Tierra Encantada BOG Meeting Minutes 3/15/2024

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 February 14th, 2024, Board Meeting were digitally approved by the Board, distributed to owners, and posted on the website.

Financial:

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

• The February Financial report has not yet been received.

Summary of new information discussed:

• The maintenance log was reviewed.

• CAMM Update: 2024 Projects

• Old Business: East parking lot, late fees

• New Business: None

• Upcoming Board Meeting: To be held directly following annual meeting April 6th, 2024

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: GFIs in the bays replaced; green bulb on dock replaced; wireless system installed for the fire alarm system.

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

Capital and Major Maintenance (CAMM) Reserve Review

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 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. Mr. Solorio (Simon) has requested that owners who experienced leaks should send an email to Julie and copy the board. Simon investigated leaks around some north facing doors and another leak around one Cora Lee window; he recommended repairs that will be accomplished during the Fall project. Pending

• 2024 Spalling Repairs –The TE Maintenance Coordinator (Mr. Solorio) submitted drawings for the spall repairs on the west side of building 1 (Bay front), as well as work required in Stacks 5-10. Bids were received and reviewed by the board and a contractor has been selected. Building 1 work will require scaffolding and will be a major project. Spalls were considerably more than originally planned for, and 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. 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. The board approved the CAMM budget and a $3,500 assessment for 2024. Details will be provided in the 2024 HOA Booklet and presented at the annual meeting on April 6th, 2024. Complete

• Walkway Resurfacing: Project is out for bid, proposals due to Simon Feb 19th, 2024. Due to the extensive amount of spall repairs required during the fall project, the walkway resurfacing has been postponed to 2026 when the building is painted again. Compete

• Steel Beam Maintenance: MTP Contractors has completed some steel beam maintenance around the TE office area, elevator area, and in the bays. Ongoing 2024 project. Pending

Other Old Business:

• 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. Copies of the Deed and Current Tax Statement were provided and classifying the lot as a common element is being researched. The board will provide a letter authorizing one owner to represent TE on this matter. 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. 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. After some discussion on how much to assess, the board deferred this item to a future BOG Meeting. Pending

• Annual Meeting Agenda and Booklet: The board approved agenda Items and the HOA Booklet. It will be distributed to all owners prior to the annual meeting, posted on the website, and one hard copy per unit available at the meeting. Complete.

New Business:

• None

An Executive Meeting was convened to discuss management.

The next board meeting will be April 6th directly following the Annual HOA Meeting

The meeting was adjourned 1140 a.m. central time

Submitted by Boyd Bass, Secretary