Minutes HPIA Aug 2021 Board Meeting

  • by

Minutes of the HPIA Board of Directors Meeting

August 13, 2021

Attending:  Eric Weinert, Ken Ogawa, Chantal Vos and Toshi Aioki

The meeting was called to order at 4:05 by Eric Weinert.  Ken Ogawa and Eric Weinert were the only two board members.  Ken moved to approve the minutes from the May Board meeting and Eric and Ken voted to approve them.

NEW BOARD MEMBERS

Eric appointed Chantal Vos and Toshi Aioki to be replacement Board Members which would bring the number of directors to four.  Ken and Eric voted to accept the new appointed members effective immediately.    New elections will be held at the annual meeting in November and it was agreed that the four current directors will try to recruit eligible members to serve on the Board to try to get at least the minimum number of 7 directors allowed in the By-Laws.

ELECTION OF OFFICERS  

Toshi moved and Chantal seconded a motion to accept the following officers for the HPIA.  This motion passed unanimously.  

Eric Weinert President

Toshi Aioki Vice-President

Chantal Vos Secretary

Ken Ogawa Treasurer

FINANCIAL REPORT   

Eric presented the financial report and presented balance sheet as of Aug 14, 2021 and year to date 2021 Income Statement.

The highlights on the balance sheet are:

Assets

     Cash $76,000

     Seed Inventory $16,895

Liabilities

     MDBA Grant unspent $18,000

NEW SIGNATURE CARD AND ON-LINE BANKING  

Eric moved and Chantal seconded to set up on line banking with First Hawaiian Bank and go to the bank to create a new signature card with the current officers as signers for the account. Additionally, to close the Reward account and the Legal Defense account with First Hawaiian and transfer those balances to the checking account.  The motion passed unanimously.

INTERNAL CONTROLS  

To provide internal controls Toshi requested that the Treasurer sign off on each months bank statements.

BUDGET

Eric provided a working budget showing that the projected annual revenue of $7,000 is about equal to the simple expenses of keeping the office open, insurance and tax return preparation.

WORD PRESS WEBSITE MAINTENANCE  Ken mad a motion and Toshi seconded to accept the Website wordpress monthly management proposal by David Freedman on $100 per month billed quarterly to begin immediately.  The motion passed unanimously.

WEBSITE  COMMITTEE The group asked to form a Website Committee.  All members would like to participate.  The first committee meeting is scheduled for 3:00 PM September 3, 2021 at the offices of Calavo Growers located at 16-664 Milo St., Keaau.

SHAC  

Eric is the current HPIA representative to SHAC.  They meet the third Friday of each mont both at their office and on Zoom.  Chantal volunteered to be the 2nd rep to SHAC from HPIA.  Toshi asked for the representatives to report back to HPIA about any carry over monies for HPIA, both Canada and Japan and what category of projects those monies could be spent.

Toshi also indicated he want to write his own grants for MAP funds and other possible grant sources.

VAN WRAP AND SOCIAL MEDIA CAMPAIGN

Eric proposed a concept to put colorful HAWAII PAPAYA graphics on a new sprinter van.  Data proves that graphics on vehicles are on of themes effective way to promote brands.  Additionally, Eric is planing to do a three month tour to 25 major ski resorts across 9 Western States traveling over 5,000 miles.  Eric solicited a professional proposal from Cardin Communications to run a social media campaign promoting Hawaii Papaya during this 3 month ski tour posting twice per week, similar to the “Where is Waldo”

Proposed Cost: $12,500. (Van Wrap $2,500. $1 per mile van operation cost, $5,000 for social media campaign.)

PROPOSED BY LAW CHANGE

Ken moved to amend the by-laws to make associate members voting members.  Toshi seconded the motion and the motion passed unanimously,

NEXT BOARD MEETING

The new scheduled Board Meeting is November 12, 2021.  This is also the annual membership meeting, however due to State of Hawaii Emergency Proclamation Mandates it is unclear if meeting of that size will be permitted.

Meeting was adjourned at 5:30