Sandia Heights Homeowners Association
2-B San Rafael Avenue, NE
Albuquerque, NM 87122
Office: (505) 797-7793 Fax: (505) 856-8544
Email: shha@sandiahomeowners.org
Office hours: Monday thru Friday 9:00 AM - 4:00 PM
 

SHHA Monthly BOD Meeting Minutes
October 10, 2007 at 7 p.m.

1. CALL TO ORDER: By Sy Caudill at 7:00 p.m. at Sandia Heights Homeowners Association Office, 2-B San Rafael NE Albuquerque, NM.  

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

   
    

Visitors: Steven Walsh, William Ormerod, Sandia Heights Homeowner Association members. 

Steve Walsh introduced himself and gave his background. Current Board Members introduced themselves and gave a background of their involvement on the SHHA Board. 

 3.      MINUTES from the BOD meeting, 12 September 2007: Distributed via email.
        Approved as is. 

4.      REPORTS OF OFFICERS

a.      PRESIDENT (Sy Caudill):

(1)         Resident: William Ormerod stated that a new neighbor moved in with 2 large dogs. The dogs bark all day. He has called the neighbor and sent them a letter, along with other neighbors, notifying them of the barking issue. Mr. Ormerod requests SHHA send a letter to the homeowner about the barking dogs. Mr. Ormerod feels a letter would help the situation. Pete Heinstein will handle this situation. The homeowner was asked to file a covenant violation form. Mr. Ormerod also complained about an unkept wall and was given a violation form to fill out. He brought up the survey responses that were sent out in the GRIT stating that 75% of SHHA homeowners wanted mandatory membership and asked the Board if they were working on this. The board stated that they were.

(2)         Fill Secretary position:  

(3)         Status of rezoning: The property owners of the vacant lot located at 2 San Rafael Avenue have submitted their request for an A-1 Special Use Rezoning Permit. Sy Caudill and Kerney Bolton are working closely with them and feel confident that things are going well.

(4)         Proposed change to EC: The president proposed to the Board that the past president elect be a standing executive committee member and that the bylaws be changed to reflect this new procedure. According to the current bylaws the president is allowed to appoint additional EC members, he therefore appoints Dick Cline to serve the balance of this year. 

(5)         Answering survey results from spring; we need to get information out on the survey results. Chairs of the committees need to write an article for the GRIT answering the main points for each committee. Steven Walsh will review the survey comments and report back at the next meeting.

(6)         Volunteers: A volunteer was referred to Kerney for the ACC.

(7)         Racing on Tramway: A complaint was received in the office regarding racing on Tramway. Sy spoke with the homeowner and encouraged him to find out from his neighbors if they also have an issue with the racing. Sy also asked the HO to contact the sheriff.

(8)         Staffing of CSC: Pete is in need of 1 more person on the Covenant Committee. Ed Whitten recommends the office staff get more involved on some of the violations to help the committee. A recommendation was made by the president that two people go while visiting a homeowner regarding either a CSC or ACC matter to prevent a hostile situation. This policy will be left up to the individual committees.  

(9)         Co-chairs for committees: The EC discussed and would like to have the committee chairs designate a co-chair so that in the chair’s absence there can still be an update at the board meetings. 

b.      VICE-PRESIDENT (Ed Tull): No report 

c.      SECRETARY (Larry Desonier): No report 

d.      TREASURER (Ed Whitten):
(1)         Treasurers Reports: Attached
(2)         Budget Reports: Attached for Chairpersons
(3)         2008 Budget Draft: Ed asks each of the chairpersons to mark up their         budget area and submit requests and questions to Ed or Sheraz. Ed is asking that the information be turned in by the end of the month because the 2008 Budget will be voted on at the November Board meeting.
(4)         Office Lease: Next year there will be 3½ % rate increase. Ed Whitten is recommending we prepare a 5 yr lease. Our attorney reviewed and redid the lease agreement. The final draft was emailed to Ed Whitten.

Rationale: Our original five year lease agreement was dated November 2000 and hence has not been in place the last two years. Our lease cost has been increased 2.5% and 3.5% respectively. Mr. Mhoon is agreeable to re-establish a five year lease at 2%. We have invested approximately $5000 in the office and therefore a committed stay of five years is warranted.

(5)         Church of the Good Shepherd: Sy Caudill and Ed Whitten met with the staff at the church an agreement 15% discount for advertisement in turn use of the church 6 times

Rationale: Last year we traded the GRIT ads for eight usages of the church. It makes better financial tracking to exchange monies even thought it is almost a net zero gain.

(6)         Finance Meeting Decision on CD’s: A quorum was not present when they met yesterday so a decision was not made.

(7)         Propose a Holiday Schedule for the SHHA Office: A list will be distributed to the Board by the EC of recommended holiday closures. The EC will determine which holidays will be paid.

(8)         Discussion of Staff Direct Hire: Ed recommends that the staff be hired directly by SHHA instead of utilizing High Desert Staffing Agency. A few details still need to be researched.  

5.      REPORTS OF STANDING COMMITTEES:

a.      Architectural Control Committee (Kerney Bolton):

(1)         Meeting Minutes report attached.

(2)         Recent projects have mostly been roof/stucco. There has been a tremendous change in the Sandia Heights over the years due to the introduction of trees. Covenants state natural vegetation must be restored to areas disturbed by construction. This does not include planting trees other than adjacent to your house and species that will exceed 26 feet at maturity. The committee plans on writing an article for the Grit addressing the trees/trim and/or remove the trees issue and being a courteous neighbor. The committee will also be strict when approving new plantings.  

b.      Covenant Support Committee: (Peter Heinstein)

(1)    The covenant report log is attached.

(2)    A chicken wire violation was received and a first letter was mailed out. The homeowner did not correct the violation therefore a 2^nd letter will go to the homeowner. If no response is received then it will be referred to the attorney.

c.      Community Service and Membership (Kerney Bolton):

(1)         The committee met last month and discussed how to increase membership. A Tram pass has been purchased for members of the association. The pass is for 4 people per day effective November 15^th on a first come first serve basis. The office will charge a deposit of $5 per pass. When the pass is used and a stub returned to the SHHA office the $5 will be refunded.

(2)         Coffeehouse: An announcement was made at the last coffeehouse that it and future coffeehouses will be free to members.

(3)         Volunteers are needed for the committee. It was suggested that the office staff be involved more.

(4)         Coffee Hour: the committee would like to plan a coffee hour on a Saturday for new homeowners where the Directors come in and meet the homeowners.

(5)         An incentive and recognition event for board volunteers will be planned.

 d.      Communications and Publications (Burt O’Neil) Calendars – Grit on the Website

e.     Parks & Safety Committee (Larry Desonier)
        (1) Committee Charter - A meeting is scheduled for next week and a new charter will
               be presented in November.

f.        Bylaws Committee (Marsha Thole):
        (1)         Marsha put an item into the GRIT, letting people know what the BLC is
                 doing, and that we need input from the members; and
        (2)     The committee is moving right along, working on various articles, and editing
                   draft of the input

g.      Nomination Committee: (Vacant) No report

h.        Don Wortman and George Conner are working on the open space project for 900
       Tramway Lane. 

6.      UNFINISHED BUSINESS: Sy Caudill will take care of each of these items.

Action Items:
a.      CSC – Grit Article to summarize “Common Area” responsibility. Open, Jim Irving.

b.      CSC - Article for GRIT on ATV’s violating private property. Open

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

8.      ORDER OF THE DAY:  

9.      NEW BUSINESS:

Sy Caudill and Ed Whitten recommend that SHHA provide $500 per sign for maintenance. The homeowners would purchase the supplies, fix up the signs, and submit their receipts for reimbursement. There are 14 signs in total and many that are falling down and need maintenance. The Board accepts this proposal and it will be voted on next month. 

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

a. EC needs to make an appointment with the State Representatives CIP 

11. ANNOUNCEMENTS: 

12. NEXT MEETING: Wednesday, November 14, 2007 7 PM SHHA Office 

13. ADJOURNMENT: 9:05 PM