General Manager's Corner

The Manager's Report
Kaniu Kinimaka-Stocksdale
General Manager HPPOA

HPPOA Board of Directors’ Meeting – September 15th, 2010
General Manager’s Report
Submitted by Kaniu Kinimaka-Stocksdale

Action Items from August 18th, 2010 BOD Meeting:

No GM Response. Answers were given at BOD meeting during Owners Input:

September 15th, 2010 General Manager’s report

Road Maintenance

On the Road Report – Unpaved Road Maintenance - new format. Mahalo nui to Robin Wright, Joan Galante and Ken McGilvray for re-introducing this format to the office.

Fuel Log – hand out – Fuel is purchased in bulk. Tracking log reporting lends to transparency.

Weed Whackers Report – For the remainder of the month of September our weed whackers will continue working Paradise Drive and Pohaku Drive. Forecast for October, will be on Beach and the bottom roads of the park coming up Shower Drive. As a preempt to the end of the SEE Hawai’i participants, please be advised SEE Hawai’i participants terminate in November.

Hauling Report – hand out

Paving Report – Paul Nash- hand out at meeting

Recycle Material - We continue to scrape and widen roads. We continue to haul the extra material gathered from widening the roads and reuse the fill in the puka’s/ holes along the shoulder/easement of the four main drives.

Speed Humps - In August HOVE accepted our offer of $12,000.00 for their Speed Humps (SH), signs and hardware. The entire inventory is stored in our warehouse. Inventory list in the office. GM/Staff requesting directive and/or policy/ procedures from the BOD as to how we are to proceed/ which roads to install SH. Please be advised Road Crew will need specific tools to install these speed humps. A list is being generated. Also, we will need a generator to install the speed humps. The generator in the warehouse is under repairs. Heads up regards to costs.

Warehouse Bathroom- Four bids were emailed to the BOD members. As explained to the VP, the original quotes were to build inside the warehouse. When asked to have contractors re-bid to build outside the warehouse, only one contractor submitted a bid.

Hauling RFP – An ad is being placed in the Hawai’i Tribune Herald (HTH) requesting for bid proposals. A sample of the ad will be emailed to the BOD.

Homeowners Petition on 30th Avenue - We continue to wait to hear the BOD’s response to the petition submitted July 21, 2010 by homeowners/HPP Residents on 30th Avenue. This issue has the potential of becoming volatile as it relates to the Fugitive Dust Law. A sample letter replying to DOH as written by our Attorney Ivan Van Leer is attached.

Activity Center

Land Use Permit – Commercial Kitchen Application – work in progress.

Ming Froden – Complex Caretaker, has submitted his verbal resignation. He plans to move to Maui. We are soliciting resumes for a replacement. Until we find a replacement, painting of the kitchen will be put on hold. We take this moment to say Mahalo to Ming, we will miss him and we wish him the very best.

Waiting to hear from BOD as to whether we close the entire park during Private Functions, or continue to allow residents to use/play, skate boarding in the parking lot during these private functions. BOD directive requested.

This GM is collecting bids to lay down tile in both restrooms. We have two on file. Bid quotes attached. Would like to get this work done in October. Bidders welcome.

       C.            Administration

1.   Merit Increase for Shannon Schutz and Calvin Fong- both have recently celebrated another year with HPPOA. GM would appreciate directive from the BOD.
2.   Analysis of A/R Collected in Year billed Report – hand out. As we work toward improving our reporting, we are substituting our regular A/R report with the attached A/R analysis report. Comments, suggestions from the BOD are welcomed. Please be advised, there will be changes as to the appearance of this report. Work in progress.
3.   QuickBooks Conversion –I am completing an explanation as to why I’ve decided to delay the conversion. A handout will be given at the BOD meeting. Work in progress.
4. This GM continues to work with USPS Kea’au Postmaster Alton Uyetake and Georeen Mano-Yamada, Customer Service/Growth Coordinator. As reported by Alton, he continues to collect whatever mail boxes he is able to get in hopes to replace the old with new mail boxes on Paradise Drive. Hunter Bishop, Mayors Adm and Ken Van Bergen, COH Properties manager is working on allowing HPP to use a portion of the land at the fire station. More details forth coming. Work in progress.

Pro Service – Unrelenting effort to keep ProService as HR for employees of HPPOA. On 09/09/10 an email was sent to BOD member. Attached please find a copy of the same. Ceridian versus Pro Service cost analysis. Aside all known facts and value of Pro Service, it just makes good business sense. Work in progress

Dialing for Dollars – We continue to dial for dollars as time allows in the office.

Attempt to Collect – A sample letter drafted by our attorney Ivan Van Leer, is attached for BOD review.

2009 – 2010 Audit - Connie Yeung/ Dolan & Associates reported our audit is moving along smoothly. Auditors have yet to do the accounts receivable. Audit should be completed shortly.

COH Park in HPP - As the COH prepares to write the resolution accepting our “gift” of the property we intend to use for our park, Hunter Bishop/Mayors Adm Assist requested a copy of the/our deed for the property designated/soon to become our County Park in HPP. We are excited. Work in progress.

Pau for now

HPPOA Board of Directors’ Meeting – August 18th, 2010
General Manager’s Report
Submitted by Kaniu Kinimaka-Stocksdale

Action Items from July 21st , 2010 BOD Meeting:

GM Comments:

August 18th 2010 General Manager’s report

Road Maintenance

On the Road Report - hand out

Road Equipment Report – hand out

Fuel Log – hand out

Weed Whackers Report – hand out

Hauling Report – hand out

Paving Report- Engineer Paul Nash to present to the BOD – Guest Portion of agenda

We continue to scrape and widen roads (see “On The Road Report”) We continue to haul the extra material gathered from widening the roads and reuse the fill in the puka’s/ holes along the shoulder/easement of the four main drives.

Speed Humps - HOVE has accepted HPPOA offer to purchase their road humps for $12,000.00. More details to be reported by GM.

Shop/Warehouse Restroom – 2nd permit completed. Attached proposal for addition. Would appreciate BOD approval.

HPP Beach Road Concern – Met with COH Hunter Bishop and Rick Carey resident on Bch road. Concern surrounding the placement of the boulders, the sign placed by COH near the boulders, lacking proper identification, the weekend campers and the mess some of them leave behind; the possibility of cutting off access to the water and the COH involvement / partnering with HPPOA in caring for the COH Park on Bch (Maku’u/Paradise) and C (Kaloli Point) Road.

Activity Center

Land Use Permit – Commercial Kitchen Application – work in progress.
Preparations on the way to paint the inside of the Kitchen
Men’s Restroom – For the past three months we have had toilet backup in the handicap stall of the men’s restroom. GM is seeking/asking for bids/help to make repairs. New tile installation held off until repairs to toilet completed. Work in progress.
Concern regards to public use of the volleyball court and basketball court during Private Parties. A consideration is being entertained to close the entire Activity Center during private parties. BOD feedback is requested.
Increase use of the Activity Center reported in the Non-Roads Income.

Mahalo to Associate1Leilani Bronson-Creely for her good work and tenacity.

       D.            Administration

1.   Office received Auditors (Dolan & Associates) list to begin preparation for Audit 2009 – 2010.   Audit to take place last week of August. Work in progress
2.   A/R Report – hand out. This month this GM is attempting to show details where we are with A/R Current, Delinquent and Old Old Delinquent accts. In May we began putting the Delinquent list together. Breaking down the different delinquencies, match up payments to the correct lot owner; check accurate address, phone numbers collect email address and such, this work is a living document constantly evolving. This report is as I/we presently see our delinquent accounts to be. Mahalo nui goes out to Associate 3 Mena Ancheta-Jones, SEE Hawaii participant, for spearheading this endeavor. Mahalo also to volunteers Jena, Patrice and Associate 2 Morgan Sky for their support and assistance.
3. Dialing for Dollars – Our/HPPOA in office version of “collections”. It took coaxing and a fun like approach to get our ladies to agree to kokua by making phone calls to collect delinquent road fees. Kathy our accountant expressed that we may be making some positive head way for on our financials, it shows a 3% increase from last month. We in the office like to believe we had something to do with this increase. Mahalo nui nui to all the ladies in the office.
4. This GM request the guidance from the BOD as to how much leniency can this GM allow to delinquent late
5. Work in progress – SAM/Quick Books Conversion – We are awaiting for test batch from “On Demand”, which this GM has, plans to accept and work on the early part of September. The plan is, we buy the Enterprise 2010, we practice on the new program September, October, and November in preparation for billing in January 2011. As part of this new program, it is also our plan/hope to bill via the website, be able to email bills and accept credit card payments over the internet. More serious attention will be given to settle payments daily; hopefully this will lessen our merchant credit card charges. Please, this GM asks your patience and support during this very delicate transition. It is our hope and plan that all will go well. During this time, the office will require serious concentration and focus to assure us success. Mahalo nui for your kind understanding.
4. .Work in progress – USPS Update – Attached email sent to BOD members August 02,       2010. Update: this GM has requested the assistance from the Mayor’s office to allow us/give back/lease at little or no cost, a portion of the land where our HPP Fire House is situated. Our COH liaison Hunter Bishop has begun the process to see whether/how COH can kokua HPP with this request. Work in progress.

HPPOA Board of Directors' Meeting, June 16, 2010

General Manager' s Report
Submitted by Kaniu Kinimaka-Stocksdale

Action Items from May 19^th, 2010 BOD Meeting:

GM' s Response:

In the May 19^th BOD minutes, there were eleven issues/concerns raised. This GM offers the following responses to 6 of the 11:

1, There was no profit as cited for the SEE Hawaii participants. Refer to May' s P/L Performance report. The $2.00 per page charge was approved by past Board of Directors. This GM believes this fee was adapted by what the County of Hawaii charges. Regards the service hours of the New Holland mower and mowing of Railroad Avenue, refer to May's On the Road Report . As for the alleged violation of Phase III Paving contract, a report from the Paul Nash, Engineer is attached to this GM's monthly report.

2. Insurance issue surrounding the speed humps HPPOA purchased; speaking with our insurance agent and asking countless questions; our present insurance policy covers every aspect of the use of these potential speed humps.

3. The day care tutoring located on 6^th avenue, was approved by the County of Hawaii. This GM spoke with lot owners (Campbells) asking for their cooperation and kind consideration in ensuring the support from the parents of their students to slow down and take greater care ensuring safety on the road.

4/5. Refund was given to renter. Report of this matter in GM's report.

6. Road Supervisor, appealed to the BOD asking for support from the BOD and residents within HPP to be responsible for their actions when driving while our road crew work on our roads. The road supervisor also cited the ill respectful behavior of a particular resident on 10^th Avenue. This GM has prepared a letter addressed to this lot owner addressing his undignified behavior.

June 16th, 2010 General Manager's report

A. Road Maintenance

1. On the Road Report - hand out

2. Road Equipment Report - hand out

3. Fuel Log - hand out

4. Weed Whackers Report - hand out

5. Hauling Report - hand out

6. We continue to scrape and widen roads (see On The Road Report ) We continue to haul the extra material gathered from widening the roads and reuse the fill in the pukas/ holes along the shoulder/easement of the four main drives.

7. Warehouse/Shop Restroom - Final contract cost attached. Work has begun.

8. Road Stripping - Proposal submittal - discussion - handout

9. Speed Humps - Email response from HOVE - hand out

10. Water Well Proposal - hand out

B. Paving

1. Paul Nash/ Engineer's Report - hand out

2. RFP for Phase IV Contract Update - Draft distributed May 19^th BOD meeting

C. Activity Center

1. Land Use Permit Commercial Kitchen Application - work in progress.

2. Work in progress - Roll up Doors for activity center. ETA June 2010.

3. Work in progress - Quotes being collected to tile the women's and men's restroom floors.

4. Painting the back walls of the activity center is completed.

D. Administration

1. Mayor Kenoi has accepted our invitation to be our Key Note Speaker for our June 27^th Membership Meeting.

2. A/R Report - hand out.

3. QuickBooks Conversion - Work in progress - .

5. Work in progress - This GM pleads/asks the BOD to decide/vote on a policy/procedure stating the fashion in which the accounting system/treasurer's report be presented. It is important that one system/style be agreed upon to ensure continuity and accuracy. By doing so, as BOD members/Officers change the accounting reporting style remains constant.

6. Work in progress - This GM continues to work with United States Postal Service (USPS) in hopes to increase mail boxes within HPP. Speaking with Georeen Mano-Yamada Customer Service/ Growth Coordinator from the Oahu office, this administration must follow pre arranged protocols and is tasked with producing information allowing USPS to perform an analysis quantifying additional mail box placement within HPP. This item is a work in progress/development.

7. Names of Nominee's for the 2010 HPPOA Awards being awarded at the June General Membership meeting June 27th:

Joan Galante - The Alan Deehr Community Service Award

Rusty Boehnke - The Rick Edwards Award

Tesse Tinker - The Albert and Maizie O' Neil Award

8. Heidi Hanza - Kaleidoscope Kids Special Use of Permit request - hand out

9. Church on a Sure Foundation - request to put in a Fire Hydrant

10. Annie Svaty - refund matter over and done with - regarding use of the Activity Center. Pau!

11. Department of Health - Quality Air Control - Verbal Report.

HPPOA Board of Directors' Meeting - May 19, 2010

General Manager' s Report

Submitted by Kaniu Kinimaka-Stocksdale

Action Items from April 21, 2010 BOD Meeting:

GM' s Response:

In the April 21^th BOD minutes, there were issues raised by seven owners. Here are responses to the concerns:

1. Homeowner' s expressed the lack of concern from the BOD and its association members with regards to the Kea' au - Pahoa Road Shoulder Lane Conversion, Highway 130 to Shower Drive project and the urgent need to respond to the Final EA report due by May 23, 2010. This GM has invited Wilson Okamoto Corporation, planners for this State DOT project, to come and speak to the residents of HPPOA. Brian Lock from, Wilson Okamoto Corp. is coordinating this meeting. Possible attendees: Brian Lock/Design/Civil Engineer, John Sakaguchi/Sr. Planner, Misako/Project Manager. State participants: Dan Tamura/State DOT and Roy Shiogi/State DOT. The GM reiterated to the involved parties the importance we meet prior to due date May 23. Details forth coming.

2. Homeowner concern regards the mower being down for much of March. Refer to the current HPPOA Road Equipment Report. The same lot owner expressed concern about payment to former attorney Ted Hong. Last payment made to Mr. Hong was April 6, 2010. FYI There is still 5 outstanding foreclosures Mr. Hong prepared in March 2007, HPPOA waits to hear results.

3. Ms. Annie Svaty deposit: GM returned $100.00 of the $200.00 deposit. The $100.00 retained was for extra cleaning HPPOA staff and volunteers provided.

4. Homeowner concern regards to mis-placement of " men working" sign along the main road. Road Supervisor addressed this issue with the weed whacking crew. The crew members apologized and will take greater care in the future. This same lot owner requested to replace boulders on their road. Shipman gave HPP 11 very heavy, large boulders located on E street, however HPP does not have the proper equipment to move these boulders and there is a sizeable cost involved. Seeing this will be the second time HPPOA will be replacing these boulders to this specific road, perhaps we ask the homeowner to pay for this transport?

5. Homeowner' s concern regards the Speed Hump policy; the BOD agreed to amend to the policy allowing BOD to decide placement of speed humps due to safety concerns. At its February 23, 2010 meeting, the Board approved authorizing the General Manager to put in speed humps as needed for safety.

6. Late arrival homeowner' s concern regarding waterline hookups: (1) This GM needs more information to answer this question. (2) Regards to fees, this GM will address the road fee as stated in the HPPOA By-laws which permits the Board to raise the road fee no more than 10% each year. Many still have the false- impression that the increase in the annual road maintenance fee is due to the Paving Construction Bond. The fact is that the fees are attached to the increase in yearly maintenance costs. 3) This GM knows of no law suit at this time. If there is a law suit, it will be covered within our Liability Insurance. 4) Lastly, there is a concern as to what value the lot owners receive by having this GM in office. This GM asks, When was the last time this lot owner or the group this lot owner represents, visited the office, attended a BOD meeting or a membership meeting, or for that matter participated in any activity or was a member of a committee within the association? This GM cordially invites each lot owner to come to the office spend some time; talk story and hear/learn/see all that has changed, improved and is happening within HPP.

May 19th, 2010 General Manager' s report

A. Road Maintenance

It is with gratitude, I take this time to say Mahalo nui to Tommy Spencer our Road Maintenance Supervisor. Tommy celebrated six months with HPPOA. It is through his leadership and example that we have accomplished so much on the roads.

You da man Tommy!

1. On the Road Report - hand out

2. Road Equipment Report - hand out

3. Fuel Log - hand out

4. Weed Whackers Report - hand out

We continue to please many residents as our crew, Chad, Joshua, Todd, Tyson, Bertram, Walter, Seth and Mr. Fong, weed whack. Mahalo to those lot owners who took the time and paid attention by calling into the office expressing their gratitude and pleasure.

5. We continue to scrape and widen roads (see - On The Road Report ) We continue to haul the extra material gathered from widening the roads and reuse the fill in the puka' s/ holes along the shoulder/easement of the four main drives. Mahalo to Jaime, Santos, Seth and Shannon for their diligent work.

6. Warehouse/Shop Restroom - Update: Drawings have been submitted to the Building Department. Permit forth coming. Due to the lack of space within the warehouse, it was decided to adjust the design and plans to cut through the walls to build the restroom on the outside of the warehouse/shop. HPPOA will need to resubmit for permit. After meeting and speaking with Chandra Fulton/ Permit Hawai' i, we should have this in the hands of the building department within a couple of weeks. Earth Karvers Hawai' i/ TNS Construction Co. submitted the lowest bid, $16,950.00 combined.

7. Road Striping- Update: Work in progress, still under consideration/ negotiations.

8. Speed Humps - Update: Received an email. HOVE to come back with a counter offer. . Our first offer was too low. Road Supervisor received a bid for $400.00 for the same size speed humps as the ones HOVE has to sell. This GM asks for BOD directive. HPPOA have been in communication with HOVE who has 29 sectional portable speed humps measuring 3 x19 ½ x 2 each section, for sale at approximately $1,000.00 dollars per unit. A counter offer can be made. This GM continues to search for prices and ways to deter speeders.

9. Update: Lloyd Cabral has offered to help along with Greg Datlof and NetCom. Quotes still coming in. 6 Radio handsets and 2 base stations complete; HPPOA received 1 quote thus far for $6,000.00; and more quotes are forth coming.

10. Update: This was the fifth item asked from Mayor Kenoi, and was told, Hold off until next time. This GM said, Okay. HPPOA has applied for a Tipping Fee waiver. We no longer wait for approval.

B. Paving

1. Paul Nash/ Engineer' s Report - hand out

2. RFP for Phase IV Contract to be discussed May 19^th BOD meeting

C. Activity Center

To the Activity Center Crew, Ming and Jena, you two have done a wonderful job with the facility. It is because of the two of you we, the association members and our families will enjoy even more the beauty of our activity center. We have always felt we live and worked in a special place, you guys have made the activity center even more special. Mahalo nui ia oe. You guys rock !

1. Land Use Permit Commercial Kitchen Application - work in progress.

2. Roll up Doors have been ordered. We can expect them to arrive the early part of June. A coordinated effort to install the doors is being planned.

3. Activity Center Calendar - hand out

Please take special note the calendar is bursting with activities. We welcome Mo Min Kuen Kung Fu and Women' s Self Defense Classes, bi-weekly chess classes and Zumba Fitness. The first night of Zumba Fitness brought out a record 125 participants to the Park! We plan to have Friday Family Night at the Movies (PG-13), to begin in June. We ask for the BOD' s support allowing the employees to set up as vendors for the snacks and refreshments. The movies will be free, and a charge for the refreshments.

4. The renovation of the men' s restroom is now completed and in use. FYI: plans are in motion to tile the women' s and men' s restroom floors; quotes are forth coming.

5. Be aware: painting of the back walls of the activity center will commence May 17 until pau. Please allow for two weeks, if not longer. Mahalo.

D. Administration

It is with pleasure I say Mahalo nui to the Ladies in the office: Morgan who has been with the Association for 12 years, Leilani almost 8 months and Mena going on 4 months. These ladies have brought a breath of freshness into our administration; a new kindred spirit of providing excellent service with ALOHA! You rock Ladies!

1. Update: May 3^rd meeting with Mayor Billy Kenoi and his staff. This GM asked for five items, and left the Mayor' s office with four.

(1) Mayor Kenoi initiated/approved to move on the County Park in HPP (proposed location on Maku' u Drive and 16^th Avenue). This GM is to work with Mayor' s Executive Assistant, Hunter Bishop, in setting up the protocols/ outlined as to what steps we take to make our county park a reality. In preparation for this park, this GM asks the BOD to re-activate the Park Committee. (There will be more discussion further in tonight' s BOD meeting.)

(2) Mayor Kenoi agreed to provide signs for the two undeveloped County parks already in HPP (one on Paradise Ala Kai at Kilika Road C , and the other along the blocked-off portion of Beach Road). A collaborative compromise is being worked out between the County and HPPOA to afford these parks to be cleaned and maintained for HPP residents' use - details forthcoming.

(3) Mayor Kenoi agreed to address how the County public bus system (Hele-On Bus) can serve the residents in HPP. The County Administration is looking into a pilot program to test the concept.

(4) The Mayor suggested a collaborative effort to include HPP residents (encouraging HPP Teens/Young Adults) to build a series of bus stop shelters throughout the park. The Mayor/HPPOA will call upon local businesses to donate/kokua building materials. Detail plans are being worked out. At this time it is with gratefulness that this GM says Mahalo nui to Representative Faye Hanohano for her part in setting up and orchestrating this meeting. You go Tita!

2. Mayor Kenoi has accepted our invitation to be our Key Note Speaker for our June Membership Meeting. I believe this would be a good time to express our Mahalo to the Mayor for his kokua of HPPOA.

3. A/R Report - hand out. Mahalo to Morgan and Mena for manually completing and separating the different accounts: Liens, Foreclosures, Bankruptcies and late payers. This GM is now ready to prepare letters for second payment mail out, to finish off this month of May. We can now/soon begin making a stronger effort collecting overdue delinquencies.

4. QuickBooks Conversion - Contract to work with Shane Olvera from On-Demand and Stephanie Oshiro QB Extraordinaire to begin the process Importing /switch over to QB.

5. Investment Opportunities - Update: Collect forms to open accounts with Home Street Bank. CD rates appear to be the best at this time. This GM waits for directive from BOD.

6. This GM pleads/asks the BOD to decide/vote on a policy/procedure stating the fashion in which the accounting system/treasurer' s report be presented. It is important that one system/style be agreed upon to ensure continuity and accuracy. By doing so, as BOD members/Officers change the accounting reporting style remain intact.

7. This GM continues to work with USPS in hopes to increase mail boxes within HPP. Speaking with Georeen Mano-Yamada Customer Service/ Growth Coordinator from the Oahu office, this administration must follow pre arranged protocols and is tasked with producing information allowing USPS to perform an analysis quantifying additional mail box placement within HPP. This item is a work in progress/development.

8. We take this opportunity to say Mahalo to David and Bonnie Fithian for their kind and generous donation of an extremely expensive water filtering system for all to enjoy and drink healthfully. The filtering system has been installed in the kitchen.

9. GM CIP Wish List to be discussed further in this meeting.

10. In closing, this GM needs to clarify what was reported in a previous GM report regards to funds made available to remove/exterminate Albezia trees. These funds are restricted to HPP property, easements due to potential liability issues.

All pau for now!