Tierra Encantada BOG Meeting Minutes 10/10/2023

The Meeting was called to order at 10:06 by John Mitchell, President. Participating were Boyd Bass (Secretary/Treasurer), Julie Reardon (Property Manager), Marybelle Suczek and Deb Gale (Accounting Committee). Others in attendance: none Please note, new information is in bold.

Minutes:

• The Minutes of the August 9, 2023, Board Meeting were approved by the board, distributed to owners, and posted on the website.

Financial:

• The July financial report was approved by the board, posted on the website, and distributed to all owners.

• The August Financial report is being reviewed by the board.

• The September Financial report has not yet been received.

Summary of new information discussed:

• The maintenance log was reviewed.

• CAMM Update: 2023 Project updates

• New Business: Seaside Services Contract

• Upcoming Board Meeting: Wednesday, November 15th,1000 a.m. via 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: Dumpster latch repaired, 2 of the 3 required elevator repairs were accomplished, windows washed/treated,

 Needs attention: Julie is working on the schedule for other maintenance items on the list. (repair damaged fence/east entry, west gate repairs/replacement, Power wash pool furniture, replace GFIs in bays, additional elevator repairs, minor landscaping, hot tub bubbles)

 J will ask the current elevator company for options on required repairs to ceiling lighting and another minor issue and present them to the board for action.

 The venturi valves on the hot tub need replacing which requires a complete dismantling of the hot tub. Since the hot tub is otherwise working fine, this topic is deferred to the annual HOA meeting in April.

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. J and Julie investigated leaks in one unit; no solution has yet been determined. 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. There are several areas still on the list for repairs that were considered non-critical spalling work to be done in 2024. The board will continue to coordinate with TE’s maintenance coordinator and J to determine the best timeline for future spall work, as well as expedite any work that the maintenance coordinator deems necessary. 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. All dock repairs completed. 1 of the 3 fingers dock was repaired and the other 2 will be monitored for potential repairs in the future. Complete

Other Old 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. There were no volunteers. The board discussed various complaints by owners. Most of the issues occur only during peak occupancy, and TE already has rules in place that just need to be enforced. The board deferred this topic to the annual HOA meeting in April. Complete

• 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. There was some improvement in late payments; however, four owners still owe insurance or CAMM (or both) assessments. A board member will contact those individuals. 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. J will research and present cost options for either a six foot or eight-foot chain link fence to be installed between LB and TE. Pending

New Business:

• Seaside Services Contract: Contract will be reviewed in November.

The next board meeting will be held Wednesday, November 15th, 2023, 1000 a.m. Central time via Zoom.

The meeting was adjourned at 12:06 p.m.

Submitted by Boyd Bass, Secretary