HTMC Newsletter 2005

[Notification of Don Avery's death came too late to be included in last month's newsletter]
Professor Emeritus Don E. Avery, Age 92, died Dec 2, 2004 at Castle Medical Center.
A Kaneohe resident since 1954, Don was born in Evanston, Washington on May 20, 1912. He retired from a career as a professor of engineering at the University of Hawaii, where he also served as Chairman of General Engineering. An award-winning inventor who designed and built a 45-foot sailing vessel, an amphibious airplane, and windmill-controlled pumping systems that generated interest world-wide. He was an avid hiker and long-time member of the Hawaiian Trail and Mountain Club. Donations to the Don E. Avery Memorial Fund may be sent to:
University of Hawaii Foundation
Don E. Avery Trust
PO Box 11270
Honolulu, HI 96828

Our past year has been full of activity, including some gains and losses. Our big loss, of course, was the passing of Dick Davis this past September. He was remembered by the club through the dedication of our entire last issue of "Along The Trail", truly a fitting way for members to recall their fondest memories of a man who was larger that life to many. He will be sorely missed.

In October, our trail clearers installed the Steve Becker Memorial bench on Lanipo Trail. The bench was supplied by Na Ala Hele and is identical to the Daniel Levy bench at Nuuanu Lookout. The Levy family has continued to make much appreciated cash donations to our club during the year.

Our last loss was that of several very tall but diseased palm trees on our property, removed by volunteers at the November Clubhouse workday. We anticipate having to remove several more this next year for the same reasons. If you attend the Annual Meeting this coming April 24th, you will be seated under our new roof on the hau arbor, added along with a built-in bench at the August workday. We are now waterproof with new lighting, which has been wonderful for our almost monthly slideshow gatherings. And to their delight, some much needed improvements were made to the Wahine lua. The club also bought a new lawnmower, finally replacing a succession of older tired machines.

The unfinished business from last year included formation of the Clubhouse Replacement/Renovation Committee. Also active was the By-Laws Committee. Each of these committees has made recommendations which are attached or included in this newsletter for your consideration, along with our need for a septic system in order to comply with EPA requirements. The good news is that our Clubhouse Replacement Fund has again increased nicely in value, more than keeping pace with inflation and building costs. Once we have made decisions on these matters, we can consider putting life membership dues and any excess funds left from construction into an endowment fund, insuring the club's financial future.

Finally, I would have to say that our biggest perpetual gain is the dedicated and ongoing work of our volunteers. No one gets paid in HTMC. We all volunteer our time and efforts to make this the truly great organization that it is. Mahalo Nui Loa.

If you have been to a recent slide show or potluck at the Clubhouse, you may have noticed the porta-pottie on the property, and the new signs on the men's and women's restrooms which state that "use is limited to residents only". This is due to a recent regulation by the Environmental Protection Agency (EPA), which bans Large Capacity Cesspools, and imposes LARGE fines for violations. Our clubhouse is hooked to a cesspool, and the short term solution to avoid those fines is to limit use of the cesspool, and employ that portable toilet (as unpleasant as you find that!).The long term solution is to replace our cesspool with a septic system. But that is an expensive undertaking, probably in the range of $25,000. At the annual meeting you will be asked to consider making that expenditure ....or continuing to use the porta-pottie!

The Future of the Clubhouse

· Almost 90% of the returns were opposed to selling the clubhouse and property.
· Almost 80% wanted some action taken on the clubhouse.
· Three-quarters of the responses were opposed to a pavilion style clubhouse.
· Responses were almost two to one in favor or replacing the clubhouse instead of renovating it.

The board of directors was charted with designating a committee to investigate the feasibility of a project to either replace or renovate the clubhouse. In June of last year the clubhouse replacement committee was created to fulfill this board mandate. Twenty members came forth to volunteer their time to serve on the committee and as their first task set to study club usage so as to formulate the criteria to be used in weigh proposals for either renovation or replacement. All committee minutes as well as other materials are available on line at http://geocities.com/htmclub/chbuild. Using this criteria committee members were asked to prepare what they felt would be a plan to either renovate or replace the clubhouse. Nine plans were submitted and each was discussed and reviewed. Over time the nine plans collapsed to three: two focused on replacement and one on renovation. Considerable effort went into considerations of usable space, accessibility, member and residence quarters, building materials, weather proofing, building placement, parking, security, and many other areas.

Discussions and facts were presented regarding renovation. The committee recognizes that its clubhouse needs are simple: a place in which to conduct meetings, give community presentations, and support its quarterly potluck and slide show presentations. Based on:
a) serious questions of structural integrity;
b) the overall age and disrepair of the entire clubhouse and its amenities;
c) the desire to have any construction completed in a timely manner;
d) the goal to have a facility to meet the needs of the club for the next 50 years;

The majority of the committee members recommend that the clubhouse not be renovated but rather replaced. The existing hau arbor, recently renovated, shall remain. Building a new clubhouse is not something which should be subjected to further delays as it is prudent to do this construction as part of complying with the need to install a new septic system. Enclosed are three summaries which describe the current three proposals. Please review them. At the upcoming general membership meeting the committee recommends a for vote on the following two motions:

Motion #1: The clubhouse shall be replaced with a new structure and not seriously renovated. This does not preclude necessary repairs until the time of new construction.

Motion #2: The board of directors has the authority to begin construction using funds from the clubhouse replacement fund at a time selected by the board.

1. Square footage: Same as existing Clubhouse
2. Construction type: replace with similar materials, and new concrete block
3. Estimated costs (low end): Minor renovation plan - $10,000 - $15,000 Major renovation plan - $43,000 -$49,000
4. Labor done by: Minor plan - clubmember volunteers Major plan - Contractor
5. Construction duration: Minor plan - 3 months, ongoing for "years" Major plan - 3-6 months

There are two options available for renovation. The first is Minor renovation, done slowly by clubmember volunteers, and the second is extensive, or Major renovation, done quickly and professionally by contractors. The choice would depend primarily upon how long we wish to retain the current Clubhouse, and the level of expense we wish to incur in doing so.

Minor Renovation
This option would consist of doing minor repairs, and replacing damaged and deteriorated elements, in order to maintain the current level of usefulness, safety, and habitability of the Clubhouse. This process would extend the life of the structure (perhaps for years) while additional funds could be accumulated for its eventual replacement. Most work would be done by Clubmember volunteers, and expenses would be limited to the cost of materials. Projects would include such things as replacing windows, replacing rotten wood and beams, weatherproofing, upgrading toilets and showers, painting, and a adding a food-preparation area downstairs, which would be more convenient to the Hau arbor potluck functions. This option should be though of as a "holding action" to buy us time.

Major Renovation
This option would be more extensive (and expensive), and would be done by contractors. It would include such things as replacing the roof, replacing and upgrading the plumbing and electrical systems, reflooring, and replacing the downstairs walls with concrete blocks on a proper foundation. Eventually the upstairs could be similarly upgraded. This would in effect give us a "new" Clubhouse, but with the same look and feel as the old familiar structure. The interior space could be modified to provide new usage options, much like plans A & B. The life of the structure would be greatly extended, similar to the new construction plans. This option is an investment in preserving and retaining the current Historical building.

1. Square footage: 3400
2. Construction type: CMU block, steel, wood
3. Estimate cost: $120,000 - $250,000
4. Labor done by: Contractor, possible some finishing work by members
5. Construction duration: 3-6 months

The first floor is divided into two parts, a CMU block building with bathrooms, a food preparation area, a library, and a storage/tool room. Attached to this building is a high-ceilinged screened Great Room for meetings, slideshow presentations, etc., and during inclement weather.

Doors to the rooms in the block building are all lockable for security; secure even if someone were to cut through the screens of the Great Room. No items of value would be left in the Great Room; most items would be kept in the storage room, library, or the food prep room. The food prep and storage/tool rooms open to both the outside as well as the Great Room, while the library opens only into the Great Room, and the bathrooms only open to the outside, with vinyl fence screens at the entrances. Outside showers are also available with vinyl fence screening.

There is a staircase on the outside of the block building providing access to the two identical apartments on the second floor, above the CMU block portion. Each apartment comes with its own bathroom, living/dining/kitchenette, and separate bedroom. One of these apartments is dedicated to a clubhouse resident. The other can be used for another resident, for short term rental income, or by removing the wall dividing the two apartments, make the entire second floor one large 2-bedroom apartment.

The hau arbor would remain, and this new building would be placed to the south of the arbor, on higher ground than the original clubhouse.

1. Square footage: 3000
2. Construction type: steel or wood
3. Estimate cost: $120,000 - $250,000
4. Labor done by: Contractor, possible some finishing work by members
5. Construction duration: 3-6 months

The first floor has a great room that can be used as a meeting room and for indoor slide shows during inclement weather. The 1,180 square foot room is enclosed and totally protected from the weather, but has several sliding doors to open the room when desired. It has a food preparation area in one corner on the side closest to hau arbor for ease of use during potluck and other events. Opening onto the great room are a storage/office area for files, female and male restrooms with two toilets each, and a tool storage area.

The second floor has two units that are joined with a lockable door. The upstairs has a wide lanai area on three sides. The units are open studios each with a bathroom. The units and outside lanai could be open beam ceiling. If the club has two resident managers, both units can be used their quarters. Or if the club has one resident manager, then one unit could be used for quarters and the other unit as a meeting room or as a bunkhouse. The staircase built recently for the original clubhouse could be adapted to the new clubhouse.

These proposed revisions result from 11 meetings of the Bylaws Committee between 7 Oct 2004 and 3 March 2005. Permanent committee members included (in alphabetical order) Jay Feldman, Thea Ferentinos, John Hoover, Larry Lee, Marcia Stone, Darrell Teruya, and Jim Yuen. In addition, Mike Algiers, Peter Kempf, Justin Ohara, and Doug Walker actively participated in many of the meetings. The purpose of some of the proposed changes is self-evident; others are explained in brief notes. New additions are in underlined bold. Deletions are in ~~strikethrough~~. Notes are in italics.
These revisions are also available on-line at http://geocities.com/htmclub/htmnews.html

4. The club shall maintain a general operating fund which shall be managed by the Board of Directors (see Article V, section 8-C).

5. The membership or the Board of Directors may establish and define special-purpose funds separate from the operating fund for club-related activities such as, but not limited to, clubhouse maintenance, clubhouse replacement, trail construction, education, conservation, and endowment.

6. Special-purpose funds created by the Board of Directors must be ratified by the membership at the next annual meeting, or at a special meeting called for that purpose. Special-purpose funds created or ratified by the membership can be modified or dissolved only by the membership.

Notes: The new sections above merely put into writing things we have been doing already.

1. The Board of Directors shall consist of seven (7) members whose terms of office shall be three (3) years or until their successors are elected. Three (3) directors shall be elected each third year at the annual meeting, beginning the year in which these bylaws are adopted; two (2) shall be elected in all other years. Election shall be by plurality vote, by ballot. New directors shall assume their duties at the first board meeting after the annual meeting.

2. Any director who is absent from three (3) consecutive meetings of the Board, or from five (5) meetings in any 12-month period, shall automatically vacate his or her position. The Board shall temporarily fill the vacancy pursuant to Section 8 A below. At the next annual meeting, a director shall be elected to fill the remainder of the term. The former director is eligible to re-fill the position in either situation.

4. At its first regular meeting following the annual meeting, the Board shall elect and appoint the club officers and appoint the standing committee chairs. Elected officers shall consist of a president, vice president, recording secretary, corresponding secretary, treasurer, and accountant. Appointed officers shall consist of hike coordinators. The hike coordinators, secretaries and accountant need not be members of the Board, but must be members of the club. Hike coordinators and standing committee chairs may be appointed or removed as needed at any subsequent meeting of the Board.

Notes: We felt that the "chain of command" should be made clear: the members elect the Board and the Board oversees the committees. Having the president appoint the committee chairs leaves the Board's role unclear. See Article VIII Section1.

7. Special meetings of the Board may be called at any time by the president provided that all directors are notified in advance.

C. Have the power to incur all operating expenses, ~~except donations,~~ provided such expenses or liabilities do not exceed the current income; provided also that no single expenditure shall be made in excess of two thousand (2000) dollars without the approval of the membership, except as provided in Article VI, Section 5-C, or for an emergency expense for which there is not enough time to call a membership meeting. ~~Donations shall not exceed one thousand (1000) dollars each instance without the vote of the membership.~~

D. Have the power to make monetary donations to other organizations, provided that no single donation shall be made in excess of one thousand (1000) dollars without the approval of the membership.

Notes: nothing new here-we just clarified the wording, which we felt was unclear.

9. ~~Upon the written request of at least fifteen (15) members,~~ Any action of the Board ~~shall~~ may be submitted to the club membership for ratification, amendment, or rejection at an annual meeting, or at a special meeting called (pursuant to Article VII) for that purpose.

~~E. Appoint a chairman for every standing committee.~~
Notes: see Article V section 4

5. The treasurer shall:

G. Maintain a historical record of all actions pertaining to special-purpose funds.

3. Special meetings of the general membership ~~may~~ shall be called by the president at the request of the Board of Directors or any fifteen (15) members. No other business may be considered except that business provided for in the call. Such special meetings shall be convened not later than thirty (30) days after the request has been delivered to the Board of Directors, and the membership shall be notified in writing at least fifteen (15) days in advance of the special meeting.

2. The acts and decisions of committees shall not be in conflict with the bylaws or the standing rules and may be revoked by the Board.

Notes: The 4 sections above are new but do not mandate any big changes in the way we've been doing things. To accommodate these additions we did a lot of re-numbering and re-lettering in the sections below.

5E. The Public Relations Committee ~~shall furnish the press with items~~ provide the media with information concerning the club's activities and shall take other actions to improve the public relations of the club.

6F. The Clubhouse Committee ~~shall have charge of all house affairs, general supervision of the clubhouse, and shall collect all house charges~~ supervise clubhouse use and oversee the collection of all house fees.

Notes: we felt that "have charge of all house affairs" was too broad. The Board is ultimately in charge, not the committee.

9I. The Property ~~Management~~ Maintenance Committee shall ~~advise and make suggestions to the membership or Board of Directors concerning maintenance, new buildings, and general planning~~ oversee the maintenance of the club's real property and equipment.

Notes: we felt that this name change more accurately reflects the actual duties of the committee.

L. The Trail Maintenance Committee shall coordinate scheduled maintenance of trails.

Notes: Officially recognizing the existence of this committee is long overdue. We included the word "scheduled" to absolve the committee from having to oversee the "unofficial" trail maintenance that is frequently performed by club members.

~~Robert's Rules of Order, Revised, shall govern the proceedings of the club except in cases that are covered by the bylaws, standing rules, and special rules adopted by the club.~~
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the club may adopt.

Notes: This wording is taken directly from Robert's Rules of Order. It doesn't really change anything.

These bylaws may be amended by a two-thirds vote at any annual meeting or at a special meeting called for that purpose, provided that ~~written notice shall have been submitted to the members at least fifteen (15) days in advance of the meeting at which the vote is to be taken.~~

1. Written notice of the proposed amendments shall have been submitted to the members at least fifteen (15) days in advance of the meeting at which the vote is to be taken.

2. A Bylaws Committee shall have been convened to examine the proposed changes and to make recommendations to the Board of Directors and to the membership prior to the vote. The Bylaws Committee shall be composed of 5 or more club members, at least 2 of whom shall be former directors. The chair shall not be a current director, nor shall more than 2 current directors serve on the committee.

Notes: We wrote ourselves into the Bylaws to help avoid future inconsistencies or difficulties arising from bylaws changes that weren't sufficiently thought through.

Annual dues are $20, additional family member dues are $10, and for $400, you can be a life time member. Please make your checks payable to HTMC and mail to HTMC, PO Box 2238, Honolulu, HI 96804. An envelope is enclosed for your convenience. Renewals are due by March 1, 2005.

ALONG THE TRAIL is a quarterly publication of the Hawaiian Trail and Mountain Club designed to inform the membership of club activities and matters of interest to the hiking community. HTMC members and any other interested parties are welcome to submit articles to ALONG THE TRAIL. Submissions must be received by the 5th day of March, June, September, and December in order to appear in the newsletter pub-lished for the following quarter, and may be sent in any of the following ways (email preferred):

email: richard27@hawaii.rr.com
FAX: 293-2554
Phone: 293-2554
Mail: Richard McMahon
57-531 Kamehameha Hwy
Kahuku, HI 96731