Tierra Encantada BOG Meeting Minutes 1/10/2024

The Meeting was called to order at 10:03 a.m. by President, John Mitchell. Participating were Tom Whiteman (Vice President), Boyd Bass (Secretary/Treasurer), Julie and J Reardon (Property Manager), Marybelle Suczek and Deb Gale (Accounting Committee), and Jim Thompson (Construction Committee). Others in attendance: none Please note, new information is in bold.

Minutes:

• The Minutes of the November 15th, 2023, Board Meeting were digitally approved by all board members, and have been distributed to owners, and posted on the website.

Financial:

• The October and November Financial reports were digitally approved by all Board members, and have been distributed to owners, and posted on the website.

• The December Financial report has not yet been received.

Summary of new information discussed:

• The maintenance log was reviewed.

• CAMM Update: Leak mitigation, spalling report, 2024 CAMM Reserve Review

• New Business: Legal review on interior repairs, east parking lot, late fees

• Upcoming Board Meeting: February 14th, 2024, 1000 a.m. Central Time

Manager’s Report / Maintenance Log Review:

• The maintenance log was reviewed. Management reviews log entries that have been completed since the last BOG meeting as well as the status of pending items. OWNERS ARE REMINDED: If you have a maintenance, housekeeping, or any other property concern (including any leaks to inside units), 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 items: Missing glass on one unit was replaced; hot tub repaired; various elevator repairs were accomplished.

 Needs attention: Julie is working on the schedule for other maintenance items on the list.

 J continues to work with the elevator company to complete repairs to ceiling lighting and other minor issues. Pending

Capital and Major Maintenance (CAMM) Reserve Review

General / Summary

Primary focus in 2023 was the AC Platform repairs, leak mitigation, spalling work, and rebuild of north dock; all completed. The roof and spalling repairs done in 2023 solved some leak issues. The TE Maintenance Coordinator, Engineer Simon Solorio, will continue to investigate the causes for leaks and recommend a plan for remediation to the Construction Committee. In addition, he will continue to assess all critical and non-critical spall areas. Future work on the building will be based on his expert recommendations.

2024 Projects:

• Leak Mitigation – Various leaks were identified after the heavy rain in November 2023 and in December, extensive leak testing was done on two units. Several leak sources were determined, and repairs are underway on one. The board anticipates the other leaks will be repaired as part of the 2024 spalling repair project. The Board has received Mr. Solorio’s detailed water infiltration report for all open leaks at TE, and the Board will be reprioritizing the Master Leak list for 2024 work. Mr. Solorio has requested that owners who experienced leaks during the past month should send an email to Julie and copy the board. Pending

• 2024 Spalling Repairs –Drawings for the spall repairs on the west side of building 1 (Bay front) are complete and out to contractors for bid. This work requires scaffolding and will be a major project. The tentative schedule for this work is Fall 2024. Pending

• 2024 CAMM Budget: The board is currently reviewing maintenance requirements for 2024 and the following four years. The 2024 CAMM budget will be presented to the owners at the annual HOA meeting in April. Tentative items for 2024 work include leak mitigation, spalling, steel beam maintenance, and walkway repairs. The board is aware that both repainting the building and replacing the roof are scheduled to be done in the next 5 or 6 years. Pending

Other Old Business:

• Seaside Services Contract: Contract was reviewed on November 27th. No specific contract changes were made. Complete

New Business:

• Legal Review – Policy on Interior repairs – The board requested another review of owner/HOA responsibilities for repair of damages to inside units. The legal opinion is attached to these minutes and posted on the TE website. This opinion is consistent with previously adopted policies of the association. “The Unit owner is responsible for expenses related to the maintenance, repair, and replacement of their apartment from the “white box” inward, including all furniture and fixtures located therein, as well as any improvements or betterments” …” This allows the Association to care for and be responsible for the structural components …” Complete.

• East Parking Lot – The board discussed ownership of the east lot and whether it should be held as a separate asset of the HOA as it is currently held or be a part of the general common elements of the HOA. They decided it should have been classified as part of the general common elements when it was acquired, and next steps will be researched. Pending

• Late payments –The number of late payments of numerous owners in 2023 is a concern. The current interest charged for late payments appears insufficient to incentivize owners to pay on time. The accounting committee requested guidance from the Association lawyer about assessing late fees. The Legal Opinion has been received and the committee will report at the next Board meeting. Pending

The next board meeting will be held February 14th, 2024, 1000 a.m. Central Time via zoom.

The meeting was adjourned at 11:30 a.m.

Submitted by Boyd Bass, Secretary