ASSOCIATION OF APARTMENT OWNERS MAUI HILL BOARD OF DIRECTORS REGULAR MEETING September 14 & 15, 2016

Transcription

1 ASSOCIATION OF APARTMENT OWNERS MAUI HILL BOARD OF DIRECTORS REGULAR MEETING September 14 & 15, 2016 I. Call to Order President Dick Endean called the meeting to order at 4:40 p.m. at the Wailea Beach Marriott Resort & Spa on 9/14/16 II. Establish Quorum Members Present: Dick Endean, Carl Carlson, CJ Law, Loren Knott, Alex Cordas. Maui Lea Present: Bob Jacalone, Dick Endean, CJ Law, Loren Knott, Paul DiMarchi, Bill Petro, Vacancy. By Invitation: Dennis Costa, General Manager; Frank Robar & Mike Robar, Condominium Fiscal Management, Inc., Maui Lea Fiscal Co-Plan Manager; Ruth Okada, Aqua- Aston Hospitality, Managing Agent. III. Executive Session MOTION #1: Carl Carlson moved to go into executive session. The motion was seconded by Alex Cordas and passed by unanimous consent. The Board went into executive session at 4:40 p.m. Upon coming out of executive session, the regular meeting resumed at 4:52 p.m. During the executive session, the Board discussed legal matters. The meeting was recessed at 4:52 p.m. on 9/14/16 and resumed at 11:04 a.m. on 9/15/16. IV. Establish Quorum Members Present: Dick Endean, Carl Carlson, CJ Law, Loren Knott, Alex Cordas. Maui Lea Present: Bob Jacalone, Dick Endean, CJ Law, Loren Knott, Paul DiMarchi, Bill Petro, Vacancy. Owners Present: By Invitation: V. Waiver of Notice Rosemary Jacalone, Madonna Petro. Dennis Costa, General Manager; Frank Robar & Mike Robar, Condominium Fiscal Management, Inc., Maui Lea Fiscal Co-Plan Manager; Ruth Okada, Aqua- Aston Hospitality, Managing Agent. Waiver not necessary as notices were mailed to the Board members. VI. Approval of Agenda MOTION: #2: Loren Knott moved to approve the agenda with the addition of Audio and Other Equipment to New Business. The motion was seconded by Carl Carlson and passed by unanimous consent. VII. Approval of Board Meeting Minutes 4/25/16 Regular Meetings MOTION #3: Loren Knott moved to approve the minutes of the 4/25/16 Regular meeting as circulated. The motion was seconded by Alex Cordas and passed by unanimous consent. VIII. Treasurer s Report

2 Page 2 of 50 Carl Carlson reported on the following. 1. Financial Reviewed the 8/31/16 financials. A. Ratify Write Off $ Cunningham #36 MOTION #4: CJ Law moved to ratify the write off of legal fees of $ The motion was seconded by Loren Knott and passed by unanimous consent. 2. Investments Ruth Okada reported that bids for investment options are being solicited. 3. Delinquencies/Collections - To be discussed in executive session. IX. Standing Committee 1. Architectural Review Dick Endean noted that there is no request for owner renovations. However Unit #69 is performing renovations in their unit without approval. The unit will be inspected by Dennis Costa to determine if approval was needed. A. Owner Renovations, if any (Approved & Denied) a. Status of #36 (Cunningham) Alteration Agreement Dick Endean noted that he will have the Browns sign the agreement when they are at Maui Hill in October. X. Ad Hoc Committee 1. Maintenance/Housekeeping Building The Board agreed that this Ad Hoc Committee be dissolved. MOTION #5: Loren Knott moved to dissolve the Maintenance/Housekeeping Building Ad Hoc Committee. The motion was seconded by Carl Carlson and passed by unanimous consent. The meeting was recessed at 11:28 a.m. and resumed at 12:20 p.m. 2. Energy Conservation Alex Cordas reported on the following: Will address the maintenance and administration buildings first. The other common meters and the units will be addressed at a different time. The transformer for the administration building will be upsized to 50 HVA by MECO. HNU will coordinate this with MECO. Infrastructure to electrical panels will have to be upgraded which will be included in the PPA. PV Panels will be added to the administration building roof and carports over 7 stalls will be added. The administration building roof will have to be changed at a cost of $28,000 which partially can be included thein the PPA with $12,000 to be paid by Maui Hill. A roofing product will have to be selected. Additional structural support will also need to be added. The maintenance roof is sagging, however the magnitude of the problem will not be known until the old roof is removed. This will have to be addressed before the PV panels are installed. The cost is estimated at $20,000 - $25,000 Some electrical work that has to be done that is also not covered under the PPA. Savings is estimated at $10,000 per year. Investigating whether batteries should be installing to store excess energy. Golf cart charging station throughout the property is not a viable option. For the maintenance building, they are going to install another 10kwh system for charging of golf carts which will be a separate canopy. The maintenance building will also require car ports for PV panels.

3 Page 3 of 50 Dennis Costa noted that the old roof tiles do not need to be saved from the administration and maintenance buildings except for a few edge tiles. MOTION #6: Carl Carlson moved to authorize to spend $25,000 for roofing work repair and electrical work not covered by the PPA subject to the project proceeding as an operating expense. The motion was seconded by CJ Law and passed by unanimous consent. The PPA will be sent to the Board for review and a special meeting will be called if necessary. The Board concurred that legal counsel should review the PPA before it is signed. XI. Manager s Report Dennis Costa Reviewed his report at the Owners meeting. Also reported on the following. 1. Termite Treatment of Attic Without Tenting (Approved Camera Inspection via Access Hole) Not yet completed. General discussion followed on whether all upper units should be done or just 2 3 random units in each building. The Board concurred that random units will be done and the long term goal is to have access in all units. Dennis will proceed and use units that have had problems in the past also. 2. Cushions for Pool Chaise Lounges The 8 current experimental ones are wearing better. Dennis recommends that no additional cushions be purchased as they are not used all of the time. This topic will remain on the agenda for review at the next meeting. 3. Stucco Colormatch Exterior Administration Building & Entire Property Bob Jacalone reported that they are waiting for the new material. If the test area is successful, the cost projection for the entire property will be $1,540 per unit or $215,600 plus housing for 2-3 months. This product allows the stucco to breath. MOTION #6: Carl Carlson moved to approve $260,000 as a capital expense for the stucco replacement. The motion was seconded by Loren Knott and passed by unanimous consent. The color needs to be selected noting that a tan color similar to near Dick s unit should be used. General discussion followed to the grounds at the edge of the building. Dennis team will stay ahead of the contractor to put in the gravel to prevent splashing water/mud to the wall surfaces. Dick Endean, Dennis Costa and Bob Jacalone will meet to determine the start date. The contract will be reviewed by Dick Endean, Loren Knott and Dennis Costa and will utilize Aston s letter agreement without legal counsel review. Dennis will contact Marcus (insurance agent) to determine recommendations for the contractor s insurance. The Board thanked Bob Jacalone for all the work he did on moving this project forward. 4. Internet Service Upgrade Status Reported at the annual meeting that upgrade completed. 5. Weekend Pool Guards 6/15 8/15/16 8 hours/day Used them on 3 occasions and it helped to control the pool activities. The extra coverage was paid by the resort. Dick Endean also noted that the additional coverage was successful. 6. Approval & Schedule Dennis suggested that in the future he should walk the property with the Board to review the projects budgeted so that the Board understands what will be done. The Board also noted that more information is needed before the Board approves these projects. A. Capital Reserve Expenditures (subject to approval of actual bids): a. Lobby Nylon Canopy - $6,120 Not necessary at this time. b. Pool Furniture - $19,680 Not necessary at this time. c. Pool Pump - $5,760 Not necessary at this time. d. Pool & Spa Decking Resurface - $25,080 This project may need to be done in October. General discussion followed.

4 Page 4 of 50 MOTION #7: Carl Carlson moved to approve resurfacing the pool and spa decking for a cost not to exceed $25,080. The motion was seconded by Alex Cordas and passed. Abstained: Law/Knott. e. Spa Retile - $7,680 MOTION #8: Loren Knott moved to approve retiling the spa at a cost not to exceed $7,680. The motion was seconded by Carl Carlson and passed by unanimous consent. f. Tennis Court Resurface & Restripe $11,520 MOTION #9: Carl Carlson moved to approve resurfacing the tennis court for a cost not to exceed $11,520 with the same color. The motion was seconded by CJ Law and passed by unanimous consent. g. Asphalt Seal, Stripe & Repair - $88,680 Not necessary at this time. h. Spalling $3,840 This work is not necessary as the stucco is being addressed. This component will also be removed from the reserve study. XII. Unfinished Business 1. Lease Extension Dick Endean noted that a report was given at the annual owners meeting. There was nothing new to add. 2. Board Policies The revised Board policies was sent to the Board for review. It was noted that the drawings for the units that are grandfathered will not be changed. Units #36 and #6 received approval from the ARC (Architectural Review Committee) so their approval is not being grandfathered. The ARC will add the $500 application fee to the ARC form. MOTION #10: Loren Knott moved to approve the amended policies and reaffirm the unchanged policies. A copy of the redlined version is attached and made a part of these minutes. The motion was seconded by Carl Carlson and passed by unanimous consent. XIII. New Business 1. Ratify Insurance Renewals Ruth Okada explained the coverages including the acceptance of the shared limits noting probably loss. MOTION #11: Carl Carlson moved to ratify the approval of the following insurance policy renewals: 7/28/16 7/28/17 Aston Master Property $250,000,000 Shared Limits; $78,092 Annual Premium (exp. $75,023) General Liability $2,000,000 Limit; $5,980 Annual Premium (exp. $5,798)Auto $1,000,000 PI & PD; $700 Annual Premium (exp. $700) Umbrella $10,000,000 Aggregate; $4,629 Annual Premium (exp. $4,208) 7/1/16 7/1/17 D & O $3,000,000 Limit; $4,947 Annual Premium (exp. $4,825) Crime $100,000 Theft; $661 Annual Premium (exp. $803) 5/31/16 5/31/17

5

6 Page 6 of 50 Attachment: Board Policies

7 Page 7 of 50

8 Page 8 of 50

9 Page 9 of 50

10 Page 10 of 50

11 Page 11 of 50

12 Page 12 of 50

13 Page 13 of 50

14 Page 14 of 50

15 Page 15 of 50

16 Page 16 of 50

17 Page 17 of 50

18 Page 18 of 50

19 Page 19 of 50

20 Page 20 of 50

21 Page 21 of 50

22 Page 22 of 50

23 Page 23 of 50

24 Page 24 of 50

25 Page 25 of 50

26 Page 26 of 50

27 Page 27 of 50

28 Page 28 of 50

29 Page 29 of 50

30 Page 30 of 50

31 Page 31 of 50

32 Page 32 of 50

33 Page 33 of 50

34 Page 34 of 50

35 Page 35 of 50

36 Page 36 of 50

37 Page 37 of 50

38 Page 38 of 50

39 Page 39 of 50

40 Page 40 of 50

41 Page 41 of 50

42 Page 42 of 50

43 Page 43 of 50

44 Page 44 of 50

45 Page 45 of 50

46 Page 46 of 50

47 Page 47 of 50

48 Page 48 of 50

49 Page 49 of 50

50 Page 50 of 50