Category: COCC Meeting Minutes 2022

Date: 12/8/2022
Time: 7:33 pm
Facilitator: Sandy Erickson
In Attendance
Sandy Ericksen
John Carr
Cassie Ramsay
Dan Sherer
Hope Edmondson – attending at 8 pm
Polina Blossman
Daniel Gonzalez

Approval of Minutes
November meeting notes were under review
Board Activity/Communication Prior to Meeting
The Board is planning the neighborhood Santa event.
There have been several updates the bayou expansion project.
Committee Seats
The January meeting will address upcoming committee seat vacancy.
Financials
Below is a summary of the treasurer report for the month ending November 2022. Please let me know if you have any questions.

YTD vs. Budget
• Revenues unfavorable to budget by $19,854
o Calendar 2023 assessments are now due and were budgeted to start in November
 Homeowner dues unfavorable by $21,229
• Expenses are unfavorable by $10,638
o Accounting Services, Community Events, Landscape Contract, Landscaper Extras, Security and Security Repair expenses are currently favorable by $9,305
o Insurance expense, office supplies, Pool Chemicals, Other maintenance, and repairs are unfavorable by $19,532
• Total income is unfavorable by $29,375 to budget

November 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $8,965
• Expenses were unfavorable for the month by $2,640
o Other repairs were unfavorable by $7,782
o Security expenses for November have not yet been processed
• Total income for the month was unfavorable by $11,444 to budget

Profits and Losses
• YTD: $75,755 in Gross Revenue, $114,266 in Total Expenses, after deprecation COCC has YTD Net Income of -$39,152
• November: $6160 in Gross Revenue, $11,015 in Total Expenses, after depreciation COCC has a Monthly Net income of -$4,854

Accounts Receivable
• There are $18,485 in assessments and late fees due to COCC that are from 2022 and prior years from 21 residents. This is anyone that owes more than $360.
• There are $83,974 in 2023 assessments from 236 residents.
Pool Report
Committee Chair Lori Bulla was not able to attend the meeting. No pool related matters to report.
Landscaping
The fence has been replaced and the grading for grass has been completed along Tidwell.
The board will discuss in January’s meeting the neighborhood volunteer pool and playground clean up. Proposed event date would be the month of March.
Deed Restrictions
John has attempted to reach out to TR Capital but has not had success. The board wants to get in contact with TR Capital to discuss memberships and partnering with the new Townhouse development and Candlelight Oaks amenities.
The board is still working to communicate the attorney on best practices for deed restrictions and communication.
We have received communication from one resident on the last deed restrictions communications. They have made repairs and communicated their plans for further
The next deed restriction drive will be Saturday February 4th.
Security
The board has not received any neighborhood crime reports since the last meeting.
The board has agreed to additional security patrols during the holidays.
Acorn Newsletter
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Social
The pictures with Santa will be December 17th. The board is proposing a children’s Christmas light hayride through the neighborhood. The board would require a waiver to be signed by each rider.
Follow Up from October
N/A
Next Meeting
January 12, 2022 / 7:30 pm
Meeting ended: 8:20 pm

Date: 11/10/2022
Time: 7:36 pm
Facilitator: Sandy Erickson 346-248-7799 813 2175 0324
In Attendance
Sandy Ericksen
Dan Gonzalez
Cassie Ramsay
Lori Bulla
Johanna Wolfe
Hope Edmondson
Polina Blossman
John Carr
Approval of Minutes
October meeting notes were approved.
Board Activity/Communication Prior to Meeting
Johanna updated the board on the bayou expansion project. The project is currently in the last stages of the bid process so there is movement since the last contractor went out of business.
Committee Seats
Open board seats were successfully voted in and will begin new terms in 2023.
Financials
John Carr and Polina Polson will be reaching out to the Tidwell Heights development to discuss the possibility of accessing our park and pool at membership fees. This may open a new income source. John will reach out and keep the board up to date on any communication.
Nine residents were sent HOA delayed notices. The letters set a deadline was communicated. If the board does not receive communication from the residence, then they will be turned over to the attorney. Three residence who are multiple years behind on HOA dues have been turn over to the attorney due to a lack of communication.
Below is a summary of the treasurer report for the month ending October 2022.
YTD vs. Budget
• Revenues unfavorable to budget by $10,889
o Homeowner dues unfavorable by $12,389
o Late fee income, Pavilion rental and Member Pool revenue are favorable by $2,185
• Expenses are unfavorable by $18,887
o Accounting Services, Community Events, Pool/Playground Repairs, Landscape Contract and Security Repair expenses are currently favorable by $5,112
o Other maintenance and repairs, Insurance expense, pool chemicals and Security were unfavorable by $12,574
• Total income is unfavorable by $16,829 to budget
October 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $1,300
• Expenses were unfavorable for the month by $1,263
o Landscape Contract was unfavorable by $1,060
• Total income for the month was unfavorable by $1,101 to budget
Profits and Losses
• YTD: $69,595 in Gross Revenue, $103,250 in Total Expenses, after deprecation COCC has YTD Net Income of -$34,298
• October: $325 in Gross Revenue, $8,392 in Total Expenses, after depreciation COCC has a Monthly Net income of -$8,065

Accounts Receivable
• There are $7,690 in assessments and late fees due to COCC that are from 2021 and prior years from 8 residents. This is anyone that owes more than $395.
• There are $3,428 in 2022 assessments from 16 residents
Pool Report
There are no new memberships or projects to report.
The board has been informed that the lot on Tidwell north of the pool/park will be developed with Town Homes. The board is discussing if we should extend a pool/park membership to the residence of the new development. We have a class C pool therefore we have to abide by the classification restrictions.
The board discussed that the Candlelight Oaks Village residence were invited to be members of the pool at a slightly higher fee and suggested a similar fee for the Townhouses should they be approved to join. The board discussed the income needed to maintain the pool. The cost of maintains will dramatically increase once the current pool chair retires from the board. The board will have to hire a pool maintenance service.
Landscaping
The board discussed the concerns regarding drainage by the new development. The concern primarily centers around to the fact that the development will be town homes will likely increase the “concrete” surface. The concerned centers around possible flooding to Candlelight Oaks residence and the pool/park access road.

The board has applied for a $5,000 grant to assist with the replacement of the pool fence. The board will have the availability to apply for a second grant next year to address the park gazebos or address improvement of the pavilion. The board will have to vote on accepting the grant or deferring. The City will notify recipients by December 2022 and the project must be completed by end of May 2023.
The board discussed a resident Grounds Cleanup event. The focus would be the pool area after the fence is replaced. This event is proposed for after the winter months.
Deed Restrictions
The last deed restriction drive occurred on October 23, 2022, and letters have been distributed. The next drive will be in January 2023. The board is discussing a new method to assessing violations. John has recommended that board members individually assess/document possible violations then submit them to the board for review. Once the board approves a resident is in violation a letter will be sent out. The board has discussed working with the new attorney to get advice on our Deed Restriction process and documents.
Security
Submitted: Hope Edmondson, Security Liaison
COMPETITIVE BID RESEARCH:
Hope Edmondson researched Constables and other Security Companies
Sandy Erickson contacted Patriot Security; they are not offering services that fit our needs. She said the officer needs 8-hour shifts and 40 hours a week. It is becoming harder to find labor and the guards are expecting more money
I contacted Pivotal Security on Jones Road 832-558-2898. I have not received a response to my voice mail of today.
https://www.harriscountytx.gov/Government/Law-Enforcement/Harris-County-Contract-Patrol-Program
The Constables have a program that runs a minimum of $77K, I located this information last month. Today I saw Garden Oaks had a post about $100K for Constables positive feedback on the Constable program.
“The Harris County Contract Patrol Program provides an avenue for customers to contract with the county for supplemental law enforcement coverage. This service is provided by the Harris County Sheriff’s Office or one of the county’s eight Constable Precincts.
The contract patrol rates are shown in the table below for those customers who have contracted for 70%, 80%, or 100% of an officer’s time in accordance with the program rules.”
NEIGHBORHOOD SECURITY OVERVIEW:
We do not have any crimes against persons or property for this period.
No police reports, no reports to the board via email or otherwise.
CRIMES AGAINST PERSONS:
No crimes against persons reported, no home burglaries, no robberies.
VEHICLE THEFT:
No vehicle thefts reported residents of Candlelight Oaks Board
PROPERTY THEFT:
None reported to residents of Candlelight Oaks Board
AUTO BURGLARIES:
None reported residents of Candlelight Oaks Board
Facebook posts
It is challenging to verify Facebook-reported incidents. It is appropriate to identify and analyze police reports.
11/07/2022 gun shots heard on Bayou Vista
There are no significant Facebook posts relating to verified security or police reports
HOMELAND SECURITY DISPATCH:
Hope requested office Kahn more shifts.
HOMELAND OFFICER’S DAILY REPORT
Hope Edmondson reviewed the daily reports for October 12, 2022 to November 10, 2022
Acorn Newsletter
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Social
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Follow Up from October
N/A
Next Meeting
November 10, 2022 / 7:30 pm
Meeting ended: 8:44 pm

Date: 10/13/2022
Time: 7:33 pm
Facilitator: Sandy Erickson
In Attendance
Sandy Ericksen
Dan Sherer
Cassie Ramsay
Lori Bulla
Johanna Wolfe
Hope Edmondson
Polina Blossman
Helen Short – resident guest
Approval of Minutes
September meeting notes approved.
Board Activity/Communication Prior to Meeting
The board has acquired the service of a new HOA attorney.
Committee Seats
A vote for various open board seats will occur Saturday October 15, 2022.
Financials
Below is a summary of the treasurer report for the month ending September 2022.
YTD vs. Budget
• Revenues unfavorable to budget by $9,589
o Homeowner dues unfavorable by $10,844
o Late fee income, Pavilion rental and Member Pool revenue are favorable by $8,034
• Expenses are unfavorable by $1,255
o Accounting Services, Community Events, Pool/Playground Repairs, Landscape Contract and Security Repair expenses are currently favorable by $2,789
o Other maintenance and repairs related to fence repairs from summer storms were unbudgeted by $8,353
• Total income is unfavorable by $16,829 to budget

September 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $1,030
• Expenses were unfavorable for the month by $6,779
o Other repairs and Security were unfavorable by $8,103
• Total income for the month was unfavorable by $7,648 to budget
Profits and Losses
• YTD: $69,270 in Gross Revenue, $94,858 in Total Expenses, after deprecation COCC has YTD Net Income of -$26,233
• September: $795 in Gross Revenue, $15,129 in Total Expenses, after depreciation COCC has a Monthly Net income of -$14,333

Accounts Receivable
• There are $8,250 in assessments and late fees due to COCC that are from 2021 and prior years from 9 residents. This is anyone that owes more than $390.
• There are $3,103 in 2022 assessments from 20 residents.

Pool Report
There are no new memberships or projects to report.
Landscaping
A resident joined the meeting to discuss the landscaping budget. Dan Sherer discussed the monthly budget for landscaping maintenance but also presented the additional expenses such as tree trimming, tree removal, and repairs. The board explained the bid process for selection of the current vendor for landscaping and the scope of work that is part of the contract.

Since the September meeting, the playground fence has been repaired, 60 yards of mulch was added to the playground, the gazebos have been trimmed but it was discovered the lattice board is in disrepair and the fence at the playground has been completed. It was discovered during the gazebo trimming that much of the gazebos lattice work is in disrepair. Dan Sherer is recommending the lattice boards are removed. The removal will not affect the stability of the structure.

The board is still working with the residence regarding the Tidwell fence and brick column removal.
Deed Restrictions
The next deed restriction review will occur October 23, 2022.
Security
A resident attended the meeting and expressed concerns about Homeland Security company. The resident explained she is not getting a response from Homeland when she calls. We discussed the issues that in detail and will follow up with Homeland. The resident was encouraged to call the police if she is concerned for her or others safety.
Acorn Newsletter
The newsletter is on hold until a replacement candidate is selected.
Social
Johanna has confirmed with a food truck from 4 pm to 8 pm. Dan will confirm the tap truck from 3 pm to 8 pm. Dan will bring a TV for the Astros game and the PA system for the city council guest speaker. We hope the guest speaker will discuss the bayou widening project, the Tidwell sidewalk widening and other area projects.
Follow Up from September
N/A
Next Meeting
November 10, 2022 / 7:30 pm
Meeting ended: 8:48 pm

Date: 9/08/2022
Time: 7:37 pm
Facilitator: Sandy Erickson
In Attendance
Sandy Ericksen
Dan Sherer
Cassie Ramsay
Lori Bulla
Daniel Gonzalez
Johanna Wolfe
John Carr – resident guest
Approval of Minutes
August meeting notes approved.
Board Activity/Communication Prior to Meeting
The Board voted and approved Aber Fence to replace the downed fence and pillar removal.
Committee Seats
John Carr, resident on north side of Droddy since 2017. John has joined the meeting and is interested joining the board. John is specifically interested in the deed restriction committee seat.
Financials
Below is a summary of the treasurer report for the month ending August 2022.
YTD vs. Budget
• Revenues unfavorable to budget by $8,559
o Homeowner dues unfavorable by $10,104
o Late fee income, Pavilion rental and Member Pool revenue are favorable by $2,450
• Expenses are unfavorable by $1,255
o Accounting Services, Community Events, Pool/Playground Repairs and Security Repair expenses are currently favorable by $3,624
o Insurance, Landscape Contract, Office Supplies, Pool Management, Pool/Playground Maintenance and Pool Chemical are unfavorable by $5,190
• Total income is unfavorable by $9,181 to budget
August 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $1,660
• Expenses were unfavorable for the month by $5,330
o Landscape contract, Insurance, Pool Chemicals and Security were unfavorable by $3,898
• Total income for the month was unfavorable by $5,168 to budget
Profits and Losses
• YTD: $68,475 in Gross Revenue, $79,728 in Total Expenses, after deprecation COCC has YTD Net Income of -$11,899
• August: $905 in Gross Revenue, $20,507 in Total Expenses, after depreciation COCC has a Monthly Net income of -$19,600

Accounts Receivable
• There are $8,130 in assessments and late fees due to COCC that are from 2021 and prior years from 9 residents. This is anyone that owes more than $390.
• There are $3,483 in 2022 assessments from 21 residents.

Sandy has sent out past due notice but has only received three checks for prior year dues.

Dan Gonzales will be putting together a 2023 budget to be ready by Oaks fest.
Pool Report
75 memberships with no additional pavilion rentals however an inquiry has been made for a future rental.
Lori reported that the pool gate repair was completed and is working perfectly.
As reported in the August notes, the pool pump went out and the motor was replaced, and we have a backup motor. These motors will not be available in the future so once the second motor is used the board will face a full pump replacement expense.
The board had to purchase additional chemicals as reported in the August minutes. Lori is working on chemical needs for next year’s pool budget.
Dan Sherer reported the playground fence is to be replaced next week
Landscaping
Lori reported that another section of fence further down on Tidwell fell, and she is concerned that more of that section of fence will fall. Dan confirmed that this section of the fence is the responsibility of the homeowner.
The board is still pending response from one of the two homeowners that have shared responsibility with the downed fence on Tidwell. The board is going to reach back out to the resident expressing the urgency of moving forward with a deadline of September 16th. It has been reported that there has been additional traffic in this area that is not normal and there has been other activity reported by Dan Sherer. This activity is attributed to the down fence.
The board is also going to work on a fence agreement to be issued to all residence that share a fence with the neighborhood. The affected residents are limited to certain sections of the entrances on the north and south side.
Dan Sherer reported that when the temporary fence was installed there are sections that will require dirt back fill. This will be a future expense to be voted on at another time.
Dan Sherer also reported that new plants have been planted at the Bolivia entrance to replace lost plants. Lori is recommending snap dragons as a good winter flower. Dan will recommend that to the landscape company as an option.
Finally, Dan reported that we will need to address the trimming of the esplanade trees and mulch for the playground. This will be an expense that will be voted on in the future.
Deed Restrictions
The board is going to request the previous deed restriction history from Polina as we move forward in replacing her seat on the board. The board will schedule a deed restriction drive as soon as past information is received and reviewed.
Security
Hope was not able to attend September meeting so an updated for security will either be done outside of the meeting or next month. Besides the new traffic due to the downed fence, no one on the board reporting any known security incidents.
Acorn Newsletter
The newsletter is on hold until a replacement candidate is selected.
Social
Johanna will reserved a food truck for October 15, 2022 Oaksfest. Dan Sherer has secured the Tap truck to reserve for Oaksfest. The board has decided to put the food truck in the pool parking lot and the Tap truck in the cul-de-sac for the event. The board also intends to invite someone from Amy Peck’s and Rodney Ellis’ office to speak to the residents.
Follow Up from August
N/A
Next Meeting
October 13, 2022 / 7:30 pm
Meeting ended: 8:37 pm

Date: 8/11/2022
Time: 7:33 pm
Facilitator: Sandy Erickson
In Attendance
Sandy Ericksen
Dan Sherer
Cassie Ramsay
Lori Bulla
Hope Edmondson
Daniel Gonzalez
Johanna Wolfe
Approval of Minutes
July non-meeting minutes are still in review
Board Activity/Communication Prior to Meeting
The HOA insurance is up for renewal on August 25, 2022. The rates have not changed. The board voted to renew with existing insurance at current rates.
Committee Seats
The HOA board needs to replace the Treasure position. The board will post the need for Treasure candidates on social media.
Financials
Below is a summary of the treasurer report for the month ending July 2022.
YTD vs. Budget
• Revenues unfavorable to budget by $6,899
o Homeowner dues unfavorable by $9,444
o Late fee income, Pavilion rental and Member Pool revenue are favorable by $3,215
• Expenses are unfavorable by $4,484
o Accounting Services, Community Events, Pool/Playground Repairs and Security expenses are currently favorable by $3,545
o Office Supplies, Pool Management, Pool/Playground Maintenance and Pool are unfavorable by $1,918
• Total income is unfavorable by $4,012 to budget

July 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $2,765
o Homeowner dues, Resident and Non-Resident Pool Membership and Pavilion Rental were unfavorable by $2,615
• Expenses were unfavorable for the month by $6,122
o Landscape contract was unfavorable by $5,336 as multiple months paid out this month
• Total income for the month was unfavorable by $8,725 to budget
Profits and Losses
• YTD: $67,570 in Gross Revenue, $59,220 in Total Expenses, after deprecation COCC has YTD Net Income of $7,701
• July: $1,755 in Gross Revenue, $14,785 in Total Expenses, after depreciation COCC has a Monthly Net income of -$12,988
Accounts Receivable
• There are $8,535 in assessments and late fees due to COCC that are from 2021 and prior years from 10 residents. This is anyone that owes more than $385.
• There are $4,588 in 2022 assessments from 22 residents.
Pool Report
The board reports 75 pool memberships and 8 booked parties of which 7 were paid. It has come to the attention of the Board that residents are not aware or not adhering to the rules of pavilion rentals, guests per registered member and/or giving access to the pool area to non-members.
In an effort to address the education of members on the pool rules, the board will provide a list of the pool rules when a resident applies for a pool membership. These rules will be distributed with their pool access gate cards.
In terms of maintenance, the older of the two pool pumps has stopped working. We can not replace the exact model, but we were able to replace the motor and the pump is running effectively. A spare motor was purchased as backup. In addition, due to the heat of the summer and pool use the pool chemical supply has been depleted. Purchase of additional chemicals was necessary to complete the summer season.
Landscaping
Overall, the landscaping service is meeting expectations. The board has noted that limbs along Tidwell needs to be addressed. This will be reported to the service this week.
Deed Restrictions
The board has nothing to report regarding Deed restrictions as of this meeting.
Security
The Homeland July 2022 report states that all shifts occurred during the day. This correlates with the reported daytime theft attempts in the neighborhood.
Residents posted on the Candlelight Oaks Facebook page occurrences of theft in day light hours while residents are home. Residents affected by these thefts and/or attempts have stated they are reporting these incidents to the police.
Residents reported on Facebook two catalytic converters were stolen in the month of July. One of the vehicles were parked on the street and the other in the resident’s driveway at the time of the thefts. At least one of the vehicles was a Toyota.
We have confirmed that Homeland is responsive to vacation watch requests. The July report reflects those residents who placed a vacation watch were adequately addressed in the security shifts.
Acorn Newsletter
The Acorn newsletter is going digital however the Board discussed the need for printed notices for the Labor Day free swim event and the Oaksfest event which is to also include a ballot for voting for open committee positions.
Social
The board voted to hold a Labor Day free swim social event and will discuss options for food and beverage. The board has decided to hold Oaksfest social event on October 15, 2022, between 6 pm and 9 pm. The board will hold the wine pull during Oaksfest. During this event we will have the board vote for open committee positions, vote for an Architectural Control Committee, and will attempt to invite Amy Peck, City Council Member, to speak.
Follow Up from July
N/A
Next Meeting
September 8, 2022 / 7:30
Meeting ended: 9:00 pm

Date: 7/14/2022
Time:
Facilitator:
In Attendance
Meeting was cancelled because we did not have Quorum
Approval of Minutes
Minutes for June’s meeting was approval on 6/9.
Board Activity/Communication Prior to Meeting
N/A
Committee Seats
There will be a board election in October. The election will be conducted during Oak Fest which will feature Judge Andrea Beall as guest speaker.
Sandy, Dan, Hope and Polina’s seats are up for vote. Sandy, Dan, and Hope have expressed interest in running again. The board will recruit and encourage more residents to join the board. A notice will go out on social media and website to notify residents of the board opportunities.
Financials

Summary of the treasurer report for the month ending June 2022.
YTD vs. Budget
• Revenues unfavorable to budget by $4,134
o Homeowner dues unfavorable by $8,779
o Late fee income, Pavilion rental, Member and Non-Member Pool revenue are favorable by $4,650
• Expenses are favorable by $8,537
o Accounting Services, Landscaping and Security expenses are currently favorable by $7,722
o Pool chemicals are unfavorable by $875
• Total income is favorable by $4,402 to budget
June 2022 vs. Budget
• Revenues for the month were unfavorable to budget by $251
o Homeowner dues unfavorable by $667
o Pavilion rental and Member Pool revenue are favorable by $800
• Expenses were unfavorable for the month by $222
• Total income for the month was unfavorable by $60 to budget as we had projected a negative total income for the month
Profits and Losses
• YTD: $65,795 in Gross Revenue, $44,455 in Total Expenses, after deprecation COCC has YTD Net Income of $20,689
• June: $4,288 in Gross Revenue, $8,266 in Total Expenses, after depreciation COCC has a Monthly Net income of -$3,976
Accounts Receivable
• There are $9,480 in assessments and late fees due to COCC that are from 2021 and prior years from 12 residents. This is anyone that owes more than $385.
• There are $5,043 in 2022 assessments from 27 residents.
Pool Report
No updates due to cancelled July meeting
Landscaping
No updates due to cancelled July Meeting
Deed Restrictions
No updates due to cancelled July Meeting
Security
The board has been notified of a robbery of a toolbox that occurred Saturday July 9, 2022. The board is investigating the incident and status of Homeland Security at the time of the incident.
Acorn Newsletter
No updates due to cancelled July Meeting
Social
The board is discussing a possible social event for Labor Day. The Oakfest event will occur and further updates on the event will be discussed.
Follow Up from June
Nothing to report due to cancelled July meeting.
Next Meeting
August 11, 2022 / 7:30
Meeting ended N/A

Date: 6/9/2022
Time: 7:39 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen
Dan Sherer
Cassie Ramsay
Lori Bulla
Hope Edmondson – via Zoom
Polina Blossman – via Zoom
Daniel Gonzalez
Approval of Minutes
Minutes for May’s meeting have been revised and resubmitted for approval on 6/9.
Board Activity/Communication Prior to Meeting
N/A
Committee Seats
There will be a board election in October. The election will be conducted during Oak Fest which will feature Judge Andrea Beall as guest speaker.
Sandy, Dan, Hope and Polina’s seats are up for vote. Sandy, Dan, and Hope have expressed interest in running again. The board will recruit and encourage more residents to join the board. A notice will go out on social media and website to notify residents of the board opportunities.
Financials
Below is a summary of the treasurer report for the month ending May 2022. Please let me know if you have any questions.
YTD
• Revenues unfavorable to budget by $3,883
o Homeowner dues unfavorable by $8,113
o Member and Non-Member Pool revenue are favorable by $3,800
• Expenses are favorable by $8,508
o Accounting Services, Landscaping and Security expenses are currently favorable by $8,094
o Pool chemicals are unfavorable by $1,084
• Total income is favorable by $4,773 to budget
May 2022
• Revenues for the month were unfavorable to budget by $794
o Homeowner dues unfavorable by $4,109
o Member and Non-Member Pool revenue are favorable by $3,375
• Expenses were unfavorable for the month by $1,469
• Total income for the month was favorable by $837 to budget as we had projected a negative total income for the month
Profits and Losses
• YTD: $61,506 in Gross Revenue, $36,189 in Total Expenses, after deprecation COCC has YTD Net Income of $24,665
• May: $7,945 in Gross Revenue, $7,813 in Total Expenses, after depreciation COCC has a Monthly Net income of $134

Accounts Receivable
• There are $9,499 in assessments and late fees due to COCC that are from 2021 and prior years from 12 residents. This is anyone that owes more than $385.
• There are $6,388 in 2022 assessments from 28 residents.

Sandy sent our 27 letters but only received 4 late dues of those 27.
Pool Report
The pool memberships are at 59 total to date. The pool has had 5 parties and 2 more scheduled for July and August.
Adjustments to the pool gate have been completed but the board discussed further safety and security adjustments that will best serve the gate, pool, and inspections.
The board is assessing the requirement of lifeguards at parties. If the board determines lifeguards are a requirement, this ruling will take affect for summer 2023.
Landscaping
Everything is in working order and all services are being performed per expectation.
Deed Restrictions
There has been some improvement in residents removing pods/containers from their yards/driveways but there are still existing containers that need to be addressed. Residents lacking in maintenance of their yards, homes, and containers are encouraged to communicate the purpose and duration these conditions will continue with the board.
Security
Hope has obtained crime prevention materials that will be distributed via social media and website. In the August board meeting, Hope is requesting a security office come in to speak about crime and crime prevention. The board will heavily promote to neighborhood to promote this speaker.
Our security incidents are minimal compared to Oak Forest and other areas. We have had a few small thefts but no crimes against people.
The board is assessing the streetlights that are out likely due to the gas work happening in the neighborhood. All residents are encouraged to report street light outages to 311.
Acorn Newsletter
Nothing new to report.
Social
The next neighborhood event will be Labor Day followed by Oaks Fest.
Follow Up from April
The pool gate has been worked on, but the board believes further work may be required.
Next Meeting
July 14, 2022 / 7:30, Zoom
Meeting ended 8:34 pm

Date: 5/12/2022
Time: 7:42 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen
Dan Sherer
Cassie Ramsay
Lori Bulla
Hope Edmondson
Johanna Wolfe
Approval of Minutes
Minutes for April’s meeting was submitted for approval on 6/7.
Board Activity/Communication Prior to Meeting
1. The pool gate keypad is not functioning correctly. The board has discussed options to retain current keypad or replace fence and key pad more appropriate for the environment.
2. Johanna has created a neighborhood survey and may present for board approval during 5/12/22 meeting.
Committee Seats
No new information to discuss.
Financials
Summary of the treasurer report for the month ending April 2022.
YTD
• Revenues unfavorable to budget by $3,089
• Expenses are favorable by $7,038
o Landscaping and Security expenses are currently favorable by $7,181
o Pool chemicals are unfavorable by $1,293
• Total income is favorable by $3,949 to budget

April 2022
• Revenues for the month were favorable to budget by $2,218
• Expenses were unfavorable for the month by $1,221
• Total income for the month was favorable by $993.60 to budget
Profits and Losses
• YTD: $53,560 in Gross Revenue, $28,375 in Total Expenses, after deprecation COCC has YTD Net Income of $24,531
• April: $10,843 in Gross Revenue, $10,511 in Total Expenses, after depreciation COCC has a Monthly Net income of $168
Accounts Receivable
• There are $10,074 in assessments and late fees due to COCC that are from 2021 and prior years from 13 residents. This is anyone that owes more than $375.
• There are $8,199 in 2022 assessments from 50 residents.
Sandy is sending out past due letters. Seven have been sent out and the rest will be sent out later next week.
Pool Report
The VGB covers have been replaced and have a seven-year life. Lori has sent in the payment for the permit, and we are just waiting for the inspector.
Per the original VGB inspection it was identified three of the pool tempered glass tables have to be replaced. Lori has gotten a quote to replace the tempered glass with plexi glass. The other option is to buy iron tables similar to the ones we currently have or do a plywood base with baseball material as a cover. Cassie will talk with Elizabeth Cole, LLC to see if they have any tables for purchase similar to the ones last purchased. One of the picnic tables has been disposed of as it was beyond repair. The board is discussing replacing the picnic table with either another picnic table or iron table.
Additional adjustments to the gate closing mechanism need to be made to ensure that the closure of the gate is consistant. Dan Sherer is working on options to correct this issue as it is required for permits.
The lock has been replaced and is working in good form.
We have received 36 pool memberships with a 37th in process. We believe the number of 2022 memberships exceed the past year.
Landscaping
After over a year of trying to get the water meter repaired the city has come in and completed the repair. Dan confirmed it is now working. Dan has responded to Amy Peck’s office to inform them the water meter is repaired.
The board has identified that many of the streetlights are out. We suspect that DIGCO is the reason for the outages. Johanna will communicate with a contact in Amy Peck’s office to see how to resolve this issue.
There is tree limb dumping along the dirt road to the pool. The board will contact the resident to move tree waste as it is preventing SMC ability to get through to attend to landscaping.
A resident has asked to trim trees on Tidwell. Due to liability the board is discussing preventing clients from trimming trees on Tidwell due to dangerous conditions. Dan will contact SMC to address the tree limbs hanging over Tidwell.
Deed Restrictions
The board will speak outside of the meeting to establish a date and time for the next deed restriction drive.
Security
The board added security shifts and the only activity reported was streetlights were out. The board is discontinuing the additional shifts and working with Homeland security to change the hours of service.
Acorn Newsletter
N/A
Social
Memorial Day social event will occur with a free swim offer. A BBQ box will be provided first come first serve meal. The board has secured the beer tap truck at expense of residents.
Follow Up from March
Next Meeting
June 9, 2022 / 7:30, Zoom
Meeting ended 9:21 pm

Date: 4/14/2022
Time: 7:30 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen*
Dan Sherer *
Cassie Ramsay*
Lori Bulla*
Hope Edmondson
Daniel Gonzalez*
Approval of Minutes
Minutes from January, February, and March meeting was approved and submitted for website posting. Polina confirmed the minutes are posted.
Board Activity/Communication Prior to Meeting
1. Hope has proposed a security communication for face book posting advising neighborhood how to help prevent petty crimes.
2. Johanna has provided a draft of a HOA spend survey
3. Jennifer Romanick has volunteered to make the pool application form more presentable.
4. COV has requested that copies of the Pool Application be distributed to all residence.
5. Polina is creating a new minutes page on the web site to post meeting minutes. This should be accomplished by April’s meeting.
Committee Seats
No new information to discuss.
Financials
YTD
• Revenues were unfavorable to budget by $5,307
• Expenses were favorable by $8,259
o Landscaping and Security expenses are currently favorable by $9,163
o Pool chemicals are unfavorable by $1502
• Total income was favorable by $2,942

March 2022
• Revenues were unfavorable to budget by $4,123
• Expenses were unfavorable for the month by $2,886
o Landscaping and Pool chemicals were unfavorable to budget by $3,654
• Total income for the month was unfavorable by $7,013

Profits and Losses
• YTD: $42,717 in Gross Revenue, $17,864 in Total Expenses, after deprecation COCC has YTD Net Income of $24,363. I expect this to approach budget i.e. $0 once the landscaping and security expenses have been incurred.
• March: $5,601 in Gross Revenue, $12,415 in Total Expenses, after depreciation COCC has a Monthly Net income of -$6,977

Accounts Receivable
• There are $16,007 in assessments and late fees due to COCC that are from 2021 and prior years from 17 residents.
• There are $16,835 in 2022 assessments from 70 residents. This is anyone that owes more than $370

Pool Report
We have identified that the pool drain covers have expired in age and need to be replaced. We will have to hire a diver to install. The new drains will have a seven-year permit life. The cost of the drains will be $650 plus $150 for instillation.
The social event on the 3rd has assisted in kicking off pool memberships and pavilion rentals. The board discussed two pavilion rental inquiries.
The board discussed options for a trashcan at or near the pool. Further investigation of options will be investigated
Landscaping
Dan sent cancelations with current landscape company and SMC starts beginning of May. Palm trees in pool have been removed and the tree on Bolivia has been trimmed.
Deed Restrictions
Pending May’s meeting.
Security
Hope and Johanna posted security notice to Facebook. Hope pulled all security reports to identify trends in crimes but did not find anything that showed patterns. There are reports placed on Facebook but they are not reported to the police. Hope and Dan requested bids for placement of cameras in the neighborhood. It was determined that the pool is the only place we could place cameras due to power. One option offered solar power cameras that could read license plates but would not pick up pedestrians. Due to the cost, inability to place in traffic areas and the lack of reporting to and response of the police regarding of the crimes in our area the board has elected to review this option in the future.
The board will investigate if neighborhood cameras would assist in lower insurance rates.
Hope will contact Homeland Security to get their opinion on best options to improve safety in the neighborhood.
Acorn Newsletter
N/A
Social
The board has discussed free swim for Memorial Day (May 30th). Board elected to smoke brisket and offer boxed lunches to attendees. The board will prepare a plan for organizing and advertising the event outside of meeting.
Follow Up from March
1. Landscaping bids and termination of current contract – Completed
2. Palm Tree health and next steps – Completed
3. Deed restriction continuous violations – will follow up in May meeting
4. Combining communication with CO Village – pending response from Village
5. Historic Pavilion rentals for 2018 and 2019 – will follow up in May meeting
Next Meeting
May 12, 2022 / 7:30, Zoom
Meeting ended 9:04 pm

Date: 3/10/2022
Time: 7:30 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen*
Dan Sherer *
Cassie Ramsay*
Lori Bulla*
Polina Blossman*
Daniel Gonzales*
Johanna Wolfe*
Approval of Minutes
Minutes from January and February meeting was sent out for review on March 10th. Approved minutes will be posted on website.
Committee Seats
No new information to discuss.
Financials
Treasurer report for February 2022.
YTD
• Revenues were unfavorable to budget by $1,183
• Expenses were favorable for the month by $11,146
o 2 months of Landscaping and Security expenses have not posted ($9,934 budgeted)
• Total income for the month was favorable by $9,962
February 2022
• Revenues were unfavorable to budget by $1,140
• Expenses were favorable for the month by $5,561
o Landscaping and Security expenses have not posted ($4,777 budgeted)
• Total income for the month was favorable by $4,287
Profits and Losses YTD
• As a comparison to budget, for the month we have $37,116 in Gross Revenue, $5,448 in Total Expenses, after deprecation COCC has Net Income of $31,341. I expect this to approach budget i.e. $0 once the landscaping and security expenses have been incurred.

Accounts Receivable
• There are $16,007 in assessments and late fees due to COCC that are from 2022 and prior years from 17 residents.
• There are $16,835 in 2022 assessments from 70 residents. This is anyone that owes more than $370

The COCC dues numbers reflect until the end of February and does not include payments that were received in the last two weeks. Sandy has reported that there have been several accounts brought up to date. The board is working towards communicating with residence that have outstanding dues.
Pool Report
Lori has researched current chemical costs and found that most of the chemicals COCC needs for the pool have doubled in cost before sales tax. There is concern that prices will continue to increase so Lori is proposing to go ahead and buy in bulk for the year and proposing to increase pavilion rental to $150 +$50 cleaning fee. The $50 cleaning fee would be refundable if the renter leaves the area in good order but the $150 would be kept and used for post party pool clean up.
Johanna asked how many rentals did we have in the past years? Sandy will provide the 2018 and 2019 pavilion rentals as 2020 and 2021 were zero due to pandemic.
Johanna asked if it is difficult to refund the cleaning fee? Sandy and Lori confirmed that the board requests renters to provide two checks. One for $150 and a second for the $50. The $50 check would be given back uncashed if determined the renter has met all requirements.
Motion: Sandy moved to buy all chemicals in bulk.
Board: Unanimous vote to buy pool chemicals in bulk.
Motion: Lori moved to increase pavilion rental to $150 nonrefundable plus an additional $50 refundable if renter leaves pavilion and pool area in good order.
Board: Unanimous vote to buy increase pavilion rental to $200 with $50 refundable if left in good area.
Motion: Sandy moves to get an arborous to assess the pool palm trees and if they are dead having them removed. Sandy is recommending to contact Tree Search Farm to get a arborous recommendation on the health of the palm trees.
Board: Unanimous agrees to get an arborist to assess the tree and regroup via email to vote to remove trees if they are dead. In the meantime, we will continue to get bids for the removal.
Landscaping
The Board has received a quote to remove Palm Trees but going to request another from one additional vendor. Sandy is reaching out to New Image to get another bid on the Palm Trees
SMC has returned with a quote for landscaping. SMC has signed a contract with the NNMD to maintain Tidwell and may help with cost of trees that hang over Tidwell. Sandy will contact to verify this is confirmed.
The four trees at the entrance of the neighborhood need to be trimmed. The board has a current quote of $2,200 for this trimming. Address an issue from the January and February board meetings, the Board has received a bid for the irrigation and landscaping for Charlie’s Garden. The bid is approximately $6,400. $4,500 is for addressing two new zones, the meter, vacuum breaker, valves, etc and the rest is for landscaping of Charlie’s Garden. Dan had estimated approximately $5,000 for these repairs/replacement. In addition, SMC said they could help getting in touch with the near northwest District to address the broken meter.
The board has budgeted $1,700 per month for landscaping and estimates contracting with SMC could save landscaping expense and projects a total of $6.000 per year.
Jose with Landscape Texas provided a bid on mulch and installation of mulch. Sandy has recommended to get a second bid from SMC. Dan will follow up on the additional bid.
The board is questioning how long we are required to follow Kaboom requirements including type of mulch. It is believed the playground was gifted in 2008/2009 and requirements have lapsed.
Motion: Sandy moves to purchase the mulch as soon as it is in stock due to concerns of future availability.
Board: Unanimous to purchase mulch. Dan will follow up with installation quote.
Dan is recommending a review of Landscaping options and next steps. Dan will follow up on this issue and communicate with the board via email if information changes before the next board meeting. Lori is recommending a performance clause be part of any contract. Dan will forward all landscaping contracts for the board to review/approve.
Deed Restrictions
Completed recent deed restriction drive on February 6, 2022. All the letters were sent out. We will determine next drive through date in the April meeting. Polina reports that a few people have addressed the issues from February letters. Polina has sent thank you letters.

Lori created an architecture committee statement that will be sent to the COCC attorney for approval. This is the first step to creating and implementing an architecture committee. The next step is to receive board approval, then residential approval and finally recruiting non-board member residents to sit on the committee.
Security
The neighborhood has a new officer named John. The Board has received verification that the vacation watch is available and being performed. The form is currently on the website but no easy to get to. Polina will post the vacation watch form and update board members on website.
Acorn Newsletter
Newsletter will be available to pick up and distribute.
Social
Next social event is April 3rd from 4pm to 6pm. A food truck has been reserved and we are still looking for additional trucks. Board members will present / promote pool memberships and pavilion rentals. Dan proposes to coordinate with CO Village and use social media to accomplish this effort.
Follow Up
1. Landscaping bids and termination of current contract
2. Palm Tree health and next steps
3. Deed restriction continuous violations
4. Combining communication with CO Village
5. Historic Pavilion rentals for 2018 and 2019
Next Meeting
March 14, 2022 / 7:30, Zoom
Meeting ended 8:49 pm