MINUTES OF THE BOARD OF DIRECTORS MEETING OF
NAURU TOWER
TUESDAY, APRIL 24, 2007, 6:00 P.M.
ONSITE, LOBBY
DRAFT (subject to confirmation)
CALL TO ORDER
President Win Straube called the regularly scheduled meeting of the Board of Directors of Nauru Tower to order at 6.00 p.m.
ESTABLISH A QUORUM A quorum was established.
Members Present: Win Straube President
Gerald Greer Vice President
Setsuko Hayakawa Secretary / Treasurer
Harry Inouye Director
Charles Heitzman Director
Eric Hill Director
Robert Bosley Director
Doug Shackelford Director
Member(s) Absent: Keith Horita Director
Present By Invitation: Kevin Cole Hawaiiana Management Co., Ltd.
APPROVAL OF MINUTES
A. Annual Meeting Minutes of March 13, 2007: A motion was made by Chuck Heitzman and seconded by Gerald Greer to approve the minutes as distributed. The motion carried unanimously.
B. Board Organizational Meeting Minutes of March 13, 2007: A motion was made by Chuck Heitzman and seconded by Gerald Greer to approve the minutes as distributed. The motion carried unanimously.
C. Board Meeting Minutes of March 22, 2007: A motion was made by Chuck Heitzman and seconded by Gerald Greer to approve the minutes as distributed. The motion carried unanimously.
RESIDENT MANAGER’S REPORT
The Resident Manager’s written report was acknowledged, distributed with the meeting materials and is on file in the Resident Manager’s office and at Hawaiiana Mgmt. Co., Ltd.
TREASURER’S REPORT
A. Financial Statement for January, February & March 2007: Kevin Cole reviewed the current Financial Statements. By unanimous consent, the reports were accepted subject to audit. Setsuko Hayakawa reported that some changes are being made in the Statement to improve clarity. Changes are addition of new categories, elimination of “Miscellaneous” category, improvement of traceability of Reserve Accounts.
B. Delinquencies: There is one significant delinquency at this time.
COMMITTEE REPORTS
A. Administration & Personnel: Chair Robert Bosley reported on the following:
a. Secretary: New secretaries are currently being interviewed.
b. Salaries: Staff salaries are under review, with the goal to insure that all employees are properly compensated.
c. Employee’s Retirement Plan: The current plan administrator Donald Inouye was unable to attend. At the request of the committee Milton Miyakawa gave a presentation outlining the current Simple IRA. A motion was made by Doug Shackelford and seconded by Robert Bosley to authorize Milton Miyakawa to directly contact the plans providers for more detailed information of programs. The motion carried unanimously. An appropriate Board Resolution will be written up and supplied to Milton Miyakawa.
B. Budget & Finance: Setsuko Hayakawa reported that the 2008 Budget preparation will begin in the middle of July, 2007. Kevin Cole, Charles Heitzman and the Resident Manager were asked to review, evaluate and update the current Reserve Study of the major building components within the next 60 days.
C. Building & Ground: Chuck Heitzman reported the following sub-committee chairpersons have been appointed:
a. Electrical Systems: Doug Shackelford
b. Landscaping and Irrigation: Robert Bosley
c. Special Projects: Bud Brown
d. Health Club & Fitness: Frank Singer and Milton Miyakawa
Chuck Heitzman reported on the following matters:
a. Swimming Pool: The pool is open and operating properly. Work continues on assuring the proper warranties are obtained and a resolution is expected before the next Board meeting.
b. Central Filing System: Work has begun on organizing and maintaining a central filing system for all major building components.
c. Booster Pumps: The booster pumps have been repaired and are now fully functional.
d. Circle Fountain Rim: Several estimates for the repairs have been obtained. A motion was made by Gerald Greer and seconded by Eric Hill to have RCM Construction do the repairs for an estimated cost of $5,000.00. The motion carried unanimously. In addition, by unanimous consent the Board agreed it was a good idea to install lighting under the edge of the fountain rim.
e. Building Painting: It was reported that the last building painting work was done by Jade Painting with specification prepared by Smith Hawaii. Architectural Diagnostics Ltd. (ADL) has been consulted to determine why the paint has not lasted as long as it should have and come up with new recommendations.
f. Lobby Doors: Several designs for an automatic door were presented. Estimated cost for the doors is $20,000, estimated electrical work, $2,000, estimated permitting cost $1,000. Estimated structural engineering design costs and modifications $20,000. By unanimous consent, the Board agreed a structural engineer should be consulted to determine the feasibility of the proposed plan.
Win Straube discussed the following matters:
a. Saturday Resident Meetings: Saturday morning meetings with building residents have been very productive and the following matters have been discussed: ventilation (A/C, too hot or too cold), hot water issues, Hula and other classes in the lobby, security, structural concerns, employee input, parking problems, exercise room.
b. Wheel Chair: A motion was made by Eric Hill and seconded by Chuck Heitzman to purchase a wheel chair for the building.
c. Shopping Carts: Six shopping carts are on order and additional carts will be ordered if needed. Signs will be attached to all carts and posted where the carts are stored asking for carts to be returned to the storage area immediately after use.
Robert Bosley reported on the following:
a. Landscaping and Sprinklers: The automatic sprinkler system does not operate and he is currently training employees to do the needed repairs.
b. Interior Plants: Vendors have been contacted to see what can be done to improve these plants.
c. Building of the Year: In 1999 Nauru Tower was voted building of the year. Kevin Cole was asked to provide the criteria for obtaining this award. The goal is to again make Nauru Tower the finest building in the State of Hawaii.
Win Straube discussed the following matters:
a. Parking Sub-committee: President Win Straube asked that a sub-committee be formed to investigate and report to the Board on various parking issues outside the overhead door controlled areas at Nauru Tower. Issues include total number of stalls available to visitors, employee parking, and abuse of parking. By unanimous consent, Milton Miyakawa was appointed to chair this sub-committee, and Ryan Benavente will join the committee as employee representative.
Doug Shackelford reported that savings of $18,000 per year can be obtained by changing to Compact Florescent Lights. This project is currently underway and the Board thanked Doug for his fine work.
Eric Hill presented a comparison of the cost difference between buying and renting an apartment for the Resident Manager. The association CPA will be contacted regarding the tax implications of purchasing an apartment. This matter was deferred for 30 days.
Director Harry Inouye left the meeting at 8:30 p.m.
D. Legal & Rules: Setsuko Hayakawa reported that the issue regarding a large van parked in the parking structure is at an impasse. Kevin Cole was asked to provide a sample of other Associations’ parking policies. Kevin Cole and Setsuko Hayakawa will draft new Parking Lot Rules for all parking within the overhead door controlled areas.
E. Information & Communication: Gerald Greer reported the following:
a. Website: Larry Stanley has been contacted about the association’s current website. After a discussion, it was decided the goal is to have a website up and running in the next 30 days.
b. Monthly Newsletter: Win Straube asked that a monthly newsletter be published. The plan of action is to find a resident with journalistic ability to assist with preparation of the newsletter in the next 30 days.
UNFINISHED BUSINESS
A. Insurance: Terri Bosley reported that due to competitive bidding, the association was able to save $21,106 on the current insurance policy. The overall increase was 2% versus the 10% to 15% seen at other buildings.
B. Swimming Pool: See Building and Grounds.
C. Annual Employee Appreciation Fund: It was reported that an account has been opened at Pacific Rim Bank with an initial deposit of $2,000. Formal title of the account is “AOAO Nauru Tower, Annual Employee Appreciation Fund” and checks to the account should be made out in that name. A motion was made by Chuck Heitzman and seconded by Eric Hill to waive the Board of Directors Annual Appreciation Dinner and instead donate an additional $1,000.00 to the Annual Appreciation Fund, increasing the current total to $3,000. The motion carried unanimously. It was noted that a year round fund raising effort has started, and Milton Miyakawa has accepted to chair the Fund Raising Committee.
NEW BUSINESS
A. Employee Photo Board: A motion was made by Eric Hill and seconded by Chuck Heitzman to post photos and names of all employees on a photo board. The motion carried unanimously.
B. Cable Service, High Speed Internet Access and Digital Phone Service: Doug Shackelford reported that adding Road Runner internet service would cost $24.95 per unit or about $91,000 per year. After discussion, this matter was deferred.
C. Nauru Tower Television Channel: A motion was made by Doug Shackelford and seconded by Chuck Heitzman to install Oceanic Cable Road Runner Service in the Nauru Tower offices and to add an association television channel for all residents at a one time cost of approximately $2,000. Plus to provide wireless Internet access in the lobby area as well as obtain a public address system to be used together with projection equipment at meetings. The motion carried unanimously.
DATE, TIME AND PLACE OF NEXT MEETING
The next regular meeting of the Board of Directors will be on Tuesday, May 22, 2007 at 6:00 p.m. onsite in the building lobby.
ADJOURNMENT
The regular Board Meeting was adjourned at 11:00 p.m. and the Board entered into an Executive session to discuss, personnel, legal and contract matters.
Submitted by:
________________
Kevin D. Cole
Management Executive
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