Q2/2023
Minutes of the Board of Directors Meeting
April 13, 2023
Attendance: Alex Kaplinsky, Stephan Schaem, Elizabeth Freeman, Jack Lewis, Winston Welborn, Ginny Shinn, Mike Latif, Pat Childs, Attorney. Absent: Brian Buckley
The meeting was brought to order at 8:02am via zoom.
The President stated that the first order of business is to approve the previous board meeting minutes of February 9, 2023. A motion was made and the minutes approved.
President’s Report
Alex Kaplinsky, President of the Board, began by reviewing recent discussions he has had with members of the Design Review committee and the challenges they are facing. Due to the complex nature of the issues, he invited Pat Childs, Seacliff’s attorney, to join the board meeting at 9am.
Alex made the following suggestions regarding a re-organization structure of the DRC, which he said would be multiyear positions.
One attorney to handle communications and conduct proactive communications. The attorney would become the Chairperson of the DRC.
Architect and/or builder to review and/or do site inspections.
Three Seacliff residents to serve as advisory members. There would be no interaction between the advisors and Seacliff residents undertaking a build project, in order to keep good neighbour relations as a priority.
Board approval of funds for additional professionals
A discussion ensued around budgeting for the additional professionals with options for offsetting costs. Also, it was decided that the DRC rules should be reviewed in detail and rewritten where needed for further clarification and enforcement.
Alex asked for recommendations from the present board members for architects and lawyers and requested those names to be submitted within the week.
A discussion ensued regarding requesting Pat Childs to serve as Chairperson on the Design Review Committee. Further the board discussed putting a committee together to work on a revision of the rules and regulations for design review. Jack Lewis agreed to spearhead the DRC rules/regulations revision.
The following motions were then formally made and approved:
Motion by Alex, 2nd by Mike to change the composition of the DRC to be configured as follows:
headed by a legal professional,
to contain a permanent member who is an architect
to have an alternate architect for conflicts
to have 3 community members appointed by the board
Motion made by Alex, 2nd by Winston to appoint Pat Childs as Chairperson of the Design Review Committee, if he chooses to accept the position.
Motion made by Alex, 2nd by Mike to re write the DRC rules to include:
Greater financial deposits for the owner, builder and architect
to specify rules more carefully in terms of communication
to specify materials
to add greater penalties/consequences wherever possible, including an approval needed to obtain a certification of occupancy, if possible.
Motion was amended to add a stipulation for a limit on the amount the association will pay for.
A concern was brought up as to whether these updated rules would be retroactive for current events and it was decided that a letter would be sent out to the community explaining that changes and new rules for Design Review will be forth coming.
Beautification Committee
Elizabeth Freeman stated there was nothing new to report on beautification or Fish and Wildlife.
AG Park Committee
Mike Latif reported that there are no new items to bring to the board. The Ag Park kitchen is delayed by construction, but Yoshi’s plan is to have it open this year. A discussion ensued regarding setting height limits on the Eucalyptus trees and all the other boundary trees. Yoshi would like to keep the Pali Moana trees higher than the trees along Iwalani for wind protection. Alex stated there are trees at heights that are already affecting his views and others will be impacted soon. Mike and Alex agreed to discuss this and determine an acceptable maximum height for the trees.
Mike also brought up the issue of the Seacliff Monkey Pod tree that is overhanging into the Ag Park. Shinn Management stated that they had received a bid of $3000 to trim the two Monkey Pod trees nearest the Ag Park.
A motion was made and approved to spend $3000 to trim the Monkey Pod trees.
A protective border from grazing animals between the Ag Park and the driveway for 4030 Pali Moana was discussed. There was mention of a road on the map for Lot 26 that could possibly provide that buffer. Alex requested Ginny to look into that map before checking with a surveyor.
Infrastructure Report
Jack Lewis the chairperson of the Infrastructure Committee began by updating everyone on the continued discussion about whether the association can take over the maintenance of the ditches and culverts. Regarding repairs Jack analysed the cost if 49 units shared the maintenance cost. It came out to $410 per year per lot. There was discussion of sending out a letter to the association members that would ask them to vote on the association picking up the maintenance of ditches and culverts.
A motion was then made and approved to send a letter to all association members asking them to approve the association to clean the culverts and ditches. The repair side of the culvert issue would be dealt with in a separate communication. If the association agrees, then individuals will also be given a chance to opt out of the program with the caveat that if they do not clean their ditch within two weeks of being notified by Management, the association will have the right to clean the ditch and bill them. Pat Childs stated that the CC&R’s indicate the Homeowner’s association can bill a member if there is no compliance on keeping their ditch clean. Regarding the larger and more costly issue of culvert repairs, Jack said that the overall cost is approximately $400,000. It was brought up about shared responsibility. The decision was made to put it to the community for feedback This topic is in the gathering information stage at this point.
Further to the Infrastructure report, Jack reported that Management will have the inactive keypad either removed or covered. The pedestrian gate lock will be replaced soon as the locking mechanism is not strong enough. A few other infrastructure issues were tabled for now since the ditches and culverts are top priority.
Treasurer Report
Jack Lewis, Treasurer, informed the board that $144,000 in Homeowner’s dues had been collected so far this year. The expenses to date for landscape maintenance were a little higher than the allocated budget but that included removing cocos at the bottom of Makana Ano. Professional fees will be over budget this year. It was decided to not alter the budget but rather re-evaluate at the end of this year and make changes for the next year if needed. Ginny is looking into what it will cost to increase the limits for D&O Insurance. The assumption is that the increase would be nominal.
View Plane Committee
Winston reported that there have been no new complaints. Ginny and Winston to communicate outside of the meeting on some additional tree trimming items.
Communications
Winston shared that users cannot access the old website currently. He then presented a protocol of the new website to the Board. The website will be on Square Space and is professional looking and user friendly. There will be a community website and a homeowner’s side on the website. Once finished a copy should go out to all association members. Winston to send a clear content outline to the Board Members. Further discussion determined that the clear content draft and request for feedback should just be put on the share drive for people to look at. Also, perhaps at some point in the future a live camera feed will be added to the website.
Design Review Report
Stephan gave an update on present building projects. The board discussed these in relation to the new structure. Question and answer with Pat Childs ensued regarding proposed changes to design rules.
Property Management Report
See attached written report provided at the meeting.
The meeting was adjourned at 10:25 am.
