Q4/2023
Minutes of the Board of Directors Meeting
November 2, 2023
Attendance: Alex Kaplinsky, Stephan Schaem, Elizabeth Freeman, Winston Welborn, Mike Latif, Jack Lewis, Patrick Childs, Attorney and Ginny Shinn.
The meeting was brought to order at 8:05 am.
Alex Kaplinsky began the meeting by introducing Buddy Arnheim, a new member of the Board to all members present.
President’s Report
Alex Kaplinsky reported that he has been focused on rewriting the Design Rules with the Design Review Committee. Alex informed the board that the Design Review Committee has been working very hard to update the Design Rules as there will be quite a bit of new construction happening in Seacliff in the next few years. They have been working on rules to make this process run smoother for everyone including more accountability from homeowners and builders and quicker responses from the DRC.
Additionally, Alex reported that he has been working on writing a Phase II contract with the Ag Park which Yoshi has agreed to take to the Ag Park Board of Directors for approval. The Phase II contract is a tree maintenance contract that will allow Seacliff to cut trees to an agreed upon height, so the views for the Iwalani residents are not obstructed.
Treasurer’s Report
Jack Lewis gave the Treasurer’s Report and went through the financials and budget with the Board members. Jack stated that as of 3 quarters into the year, Seacliff was still up by $125,000. Regarding the budget, Jack suggested that the Landscape budget be raised in 2024. Additionally, this year, there have been more Design Review Committee costs as Pat Childs, attorney and Mark Eyler, architect were added to the committee. Security costs also increased due to giving the security guards a raise. Alex stated that there is a surplus mainly because there have not been any major infrastructure expenditures in 2023 so far; however, there has been more spent on legal and other professional expenses such as adding Ginny Shinn as the Design Review Committee Coordinator.
Infrastructure Report
Jack Lewis reported that all the culverts were cleaned recently by the association and will be cleaned every quarter as an experiment to see if that solves some of the culvert issues. He stated that he will be meeting with an engineer on the culvert degradation but feels it is not a high priority now that the culverts are being cleaned regularly. The pedestrian bridge is going to be replaced next week but there are no plans for updates to the vehicular gate.
Pat Childs stated that now the Design Rules have been updated the House Rules will need updating as well. Alex stated that he will work on that update.
Property Management Report
Ginny Shinn reported that Nick Marvin will be beginning the work of rebuilding the pedestrian gate. Her question to the board was how to handle the flow of pedestrians during the time the bridge is under construction. It was decided to leave the ingress gate open to let pedestrians walk thru. Shinn Management reminded the board that the pedestrian gate was vandalized and the lock broken. After the new lock is installed, Shinn Management recommended that a security guard be posted at 5:30am to re-educate walkers to the open time of 6am.
Shinn Management inquired as to whether the Board wanted an AED unit mounted at the bunker for use if someone has a heart attack while walking. After discussion, it was decided that the distance from the bunker would prohibit an effective use of the device and did not seem appropriate for the park like location.
Naupaka was planted along upper Makana Ano to stop the red dirt from sliding into the ditch. The cleaning of the ditches was completed and in some places, such as lower Makana Ano, the crew was shovelling out 3 feet of solid dirt and grass. The Board had given direction to Shinn Management to have a complete initial cleaning of all the ditches and then one time per quarter for 3 quarters, to have a maintenance cleanup of the ditches performed. After that time, the Board had agreed to revisit the process and determine if it should be continued. The board then discussed whether to lower the height of the privet hedges to avoid the cost of renting a lift every time it has to be trimmed. They directed Shinn Management to have the first part of the hedge cut down to the height the hedgers can reach without a lift. Then the board members can see the difference and make a decision about whether to bring the height down on all the hedges.
Communications Report
Winston Welborn stated that now the new Design Rules update has been done he can move forward on creating the new website. It will be easier to use than the google drive of documents. Stephan explained that the google drive docs are for the purpose of keeping an electronic document history by the Secretary. The website will be a simplified medium for residents to have Seacliff information and the Secretary can post documents to the Seacliff website once it is completed. Alex suggested a Next Door group be made to give residents an opportunity to chat.
Ag Park Report
Mike Latif said he had met with Yoshi and he appears to be very open to Alex’s maintenance agreement. A map that will show the trees in the AG Park and their heights will be incorporated into the Phase II agreement with the Ag Park. Also in the meeting was a discussion of Yoshi’s interest in having Seacliff walkers park in the Ag Park car lot. He is interested in creating a the walkway from the Ag Park parking into Seacliff. It will take funding, Mike stated and is in the planning stages. Mike also announced that November 25th will be the grand opening of the store at the Ag Park.
View Plane Report
Winston Welborn said that he has not been contacted by anyone regarding a view plane issue.
Beautification Report
Elizabeth Freeman reported that everything looks good. She had requested Shinn Management to have Gizmo Graphics come in and clean up the road signs such as painting where needed, etc. Elizabeth reported that the signs look better now that they have been refreshed.
Fish and Wildlife Report
Elizabeth Freeman and David Rossiter had been told by Fish and Wildlife that the lower gate was not a legal access for Seacliff residents to use to access Crater Hill. Pat Childs recommended that Seacliff request a title report from Title Guaranty showing all legal accesses onto Crater Hill that benefit the Seacliff subdivision including access from individual lots within Seacliff. A motion was made and seconded to have Seacliff request a title report from Title Guaranty showing all of Seacliff’s legal accesses onto Crater Hill. The motion passed.
Design Review Committee
Stephan Schaem presented an update for lots 9a and 9b. There was a discussion regarding access onto lots to do inspections. Pat Childs stated that reasonable notice must be given but that the Design Review Committee and the Board of Directors has legal right to go onto a property to verify compliance with rules.
A final discussion regarding the date and agenda for the Annual General Meeting was conducted and deferred to Alex Kaplinsky and Ginny Shinn to decide.
The meeting adjourned at 9:50am.
