Rebecca Lisle explained that Associa initially intended to offer the same payment options used for most associations it manages — auto-pay, direct debit (ACH), and online payments. However, issues specific to KLRF’s ownership structure (LLCs over lots, with partition owners) prevented these features from being safely enabled at this time.

• Online payments / Town Square disabled: The online payment feature was turned off because partition owners’ banking and routing information was visible to other partition owners on the same lot — an information-security risk.
• Direct debit disabled: One owner who enrolled in automatic payments had the entire lot’s fees pulled rather than only that owner’s proportionate share. The feature was turned off to prevent recurrence.
• Current method — checks only: Until these issues are resolved, the only accepted payment method is mailing checks payable to “Kunia Loa Ridge Farmlands” to the Associa lockbox / Honolulu office address on the distributed handout.
• Central Pacific Bank (CPB): Owners are asked to discontinue depositing directly through CPB for now and route all payments through the lockbox to ensure proper posting.
• Bank bill-pay accepted: Owners may use their own bank’s online bill-pay feature, which prints and mails a check to the Associa lockbox. Lockbox payments should post within about one day.

Goal: Associa intends to re-enable online and automatic payment options once the systems can be customized to KLRF’s partition-ownership structure and operated to Associa’s standard.

• 90-day grace period: Given the scope of the transition, late fees are suspended for the first 90 days. The period began in May 2026.
• Late fees resume August 1, 2026: After the grace period, the association’s adopted late-fee policy applies: payments due on the 1st, grace period through the 15th, then a $50 late fee.
• Member request noted: One LLC representative asked the Board to consider increasing the $50 late fee to keep pace with inflation and to address chronically late members. The Board President noted that an individual LLC may set and charge its own internal late fees, and that there was not broad consensus to raise the association-wide fee at this time.

• Statements go to the LLC: Statements are sent to the LLC of record, which is responsible for disseminating information to its partition owners. The first May statement was late; Associa committed to delivering statements at least two weeks before the due date going forward.
• Water meter reading timing: The water-meter reading date shifted during the transition, contributing to the late first statement. Maintenance now plans to read meters around the 13th–14th of the month, with figures verified by Associa before statements are issued.
• E-statements available: Owners may enroll in e-statements (instructions on the back of the handout) to receive statements by email. E-statements are sent to a single LLC email only, not to individual members.
• Missing statements: Owners who have not received May or June statements can contact Rebecca directly for an emailed copy, or obtain a printed copy from the Board President’s office.

• May payments to prior account: Payments sent to the prior CPB account or old lockbox in May are still being pulled and posted; owners were asked to bear with the reconciliation process.
• Historical data retained: Associa has access to historical payment data and will scrub it for accuracy. Owners who believe a payment was not posted should email evidence (e.g., a copy of a cleared/certified check) to Rebecca for adjustment.
• Recommendation to members: Members were advised to pay by certified check, keep a payment history, and photograph receipts — bank receipt ink can fade within 15–20 days.
• Possible extension: If ending balances cannot be confirmed as fully accurate, Associa will request the Board extend the grace period and notify owners.

• Prior-year audit solicited: In response to a member question (Kevin Archibald, Lot 37), Rebecca confirmed she has solicited proposals from auditors to complete an audit of prior years. Results will be provided to ownership once available. Members noted KLRF has historically not had an audit.
• Standard transparency posture: As part of Associa’s standard service-level agreement, monthly financials will be posted for owners on the Town Square platform, organized into folders.
• Board minutes posted: Approved minutes — going forward from May 1 and, where available, historical minutes — will be posted, organized by year. Members noted little to no historical access over roughly 16 years.
• Additional documents: Governing documents, association forms, policies, and the approved audit will also be posted to Town Square as discovery and verification allow.

• Balance visibility retained: Town Square still allows owners to view account balances, charges, and running ledgers; only the payment-submission function is disabled.
• Partition-owner access under review: Members raised that allowing all partition owners platform access creates complications and contributed to the financial-visibility issue. Rebecca agreed to take back to the Board whether access should be limited to the LLC only, which she noted would be cleaner.
• Ledger notations: Associa will note the payer name or lot in the memo/notes field so LLCs can see which partition owner submitted each payment against a shared charge.
• Reconciliation of owner lists: A member requested a verified list of partition owners so association records reconcile with LLC records; a missing partition owner was identified through the sign-up list.

The Board President clarified that rental agreements, leases, and insurance records are a KLRF responsibility — not Associa’s — and are maintained in KLRF’s repository (visible to owners via the KLRF/Virgil website, not to renters).

• Rental agreements: All rental agreements must be processed through the KLRF office; only the registered owner (not a manager) may sign up a renter. Governing documents allow a maximum of two renters per acre, with no subleasing.
• Security stickers: When the security system transitions, only owners and legally registered renters will receive gate access stickers; all others must be called in as visitors.
• Leases / ownership transfers: David Floirendo is compiling all proprietary lot leases. Owners who sell or transfer property must provide DCCA and supporting documentation so records reflect the change.
• Member SOP suggestion: A member suggested applying the same “LLC-only” standard operating procedure used for finances to rental/renter management; the Board President agreed to raise it with the team.

• Owner responsibility per lease: A member raised that, per the lease, the easement fronting each lot is the owner’s responsibility to maintain (clearing swales, grasses, trees), while the association has historically performed and paid for some of this work.
• Palikea note: The Board President explained recent association work in the Palikea area was driven by water-line/road damage requiring backfill, and reaffirmed that easement maintenance is generally the lot owner’s responsibility.
• Governing-document discrepancy: A member noted a possible conflict between the lease and the CC&Rs regarding easement maintenance responsibility. The Board President deferred a detailed discussion offline to keep the meeting on schedule.

• LLC-only as primary contact: Statements and primary contact default to the LLC president; owners handling LLC finances who are not receiving statements should notify Associa to update the primary contact.
• Outside LLC management: A member asked whether Associa could manage an individual LLC. Rebecca stated Associa does not manage individual member LLCs but would look into it.
• Best-practice workflow requested: A member requested Associa publish a recommended workflow / best practice for LLCs (single LLC payment rather than chasing multiple partition owners). Rebecca agreed to draft and share guidance, noting she had already discussed it with Cindy.

• Safety of funds: Rebecca confirmed funds remain in the association’s own bank account; Associa is only authorized to facilitate Board-approved transfers and maintains internal controls, separation of duties, and bank-level fraud flagging. Associa does not process ACH/wires to unestablished entities.
• External audit of Associa: Associa Hawaii is itself audited to verify separation of duties and financial controls.
• Reserve study and investment: Rebecca plans a reserve study to fund future capital projects and reduce reliance on special assessments. With Board approval, a financial planner (e.g., Edward Jones, Charles Schwab) can be brought in to recommend investment of reserve funds rather than leaving them idle in checking.

• Fee structure: Associa charges a flat monthly management fee plus additional charges for specific services (e.g., check printing, envelopes/paper, mailing the annual budget, and tallying/working the annual meeting). These will be itemized in the financials.
• No charge for calls: Routine member calls to Rebecca are not billed; out-of-scope or extensive special requests may be discussed separately.
• Cost comparison: The Board President indicated the new arrangement represents significant savings overall versus the prior provider, where additional/ancillary charges — not the base fee — had been the overwhelming cost.

• Budget in development: Rebecca has not yet begun the 2027 budget but committed to a detailed, numbers-driven budget reflecting every association expense, with any fee increase substantiated by the budget.
• Infrastructure recovery: The Board President reiterated that long-neglected infrastructure, compounded by recent severe flooding, will drive significant future costs. “Band-Aid” repairs are expected to fail again; the Board’s approach is to “build back better” to minimize future storm damage and protect long-term value for members and their families.

1. Associa (Rebecca): Continue reconciling May payments made to the prior CPB account / old lockbox and post them to owner ledgers.
2. Associa (Rebecca): Scrub historical payment data and correct any unposted payments based on owner-provided evidence.
3. Associa (Rebecca): Solicit and complete a prior-year financial audit and provide results to ownership.
4. Associa (Rebecca): Post monthly financials, approved current and historical board minutes, governing documents, forms, and policies to Town Square, organized by year/folder.
5. Associa (Rebecca): Take back to the Board whether Town Square access should be limited to LLCs only.
6. Associa (Rebecca): Draft and share an LLC payment best-practice / recommended workflow.
7. Associa (Rebecca): Work toward re-enabling online and automatic (LLC-level) payment options; deliver statements at least two weeks before the due date.
8. Associa (Rebecca): Begin the 2027 budget and a reserve study; coordinate Board approval for any reserve investment.
9. Board President (Charles): Provide printed May/June statements from the office to owners who have not received them.
10. Board President (Charles) / KLRF: Continue compiling rental agreements, leases, and ownership-transfer documentation and verify renter accuracy with LLCs.
11. Board President (Charles): Bring the member SOP suggestion (apply LLC-only process to rental/renter management) to the team.
12. Board / KLRF: Address easement-maintenance responsibility and the lease vs. CC&R discrepancy offline.
13. Members: Mail checks payable to Kunia Loa Ridge Farmlands to the Associa lockbox, or use bank bill-pay; enroll in e-statements if desired; check spam folders for KLRF email blasts; keep certified-check records and photograph receipts.

With no further questions, the Board President thanked all in-person and online attendees for their time and participation in the transition. Members were encouraged to contact Rebecca (Associa) directly by email for account questions, or the Board President as an alternate channel. The meeting was concluded, with the Board President offering to meet individually afterward with members who had additional KLRF-specific concerns.