Tuesday, April 8, 2014

Agenda for meeting

04/04/14 
 ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION 
ANNUAL MEETING AGENDA 
May 5, 2014 8:00 AM 
Grand Hyatt Kauai, Koloa, Hawaii 
(DRAFT) 
I. Call to Order 

II. Roll Call - Determination of Quorum 

III. Proof of Notice of Meeting 

IV. Approval of Minutes of the May 3, 2013 Annual Meeting 

V. Reports of Officers A. President’s Report 
B. Treasurer’s Report 1. Director’s Travel Expense Motion 
2. Tax Motion 



VI. Reports of Committees A. Building & Grounds 1. Pool/Baseyard Report 

B. Insurance 
C. Planning and Policy 
D. Legal 
E. Election for three 3-year terms and one 1-year term (to begin no later than 11:00 am) 


VII. Old/New Business A. House Rules 1. High Risk Items 
2. Guest Amenities 

B. Infrastructure Study 



VIII. Adjournment

Proxy Instructions and Proxy

ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION 2014 ANNUAL MEETING PROXY INSTRUCTIONS 
 I. PROXY INFORMATION 
A Proxy Form is enclosed for your review, completion and signature. When a unit is owned by two or more parties, the Proxy Form is sent to the individual who is designated the primary contact for the unit. That individual should contact his/her co-owners to determine their preference. 
A separate Proxy Form must be submitted for each unit owned in Kiahuna Plantation. A proxy is valid if submitted by any one of the owners of a unit. If more than one owner is listed on the proxy, each owner must sign the proxy. Absence of signatures for a listed owner will disqualify the proxy. FAILURE TO DATE THE PROXY WILL INVALIDATE IT. 
It is IMPERATIVE that the Proxy Form be returned as soon as possible to the Association secretary or managing agent of Kiahuna Plantation, even though you plan on attending the meeting in person. To be valid, a proxy must be received at the Association’s office prior to 4:30 PM, May 1, 2014. A proxy presented at the time of the meeting cannot be accepted under Hawaii law. In order for Association business to be conducted at the Annual Meeting, there must be representation of a majority of Beachhouse Owners, either in person or by proxy. Therefore, it is very important that you return the Proxy Form so as to eliminate the need for a follow up mailing which is an additional cost to all owners. If you attend the meeting, you may revoke the Proxy Form by giving notice of revocation to the secretary of the Association or the managing agent or by recovering the proxy at the Annual Meeting. 
Proxy authority to represent the Beachhouse Owners at meetings of the Association may be given by a Beachhouse Owner to the Board of Directors or another person (who need not be an owner) except the managing agent or general manager, unless the proxy is given for quorum purposes only. 
When signing your proxy, please give your complete information on both the printed and signature lines. 
II. PROXY FORM 
A. Purpose and Designation: This proxy is for voting purposes at the Annual Meeting or business that may properly come before the Board including but not limited to the election of directors. 
When you submit your proxy, you must check only one of boxes 1, 2, 3 or 4. 
Box 1 - You name a single individual who will hold your proxy. In the next section, you may provide directions as to how your proxy will be voted for the election of directors and other proposals that may be presented. 
Box 2 - Your proxy is given to the Board. Your vote will be cast as the majority of the Board determines. 
Box 3 – Your proxy is given to the Board and each Board member will individually vote a percentage of your vote (if there are 9 Board members present, each will cast 1/9 of your vote). 
Box 4 - Your proxy will be used only to establish a quorum. A majority vote of those present at the meeting in person or by a voting proxy is effective to take action by the Association. 
B. Meeting Agenda: Directions 
ONLY COMPLETE SECTION B IF YOU HAVE CHECKED BOX 1 AND NAMED A PROXY IN SECTION A. 
I . Election of Directors: Three-Year Term 
If you checked Box 1 and you want your proxy holder to vote your proxy for specific individuals for the Board of Directors, you must write in the name of the person or persons for whom you want to cast your votes. Please list in order of preference. In the event that one candidate is not elected to the three-year term, you may authorize your proxy holder to vote for that candidate for the one-year term.
II. Election of Directors: One-Year Term 
PLEASE SELECT BOX 1, 2 or 3 
The first box authorizes the proxy hold you named in section A to vote for the one-year term as he/she deems fit. 
The second box provides proxy holder the authority to vote for one of your candidates from the three-year term if for some reason one of the individuals who you gave votes to is not elected. In the event that all your candidates have been elected, please indicate an alternative candidate. 
Complete the third box if you want your proxy holder to vote your proxy for a specific individual for the one-year term. You must write in the name of the person for whom you want to cast your vote. 
IN ADDITION, YOU MAY CHECK BOX 4 
If none of your candidates decide to run for election, the third box allows your proxy holder to vote for a candidate at his discretion. 
III. Other Matters 
Your proxy holder designated in box 1 is authorized to vote on other business. If you prefer to withhold authority to vote on other matters, please check the box in this section. 
III. CANDIDATE RESUMES 
Enclosed are statements from self-nominated candidates which detail their qualifications and interest for serving on your Board of Directors and the terms they are seeking. An individual may declare they are running only for a three-year, for the one one-year term, or for both terms. An individual elected for a three-year term will not be eligible to run for the one-year term. Further nominations may be made from the floor at the Annual Meeting. 
IV. VOTING 
Directors 
Each Beachhouse is entitled to 1 (one) vote for each open Director position. There will be two separate elections with the three-year terms being elected first. 
Three-year terms 
Election for the positions of the three (3) Directors whose terms are expiring shall be by CUMULATIVE VOTING (i.e., if there are 3 Director’s positions to be filled, 3 votes may be cast: 1 vote for each of the 3 Directors you select, all 3 votes for 1 Director, or 2 votes for one Director and 1 vote for another Director). The sum of such votes must not exceed three. You are not required to cast all three votes. You could cast just one vote for a single individual. However, you cannot cast one or two votes and allow someone else to vote your remaining vote(s) by proxy. 
One-year term 
In the election for the expiring position, each beachhouse will have a single vote. Individuals elected to the three-year terms will not be eligible to run for the one-year term. Because it will not be known before the votes have been counted who has been elected to the three-year terms there are special rules for the one-year term in an effort to make sure that you do not lose your vote if your candidate was or was not elected to a three-year term. 
You may of course designate on your proxy one individual for the one-year term. If that person is elected to a three-year term, they will not be eligible for the one-year term. Unless you provide otherwise, if a person you list for the three-year term is not elected your vote will be assigned to that person for the one-year term based on the order in which you designated your choices for the three-year term. To retain your vote, you should carefully select the order in which you give your votes for the three-year terms. Alternatively, you may provide that whoever holds your proxy may cast your vote for the one-year term. 
V. FORM OF VOTING 
Votes at Annual and Special Meetings may be cast by voice, show of hands or by written ballot as called for by the Chair of the Meeting. The election of Directors shall be held in accordance with Hawaii law. The vote shall be in accordance with Hawaii law at this Annual Meeting or any special meeting called for that purpose. 
The vote for any Beachhouse owned by two or more parties may be exercised by any one of the parties who holds the consent of the other parties. In the absence of consent, each co-tenant votes his/her share in proportion of their ownership. 
ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION BOARD OF DIRECTORS April 7, 2014.

ANNUAL MEETING OF THE ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION: Monday, May 5, 2014 at 8:00 a.m. (Registration at 7:15 a.m.) PROXY 04/04/14 
 The undersigned hereby assigns the designation below as the undersigned’s proxy, at the Annual Meeting of the Association of Beachhouse Owners of Kiahuna Plantation on Monday, May 5, 2014 at 8:00 a.m. (7:15 a.m. registration) at the Grand Hyatt Kauai Hotel, Koloa, Hawaii, and at any adjournments thereof. I/We hereby revoke any prior proxy given. This proxy shall be valid only for the meeting to which it pertains and its adjournments, unless revoked prior to its exercise. 
A. PURPOSE & DESIGNATION: This proxy is for voting purposes at the Annual Meeting for business that may properly come before the Association including but not limited to the election of directors. THIS PROXY IS GIVEN (CHOOSE ONE OF THE FOLLOWING BOXES): 
1 [ ] To the individual whose name is printed on the line next to this box (please print the name of the person to whom you are giving the proxy). Please note: If you assign your proxy to someone other than the Board of Directors, and said person does not attend, your proxy will be given for quorum purposes (see below). Please ensure the individual to whom you assign your proxy plans to attend the meeting; 
2 [ ] To the Board of Directors as a whole and the vote shall be made on the basis of the preference of the majority of the directors present at the meeting; 
3 [ ] To those Directors present at the meeting and the vote shall be shared with each director receiving an equal percentage; or 
4 [ ] For quorum purposes only. Please note: A quorum is required to transact association business. A quorum is established when a majority of the owners are represented in person or by proxy. 
B. MEETING AGENDA: DIRECTION 
I. Election of Directors for Three Year Term: 
IF YOU HAVE APPOINTED A SPECIFIC INDIVIDUAL AS YOUR PROXY BY SELECTING 1 ABOVE, AND IF YOU WISH TO DIRECT YOUR PROXY HOLDER TO VOTE FOR A SPECIFIC DIRECTOR OR DIRECTORS, PLEASE DESIGNATE THOSE INSTRUCTIONS HERE. IF YOU DO NOT FILL OUT THIS SECTION, YOUR PROXY HOLDER IS AUTHORIZED TO CAST YOUR VOTE AS THE PROXY HOLDER DEEMS ADVISABLE AT THE PROXY HOLDER’S FULL DISCRETION. 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following directors for the three-year terms in order of preference 
1. (name)__________________________________ # of Votes: _____ 2. (name)___________________________________ # of Votes: _____ 
3. (name)________________________________ # of Votes: _____ 
A total of three (3) directors’ positions will be filled for three-year terms so you have three votes. Voting is by cumulative voting so you may vote once for three different candidates, twice for one and once for another, or cast all three votes for the same candidate. 
II. Election of Director for One Year Term: 
[ ] I authorize my proxy holder authority to vote at his/her discretion. 
[ ] If any candidate to whom I have directed my vote for above is not elected to a three-year term, I direct my vote for the one-year term to that candidate based on my order of preference if that candidate decides to run for the one-year term. Otherwise, I direct my proxy holder to vote for the following director for a one-year term. Name: _______________________________________ 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following director for a one-year term, 
(name)________________________________________ 
[ ] Should any of those candidates I have named above elect not to run then authority is given to my proxy holder to vote for such nominee(s) as my proxy holder deems fit. 
III. Other Matters: IF I HAVE DESIGNATED A SPECIFIC INDIVIDUAL AS MY PROXY BY SELECTING BOX 1 ABOVE, I DIRECT THAT MY PROXY HOLDER HAS: 
[ ] authority to vote on other matters as may properly come before the meeting 
[ ] NO authority to vote on other matters that properly come before the meeting 
SIGNATURE(S) OF OWNER(S): PRINTED NAME(S) OF OWNER(S): 
_________________________________________ ____________________________________________ 
Signature Print Name 
________________________________________ ____________________________________________ 
Signature Print Name 
APT. NO. DATE SIGNED: , 2014 
(required by law) (required by law) 
NOTE: FOR THIS PROXY TO BE VALID: 
1. The proxy giver must provide his or her printed name, signature as it appears on the ownership records, unit number, date signed, and the name of the proxy holder (if other than for quorum or to the Board of Directors); and 
2. Must be received by the Association secretary or managing agent by 4:30 p.m. HST on May 1, 2014. You may mail the proxy in the pre-addressed envelope provided, fax it to the managing agent at (808) 742-9015 or email to marianne.thesken@outrigger.com. 
[ ] If not already provided, I wish to obtain a copy of the Association’s annual audit report. [Please check box to request.] 


ANNUAL MEETING OF THE ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION: Monday, May 5, 2014 at 8:00 a.m. (Registration at 7:15 a.m.) PROXY 04/04/14 
 The undersigned hereby assigns the designation below as the undersigned’s proxy, at the Annual Meeting of the Association of Beachhouse Owners of Kiahuna Plantation on Monday, May 5, 2014 at 8:00 a.m. (7:15 a.m. registration) at the Grand Hyatt Kauai Hotel, Koloa, Hawaii, and at any adjournments thereof. I/We hereby revoke any prior proxy given. This proxy shall be valid only for the meeting to which it pertains and its adjournments, unless revoked prior to its exercise. 
A. PURPOSE & DESIGNATION: This proxy is for voting purposes at the Annual Meeting for business that may properly come before the Association including but not limited to the election of directors. THIS PROXY IS GIVEN (CHOOSE ONE OF THE FOLLOWING BOXES): 
1 [ ] To the individual whose name is printed on the line next to this box (please print the name of the person to whom you are giving the proxy). Please note: If you assign your proxy to someone other than the Board of Directors, and said person does not attend, your proxy will be given for quorum purposes (see below). Please ensure the individual to whom you assign your proxy plans to attend the meeting; 
2 [ ] To the Board of Directors as a whole and the vote shall be made on the basis of the preference of the majority of the directors present at the meeting; 
3 [ ] To those Directors present at the meeting and the vote shall be shared with each director receiving an equal percentage; or 
4 [ ] For quorum purposes only. Please note: A quorum is required to transact association business. A quorum is established when a majority of the owners are represented in person or by proxy. 
B. MEETING AGENDA: DIRECTION 
I. Election of Directors for Three Year Term: 
IF YOU HAVE APPOINTED A SPECIFIC INDIVIDUAL AS YOUR PROXY BY SELECTING 1 ABOVE, AND IF YOU WISH TO DIRECT YOUR PROXY HOLDER TO VOTE FOR A SPECIFIC DIRECTOR OR DIRECTORS, PLEASE DESIGNATE THOSE INSTRUCTIONS HERE. IF YOU DO NOT FILL OUT THIS SECTION, YOUR PROXY HOLDER IS AUTHORIZED TO CAST YOUR VOTE AS THE PROXY HOLDER DEEMS ADVISABLE AT THE PROXY HOLDER’S FULL DISCRETION. 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following directors for the three-year terms in order of preference 
1. (name)__________________________________ # of Votes: _____ 2. (name)___________________________________ # of Votes: _____ 
3. (name)________________________________ # of Votes: _____ 
A total of three (3) directors’ positions will be filled for three-year terms so you have three votes. Voting is by cumulative voting so you may vote once for three different candidates, twice for one and once for another, or cast all three votes for the same candidate. 
II. Election of Director for One Year Term: 
[ ] I authorize my proxy holder authority to vote at his/her discretion. 
[ ] If any candidate to whom I have directed my vote for above is not elected to a three-year term, I direct my vote for the one-year term to that candidate based on my order of preference if that candidate decides to run for the one-year term. Otherwise, I direct my proxy holder to vote for the following director for a one-year term. Name: _______________________________________ 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following director for a one-year term, 
(name)________________________________________ 
[ ] Should any of those candidates I have named above elect not to run then authority is given to my proxy holder to vote for such nominee(s) as my proxy holder deems fit. 
III. Other Matters: IF I HAVE DESIGNATED A SPECIFIC INDIVIDUAL AS MY PROXY BY SELECTING BOX 1 ABOVE, I DIRECT THAT MY PROXY HOLDER HAS: 
[ ] authority to vote on other matters as may properly come before the meeting 
[ ] NO authority to vote on other matters that properly come before the meeting 
SIGNATURE(S) OF OWNER(S): PRINTED NAME(S) OF OWNER(S): 
_________________________________________ ____________________________________________ 
Signature Print Name 
________________________________________ ____________________________________________ 
Signature Print Name 
APT. NO. DATE SIGNED: , 2014 
(required by law) (required by law) 
NOTE: FOR THIS PROXY TO BE VALID: 
1. The proxy giver must provide his or her printed name, signature as it appears on the ownership records, unit number, date signed, and the name of the proxy holder (if other than for quorum or to the Board of Directors); and 
2. Must be received by the Association secretary or managing agent by 4:30 p.m. HST on May 1, 2014. You may mail the proxy in the pre-addressed envelope provided, fax it to the managing agent at (808) 742-9015 or email to marianne.thesken@outrigger.com. 
[ ] If not already provided, I wish to obtain a copy of the Association’s annual audit report. [Please check box to request.] 

ANNUAL MEETING OF THE ASSOCIATION OF BEACHHOUSE OWNERS OF KIAHUNA PLANTATION: Monday, May 5, 2014 at 8:00 a.m. (Registration at 7:15 a.m.) PROXY 04/04/14 
 The undersigned hereby assigns the designation below as the undersigned’s proxy, at the Annual Meeting of the Association of Beachhouse Owners of Kiahuna Plantation on Monday, May 5, 2014 at 8:00 a.m. (7:15 a.m. registration) at the Grand Hyatt Kauai Hotel, Koloa, Hawaii, and at any adjournments thereof. I/We hereby revoke any prior proxy given. This proxy shall be valid only for the meeting to which it pertains and its adjournments, unless revoked prior to its exercise. 
A. PURPOSE & DESIGNATION: This proxy is for voting purposes at the Annual Meeting for business that may properly come before the Association including but not limited to the election of directors. THIS PROXY IS GIVEN (CHOOSE ONE OF THE FOLLOWING BOXES): 
1 [ ] To the individual whose name is printed on the line next to this box (please print the name of the person to whom you are giving the proxy). Please note: If you assign your proxy to someone other than the Board of Directors, and said person does not attend, your proxy will be given for quorum purposes (see below). Please ensure the individual to whom you assign your proxy plans to attend the meeting; 
2 [ ] To the Board of Directors as a whole and the vote shall be made on the basis of the preference of the majority of the directors present at the meeting; 
3 [ ] To those Directors present at the meeting and the vote shall be shared with each director receiving an equal percentage; or 
4 [ ] For quorum purposes only. Please note: A quorum is required to transact association business. A quorum is established when a majority of the owners are represented in person or by proxy. 
B. MEETING AGENDA: DIRECTION 
I. Election of Directors for Three Year Term: 
IF YOU HAVE APPOINTED A SPECIFIC INDIVIDUAL AS YOUR PROXY BY SELECTING 1 ABOVE, AND IF YOU WISH TO DIRECT YOUR PROXY HOLDER TO VOTE FOR A SPECIFIC DIRECTOR OR DIRECTORS, PLEASE DESIGNATE THOSE INSTRUCTIONS HERE. IF YOU DO NOT FILL OUT THIS SECTION, YOUR PROXY HOLDER IS AUTHORIZED TO CAST YOUR VOTE AS THE PROXY HOLDER DEEMS ADVISABLE AT THE PROXY HOLDER’S FULL DISCRETION. 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following directors for the three-year terms in order of preference 
1. (name)__________________________________ # of Votes: _____ 2. (name)___________________________________ # of Votes: _____ 
3. (name)________________________________ # of Votes: _____ 
A total of three (3) directors’ positions will be filled for three-year terms so you have three votes. Voting is by cumulative voting so you may vote once for three different candidates, twice for one and once for another, or cast all three votes for the same candidate. 
II. Election of Director for One Year Term: 
[ ] I authorize my proxy holder authority to vote at his/her discretion. 
[ ] If any candidate to whom I have directed my vote for above is not elected to a three-year term, I direct my vote for the one-year term to that candidate based on my order of preference if that candidate decides to run for the one-year term. Otherwise, I direct my proxy holder to vote for the following director for a one-year term. Name: _______________________________________ 
[ ] I wish my proxy holder, whose name is printed on the line next to box 1 above, to vote for the following director for a one-year term, 
(name)________________________________________ 
[ ] Should any of those candidates I have named above elect not to run then authority is given to my proxy holder to vote for such nominee(s) as my proxy holder deems fit. 
III. Other Matters: IF I HAVE DESIGNATED A SPECIFIC INDIVIDUAL AS MY PROXY BY SELECTING BOX 1 ABOVE, I DIRECT THAT MY PROXY HOLDER HAS: 
[ ] authority to vote on other matters as may properly come before the meeting 
[ ] NO authority to vote on other matters that properly come before the meeting 
SIGNATURE(S) OF OWNER(S): PRINTED NAME(S) OF OWNER(S): 
_________________________________________ ____________________________________________ 
Signature Print Name 
________________________________________ ____________________________________________ 
Signature Print Name 
APT. NO. DATE SIGNED: , 2014 
(required by law) (required by law) 
NOTE: FOR THIS PROXY TO BE VALID: 
1. The proxy giver must provide his or her printed name, signature as it appears on the ownership records, unit number, date signed, and the name of the proxy holder (if other than for quorum or to the Board of Directors); and 
2. Must be received by the Association secretary or managing agent by 4:30 p.m. HST on May 1, 2014. You may mail the proxy in the pre-addressed envelope provided, fax it to the managing agent at (808) 742-9015 or email to marianne.thesken@outrigger.com. 

[ ] If not already provided, I wish to obtain a copy of the Association’s annual audit report. [Please check box to request.] 

Can't explain last posting

I apologize for the post that was published last night about a phone meeting. Blogpost generated that posting all on its own and I have absolutely no idea why.
Maybe it's punishment for my difficulty in posting the meeting schedule for May.
Anyway, please know that I did not post that! 
Randy

Tuesday, March 11, 2014

Kauai Charity Walk

Here is a message from Marie Tiraschi regarding the charity walk she actively participates in during the May meeting.


Aloha Kiahuna Homeowners!
It is time to prepare for the Annual Kauai Charity Walk schedule in May, and, once
again, Judy Stupfel and I will be raising funds on behalf of the Kiahuna Plantation!
Judy and I have this little friendly competition to see who can raise the most money for
this event which benefits many, many charities on the island of Kauai. Judy will be
auctioning off a few of her beautiful Hawaiian quilts while I will be doing the walk.
Please support either one of us or both! We would love to beat our last year’s
fundraising of over $5000! This amount includes the fundraising efforts by our staff,
Judy and I.
If you plan on attending the May homeowner meetings in Kauai, you will find Judy with
her quilts nicely displayed or me with my hand out asking for money. You can either
donate using cash (what a novel idea) or by making a check out to “Kauai Charity
Walk.” Unfortunately, we cannot accept credit cards at this time.
You may run, you may hide, but I will find you! Save yourself the trouble and just have a
check/cash ready for our fundraising efforts.
Mahalo!
Marie Tiraschi

marie.tiraschi@gmail.com

Saturday, March 8, 2014

Pathway video

The pathway between Kiahuna and Koa Kea/Waihoai is completed and fully opened.

Marianne took this video, which is kind of fun. I expected Chris to start dancing at any moment!

http://youtu.be/UGUJ_IrmFSo


Randy Danto Nordstrom
randy@kiahuna39.com

Thursday, March 6, 2014

Association work

Exterior Building Painting Schedule:


Building        Dates
    18          2/10 thru 4/18
    32          4/21 thru 5/30
    33          6/2 thru 7/11
    37          7/14 thru 9/26
    35          9/29 thru 11/25



The buildings will remain open during painting and guests will be notified of the work.



Termite Tenting Schedule

Building        Dates
    34            9/8-10
    21            9/9-11

The buildings will be out of order during the termite tenting.

The expense of these projects is covered by the Associations' regular building and maintenance budget and will not require any specially assessments.  All the rental programs have been notified of these upcoming projects.
Any questions should be directed to Gana Maheshwaran at 808-742-3557
or by email to:
gana.maheshwaran@outrigger.com 



Thanks,
Randy Danto Nordstrom
randy@kiahuna39.com