SHHA Monthly BOD Meeting Minutes

May 14, 2008, 7 p.m.

1. CALL TO ORDER: The monthly SHHA Board meeting was called to order by the president at 7:00 p.m. at the Sandia Heights Homeowners Association Office 2-B San Rafael NE, Albuquerque, NM.

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

	P	A	E		P	A	E		P	A	E
President – Sy Caudill	X			Alyson Clark	X			Suzanne Lowell Popejoy			X
VP– Ed Tull	X			Dick Cline			X	Phyllis Moore			X
Secretary – Marsha Thole	X			Frances Desonier	X			Burt O’Neil			X
Treasurer - Ed Whitten	X			Pete Heinstein	X			Mona Lee Schilling		X
Andy Anderson	X			Jim Irving	X			Steven Walsh	X
Kerney Bolton	X			Don Keller	X			Mike Winokur	X

Guests: Marlene Flor, Thomas Coyne, Larry Desonier

State Department Transportation (NMDOT: Debbie Bauman, transportation planner, Kathy Trujillo assistant district of engineering maintenance, Mike Vigil, assistant maintenance engineer

State Department of Transportation:

Each person was introduced to the board. The board was updated on Tramway Boulevard options for resurfacing relative to noise and needed maintenance activities. The board received a 4-page handout explaining the life timeline of the pavement. The project includes Tramway Boulevard from Tramway Lane to Montgomery. The NMDOT maintains that Tramway is structurally sound and does not need to be completely redone, what they call “mill and inlay.” They are proposing a preservation project that will cost half as much as redoing the entire pavement, adding that funding is still an issue. Tramway has already received the 4-year fog seal and the 8 year fog seal and crack seal. This decision is being made because of the lifecycle of that pavement.

The next step would be an overlay of a thin layer of asphalt (open graded friction) in year 12 of the pavement life timeline. The thin layer of asphalt’s primary job is to preserve the road but it will also help reduce the noise. They are proposing using the ”Quiet Pave” non-rubberized open graded friction course (OGFC) and will start work this summer.

The board expressed concern over the noise on Tramway and would like a reduction in the noise decibel in the Tramway corridor. The NMDOT stated that according to the timeline we are not at that stage yet. They stated that it would be four to six years before they do the noise intervention right at 16 years when the 2-in. mill and inlay are being done. NMDOT also stated that adding rubber may or may not make the pavement quieter. The emulsion they are going to use for the crack seal will have some rubber in it and will help with the noise issue. It was concluded that the SHHA would like some type of correspondence stating that the SHHA and NMDOT will continue to work together on this project.

Marlene Flor was introduced at 7:35 pm. She made her presentation and included a 2- page handout for the board to review. Her questions concern the Unified Covenants, the ACC and the Finance Committee. The board was asked to look over the questions pertaining to their committee and email the president their answers. The president will then draft a letter responding to Ms. Flor’s questions.

The board resumed its regular business at 7:52 pm.

3. MINUTES from the BOD meeting, 9 April 2008: Distributed via email. Approved with no corrections.

4. REPORTS OF OFFICERS

a. PRESIDENT (Sy Caudill):

(1) Mowing article for GRIT: Larry Desonier and the president met with Dave Mitchell from the County to discuss the issue, after which the president wrote an article for the June GRIT. The article has been reviewed and approved by Tim Cummins, a county commissioner and Dave Mitchell. All requests for trimming received from homeowners had been held back until after the meeting with the County. The County has subsequently been by and trimmed back some of the overgrown vegetation, making several homeowners happy, and the streets safer for drivers and pedestrians alike.

Motion: That the mowing article be published as the president wrote it (previous email notice to BOD.)

Vote by show of hands: 10 for, 1 opposed, 1 abstention

Approved 2008-05-14-01 GEN

(2) President and Vice President election:

Motion: Nomination to elect Andy Anderson as Vice President

Vote by show of hands: Unanimous

Approved 2008-05-14-02 GEN

Motion: Nomination to elect Sy Caudill as President

Vote by show of hands: 11 for, 1 abstention

Approved 2008-05-14-03 GEN

(3) Committee list: Andy Anderson, as a result of being elected vice president, requested to leave the Bylaws Committee but will remain on the ACC and Finance Committee. Jim Irving is now the acting chair of Bylaws committee. Pete Heinstein requests to leave the Bylaws Committee but will remain on the ACC and CSC. Steve Walsh will be added to CS&M. Ed Tull is now on the Finance committee.

(4) Annual meeting: Officers and committee chairs need to prepare their speeches for the annual meeting script. Email your script text to Sheraz. All committees must also submit an annual committee report (action highlights for the year) which get reported to the state. You can excerpt from your annual report for the annual meeting script. Please submit these via email to the office. Those planning to attend the annual meeting please bring someone with you so that the quorum can be met. A letter requesting attendance will go out shortly to all those members who attended the past three years’ annual meetings. Phyllis Moore is organizing the door prizes. The office staff will give out tickets as members sign in. Officers and board members may not participate in the drawing. A June bill stuffer will be sent out this month announcing the annual meeting.

(5) Futures for children: Jim West, director at Futures, met with the SHHA President and ACC Chair to discuss their lot that is zoned for commercial C1 and how it will be developed. Their intent is to develop it with consideration for the neighborhood and to support their non-profit organization by generating revenue. Mr. West has submitted an article for the June GRIT. Once they have some concrete plans the ACC will coordinate a Town hall meeting.

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

c. SECRETARY (Marsha Thole): Please check the matrix that was emailed to the board to make sure the office has all the committee reports. We are now emailing committee reports, not making hard copies of them for distribution at the meetings.

d. TREASURER / FINANCE (Ed Whitten):

(1) CIP Status: 18 requests were turned in. At the request of George Connor, a board volunteer, a request was for the purchase of the 10 acres on the east side at Tramway Blvd and Paseo, another request was made for fire station #5 exit, and one for a sound wall by Jim Irving’s neighborhood. The County is already working some of these requests. So far we have only received funds for the County Improvement Project at the W L Jackson Park. However, we should continue this process because it keeps Sandia Heights on the map politically.

(2) Insurance: Ed Whitten will solicit the attorney’s recommendation regarding the Umbrella policy.

(3) Tramway resurfacing: Report was given by NMDOT

(4) April Budget and Treasurer’s report: were emailed to the board. We had an Office Max credit card but that has been discontinued and we have now obtained a Bank of Albuquerque debit card.

5. REPORTS OF STANDING COMMITTEES:

a. Architectural Control Committee (Kerney Bolton): The minutes for April 2 and 16 were emailed out. Some research was done regarding how many ACC projects have been handled in the past 5 years. The number has steadily increased and we project 500 projects this year alone.

b. Covenant Support Committee (Pete Heinstein): The association attorney has been contacted regarding 151 Whitetail regarding the next action to take.

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

(1) The board was asked to give the committee their opinions regarding the volunteer recognition luncheon so that it can be improved upon. The Plaque is being engraved using the SHHA logo. The next luncheon is being planned for October.

(2) The May 3^rd Meet n Greet was also well attended by 58 residents.

d. Communications and Publications (Burt O’Neil - Absent): No report

d. Parks and Safety (Frances Desonier):

(1) Bobby Baker will meet with the committee regarding a traffic study that was done.

(2) Fire hydrants poles are being inserted instead of blue markers. The poles will be brown. The committee will discuss getting GPS equipment to locate the hydrants and meeting with fire department.

(3) An article about pedestrian safety was written for the June GRIT.

e. Nomination Committee (Dick Cline - Absent): No report

f. Bylaws Committee (Acting Chair – Jim Irving): The committee is working on article 4 regarding officers. Parliamentary Lesson: At the board meeting if you are uncomfortable with or just don’t want a voice or show of hands vote ask for another method. You can choose a secret ballot by making a motion.

6. REPORTS OF SPECIAL COMMITTEES (George Connor): No report

7. UNFINISHED BUSINESS:

Action Items:

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

b. Sy is to check with the County as to posting a “no solicitation” area for Sandia Heights. Results: Homeowners must post their own signs on their individual property. CLOSED

c. P&SC: elect a new chair. Frances Desonier was elected. CLOSED

d. BLC: elect a new chair. Jim Irving was elected. CLOSED

e. NOM: Consult with the president to stay on pro tem. He will. CLOSED

f. ALL COMMITTEE CHAIRS: check status of submitted minutes and send any missing ones to Sheraz. OPEN

g. Secretary: finalize format of adopted amendments for May GRIT. CLOSED

h. President to write a letter to Larry Desonier, thanking him for his service, and to let him know that he can remain of the P&SC as a volunteer. Oral acknowledgement made at this meeting. CLOSED

8. ORDER OF THE DAY: None

9. NEW BUSINESS: None

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

a. Ed Whitten is to keep in contact with the State Department Transportation regarding Tramway Blvd.

11. ANNOUNCEMENTS: All board members are asked to make every effort to attend the annual meeting, and to be there by 9:30 a.m. to meet the members. If you cannot be there, please notify Sheraz as soon as possible.

12. NEXT MEETING: Annual Town Hall Meeting Saturday June 7, 2008, 10 a.m.

13. ADJOURNMENT: 9:01pm

________________________________ __________________

Sy Caudill, President Date

_________________________________ __________________

Marsha Thole, Secretary Date