Tierra Encantada BOG Meeting Minutes 11/15/2023

The Meeting was called to order at 10:08 a.m. by President, John Mitchell. Participating were Tom Whiteman (Vice President), Boyd Bass (Secretary/Treasurer), Julie 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 October 20th, 2023, Board Meeting were approved by the board, distributed to owners, and posted on the website.

Financial:

• The August and September Financial reports were approved by the Board, distributed to owners, and posted on the website.

• The October Financial report is being reviewed by the financial committee.

Summary of new information discussed:

• The maintenance log was reviewed:

• CAMM Update: 2023 Projects (leaks reviewed, spalling repairs noted)

• New Business: Insurance renewed, ATTENTION ADDITIONAL INSURANCE $ DUE; Financial Review & Reserve Study; Water Restrictions

• Upcoming Board Meeting: Jan 10th, 2024, 10 a.m. Central time

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: Palm trees trimmed; Property insurance renewed

 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

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 and J completed water testing to determine source of the leak. He also inspected other units after the recent rains and will discuss his findings with the TE maintenance coordinator for repair recommendations. 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 Old Business:

• 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. After some discussion, the board decided to take no action at this time. Complete

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

New Business:

• Insurance Renewals: TE Insurance was renewed. Owners were invoiced in August for the estimated cost of all TE insurance but were notified at that time as well as discussed at the annual HOA meeting that owners would be either refunded or invoiced for any difference in premiums. Both flood and property insurance for TE increased this year and the cost of insurance was over the amount estimated by $10,315.13; therefore, owners will be assessed the difference which equates to $286.53 per owner payable upon receipt of invoice. Certificates of Property Insurance are posted on the TE website. Complete

• Financial Review: Reserve, Monthly HOA fees, Insurance, CAMM

 Monthly HOA fees, Insurance, CAMM: After some discussion, the accounting committee volunteered to review the current system for payments and present a proposal to the Board for any needed changes. Marybelle was authorized to consult Kathy Cunningham regarding the applicability of selected issues in the TE Declaration.

 Reserve Study: A board member asked the question about whether TE had sufficient reserve to handle major building maintenance. TE holds a savings account reserve to cover emergencies and insurance deductibles. In addition, assessment funds are reserved for specific CAMM projects. After some discussion, the board recognized that the review of and outyear planning for CAMM (Capitol and Major Maintenance) items at TE constitutes a reserve study which TE accomplishes on an annual basis. The board will work with the construction committee, J, and the maintenance coordinator to develop a 2024 CAMM budget and outyear plan. This CAMM study with a recommended budget will be presented at the annual HOA meeting for owner approval. Complete

• Stage 3 Water Restrictions: Laguna Madre Water District (LMWD) initiated Stage 3 – SEVERE Water Shortage Conditions. District customers are required to follow specific Water Use Restrictions for Demand Reduction. Notice is posted in the TE Elevator. If you have any questions, please contact LMWD Customer Service at 956-943-2626 or visit their website: https://www.lmwd.org. Complete

An executive session followed to discuss property management.

The next board meeting will be held Wednesday, January 10th, 10:00 a.m. Central time via zoom.

The meeting was adjourned at 12:30 p.m.

Submitted by Boyd Bass, Secretary