ASSOCIATION OF APARTMENT OWNERS OF PAKI MAUI AOAO BOARD OF DIRECTORS MEETING October 25, 2006

Transcription

1 / ASSOCIATION OF APARTMENT OWNERS OF PAKI MAUI AOAO BOARD OF DIRECTORS MEETING October 25, 2006 ', //l,'/ DIRECTORS PRESENT: Bob Faulkner, President; Zein Yountchi, Vice President; Joan Sorensen, Secretary; Helen Free, Treasurer; Daniel Joseph, Director; Bradley M. Stone; Director; Tish Perri, Director. OTHERS PRESENT: OWNERS PRESENT: Macario Sarian, On-Site Manager; Donna Davidson, Management Executive, Hawaiiana Management. Registered with Hawaiiana Management. CALL TO ORDER: President Faulkner called the Board of Directors Meeting of the Association of Apartment Owners of Paki Maui to order on October 25, 2006 at 9:22 A.M., on property in the Alii Room. A quorum was established. CERTIFICATION OF NOTICE: Donna Davidson, Hawaiiana Management Company, certified that Notice of Meeting was sent to all Directors, posted on property, and a copy was filed in the office. APPROVAL OF MINUTES: To accept the minutes dated August 23, 2006 (Board of Directors Meeting Coriference Call) as presented. (Sorensen/Free) To accept the minutes dated June 8, 2006 (Board of Directors Meeting Conference Call) as presented. (Sorensen!Yountchi) To accept the minutes dated May 4, 2006 (Organizational Meeting) as presented. (Free/Perri) To accept the minutes dated May 3, 2006 (Board of Directors Meeting) as presented. (Free/Sorensen) FINANCIAL REPORT: Treasurer Helen-Free presented-her report. She reviewed financials for the period ending

2 Association of Apartment Owners of Paki Maui Board of Directors Meeting October 25, 2006 Page 2 of 6 September 30, Increased expenses include electricity, tree trimming, plumbing, and building maintenance. To approve an update to the Reserve Study and for its expense to be included in the 2007 budget. (Stone/Yountchi) ON-SITE MANAGER'S REPORT: The Board of Directors reviewed the On-Site Manager's Report as submitted by Macario Sarian. President Faulkner reported that a new printer will be installed in the office. There was a discussion with regard to the purchase of a fax machine for the office. The Board of Directors acknowledged Mr. Sarian for his efforts in making the grounds look outstanding. President Faulkner noted that some of the concrete bumpers are deteriorating. UNFINISHED BUSINESS: Elevators The Board of Directors reviewed two proposals for evaluating the condition of the elevators. A consulting company will be hired to assist with the elevator project. Additional information will be requested by Lerch, Bates & Associates, Inc. Current pricing details will be requested by Otis. Helen Free and Dan Joseph volunteered to be on a Committee to handle this project. Property Restoration and Upgrades 1. Cabana - The backflow preventer is installed. 2. Pool Furniture To approve the bid for $7,448 by North Shore Fire Protection for the installation of residential sprinklers. (Stone/Sorensen) To table the pool furniture project in order to obtainfurtherdetails and pricing with regard to pool furniture options. (Stone/Sorensen)

3 Association of Apartment Owners of Paki Maui Board of Directors Meeting October 25, 2006 Page 3 of6 3. Front Office - The proposal submitted by Upcountry Woodworks was reviewed. To ask ResortQuest to provide drawings of the front office reconfiguration that is compliant with all zoning requirements, including those of the fire department. (Free/Joseph) Mr. Joseph suggested that the reconfiguration of the existing footprint with new countertops and furniture be considered as a Plan B. 4. Railings - Rafael Escobar, Architect, has prepared specs. Bids are being obtained on Maui and the mainland. 5. Parking Lot Lights To approve a maximum expense of $8,000 for additional lighting on the property; an expense in excess of $8,000 requires further approval by the Board of Directors. ( Joseph/Y ountchi) Motion Carried. Abstained: Helen Free 6. Fencing - Chris Yadao worked with Maui staff and extended the existing fence at a huge savings. Mr. Yadao and Mr. Sarian will be asked to address the remaining spaces ii1 the fence. Bids will be obtained to complete the fencing, including tightening the wire and inserting wood slats. A portion of this project will be completed with in-house staff. To approve the bid for $3,912 by 4T Fencing for the replacement of the chain link fence and gate at front of property. ( Joseph/Y ountchi) Ms. Davidson will inquire of the availability of curved arms. NEW BUSINESS:

4 Association of Apartment Owners of Paki Maui Board of Directors Meeting October 25, 2006 Page 4 of 6 Paki Maui Web Site Mr. Joseph reported that the ownership of and has been transferred to the Association. Hosting of both domains has been instituted for two years. The Association's CC&Rs, Articles of Incorporation and Bylaws will be posted on PakiMaui.org. A questionnaire will be sent to owners with regard to the formation of addresses. Hawaii Smoking Laws As of November 16, 2006, the State of Hawaii prohibits smoking in all enclosed or partially enclosed areas open to the public. Smoking is prohibited within 20 feet from entrances, exits, windows, or where smoking is prohibited. ResortQuest has taken the position that their properties will be smoke free. Upon check-in, guests of ResortQuest are asked to sign an agreement of understanding that the units are nonsmoking and if found smoking, an additional $100 charge will be assessed. Signage will be posted on the property to indicate that Paki Maui has complied with the law and is a nonsmoking property. This policy will be discussed with outside contractors and staff. Hawaii Revised Statute 514B Hawaii Revised Statute 514B is effective as of July 1, Hawaiiana Management Company recommends that the Board of Directors take the following actions: 1) To adopt an Insurance Deductible Policy allowing deductible to be paid by offending owner when damages occur. 2) To request owners to authorize the Board of Directors to adopt a policy requiring apartment owners to obtain reasonable types and levels of insurance for liability and property damage. Per the recommendation of Hawaiiana Management, to notify owners of the Association's insurance policy and to send a ballot with regard to requiring each owner to obtain reasonable types and levels of insurance for liability and property damage. (Stone/Free)

5 Association of Apartment Owners of Paki Maui Board of Directors Meeting October 25, 2006 Page 5 of6 Annual Dinner Proposed menus and entertainment were reviewed. The Board of Directors indicated to the Dinner Committee that guests can bring their own alcohol to the Annual Dinner. Ms. Davidson will contact the insurance company with regard to appropriate liability coverage. Auditor To approve Terry Wong to perfonn an audit for an expense of $2,100. (Stone/Free) Maintenance Equipment To approve a maximum of $6,850 for the purchase of a jackhammer, carpet cleaner, airless sprayer, and blowers. (Joseph/Stone) Construction Deposit That the construction deposit be increased to $ (Free/Sorensen) Notification of the construction deposit increase will be included in the Budget Letter. Spending Limits The topic of spending limits was tabled to the next Board of Directors Meeting. Expedia Mr. Y ountchi requested that the Board of Directors consider timeshare presentations as an additional source of income for the Association.

6 Association of Apartment Owners of Paki Maui Board of Directors Meeting October 25, 2006 Page 6 of 6 Insurance Requirements The insurance company has insisted that certain items be added to the property. The following items need to be completed: repair sprinklers in the trash chutes ($65 l); add depth markers to the pool (obtaining bids); and repair trash chute doors to spring shut (in the process of securing a vendor). The meeting was recessed at 1 :05 p.m. The meeting was reconvened at 1:55 p.m. ADJOURNMENT TO EXECUTIVE SESSION: The meeting was adjourned by unanimous consent to Executive Session at 2:55 p.m OPERATING BUDGET To approve the 2007 Operating Budget as revised. (Free/Joseph) DATE OF NEXT MEETING: The next Board of Directors meeting is scheduled for May 2, ADJOURNMENT: The meeting was adjourned at 3:10 p.m. Respectfully submitted, EnzaFroio Aloha Office Services Transcription Specialist

7 Association of Apartment Owners Paki Maui Board of Directors' Teleconference Meeting Minutes August 23, 2006 Board Members Present: Board Members Absent: Other Attendees: Bob Faulkner, President; Zein Yountchi Vice President; Joan Sorensen, Secretary; Treasurer; Tish Perri, Brad Stone, Dan Joseph, Directors. Helen Free, Treasurer Donna Davidson, Hawaiiana Management Company DECLARATION OF QUORUM A quorum was declared with six Directors present. CALL TO ORDER The Board of Directors' Teleconference Meeting of the Paki Maui Association of Apartment Owners was called to order at 12:10 P.M. HST. To purchase the floor scrubber machine as recommended including extended warranty if available. Seconded and carried unanimously. (Sorensen/Joseph) To allow Expedia to remodel and install their new design in Paki Maui front office space currently occupied by them at their own cost - less $2,000 Paki Maui pledged in Rental Agreement. Seconded and carried unanimously. (Y ountchi/sorensen) Brad Stone to draft a communication to Bob Maloney in response to Maloney's recent newsletter. Seconded and carried unanimously. (Stone/Sorensen) To write ResortQuest insisting they remove the air conditioning unit installed in the front office without board approval within 24 hours. Letter to also address three night minimum, smoking, trash bags and questioning if office personnel are working exclusively with Paki Maui. Seconded and carried unanimously. (Joseph/Sorensen) The meeting adjourned at 12:55 P.M../

8 Association of Apartment Owners Paki Maui Board of Directors' Teleconference Meeting Minutes June 8, 2006 Board Members Present: Board Members Absent: Other Attendees: Bob Faulkner, President; Zein Yountchi Vice President; Joan Sorensen, Secretary; Helen Free, Treasurer; Tish Perri, Director. Brad Stone, Dan Joseph Donna Davidson, Hawaiiana Management I. DECLARATION OF QUORUM A quorum was declared with five Directors present. II CALL TO ORDER The Board of Directors' Teleconference Meeting of the Paki Maui Association of Apartment Owners was called to order at 9:05 A.M. HST. ill. OFFICE REMODEL The Board considered ResortQuest' s request to modify the existing phone room to create an additional office. Remodel would be at the expense ofresortquest. To deny the request to modify the phone room to an office. Seconded and carried unanimously. (Free/Sorensen) The Board considered ResortQuest's request to modify the RAC front doors to allow installation of key cards. To deny the request to modify front doors aud install key cards. All doors need to be consistent. Seconded and carried unanimously. (Free/Sorensen) Russ Karaviotis of Expedia presented a request to invite Expedia customers to Time Share meetings. Invitation would be at Paki Maui, meetings would be off property. To deny the mention of time share during activity presentation. Seconded and carried. (Free/Sorenson) Perri/yes, Free/yes, Sorenson/yes, Yountchi/no. The meeting adjourned at 10:25 A.M. I

9 BOARD OF DIRECTORS' MEETING MINUTES ASSOCIATION OF APARTMENT OWNERS OF PAKI MAUI May 3, 2006 I. CALL TO ORDER Acting President Helen Free called the meeting to order at 9:18 a.m. Hawaii Standard Time. The meeting was held in the Alii Room on property, Lahaina, Maui, Hawaii. II. ROLL CALL/QUORUM ESTABLISHMENT Members Present: Members Absent: By Invitation: Zein Y ountchi, Vice President; Tish Perri, Secretary; Helen Free, Acting President/Treasurer; Joan Sorensen, Director; Daniel Joseph, Director; Bradley M. Stone. Bob Faulkner. Donna Davidson, Management Executive, Hawaiiana Management; Macario Sarian, On-Site Manager; and Ladini Conder, Recording Secretary. III. APPROVAL OF PREVIOUS MINUTES a) APPROVAL OF MINUTES The Board of Directors Meeting minutes dated October 27, 2005 was presented for approval. Acting President Helen Free called for any corrections/amendments to the minutes. Secretary Tish Perri noted the following correction on page 4: Add Perri abstained from the motion. Hearing no objections the minutes of October 27, 2005 Board of Directors' Meeting was approved, as amended. b) APPROVAL OF MINUTES The Board of Directors Special Meeting minutes dated March 28, 2006 (conference call) was presented for approval. Hearing no objections the minutes dated March 28, 2006 were approved, as distributed. IV. FINANCIAL REPORT Acting President/Treasurer Helen Free reviewed the variance report for the March 2006 Financials. Revenues and expenditures reflect close to budget amounts../

10 PakiMaui Board of Directors Meeting Minutes May4, 2006 Page 2 of5 V. ON-SITE MANAGER REPORT The Board reviewed Onsite Manager, Macario Sarian written report. VI. OLD BUSINESS 1) Beautification Vice-President, Zein Yountchi presented an update on the beautification project. He announced that the project is near completion. He thanked owners for their patience during the construction period. The cost was slightly higher, due to unanticipated expenditure items. 2) Front Office The front office refurbishment is due to commence in two weeks. The costs of which will be partially offset with $10,000 from Expedia. The Board discussed the relocation of the office upstairs and the necessary wiring required for computers and communication devises. Time constraints and potential penalties will be discussed with the General Contractor. During the period for which the front office is renovated the front office will be permitted temporary use of the AOAO office, for a period not to exceed three (3) weeks. (Joseph/Stone) AMENDED motion carried. Amendment to That the office be returned to status quo condition, once vacated. (Joseph/Stone) CARRIED (Sorensen abstained). 3) Expedia- Timeshare Presentations After a lengthy discussion regarding Expedia's breech of contract, due to holding their timeshare presentations on property the Board decided to pursue this matter with Association Counsel. To direct the Management Company to send the amended contract to Association Counsel Neeley. Furthermore, to request Counsel Neeley to notify Expedia that they are in breech of their contract, specifically, for holding their timeshare presentations on property. And to further inform Expedia that the amended contract was not approved by the Board of Directors. (Stone/Joseph)

11 Paki Maui Board of Directors Meeting Minutes May4,2006 Page 3 of5 To rescind the aforementioned motion and direct management to seek Association Counsel Neeley 's advice regarding this matter. (Stone/Joseph) CARRIED unanimously 4) Elevators Donna Davidson, Management Executive reported that funds in the amount of $156,000 are in the Reserve Study for the elevators. The bid submitted by Otis was for $130,000. Acting President Helen Free requested a copy of the bid specifications. The Board directed Management to obtain the cost for engaging the services of an independent company to write the contract and specifications for Otis. A Committee was appointed with the following members: Helen Free, Daniel Joseph and Joan Sorensen. 5) Security Director Joan Sorensen requested a review of security during the night. She also expressed concerns regarding maintaining quiet hours and checking pool areas on a consistent basis. She noted that there appears to be discrepancies depending on the individual security person on duty. The parking area should be checked to ensure permits are posted on vehicles and citations given, if necessary. There was a discussion regarding the lack of assistance from Resort Quest office staff when there are problems with their guests. Their contract stipulates their responsibility for their guests. To establish a Committee to meet with Bud and discuss nighttime security concerns and filing of reports, while his staff is on duty. (Sorensen /Stone) To direct Management to contact Association Counsel Neeley regarding the problems with Resort Quest guests and security issues. (Joseph/Sorensen) Amended Motion Carried unanimously Amendment to motion: To request Resort Quest provide security information in all the rental units. (Joseph/Sorensen)

12 PakiMaui Board of Directors Meeting Minutes May4, 2006 Page 4 of5 Amendment Carried Unanimously. Amendment to the Amendment: That all posted Resort Quest phone numbers (including emergency numbers) be updated and valid. (Joseph/Sorensen) Amendment to the Amendment Carried unanimously. Landscaping/Lawn Service Director Joan Sorensen discussed landscaping issues. Management Executive Donna Davidson will continue to work closely with the Resident Manager and the Committee and communicate issues to Chris. VII. NEW BUSINESS 1) Ficus Tree Phase III The Board discussed the removal of the ficus tree in Phase III, due to its size, which is compromising the integrity of the building. Three bids were submitted: (1) Advance Landscape and Tree Maintenance, $1,458.32; (2) Mary's Tree Service, $1,666.72; and (3) Chris Yadao, $1,800. To approve the removal of the ficus trees, as discussed (Yountchi/Joseph) 2) Anti Smoking Areas It has been suggested by some homeowners that smoking be prohibited in certain common areas, i.e. outside the front office in the elevator area. Joyce Neeley states the Board may enact a house rule to prohibit smoking in any of the common elements. The Board directed Management to request that office staff refrain from smoking outside the office area 3) Sewer Stations Two of the three sewer lift stations were cleaned out this winter. During the process it was determined the check valves are rusty and corroding, electrical wiring would be enclosed, lift stations need new covers, control panels should have time meters and cycle counters. Project is scheduled in the Reserves for The estimated current cost is $7,000. To proceed with the necessary work for the sewer stations. (Joseph/Stone)

13 PakiMaui Board of Directors Meeting Minutes May4, 2006 Page 5 of5 4) Bathrooms To authorize the repair of the bathroom walls. (Joseph/Sorensen) Amended motion carried unanimously. Amendment to To authorize the repair of the bathroom walls and any other incidental repairs, as necessary. (Joseph/Sorensen) Amendment carried unanimously. IX. DATE OF NEXT MEETING The next meeting will be the Annual Meeting to be held May 5, X. ADJOURNMENT There being no further business to come before the Association the meeting was unanimously adjourned at 11 :48 a.m. Respectfully submitted, ~~ Ladini Conder Aloha Office Services Recording Secretary These MINUTES are approved for distribution. President ~~~~~~~~ Paki Maui AOAO Attachment: Homeowners Attendance List

14 Association of Apartment Owners Paki Maui Board of Directors' Conference Call Meeting Minutes March 28, 2006 Board Members Present: Board Member Absent: Other Attendees: Zein Yountchi, Tish Perri, Brad Stone, Helen Free, Dan Joseph, Joan Sorensen Bob Faulkner Donna Davidson, Hawaiiana Management I. DECLARATION OF QUORUM A quorum was declared with six Directors present. 11 CALL TO ORDER The Board of Directors' Meeting of the Paki Maui Association of Apartment Owners was called to order at 12:10 p.m. 111 ANNUAL DINNER GALA To serve heavy pupus instead of dinner at the annual party at a price not to exceed $50 per person, to include bear, wine, servers and table setups. (Free/Stone). The Motion passed unanimously. IV SPA REPAIR Spa repairs to be paid from the reserve fund. (Stone/Free). The Motion passed unanimously. The meeting was adjourned at 1 :44 p.m.