ASSOCIATION OF APARTMENT OWNERS MAUI HILL BOARD OF DIRECTORS REGULAR MEETING I. Call to Order President Loren Knott called the meeting to order at 10:00 a.m. at Maui Hill. II. Establish Quorum Members Present: Loren Knott, CJ Law, Carl Carlson, Alex Cordas, Dick Endean. Maui Lea Board: CJ Law, Loren Knott, Dick Endean, Paul DiMarchi, Bob Jacalone, Bill Petro, Mickey Masdeo. By Invitation: Keslie Hui & Mike Pang, Monarch Properties, Inc.; Ruth Okada, Aston Hotels & Resorts, LLC, Managing Agent. III. Executive Session MOTION #1: CJ Law moved to go into executive session. The motion was seconded by Carl Carlson and passed by unanimous consent. The Board went into executive session at 10:02 a.m. Maui Lea Board was invited to attend the executive session. Upon coming out of executive session, the regular meeting resumed at 11:27 a.m. During the executive session, the Board discussed legal matters. The meeting was recessed at 11:27 a.m. and resumed at 1:13 p.m. on 2/1/13 at the Makena Beach Golf Resort at 1:13 p.m. Members Present: Loren Knott, CJ Law, Carl Carlson, Alex Cordas, Dick Endean. Maui Lea Board: CJ Law, Loren Knott, Dick Endean, Paul DiMarchi, Bob Jacalone, Bill Petro, Mickey Masdeo. Owners Present: Rosemary Jacalone, Madonna Petro, Bill & Mary Williams By Invitation: Deborah Maddela, Assistant General Manager; Dennis Costa, General Manager; Ruth Okada, Aston Hotels & Resorts, LLC, Managing Agent. IV. Approval of Agenda There being no objections, the agenda was approved with HD TV being added to the agenda under New Business. V. Approval of Board Meeting Minutes Regular Conference Call 12/6/12; Annual 9/26/12; Organizational 9/26/12 MOTION #2: MOTION #3: CJ Law moved to approve the 12/6/12 Regular Conference Call meeting minutes as circulated. The motion was seconded by Carl Carlson and passed by unanimous consent. CJ Law moved to approve the 9/26/12 Annual Owners meeting minutes as circulated. The motion was seconded by Dick Endean and passed by unanimous consent.
Page 2 of 10 MOTION #4: Dick Endean moved to approve the 9/26/12 Organizational meeting minutes as circulated. The motion was seconded by CJ Law and passed by unanimous consent. VI. Treasurer s Report 1. Financial - Carl Carlson reviewed the 12/31/12 financial for operating and capital. General discussion followed on reserves. 2. Investments (FDIC Change 1/1/13) Information on the FDIC change and Bank of Hawaii financial stability was sent to the Board for review along with options to move funds in excess of $250,000 FDIC coverage. General discussion followed. MOTION #5: Carl Carlson move to maintain all funds in the Bank of Hawaii checking with balances in excess of $250,000 for both operating and capital. The motion was seconded by CJ Law and passed by unanimous consent. This topic will be reviewed at each meeting. 3. Delinquencies To be discussed in Executive Session. VII. Standing Committee 1. Architectural Review A. Carpet Policy for Re-installation to Eliminate Noise Dick Endean distributed the Committee s proposed architectural review guidelines and application for the Board s review. General discussion followed. POLICY MOTION #6: Dick Endean moved to approve the Architectural Review Committee Guidelines and application as presented a copy of which is made a part of these minutes. The motion was seconded by Alex Cordas and passed by unanimous consent. B. Owner Renovations, if any (Approved & Denied) There were no requests for renovation. C. Owner Renovations, if any (For Board Approval) There were none. VIII. Ad Hoc Committee 1. Building Signs for Location of Units This topic was deferred to the April meeting. IX. Manager s Report 1. Manager s Report Dennis Cost distributed and reviewed his manager s report. The following was also discussed. A. Tennis Court Rules The Board asked Dennis to re-install the tennis court rules. B. Thanked Dennis The Board thanked Dennis for his assistance in maintaining the value of their asset at Maui Hill. C. Reviewed various improvements to the property. 2. Status A. Termite New Treatment The areas that have been treated show no indication of any further infestation. Dennis will continue to monitor to ensure that this treatment is working which would eliminate the need to tent the buildings. B. Roofs The roofs were repaired and there were no leaks during the recent rain.
Page 3 of 10 C. Replace 16 Street Lights @ $400 Each Completed. These new lights provide more visibility and do not shine in the units. They also provide more lighting to the directional signs. 3. FYE 6/30/13 A. Major Improvements Status a. Hallway Carpet $8,040 Ongoing. b. Irrigation Well Contingency Repairs $4,800 As necessary. c. Pool Deck Repairs $15,000 - Paid as capital (replacement). d. Walkway Repair $2,520 As necessary. B. Capital Expenditures a. Spalling $3,600 As necessary. b. Directional Signs $9,000 This project is on hold. X. Unfinished Business 1. AOAO Records Storage (Soft & Hard Copies) There is no new alternatives for storage. This topic will be removed from the agenda. 2. AOAO Website Set Up Ruth Okada updated that the website is being worked on and just waiting for pictures from Dennis Costa and Dick Endean. XI. New Business 1. Parking Policy Dick Endean stated that he is living on the property and is able to review all aspects of Maui Hill. He will submit a report to the Board and provide his recommendations to the parking policy. He agrees that the policy is good, but the execution may need to be revisited. Some of the stored vehicles look in disrepair. Dick will review with Dennis Costa and will present a recommendation to the Board at the next meeting. POLICY MOTION #7: Dick Endean moved to approve that each unit will be allowed to use two (2) parking spaces for occupancy in excess of 30 days. This new policy will be effective in 30 days. The motion was seconded by Alex Cordas. Discussion: General discussion followed on transient renters with 3 vehicles. The Board stated that it would not be enforced for transient since their occupancy would be less than 30 days. The motion passed. Opposed: Carlson. Dennis Costa will enforce in 30 days. Ruth Okada will review with Phil Lahne (legal counsel) to determine if the parking policies should be incorporated into the House Rules or remain as Board policies. 2. Revocable Permit No S-5775 Transfer to S-7816 A copy of the new revocable permit was distributed to the Board. 3. HD TV Discussion of high definition TV service was held during the Maui Lea Board meeting. The Board asked Ruth Okada to add this increased cost into the budget for the next fiscal year. Dick Endean and Dennis Costa will negotiate terms and conditions with Oceanic and present to the Board at the April meeting. XII. Next Meeting
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