July 2021 Board Meeting Minutes

Enchanted Lake Residents Association, Board of Directors Zoom Meeting Minutes, Tuesday, July 13, 2021 

Conducted via Zoom, Present:  J. Bean, G. Colbert, G. Gustavson, S. Harding, L. Jenks,  M. Novack, J. Fernie, D. Kroll, D. Medeiros, A. Richardson, C. Turner, and M. Spencer (Administrative Assistant)

Absent: D. Young, R. Castanha, M. Compton

The meeting was called to order by J. Bean, 1st Vice President, at 7:02 pm.  A quorum was declared.

Minutes:  Board-approved Minutes for the March, April, and May Meetings had been circulated earlier via email to enable a revision to them and a subsequent vote on the amended Minutes.  The revision related to the deletion of a sentence in each of the Finance Reports.  S. Harding moved and A. Richardson seconded the motion that the amended Minutes from March, April and May 2021 be approved.  They were approved unanimously.

The draft Minutes for June 2021 had been circulated via email prior to the meeting.  Following a brief discussion, G, Gustavson moved and S. Harding seconded the motion that the June 2021 Minutes be approved.  They were approved unanimously.

Finance: G. Gustavson reported via email and restated for tonight’s meeting that there have been no significant expenses in June 2021, and that ELRA had completed the 2020-2021 Fiscal Year very close to budget.

The total income projected by the budget was pretty close to actual for the FY.  We budgeted for a Total Income of $47,306, including interest and investments.  We received $49,794.

For expenses, the major difference between budget is in the area of lake maintenance. The Board budgeted $13,333 for operation of the Eco-Harvester and $1867 for a lake clean up contract. We expended $3382 for these expenses.

We did not expend any funds to Oceanit for dredging and engineering planning in June. When we receive an invoice from Oceanit, it will be paid from the QSF.

Assessment invoices for FY 2021-2022, as well as boat sticker forms, were printed and mailed.  Received funds and forms are being processed.

Thanks to Alan Richardson and Adam Bookatz for their continued support of the ELRA finances, and to Melody for the annual assessment collation and mailing exercise.

G. Gustavson stated that as Treasurer, in the absence of President D. Young, he had completed the required documentation for renewal of the Board’s D&O Liability Insurance. He has now authorized payment of the premium for the Policy, noting it is unchanged from last year. This is a budgeted item.

Gustavson also observed that the lengthy documentation phase linked to the Fisheries Grant is complete.  He complimented D. Young for taking on much of the on-line forms process that is called US Gov’t. Automated Applications for Payments (ASAP).  The registration has cleared and the ELRA/Wetlands account is active.

A motion was made by M. Novack and seconded by J. Fernie that the June 2021 Finance Report be accepted.  They were approved unanimously.

Administration:  D. Young had shared his Communications Log prior to the Meeting.

Water Sampling Contract: J. Bean indicated that the contract had been fully executed and that  D.Young had received word that sampling was completed on June 22, 2021. The data was not back from the lab yet to complete the report.  Awaiting this first report.

Revised and Updated Lake Rules: J. Bean acknowledged that the New Lake Rules had been posted to the ELRA Website and announced on the ELRA Facebook site. The booklet version of the Lake Rules has been printed and is available.  The Board discussed the best way or ways to distribute the booklet.  It was agreed that the Annual Meeting could be a good way.  Several members of the Board volunteered that they would distribute in their neighborhoods.  Twenty copies will be provided  to KCA for distribution.  Bean emphasized that it was very important that each ELRA household get a copy and that therefore a careful record should be kept of the households that have received it.

As part of the Lake Rules discussion, Bean had previously emailed a draft of a possible Letter for Lake Rules Violations.  She and M. Compton, Security, had toured the lakeshore by boat, noting possible conditions that were in violation of the new Rules.  The majority seemed to be in the category of green waste and emergent mangroves.  There were also a number of dilapidated barge/docks and a few unregistered boats.  The intent of the draft letter was to provide a means of notifying owners of situations that needed to be resolved.  It was agreed, but not voted on, that the President should sign the letter.

Report from the Kailua Neighborhood Board (KNB):  J. Fernie attended the virtual meeting.  July-1-2021-KNB-notes-Fernie

Fish Habitat Partnership Proposal: As noted in the Finance Report, the ELRA ASAP registration has cleared and the account is active.  The Cooperative Agreement was submitted for sufficiency review in DC. Gordon Smith of Fisheries Partnership is very confident that the award will be fully executed in a few days with a start date of August 10th.

Annual Dinner & Elections: R. Castanha has reserved MidPac Country Club for the Annual Meeting on Friday, 22 Oct 2021.  Yet to be done is selection of menu and determination of costs, to include what portion of the meal cost will be borne by ELRA.

As of this date, there will be five vacancies on the Board.  It was agreed that the ELRA Community needs to be made aware of the dinner and elections, to include the invitation to nominate a potential Board Member.

C. Turner volunteered to create an e-newsletter. There followed a lengthy discussion about the use of email.

Committee Reports:

Dredging Committee: S. Harding stated that they are still waiting for the DOH attorneys to get back to him about permissions to use the land at the Hawaii Youth Correctional Facility to deposit the dredged material.  The Board agreed that steps needed to be taken to get an answer as quickly as possible.  In the meantime, Harding stated that it is probably too late in the year for ELRA to begin dredging this year, as hoped.

Membership Committee: M. Compton was unavailable.

Operations Committee (Security): M. Compton was unavailable.

Environment Committee: D. Kroll provided a short report indicating his committee continued to take measurements for clarity, salinity, and others.  He suggested that an additional collection point off Kukilakila would be very helpful.

New Business: G. Colbert, referring to the 11 May 2021 ELRA Board Meeting with Senator Chris Lee, stated he met with Lee on 1 Jul 2021 to continue the discussion summarized from Board Minutes below:

“ELRA Board Member C. Turner pointed out that there has been significant regrowth of Mangroves along the Hamakua Drive bridge over Hamakua Stream.  C. Lee acknowledged this and stated his familiarity with the area because of proximity to the future dog park.  Turner stated that she thought the contract was still in place from previous efforts, but needed to be reenergized.   G. Colbert added that there was a major power line through this area and that Hawaiian Electric may be willing to eradicate the mangroves under the lines, if someone else would take care of the surrounding area.  C. Lee indicated he would look to see what could be done.”

Colbert has offered to continue discussions with Hawaiian Electric’s (HECO) regarding possible willingness to eradicate said Mangroves.  They might be willing, if all the work (that is, both under and outside of the High Power Lines) could be done either simultaneously or within just a few days so that reseeding would not take place. Hawaiian Electric would also need assurances that areas outside their vegetation management line would continue to be managed against re-seeding for some additional future period.  Senator Lee will investigate potential mechanisms to provide for such future management and will re-connect with Colbert if those discussions prove fruitful. He may start by discussing with DLNR. There is no guarantee that there will be a follow-up eradication due to funding, but Senator Lee will examine State funding options through DLNR.

Next Meeting Date:  The next Board meeting will take place by Zoom on Tuesday, Aug 10, 2021 at 7pm.  The next KNB meeting will be August 5, 2021.  M. Novack is scheduled to attend.

Adjournment: M. Novack moved adjournment, which was seconded by J. Bean.   The affirmative vote was unanimous.  The meeting adjourned at 8:20 pm.