MINUTES OF THE BOARD OF DIRECTORS MEETING
10 February 2009
CALL TO ORDER
The meeting of the Board of Directors of The Commodore was called to order at 6:30 p.m.
ESTABLISH A QUORUM
Seven of nine members present, a quorum was established:
Members present: Tom Pick, Gordon Pang, Chuck Lileikis, Terry Crenshaw, Virginia Voss, Karen Lee,
Fred Arensmeyer
Members absent: Jeanette Caldeira
Present by invitation: Dimitri Dantos, Resident Manager
Allen Wilson, Hawaiiana Management Co., Ltd.
APPROVE MINUTES
There being no objection, the minutes of the 13 January 2009 regular meeting of the Board of Directors were
approved as submitted.
RESIDENT MANAGER'S REPORT
The Resident Manager presented a written report. The report was accepted, to be placed on file at the
Association office as well as at Hawaiiana Management Company, Ltd. Topics discussed include:
1. Various maintenance projects underway in the complex.
2. Issues with residents in the building.
3. Issues with parking in the garage.
4. Proposals for additional projects to be approved.
5. Security Cameras: Consideration of this proposal was deferred.
6. Expansion joints in garage: The Property Manager was directed to provide copies of the Wiss Janney Elstner
report to the current Board members.
7. Correspondence: It was moved by Director Pang and seconded by Director Lee,. to deny a request for
reimbursement submitted by the owner of #3E pertaining to plumbing in his apartment. The motion was
adopted unanimously.
TREASURER'S REPORT
1. The financial statements for January 2009 was received and accepted, subject to audit.
2. The Treasurer reported on the 2008 year end summary, trends in electrical use and the formula for
adjusting the Common area Pass-through payments.
3. A discussion was held regarding various cost saving measures to be considered.
UNFINISHED BUSINESS
1. Refinancing: The Property Manager reported on the feasibility of refinancing the balance of the existing
Association loan with Central Pacific Bank. Consideration of this matter was deferred pending receipt of
more favorable financing terms.
2. Annual Meeting: The Resident Manager was directed to cut back on the amount of refreshments to be
available at the Annual Meeting in March.
3. A discussion was held regarding the problem with the flooring in #9H which results in substantial
disturbance to the neighbors below. The owner of #9H has agreed to work with the Association to reach a
satisfactory solution to this problem.
NEW BUSINESS
1. Committees: Director Voss was authorized to notify Pat Giustra, Bob Hardy and Barbara Malone of the
formation of the Building and Grounds Committee.
2. Apartment Doors: A discussion was held regarding the feasability of approving alternative designs for the
front doors of the apartments. Consideration of this matter was deferred pending identification of suitable
alternatives.
3. Electricity: A discussion was held regarding the feasability of generating electricity using solar panels, wind
turbines or any other means, in an effort to cut down on utility costs. Director Voss reported that a
conversation with State Representative Gene Ward indicated that there may be some State grant funds
available for such a project.
4. Reimbursement: A request for repairs to the ceiling of #15B to be performed by the Association was denied
by unanimous agreement.
5. Art Pieces: A discussion was held regarding the numerous pieces of art in the bulding and the deteriorating
condition of some of them. Further consideration of this matter was deferred until after the Annual Meeting.
EXECUTIVE SESSION
The Board went into Executive Session at 8:40 p.m. to discuss certain legal matters. The regular session
was resumed at 8:50 p.m.
NEXT MEETING
1. The next meeting will be the Annual Association Meeting to be held on 10 March 2009, at 6:30 p.m. in the
Recreation Lounge.
2. The next regular meeting of the Board will be held on 14 April 2009, at 6:30 p.m. in the Reading Room.
ADJOURMENT
There being no further business, the meeting was adjourned at 9:10 p.m.
Allen P. Wilson
Senior Management Executive
.
APPROVE MINUTES
1. There being no objection, the minutes of the 9 September 2008 regular meeting of the Board of Directors were
approved as submitted.
2. There being no objection, the minutes of the 9 September 2008 special meeting of the Board of Directors
were approved as submitted.
3. There being no objection, the minutes of the 14 October 2008 regular meeting of the Board of Directors were
approved as submitted.
4. There being no objection, the minutes of the 30 October 2008 special meeting of the Board of Directors were
approved as submitted.
RESIDENT MANAGER'S REPORT
The Resident Manager presented a written report on the status of various projects going on in the building. The report was accepted, to be placed on file at the Association office as well as at Hawaiiana Management Company, Ltd.
1. Pool deck damage: The Resident Manager was directed to obtain proposals for root pruning and installation
of chemical barriers around the concrete pool deck.
2. Plumbing: It was moved by Director Crenshaw, with second by Director Voss, to approve a proposal from
Interstate Energy Savers, Inc. for replacement of the back flow preventer valve at a cost of $4,960 plus tax. The
motion was adopted unanimously. The motion was later amended to approve a proposal from Interstate
Energy Savers, Inc. for replacement of a rusted four foot section of iron pipe at a cost of $5,883 plus tax. The
amendment was adopted unanimously.
3. Water Heater: It was moved by Director Lileikis, with second by Director Crenshaw, to authorize the removal of
the defunct electric water heater and install two valves enabling the future installation of a back-up heat ex-
changer, at a cost not to exceed $30,000. The motion was adopted unanimously.
4. Fish Pond Filter: Consideration of a proposal to replace the water filter in the Koi Ponds was deferred.
5. Office Equipment: It was moved by Director Pick, with second by Director Crenshaw, to authorize the resident
manager to replace the photocopier and purchase three chairs for the office, at a cost not to exceed $1,200.
The motion was adopted with six in favor and one opposed (Voss).
TREASURER'S REPORT
1. The financial statements for September and October 2008 were received and accepted, subject to audit.
2. The Property Manager reported four owners with delinquent account balances over 30 days.
UNFINISHED BUSINESS
T-Mobile Contract: Consideration of the T-Mobile contract was deferred pending review by Director Pang.
NEW BUSINESS
Reorganization: 1) It was moved by Director Calderia, with second by Director Voss, to elect Director Pick to
serve as President of the Board until the next Annual Meeting. The motion was adopted unanimously.
2) It was moved by Director Calderia, with second by Director Voss, to elect Director Pang to serve as Vice-
President of the Board until the next Annual Meeting. The motion was adopted unanimously.
EXECUTIVE SESSION
The Board went into Executive Session at 7:35 p.m. to discuss certain legal matters. The regular session was
resumed at 8:35 p.m.
RESOLUTION
It was moved by Director Calderia, with second by Director Pang, to adopt the following policy resolution:
Resolved, that it shall be the policy of the Commodore AOAO that Board members are not expected or
authorized to take any direct actions to enforce the covenants of the Declaration, Bylaws or House Rules, but
shall refer all such enforcement issues to the management professionals retained by the Association. The
motion was adopted unanimously.
NEXT MEETING
The next regular meeting of the Board will be held on 13 January 2009, at 6:30 p.m. in the Reading Room.
ADJOURNMENT
There being no further business, the meeting was adjourned at 8:45 p.m.
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