|
H.O.V.E. Road Maintenance Corporation
Monthly Board Meeting
January 13, 2010, @ 4:00 pm, St. Jude's Church
I. QUORUM - Yes
Laura Foster, President
Mary Kastle, Vice President
Bob Armstrong, Treasurer
Mike Million, Secretary
Directors: Mike Finn, David Lohr, Jim O’Hara, Bill Vinson.
II. Call to Order @ 4:06 p.m.
III. Adoption of Agenda - There are no changes, agenda is adopted as written
IV. Approval of Prior Minutes: December 9th Board Meeting - The minutes are approved as written.
V. Reports:
Presidents Report: As many of you know, we have been searching for a new Corporation attorney. We will be recessing this meeting at no later
than 4:45, at which time we will move to the office to make a conference call to this attorney and determine whether to hire him. Once this call has completed, we will open the office
doors and reconvene the meeting at that time.
Treasurer’s Report: The 2009 spreadsheets were just completed. We ran nearly a $214,000 deficit for the year. Even though we spent roughly one
(1) million dollars, the 2009 budget was $1,420,000, thus keeping our expenses way under budget. The problem is that we are spending more than we take in. Our current financial hopes are
that we can get through the next month and begin to get assessments in. We must repay the $50,000 we borrowed from the investment fund. We currently have about $49,000 in the bank and an
additional $12,000 in the Merrill Lynch operating fund. We still maintain about $980,000 in the investment fund. Last month we took in about $17,000 from past due accounts, cinder
income, and a refund on fees. The primary objective for 2010 is to keep the outgoing funds less than the income. One week from today {Jan. 20, 2010} we will convene the Budget & Finance
committee for the purpose of establishing the 2011 budget. The meeting will be held in our office, at 5:00 p.m. The meeting is open to anyone who wants to come with constructive ideas.
Office Report: The staff is currently in the process of getting the bills out in the mail. We are examining the aspect of hiring, basically day
laborers to help in the stuffing of envelopes. We currently have several applications in the office now and will only be utilizing these temporary staff until billing is completed. There
is also a clarification to last months office report. What should have been stated was that T.I.H. {our auditing firm in Hilo} was impressed with our filing system and the speed and
accuracy in which our staff could retrieve documents they needed. Credit for this must go directly to Madison, our filing clerk, for an excellent job. Our auditors are currently trying
to reconcile figures between the 2003 and 2004 audit years and dealing with a discrepancy. This has created a stall in the progress toward a 2004 audit which may delay us well into April
since apparently some of the paperwork did not get to them in sufficient time.
Road Report: Last month we distributed 212 yards of cinder. We are currently out of paint and patching materials so we have been doing lots of
line of sight issues, totaling 70 blocks, mowed 80 blocks, and weeded 50 intersections. We are in need of equipment in order to service our equipment and ready it for the year. The major
accomplishment is that finally the equipment shed was finished. Next month, we will be involved in lots of painting. An A/V {abandoned vehicle} discussion ensued. Members are encouraged
to call the police department to report such problems.
Committee Reports:
Speed Hump: decision/action on community recommendations - Meetings of this committee began on October 5th and met each Monday, finishing up
with a final report on November 16th. These meetings were open to all members as well as any Board member. The entire report packet is available for inspection by members in the office.
The recommendation of this committee is to remove the speed humps, citing several administrative rules and to form a follow up committee to determine a road plan. It was noted that the
2011 Road Plan is due to the Board of Directors by the 1st of March and there is a lot of work to do prior to that point. There was much discussion among community members on the
implementation of this recommendation. It was also noted that there was a petition submitted by the membership one year ago that called for the removal of these speed humps. These
petitions were never acted upon. At the close of discussion, there was a motion made by Jim "To follow the direction of the speed hump/bump committee and remove the speed humps/bumps."
The motion was seconded by Bill. A vote was taken and the result was unanimous to follow the recommendations of the committee and remove the speed hump/bumps.
Road Plan Committee: Recommended that the Road committee chair get together with Harold and establish a date to start this committee.
VI. New Business:
Committees: establish Board of Director chairs for each committee.
Budget & Finance Committee chair - Bob Armstrong
Legal Committee chair - Mike Finn
Road Committee chair - David Lohr
Building & Equipment Committee chair - Bill Vinson
Bylaws Committee chair - Mary Kastle
Membership Committee chair - Jim O’Hara
Safety Committee chair - Laura Foster
Personnel Committee chair - Mike Million
Road Plan Committee will determine a start date and post to the web site as well as the office window. All members are welcome to participate.
Board members are also encouraged to attend.
Officers Positions: In a follow-up from the Annual Meeting, the question posed is whether or not there is any interest from any Board members to
be considered for an Officers position. Let the record reflect that there was no interest. The current Officers will hold their positions until the October 2010 Annual Meeting.
NOTE: At this time it is necessary to temporarily recess the meeting in order to make the conference call to the attorney. This meeting will
reconvene and be concluded at the office at the close of this phone call. Any members who wish to go to the office will be welcome to attend the closing of this meeting.
The meeting was resumed at 5:56 p.m. Two members entered the room when the door was reopened. The was a motion made by Mary "To hire Alan
Okamoto to be our legal representative." The motion was seconded by Mike F. A vote was taken and the result was unanimous in favor of hiring Mr. Okamoto as Corporation counsel.
VII. Adjournment @ 6:03 p.m.
Minutes were prepared and approved by: Mike Million, Secretary, on January 23,2010.
Minutes were verified by the Board of Directors on ________________, 2010 through electronic transmission. To be formally approved at the next
regular Board meeting.
Top of Page
H.O.V.E. Road Maintenance Corporation
Monthly Board Meeting
February 10, 2010, @ 4:00 pm, St. Jude's Church
I. Quorum - Yes
Members Present:
Laura Foster, President
Mary Kastle, Vice President
Mike Million, Secretary
Bill Vinson, Director
Jim O’Hara, Director
Mike Finn, Director
Members Absent: Bob Armstrong, Treasurer; David Lohr, Director
II. Call to Order @ 4:05 p.m. with eight (8) community members present.
III. Adoption of Agenda - There are no changes, the agenda will stand as written.
IV. Approval of Prior Minutes:
Jan. 13, 2010 Board minutes - there are no corrections, they are approved as written.
Jan. 19, 2010 Executive Session - was called for Personnel issues. We currently have three (3) full time employees on our road crew, one (1) supervisor, two (2) full time employees in
our office and one (1) part time temporary employee.
V. Reports:
Presidents report: For the benefit of those who did not stay for the conclusion of the January 13th Board meeting, after the 4:45 recess, we placed a conference call from our
office to Alan Okamoto. The call involved a discussion of legal service some of which were the consulting on our Bylaw procedures regarding the election of Directors, the Special
Membership Meeting, Road Maintenance assessments, and corporate representation in the event of a law suit. The conversation lasted roughly one (1) hour at which time, the meeting was
reconvened. Vice President Mary Kastle made a Motion to
Hire the law firm of Nakamoto, Okamoto & Yamamoto as Corporation counsel. The motion was Seconded by Mike Finn. A vote was taken and the results were unanimous (all eight Directors) in
favor of hiring this law firm. On February 5th there was a foreclosure auction held in Kona. The property was bid upon by two bidders and was sold for $6,000. We almost recovered the
majority of our investment in this transaction. We still have two foreclosures pending that hopefully will be final in the next few months.
Treasurer’s report: In the absence of Bob Armstrong, Mary Kastle will give this report.
As of the first of the year, we had $55,071.99 available. We took in a total of $54,395.32 during the month (roughly $1,000 from cinder, $32,783 in assessments, and $20,000+ from county
foreclosure auctions) During the month, we paid out $47,127.71. The end of the month balance, when factoring in the operating fund containing $12,877.14, is a total of $75,216.74. By
getting the bills out earlier this year, the office has managed to bring in more than normal for January, thus helping us with our financial crisis.
Secretary’s report: A question had come up last month regarding the meeting day and time. Is there a better day and time to hold meetings was the question. A lengthy discussion
ensued with several members offering opinions. Several options were explored and the final suggestion was to examine the possibility of holding the monthly board meeting on a Saturday
between 9:00 am and 10:00 am. The members present felt that this time of day may offer the chance for more members to attend the meeting and the earlier time in the day would still
permit a full weekend of family time for those in attendance. The Board is interested in exploring anything that will facilitate more member participation and will discuss this
possibility with St. Jude’s to see if it can be implemented. The members will be kept appraised of any changes to the day or time of the meetings through direct postings and the web
site. Another issue was a June 2009 letter to the Board of Directors from “Ocean View Residents”. The letter contained a request to “try doing random drug tests, I dare you.” The entire
letter was read to those members present, generally bringing to light the state of disrepair of our roads, the damage it was causing to smaller vehicles, the seemingly lack of work being
performed and a plea to please do something, soon. What the Board would like to say to these members is that our supervisor is working on a definitive plan to get our roads back into a
state of repair and that we have drug tested all of our employees and will continue to do so. The last point to mention was that of the opening this year for four (4) Director positions
up for election. This will take place during the annual meeting election so nomination packets are available in our office and should be submitted by July 1st to get on the ballot. Many
of our Directors are putting in anywhere between twenty (20) and thirty (30) hours per week and can always use some help. We are making some definite progress, however, there is always a
need for a helping hand and we do need the help.
Road Supervisor’s report: Last month, we loaded 245 yards of cinders, picked up another eleven (11) tons of patch material for potholes, however, we are only filling complaints at
this time. We mowed 20 blocks. We painted 51 blocks, and 30 intersections were painted with various markings (stop bars, slow, etc) We removed 19 sets of speed humps along with signs and
guide posts. We dealt with five (5) written complaints, and replaced two (2) stop signs and posts. The equipment shed was completed but it is still not usable until we get it fenced in,
which will cost about $11,000. Several pieces of equipment are down needing maintenance or repairs. It is recommended that we sell the speed humps so that we can add monies to our road
work. Also, members should be aware that when we begin painting entire blocks, that section of road will be closed to thru traffic during the painting process.
Committee reports:
Budget & Finance: Bob Armstrong, chair; Bob held committee meetings on both January 20th and 27th at the RMC office for the purpose of developing a 2011 budget which must be
submitted to the Board by the March meeting. The committee developed a preliminary budget and will present it to the Board at the March meeting. A member addressed the Board regarding
the management of our investment account, currently valued at $979,800. The monies were given by the original developer as a requirement to build Ocean View estates. The members concern
was whether or not the fund could be better managed and increase the return to the corporation. His belief is that it is currently not keeping pace with inflation. His recommendation is
to switch all of the investments currently with Merrill Lynch to TDAmeritrade, who will even absorb the costs involved in this move. This topic will be moved to a committee by this
member and the pros and cons of this explored. The Board is currently very busy with some matters which must be dealt with before March, so a meeting date will be developed for the first
part of March and will be posted on both the office window as well as the web site.
Personnel: Mike Million, chair; On February 3rd, the committee met with the task of determining a need for a position within our office specifically designated as a collections
person. It was determined that a need existed as there was approximately one million dollars ($1,000,000) in past due assessments owed the corporation. It was also established that if
this position was set up properly, it would be able to fund itself by the revenue generated. There is still a lot to be worked out, such as job requirements, hours, wages, etc. The next
meeting of this committee is scheduled for Monday, February 15th at 3:00 pm in the RMC office. We are meeting at this time in order to be able to engage the current office staff in the
development of this position as their opinions are critical to our success. We are potentially looking for a person with some accounting background, office skills, an ability to augment
our office during periods when our current staff are absent. This position will start as a part time position. Currently, the office is open Monday thru Friday from 8:00 am until 5:00
pm. They are closed for lunch from 12:00 noon until 1:00 pm.
Building: Bill Vinson, chair; The building is 30' X 66' and was purchased in 2005. It was left in the elements for four years prior to erection and required additional services to
keep it from damage. The total cost of the building is as follows: building costs in 2005 @ $22,295, Labor contracted to erect in 2006 @ $52,916, Additional services required to correct
rust issues @ $16.077, overages in concrete work to upgrade at 3,000 psi concrete @ $561. Total costs of the project to date exceed $92,000. One of the major problems noted on this
project was that it sat for so long that it required significant costs to prevent deterioration of the investment and there was no bidding process utilized at the time of purchase, just
one (1) single bid. This is not acceptable and should never be allowed to happen again. The first question generating from the building committee report is, whether or not this newly
completed equipment shed will keep the equipment dry. As our supervisor pointed out, he had no part in the design of this building (nor did any current board member). Actually, it was
purchased in 2005). However, it only has two sides and the “wind” side is exposed so rain will enter the building. Also, the building was located outside of the secure fence area and
cannot be used until equipment security has been established. The committee will locate the original set of plans and examine what can be done to correct the deficiencies in order to
make the building usable. Membership: Jim O’Hara, chair; This committee is projected to start up the first part of March. The web pages have been completely updated and will continue to
be on a regular basis. The address for the website is www.hoveroad.com . We are hoping for more member participation in this process so if members have any input, please email our
webmaster (the email for this is on the web site as well as that of the office) so that we can make the web site more interesting and informative for members. The membership will begin
to work on a project of combining the Corporate Action Plan and the Standard Operating Procedures into an actually workable document that comes in line with the correct workings of the
Corporation.
Bylaws: Mary Kastle, chair; The Bylaws committee is scheduled to meet on Saturday February 13th at noon in the RMC office to examine the methodology of the response to the
petitions filed with the corporation. They will be determining how to respond to the petitions, what to publish in the newsletter, and develop a ballot. Once these issues have been
worked out, there many other areas that will need to be examined.
A member brought up a question concerning Bylaw 6.1 (Determination of Budget for Road Maintenance Assessments). It was discussed. As a Board, we are working very hard to not only recoup
the monies owed this corporation from the past five years, we are also engaged in a process to insure that we operate within our budgetary means and in a responsible manner. The Bylaws
committee also has a lot of work to do in clarifying the entire set of Bylaws.
It was announced that anyone who wants to help with the newsletter for the Special Meeting to remove six (6) Directors was welcome to attend. One member asked whom was attempting to
remove these Directors. One stated that they had signed a petition but were not aware of what they had signed while another member stated that they were informed that several members had
signed these petitions under false pretenses. A question and discussion period ensued and it was noted that a significant number of these persons signed on these petition were delinquent
in their assessments and owed the Corporation a lot of money.
Road: David Lohr, chair; A member who acted as recorder at the first meeting of this committee noted that the Board chair person who headed the committee was not willing to commit
to meetings and asked if the Board could assign another Board member to this position. They also noted that the location chosen for the first meeting was not appropriate and requested a
more appropriate location for future meetings. There was a discussion of the requirements to complete this task, such as amount of money budgeted and time with the supervisor as he most
likely had much of the data they needed. There are lots of issues for this committee to deal with so this will most likely be an ongoing project for some time. Laura noted that her
Safety committee was not active at this time and she could assume the duties of Board chair for the Road committee. She will select a date and work with the members to get this task
finished. The dates and times will be posted on both the office window as well as the web site.
There were no further questions at this time, so the meeting was ready for adjournment.
Prior to adjourning, a Kau HPD police officer, who was present, commented that his Captain had moved two additional officers into this district and that they would begin a concerted
effort for more traffic & speed controls beginning this month.
VI. Adjournment @ 5:40 pm
Minutes prepared and approved by Mike Million, Secretary on February 14, 2010.
Minutes to be formally approved at the next regular Board meeting in March.
Minutes were verified by the Board of Directors on ___________________________, 2010 through electronic transmission.
Signed:____________________________________________, Secretary
Dated:_____________________________________, 2010
Correction to these minutes that was approved at the March 10, 2010 Board Meeting:
Road: David Lohr, Chair; A member who acted as recorder at the
first meeting of this committee noted that the group concluded that the Board chairperson who headed the committee was not willing to commit to meetings and the group thinks
that a new Board chairperson should be assigned to this committee.
Top of Page
H.O.V.E. Road Maintenance Corporation
Monthly Board Meeting
March 10, 2010, @ 4:00 pm, St. Jude's Church
I. Quorum - Yes
Members Present:
Laura Foster, President Mary Kastle, Vice President
Bob Armstrong, Treasurer Mike Million, Secretary
Bill Vinson, Director Mike Finn, Director
Jim O’Hara, Director David Lohr, Director: Absent
II. Call to Order @ 4:10 p.m. with fifteen (15) community members present.
III. Adoption of Agenda - Mike M. motioned to go into executive session at the close of the meeting to talk with several community members (Mike Taylor, Jim Steenburg, Stu Dawson,
Mark Montgomery, Harold Pawasarat, and Rev. Decker). Change was unanimously approved so the agenda is approved as changed.
IV. Approval of Prior Minutes: Board meeting minutes from February 10, 2010 - Jim O’Hara entered a change into the minutes regarding the Road Committee meeting, copy of the change
has been given to each Board member. Vote to accept the change, 6 in favor, 1 abstention, change was adopted, minutes will stand as changed.
Results of Executive session held February 20, 2010: There was a quorum present, Bob Armstrong, Mike Finn and David Lohr were absent, all other members present. On advice from our
attorney, a letter was drafted and sent 1st class, certified mail to the members listed on both the September 9th and November 9th petitions. The meeting lasted approximately 25 minutes.
V. Reports:
President’s report: On Friday March 5th, we were notified by our attorney of a possible law suit against the Corporation. Immediately following this meeting, we will be going into
executive session to discuss this pending litigation.
Treasurer’s report: At the end of January, total funds available in both the Operating fund and the checking account were $ 53,251.40. The end of February there was $ 292,768.55
in both accounts. Assessment income for February was $ 292,158.51, cinder loading income was $ 1,522.50, and miscellaneous income was $ 146.56. Expenses (money spent) in January was $
47,127.71 while February expenses have been $ 54,310.42. Expenses in the first two months of 2009 exceeded $ 200,000.00, so we have reduced greatly over the previous year. As required,
we have a preliminary budget prepared for 2011. That figure has come in at $ 896,100.00, well within our expected income range.
If all accounts were paid, we would expect about $ 950,000.00 to be generated. This will not happen, however, if we can generate some revenue from past due accounts, this should make up
the difference. This budget will allow us to allocate about $ 230,000.00 for the purchase of road materials, chip and oil. If we can get overhead costs down even further, we can have
even more for roads. We are trying to make this a realistic budget. A member made a statement that it appeared as though we were taking a totally different approach to this process than
had been done in the past. Bob explained that we projected our income, extracted expenses and that gave us a figure with which we could purchase road materials. The member inquired as to
how this was going to be spent. Mike Finn announced that he has taken over the Road Committee and will be holding the first community session next week. Prior to that, he will be meeting
with Randy. Now that we have an idea of how much is available, we will be meeting to determine the most beneficial ways to spend the money. Bob then interjected that we also now have
some good projections for possible available funds for 2010 and will be doing a similar meeting to determine distribution of this years resources. Bob insisted that our mandate is only
to do road work and that is what our money should be spent on. As far as the proposed assessment for 2011, the recommendation is to keep the current rate of $ 90.00 per lot. At that rate
we will have a possible revenue of roughly $ 950,000 and we believe that with revenue from past due assessments that we can generate about $ 900,000. If we can collect more, we could
develop a cushion. There has been a suggestion made that we should strive to have the amount of money needed to operate for the entire year in the bank by the beginning of each year. Bob
agrees with this as an ideal method to budget and mange the Corporation. The next discussion involved the properties that the Corporation currently holds title to and how we should
dispose of them. The topic was opened for discussion. We currently have title to five (5) properties and owe the County roughly $ 4,000.00 in back taxes, There are also two (2)
properties awaiting auction and one (1) that is in limbo at this time. Once these are completed, we will no longer have any properties in the foreclosure process. This process was begun
in January 2008 with our former attorney, Mr. Sogi and hopefully will be completed soon. In each of the properties, we have roughly $ 10,000 invested in each between back assessments,
taxes, attorney fees and commissioner fees. Our goal is to get these properties sold and minimize our losses, then to get our past due’s caught up and paying their assessments each year.
We will still be doing foreclosures but only on those accounts who refuse to work with us in bringing their accounts current. At this time, we have a realistic proposal form that can be
sent to area Realtors to aid in selecting someone to list our properties. Motion (Mike M.) To accept this form as a document to submit to Ocean View Realtors to list our properties. 2nd
(Mike F.) Vote to accept this form, all in favor. The motion is passed to submit the proposal form to Ocean View Realtors. A member has submitted a Trust Fund Proposal for review by the
Board. Bob agreed that we should initiate a committee to examine our trust fund with Merrill Lynch. The amount currently in the Investment Account (trust fund) is $ 973,860.87. That does
not include the $ 50,000.00 we borrowed from this fund and placed in the checking account to make it through the balance of the year. Once this is repaid, we will have slightly over one
million dollars in this account. This is an emergency fund that is to be used in the event of an emergency such as a natural disaster. The act of bad management does not constitute an
emergency. There is a need to have this fund reviewed and we will inquire with Merrill Lynch to arrange a meeting time with them.
Secretary’s report: In a recent investigation into a former employees inquiry regarding a pay off, it would appear that during a five (5) year period of 2004 - 2009, that
approximately $ 22,000.00 was overpaid to our employees in form of employee benefits. The Board needs to examine this further and insure that we are properly following the union contract
and the employee handbook.
Office report: This was covered in the Treasurer’s report.
Road report: Randy has estimated that we can resurface approximately 25 miles of road (fog seal) for roughly $ 200,000.00. Since we will have about $ 230,000.00 to work with this year
this is feasible. We loaded 266 yards of cinder this month, however, this will be the last month for this for awhile. We will not be accepting green waste unless approved by Randy and
with an appointment. We have handled many pot hole issues and are now out of patching mix. We will get more in March. A total of 15 blocks were mowed and 42 blocks painted with slow
markings, stops and stop bars. We received 10 written complaints and handled five of them. The other five issues were illegal dump sites on private property, driveway aprons and a
request for fill. We have 13 benches in the yard that were made under a community service arrangement. The Corporation was not involved in the production of these, the material with
which to make them, yet we have received them and have no legitimate place to put them. There has been a suggestion that we donate them to St. Jude’s church. Some discussion ensued and
it was determined that since the Corporation was only the recipient of these benches and that no Corporation time or resources had been invested in them that this would be a reasonable
suggestion. Motion (Mike M.) We give these benches to Rev. Decker for use at St. Jude’s church. 2nd (Mike F.) Vote was all in favor of giving the benches to the church. Randy will
arrange this transfer with Rev. Decker.
Committee Reports:
Budget & Finance (Bob): Everything was covered in the Treasurer’s report and there is nothing more to add.
Bylaws (Mary): The Bylaws committee will begin its work on Monday March 15th at noon in the Road Corp. Office. The first session will be a planning meeting to determine a starting point.
This will be a Board committee with community members on the panel. This is open to any and all who wish to attend.
Road (Mike F.): This committee will begin with evaluation of the 2011 road plan. The notice for the meeting will be posted on the door as well as the web site. We will be starting on
Monday March 15th at 5:30 pm in the Road Corp. Office. Plan on an hour to an hour and a half as a start up time. Anybody interested please plan to attend. Now that we know about how much
we have to spend we will devote our time to figuring out the best way to maximize our expenditures.
Personnel (Mike M.): The personnel committee started meeting on February 3rd and concluded their work on February 22nd. The purpose was to establish a collections person to deal with the
one million dollars in outstanding debt. This person has to be specifically dedicated to only collections, not supplemental office work. We can no longer wait for years, in many cases,
to collect on past due accounts. This practice was not good for the Corporation, nor was it good for the members as it set them up to fail. We are putting into motion a policy that will
help members become current with their accounts and deal with those who refuse to do so in a much quicker time frame. We believe that most members do not desire to be delinquent and do
not wish to have their properties liened and foreclosed, especially for only several hundred dollars. To allow an account to become delinquent many thousands of dollars is not a
responsible method of management. Our approach will be more proactive rather than reactive in dealing with the membership. Our goal is to be more flexible and receptive to members needs
and assist them in becoming successful and keeping their accounts current. Through a sound financial plan we can develop and implement a sound road plan. The person hired will
aggressively contact and work with members to gain their compliance with assessments. They will submit a detailed progress report to the board each month to monitor their development.
They will develop a system of contact with the members either through the mail or telephone which will begin with the least assertive and progress upward in stages. Any members failure
to attempt bringing their accounts current will result in a recommendation to the board to increase the penalty up to and including foreclosure. This will be the absolute last option
employed. This person will start at $ 10.00 per hour and be limited to a maximum of 18 hours per week to start. The position will be carefully evaluated starting on a smaller scale and
will allow for enough room to expand to a maximum level of efficiency. The position will be advertised on Hawaii island only. Some discussion ensued regarding the possibility of an added
incentive for this position to recruit the best person possible. At he close of this discussion period, the incentive rates of between 1.25 % and 2 % were explored and agreed upon as a
starting point.
As the committee chair Mike M. made a Motion - To recruit and hire a part time collections clerk as specified in the committee report and include an added incentive between 1.25 and 2
percent. 2nd by Jim O’Hara. Vote was taken and all members agree in favor of hiring a collections clerk. Motion passed.
VI. Unfinished Business:
Petitions: The Special Membership Meeting has been set for July 3, 2010 and we are currently working on the newsletter that needs to be sent out for that meeting. We will be working
closely with our attorney to insure complete compliance with all requirements. We hope to have things pretty well wrapped up by the end of the month.
VII. New Business:
Mahimahi issues: The Board has received a letter from a member who owns property on Mahimahi and is inquiring about the status of the closure there, due to the massive holes opposite our
pit around mid block. He was informed that we have no intention of lowering the road at this time and that we will be working on letters to those with infractions causing the problems.
Hope to have them done soon.
The other issue is that of Elton and Aloha Broad Band. At one time they had a tower on our hill in the cinder pit. It was only allowed to be there for a very short time and had to be
removed as it was alleged that the hill which held the equipment was going to be lowered and the material placed in the large holes across the road. Elton provides internet service for
the office at the current time and is willing to provide service for the yard area, which will allow Randy to have computer access. All of the concrete pads are still in place on this
hill and all he would need to do is re-install the towers & related equipment. Since we can not guarantee the length of time his equipment could remain there, it was suggested that we
give him a year to year agreement with the expectation that his equipment might have to come down. Laura will explore the possibilities of an agreement with him.
Petition SOP: Jim reported that his membership committee is getting organized and will be examining a procedure for complying with petitions to eliminate the issues and mistakes that
have arisen out of the September 9th and November 9th petitions. The procedure will be designed to be beneficial to both those signing the petitions as well as the office who receives
and verifies the information. The procedure will in no way impede the members rights or ability to file any petitions with the Corporation. We will try to post the proposal on the web
site for examination and feedback.
League of Women Voters impartiality: A letter was received in our office on December 8th, addressed to the Board of Directors and dated August 16, 2009. A member brought this letter to
our attention during the annual meeting, asking if we had seen it. Since it was not delivered until December 8th, obviously we had not. The basis of this letter is what needs to be
addressed by the Board. The organization that counts our ballots and determines our elections is suppose to be an independent, impartial organization. This was an unsolicited letter
which was channeled through a member rather than the Board which brings to question, the partiality of their motives. Last year, we used Kau Main Street, another impartial organization
as allowed under our Bylaws. The timeliness and quality of their work was extremely good. There is also a League of Women Voters (LoWV) in Hilo. Since elections are such an important
issue for the Corporation, the question is why would we want to take a chance with an organization who may have lost their impartiality. The suggestion is that we contact the Hilo LoWV
for a determination of their cost and needs to count our elections and make a determination once that information has come in.
Truck routes: Since the possibility exists that the speed humps may have caused many of the big trucks to move off King Kam & Aloha boulevards, we need to make contact with these
companies (mainly water haulers and cinder trucks) and request their compliance with truck routes to avoid more damage to secondary roads. This issue should come up in a road committee
for evaluation and determination.
Employee handbook: This process will begin by examining the leave and benefit section of the handbook and have a revised draft available at the next Board meeting for review.
VIII. Adjournment @ 5:35 p.m.
Minutes prepared and approved by Mike Million, Secretary on March 25, 2010.
Minutes are to be formally approved at the next regular Board meeting in April.
Signed:_______________________________________, Secretary
Dated:_________________________________,2010
Top of Page
H.O.V.E. Road Maintenance Corporation
Monthly Board Meeting
April 14, 2010, @ 4:00 pm, St. Jude's Church
I. Quorum: Yes
Present: Laura Foster, President; Mary Kastle, 1st Vice President; Director; Mike Finn, Director; Mike Million, Director; Jim O’Hara, Director; Bill Vinson, Director.
Absent: Bob Armstrong, Treasurer.
II. Call to Order: at 1605 By President Laura Foster. Four (4) community members were present.
The first order of business is that our Secretary Mike Million resigned his position as he has problems with his computer. Laura appointed Bill Vincent to fill that position for this
meeting. All in favor.
III. Adoption of Agenda: No changes. Agenda stands as written.
IV. Approval of March 10 Minutes: Jim O’Hara had one change. Ka’u Mainstreet should be Ka’u Main Street. Question to accept the March 10 minutes as amended. All in Favor.
Results of the March 10th Executive session: Director David Lohr requested to resign as a Board member. Resignation accepted by all remaining Board members.
As a result of an anonymous letter, disciplinary action was taken against one of our employees.
V. Reports:
President’s report: The St. Jude Band has invited everyone to attend their band rehearsal on the last Wednesday and Friday of this month. The band needs the experience of having
an audience.
Laura mentioned the County fuel tax rebate bill that would allow the fuel tax to be used in improving private roads. The County Council is holding a meeting on Monday the 19th, at 10:00
am, to discuss resolution 321-10.
Treasurer’s Report: As Bob was absent Laura gave the report. Cash Available is just over $600,000. Expenses last month just under $20,000. The investment fund $908,000. Bob is
talking to Merrill Lynch about this fund. TIH and Associates in Hilo are still working on our audit. Our CPA in Waimea reports RMC taxes for this year will be filed on time (for the
first time in many years). Mary noted that total expenses were actually $33,000 vice $20,000.
Road Supervisors Report: Randy gave his report. Filled potholes and broken edges on 32 blocks. 35 blocks above Kailua Blvd. were mowed in response to a complaint. Intersection
painting was accomplished at 52 intersections, 87 blocks total. Centerline reflective markers were laid down on 11 blocks. The full report is attached.
Committee Reports:
Bylaws Committee, Mary Kastle: We had one committee meeting that was mainly a planning meeting. We are waiting for input from our lawyer to be sure that our changes are done
right. The committee has no recommendations at this time. We need more people to show up at these meetings. A discussion followed regarding bylaws committee meetings. The next meeting
was scheduled for Wed., April 21 at 1:00 pm in the RMC Office.
Road Maintenance Committee, Mike Finn: There was no meeting in the last couple of weeks. Randy has been contacted to write up an estimate for our own crew to do fog sealing and
compare it to bids received by private contractors. Both Randy and Mike feel that our crew can do a better job and for less money. Either way we need to get started on this work as the
money is now available. We are looking at Fog sealing 10 to 11 miles on the roads to keep them in good shape. We need to start building a reserve fund to start major work within 2 years.
A meeting was scheduled in the RMC Office on Friday, April 23rd at 5:30 pm to plan which roads to include. A question was asked and a discussion followed on why we were looking at
outside contractors for this work? Mike explained that it was in the best interest of the membership to assure that this work was done right at the best possible price. Bids were taken
primarily for a cost factor, as we would rather use our own people.
Personnel Committee, Mike Million: We have advertised for a collection clerk that will be a part time position. There have been 44 applications received to date. The proposed job
description has been distributed to all Board members for finalization before someone is hired. A sample of the proposed collection log and monthly office report has also been
distributed. Mike mentioned that the position would entail 18 hours a week and the application deadline is the 19th. A committee meeting will be scheduled for shortly after that date.
VI. Unfinished Business:
Newsletter: The Petition Newsletter is at the printers and should be back the end of this week. The girls in the office are now working on labels. It is anticipated that we will hire two
people for several days to help stuff envelopes. We expect the Newsletter out the door by may 5th. It was mentioned that the size of the Newsletter would be smaller to save on costs. We
have saved about $900.00 for printing and may save an additional $1000.00 on mailing costs, as the weight will remain under 1 oz.
The Record Date for the July 03, 2010 Special Meeting was set for 60 days in advance of the meeting. This would be May 04, 2010. All agreed.
VII. New Business: None
VIII. Adjournment: The meeting was adjourned at 4:27 pm.
Respectively submitted: Bill Vinson, Acting Secretary.
Signed: _____________________________ Date: _______________
Top of Page
H.O.V.E. Road Maintenance Corp.
Monthly Board Meeting
May 12, 2010 @ 4:00 pm, St. Jude's Church
I. QUORUM: Yes
Present: President, Laura Foster; Vice President, Mike Finn; Secretary, Mike Million; Treasurer; Bob Armstrong; Director, Bill Vinson; Director, Mary Kastle, Director, Jim
O’Hara.
II. CALL TO ORDER: 4:03 p.m. by President, Laura Foster
III. ADOPTION OF AGENDA: Adopted as written
IV. APPROVAL OF MINUTES:
a. April 14th board meeting minutes
b. May 3rd meeting minutes
V. REPORTS :
a. President’s report: Special meeting newsletter was mailed on May 5th.
Auditing firm is attempting to reconcile a discrepancy between 2003 ending balance and 2004 starting balance. The amount of the discrepancy totals approximately 1.35 million dollars.
b. Treasurer’s report: Operating cash available is $607,000.00. Investment fund is $997,000.00. Last months income is $72,000.00. Year to date taken in is $753,000.00, spent is
$203,000.00.
c. Road Supervisor’s report: Gave verbal report, complete report is on file at the office.
VI. NEW BUSINESS:
a. MOTION: Accept 2011 Budget of $896,100.00 Motion made by Robert Armstrong. Vote taken, all in favor, passed unanimously
b. MOTION: Accept 2011 Road Plan to complete 11 miles of fog sealing.
Motion made by Mike Finn. Vote taken, 6 in favor 1 opposed, passed by majority
c. MOTION: Accept 2011 Road Assessment of $90.00 Motion made by Bob Armstrong. Vote taken, all in favor, passed unanimously
VII. ADJOURNMENT: 4:19 p.m. by President, Laura Foster.
The next monthly Board meeting will be June 9th, 2010 at St. Jude’s Church at 4:00 p.m.
Minutes submitted by: _________________________ Kristyn Haina
Approved by: ________________________________ Secretary
Top of Page
H.O.V.E. Road Maintenance Corp.
Monthly Board Meeting
June 09, 2010 @ 4:00 pm, St. Jude's Church
I. QUORUM: Yes
Present: President: Laura Foster, VP: Mike Finn, 2VP: Bill Vinson, Treasurer: Bob Armstrong, Secretary: Mike Million, Director: Jim O’Hara.
Absent: Director: Mary Kastle.
II. CALL TO ORDER: 4:02 P.M. by President, Laura Foster
III. ADOPTION OF AGENDA: Adopted as written
IV. APPROVAL OF MINUTES
a. April 26th
b. May 6th
c. May 12th – Board Meeting
d. May 28th
V. REPORTS
President’s report: At the May 12th regular board meeting it was brought to my attention that a meeting was not on the agenda. On April 26th the board held a meeting to deal with
internal board affairs. The result of the meeting by consent of six board members, Mary Kastle was removed from her officer’s position of Vice President and relieved of her duties as
By-Laws committee chairperson. She remains as a director.
May 3rd an executive session was called to fill officer positions: Mike Million stepped down as Secretary on April 2nd, since then issues regarding the recording of minutes of this
Corporation have been resolved. Mike has resumed his position as Corporation Secretary. Mike Finn has agreed to fill the Vice President vacancy and Bill Vinson was appointed as 2nd Vice
President. The current status of the Board of Directors; Laura Foster- President, Mike Finn-Vice President, Bill Vinson-2nd Vice President, Bob Armstrong-Treasurer, Mike
Million-Secretary, Jim O’Hara-Director, Mary Kastle-Director.
May 6th. a 7am Executive Session was called to address items of concern on our Web Site, after a short discussion 6 directors determined the material was not suitable. Mary Kastle
abstained from voting.
May 12th, an Executive Session was held to discuss the hiring of and the incentive rate of the collections person. His tentative starting date will be the first week of June. Six
directors approved. Mary Kastle abstained. Motion passed. Discussion to accept the hiring of an Equipment Operator as recommended by Randy Garrison. That person will start June 1st. All
were in favor. Motion passed.
May 28th, a 10:00am meeting was held at the office, Personnel forms for the office regarding reporting of the office and collections were approved for implementation June 1st. Formal
petition procedures were discussed and approved to be implemented June 1st. The procedure does not change the rights of Members to petition. The procedure is to make sure the petitions
are legible, signed properly, have a proper TMK number, phone number and correct address. The complete procedure will be available on-line at our web page and at the office.
Treasurer’s report: Operating cash available is $589,000.00. Investment fund is $987,000.00. Last months income is $21,000.00. Year to date taken in is $783,000.00, spent is
$214,000.00. Report is attached.
Secretary’s report: Current update on the ballots and newsletter, at the present time we may have the highest voting turnout ever. The office has acquired a new part-time
employee, a Special Account Services Manager, Drew White.
Road Supervisor’s report: Gave verbal report, complete report is on file at the office. The road crew has a new laborer, Aaron Puou and Equipment Operator, Rudolph Kaupu.
VI. NEW BUSINESS. None
VII. ADJOURNMENT: The meeting was adjourned at 4:20 pm by President, Laura Foster. The next monthly Board meeting will be held on July 14th, 2010 at St.Jude’s Church at 4:00
p.m.
Minutes submitted by: _________________________ Kristyn Haina
Top of Page
H.O.V.E. Road Maintenance Corp.
Special Membership Meeting
July 03, 2010, 10:00 a.m. at the HOVE Community Center
I. Opening and Call to Order: Notice of Last Call for voting @ 10:00 a.m. Voting closed at 10:10 a.m.
Quorum present: Yes
Present: Laura Foster, President; Mike Finn, Vice President; Bill Vinson, 2nd Vice President; Bob Armstrong, Treasurer; Mike Million, Secretary, Jim O'Hara, Director; Mary Kastle,
Director. There was a total of 44 members present at the meeting.
II. Determination of voting results: Loren Heck requested that an addition be made to the agenda to specifically address the reorganization issue. Laura Foster indicated that this
was already a part of the petitions and results were included. Loren asked specifically that a separate item be allowed for this purpose. Laura agreed to allow this addition. Loren then
requested an addition for "Good of the Order" pursuant to Robert's Rules of Order to allow members an opportunity to comment on the process. Other members saw no need for this addition
and Loren asked for a membership vote on the matter. Laura Foster agreed to allow a vote.
Diane NeufeId-Heck conducted the vote count. There were 21 members in favor of allowing the discussion. There were 22 members opposed to the discussion. Motion failed, there will be no
discussion.
As of Friday, July 2nd there has been a maximum possible of 2,686 lots voted.
To the question, "Do you want the six (6) Board members named on the petition to remain in office?
YES, 1,848. NO, 687. Board members will remain in office.
III. To the question, "Do you desire the Board to continue toward reorganization of the Corporation?
YES, continue toward reorganization: 527. NO, stop this process now: 1,893. The Board will not continue toward reorganization, the process has been stopped.
There are currently 90 votes not yet counted. They will be taken to the counter today and the results will be made available at the monthly Board meeting. This brings the total number of
votes received to 2,762. This is the highest number ever received in the history of the Corporation.
IV. Adjournment : The meeting was adjourned at 10:35 a.m.
Minutes prepared by: Michael Million, Secretary, on July 3, 2010 @ 12:50 p.m.
Signed: (Michael Million) Dated: July 03, 2010
Top of Page
H.O.V.E. Road Maintenance Corp.
Monthly Board Meeting
July 14, 2010 @ 4:00 pm, St. Jude's Church
I. QUORUM: Yes.
Present: President Laura Foster, VP Mike Finn, 2nd VP Bill Vinson, Treasurer Bob Armstrong, Secretary Mike Million, Director Mary Kastle, Director Jim O’Hara.
II. CALL TO ORDER: 4:06 P.M. by President Laura Foster.
III. ADOPTION OF AGENDA: Adopted as written.
IV. APPROVAL OF MINUTES:
a. June 9th, 2010
b. July 3rd, 2010
V. REPORTS:
a. President’s report: A big mahalo to all members who were able to attend the July 3rd meeting. Again a big mahalo to all who exercised their right to vote! A personal thank you
to all our hard working board members. We are continuing to work on a member e-mail list in an effort to communicate with all members on matters happening with the Road Corporation.
The 2010 newsletter is on schedule and we will be hiring temporary help to stuff envelopes.
The last of the 27 foreclosure's that started in January of 2008 have been completed and the properties that were acquired from this procedure have been listed with "The Land Office"
Our issue was how slow the audits were being conducted. The hold up is an issue with 2003 ending balances not reconciling with 2004 beginning balances. TIH provided the explanation as
follows: Carr & Goveia audited the 2003 books; they then sent the journal entries to our office to be posted as adjustments, our then office manager did not do the posting properly
accounting for errors. Our accountant David Ramos has finished the reconciliation and we now have a list of items remaining to be sent to the auditor; last estimate to finish 2004 was 2
months, with a check up to make sure the adjustments are correct before moving on to 2005.
Our office is sending the 2nd notice mailing to delinquent accounts.
It is important to note the RMC employees do NOT set policy or procedures. This corporation will not tolerate rude and inappropriate language or action towards any or our employees, not
in our office, or on the road ways. We can understand the frustration of some members but our employees are not the place to vent.
b. Treasurer’s report: Operating cash available is $564,824.00. Investment fund is $978,000.00. Last months income is $19,662.00. Year to date taken in is $803,000.00, spent is
$270,000.00. Report is attached.
c. Secretary’s report: The final count of the ballot that closed July 3, 2010 is as follows: Total votes counted 2782. 6 board members to remain in office Yes Vote and
reorganization of the Corporation No Vote. Full breakdown of count is attached.
d. Road Supervisor’s report: Gave verbal report, complete report is on file at the office.
VI. NEW BUSINESS:
a. Jim O’Hara announced that the 2010 annual newsletters are on schedule and will be ready to mail out on or before August 8th, 2010. The date of record is August 11, 2010.
VII. ADJOURNMENT: At 4:35 PM by President, Laura Foster. The next monthly Board meeting will be on Wednesday, August 11, 2010 at St. Jude’s Church at 4:00 p.m.
Minutes submitted by: _________________________ Kristyn Haina
Approved by: ________________________________ Secretary
Date: _____________________
Top of Page
|