Tierra Encantada BOG Meeting Minutes 08/09/2023

The Meeting was called to order at 7:17 p.m. by President, John Mitchell. Participating were Tom Whiteman (Vice President), J and Julie Reardon (Property Management), Marybelle Suczek and Deb Gale (Accounting Committee). Others in attendance: none Please note, new information is in bold.

Minutes:

• The Minutes of the June 7th, 2023, Board Meeting were approved by the board, distributed to owners, and posted on the website.

Financial:

• The May financial report was approved by the board, posted on the website, and distributed

to all owners.

• The June Financial report approved by the board, posted on the website, and distributed

to all owners.

• The Jul financial report has not yet been received; not due until the 15th of each month.

Summary of new information discussed:

• The maintenance log was reviewed.

• CAMM Update: 2023 Project updates

• New Business: Parking, Late payments; Transaction approval process; LB/TE Fence

• Upcoming Board Meeting: Wednesday, Oct 11th, 9:00 a.m. Central Time, Zoom

Manager’s Report / Maintenance Log Review:

• The maintenance log was reviewed. The Manager reviewed completed items since the last BOG meeting as well as the status of pending items on the list. OWNERS ARE REMINDED: If you have a maintenance, housekeeping, or any other property concern, please send Julie (TIERRA-SPI@hotmail.com) an email and copy the board. (bcb3@earthlink.net; twhiteman@msn.com; jmitch2001@hotmail.com). Items on the maintenance log are worked by Property Management and reviewed by the board every month.

 Completed: Hot tub jets were repaired, damaged pool furniture repaired, light post between dock and pool area repaired, TE Flood insurance was renewed, walkway window replaced, windows washed/treated, packman light repaired; common area AC replaced, damaged sign repaired, and no trespassing signs installed.

 Needs attention: Julie is working on the schedule for other maintenance items on the list. (repair damaged fence/east entry, repair dumpster latch, TK recommended elevator repairs)

CAMM Update:

General / Summary

2023 is not a year of major construction. Primary focus will be AC Platforms, leak mitigation, spalling work, and rebuild of north dock. The TE Maintenance Coordinator will continue to investigate the causes for leaks and assess all critical and non-critical spall areas. The work on the building will be ongoing based on his expert recommendations in the future.

2023 Projects

• Leak Mitigation - Roof and top floor leak analysis and repair including shingle replacement. Simon has completed roof shingle inspection to confirm the scope of the needed shingle repairs and has also done interior inspection of top floor units with roof leaks. A preliminary report of the inspection has been issued for TE review. The roof leaks and top floor units, plus select other unit leaks will be Leak Mitigation priority 1 for 2023. These fixes will be less intrusive to the condos in general and the CAMM Budget. One unit was completed. Jim and Simon have met and will work on ongoing leak issues. Simon has inspected and the roof work has been completed which should resolve most priority 1 leaks for 2023. The board asked Property Management to get more involved in leak mitigation; specifically with remaining Priority 1 leak investigation. Julie will coordinate with Simon to enter and inspect selected units. Pending.

• Non-Critical Spalling – Spalling work for 2023 has been completed. Simon will be released to quantify 2024 work on the west side of building 1 with an estimated value based on completion of his assessment. High scaffolding cost makes this an all or nothing project. Jim is working with Simon on all building spalling requirements for prioritization of work in 2024. Pending

• Other Dock Repairs: The board approved repairs to the “finger dock” and work has begun. Jim and Simon have been coordinating with the contractor for repair of the one finger dock that is damaged. The other two will also eventually need repairs; however, there has been a material delay. J presented an alternative repair idea and he and Julie will follow up with Simon. Pending

• A/C platforms: A review of all A/C platforms will be done by Simon Solorio. The Cora Lee building platforms are next on the priority list, as the last rebuild predates the bay unit platforms. After failure of one platform, Simon moved the work up to priority 1 for 2023. Jim and Simon have inspected the platforms and although two platforms have now failed, not all platforms need a rebuild. They noted that the wood is good, and most platforms only need improved anchors. Work will be done as required and begin immediately. Jim will follow up. Work was delayed due to parts on order, but should begin by Friday, Jun 9th. All AC Platforms were re-enforced. Complete

Other Old Business:

• None

New Business:

• Parking reminders: The board discussed parking and space utilization issues, especially during peak occupancy times at TE; cars with no registration, non-owners parked undercover, boat parking, etc. J suggested a “trespass tow”; the designated tow company will drive through the property as required and immediately tow any car without a registration on the spot. Given the complexity of the issues involved, the Board decided to appoint a committee to investigate the problems and make recommendations for solutions and any required rule changes to the Board. If you would like to serve on this committee, contact Board President, John Mitchell. Pending

• As of August 9, late payments for dues and assessments total more than forty-two thousand dollars. Due to the change in bookkeepers, it is possible that some owners are unaware of the full extent of what they owe, but our Declaration requires that collection procedures be instituted for debt that is more than 60 days overdue. A board member will be personally calling all delinquent owners and they will be asked to pay within 10 days of that call. Pending

• Financial Transaction Approval Process: The board discussed and approved a more efficient process of approving financial transactions that allows property management more flexibility with decision making. Changes included increasing the threshold for prior approval of the board from $500.00 to $750.00 and not requiring board approval of monthly recurring costs for utilities, service contracts, and other recurring general maintenance of the property (palm tree trimming, window washing/treatments, etc.). All expenses will continue to be reviewed monthly in the financial reports. Complete.

• LB/TE Fence: President Mitchell has received reports of several instances of trespassing from Las Brisas to TE through the fish station dock area. After some discussion, the Board approved asking management to consult several different fence companies for options and costs for providing a secure barrier between the two properties. Pending.

• Property Management: The board expressed an interest in getting J more involved with the decision making of TE projects and will be coordinating more projects with him in the future as required. He is invited to all board meetings. Complete

The next board meeting will be held Wednesday, Oct 11th, at 9:00 a.m. Central Time via Zoom.

The meeting was adjourned at 9:04 p.m.

Submitted by Julie Reardon, Property Manager