Newsletter

The Plantation Peacock

Aloha and Happy New Year from the Makaha Valley Plantation Board of Directors!   Changes to the Board of Directors   With much sorrow we recently accepted the resignation of Andrew Clark from the Board of Directors. Andrew was our communications committee chair, polling czar, and paint committee chair, among other jobs. Thank you so much for all of your hard work, Andrew, you will be sorely missed. Good luck in your new endeavors!  The board has appointed Tim Richey to fill the vacancy left by Andrew’s resignation. Welcome to the board, Tim! Annual Meeting to Vote for Board of Directors   Our annual meeting to vote for the board of directors and for other matters will be held at the Kiana Pool Cabana on Saturday March 1, 2025, at 12:30pm (registration), 1:00pm (call to order). Please remember to complete your proxy forms and return them so that your vote can be counted.   Update On Water Heaters   The functioning of our water heaters and ensuring everyone has access to hot water continues to be our top priority. This is a large and complex project, and we have finally reached the critical point where we are ready to retain a general contractor to manage the technical details and handle the overall administration of the work. The general contractor will coordinate the proposal process, permitting, plumbing, electrical work, purchasing, and rebate applications. Most importantly, the general contractor will assume responsibility for the proper completion of the work, so the association will be protected from liability with respect to any problems or errors that might occur.  The hard work that the heat pump committee has done and continues to do has brought us this far, and will enable us to realize significant savings on this project. Many thanks to Lyn Kaaihue, Trey Bland, and Jodie Tonita for your hard work!  As always, if you experience an issue with your hot water please let the office know right away so immediate steps can be taken to address the issue.   In Search of Committee Members The board is looking for interested people to work on the communication committee (preparing the monthly newsletter). If you are interested please contact: mvpcommunicationcommittee@gmail.com    Replacement Windows for Jalousies A number of residents have expressed interest in replacing their jalousie windows to prevent water, smoke, and dust entering the units. The board is currently considering a number of possible replacement options, considering price, availability, appearance, and hurricane rating. Once an appropriate replacement window is approved owners will be notified of the details. Then each owner can decide whether or not to replace their jalousie windows with the approved window, and when, at their own cost.    Looking for documents?   If you need a copy of the house rules, bylaws, minutes, or master insurance certificate then good news – we have that all on our website and the owner’s portal: https://makahavalleyplantation.org/owners-portal/ – if you don’t have an account please contact the office and they’ll get you connected!  Something Is Not Right…   Is there a crack on the wall next to your sliding doors that was not there before? Is there an upright on your lanai that is missing or loose? Is there water seeping into your unit from outside during a heavy rain? We can fix that! Sometimes there is a problem that our maintenance crew is unable to see with a visual inspection from outside. Building settling, hidden leaks, and water intrusion can cause problems that go unnoticed over time, but if not addressed can cause bigger problems down the line. It is always better to make repairs sooner than later, so if you see something, say something! Please send photos of any issues, if possible, and a description of the matter to chester@touchstoneproperties-hawaii.com. This will get the problem on the “to do” list and help make sure it does not fall through the cracks.   Pets Must Be Registered in the Office and Leashed on the Property Please remember that all pets on the property must be properly licensed and registered with the office. When you register your pet, you will receive a red tag from the office that should be attached to your pet’s collar. Keep your pet on a leash at all times, for the safety of persons and pets. And don’t forget to clean up after your pet. The slippah you save might be your own! Mahalo Nui Loa! The MVP Board of Directors

Aloha from the Makaha Valley Plantation Board of Directors,

Fire Inspection Report

As we move through summer fire safety and prevention is on the top of everyone’s mind, both the Board of Directors, and owners who have attended recent meetings. As such we wanted to share that the Honolulu Fire Department has conducted a fire inspection, given our proximity to the neighboring golf course. The inspector has reviewed the firebreak around our property and found it to be in compliance. They reviewed our overall fire preparedness and procedures and gave a “Satisfactory” rating. We have received no violations, nor guidance on improvements at this stage. We are in as good of a place as we can be.

We all share responsibility on fire safety in our communities so HFD recommends reviewing their fire and life safety documentation here: https://fire.honolulu.gov/fire-and-life-safety/

If you notice any unsafe behavior or have concerns then please reach out!

Promoting Positions

We would like to provide updates on personnel roles to our security and management team. Chris Hodges is Assistant Manager in training, under the mentorship of our long-time General Manager; Joseph Nunuha. We are very excited to be shepherding a new generation of leaders in our community.

Responsible Fire Grill Usage

Given the increasing danger of fires we would like to ask that everyone be mindful when using the shared fire grills. This includes putting out all fires, and ensuring that embers are properly disposed of. As an additional precaution during high wind days staff will close the grills and prevent them from being used, in accordance with guidance from the fire marshal. If you notice the grills not being used responsibly then please let the front office or security personnel know! We are fortunate to have all of the shared facilities that we do so please be mindful and weather-aware.

Don’t feed the animals – increases in fines coming soon!

In the spirit of Aloha, we kindly remind everyone to refrain from feeding stray cats, chickens and peacocks on our shared property. Not only is it a violation of our bylaws, but it also risks the health of our community, not to mention possible citations and fines. Please respect your friends and neighbors, as our staff diligently works on capturing chickens and finding solutions for stray cats. If you observe someone feeding the animals, report it to the front office, anonymously if preferred. Unfortunately, this is becoming a greater and greater issue and we will soon be increasing the fines for this behavior.  Together, let’s ensure the health and cleanliness of our community!

Mahalo for being part of the MVP community! Your cooperation and engagement contribute to making Makaha Valley Plantation a wonderful place to call home.

Mahalo,

The MVP Board of Directors

Aloha from the Makaha Valley Plantation Board of Directors,

Changes to your Board of Directors

Earlier this year we sadly accepted Greg Solokoski’s resignation as board member and Treasurer. We recently ratified the appointment of Lyn Kaaihue to replace Greg on the Board. Thank you for volunteering Lyn – we’re very grateful to have your presence and guidance!

In sad news Regan Wolford has recently resigned for health reasons. Regan has served diligently on the board for the past 10 years, lending expertise in so many areas. Thank you Regan. We appreciate your service and hope that brighter days are ahead for you. Mahalo nui loa i nā mea āpau

Update On Water Heaters

The functioning of our water heaters and ensuring everyone has access to hot water is our top priority. As such we have been researching different options and taking bids on replacements. We have secured a bid for replacing our 29 water heaters in the wash buildings, which themselves date back to the original building of MVP! They’ve served us well but 50 years is enough. We are taking additional bids and determining the most capital efficient approach to this project, but we are excited to finally be nearing a solution to one of our biggest problems!

As ever, if you are unsatisfied with your water temperature please let the front office know so immediate steps can be taken to address the issue. With any luck, those calls will soon be a thing of the past.

Hybrid-Zoom Meetings Survey Results

Thank you to everyone who participated in our recent Hybrid-Zoom meeting survey! It’s great to get owners directly involved in decision making at MVP. With 39 responses 74% of owners indicated they are not supportive of on-site Zoom-hybrid meetings. The main sticking point is the cost which adds up over a year due to needing a new Zoom license, computer equipment, and to pay staff members extra hours to operate the meeting. We can certainly revisit this in the future but for now the community has spoken, and we look forward to using survey mechanisms like this to solicit further feedback.

Responsible Disposal of Bulky Items

A friendly reminder to owners and tenants to properly disposing of bulky items, furniture, toilets, mattresses, and construction materials. Dumping them at the trash bin enclosures not only creates eyesores but also burdens our hardworking staff. Be a responsible resident and utilize proper facilities for disposal. Together, we’ll keep our surroundings clean and pristine!

Cat Trapping Pilot Initiative

We are excited to announce the launch of our cat trapping system aimed at managing the feral cat population in our community. We have successfully trapped two kittens and an adult female cat, had them spayed/neutered, and safely returned them to the area. If you own a cat please be aware that if they go outside they may be caught and if you are identified you will receive citations. Our dog owners are very responsible when it comes to leashes and keeping dogs indoors so there is no reason cats should receive special treatment.

A special thank you goes to Jolynn and a member of our community for their dedication and hard work in getting this initiative started. Your efforts are greatly appreciated and vital to the success of this program! We look forward to seeing how this pilot unfolds.

Looking for documents?

If you need a copy of the house rules, bylaws, minutes, or master insurance certificate then good news – we have that all on our website and the owner’s portal: https://makahavalleyplantation.org/owners-portal/ – if you don’t have an account please contact the Front Office and they’ll get you connected! If there is additional documentation you are looking for please email mvpcommunicationcommittee@gmail.com and we’ll get it for you or send you in the right direction.

If you need more insurance information, such as if your lender/bank requires a new certificate automatically every year when the AOAO insurance renews, then please contact certificates@insuringhawaii.com. Make sure you supply the name and address of the lender/bank and request that they be named as an “additional insured”.

Tree Trimming

It Is that time of year again!  Our annual tree trimming will begin shortly. Please be patient as the landscapers keep our paradise a paradise.

Painting Committee

It’s getting near time to paint our buildings and the question is, what color? Our community has strong feelings on this matter. Some feel our building colors are outdated and unmodern, others feel we should be trimming back expenses. In the interests of moving as a community we are forming a Paint Committee to look at different options and color combinations, with the intent of bringing forward a color and vote to the community. Andrew Clark has agreed to chair this committee but he needs your help – if you have expertise in painting, in renovations, or a good eye for color please reach out to mvpcommunicationcommittee@gmail.com

Appealing Fines and Citations

No-one likes to receive a fine and we understand there are sometimes extenuating circumstances. If you’d like to appeal a fine or provide more context then rather than calling our property manager please put something in writing and send it to Chester at Touchstone at: chester@touchstoneproperties-hawaii.com. That helps with tracking and resolving issues and ensuring communication does not fall through the cracks.

Responsible Fire Grill Usage

Given the increasing danger of fires we would like to ask that everyone be mindful when using the shared fire grills. This includes putting out all fires, and ensuring that embers are properly disposed of. As an additional precaution during high wind days staff will close the grills and prevent them from being used, in accordance with guidance from the fire marshal. If you notice the grills not being used responsibly then please let the front office or security personnel know! We are fortunate to have all of the shared facilities that we do so please be mindful and weather-aware.

Mahalo,

The MVP Board of Directors

Aloha from the Makaha Valley Plantation Board of Directors,

Hybrid-Zoom Meetings Survey

Before 2019, our general meetings were held on-site, providing a great opportunity for the community to meet, mingle, and share their thoughts. During COVID, we switched to Zoom meetings, which offered the convenience of remote participation and allowed off-island owners to join in.

Given the benefits of both formats, we are now considering a hybrid solution and would love to hear your opinion! Implementing hybrid meetings would require the owner’s association to pay for a dedicated Zoom account, set up a computer, camera, and microphone in the cabanas, and have a staff member manage the on-site meeting equipment.

This setup would cost several thousand dollars each year. Do you think this is a worthwhile endeavor? Please fill out this survey to share your thoughts and let your voice be heard here: https://forms.gle/uAfY2zW5jc8bX8zm6


Cats and Toxoplasmosis

As a community, our shared goal is to maintain a safe, healthy, and pleasant living environment for everyone. Recently, we’ve noticed an increasing issue with feral cats within our neighborhood. While these cats may seem harmless, feeding them can lead to significant problems, both for the animals and our community. There are a few reasons for this…

Population Growth: Feeding feral cats encourages them to stay and reproduce. One well-fed feral cat can lead to many more, exacerbating the problem. The more cats there are, the harder it becomes to manage their population.

Wildlife Impact: Feral cats are natural hunters and can significantly impact local wildlife, including birds and small mammals. This disrupts the ecosystem and reduces biodiversity in our area.

Health Risks: Feral cats often carry diseases that can be transmitted to humans and pets. One of the most concerning is toxoplasmosis, a parasitic infection that can have serious health consequences.The parasite can be transmitted to humans through direct contact with cat feces, contaminated soil, or unwashed vegetables from gardens where infected cats may defecate.

While many people may experience mild or no symptoms, toxoplasmosis can cause flu-like symptoms and more severe health issues for those with weakened immune systems, pregnant women, and infants. In severe cases, it can lead to eye and brain damage. If you would like to learn more about toxoplasmosis you can learn about it’s effect on humans here (https://makahavalleyplantation.org/wp-content/uploads/2024/06/catowners_2017_240523_163642.pdf) and the local seal population here (https://makahavalleyplantation.org/wp-content/uploads/2024/06/A-Cat-astrophic-Threat-for-Seals.pdf).

It is crucial that all residents refrain from feeding feral cats. If you notice a neighbour feeding the cats please inform security or the front office so appropriate fines can be levied.

Please watch your step

We ask that you please watch your step walking through the property. Chickens sometimes dig holes for nesting so if you notice a hole or damage to the grounds please contact the front office so our groundskeepers can fill it in. Thanks!

HECO Power Outage Plans

You may have seen some recent communication from Hawaiian Electric about the Public Safety Power Shutoff (PSPS) program as part of their Wildfire Safety Strategy. It’s important for you and your family to have an action plan so you know what to do if you see the PSPS Alert. As with a hurricane, you should be prepared to be without electricity for an extended time, possibly days. You can learn more about the Hawaiian Electric Emergency Handbook for ways to prepare: https://www.hawaiianelectric.com/safety-and-outages/storm-center/emergency-preparedness-handbook

HECO asks that owners (and tenants) update their contact information through their Online Customer Service Center: https://eservice.hawaiianelectric.com/bdisu/logon.sap. Customers using electric-powered medical equipment or who refrigerate medication are urged to prepare for the possibility of extended power outages. Those customers should provide their contact information to Hawaiian Electric to receive notifications in advance of a PSPS by submitting an online Medical Needs Communications Form (https://pages.hawaiianelectric.com/medical-needs-form) or calling them at 808-548-7311.

If you have further questions on this topic feel free to reach out, or you can contact HECO Oahu directly at (808) 548-7311

Mahalo,

The MVP Board of Directors

Aloha from the Makaha Valley Plantation Board of Directors,

Letter from the President

As you likely know, we have had significant changes to our Board of Directors this year.  As a result, we have reviewed numerous issues facing us at MVP.  The first of these is the solar panel contract.  This contract was signed four and a half years ago or so.  It was an all-encompassing contract that would have been of no cost to us.  It included replacing our water heaters and installing solar panels and electric car charger stations. When I first heard of this it seemed too good to be true.  It appears that it was.  To date very little has been done on the project.

As a result, last month, we asked John Morris, our attorney to review the contract and provide us with what options we have available.  John and his office told us the vendor was in breach of the agreement in numerous instances.  They proposed that our manager send a letter to the vendor and, in accordance with the terms of the agreement, give the vendor an “opportunity to cure” these breaches.  We did that last month.  We have heard nothing from the vendor.

In the meantime, we have been asking for quotes for replacement water heaters.  In addition, we have contacted numerous solar panel project consulting companies and have asked for bids to provide us with consulting on our project.  Finally, we have put together a solar panel project committee comprised of board members and owners with relevant experience and knowledge.  If you are interested in being on the committee and have such experience please let Chester know.

Sorry for the bad news.  We will keep you updated as we appear to need to start over on this project.

Joe informs me it is time to begin repainting again.  It was supposed to start last year but, due to our fees increase it was decided to delay a year.  We could delay another year but, in order to protect our buildings we will eventually need to paint.  One proposal I have heard is to change our colors.  I have heard from many, including my wife, our buildings could use a color update.  This would only be entertained by the board if 1) costs did not increase with new colors and 2) owners agreed that this would be a good idea.  I believe a paint update could modernise the aeshetic of MVP and could increase the value of our collective property.

One of the Board’s primary goals is to keep costs down.  Once we have bids we will let you know and Andrew will reach out to solicit color combination suggestions.

We were saddened to hear that Greg recently resigned from his Board position and from his Officer position as treasurer.  He contributed much and he will be missed.  Now we need to replace him and we welcome nominations.  Please send them to Chester at touchstone: chester@touchstoneproperties-hawaii.com

I am excited to be your new President with this great Board!  I know I speak for the Board when I say we look forward to keeping MVP our own piece of paradise as it is and to improving it as we can – and keeping HOA fees as low as possible!

Responsible Disposal of Bulky Items

Let’s maintain the beauty of our community by properly disposing of bulky items, furniture, toilets, mattresses, and construction materials. Dumping them at the trash bin enclosures not only creates eyesores but also burdens our hardworking staff. We have a recycling center right here in Waianae (near Pililaau Park) called Reynolds Recycling – you can learn more about their service here: https://www.reynoldsrecycling.com/

For large items you we also have the Waianae Convenience Center located at 85-572 Waianae Valley Road. You can even check ahead and beat the line with their live webcam here: https://www.youtube.com/watch?v=by7OsQkK0Ms

Let’s keep our common areas clean!

Election By-Laws Update (Repeat)

Last year we tried to update our Bylaws with a Proposed Voting Amendment. Unfortunately, we fell just shy of the 66% of owner-participation necessary, so we are trying again this year.

Our Bylaws currently require directors be elected at a meeting where (1) a quorum is present and (2) a majority of those present vote in favor of electing that individual. These requirements make it difficult to elect directors because of “quorum-only” proxies. Let’s dig into that…

Imagine a typical annual meeting where we reach 55% quorum, where 40% of owners are attending or have designated their proxy to another owner, and 15% are quorum-only votes. A “quorum-only” vote is where an owner indicates that the meeting can occur, but they do not assign their voting power to anyone. The best way to think of this is that each quorum-only owner is an empty chair in the room. The way our bylaws are written those empty chairs count in the voting tally which makes that majority very hard to reach.

At our last election we had 55% quorum, which meant a director needed over 27.5% of the vote to be elected (because 55% divided by 2 is 27.5%) – but in practical terms that meant that 67.5% of the real owners (and their designated proxies) present had to vote for that particular candidate in order to out-vote those empty chairs! Not very practical.

So, with that analogy in mind our By-laws amendment is simply excluding those quorum-only owners from the voting process. In this way we can still get quorum and have the meeting, but when it comes to the voting it’s only actual owners and proxies that will be counted, thereby making it much easier for directors to achieve a majority and be elected!

This change will lead to much more efficient elections and a board that is more representative of the owner’s will. If you have any questions about this, please reach out!

Promoting Positions

As we look to the future we would like to announce some changes to our security and management. Chris Hodges is now an Assistant Manager in training and Naomi Tagaloa will be Chief of Security in training.

Appreciating our staff

We the board would like to thank our office staff for all the hard work they do everyday. It is a largely thankless job and often the ladies have to deal with difficult issues.  They do their jobs with smiles on their faces and respect for our owners and renters. Thank you both for continuously doing such a great job.

Dog Poo Reminder

We would like to kindly remind all residents to be diligent in cleaning up after their dog companions. If you are aware of a neighbor who may not be as attentive to this responsibility please don’t hesitate to contact our front office. The slipper you save could be your own!

Kiana Jacuzzi

Please note that the Kiana Jacuzzi replacement is still in progress and will be through the month of June.

Mahalo,

The MVP Board of Directors

Aloha from Makaha Valley Plantation,

Thank you Greg!

It is with a heavy heart that we share that Greg Sokolowski is retiring as MVP Treasurer and Board member to focus on his health, family and to take some time to travel. Greg has served as treasurer of MVP for 27 years, having joined in 1997, and we are forever grateful for his diligence and leadership. Our association is in an extremely healthy financial position, has some of the lowest HOA rates on the island, and during the time he served, home values have multiplied many times over. He leaves us in a strong financial position and his shoes will be hard to fill. Thank you Greg and we look forward to hearing about your next adventures!

Mahalo no kāu lawelawe

Employment IRA Program

Our staff is the lifeblood of our organization and in recent years it has become increasingly competitive and difficult to retain our best workers. Six months ago the Board of Directors undertook a review of our staff compensation plan and realized we could implement an IRA matching program and still stay within our budget. Providing retirement support is crucial for any modern worker so we are glad to have rolled this out, and we are optimistic this will help us attract and keep hard working, dedicated and professional employees. To all of our security, groundskeepers and administration staff – thank you for choosing MVP!

Dog Poo Reminder

We would like to kindly remind all residents to be diligent in cleaning up after their dog companions. If you are aware of a neighbor who may not be as attentive to this responsibility please don’t hesitate to contact our front office. The slipper you save could be your own!

Mahalo,

The MVP Board of Directors