Q1/2023
Minutes of the Board of Directors Meeting
February 9, 2023
Attendance: Alex Kaplinsky, Stephan Schaem, Elizabeth Freeman, Jack Lewis, Winston Welborn, Ginny Shinn. Absent: Mike Latif, Brian Buckley
The meeting was brought to order at 8:02 am via zoom.
President’s Report
Alex Kaplinsky, President of the Board, welcomed everyone and stated that the first order of business was to approve the minutes of the last board meeting of October 20, 2022. A motion was made and passed to approve those minutes.
Alex explained that he was currently working on becoming fully informed of current situations, systems already in place, and the status of committees and their work. He stated that his goal will be to improve on some of the current processes to meet the needs of the growing Seacliff Plantation Community.
Alex gave the status of the following motions made in 2022 by the previous Board of Directors:
Design Review - Lot 11B dues were approved for suspension until such time as the County of Kauai allows a buildable setback on the lot. If in the future the County reverts to the 1994 setbacks, back dues would then be owed to the HOA by the lot owner.
Fish & Wildlife - Approved that an introductory orientation to all Seacliff property owners will be provided by Fish and Wildlife. This will educate homeowners about easements, rules, and the delicate nature of the refuge.
(Final proposal on location of easements for the Equestrian Trail Easement and the Pedestrian Easement will be presented to the board for final approval when completed.)
Fish & Wildlife - Approved the following name changes of Seacliff Easements on Crater Hill: “Picnic Area” to “Lighthouse Vista”, “Equestrian Trail” to “Makana’ano Trail”.
View Plane - Approved removal of coconut trees at the bottom of Makana’ano Place cul de sac which are part of Seacliff common areas and some smaller trees at the corner of Pali Moana and Makana’ano. Quote is approximately $2500 for the palm trees.
Ag Park - Approved tree trimming of Monkey Pod tree at entrance to Seacliff. Ginny in discussions with Yoshi regarding how far it needs to be trimmed.
Ag Park - Approved tree trimming of eucalyptus trees planted during Green Barrier Project.
Property Management Report
Ginny Shinn gave an overview of the scope of work Shinn Management provides for the Homeowner’s Association:
Managing the front gate
Entry hardware of the vehicular and pedestrian gates
Troubleshoot and oversee repairs of gates and entry system
Issuing of gate cards, codes, and remotes
Tracking of gate entry codes and access
Managing the security of Seacliff common areas
Cameras
Hire and oversee security guard
Consult with homeowners regarding security
Oversee landscape maintenance of the common areas
Oversee road maintenance repairs
Provide proposals for projects upon request by the board of directors
Advise board of directors of any areas of risk or safety concerns
Make HOA deposits and pay bills for the association
Bookkeeping/Financial Reports/Seacliff Tax Return Filing
Maintain Seacliff annual filings with State of Hawaii
Assist HOA members on matters pertaining to the above
Assist the Board of Directors and provide minutes to the HOA
Ginny then stated that their office is in the process of creating a protocol for HOA residents to make dues payments via ACH. Also, recently there has been a change of the company Shinn Management is using for invoicing as the previous company is closing. There will be a forthcoming letter once the ACH payment system is in place. She then updated the board regarding a meeting with Yoshi about the monkeypod tree and his plan for creating a walking path in the Ag Park, part of which goes under the Monkey Pod tree overhanging into the Ag Park. A discussion then ensued regarding balancing the tree. There is no price yet quoted for the work which will be done by Tropic Tree Care. Ales stated that the trimming of the eucalyptus trees will be a cooperative arrangement with Yoshi. Lastly, Ginny raised the question about the possibility of budgeting for having the front gate replaced.
Treasurer Report
Jack Lewis, Treasurer, stated that the financial budget review for 2022 showed that spending was on track with the budget in most areas. It was slightly over budget on landscaping; however, only $45,000 out of $75,000 budgeted for special projects was used. Jack further reported that the budget for 2023 has an increase of $100,000 over the 2022 budget which will be allocated for major repairs, maintenance, and special projects.
Secretary Report
Stephan explained that he has developed a process of organizing and digitalizing important Seacliff files and he stated that he will continue to organize and catalogue the archives and streamline different versions of documents by mid-March-late April. A discussion of digital file and communication management ensued.
Design Review Report
Stefan provided an updated report to the board regarding building projects in progress. The Design Review Committee is presently working with 4 properties in various stages of building and submitting documents. The board discussed the communication process and compliance as it pertains to the Seacliff Design Rules. It was suggested and agreed that an attorney be requested to review the Design Rules specific to compliance. Additionally, the board suggested to the DRC to hold back on giving variances without a thorough study by an attorney.
Infrastructure Report
Jack opened the discussion regarding the CCR’s making lot owners responsible to maintain ditches and culverts on their property vs having the HOA take over the maintenance. Several options have been discussed and it was decided that feedback from the general membership will be needed to plan. It was also agreed to ask Lance Fu to take on the process of determining which culverts are most critical. Several years ago, Taniguchi Inc., engineers, gave a quote for fixing all the culverts at an estimated price of $360,000. Shinn Management had been asked to obtain a bid for cleaning the ditches as they stand presently and a price for maintaining the ditches in a clean state. Shinn Management stated that the quote they received was $4500 to clean the ditches in their present state and $1300 per month to maintain them. Shinn Management was requested to get a quote from Lance Fu of Taniguchi Inc., to rate each culvert as to priority of repairs needed.
AG Park Committee
Alex gave the report in lieu of Mike Latif who has absent. Alex stated that the immediate concern regarding the Ag Park is livestock that is getting pastured near the fence line with Lot 10 residents and the Monkeypod tree trimming. The long-term concerns are about tree growth and who pays for tree trimming of existing vegetation blocking views. Also, the wastewater treatment/energy plant being planned in the Ag Park, and its effects on Seacliff residents.
View Plane Committee
Winston discussed reflective roofs and the effect that it has on view planes; further discussion also involved intent of view plane easements. It was mentioned that there should be a clear definition of view planes and a visual document created.
Beautification Committee
Elizabeth Freeman brought to the attention of the board, a concern about near misses between cars and people at the intersection of Makana’ano and Pali Moana because what is planted in the planter beds at that intersection obscures driver’s visibility. Elizabeth and Ginny to discuss solutions regarding minimizing the plantings there.
New Agenda Items:
A Motion was made and approved for a Social Committee to be formed to plan an in person social event for the Seacliff residents. Titia and Ginny have volunteered to work on creating that event and will report back to the board.
Winston Welborn reported that he is willing to work on creating a web portal for current issues and announcements; a place to post announcements, CCR’s, maps/Plot maps, F&W guidelines, building guidelines, house rules and directory to improve communications as the community is growing. There would be a public site and an owner facing site created. This is currently under discussion with Alex, and Winston is hoping to have a prototype website by the next meeting. Further discussion ensued regarding a depository for documents and a calendar.
Action items for next meeting April 13, 2023:
An amendment to the house rules
Noise pollution
Use of drones
Alex requested each committee provide a one-page written report prepared ahead of the next meeting by each committee chairperson. He feels it will be more efficient.
The meeting was adjourned at 10:57 am.
