SHHA Monthly BOD Meeting Minutes

January 9, 2008 at 7 p.m.

1. CALL TO ORDER: by Ed Tull at 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			X
Secretary – Larry Desonier	X			Pete Heinstein	X			Mona Lee Schilling	X
Treasurer - Ed Whitten	X			Jim Irving	X			Marsha Thole	X
Andy Anderson	X			Don Keller			X	Steven Walsh			X
Kerney Bolton	X			Deborah Liebner	X			Mike Winokur	X
Alyson Clark			X	Suzanne Lowell Popejoy 7:07pm	X

Visitors: Bill Swantner

3. MINUTES from the BOD meeting, 10 October 2007: Distributed via email.

Corrections? None Approved Yes

MINUTES from the BOD meeting, 14 November 2007: Distributed via email.

Corrections? None Approved Yes

4. REPORTS OF OFFICERS

a. PRESIDENT (Sy Caudill):

(1) Committee List: email committee list in pdf to all board members for corrections.

b. VICE-PRESIDENT (Ed Tull):

(1) Status of open space at 900 Tramway Lane – The land is for sale at the asking price of 5.5 million. George Connor is still working on getting the County to purchase this as open space.

c. SECRETARY (Larry Desonier): No report

d. TREASURER / FINANCE (Ed Whitten):

(1) Liability Accounts Motion amended to change last sentence. Changed from: These reserved funds may not be reallocated or otherwise redistributed\used without approval of at least three quarters (¾) of the duly elected board members. To: These reserved funds may not be reallocated or otherwise redistributed\used without approval of at least a majority of the duly elected board members.

MOTION that the Liability Accounts reserve be reallocated as follows:

Legal reserve $45,000

Office Operation reserve $20,000

Community Improvements reserve $15,000

Office Rental reserve $66,592

Total $146,592

The funds so reserved will be only used for the purposes outlined in this motion and only if annual income from dues to the association fall below levels sufficient to support the above listed expenses. Both of these criteria must be met prior to access to reserved funds. These reserved funds may not be reallocated or otherwise redistributed\used without approval of at least a majority of the duly elected board members.

VOTE REQUEST: Show of hands unanimous

APPROVED 1-08-01 FIN

Rationale:

First we have funds in excess of current requirements and we need to address why we are carrying this balance. Second, we have just signed a lease that extends over five years and we need to make sure that all office expenses can be covered if we have a reduction in dues\income over that period. Third, there are members of the board advocating hiring more full time employees. At some point we may have a situation where access to our positive balance appears as an option for salaries in excess of our current level. In that event, we need to be proactive and make sure that sufficient funds are reserved to meet our essential office requirements. And fourth, it is prudent that we maintain a reasonable legal reserve in the event of costly litigation.

(2) Financial Review Committee Approval Motion amended to change the name of the committee from: Financial Review (Audit) Committee to: Financial Review Committee

MOTION that the following people be approved to comprise the 2007 Financial Review Committee:

Bob Francis (Chairman)

Cheryl Iverson

Andy Anderson

VOTE REQUEST: Show of hands unanimous

APPROVED 1-08-02 FIN

Rationale:

Board approval of this committee is required by our By-laws.

Bob has led this activity for several years and has done a fine job. Andy is on the Finance Committee and is a BOD member (in compliance with our Bylaws). Cheryl is a past BOD member and former Treasurer.

(3) Year End Budget Review: Report attached.

(4) Treasurer for 2008: Ed Whitten asked board members to think about volunteering for the treasurer position so that training could begin before the end of Ed’s term in June.

5. REPORTS OF STANDING COMMITTEES:

a. Architectural Control Committee (Kerney Bolton):

The Cognitive Behavioral Institute has come in with an application. A Neighborhood Review (NR) letter was sent to over 200 homeowners. The NR is scheduled to be completed prior to the next ACC Meeting. Some negative NR comments have been received, mostly from homeowners who did not participate in the first review town meeting and publicity. The ACC will handle these concerns one on one; no need for a Neighborhood Review Meeting is foreseen. The ACC meets next Wednesday and should be in a position to approve the application subject to certain conditions. These conditions will include; landscaping and signage issues, receipt of a revised plat that confirms ownership of the north-side property to the edge of San Rafael (the former County right-of-way) and access over the Mhoon property required to reach the proposed east-side parking slots, and receipt of a County-approved Grading & Drainage plan. All of these issues are currently being worked with the project architect. It was noted that the County Commissions will meet on January 22, 2008 to act on the recommendations of the County Planning Commission to approve the Special Use Permit for the lot.

b. Covenant Support Committee (Pete Heinstein):

(1) 1421 San Rafael Court - the complainant doesn’t agree with the CSC that the trees do not consist of a screen. The complainant wants to address CSC tomorrow.

(2) 151 Whitetail - this violation will be given to the attorney on January 19. The wall and tree issues addressed in the complaint have been turned over to the ACC.

(3) 2816 Tramway Circle – this violation will have to go the attorney.

(4) 1219 Rockrose Road – Gene made a deal with the homeowner that the outside covered storage of materials must be removed by June 2008. CSC will follow up.

(5) 788 Tramway Place is closed.

(6) 2813 Tramway Circle is closed.

c. Community Service and Membership (Kerney Bolton – Acting Chair):

(1) Tram passes are working well and have been very well received by members.

(2) The committee is planning on making Membership cards for all members. These will be standard plastic cards that will have a barcode that will interface with the Access Database. This will allow the office to become more automated and provide statistics more easily. We would like to get merchant discounts that can be delivered with the cards.

(3) The committee is starting to work on recognition banquets for board members and outstanding volunteers. Mona Lee has volunteered to coordinate this effort with Mike. The purpose of the recognition banquets is a form of reward for volunteering and recognizing outstanding performance. CS&M will propose a method of selecting the people for recognition to the EC.

(4) The first office open house called “Meet & Greet” will be held on January 26 from 11am to 3pm. We encourage all board members to come.

(5) The Coffeehouse has been pre-advertised as free to members. We are hoping that having free events and member incentives will start to snowball and get a community feeling going and translate into more volunteers.

d. Communications and Publications (Burt O’Neil): nothing to report

e. Parks and Safety (Larry Desonier): nothing to report

f. Bylaws Committee (Marsha Thole): We have worked on Article 11 which is currently Article 6. Financial information is found in many various places in the bylaws and these will be moved to an article that deals specifically with financial information.

g. Nomination Committee (Dick Cline): We are researching the amount of days the names of nominees have to be announced before the annual meeting. GRIT articles and letters will be sent to people who have used offices services such as: notary, tram passes, ACC, & CSC. The letter will go out in the middle of February. Sarah Pirkl is volunteering on this committee. Every board member was encouraged to bring in the name of one other person you think would be good on the board.

6. FINANCE COMMITTEE: The January meeting minutes will be emailed to everyone.

7. REPORTS OF AD HOC GROUPS (Don Wortman): nothing to report.

8. UNFINISHED BUSINESS:

Action Items:

a. CSC - Grit Article to summarize "Common Area" responsibility. Done

b. BOD: Strategic planning of one or two goals for SHHA between now and the annual meeting. OPEN

c. Steve Walsh will have an article for the GRIT. OPEN

d. Kerney Bolton will have a list of recommended expenses for Volunteer portion of CS&M budget. Open item for the committee when prepared to commit funds they will bring it to a vote.

e. CIP due every two years and is due in April. Ed Whitten will try to get Steve Walsh to head this up.

8. ORDER OF THE DAY:

9. NEW BUSINESS:

(1) Motion for Entrance signs.

MOTION That the BOD approves reimbursement for refurbishment of existing entrance sign(s) for any unit within Sandia Heights. The limits are $1500 per unit, and $15,000 total for all units, or as specified in future budgets. The Executive Committee shall develop specific rules and procedures and publish them in the Policies & Procedures Manual.

VOTE REQUEST: Show of hands unanimous

APPROVED 1-08-03 GEN

EXPLANATION/JUSTIFICATION (if necessary): This has been an open item for several years. If a homeowner, and SHHA member wants to have their subdivision entrance sign refurbished, then they can either coordinate the work or do it themselves. Let’s use their volunteer time. This also takes care of the budget requirement.

(2) Motion to increase the 2008 budget for unit signs.

Motion that the BOD increase the 2008 budget $15,000 for reimbursement of unit signs as approved by the Executive Committee.

VOTE REQUEST: Show of hands unanimous

APPROVED 1-08-04 GEN

EXPLANATION/JUSTIFICATION (if necessary): The budget also needs to be increased to include these possible expenditures.

(3) Motion that the Entrance sign reimbursement be pro rated.

Motion that the Entrance sign reimbursement be pro rated, based upon the percentage of unit membership. For example, if the unit has a 75% membership, then the reimbursement shall be 75% of the bill up to the maximum allowed per unit.

VOTE REQUEST: Show of hands

LOST 1-08-05 GEN

EXPLANATION/JUSTIFICATION (if necessary): If the bill were $1000, and the unit had 75%

Membership, then $750 would be reimbursed.

(4) Pete Heinstein asked the board for advice on how to handle the problem of trees which is becoming a real problem. Some covenants do specify that trees cannot block views. Some covenants specify that you cannot have a screen. A standard board position on this would be helpful in dealing with tree violations.

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

(1) EC will discuss the tree issue and give Pete some advice on how to handle tree violations.

(2) EC will come up with policies and procedures on how we will handle the Entrance signs.

(3) Parks and Safety will take up the light cycling issue.

11. ANNOUNCEMENTS:

12. NEXT MEETING: February 13, 2008.

13. ADJOURNMENT: 8:47 pm

_________________________________ __________________

Ed Tull, Vice President Date

_________________________________ __________________

Larry Desonier, Secretary Date