Q3/2023
Minutes of the Board of Directors Meeting
July 13, 2023
Attendance: Alex Kaplinsky, Stephan Schaem, Elizabeth Freeman, Winston Welborn, Ginny Shinn, HOA Attendee: David Rossiter. Absent: Brian Buckley, Mike Latif, Jack Lewis
The meeting was brought to order at 8:05 am via zoom.
A motion was made by Alex Kaplinsky to approve the previous board meeting minutes of April 13, 2023. The motion was approved.
The President requested David Rossiter to report from the Fish & Wildlife Committee regarding the proposed easement changes Fish and Wildlife has put forward to Seacliff for consideration. David began by discussing the pedestrian trail. After having the easements staked by Honua Engineering, it became obvious that much of the original pedestrian trail has become overgrown and in places is no longer passable due to erosion. In the deed of Conservation between Seacliff and Fish and Wildlife either party may re-align an easement as necessary. Elizabeth stated that there are points on the pedestrian trail that are dangerous and not safe due to erosion and specifically after the lookout, the trail falls off the side of the hill. Fish and Wildlife has proposed that Seacliff adopt their maintenance road as the pedestrian trail and the Committee recommends that Seacliff accept this change.
Further David reported that the equestrian trail which has been renamed the Makana’ano Trail, is also not passable in places due to erosion. Fish and Wildlife has placed their predator fence 20 feet inside their property line to allow for maintenance. The proposed realignment of the Makana’ano Trail would then run outside the predator fence but still on Fish and Wildlife real estate. Fish and Wildlife has stated that they will be maintaining the 20 feet on the outside of the predator fence; however, David stated that he has not seen evidence of them doing that and suggests that Seacliff budget for maintenance of the trail. Another point David made about the proposed realignment of the trail is that the old fence is being removed so residents who own the Crater Hill lots, may see walkers going by and misconstrue that they are walking on their lot, whereas they will be walking on the old equestrian trail easement on Fish and Wildlife land that will be 20 feet outside of the predator fence. There remains the issue of where the equestrian trail ends. Fish and Wildlife’s proposed ending point is where the trail becomes steep going toward Lot 16, rather than the recorded easement showing this trail ending at the far end of Lot 16.
Alex made a motion to accept the pedestrian easement as proposed by Fish and Wildlife and to accept the equestrian easement proposal only if it continues to the end. The motion was seconded and approved. Alex then stated that if Fish and Wildlife does not accept this, the matter will be brought back to the board.
David requested a letter from the Board reflecting the approved motion that the Fish & Wildlife Committee can take back to Fish and Wildlife.
David continued by stating there is a remaining easement issue pertaining to the MOK 3 easement. This is located at the bottom of Makana Ano Road and goes across Lot 16 and meets the Pedestrian easement. For decades there has been a gate there that residents of Seacliff have used to access their easements on Crater Hill. Fish and Wildlife is not acknowledging this easement and has cut off access to Seacliff residents by not installing a gate in the new predator fence. The disagreement with Fish and Wildlife on the use of MOK 3 was discussed further by the board.
Alex moved to approve funds for David Rossiter to continue working with the professional services of a surveyor and/or land use attorney for the Mok 3 easement issue. And for David and Elizabeth to report back to the board. The motion was seconded and approved.
Further, there was a discussion to add more permanent markers to the staking so everyone can see the marked trails easily. Elizabeth stated that she has drawn up proposed easement markers. Alex requested the committee to also ask Fish and Wildlife if a viewing platform could be built in the Lighthouse Vista, previously the Picnic area, which is part of the Seacliff residents’ easement on Crater Hill.
President’s Report
Alex reported that it has been a fairly busy quarter. He reported that Pat Childs, attorney and Mark Eyler, architect have been introduced into the Design Review Committee and consequently some hot items have been de-escalated. Further, Alex stated that the ditch cleaning took place by the association and went well and should be continued as a solution to keeping the drainage canals and culverts in good operating condition. He updated the board on various issues that have been brought to him by Seacliff residents.
Lastly Alex asked the board to discuss the issue of board members not attending meetings. In executive session, a motion was made to replace one board member with the next person who had garnered the most votes in the last election, unless the non-attending board member agrees to attend meetings. The motion was discussed, seconded, and approved.
Treasurer Report
The Treasurer's Report was given by Alex who stated that there have been no significant variances in the expenditures and dues income is on track. He stated that the pedestrian bridge and gate is scheduled to be replaced in the fall and a bid of $7500 has been accepted. The cost of cleaning all the ditches will be approximately $4500 for the initial cleanup and $1300 every quarter thereafter.
Alex also presented to the board the option of adding further Directors and Officers insurance which he recommends. The cost of advancing the D+O Insurance to another $1,000,000 is estimated to cost $5,000. A motion was made and approved to purchase another $1,000,000 in Directors and Officers insurance.
Property Management Report
Shinn Management reported that a weekend security guard has been hired and Tony Rodarte will now work weekdays only. Tony received a board approved wage increase so that his net income will remain the same.
Further, the pedestrian gate was vandalized by walkers and now does not stay locked and the bridge itself is showing deterioration. Shinn Management recommended that it be rebuilt and stated that it will also create a more solid platform for the gate. To this end, Shinn Management has received two bids for the work and the board accepted a bid from Nick Marvin who can begin the work in the fall.
Lastly, Shinn Management stated that the culverts were all cleaned and it was a big job with lots of shovel work required to remove layers of mud in certain areas such as the bottom of Makana Ano. There was a discussion about going forward with having the association pay for regular cleaning of the ditches ($1300 each time). A motion was made and approved to pay for three further cleanings and then reevaluate the situation at the next board meeting.
Communications Committee Report
Winston Welborn shared with the board his concept for a new Seacliff website. There will be a landing page for the website, which will have a link for a public portal and an owner’s portal (password protected). The site will be on Square Space. Website domain names were discussed and Winston recommended going with the shortest domain name. A motion was made and approved to name the primary domain website Seacliffplantation.org.
Winston also reported on the status of an owner’s handbook he is working on for Seacliff. The handbook will include design rules, house rules, maps, etc. Regarding the design rules, Winston said he will create a one sheet overview around the long document. Alex stated that he is committed to creating an electronic version of the CCR’s in the next 3 months.
Infrastructure Report
Jack Lewis absent
AG Park Committee
Mike Latif absent
View Plane Committee
Winston stated that there was nothing new to report regarding view planes. At this time most things are being handled neighbor to neighbor.
Beautification Committee
Elizabeth Freeman said there was nothing new to report on beautification.
Design Review Report
Stefan reported on the status of current build sites and also stated that Lot 9A had received a letter of approval from the Design Review Committee for their plans. A discussion regarding interpretations of building heights took place and Stephan suggested a graphic showing the building height from any point be added to the Design rules. More clarity in the design rules outlining the build process was stated as a top priority.
The president adjourned the meeting at 10:13 am.
