Tierra Encantada BOG Meeting Minutes 1/10/2017

Minutes for January 10, 2017

Tierra Encantada BOG Meeting

The Meeting was called to order at 7:06 p.m. CDT by President, Alan Johnson. Participating by phone were Alan Johnson, James Castillo, Randy Kelly, Julie Reardon, Marybelle Suczek (Accounting committee) Donna Fleer (Housekeeping committee) and Rick Pezzoli (Construction Committee).

Minutes:

• The Minutes of the December 7, 2016 Board Meeting were approved electronically, sent to all owners and posted on the website.

Financial:

• The November 2016 Financial Report was approved and sent to all owners and posted on the website.

• The December 2016 financial Report has been received, approval is pending review.

• HOA Insurance-invoice for the difference: An invoice for the difference has been sent out. Status: There are 7 accounts still outstanding and will be re-invoiced.

Manager’s Report:

• Hot Tub – See CAMM

Maintenance Log Review:

• The maintenance log was reviewed. No additions or changes.

Other Old Business:

• Palms near the staircase have been relocated. The area where the palms were will be landscaped and groundcover will be replaced with river rocks or something similar. A recommendation from a landscape designer is being sought. The old plants in that area have been removed. Donna has offered to help Alan in the planning of the new landscaping. The irrigation in that area will also be eliminated to reduce overspray and flooding. Julie to have the remaining plants removed around the corner by the drive through

• The construction of storage lockers matching the appearance of the current walls in the bicycle parking bay was discussed. A letter will be sent out to owners to gauge interest and solicit any concerns. Once other projects have been completed, planning for this project will continue. This will be discussed at the annual meeting.

Report from the housekeeping oversight committee

• The glass along the walkways is dirtier than usual because of the high winds. A quote will be asked for to increase the frequency of glass cleaning.

CAMM Update:

• Leak Mitigation: - No activity this period – Program to resume in the fall after the busy summer season and other projects are completed.

• First Floor Tile Project – Complete. A drain was drilled in the wall to allow water to escape from under the stairs. Complete less painting.

• Spalling of beams inside of elevator - Julie can park the elevator on the 4th floor to facilitate access to the ground floor to first and second floor beams which are in the worst shape. Engineer contacted and made a site visit. Decision to proceed with spalling on the ground to first floor beam and possibly the bottom of the second floor beam. Rick has received a stamped drawing / spec from our engineer for use in bidding. Need to contact contractor, familiar with TE to work with Engineer to develop cost effective scope and process (necessity for window frame removal?) for work this fall. This will be a large project and will require significant oversight which will be planned out for the future.

• Steel touch up painting – Prior Painting contractor, familiar with prep / prime / paint contacted to proceed on the third-floor support beams field weld rusting. Waiting for Invoice. Invoice received and paid in 2016. Complete.

• Walkway repair –Remaining walkway repairs (west stairs Complete) – Work on west Stairs looks very good and was reasonably priced. MTP to proceed on remaining damaged areas. The wet weather and busy schedules are making it difficult to proceed. This work planned to be complete prior to the HOA meeting, or a different approach will be considered.

Discretionary capital Improvements – In light of the additional funding provided at the HOA meeting and the ownership’s desire to improve the appearance of the complex, the board has approved improvement projects.

• Hot Tub Replacement – Final inspection and acceptance of the project with South Texas Pools was conducted on Friday, November 11th. The knocking noise has resolved. Complete

The temperature setting will be adjusted and the knob removed to prevent further temperature changes once the proper setting and temperature has been determined. Complete

The exposed wiring has been removed and all lighting changes made - Complete.

The exposed Concrete wall will be covered in Hardie cement board 4x8 sheets and the opposite wall will be covered in the same material to provide a matching appearance. This is the same material used on the bathroom walls.

Ideas to block off gap between tile and windows to the west. The area is very small. A filler material will be considered to block the gap.

Renter / resident contractor to donate time to build mechanical room around equipment. TE to pay material cost. Vibration and sound reduction measures will also be taken to reduce any conducted sounds to the units above. This project is approved to proceed when the contractor is available. The estimate is for construction to proceed within the month. If the current contractor is not able to start by January 31, bids will be solicited to complete the project as soon as possible.

New Business:

• Seaside Contract Update. Board has finalized minor enhancements offered by Legal and Article 13, regarding insurance. The board found that the current policies that Seaside and MTP have in place are sufficient. The board approved the new contract. Final formal signatures, in progress

• Plan for Cable failure and general on site cable infrastructure upgrade through provider. The board has asked Tal to negotiate with Spectrum about the options available to upgrade the service. It seems that the current cables are not in conduit and running new wires will be a large project. Alternative quotes will be solicited from DirecTV.

• The Annual Meeting is scheduled for April 1st 2017 (The first Saturday in April) at the Comfort Inn Suites. There will be one position on the board available from the coming year as Alan rotates off the board. There will also be an opening as the construction committee chair as Rick moves out of that position.

The next board meeting will be held February 15th at 7pm

Meeting adjourned at 7:56 PM

Submitted by James Castillo, Secretary