COCC Meeting Minutes – May 2020

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
May 14, 2020

Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Erichsen, Lori Bulla, A.D. Koen, Michael Kuhnen, Marilyn Harper, Dan Gonzalez, Cassie Ramsay, Charlie Bowman. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was held by ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:35 pm.

Treasury: Dan reported that 239 of the 282 homes have paid all or part of the 2020 dues. There is currently about $13K uncollected for 2020 payment plans. There is an additional $9K unpaid from last year or even longer ago. Sandy said 2 demand letters are going out. Charlie noted that the attorney adds his fees to our balance when he files a bankruptcy case, then takes his fees from the proceeds when the balance is collected.

Pool: The final amount paid to the Guthrie Pool Co for the renovation and repairs at the pool was $43,793.50. This includes repair of problems that were not detected until the pool had been drained. The concrete deck was extensively repaired, and some sections were discarded and replaced. A patterned sealer was put on the completed decking.

Lori reported that the Houston Health Department has said that pools might be able to reopen after May 20. We will need signage that states the limits on number of people in the water, and encourages users to bring sanitizer and disinfectant, and practice social distancing except from their own family members. The initial limit will be 25% of capacity, which means 10 people in the pool at the same time. Lori recommends there should be no pavilion rentals until more than 10 people can be allowed. She also recommends we limit the current hours of operation. We will need some temporary signs explaining all the new rules and limitations.

Lori suggested we might want to use a sign-in clipboard, but Michael said a clipboard would be a high-touch item, and then Lori agreed we should not do that. A few board members were not optimistic that people would be well-behaved under the restrictions. Johanna said she would check with other HOAs with pools to see what their reopening plans are. Johanna and Sandy also thought checking with apartments that have pools could turn up some ideas.

Social: Cassie was sad to realize that there isn’t going to be any way to have any social committee events as long as social distancing is required. At best, some small, informal gatherings based on food trucks summoned to a cul-de-sac might work.

Landscaping: Darin said he is getting new quotes for pricing the landscaping on our common areas.

Deed Restrictions: Michael wants to try a new method of finding DR violations. He wants each committee member to do their own drive-through, and on seeing something, either get a picture or just describe it in an email to the committee. If there is agreement that there is a violation, a letter will be sent to the homeowner.

Security: A.D. is still communicating with Homeland Protective Services and wants to get them to modify one provision of their contract. He moved to hold a special meeting at the pavilion on Saturday May 16 to discuss this matter. Marilyn seconded the motion and all approved. The hold-up issue is HPS did not want to modify their standard contract in any way. A.D. and Lori want to set the initial contract period to be 6 months rather than 1 full year, as the amount of time after which either party can give 30 days notice. There was agreement to meet at the pavilion at 10 a.m. and to invite Don Wasson of the COV board to attend the meeting.

The virtual meeting was adjourned at 9:30 pm.