MINUTES OF THE REGULAR BOARD MEETING BOARD OF DIRECTORS OF THE ASSOCIATION OF APARTMENT OWNERS OF KUHIO SHORES AT POIPU May 13, 2016 9:00 a.m. Hawaii Time by Telephone Conference Call DIRECTORS PRESENT: Denise Ball, Secretary Bob Dudley, Treasurer John Loudon, Director-At-Large Dave Ness, President Jason Wacha, Vice President DIRECTORS ABSENT: OTHERS PRESENT: None Shana Maguire, Associa Hawaii Karen Arnold, 117 Dan and Jo Elliot, 404 Layton and Dayna Freitas, 213 Mike Galvin, 217 & 415 Joe Gruelich, 301 Mel Kalechstein, 314 & 315 Bill Kamps, 110 Noel Larson, 103 Rick Mendelin, 306 Mary Lou Murphy, 102 Betty Smith, 212 Bob Smycal, 313 Dave Told, 407 1. 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. He advised we were using a different conference tool, voice only. To reduce noise, Board Vice President Jason Wacha suggested all attendees mute their connection except when speaking.
2. Waiver of Notice As all Directors were present by telephone at the meeting, notice requirements for the meeting were waived pursuant to AOAO Bylaws Sections 3.5, 3.6 and 3.7. The meeting was announced via email on Sunday, May 8. 3. Approval of Minutes The Board approved the minutes of the October 9, 2015 (previously unrecorded) and April 29, 2016 Board meetings. 4. Elevator Upgrade Our building manager, Albert Fernandez, could not attend the meeting. Since he is the expert on the mechanics of our elevators, Director Ness suggested we postpone discussion of plans to install a mechanical interlock on the elevator. 5. Annual Meeting 2017 In accordance with our bylaws, the Board President designates the date of the Kuhio Shores AOAO Annual Meeting. Director Ness presented two dates to be considered, asked all board members their preference, and welcomed input from owners in attendance. At the end of discussion, which included comments about rentals, airfares, and date proximity to the Easter holiday, Director Ness designated Monday, April 3, as the Annual Meeting date. He next presented the idea of planning several break-out activities for owners -- scheduled the Saturday and Sunday before the Annual Meeting, and perhaps the Tuesday afterward. He asked the Board and owners the types of activities they would like to see and invited owners to volunteer and assist with planning and coordination. Ideas included forums to discuss rental activity; annual walk-
around/inspection of the building; social events (a meal, reception); and sports activities (kayaking, snorkeling). 6. Projects for the Upcoming Year Board members identified the projects they would like to tackle this year (in addition to an air conditioning solution). Topping the list are general building aesthetics; walkway lighting; window and door air flow and replacement options; the birds. Director Ness asked the owners which projects they would like to see tackled and Director Wacha invited owners to pitch-in and assist with the work on selected projects. Dan Elliott suggested we add laundry room and elevator lobby windows to the repair/replace list. Dayna Freitas offered to help with research on the bird issue (and other assignments); Dave Told will investigate walkway lighting fixtures; and Elliott volunteered to investigate work needed on the fire hose cabinets. 7. Tentative Meeting Times The Board plans to schedule a meeting the first Friday of each month. The time will vary to accommodate Board members and owners in various time zones, and dates may shift, as necessary. Director Wacha asked the owners in attendance to send an email to the Board to tell us why they made a point of calling-in to the (May 13) meeting, what they would like to see at future meetings? Do they want to hear all of our discussion about various AOAO projects, or do they just want to talk about specific topics?
8. Discussion of AC Director Ness reiterated approval of AC condensers on the lanai or roof is a decision to made by the owners, not the Board. As it is the responsibility of the Board to administer the vote, he clarified the decision to prepare documentation for a lanai vote first, followed by a roof top vote. The Board is not endorsing one installation over the other, and is working on getting the lanai vote out first simply because there are fewer outstanding items to research. Director Ness asked the Board to discuss status of the punch list items to be completed for each type of installation. Lanai installations appear to have fewer unresolved issues than roof installations so there was discussion and debate about possible ways to accelerate the design and structural research required for roof installation. Director John Loudon (along with Albert) is our primary contact with roofers and engineers; the outcomes of their research impact plans for installing chase ways and costs to the AOAO and owners. Mike Galvin commented on additional roof preparation that might involve work on the existing skylight, ladder system, and hatch. Director Ness explained that with each vote, lanai and roof, owners will receive a copy of the AC installation rules established by the Board and an Indemnification Agreement for review. This documentation may address many of the questions and concerns owners may have about either installation. The Board continued an in-depth discussion of the AC project that included design issues; installation issues; cost issues; and possible solutions. Director Dudley proposed we have Albert do a mock-up so we can see how the building looks with several chase ways installed, side-by-side.
Following discussion, and upon a motion made by Director Dudley and seconded by Director Ness, a vote was taken. The vote passed unanimously and the following resolution was adopted and approved: RESOLVED, the Board will ask Albert to purchase materials for three or four additional chase ways which he will paint, install on our building, and photograph. Funds allotted for this project: $300. 9. Owner Forum Karen Arnold, Layton Freitas, and Dave Told commented on AC installation issues pertaining to having separate votes for lanai and roof installation; possible AC nuisance issues; and uniformity and aesthetics of the AOAO installing chase ways versus individual installation. 10. Future Board Meetings The next meeting is planned for June 3, 9 a.m. Hawaii time. 11. Adjournment There being no further business to come before the meeting, on a motion duly made, seconded, and unanimously carried, the meeting adjourned at 11:49 a.m. Hawaii time. denise Ball Secretary of the Meeting