenue, in most cases) and shopping for quotes; the engineering input we need regarding roof loading; and additional roof preparation (for example, work on the existing skylight, ladder system, and hatch) for AC condensers. Jim Back questioned whether owners should be presented with an eitheror, lanai or roof, vote. He stated the majority of owners might not want to allow lanai condensers at all yet the Board has made the decision to offer both options without owner input. Director Ness stated that the majority of the Board disagrees that lanai condensers will be a problem and there was a 3-2 vote at the May 13 meeting to proceed with a lanai vote. Owner Dena King asked the Board to make sure the vote ballot includes clarification for owners who do not want AC at all, and Director Ness stated the documentation will make it as clear as possible that owners don't have to vote at all --in favor of either option-- which is the same as a NO vote. In further discussion of readiness for the roof AC condenser vote, the Board acknowledged installation on the roof is still a concept pending our continuing

5 research. Discussion concluded with Board members in attendance agreeing they could see a path for having both installation options on the same ballot if the roof condenser choice is worded to contain a caveat that roof condensers may be allowed pending receipt of engineering data that specifies our roof can carry the load. After the in-depth AC discussion, Director Ness made a motion to have the AOAO install the chase ways; this was seconded by Director Loudon and a vote was taken. The vote passed 3-1, with Directors Ness, Loudon, and Ball in favor, and Director Wacha against. The following resolution was adopted and approved: RESOLVED, the AOAO will install chase ways from the roof for each condo if AC condenser installation on the roof is approved, and the owner vote for roof condensers will include this information. 7. Architect We still need an architect to look at our plan and provide an outside opinion to ensure the chase ways as planned will not result in damage to our building. Director Ness stated we have exhausted our leads on Kaua'i and are considering using a mainland architect. Director Loudon asked if any owners in attendance had knowledge of or a relationship with a Kaua'i-based architect who might be able to opine and help us out. Jim Back may know of someone and he will give info to Directors Loudon and Ness (Director Ness, who has already spoken with several architects who are not interested in a job of this scope, can make sure this is not one who was previously contacted). 8. Next Meeting Date and Time Although the Board plans to have a meeting the first Friday of each month, our next meeting is July 8 at 1 p.m. (HST) since the first Friday is just before the 4th of July holiday.

6 9. Adjournment There being no further business to come before the meeting, on a motion duly made, seconded, and unanimously carried, the meeting adjourned at 10:37 a.m. HST. denise Ball Secretary of the Meeting