NOTICE

REGULAR BOARD OF DIRECTORS MEETING

AOAO MAILI COVE

APRIL 21, 2023

VIA ZOOM

PRESENT:  President Jamie Davis,  Vice President Mike Silva,  Secretary George Butler, 
Treasurer Glenn Davis, Directors:  Nina Lamadora,  Judith Weigand,  Debra Doak

BY INVITATION:  Sr. Property Manager, Russell”RD”Doane, Hawaiian Properties, Ltd.

 Maili Cove RM- Ray Doak.

AGENDA

CALL TO ORDER: By Chair after the conclusion of the Annual Meeting

APPROVAL OF MINUTES: Regular Board of Director’s Meeting Minutes – December 2, 2022

2023 Annual /Organizational Meeting Minutes – February 17, 2023

TREASURER’S REPORT: A. 2023 Financial Statements

REPORTS: A. PRESIDENTS REPORT-PRESIDENT DAVIS

B Resident Manager’s Report-RM Doak
C. Architectural/Design Committee- Chair Weigand

OLD BUSINESS: A. Fence Project/Permit-update

NEW BUSINESS: A. Ratification of previously approved actions of the Board;

OWNERS FORUM: The forum is limited to 15 minutes. Each owner is allowed 5 minutes to express his
or her concerns. Complex or lengthy issues should be sent to the Property Manager or Board in
advance of the Board Meeting.

EXECUTIVE SESSION: To discuss legal and personnel matters (if any)

ANNOUNCEMENTS: The Next Meeting is TBD

ADJOURNMENT: NO MORE THAN 2 HOURS

 REGULAR MEETING of the BOARD OF DIRECTORS
of AOAO MAILI COVE

MINUTES

DATE: Friday, December 2, 2022

PLACE: Via Zoom

PRESENT: President, Nina Lamadora, Vice President Jamie Davis, Secretary

George Butler, Treasurer Charmaine Dipp and D irectors Judith Weigand.

EXCUSED: D irector Glen Davis

GUEST(S): Property Manager, Russell “RD” Doane o f Hawaiian Properties, Ltd.

Resident Manager, Ray Doak

CALL TO ORDER:
President Lamadora called the meeting to order at 4:00 p.m.

OWNERS FORUM:June Medeiros (205), Julie Davis (121), Kim Coffee (101), Laura Smith
(209), Deb Doak (305), Michael Silva (221), Roger Lerud (113), Rod Bergen (310).

APPROVAL OF MINUTES:
Treasurer Dipp moved and Secretary Butler seconded the motion to approve the August 12,
2022, regular Board meeting minutes and the October 21, 2022 Special meeting minutes as
written. Hearing no objections, the motion carried unanimously.

TREASURER’S REPORT:
Treasurer Dipp gave a verbal report of the 2022 financials

REPORTS:

President Lamadora gave a verbal report on the association business

Vice President Davis gave a verbal report as the chair of the building/grounds committee
RM Doaks gave a verbal report
Director Weigand gave a verbal report as the chair of the architectural/design committee

OLD BUSINESS:

A. Fence Permit- pending DPP approval. RM Doaks included this in his report

NEW BUSINESS:

A. New Landscape Contract- Director Weigand moved and Vice President Davis seconded the
 motion to ratify the previous approval via email by the Board. The motion carried
unanimously.

EXECUTIVE SESSION: Hearing no objections, the Board moved into executive session at
5:08PM. To discuss personnel and delinquencies.

ANNOUNCEMENTS: TBA

ADJOURNMENT:
With no further business to be discussed President Lamadora adjourned the meeting at
6:00PM

Submitted by,
Hawaiian Properties, Ltd.
Managing Agent for
AOAO Maili Cove

Russell “RD” Doane, Sr. Property Manager

Approved by: Secretary George Butler

 AOAO MAILI COVE
2022 ANNUAL MEETING MINUTES

On-Site
Via Zoom
Friday, February 17, 2023

CALL TO ORDER:

The chair, President Nina Lamadora called the Meeting to order at 4:00 p.m. with over 50% of
the Ownership represented at the Meeting in person or by proxy.

PROOF OF NOTICE OF MEETING:

A notice of this Meeting was sent to all Owners of record on January 3, 2023.

INTRODUCTIONS:

Secretary George Butler, Treasurer Charmaine Dipp, Directors, Jamie Davis, Glenn Davis and
Judy Weigand, Property Manager Russell “RD” Doane and Administrative Assistant Joahanna
Rose Delacruz & Joanne Beate of Hawaiian Properties, Ltd.

CONDUCT OF BUSINESS:

In accordance with the State By-Laws the meeting was conducted under the most recent edition
of Robert’s Rules of Order, Newly Revised. Meeting rules for this and all future Association
Meetings were mailed to all owners and provided upon check-in.

APPROVAL OF MINUTES:

The March 18, 2022 Annual Meeting minutes were approved.

REPORT OF OFFICERS:

A. President’s Report
President Jennings gave a verbal report on the past year.

B. Auditor’s Report
The Annual Audit for the fiscal year ending December 31, 2022 was not available at check
in.

APPOINTMENT OF TELLERS: 316- Eric Berggren

NOMINATIONS

Four positions on the Board have expired. The following owners were nominated: Jamie Davis-
121, Glen-201, Deborah Doak-305, Mike Silva-221, Darrel Mortenson-304).

ELECTION OF DIRECTORS:

Nominations were closed and the following were elected to the Board:
Glenn Davis (60.565%) Mike Silva (60.565%) for 3 year terms- 2026 & Deborah Doak
(53.951%-2 year term - 2025 & Jamie Davis (41.06125%) 1 year term -2024.

NEW BUSINESS:

A. Tax (Rollover) Resolution: The following resolution was adopted without objection.

“Resolved by the Owners of the Association that the amount by which each Member’s
assessment in 2023 exceeds the total payments of the Association for maintenance, repairs,
and other expenses and capital expenditures of the Association as the Board of Directors has
appropriately paid or determined payable, shall be applied to regular Member assessments in
the year 2024.”

ADJOURNMENT:

There being no further business, the Annual Meeting was adjourned at 4:45 p.m.

Submitted:

_____________________
George Butler, Secretary

Hawaiian Properties, Ltd.

Agent for AOAO Maili Cove
Russell “RD” Doane, Senior Property Manager
 AOAO MAILI COVE
BOARD OF DIRECTORS ORGANIZATIONAL MEETING MINUTES
On-Site
FRIDAY, FEBRUARY 17, 2023

I. CALL TO ORDER:
˰The Board of Directors’ Organizational Meeting was called to order at 4:55 p.m.
following the 2023 Association Annual Meeting.

Present were: Jamie Davis, Gary Jennings, Glen Davis, George Butler, Nina Lamadora,
Judith Weigand, Mike Silva & Deborah Doak

Excused: None

Also Present: Russell”RD”Doane – Property Manager with Hawaiian Properties, Ltd.

II. ELECTION OF OFFICERS:

The following officers were elected for 2023 – 2024:

President: Jamie Davis

Vice President: Mike Silva
Secretary: George Butler
Treasurer: Glen Davis
Directors: Nina Lamadora, Judith Weigand and Deborah Doak

III. ADJOURNMENT:
There being no further business, the meeting was adjourned at 5:05 p.m.

IV. NEXT MEETING:

The next Meeting of the Board of Directors TBD.

Submitted By:
Hawaiian Properties, Ltd.
Agent for AOAO Maili Cove

________________________
Russell”RD”Doane, Senior Property Manager
For: George Butler / Secretary
 1165 Bethel St., 2nd Floor  Tel:  (808) 539‐9777 
Honolulu, HI 96813  Fax: (808) 521‐2714 

________________________________________________________________________ 

AOAO MAILI COVE

Unaudited Financial Statements
Period Ending February 28, 2023

_______________________________________________________________________

Contents: 
Balance Sheet 
Statement of Detailed Receipts & Disbursements 
Bank Reconciliation – Operating Account 
Reserve Accounts Summary 
Detailed Aged Receivables Report 
Balance Sheet Schedules 
Current General Ledger 
Variance Report 
Maili Cove (1400) Page 1

Balance Sheet
Period = Feb 2023
Book = Accrual ; Tree = 1400 bs
Current Balance
ASSETS
CURRENT ASSETS
OPERATING
1010 OPERATING CASH 34,157.95
1026 EXPENSE ACCOUNT 2,253.60
TOTAL OPERATING 36,411.55
RESERVES
1200 HOMESTREET BANK 75,677.80
TOTAL RESERVES 75,677.80
OTHER CURRENT ASSETS
1500 ACCOUNTS RECEIVABLE 15,076.52
1600 PREPAID EXPENSES-INSURANCE 20,864.85
1620 PREPAID EXPENSES-MISC 728.98
TOTAL OTHER CURRENT ASSETS 36,670.35
TOTAL CURRENT ASSETS 148,759.70

TOTAL ASSETS 148,759.70

LIABILITIES AND EQUITY

LIABILITIES
CURRENT LIABILITIES
2100 ACCOUNTS PAYABLE-TRADE 10,145.90
2200 ACCRUED EXPENSES 9,215.33
2204 ACCRUED INSURANCE 25,274.86
2350 UNEARNED REVENUE 4,300.31
TOTAL CURRENT LIABILITIES 48,936.40

2499 NON-CURRENT LIABILITIES

2150 NOTES PAYABLE-NON-CURRENT 62,608.90
TOTAL N/C LIABILITIES 62,608.90
TOTAL LIABILITIES 111,545.30

EQUITY
3010 RETAINED EARNINGS (PRIOR YEAR) 26,756.53
3020 RETAINED EARNINGS (CURRENT YEAR) 10,457.87
TOTAL EQUITY 37,214.40

TOTAL LIABILITIES AND EQUITY 148,759.70

Sunday, March 19, 2023

10:30 PM
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Maili Cove
RECEIPTS AND DISBURSEMENTS STATEMENT
For Period Ending February 28,2023

Prepared By: HAWAIIAN PROPERTIES, LTD.

CURRENT MONTH YEAR-TO-DATE

Account Account Description Current Actual Current Budget Current Var $ Current Var % YTD Actual YTD Budget YTD Var $ YTD Var %
RECEIPTS
5100 MAINTENANCE FEES 48,927.00 48,927.00 0.00 0.00 97,854.00 97,854.00 0.00 0.00
5400 INTEREST - INVESTMENTS 54.93 5.00 49.93 998.60 113.13 10.00 103.13 1,031.30
5510 LAUNDRY INCOME 526.10 350.00 176.10 50.31 1,074.91 700.00 374.91 53.56
5520 PARKING FEES 1,510.00 432.00 1,078.00 249.54 2,960.00 864.00 2,096.00 242.59
5530 LATE CHARGES 75.00 10.00 65.00 650.00 100.00 20.00 80.00 400.00
5700 RENTAL INCOME 2,200.00 2,200.00 0.00 0.00 4,400.00 4,400.00 0.00 0.00
5704 RENTAL INCOME-STORAGE 0.00 100.00 (100.00) (100.00) 720.00 200.00 520.00 260.00
TOTAL RECEIPTS 53,293.03 52,024.00 1,269.03 2.44 107,222.04 104,048.00 3,174.04 3.05

EXPENSES
OPERATING EXPENSES
UTILITIES
6010 ELECTRICITY 927.41 479.00 (448.41) (93.61) 2,683.94 958.00 (1,725.94) (180.16)
6020 WATER 1,981.58 2,827.00 845.42 29.91 4,329.51 5,654.00 1,324.49 23.43
6030 SEWER 4,903.19 5,726.00 822.81 14.37 10,074.92 11,452.00 1,377.08 12.02
6050 TELEVISION CABLE 2,719.33 2,559.00 (160.33) (6.27) 5,403.14 5,118.00 (285.14) (5.57)
6060 COMMUNICATIONS/TELEPHONE 121.57 111.00 (10.57) (9.52) 243.14 222.00 (21.14) (9.52)
TOTAL UTILITIES 10,653.08 11,702.00 1,048.92 8.96 22,734.65 23,404.00 669.35 2.86

CONTRACTS
6142 CONTRACT-GROUNDS-TREE 6,136.86 826.00 (5,310.86) (642.96) 6,136.86 1,652.00 (4,484.86) (271.48)
6180 CONTRACT-PEST CONTROL 206.11 382.00 175.89 46.04 703.49 764.00 60.51 7.92
6200 CONTRACT-REFUSE 0.00 1,030.00 1,030.00 100.00 1,117.35 2,060.00 942.65 45.76
TOTAL CONTRACTS 6,342.97 2,238.00 (4,104.97) (183.42) 7,957.70 4,476.00 (3,481.70) (77.79)

REPAIRS AND MAINTENANCE

6300 R&M-BUILDING MAINT 1,028.17 1,000.00 (28.17) (2.82) 2,457.26 2,000.00 (457.26) (22.86)
6355 R&M-GROUNDS-SUPPLIES 739.41 824.00 84.59 10.27 1,239.37 1,648.00 408.63 24.80
6382 R&M-POOL-SUPPLIES 0.00 242.00 242.00 100.00 0.00 484.00 484.00 100.00
TOTAL REPAIR & MAINTENANCE 1,767.58 2,066.00 298.42 14.44 3,696.63 4,132.00 435.37 10.54

PROFESSIONAL & ADMINISTRATIVE

6610 ADMIN SUPPLIES AND SERVICES 1,670.07 1,039.00 (631.07) (60.74) 2,724.43 2,078.00 (646.43) (31.11)
6650 MANAGEMENT SERVICES 1,789.00 1,789.00 0.00 0.00 3,578.00 3,578.00 0.00 0.00
6660 AUDIT/PUBLIC ACCOUNTING 0.00 210.00 210.00 100.00 0.00 420.00 420.00 100.00
6670 LEGAL FEES 0.00 100.00 100.00 100.00 73.30 200.00 126.70 63.35
6672 LEGAL FEES-COLLECTIONS 0.00 100.00 100.00 100.00 (146.60) 200.00 346.60 173.30
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Maili Cove
RECEIPTS AND DISBURSEMENTS STATEMENT
For Period Ending February 28,2023

Prepared By: HAWAIIAN PROPERTIES, LTD.

CURRENT MONTH YEAR-TO-DATE

Account Account Description Current Actual Current Budget Current Var $ Current Var % YTD Actual YTD Budget YTD Var $ YTD Var %

TOTAL PROFESSIONAL & ADMINISTRATIVE 3,459.07 3,238.00 (221.07) (6.83) 6,229.13 6,476.00 246.87 3.81

PAYROLL
6710 PAYROLL-MANAGER 3,608.00 3,500.00 (108.00) (3.09) 7,183.84 7,000.00 (183.84) (2.63)
6730 PAYROLL-MAINTENANCE 6,044.92 5,864.00 (180.92) (3.09) 13,782.49 11,728.00 (2,054.49) (17.52)
6750 PAYROLL-LANDSCAPING 0.00 2,420.00 2,420.00 100.00 160.00 4,840.00 4,680.00 96.69
6760 PAYROLL-SECURITY 5,200.00 3,300.00 (1,900.00) (57.58) 10,160.00 6,600.00 (3,560.00) (53.94)
6800 PAYROLL TAXES 1,175.06 1,271.00 95.94 7.55 2,499.08 2,542.00 42.92 1.69
6900 INSURANCE-HEALTH CARE 2,518.26 2,715.00 196.74 7.25 5,072.29 5,430.00 357.71 6.59
6910 INSURANCE-WORKERS COMPENSATION 552.00 557.00 5.00 0.90 1,104.00 1,114.00 10.00 0.90
6920 INSURANCE-TDI 0.00 75.00 75.00 100.00 0.00 150.00 150.00 100.00
6930 MANAGER HOUSING 1,000.00 1,000.00 0.00 0.00 2,000.00 2,000.00 0.00 0.00
TOTAL PAYROLL 20,098.24 20,702.00 603.76 2.92 41,961.70 41,404.00 (557.70) (1.35)

INSURANCE
7010 INSURANCE-PROPERTY 4,386.65 3,554.00 (832.65) (23.43) 8,773.30 7,108.00 (1,665.30) (23.43)
7020 INSURANCE-LIABILITY 358.17 358.00 (0.17) (0.05) 716.34 716.00 (0.34) (0.05)
7030 INSURANCE-FLOOD 1,520.67 1,576.00 55.33 3.51 3,041.34 3,152.00 110.66 3.51
7040 INSURANCE-D&O 172.83 189.00 16.17 8.56 345.66 378.00 32.34 8.56
7050 INSURANCE-FIDELITY 47.67 48.00 0.33 0.69 95.34 96.00 0.66 0.69
7070 INSURANCE-UMBRELLA 133.50 134.00 0.50 0.37 267.00 268.00 1.00 0.37
TOTAL INSURANCE 6,619.49 5,859.00 (760.49) (12.98) 13,238.98 11,718.00 (1,520.98) (12.98)

TAXES/PERMITS/OTHER
7210 LOANS 262.02 262.00 (0.02) (0.01) 524.04 524.00 (0.04) (0.01)
7420 STATE GENERAL EXCISE TAX 196.47 144.00 (52.47) (36.44) 421.34 288.00 (133.34) (46.30)
TOTAL TAXES/PERMITS/OTHER 458.49 406.00 (52.49) (12.93) 945.38 812.00 (133.38) (16.43)

TOTAL OPERATING EXPENSES 49,398.92 46,211.00 (3,187.92) (6.90) 96,764.17 92,422.00 (4,342.17) (4.70)

CAPITAL EXPENSES
8500 MAJOR REPAIR & REPLACEMENT 0.00 2,167.00 2,167.00 100.00 0.00 4,334.00 4,334.00 100.00
TOTAL CAPITAL EXPENSES 0.00 2,167.00 2,167.00 100.00 0.00 4,334.00 4,334.00 100.00

TOTAL EXPENSES 49,398.92 48,378.00 (1,020.92) (2.11) 96,764.17 96,756.00 (8.17) (0.01)

RESERVE TRANSACTIONS
9010 TRANSFER TO RESERVES 3,646.00 3,646.00 0.00 0.00 7,292.00 7,292.00 0.00 0.00
9011 TRANSFER FROM RESERVES 0.00 (2,167.00) (2,167.00) (100.00) 0.00 (4,334.00) (4,334.00) (100.00)