Draft subject to board approval

Kula Kai View Estates Board of Directors Meeting
April 10, 2011 at 5:15pm

Present were: Gary Kneeland, Karen Lane, Donna Farris, Arleen Myers Rick Elhard and Rose Herrera joined the meeting about 6:00p.m

Guest: Gail Lampson

Meeting was called to order:

Gate Report: Ted Stanton had advised Arleen that someone had run through the gate and that when he went thru the motor was wining and over heated so he turned the power off and temporarily fixed the gate. Gary went up to check on it and someone had removed the bolt and nuts and then removed it again. Since the power was turned off we lost the pictures from the camera. Gary has since replaced the bolt and nuts and the gate is operational. This happened the day after Arleen removed the old gate code from the key pad, two weeks after the new code was put on. Gary picked up the computer and software from Rex as well as the Cabella field camera. Ron advised him that he could pick up an old file cabinet for a reasonable price at a place in Kona in the Old Industrial section. Gary said he would try to pick one up.

Gary sold the lawn mower for $400. He had it listed on Craig’s list for $450, was offered $400 and he did not have to replace the battery.

Treasurers Report:
Arleen passed out the statements that Bruce Bradley had supplied. Also advised that Rod Frost had paid his dues current and refunded the association $100 of the $200 he was advanced for parts. He wanted to offer to supply and run the phone line for the other $100. If not he will reimburse us the balance as soon as he can. Gary advised that we already had the phone line, so did not need Rods help with this.

Gail Lampson introduced her self and gave us a verbal resume. She lives in Honomolino has a bookkeeping business and is doing the bookkeeping for Ranchos. She has a degree in economics, worked in various jobs dealing with finances and real estate for 20+ years, worked for the FBI years ago. Arleen asked if she were bondable. Gail said yes. Ranchos ran a criminal check on her before hiring her. She bills at $25 per hour. Ranchos bills are $700 to $1,000 per month they have 1300 lots. We are about one tenth their size so our bill should average no more than $70 to $100, less when there is less activity and more during the first quarter as that is when most of the work is billing and collecting dues is done.

Discussion followed on checks and balances. Treasurer would write checks but not be a signer on the account. We also discussed the Secretary position, but decided try other avenues for that.

Donna made a motion which was seconded to put HELCO’s bill on automatic payment out of the checking account in order to reduce the Treasurers work load. Motion passed unanimously.

Gary advised that we had received the 2nd Mail box key.

Arleen made a motion to approve spending up to $300 to hire a computer expert to set up the computer, software and camera in order to get the whole system operational. Motion was seconded. After discussion in which Gary said that Rex could probably help him, but if not then he would try to hire someone local. Motion passed unanimously. Gary made a motion that he be allowed to start the Service Order for the telephone drop and set it up on automatic payment. Motion was seconded and passed unanimously.

Rick Elhard and Rose Herrera joined the meeting.

Rose passed out copies of the March 21st Board of Directors meeting. Motion made, seconded and approved to accept the minutes as written.

Rose also handed out Draft Minutes of the Annual Membership Meeting of March 19, 2011.

Liability waiver: Arleen brought up the fact that the liability waiver asked people to sign a release even when they were not involved in the work. She had an objection to that. Gary also had a question as to whether he was liable if he hit someone’s car with a rock thrown up by the mower. The waiver does not cover that area. It was decided that further discussion would be needed on this.

Signers on Checking account. It was discussed and decided to add Gary Kneeland as an additional signer on the checking account to allow for someone being unavailable. Also it was decided that some checks would be left with the President in case the Treasurer was unavailable to write a check.

Karen made a Motion and Rose seconded to hire Gail Lampson of Bookkeeper Express Inc. as our Treasurer with the work and term to be at the Boards Discretion. Motion was passed unanimously.

Road Report %G–%@ Rick said that Kyle is bringing in equipment tomorrow and will be working on the roads this week. He is going to do the side roads first. It was discussed that some of the cracks were missed and not marked basically between POHA and Hibiscus. Rick said he would go over it with Kyle. Also that Kyle would advise residence if any blockage of access were to occur so that people would not get stuck.

Meeting was adjourned.

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