Tierra Colinas HOA Board Meeting Minutes Thursday , July 14, 2022:

In attendance: Olivia Carril, President, Adam Quinn, VP, Katherine Tvarones, Treasurer, Stuart Jaffe, Secretary. Ginny Aromando, Board Member and Architecture Committee, Sharon Peterson, Board Member, 3 residents Jeremy, Marie, and Irina

At @ 6:30 P.M. Olivia called meeting to order via a Zoom meeting.  Olivia welcomed all to the meeting.

Agenda Items: 

1. Lien letters: Five families remain past due on HOA DUES. IN 2005, an Amendment to Bylaws added 2% late charge. Timely filing of liens is important. Liens will be placed on property for these 5 homeowners.
2. Cierra Belo: Filing for 2-year extension requires compliance with HOA guidelines, enforced by Santa Fe County. 70 homes remain to be built. Must comply with HOA guidelines. No modular, earth tones. Affordable housing complete.
3. Spur Ranch update:  County will consider paving road. Cost estimate $3.25 million including interest costs. . @ cost per $500,000 assessed home will run $2,700 per year for 10-year period. Olivia will share information with residents via website, and email and Board.
4. Mailbox update: New boxes expected soon. About one week mail will be down during new box installation. Need to pickup mail at Pacheco. Olivia assisted by Board will make keys available for new boxes from Laura Stern installer with Wiregrass. When obtaining new key, mailbox holders will be asked to sign for key receipt.
5. Saturday late September 17 barbecue. Similar to last year’s gathering.
6. August 17 5:30 PM, DINNER MEETING RE: online voting. Comparison with nearby HOA’s that Adam put together will be helpful. 2/3/22 email input on voting from Adam Quinn. “Hi All,

In answer to your questions:

1)  Did we have enough votes, based on the quorum present last Tuesday, to move to online voting right away?  

Were enough people present that we can consider that particular issue done?  If so, that will make the second issue (changing what constitutes a majority) considerably easier.

If not, we should send out a mailer, make calls, go door to door etc. right away to get that passed.

I don't think we can move to online voting just yet. Online voting will involve an amendment to the covenants, and this cannot take place unless we have 2/3 of all members sign off on it.

2)  I think we need to have another HOA meeting open to the whole community to vote on which ballot/majority issue to put in place.

We could state as the goal coming up with three options for what constitutes a majority for the community to vote on.  We could present Adam's research, have a discussion, and do an initial vote from that meeting.  

If online voting is in place, we can follow up with asking for those that didn't vote in the meeting to vote online.  

And we could send out mailers as a final way to get people to vote.

In conjunction with this, I think another call out to the lawyer is needed:  I am disappointed that he didn't consider the quorum issue in the language he wrote.  With online voting, the need for a quorum goes away, and we need to have that figured out.

This is a great idea but first the Board should be in agreement to present a united front. It would be fantastic to receive input from Katherine if there are further concerns...

Once we have come to a consensus we could prep for a big vote via a special community meeting, mailers, door to door, etc. Unfortunately since the ballot will include online voting we will not be able to utilize it this go round.

I do not see any value in contacting the attorney again. Our covenant language states that we require 25% of members for a quorum which is the strictest minimum when compared to surrounding HOA's. I think this is good and no changes are needed.”

Further input from Adam on 1/26/22 via email on HOA guidelines near TC HOA.

“Hi All,

Congratulations to El Presidente Olivia for a great job last night!

I want to follow up regarding the concerns raised last night. I think Katherine has a great point regarding the need for a quorum for voting. 

I did some digging from surrounding HOA's that have the governing documents available. Here is what I found (least restrictive to most restrictive) about the numbers of eligible members to make a quorum, and what is required to pass a vote:

1. Tano Rd HOA = 10% members for a quorum, with a simple majority vote.

2. Eldorado ECIA = 10% members for a quorum, with a 60% majority vote.

3. SRRA = 20% members for a quorum, with a 2/3 majority vote.

4. Aldea = 25% members for a quorum, with a 2/3 majority vote.

Reviewing our bylaws it states that TCHOA requires 25% of members for a quorum. This is in line with the strictest HOA bylaws that I could find. Additionally, our proposal is for a 2/3 majority vote - which is also the same as the strictest bylaws.

Personally, I feel the proposal is very reasonable and I think modifying our voting requirements in line with the strictest bylaws illustrates our desire to address the concerns of the membership. 

What are your thoughts and concerns so we can talk them through?”

Respectfully submitted, Stu Jaffe, Board Secretary