Tierra Encantada BOG Meeting Minutes 5/2/2024

The Meeting was called to order at 10:16 a.m. by President, Boyd Bass. Participating were Tom Whiteman (Vice President), Art Rendon (Secretary/Treasurer), Jimmy and Patty Brown (Property Managers), Marybelle Suczek (Accounting Committee), and Deb Gale (Communications Committee). Others in attendance: none Please note, new information is in bold.

Minutes:

• The Minutes of the March 15th, 2024, Board Meeting were digitally approved by the Board, distributed to owners, and posted on the website.

• The Minutes of the Annual Meeting were distributed to the owners who were present at the meeting for their input not later than April 23rd, no input. The minutes will be included in the 2025 HOA Booklet for official approval at the next annual meeting.

Financial:

• The February Financial report was digitally approved by the Board, distributed to owners, and posted on the website.

• The March Financial report was digitally approved by the Board, distributed to owners, and posted on the website.

 There was an 8% annual fee increase effective April 1st, 2024. Owners are reminded if you have an automatic payment by your bank, to be sure to change your amounts to the increased fee. Amounts received less than the new HOA fee amounts are creating many small past-due accounts receivable.

Summary of new information discussed:

• The maintenance log was reviewed.

• CAMM Update: 2024 Projects

• Old Business: East parking lot taxes, late payments

• New Business: Boat Registration, Landscaping, Storage Room Rentals, Ladder on the dock, 2024 TE Emergency Plan, Communications Committee

• Upcoming Board Meeting: Aug 7th, 10:00 a.m. Central Time

Manager’s Report / Maintenance Log Review:

• Reviewed Maintenance Items: 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 Patty (tehoa761@gmail.com) an email and copy the board. (bcb3@earthlink.net; twhiteman@msn.com; art@arendonlaw.com. Items on the maintenance log are worked by Property Management and reviewed by the board every month.

 Completed: Dryer vents were cleaned, TE office organized & cleaned for use, missing fire extinguisher covers are on order, broken glass on 2 units’ balconies was replaced.

 Gate Codes: Property Management will change this month; Patty will email all owners when that happens.

 Management Comments: Patty and Jimmy will be conducting monthly walk-throughs of all units; anticipated start date is May 15th, 2024. The board also approved for them to initiate a yearly AC maintenance service contract through a local provider who will inspect and service all owner AC units once a year; any necessary repairs required will be reported back to the owner to accomplish at owner expense. Details of that are forthcoming from Patty.

Capital and Major Maintenance (CAMM) Reserve Review

2024 Projects:

• Leak Mitigation – Simon Solorio continues to document TE leaks as they are reported to him and has recommended several repairs that will be accomplished during the Fall project. Pending

• 2024 Spalling Repairs –All work is anticipated to start in September with an estimated completion time of 8 weeks for Bldg. 1 (weather permitting). Estimated completion for the alternate areas in Stacks 5 – 10 will be determined once work commences. Owners will be kept informed and should expect noise throughout TE and other disruptions during this timeframe. Additional information will be provided prior to the start of construction; potentially requiring some areas of TE to be blocked off for contractor materials (this could require removal of boat parking in the east lot as was required with the past major project). Pending

• Steel Beam Maintenance: MTP Contractors has completed some steel beam maintenance around the TE office area, elevator area, and in the bays. Remaining areas will be accomplished with the fall project as required. Complete

Other Old Business:

• East Parking Lot –All appropriate paperwork requesting the lot to be included in the common elements of the Tierra Encantada Owners Association has been delivered to Cameron County and the board is awaiting their response. No official reply received from Cameron County; Art Rendon volunteered to follow-up with the county for status. Pending

• Late payments –The board deferred discussion to a future new business topic if it’s necessary after the new property management has reviewed and coordinated all owner accounts. Complete

New Business:

• Boat Registration: Owners are required to register all boats parked on the property with Property Management. Patty will be contacting owners by email with details. Complete

• Landscaping: There was some discussion on how to improve the small island area between LB and TE. Item will be added to the maintenance log for future consideration. Complete

• Storage Room Rental Agreement: Boyd will work with Property Management to prepare a rental agreement for those owners using the two storage units. Pending

• Ladder on the dock: Board approved installing a ladder on the fishing station dock. Item will be added to the maintenance log. Complete

• 2024 Hurricane Season: The board reviewed and approved the current plan which is attached to these minutes and posted on the TE website.

 Please note: In the past, Seaside Services offered, for a fee, to complete the emergency preparations for any owner who could not personally take care of their unit. That service will no longer be provided, and owners will need to make their own arrangements.

• Communications Committee: The Board approved a resolution to create a communication committee and appointed Deb Gale as Chair of that committee. If you are interested in being on such committee, please contact Deb directly. Committee members will oversee the TE newsletters, email blasts, HOA website, and other communications as required by the board. Complete

The next board meeting will be August 7, 2024, 10:00 a.m. Central Time via Zoom.

The meeting was adjourned 11:47 a.m.

Submitted by

Deb Gale

Communications Committee

Attachment

TE Emergency Plan