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

August 8, 2007 at 7 p.m.

 

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

 

 

P

A

E

 

P

A

E

 

P

A

E

President–Sy Caudill

X

 

 

Dick Cline

X 

 

 

Deborah Liebner

 

 

X

VP–Ed Tull

 X

 

 

Frances Desonier

X 

 

 

Suzanne Lowell Popejoy

 

 

X

Secretary–

 

 

 

Larry Desonier

X 

 

 

Burt O’Neil

 

 

X

Treasurer-

Ed Whitten

X

 

 

Pete Heinstein

X

 

 

Mona Lee Schilling

X 

 

 

Andy Anderson

 

 

X

Jim Irving

 

 

X

Marsha Thole

X

 

 

Kerney Bolton

X

 

 

Don Keller

 

 

X

Sue Tombaugh

 

X

 

Alyson Clark

X

 

 

Kevin Koval

 

X

 

Mike Winokur

X

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

3.      MINUTES from the BOD meeting, 11 July 2007: Distributed via email.      

           

Corrections? Yes, to be made, Approved?  No

 

4.      REPORTS OF OFFICERS

a.      PRESIDENT (Sy Caudill):

(1)               Art in the Heights bill stuffer: Art in the Heights requested that SHHA allow them to pay for a bill stuffer. SHHA has a contract with Sandia Heights Services for bill stuffers. The board decided that the bill stuffers will be used for SHHA sponsored events only. Therefore, we will not permit Art in the Heights to do a bill stuffer. The board will permit Art in the Heights to advertise their event in the Community Bulletin page. If Art in the Heights wants a full page in the GRIT they may pay for an ad.

(2)               Grit Articles from Committee Chairperson: Committee members are encouraged to work with their Chairperson to provide C&PC with articles for the GRIT.

(3)               Surveys: It was recommended that we take the survey comments and turn them into a ‘question and answer’ article for the GRIT. On a monthly basis we can take one or two of the comments and respond to them. Ed Tull and Sy Caudill will take all the survey comments and divide them up for the committees to work on.

(4)               Resignations: Gene Church has resigned from the BOD and CSC but will stay on as a volunteer. Bill McCall has resigned from the BOD and ACC. As per our bylaws we need to replace the secretary position. We will bring this up at the next meeting for a vote.

(5)               Committee List: Approved with changes.

(6)               Board Member Attendance: two board members were voted off for excessive consecutive absences. 

 

 

MOTION:  Due to excessive consecutive unexcused missed meetings two board members be removed from the board.

The motion was seconded.

VOTE REQUEST: Show of hands.

ADOPTED                                                                                          08-08-07-01 GEN

 

(7)               Church of the Good Shepherd contract: Last year we traded access of a meeting room for a business card size ad in publications. Ed Whitten and Sy Caudill will meet with Judy Gilman and get a sense of whether they want the same kind of arrangement for next year.

(8)               Office space vacancy at Quail Run: Dan Rich called Sy and asked if SHHA was still interested in vacant space. The recommendation based on the current financial situation is that we deem that a dead issue. The board agrees.

(9)               We had a complaint filed. It did involve a representative of SHHA. Because Sy was out of town he asked Ed Whitten to resolve the issue and make sure the SHHA rep had no more contact with the homeowner. This process will be taken in the future by the President. The situation is fully resolved at this time. Sy will write up a procedure to go into the Bylaws.

 

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

 

c.       SECRETARY (Vacant): No report

 

d.       TREASURER-FINANCE (Ed Whitten):

(1)               The monthly Budget Report is attached.

(2)               Credit Card – MOTION

 

MOTION: The SHHA treasurer be authorized to open a credit card account in SHHA name in order to facilitate office expense purchases with minimal “Petty Cash” usage. Only the office staff, Treasurer and President would be authorized users of the proposed cards. A maximum credit limit of $2500 will be imposed.

The motion was seconded.

VOTE REQUEST: Show of hands unanimous

APPROVED                                                                                                 08-08-07-02 FIN

 

(3)               Ad Rates: The Finance committee has approved the 2008 rates that have been raised 3.5% and are based on 12 publications.

(4)               100% membership

 

MOTION:  The SHHA BOD supports a goal of 100% membership in SHHA, with a long term objective of covenant changes to invoke mandatory membership in as many units as possible. It is further agree that Membership an Community Services Committee take the leaded in this effort but with full cooperation and support of the BOD.

The motion was seconded

VOTE REQUEST: Show of hands

FAILED                                                                                                           08-08-07-03  FIN

 

 

 

MOTION:  The SHHA BOD supports a goal of 100% membership in SHHA

The motion was seconded

VOTE REQUEST: Show of hands unanimous

APPROVED                                                                                            08-08-07-04  FIN

 

5.      REPORTS OF STANDING COMMITTEES:

a.      Architectural Control Committee (Kerney Bolton)

(1)               ACC meeting minutes are attached.

(2)               T-Mobile applied for a cell tower at 2-B San Rafael. A neighborhood review will take place. The antenna will be hidden from view and meets the height requirement. The only covenant impediment may be that utility usage is prohibited, however cell phones may not be classified as a utility.

(3)               This committee is inundated with projects and the level of difficulty has increased perhaps because the committee is getting more involved in the detail of the projects. A GRIT article will be written to try to get more volunteers.

 

b.      Covenant Support Committee (Vacant): no report

 

c.      Community Service and Membership (Vacant)

1)                 A meeting will be held in the next couple of weeks.

2)                 A Committee Charter will be worked on as well as a set of administrative procedures in terms of scheduling and financial controls. These will be presented at the next board meeting.

3)                 There are five social events that are sponsored by SHHA. We will be looking at those and what effect they have on membership and sense of community.

 

MOTION: The Community Service & Membership Committee be granted a budget against fiscal year 2008 funds in the amount of $400 for use to fund social events which need to be committed to during fiscal year 2007.

The motion was seconded

VOTE REQUEST: Show of hands unanimous

APPROVED                                                                                             08-08-07-05 CS&M

 

 

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

 

e.      Traffic, Safety and Environment / Parks & New Development (Larry Desonier):

(1)               The committee has chosen a new name as Parks & Safety Committee.

(2)               At the next board meeting they hope to have present new charter.

(3)               The signs issue will be further discussed by the committee.

 

f.        Bylaws Committee (Marsha Thole):

(1)               The nominating committee is indeed a standing committee as per the September BOD minutes. No one is presently staffing that committee. 

(2)               The committee will look at adding to the bylaws that if 4 consecutive meetings are missed by a BOD member they will automatically be voted off the board. BOD members are asked to make suggestions about how many missed meetings constitutes removal. 

 

g.      Nomination Committee (Vacant): no report

 

6.      REPORTS OF SPECIAL COMMITTEES/AD HOC GROUPS (Don Wortman): No report

 

7.      UNFINISHED BUSINESS:

Action Items:

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

b.      EC - (May 06) - Address the issue of whether the association wants to take control and responsibility for the signs [see 4a(3) in May 2006 BOD minutes]. The Articles of Incorporation reference the signs. Provide input to BOD. Sandia Heights Service & EC Review Articles of Incorporation. Open

c.      P&ND – (Jul 06) – Review charter and submit for approval. Open

d.      P&ND – (Jul 06) – Elect a Chairperson. Notify Lena when that is done so that she can update the roster. CLOSED

e.      CPC set up a meeting showing proposed changes to the website. Open

f.        CPC establish a group to work on a communications policy. Open

g.      President: Schedule a meeting with Bett Clark on fire issues. CLOSED

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

i.        EC can help by identifying the owner of a property where a water line that was installed around Tramway Terrace Court south side down to Tennyson left a terrible mess. Please get back to the person making this complaint. CLOSED

j.        ACC will follow up on an AC unit at 8232 Raintree Drive that needs screening. CLOSED.

 

8.      ORDER OF THE DAY:

 

9.      NEW BUSINESS:

a.       Strategic planning please think about one or two goals for SHHA between now and the annual meeting. (add as an action item)

b.      Does the Board want to meet at the SHHA office or somewhere else. We will continue to meet at the office for another month or two.

 

10. ACTION ITEMS FOR NEXT MEETING (or as indicated): The EC will acknowledge Gene Church and Bill McCall service on the board.

 

11. ANNOUNCEMENTS:

 

12. NEXT MEETING: Wednesday, September 12 at the SHHA office.

 

13. ADJOURNMENT: Adjourned at 9:08