DRAFT

SHHA Monthly BOARD OF DIRECTORS Meeting Minutes

April 9, 2008

 

1.      CALL TO ORDER: The monthly SHHA Board meeting was called to order by the vice president at 7:03 p.m. at the Sandia Heights Homeowners Association Office

2-B San Rafael NE, Albuquerque, NM.

 

2.      ROLL CALL:  (P- Present; A-Absent; E-Excused)

 

 

P

A

E

 

P

A

E

 

P

A

E

President –

Sy Caudill

 

 

X 

Dick Cline

X

 

 

Phyllis Moore

X

 

 

VP–

Ed Tull

X

 

 

Frances Desonier

X

 

 

Burt O’Neil 7:07

X 

 

 

Secretary –

Larry Desonier

 

 

 

Pete Heinstein

X

 

 

Mona Lee Schilling 7:30

X 

 

 

Treasurer -

Ed Whitten

X

 

 

Jim Irving 7:24

X

 

 

Marsha Thole

X

 

 

Andy Anderson

X

 

 

Don Keller

 

 

X

Steven Walsh 7:04

X

 

 

Kerney Bolton

 

X

 

 

Deborah Liebner

 

 

X

Mike Winokur 7:03

 

X

 

 

Alyson Clark 7:04

 

X 

 

 

Suzanne Lowell Popejoy 7:06

X 

 

 

 

 

 

 

Guest: Phil Abshere – candidate for a director position

 

3.      Special Order of Business: (Bylaws violation) The vice president read a letter of resignation submitted by Larry Desonier. The president had just recently learned that the Board was in violation of the bylaws because of an oversight in keeping Larry on the Board beyond the term limits specified in the bylaws. In order to comply, he resigned from the board. The board does not believe any votes were affected by this oversight, as the Board minutes have not in the past shown the actual counts for motions (how many for/against/not voting.); therefore, it would be impossible to know whether his specific votes would have made a difference. Going forward, and hearing no objection, the minutes will reflect the number count on votes.   

Motion:  The Board moved to accept Larry Desonier’s letter of resignation in order to comply with the bylaws, to approve his request to serve as a volunteer on the Parks and Safety Committee, and to thank him for his service.

Vote by show of hands:  Unanimous

Approved                                                                                           2008-04-09-01 GEN
 
 

 

 

 

 

 

 


The P&SC now needs to elect a new chair.

 

Resignation: Marsha Thole resigns as Chair of the Bylaws Committee in order to be elected as the Secretary pro tem.

 

 

Election of Secretary:

 

Motion:  The Board moved to elect Marsha Thole as Secretary Pro Tem

Vote by show of hands:  Unanimous

Adopted                                                                                               2008-04-08-02 GEN
 
 

 

 

 

 

 


4.      MINUTES from the BOD meeting, March 12 2008: No corrections. Hearing no objection, the minutes stand approved.

 

5.      REPORTS OF OFFICERS

a.      PRESIDENT (Sy Caudill - Absent): No report

 

b.      VICE-PRESIDENT (Ed Tull): Nothing to report

 

c.      SECRETARY – Pro Tem (Marsha Thole): The State report will be due so committees will need to submit their minutes to the secretary so that they are all filed in the official record book (ORB). Sheraz has a matrix showing the status of committee reports (if you don’t remember whether you submitted one, check the list). She also has a matrix showing the terms for the board members, which the chair of the Nominating Committee assembled. These two lists will be kept in the front of the ORB for quick reference.

 

d.      TREASURER / FINANCE (Ed Whitten):

(1)         March Budget and Treasurer report and minutes: were emailed to the board.

(2)         CIP Status: There are three listed in the handout and we will also resubmit a request for direct access from Paseo Del Norte to Fire Station #5. Attachment to these minutes for the ORB – 2008 CIP Inputs

(3)         CD/Money Market Issue: A CD was negotiated for $103,000 at 3.4%.

(4)         Road Resurfacing Update: An article was put in the last GRIT with a list of roads to be done.

 

6.  REPORTS OF STANDING COMMITTEES:

a.      Architectural Control Committee (Kerney Bolton) – Minutes were emailed to the board. 31 applications have been received in the office since the last meeting.

 

b.      Covenant Support Committee (Pete Heinstein) – The minutes and complaint log were emailed to the board. The office sent the SHHA attorney a copy of Dave Mitchell’s (Bernalillo County Road Maintenance Dept) letter that he sent to 151 Whitetail for review.

 

c.      Community Service and Membership (Kerney Bolton – Acting Chair) – The minutes were emailed to the board. The next CS&M event is the Volunteer’s Luncheon on Saturday at Sandiago’s and then on May 3 our second Meet and Greet. Bob Francis has agreed to arrange to have Master Gardeners at the SHHA Office Open House to answer questions about gardening in Sandia Heights. The Committee is considering possible participation by the Wildflower Club and Dan Caudillo as well.

     

The Committee has decided to make implementation of SHHA membership cards and the related issue of full exploitation of the SHHA Office database as its next initiative and focus   

 

d.      Communications and Publications (Burt O’Neil) – The website duties have been switched from Lena to Sheraz. Marsha Thole is the only one to submit comments/changes thus far; if you have any, please send them to the C&P chair.

 

e.      Parks and Safety (Frances Desonier) – Larry Desonier and Sy Caudill met with Dave Mitchell of the County Road Maintenance department in early April. A written report will be given to the president to report on at the next board meeting.

 

f.        Bylaws Committee (Marsha Thole) – Parliamentary Procedure 101 – the requirements for amending bylaws. The difference between amendments and revisions was explained, and she explained the procedures the BOD would follow for the amendments to be voted on this evening.  Minutes were emailed.

 

g.      Nominating Committee (Dick Cline) –

1)     For the annual meeting election to first-year term nominees are Phil Abshere and Bruce Childs. Jim Irving will begin his second 3rd year term.

2)     Election of officers for 2008-2009:

President – Vacant - deferred until May. Dick Cline will ask Sy Caudill to remain in the position pro tem.

Vice President – Vacant - deferred until May

Secretary – Marsha Thole

Treasurer – Ed Tull

Motion:  Nomination to elect Ed Tull as Treasurer

Vote by show of hands:  Unanimous

Adopted                                                                                                2008-04-09-03 GEN
 
 

 

 

 

 

 

Motion:  To elect Marsha Thole as Secretary

Vote by show of hands:  Unanimous

Adopted                                                                                               2008-04-09-04 GEN
 
 

 

 

 

 

 


7.  REPORTS OF SPECIAL COMMITTEES (George Connor – Absent) Ed Whitten reported, after attending the County CIP meeting earlier this evening, that the purchase of the property at Tramway Blvd and Paseo Del Norte as open space is a high priority.

 

8.  UNFINISHED BUSINESS:

Action Items:

a.      BOD: Strategic planning of one or two goals for SHHA between now and the annual meeting. Board members are asked to send their suggestions to the president.

b.      President: to check with the county as to a “no solicitation” area for Sandia Heights.

c.      CS&M: Acting chair will submit the budgets for suspension of dues and for mileage reimbursement prior to the CS&M’s obligating any funds for these two purposes – CS&M wants to direct its attention to making the two Access databases work together and get member cards.

 

Hearing no objection, the vice president postponed these 3 actions items to the May meeting, in order to proceed with the amendments.

 

 

9. ORDER OF THE DAY:

a.   Proposed amendments to the Bylaws will be voted on individually.

 

2.3 Quorum issue

Motion:  To approve the amendment for 2.3 as proposed.

Vote by show of hands:  Unanimous

Adopted                                                                                         2008-04-09-05 BLC
 
 

 

 

 

 


3.6 Term of Directors

Motion:  To approve the amendment for 3.6 as proposed.

Vote by show of hands:  Unanimous

Adopted                                                                                 2008-04-09-06 BLC
 
 

 

 

 

 

 


4.1 Officer Terms

Motion:  To amend 4.1, change words “term” to “year” and “granted” to “approved.” Strike last sentence “A term is three (3) years.”

Vote by show of hands:  Unanimous

Adopted                                                                                        2008-04-09-07 BLC
 
 

 

 

 

 

 

Motion:  To accept 4.1 as amended

Vote by show of hands:  Unanimous

Adopted                                                                                        2008-04-09-08 BLC
 
 

 

 

 

 

 


5.9 Committees Sec.

Motion:  To approve the amendment for 5.9 as proposed.

Vote by show of hands:  Unanimous

Adopted                                                                                         2008-04-09-09 BLC
 
 

 

 

 

 


5.10 Committees Sec.

Motion: To approve the amendment for 5.10 as proposed.

Vote by show of hands:  Unanimous

Adopted                                                                                            2008-09-10 BLC
 
 

 

 

 

 


The secretary pro tem explained that often the parliamentarian is not a member of the board. This person is supposed to remain neutral and serves as the advisor and consultant to the president.

 

Motion: To reconsider section 5.10

Vote by show of hands:  Unanimous

Adopted                                                                                       2008-04-09-11 BLC
 
 

 

 

 

 

Motion: To amend 5.10 by deleting the last sentence.

Vote by show of hands:  11 for, 3 opposed, 2 abstentions                                      

Adopted                                                                                        2008-04-09-12 BLC
 
 

 

 

 

 

 


5.1 Delete sentence “No Officer as defined in section 4.1….. may serve as a chairman as a standing committee.”

Motion: To approve the amendment for 5.1 as proposed.

Vote by show of hands:  Unanimous

Adopted                                                                                       2008-04-09-13 BLC
 
 

 

 

 

 

 


3.14 Resignation and removal of directors

Motion: To approve the amendment for 3.14 as proposed.

Vote by show of hands:  15 for, 1 against                                                        

Adopted                                                                                       2008-04-09-14 BLC
 
 

 

 

 

 

 


4.9 Removal of officers

Motion: To approve the amendment for 4.9 as proposed.

Vote by show of hands: 

1 for, 15 against

Lost                                                                                                2008-04-09-15 BLC
 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


10.  NEW BUSINESS: None

 

11.    ACTION ITEMS FOR NEXT MEETING (or as indicated):

 

a. P&SC: Elect a new chair

b. BLC: Elect a new chair

c. NOM: Consult with the president to stay on pro tem

d. All committee chairs: check status of submitted minutes, and send any missing ones to Sheraz to file in ORB.

e. Secretary: To finalize format of adopted amendments and send to Sheraz for submission in the May Grit.

f.   All items under Unfinished Business above.

g. President: to write a letter to Larry Desonier, thanking him for his service, and to let him know that he can remain on the P&SC as a volunteer.  

           

 12.  ANNOUNCEMENTS: Reminder about the Volunteer’s Luncheon this Sat. and that Lena Martinez will be there if you do not get a chance to come to the farewell open house on Thursday, April 10, from 10 a.m. to 2 p.m. The Board is giving her a farewell gift of $250 cash and an engraved jewelry box. 

 

 13. NEXT MEETING: Mary 14, 2008, SHHA office, 7 p.m.

 

 14. ADJOURNMENT:  9:16 p.m.

 

 

 

________________________________                        __________________

Ed Tull, Vice-President                                            Date

 

 

_________________________________          __________________

Marsha Thole, Secretary                                          Date