Q2/2024
Minutes of the Board of Directors Meeting
April 11, 2024
Attendance: Alex Kaplinsky, Winston Welborn, Mike Latif, Stephan Schaem, Elizabeth Freeman, Buddy Arnheim, Jack Lewis, Ginny Shinn
The meeting was brought to order at 8:00 am via zoom.
The president reported that the most pressing issue for Seacliff is the replacement of the gate which was mangled by a truck. The replacement gate is on order and an insurance claim has been filed. And the next highest priority is the Design Review Committee letter to the Board which will be addressed during the DRC report.
Alex gave the Ag Park Report and stated that he had reached out to Yoshi a couple of times but has not heard back from him. Mike Latif said Yoshi has been very busy. A discussion then ensued as to whether the Ag Park is using Roundup to keep weeds down. It was agreed that more information was necessary and there was no action to be taken at this time. Alex suggested it may be more appropriate for other entities, rather than the Seacliff board of directors, to investigate the matter.
Jack Lewis gave the Treasurer’s Report. He stated the DRC is requesting more funds to professionalize the Design Review Committee by bring in an independent professional to review plan submittals, communicate to residents who are in process with their build, etc. Further he stated at one time the DRC had hired an architect who subsequently resigned and more recently hired Ginny Shinn as acting DRC Coordinator along with Pat Childs who is a member of the committee and offers legal advice to the process when required. The DRC is requesting funds to hire an additional outside professional with experience in evaluating design plans. The proposal discussed the request, and the president requested the DRC to come back to the board with a concrete financial proposal for additional personnel.
Jack Lewis gave the Infrastructure Report and stated that the drainage cleaning is going well, and the other major infrastructure issue is the gate replacement. He deferred that topic to the Property Management report.
Ginny Shinn gave the Property Management report and thanked the board for choosing a design for the new gate. She stated that we are still waiting for a bid from Kipu Forge that needs to be submitted to the insurance company. Alex requested that Shinn Management determine if they think the bid is reasonable based on their experience and if so, move forward to order the replacement.
Ginny then asked the board whether they wanted to continue having the association pay for ditch cleaning. The original motion was for three cleanings, one each quarter. A motion was made and approved to continue the quarterly ditch cleaning.
An update on the status of the pedestrian gate lock was given as well as a security report. Lastly, Ginny reported on the invoicing for Seacliff which has now been moved in house to Shinn Management after problems using outsourced bookkeeping companies.
Elizabeth Freeman stated there was no Beautification Report.
The Fish and Wildlife report was given by Elizabeth. Alex asked if there was any further movement on having the Seacliff Crater Hill easements marked with signage. Elizabeth stated that she will discuss signage with Winston. Regarding putting chairs up at Seacliff’s Kilauea Lighthouse lookout (Previously known as the Picnic Area), Elizabeth said she will check with Fish and Wildlife to see if they have an objection. Also, Alex requested that she ask them if the trees at the Sunset Lookout could be trimmed to keep the view open.
Winton Wellborn demonstrated the use of the new website and its development for the Communications Committee Report. He made several recommendations for more people to become accustomed to using the site, stating that a website is only good if people use it. The board looked into various options for publishing the roster on the members only section of the website in order to give privacy for those who did not want their personal contact information shared. Winston showed a map with each lot and the name of the lot owner as an option to add to the website. A concern was that certain members may not want their name showing where their lot is. The privacy of residents who do not want their phone numbers or emails shared was also considered when deciding how to approach the map and roster being published in the member, password required, section of the website. Historically, Shinn Management has kept a Shared Roster that residents can opt into. New residents are given the option to be a part of the Shared Roster or not. It was decided that one roster would be created for the website which lists names and lot numbers of everyone and private information such as phone numbers and emails would be added only for those who have opted into the Shared Roster. Further discussion about the way in which the website can create automatic email announcements was also shared by Winston.
Ginny Shinn presented the report for the Design Review Committee. She stated there are seven properties in Seacliff in various stages of development. Some with architectural plans submitted, some with construction underway, some just with conceptual drawings submitted. Members of the DRC, who are all volunteers, are asking for a restructuring of the committee. To that end Ginny conveyed that she has begun researching how other HOA communities on Kauai are managing their design approvals. Lastly, Ginny stated that there are presently two properties in non-compliance due to roof glare, and as per the CC&R’s, the DRC has submitted an official letter to the Board of Directors. The CC&R’s lay out the options the Board of Directors has before them to respond to the non-compliance. After discussion the Board of Directors decided to wait and see what the two property owners’ response will be to the letters they received and to take it up again at the next meeting.
Two new business items were brought up for discussion: 1) A proposal to require 24-hour notice by any resident prior to flying a drone over another resident’s property and 2) the impact of pickleball courts in Seacliff.
A motion was made to require 24-hour notice by any resident prior to flying a drone over a Seacliff property. The motion was deadlocked. The President stated that he will ask Jack Lewis, who had to leave the meeting early, to vote on the motion, and Alex would report back to the board on whether the motion passes or not. Subsequently, the President informed Shinn Management that Jack Lewis voted no to the motion. The motion was not approved.
The board then discussed pickleball courts and their noise implications.
Lastly, Alex stated that Jack Lewis will be resigning from the DRC due to a relocation and a discussion ensued regarding who could fill his position. A motion was made and approved to ask Pat Childs if he would take an official position on the Design Review Committee as a full voting member, to replace Jack Lewis when he officially resigns.
The president adjourned the meeting at 10:33am.
On June 17, a final vote was received by the Board President approving the following motions electronically:
Not to seek more candidates at this point for the Design Review Committee.
To appoint Elliott Montgomery, Pat Childs, David Rossiter and Ginny Shinn to the Design Review Committee as sole members.
To approve the funds for Elliott Montgomery for the first 6 months.
Respectfully Submitted,
Ginny Shinn
Shinn Management
