SHHA ASSOCIATION
2008 ANNUAL MEETING MINUTES
Saturday, June 7 2008
Albuquerque - Church of the Good Shepherd
1. CALL
TO ORDER: The
2008 Annual Meeting of the Sandia Heights Homeowners Association was called to
order by President Sy Caudill at 10:07 a.m. at the Church of the Good Shepherd.
A majority of the Board members was present.
2. WELCOME: The President welcomed everyone, stating that it was a 2-part meeting, with the annual business portion first, and then a town hall meeting following that.
3. INTRODUCTION
OF BOARD/COMMITTEE CHAIRS/OFFICE STAFF: The President introduced the board
members in attendance and stated the committee each served on (
Also noted were the chairs of Special Committees: George Connor and Bob Francis; and office staff, Sheraz Saint-Lôt and Betsy Rodriguez (present).
4. APPOINTMENT OF THE MINUTES APPROVAL COMMITTEE: The President appointed the SHHA BOD to serve as a committee to approve the minutes of this annual meeting.
5. QUORUM: The President announced that the
quorum for this meeting was 40 members. There are over 40 SHHA members present.
We have a quorum. The voting body of this annual meeting is hereby established.
6. REPORT OF THE 2007 MINUTES REVIEW COMMITTEE: The minutes of the 2007 Annual Meeting which were reviewed by the Board of Directors at its July 2007 meeting and found to be correct. Those minutes are on file in the official record book in the office.
7. REPORTS OF OFFICERS: These are the summary reports covering July 2007-June 2008. Complete reports are on file in the Official Record Book for SHHA 2007-2008.
The next order
of business is the report of the officers. We can answer short questions about
the reports after they are given. However, if your questions require more than
a simple yes or no response, we ask that you bring it up during the Town Hall
meeting. You must be recognized by the chair prior to commenting, please raise
your hand to be recognized. We shall begin with my report.
Article II Section 2 of
the bylaws charges your Board with presenting reports to the membership. Board
members and others appointed to special groups do this by reporting on and
submitting meeting reports for the official record, which are available in the
office. In addition, we keep the membership informed via the publication of the
information in the GRIT, our association newsletter and on the website.
I would like to highlight
our accomplishments from June of last year through last month, run down some of
our future plans, and give you some concerns where we need to involve the
members of the community.
As you have
read in my GRIT articles we continue to have a lack of volunteers to support
the work of the SHHA. I would ask each of you to consider volunteering to
assist the association as either a board member or a volunteer on one of our
committees. The committee chairs would be glad to discuss the work during our
breaks. It takes all of us to keep this association running. Now let me move on
to some specifics from the past year.
Area projects -
·
Maestas Property – at the corner
of San Rafael and Tramway Blvd. The County Planning Commission approved 8 homes
in this area. This effort is still pending.
·
T-Mobile cell tower at Futures
for Children – disapproved/withdrawn with the county.
·
900 Tramway Lane – at the corner
of Paseo del Norte and Tramway Blvd. We have a special committee headed by
George Connor that has been and is still working with the county to get them to
buy this area as open space. Currently the land is for sale and we continue to
monitor any zoning requests.
·
We were again successful in
working with our state Representatives Bill Rehm and Kathy McCoy to request and
receive Capital Outlay money for road improvements in Sandia Heights. I’m sure
many of you have seen some of the paving that occurred this year, this is a
result of SHHA's efforts working with our representatives from last year’s
state budget. We expect more in the coming
year.
·
We successfully led the effort to
bring a new business to the lot next to our offices, this is owned by a SHHA
homeowner and is currently under construction.
We have instituted a number of ways to enhance the
value of membership in the association.
One of these is the very popular Tram Passes, which Kerney will cover
later.
We have been very busy in both the ACC and the
b. VICE
PRESIDENT (
Thank
you, Mr. President. Since last June, as
Vice President, I have performed the duties of the President at his request
during times of his absence.
In the
next year, I look forward to performing the duties of the Treasurer and serving
as the Chairman of the Finance Committee. Thank you for your support.
c. SECRETARY (Marsha Thole):
Marsha
Thole was elected secretary in April 2008 to replace
d. TREASURER (
Thank you, Mr. President. The independent annual review for
2007 was performed by Mr.
I have
included copies of the 2007 cash flow report, and the 2008 cash flow report
through May 31st. The 2007 independent annual review will be
included in the July issue of the GRIT.
Are there
any questions?"
8. STANDING COMMITTEE REPORTS
a.
ARCHITECTURAL
CONTROL COMMITTEE (
The residents of Sandia Heights have
continued to remodel their homes and build new ones at a fast pace. The ACC
acted on nearly 400 applications and managed between 150 & 250 projects
during the past year. The ACC continues to focus its efforts on fair and
evenhanded covenant enforcement and increased transparency in its
decision-making processes.
In 2005, the Committee began publishing a
Project Log on the SHHA website. In 2006, the Committee began publishing an
Activity Log in the GRIT each month. As a result, we have found that homeowners
are now more aware of what the ACC does and the basis for its decisions.
This year the committee revised its Design
Guideline for Landscaping. The Committee is no longer approving the planting of
trees which can be expected to exceed 26 feet at maturity or that are located
in set-back areas. In order to reduce its application response times, the
Committee is continuing to meet twice a month on the first and third
Wednesdays.
Taken all together, the past year has
offered many challenges and opportunities for the Architectural Control
Committee and the Committee believes that it has grown more open and fair in
the process. We hope that you agree.
b. COVENANT
SUPPORT COMMITTEE (Pete Heinstein):
The Covenant
Support Committee addresses covenant complaints filed by the home owners and
members of SHHA. The committee follows up these complaints by talking to the
complainants and the alleged violators and we try to determine if there is a
violation and how it can best be resolved. We do this by following the written
covenants of the different units of SHHA.
We have
received 48 complaints since the last annual meeting, 40 of these have been
resolved or the complaints have been corrected, 3 had to be referred to the
County Zoning Department or the County Sheriff for resolution since County
ordinances were affected and one of these complaints have not yet been
resolved. 1 case has been referred to the SHHA attorney and is still pending.
The work
of this committee would not be possible without the dedication, commitment and
hours of work by the committee members,
c. FINANCE
COMMITTEE (
The Finance Committee met monthly this
year with several objectives to accomplish. Some of these objectives were
intended to continue streamlining the internal procedures of the office
operations and several were to reduce or minimize cost. The internal Finance
Procedures were modified to improve office workload and eliminate potential
errors in financial reporting. The committee prepared the 2008 line item budget
for board approval with some refinement of previous budgets. The committee,
along with board approval, renegotiated our office lease for another 5 years.
Unfortunately, our rent went up significantly as commercial property costs have
gone up. All our goals were accomplished and the association met its budget
objectives for 2007. If you are interested in any of the financial reports or
activity of the finance committee please contact the office.
d. COMMUNITY
SERVICES & MEMBERSHIP COMMITTEE (Kerney Bolton – Acting Chair):
The
Community Services and Membership Committee was inactive for several months
prior to the start of the current year. The Committee was reestablished in
August of 2007 with three new volunteer members. The Committee adopted a new
set of Administrative Procedures, and Secured Approval of a Charter from the
Board of Directors.
The
Committee established policies as follows:
1. To provide new
community services for SHHA Members to enjoy and that will also encourage
non-members to join the Association.
2. To adopt measures
to make voluntary work for the SHHA more attractive and rewarding.
The
following services were introduced or continued during the year:
1. The Coffeehouse
Concert Series was made free of charge for SHHA members.
2. Tram passes were
made free of charge for SHHA members.
3. Quarterly, Meet
‘N Greet - SHHA Office Open House events were started.
4. The policy of no
charge for ACC applications for SHHA members was continued and non-member fees
were increased to more completely cover the cost of processing those
applications.
These new services were well received by our members and
used extensively.
The following steps were taken to improve the working
climate for SHHA volunteers:
1. A semi-annual
Volunteer’s Luncheon was established.
2. A process was put
in place to recognize individuals who render outstanding services.
3. An engraved wall
plaque was procured and will be placed in the SHHA office to display the names
of volunteers recognized for their service to the SHHA.
Total
membership in the SHHA continued to increase this year. Eighty-eight new
members signed up in the last twelve months.
The
Association continues to need additional volunteers on the Board of Directors
and on the various committees.
The
Committee appreciates the support of the Board of Directives this year for its
initiatives and will continue to expand its efforts to serve the Community and
encourage voluntarism next year.
e. COMMUNICATIONS
& PUBLICATIONS COMMITTEE CHAIRMAN (Burt O’Neil)
This committee has three main areas of
responsibility: publication of the GRIT, our newsletter, publication of the
Resident Directory, and managing the website. The GRIT is now published on a
monthly basis. The URL address is sandiahomeowners.org.
The Resident Directory has been updated
and has a wealth of general information on utilities, emergency services,
government services, and pertinent miscellaneous member information.
The SHHA website also contains a wealth of
information specific to residents, such as the covenants for each SHHA unit and
a detailed summary of the Architectural committee policy and procedures. The
site is constantly updated to include current useful information, such as
updates on special issues – an example is the cell phone tower issue. The
website also posts resident security and safety alerts. This year one of our
staff members successfully completed a course in web site building using the
Microsoft frontpage editor. We currently have a photo gallery with photographs
submitted for the directory cover.
We plan to post the GRIT on the website.
This will allow us to include color photos/graphics, audio and video. We are in
the process of including affiliated links to our GRIT advertisers (and charging
the standard fee.) This usage will save on tremendously on postage, paper, and
printing costs, since posting on the internet is free.
Finally, we are always looking for
articles of general interest for SHHA residents also the committee is in need
of people to help. If you have an interest in this area please contact the
office.
f. TRAFFIC & SAFETY COMMITTEE
CHAIRMAN (Frances Desonier):
Combined
two Committees into One - The Traffic & Safety Committee and the Parks
& New Development Committees were combined into a single Parks & Safety
Committee. A new charter was also written to reflect the combined
responsibilities of the new committee.
Leadership Changes – During the
past year leadership of the committee passed from
Coordination with County – The
committee has worked with the county to arrange regularly scheduled trimming
(about 2 feet) along roads in Sandia Heights, in addition to doing trimming on an
as-needed basis. The county also agreed to a traffic study along San Rafael and
Tramway Lane.
Fire Hydrant Trimming – The
committee has been in contact with and is monitoring the county fire
department’s trimming around fire hydrants. The county has also replaced the
blue reflectors in the streets in front of the fire hydrants with brown
reflector poles.
Capital Improvement Projects – The
committee is monitoring the progress of a capitol improvement project that will
allow for resurfacing of some streets in Sandia Heights.
Also in the Works – The committee
is working on ideas to encourage the use of and to possibly provide or sell
reflective gear to SHHA members who walk along our roads during early morning
or late evening hours.
g. BYLAW
COMMITTEE (Jim Irving):
The Bylaws Committee is continuing it’s
role to serve as the main resource in providing the Board with bylaws and
related documents may need to be amended. The Bylaws Committee is writing a
revision to the SHHA bylaws, a couple of which will be voted on today.
h. 900 TRAMWAY
LANE GROUP
George
Connor: My group of four, have met with the Count and with state senator and
working with them since last fall. Progress is slow trying to get the county to
buy that open partial land at Paseo and Tramway. Thank you all for your
support.
9. ELECTIONS
a. The Sandia
Heights Homeowners Association elects the officers in April, and new board
members are elected by the homeowners in June. Any positions on the board that
become vacant during the year are filled by a vote of the board members at
regular BOD meetings.
The
report for the election of officers is filed with the minutes. This year the
positions of president, vice-president, secretary, and treasurer needed to be
filled. As I call your name, would the elected officers please stand and remain
standing as I announce the election results.
Please hold your congratulations until all have been announced.
Sy
Caudill elected president.
Andy
Anderson elected vice-president
Marsha
Thole elected secretary.
Ed Tull
elected treasurer.
Sandia
Heights Homeowners Association members – These are your officers for 2008-2009.
Dick
Cline was chairman of the nominating committee. Thank you Dick for all of your
efforts to recruit new BOD members.
I have the pleasure to
announce the candidates for the vacant director positions. Their bios were
published in the Grit for your information. It is not required but, as I
introduce each of you feel free to take one minute to say a few words
about yourself. After the introductions we will hold the election. As I
call the candidate’s name, please stand:
(1)
Nominees for a second term – Jim Irving
(2)
Nominees for first term –
Phyllis
Moore
Phil
Abshere
Bruce
Childs
I would like to thank each of the candidates for
volunteering for the board.
MOTION (Dick Cline): At this time, we do not have more candidates than we do vacant positions. Thus, I move that we accept, by acclamation, these candidates to fill the vacant positions currently existing on the board.
Seconded.
Motion passed – by show of
hands.
2007-06-02-1 GEN-
10. NEW BUSINESS: None
11. GENERAL ORDER
PRESIDENT: We are now ready to have the members vote on
ratification of the bylaws amendments. In accordance with the present bylaws,
the Board voted on and approved the amendments at its April meeting. The next
step was to provide notice to the membership. That was done via the
association newsletter and the SHHA website.
The President entertained a motion to ratify the
SHHA Bylaws, article sections 2.3, 3.6, 3.14, 4.1, 5.1, 5.9, 5.10, 5.11, and
5.12, which were approved by the Board at its April 2008 meeting,
and published to the membership in May 2008.
MOTION: that the members ratify the
SHHA Bylaws, article sections 2.3, 3.6, 3.14, 4.1, 5.1, 5.9, 5.10,
5.11, and 5.12, which were approved by the Board at its April 2008 meeting,
and published to the membership in May 2008. Motion Failed
2007-06-02-2 GEN-ANN. MTG
Point of order from the floor motion: to vote on
amendments individually. Motion passed 2007-06-02-3 GEN-
The President stated that we would take each amendment individually
and informed those in attendance to please raise their hand so that he could
recognize them if they would like to speak.
PRESIDENT: Is there a motion for section 2.3?
Motion to adopt the amendment for section 2.3 Vote by rising. Motion failed 2007-06-02-4 GEN-
PRESIDENT: Is there a motion to pass
section 3.6?
Motion to adopt the amendment for section 3.6. Vote by rising. Motion passed 2007-06-02-5 GEN-
PRESIDENT: Is there a motion to pass section 3.14?
Motion to adopt the amendment for section 3.14 Vote by rising.
Motion failed.
2007-06-02-6
GEN-
PRESIDENT: Is there a motion to pass section 4.1?
Motion to adopt the amendment for section 4.1 Vote by rising.
Motion passed.
2007-06-02-7 GEN-
PRESIDENT: Is there a motion to pass section 5.1?
Motion to adopt the amendment for section 5.1 Point of order:
chairman will become chair – spelling change Vote by rising.
Motion passed.
2007-06-02-8 GEN-
PRESIDENT: Is there a motion to pass section 5.9?
Motion
to adopt the amendment for section 5.9 Verbal vote called. Motion passed. 2007-06-02-9 GEN-
PRESIDENT: Is there a motion to pass section 5.10?
Motion
to adopt the amendment for section 5.10 Verbal vote called. Motion passed. 2007-06-02-10 GEN-
PRESIDENT: Is there a motion to pass section 5.11?
Motion
to adopt the amendment for section 5.11 Verbal vote called. Motion passed. 2007-06-02-11 GEN-
PRESIDENT: Is there a motion to pass section 5.12?
Motion
to adopt the amendment for section 5.12 Verbal vote
called. Motion passed.
2007-06-02-12 GEN-
The following amendments were not voted on: 2.1 2.2 3.12
4.12
12. NEW BUSINESS:
The next
order of business is new business. New business will be conducted in the form
of a motion, a second, discussion followed by a vote. Is there any new
business?
13. ANNOUNCEMENTS:
a. Recognition of past directors
I would
like to thank Debbie Liebner,
b. The President announced that, following the formal business meeting, there would be a 15-minute break, and then, as we have done in the past, we would hold a Town Hall Meeting. Anyone wishing to speak during this meeting was asked to sign up at the sign-in table with their name, unit number, and the topic. This was done to determine the topics, and to ascertain the amount of time each person would be allowed to speak based on that.
14. ADJOURNMENT: The annual meeting adjourned at 11:05 a.m.
Submitted by:
________________________________________ ___________________________
Sy Caudill, President, 2007-2008 Date
________________________________________ _______ ____________________
Andy Anderson, Vice President, 2007-2008 Date