Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
June 11, 2020
2020 BOARD MEMBERS:
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 Ericksen, Lori Bulla, Cassie Ramsay, A.D. Koen, Michael Kuhnen, Marilyn Harper, Charlie Bowman. Not Present: Dan Gonzalez, Johanna Wolfe, Darin Lee. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.
Sandy opened the meeting at 7:38 pm.
Pool: Lori reported that the pool has been able to garner 40 memberships so far this year, and that there have been many compliments from members about the attractive appearance of the pool and the deck around it. No problems have been reported with the restrictions on number of swimmers or any issues with hygiene or social distancing.
Security: A.D. reported that the initial contract with Homeland Protective Services had been signed, and that he and Sandy gave written notice to SEAL on June 1 that our long-running use of their services would terminate on June 30. SEAL began charging us $32/hr in January, and they also wanted us to agree to 8-hr shifts. SEAL’s changes did not fit with our needs or our budget. We will have to get the security signs around the neighborhood changed out by July 1, so A.D. and Gill will be working on that. Hopefully we will be able to keep the tall metal poles that our signs are on now, but no one knew for sure if those poles belong to us or to SEAL.
Treasury: Dan could not attend the meeting, but had sent an email report with the current status. Charlie Bowman stepped up as volunteer assistant to the Treasury to present and discuss Dan’s information. Among the status items were that $4600 was collected so far in June, and that 23 homes were still past due, however 2 of those are in the process of being sold, so those accounts will be paid up after the sales are completed.
Dan showed that the estimated expenses for June to December are $68,800. The checking account balance is $38,300. Subtract these two and the account would be short $30,500. Dan wanted to let the Board know that we are transferring $41,800 from Savings to Checking. That will leave $11,300 after the expected expenditures, plus the estimated incoming $10,000 in assessments, $5000 in pool fees, and $700 in transfer fees. This will total expected $27,000 in Checking by the end of 2020 to provide a cushion just in case there are any unforeseen expenses, and will also leave $100,000 safely in reserves.
Charlie had noticed and discussed with Dan that the cost to COCC is $12 for a returned check. They agreed that beginning in fiscal year 2021, there should be a $25 fee for a returned check. After Charlie led a discussion of this proposal during the meeting, A.D. seconded the motion, and all members present online approved. Sandy commended Charlie for all his advice and effort over the last 7 years to work with the COCC Treasury.
Social: Due to continued restrictions for Covid-19, Sandy remarked and Cassie agreed that food trucks were likely to be the best bet for any social gathering in Candlelight Oaks this summer. Sandy said National Night Out might be ok for an event in August, but Marilyn said that NNO is held in the Fall in Texas, and she would look up the date. (See Footnote below.)
Deed Restrictions: Mike, Marilyn, and Cassie all said they have not gone out for any inspections recently.
Marilyn asked if any progress had been made on the idea that came up at a meeting this Spring, to have the homeowner information spreadsheet be put online. Mike and Dan had discussed it, and the basic idea was that just a few board members and Proledge would have access to update names and contact info. Another few board members could have read-only access to get current names and addresses for letters and emails. Mike said nothing had been done yet, but the spreadsheet would eventually be set up.
There are still a few Work Day type of improvements that were intended for the pool this Spring, that may not get done until much later in the year. Mike reports that he has not been able to find grass sod needed to fill in a semicircle on the west side of the pool. This area was left bare after old broken concrete where there used to be a diving board was removed as part of the renovation this Spring. The other big project was to repaint the bathroom building, but it has gotten too hot for that now. Sandy also wants to power wash the brick walls at the Bolivia entrance from Tidwell, but one of the homes where we would need to borrow their back yard water connection is being sold and is not likely to be occupied for a while.
The virtual meeting was adjourned at 9:30 pm.
Footnote: The state of Texas celebrates National Night Out on the first Tuesday in October. That will be October 6, 2020, and we’ll just have to wait and see what the Lock Down situation is by then.