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Candlelight Oaks Civic Club, Inc.
Minutes of Board of Directors Meeting
March 8, 2018

Present: Sandy Ericksen, Amelie Fredland (by phone), Jill Prado Salyers, Darilene Bonnet, Lori Bulla, Michael Kuhnen, AD Koen, Darin Lee. Absent: Richard Solis Residents: Marilyn Jo Harper. Guest: SEAL Sgt Bonsey

2018 BOARD OFFICERS:
Sandy Ericksen President
Amelie Fredland Vice-President , Deed Restrictions Support
Jill Prado Salyers Treasurer / Financial
Charles Bowman Asst. to Treasurer / Financial
Darilene Bonnet Secretary
Lori Bulla Pool Committee Chair
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair; Long-Range Planning
Richard Solis Social Chair; Acorn Delivery
Darin Lee Landscaping Chair

*Marilyn Jo Harper Acorn Editor 2018

At 7:34PM, meeting was called to order by Sandy Ericksen. SEAL presented the February 2018 Incident Report. The most newsworthy incident happened at an HEB on I-10 in the ladies room bathroom where a young male allegedly assaulted a young woman (broken ribs and teeth), who had no idea who this man was. HPD was involved and CO neighbors are aware of this incident.

Michael discussed an incident where his pick up truck had its tail gate stolen right from under his view at his home, in a matter of 45 seconds. When he reentered the house to secure the interior, the thieves made away with his tailgate. This was posted on ROCO, immediately by Michael, and discussed there and at length at the Board meeting.

A.D. spoke about the 2015 SEAL Contract, overdue for renewal, which had been sent to Board members for review and comment prior to this meeting. The 2015 agreement, under review was for 30 hours of coverage for our neighborhood / 15 hours for COV, for a set rate, $27.00/hour (with a 30 Day out). A.D. made note that occasionally SEAL under-charges CO a few hours when the monthly totals are being evaluated. A question was asked, if we call SEAL and an officer is not on duty, SEAL stated that SEAL will dispatch one if “necessary and available” and responds at no additional charge. Per A.D, the new contract will have a provision for a fuel surcharge clause, where we will pay $.50 for every charge above $4.00/gallon. SEAL will provide a schedule and per A.D. , “we trust you guys to provide a schedule and we do not need to know what that is”. This contract is normally renewed annually, so we are a year overdue and are effectively on a month-to month verbal agreement. The Board agreed to continue with a new contract for SEAL.

Discussion about the “Surveillance Sign” at the pool and how this could work currently. Darilene stated that in the past, there was a WEB Cam that was used by parents to check on their kids swimming at the pool. Marilyn said that this would require too much equipment in the bathroom building. Although this is not available now, Darilene and others can explore this “possibility” in the future. Marilyn says that we are trying to save money to re-plaster the pool which is going to need it. Regarding signs, A.D. will take stock of all SEAL signage needed in CO. Michael suggested that A.D. ask SEAL to provide these signs, at least 4-5 enlarged signs. Gill is our resident printer who can help with this.

TREASURER REPORT: Jill said she needs help. Darilene asked Jill if she had wrapped up 2017 and Jill said no, and did not know how Proledge could help her to reconcile 2017 year end. Jill stated that she sent to Charlie some documents to catch up 2017 and organize himself with the help of Proledge and that she is very late with the financials for last year (when she was not Treasurer). Proledge puts financials together for us, but they need to know all the checks we have written in the last months of 2017 and what they were for. The checks can be pulled up online, copy front and back and researched; Charlie offered to help Jill when she is available. Sandy also offered to come help Jill with the boxes of records that Trenton transferred to Jill.

Charlie said we must get the checks identified and added to a statement so Proledge can finish the year 2017 and work on January & February 2018 in Quickbooks. Jill wants to create her own system (merging Excel & Quickbooks) but this is more easily done at the beginning of the year and/or year-end. We have to have the books up to date to have an Audit.

Regarding 2018 Maintenance Fees, Charlie said about 28 residents have not paid yet this year, and approx. 10 have made payments towards their balance so far. Sandy thought there were more unpaid than that, and she will receive the Past Due List from Jill to follow-up with Gloria at Proledge to send out Past Due Statements next week.

Sandy will get boxes of accounting statements scanned and put on a disk with Charlie’s help as soon as possible. She also wants to shred documents after they have been digitized. The Board has not had an audit for 4-5 years. Darilene suggested that shredding be done only after a complete audit and asked who will keep the digital files – Perhaps a third party?

POOL : Lori has 1 membership for 2018 thus far. Guardian Safe & Lock were contacted to present a new card reader/gate entry into the pool. Described as a free standing unit, battery operated with an alarm, running cards COCC currently has, can be programmed at the gate, cards can be scanned and numbers registered at the gate, retains history. Gate entry fobs were also considered but deemed too expensive. Past membership is about 53 families. Noted by Lori B, each year, she will de-activate the cards and re-activate them as old memberships are renewed. This system reauthorizes members without giving out new cards to everyone each year. There is a $20 charge to have a lost card replaced. Motion made to approve the new card reader was made by Sandy, to be installed as soon as possible, seconded, and all were in favor by show of hands.

Our Savior Lutheran will pay to hold its usual swimming class with non-exclusive use, during the summer months. One class from 9:00am – 11:00am for 2 weeks, plus a free swim on Friday mornings all summer; paying to use CO pool and for the increased chemical use. OSL provides copies of their insurance, waivers signed by each child’s parents/ guardian. Motion was made by Lori to approve the OSL agreement, seconded and all were in favor by show of hands.

DEED RESTRICTIONS: The next DR Drive-through, usually taking about 2 1/2 hours is scheduled for Saturday, March 17th from 1-3 PM. Board members will be Michael and Darin, volunteer Marilyn takes notes. Amelie will send out the DR Letters as in the past.

LANDSCAPING: Ray Cowart is our current landscaper and also maintains the pool. Lori said that Ray bags lawn clippings around the pool area, a big challenge in the past for the pool and swimmers. To pool members, it is important that pool cleaning is coordinated with the mowing. Ray will treat for ants prior to the Easter Egg Hunt (pool area responsibilities). Ray gets a work order, gives it to Lori B and then sends this to Sandy for invoicing. It was decided Jill needs to be involved in the invoicing.

Darin asked about the budget ($25,000/year) and scope of work. There is NO SCOPE OF WORK today, no contract (no month-to-month as thought to be) per Michael. All is verbal. The agreement is to clean the pool ($600/month); total amount per month allocated to Landscaping, tax included is $2,800 (pool, playground, Tidwell, green space, common areas, islands, etc. ) Darin asked if he could get other bids or must he use Ray? If Darin can find someone with proper insurance, less expensive, the Board will consider. Is it possible to split the pool from the rest of the landscaping duties? Darin will talk to Ray to understand his timing, scope of responsibilities, etc.

RECORDS: Being stored, per Sandy.

SOCIAL: No new news. Easter Party is ready to go. There was already a “Save the Date” announcement. White picket fence will be repaired by Easter.

OUTSTANDING: Approval of minutes, perhaps by email? Lori B made revisions to Jan and Feb Minutes, but to revise them, Darilene does not know how to work with the revisions Lori has made in the Word documents. Darilene must be “ok” with whatever the Board decides about the meeting minute amendments/edits made by Lori B and Sandy. We continue to struggle with a different “philosophy” about meeting minutes (Acorn ready or actual problem solving notes & decisions or Roberts Rules)

NEW TOPIC: Darilene presented an outline of the Board Roles and Responsibilities Sheet to the Board, based on a similar outline in 2004 newsletter by then president Jerry Rog, in order to recruit for new officers and help current officers have some clearer guidelines of the work needing to be performed by Board Officers. Also, it was hoped that this might be of interest in recruiting assistants and committee members. Green notations were things that applied then in 2004 (not in 2018), blue notations were suggestions to be considered by the Board and by each Chair. This is a “tool” to use. Darin appreciated knowing this about his new role as Landscaping Chair. Michael said it was very good information and thank you. Sandy said that it could be sent out in the Fall when we are looking for recruits for the October elections. Michael proposed that all Chairs review their sections and make corrections and let Darilene know your changes.

Meeting Adjourned at 9:05PM.

Minutes of Board of Directors Meeting — February 8, 2018
ATTENDANCE: Sandy Ericksen, Amelie Fredland (by phone), Jill Prado Salyers, Trenton Kelley, Darilene Bonnet, Michel Kuhnen, Richard Solis, AD Koen. ABSENT: Darin Lee. Residents: Marilyn Jo Harper. Guests: SEAL Officer Bonsey

2018 BOARD OFFICERS
Sandy Ericksen: President
Amelie Fredland: Vice-President , Deed Restrictions Support
Jill Prado Salyers: Treasurer / Financial
Charles Bowman: Asst. to Treasurer / Financial
Darilene Bonnet: Secretary
Lori Bulla: Pool Committee Chair
Richard Solis: Social Chair, Acorn Support
A.D. Koen: Security Committee Chair
Michael Kuhnen: Deed Restrictions Chair, Long-Range Planning
Darin Lee: Landscaping Chair

*Marilyn Jo Harper: Acorn Editor 2018

At 7:35PM, our regular Board meeting was called to order by Sandy Ericksen. Sandy offered to put a copy of the SEAL report in Amelie’s (on speakerphone) mail box.

SEAL presented the January 2018 Incident Report. The most reported incidents had to do with suspicious vehicles/ people, an incident of cardiac arrest of a long time resident on Fallen Oaks who passed away, a non-resident roommate had an incident on Jan 9, at the same address as the last incident and it was reported he had been apprehended and the vacant home on Oak Trails had “activity” noted in the SEAL report, home is in the process of being remodeled. SEAL was asked if there was something being done about the home on Oak Haven that has been vacant for several years; SEAL said a management company is now in charge. No real crimes reported.
and the board discussed a non-resident at the playground who had said that the “patrol” had said it was OK to be there and that he was there regularly. How do we (security) want to handle non-Residents visiting our playground? Signs are posted and Trespassing Citation’s can be issued by SEAL. SEAL was asked if they can ask for the person’s ID; it depends on the visitor will produce it or not, was the answer. If not, the visitor is asked to leave. Also suggested was, SEAL to take pictures, to deter these visitors.

TREASURER REPORT: By Jill, stated that 175 homes (of 282) are completely paid up to COCC; 17 of the ones who are not are actively paying and have a balance below the $360.00, or they have paid something since December. We have 90 homes still due for payment (approx.. $32,000). Marilyn asked if any of the outstanding homes have taken out payment plans, response was 17 homes; Jill will look to see the actual payment plan for each.. Sandy stated that some of the homes are vacant (how many unknown here), some mail was returned (how many unknown here), some homes have been sold (how many unstated), so we have a “lot of hard work to do”, per Sandy. Jill is trying to go through the accounts to see who has paid and not paid. Proledge will now send out late notices to all past due. “Those who are 2 years past due, will be sent a final demand letter, to which they must respond.” After 2-3 weeks, these Past Due Accounts go to the attorney. There was a brief discussion about the Proledge invoices in December, which took 10 days to arrive at the Residences by USPS.

POOL COMMITTEE: We have one membership for this year, as of today. April Acorn will be a perfect time to promote the pool; Lori will provide the article and place forms at the pool gate entrance. Decision: Sandy motioned to purchase 3 picnic tables immediately, which was seconded and voted yes. (We can purchase them at Lowes for under $100.00/each. Also, there was a decision to purchase new commercial lawn chair at season’s end (July-September) in order to save money. The Gate Reader repair person will be scheduled by Lori and the missing tiles will be glued by Richard. Leslies is used for pool supplies and we have service with Z-Wear, Inc. which has liability insurance and a 1099 and provides pool maintenance and service to keep the pool clean.

DEED RESTRICTIONS: Amelia sent out approx. 40 DR Letters (usually mail boxes and mold and mildew). Marilyn mentioned that when driving through the neighborhood, how different volunteers notice different thing, such as inoperable vehicles. Gill Daoust is working on a small booklet of Deed Restrictions for residents. Also, need to explain to residents how to report to the Board violations/complains/questions such as trailer and trash in driveways, for example. Four Sections have different restrictions. (trailer). Darilene mentioned the point of being sensitive to those homes who may have been flooded and need still to have storage and trailers parked in their driveways. NOTE: We need to set up an email for residents to send complaints to the Board/Deed Restriction violations, as we now have for the Treasurer. Amelie is responsible to set this up. Marilyn and Michael will work on the process for residents to register a complaint about Deed Restriction concerns.

LANDSCAPING: The Iron Gate teardown needs to be addressed; do we tear it down or repair it will be asked of Ray. A $100.00 has already been approved for its removal. Further discussion needs to take place based on best solution considering pool exposure without this fence, safety concerns and costs to repair or replace. Michael will follow-up with Ray and discuss at next meeting.
RECORDS: Sandy said that that a bag of “trophies” was left on her doorstep from an undisclosed source.
SOCIAL: Richard spoke to a neighbor regarding the Easter Egg Hunt, MARCH 31, and confirm he will take photos again. This resident also gave Richard some LARGE photos that he took to give to residents who were in the photos (with Santa). Richard will make and pass out Easter Egg Hunt flyers. Memorial Day will be Splash Day and opening of the pool.

Board discussed the need to repair/ find a solution for the gate adjacent to the parking lot where cars drive up to park, to deter unwanted foot traffic of non-residents Need to determine who administers a new gate with a code and cost of this gate. Question is, do we lock it or not, discussed by Marilyn. Another idea was to set up a Web Cam and monitor traffic for a week to study the traffic or ask SEAL to monitor from their patrol car the playground by attaching a Web Cam to a computer. (may cost additional). Need to explore another type of playground fencing, instead of the white picket fence. Suggestion was to split the cost between pool & landscaping budget. A reminder was that a membership fee is charged to maintain the gates, codes, repairs, etc. Richard stated we will study gate options for the entrance into the playground fence, the budget, cost of a fence, have Ray look at the pool access fence/primary fence to see if post can be fixed (to have better security) and determine if feasible for us to pay for a new fence/gate. Also, have SEAL be more diligent. Richard will take measurements and report back to Board and repair picket fence by early March!

ADJOURNMENT: Meeting was adjourned at 9:17PM.

Minutes of COCC Board of Directors Meeting
JANUARY 11, 2018
ATTENDANCE: Sandy Ericksen, Amelie Fredland, Darilene Bonnet, Michel Kuhnen, Richard Solis, AD Koen, Lori Bulla.
ABSENT: Jill Prado Salyers (Treasurer 2018), Darin Lee (incoming Chair, nominated this meeting)
RESIDENTS: Marilyn Jo Harper, Charlie Bowman, Lori Perjak, Trenton Kelley.
GUESTS: SEAL Sgt Garza, Sgt. Keiran Bonsey

EXECUTIVE SESSION:
The board met in executive session prior to the regular meeting regarding a security related issue that had occurred at a specific residence. There was consensus that the board does not have authority regarding COCC’s resident’s domestic matters.

At 7:35PM, the Board meeting was called to order by Sandy Ericksen. SEAL presented the December Incident Report. The most reported incidents were suspicious vehicles/ people, shots fired in the Bayou, holiday packages disappearing from homes and stray or lost animals, mostly dogs.

Election of officers:
Upon request for clarification of duties of the president by Darilene Bonnet, the Bylaws, Section 5 was read.

Elected officers for 2018 (each affirmed by majority vote):
Sandy Ericksen, President
Amelie Fredland, Vice President
Jill Prado, Treasurer
Darilene Bonnet, Secretary

Committee Chairs for 2018:
Security Chair: AD Koen
Pool Committee Chair: Lori Bulla
Deed Restriction Chair: Michael Kuhnen with rotating help – Marilyn; A.D. Koen, Sandy Ericksen.
Amelie – Deed Restriction Letters and be provided paper, envelopes and stamps.
Landscaping Chair: Darin Lee (absent).
Records: Michael will store for Darilene until home is restored, 2 boxes only.
Social Chair/ Acorn Newsletter Delivery: Richard Solis.
Long Range Planning: Michael Kuhnen ( Fence on Tidwell, Speed Bumps, Stop Signs)

Charlie Bowman, volunteer assistant to Treasurer
Marilyn Jo Harper, volunteer Acorn Editor

Decision: Darilene committed to formulate a New Board Secretary Integration Process and present to the Board in her first Quarter 2018 for feedback and discussion.

Charlie Bowman addressed the board regarding the scope of the Treasurer’s position and his willingness to assist both the previous and current Treasurer. Sandy and the board recognized Charlie’s contribution and success working with residents to collect overdue assessments.
Resident Lori Perjak also offered her help.

In response to resident Lori Perjak’s comments, the board discussed what is appropriate information to disclose outside the board regarding past due accounts and deed restriction violations. No motions were made nor voted.

Discussion: whether to add additional items to monthly Treasurer’s report? Consensus was that the board does not want to add additional tasks for the Treasurer during her transition into the role.

Trenton Kelly addressed the board regarding the treasurer’s position and board activities (as outgoing Board – Exit Comments).
(1) the Treasurer position – great challenge of job getting done
(2) Board – Lack of communication with Residents.
(3) Lack of knowledge of the “Rules & Regulations / Bylaws”.
(4) The Deed Restrictions
(5) Communications in the Community (outside of CO)
(6) He welcomes an audit
(7) Need for Acorn (Marilyn Harper volunteered to publish again).
Lori P. (Resident) volunteered to help with articles.

Sandy honored Trenton’s position and work, Sandy stated how much Trenton and Charlie have impacted the bottom line with ongoing appreciation from the Board, a year’s worth of reserves in the bank and no increase in maintenance fees.
There was discussion about the scope of work for trash removal and mowing Tidwell vs the amount it costs to keep up the landscaping. We need to study more (Darin Lee). Lori P. (Resident) will check Bayou Clean-up to see if they can help us. Their clean-up happens every year in March.

A round of applause went to Richard Solis for his social efforts in the CO community for 2017.

Decisions: Marilyn will confirm the timing of the Acorn & communicate this; suggestion was bi-monthly, next one in February; give as much notice of deadlines and calendar of events as possible. Lori P. (Resident) will submit articles, based on timing and Marilyn’s needs. If Richard needs help delivering the Acorn, Darilene (and her neighbors) offered to handle Bayou Vista Dr. + cul-de-sacs attached. Let her/them know.

Pool Report: Membership Dues to remain at $100.00 CO residents for 2018 and Lori will update the forms. Gate still needs attention, pool tiles need to be fixed and the road needs holes to be filled.

Landscaping Report: There is a fallen tree branch from a home on Oak Trails, lying on a sidewalk on Tidwell, although 311 was called by Darilene and Michael 2 months ago. Due to the cost of having the tree waste removed, we may form a clean-up crew at some point.

Deed Restrictions:
This topic will resume next meeting. Michael will announce the DR Drive Thru dates and advise the Board, as he will not be available for 5-6 weeks after next week. Marilyn (most experienced & coach) proposed to help; AD would drive while Michael was to take the pictures for the letter. Amelie asked for the notes taken to be as clear as possible. She and Marilyn will co-ordinate the DR comments and Sandy has an updated address list. Drive through was scheduled for the following Saturday.

Decision: Marilyn & Amelie will work out their process so it is very clear to others who will be involved in the rotation, moving forward. Marilyn will just type Deed Restriction notes, not be involved in the Deed Violation Letters and mailing.

New Business:
AD shared that our recycling will change in 14 months, with a new company (FCC, a Spanish company) and Waste Management will work together on a new program, to include glass and plastic bags.

There was a statement made to start a program of fines for past due DR violations, that there seems to be many letters which are being ignored. Sandy stated that there is a process of First, Second and Third Letters sent, before fines are implemented.

Decision: Per Sandy, Gill Daoust has kindly offered to print the CO Deed Restrictions at some future time, and at no cost to the board. Question is, how to handle the 4 Sections of CO which do not all have identical documents. TBD

Meeting was adjourned by Sandy at about 8:14PM; next meeting is the 2nd Thursday in February.

Respectfully Submitted, Darilene Bonnet Jan. 23, 2018,
Corrections proposed by Lori Bulla 3/26/18

 

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
December 14, 2017

Attendance: Lori Bulla, Darin Lee, Michael Kuhnen, Sandy Ericksen, Richard Solis, Trenton Kelly. Residents: Darilene Bonnet, Lori Perjak, Jill Prado Salyers, Marilyn Harper. Guest: SEAL Officer Sgt Garza.

Meeting called to order at 7:33 by President Sandy Ericksen. SEAL Sgt Garza passed out the November Incident Report and read the statistics. He said that solicitors and bandit signs are among the more common things noticed by SEAL officers. Marilyn Harper stated that a recent SEAL report to the Board, performed by an unfamiliar-named officer, included a reference to patrolling on Spruce Forest Drive which is in Candlelight Oaks Village and not in CO. She requested that new officers patrolling in CO should be trained as to the boundaries of our subdivision. Sgt Garza said he will bring this up at SEAL HQ.

Treasurer Trenton Kelly reported the current account balance to be $164,764. As this was Trenton’s last meeting as board member and Treasurer, it was offered to incoming board member Jill Prado Salyers that Trenton, Charlie Bowman, and Sandy will be available to coach and help her in any way she needs upon taking over this important office. It was discussed that no one has yet received the 2018 Dues Invoice letters, which Sandy said had been given to Proledge 2 weeks ago. Sandy will check into the delay. Marilyn Harper asked if Proledge will manage any payment plans. Sandy said homeowners who want a payment plan will still need to contact the board to make arrangements, but once that is done, Proledge will send out notices for payment plans.

Pool: Lori Bulla reported the pool area has been mowed to look nice for the Christmas party on Sunday. Lori and Richard Solis are still planning to replace the missing tiles in the pool this winter. She reported that the phone line used by the required 9-1-1 phones — one inside the pool fence and one outside — is not working and must be repaired, as this is a city inspection violation. Lori said she was concerned about water level in the pool, and wonders if there should be a leak check. But others said their backyard pools are also losing water, and think it may be lack of rainfall since the August flood. Darin Lee reported a hole has developed in the drive path from Tidwell, a short distance inside the fence. That area was filled in with dirt and gravel during the construction of the new playground in 2008, to make a smooth surface over to the smaller area remaining for parking. Darin said he will look at the hole to see what is needed to fix it.

Social: Chairman Richard Solis reported he has found a Santa for the Christmas party at the pool Sunday the 17th, 4-6 pm. Parents should bring a camera or cell phone to get pictures of their children with Santa. There will also be hot cocoa, Christmas music and caroling.

Sandy noted the Christmas Lights contest will be judged on Saturday evening the 16th.

Deed restrictions: Sandy reported that there would be no DR drive-through in December as it has gotten too close to Christmas. DR operations will resume next month.

Landscaping: Michael Kuhnen reported that the city is not going to do anything about the tree branch that fell from a yard on Oak Trail and ended up obstructing the sidewalk on the south side of Tidwell, west of Bolivia. Darin Lee and Trenton Kelley volunteered to go look at the branch this weekend and see if they can haul it away for disposal.

Records: Michael reported that he has the records that were handed over to him by former COCC Secretary Lori Perjak.

Long Term Projects: Lori Bulla said that information is being gathered regarding possible upgrades at the pool: gate card reader and pool lights.

Sandy adjourned the meeting at 8:20 pm.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
November 9, 2017

Attendance: Sandy Ericksen, Michael Kuhnen, Trenton Kelly, Lori Bulla, Richard Solis, Amelie Fredland, A.D. Koen. Residents: Darilene Bonnet, Marilyn Harper, Lori Perjak, Gerard Bohorquez. Guest: SEAL Officer Sgt Bonsey

Meeting opened at 7:30 by President Sandy Ericksen. SEAL Officer Sgt Bonsey passed out October Incident Report and read the statistics. He said that the empty house on Oakhaven continues to be a concern, mostly due to a semi-covered swimming pool which is seen as a public health concern as well as a physical hazard. It is hoped that the bank which has the title to the property will soon need to “winterize” the property, and might do something to better secure the swimming pool. Sgt Bonsey also remarked on problems with solicitors walking throughout CO.

Former COCC Board Secretary Lori Perjak passed out a list of concerns and complaints about the Board, which she said derived from her experience serving on the Board until her resignation in September, and from her talking to 10 other homeowners. There has been an issue with records of the HOA which she had been asked to store at her home, but had not returned after her resignation. Ms Perjak said she had been trying to organize and identify what records were in her possession. After a prolonged discussion, it was agreed that Ms Perjak and Board member Michael Kuhnen would meet within 2 weeks, for the purpose of returning those records.

At 8:30, Michael moved to continue the meeting with other items on the agenda, seconded by Sandy.

Treasurer Trenton Kelly reported the current account balance to be $172,319. Trenton and Sandy have met with incoming Treasurer Jill Prado Salyers, to get her up to speed on taking over this important office. She will work with, and have assistance from Proledge which will be doing COCC mailouts, including the upcoming 2018 Dues Invoice letters. Sandy said that Proledge can do mailouts for cheaper postal costs than when board members have been doing them.

Deed restrictions: Sandy reported that there will be a DR drive through in the next several weeks.

Landscaping: Michael reported that he is trying to get the city to take care of a tree that fell from someone’s backyard onto the sidewalk on the south side of Tidwell, west of Bolivia. It looks like the property is on Oak Trail, but Michael believes once debris falls onto the sidewalk, it becomes a city problem to fix.

Pool: Lori Bulla and Richard are planning to lower the pool level so missing tiles can be replaced, as it is now too cold for swimming.

Social: Chairman Richard Solis got a round of applause for the success of his Oaksfest event on Oct 14. He confirmed that all donated bottles of wine had been raffled off. Ideas were discussed for a Christmas event, including food and a movie at the pool, or a hayride. There will also be a Christmas Lights contest, date of judging to be announced.

At 8:45, incoming board member Darilene Bonnet was given the floor to express what she hopes for when her term starts in January. She wants a financial audit of the COCC books, and is interested in increasing homeowner participation.

Sandy moved to adjourn at 9 pm.

Candlelight Oaks Civic Club, Inc

Minutes of Board of Directors Meeting

Sept 14, 2017

Attendance: Sandy Ericksen, Trenton Kelly, Richard Solis, A.D. Koen, Charlie Bowman, Lori Bulla. Members Amelie Fredland and Michael Kuhnen participated by speaker phone in order to discuss and vote for next year’s budget. Residents: Marilyn Harper, Jill Prado Salyers. Guest: SEAL Officer Garza

Meeting opened at 7:32 by President Sandy Ericksen. SEAL Officer Garza passed out August Incident Report and read the statistics. He said that SEAL Headquarters were never flooded during Tropical Storm Harvey’s rains, and that the K-9 kennels had been sandbagged to keep out water just in case. SEAL did not patrol this area for about a week and a half due to closed roads preventing mobility.

Social Chair Richard Solis reported that the food for the Labor Day Free Swim event had been paid for by an anonymous donor. He is planning this year’s Oaksfest which will be a wine sharing event, with food, a movie, a free swim for those brave enough for cold water, and possibly a water slide. He will make a flyer for the event. Oaksfest is also the last day for voting for Board members and the 2018 budget.

Treasurer Trenton Kelly reported that he expected to collect 93% of the homeowner dues by the end of this year. There have been quite a few people on payment plans, management of which is a time burden for any volunteer treasurer. The board will use ProLedge accounting services for a cost of $200/month to manage the accounts. There was a discussion of reinstituting fees for payment plans, $5 for a monthly invoice and a $10 late fee. Trenton asked Pool Chair Lori Bulla if there would be any new pool expenses next year. Lori said the pool will need resurfacing but can wait till 2019. $200 was estimated for the replacement of some tiles in the pool, during the winter off-season.

Sandy made a motion to approve the budget, Lori Bulla seconded, and all members approved.

Michael Kuhnen reported that he has contacted Harris County Flood Control District regarding repairs needed on the banks of Cole Creek since last month’s flooding. He will keep the board informed on results.

A.D. Koen proposed the formation of a formal neighbor-to-neighbor disaster support program, but Amelie Fredland opposed if there was any mention of flooding, as being harmful to real estate values. Charlie Bowman opposed any program that would give money from HOA dues to any individual. A.D. had proposed paying for his program with proceeds from Oaksfest wine raffle, but Trenton said that Oaksfest has never generated any proceeds.

Outgoing Secretary Lori Perjak asked Sandy to announce she needed to get some stored paper records out of her house, due to her flood cleanup. Arrangements will be made to relocate these records until they can be scanned and digitized.

Sandy said that one planned Deed Restriction drive through had been canceled due to the storm debris in some parts of the neighborhood. It is currently rescheduled for Sept 23.

The Board got to meet candidate for the election Jill Prado Salyers , who is a CPA with an interest in filling the Treasurer vacancy in January.

Sandy moved to adjourn at 8:45, seconded by A.D.

August 10, 2017 Meeting Attendees:  Lori Bulla, Sandy Ericksen, Amelie Fredland, Marilyn Harper, Trenton Kelley, AD Koen, Mike Kuhnen, Darin Lee, SEAL officer Montgomery, Lori Perjak, Richard Solis

Meeting began 7:30pm.

SEAL Officer Montgomery provided a print out of neighborhood incidents to all who were at the meeting.  Vacation watches are available by providing this completed form to SEAL or asking an Officer directly.  There is no cost to residents since this is part of the paid SEAL services.  https://sealsecuritytexas.com/vacation-watch-form.php  SEAL reminds us that the number 1 reason for burglaries of vehicles is that vehicles are left unlocked.

Pool – There are currently 58 memberships.  There is $6,600 income from both memberships and pavilion rentals including an upcoming rental.  There are no major maintenance issues at this time.

Deed Restrictions – Another drive through is being schedule for August 26.

Landscape – No changes at this time.

Finance – Current balance is $120,255.19.  The current amount of 2017 and past due collected HOA dues since Oct 2016 is $ 115,798.20.  The amount of unpaid HOA dues is now $24,996.59.  Trenton is creating an updated budget showing actual cost/expenditures verses projected for 2018.  He plans to distribute within a couple of weeks for board review, and it will be available for the elections in October at Oaks Fest.   Letters were sent to 44 residents who have not paid HOA dues in full.  Currently 22 homeowners have not paid 2017 dues.  Two board members met with the finance service Proledge which currently provides some financial services to the board.  Some service that Proledge may provide COCC for a fee is issuing monthly statements and budget review, but Proledge will not have access to the bank account.  Their list of services and costs are being reviewed.  Banking processes for other businesses were discussed by several board members as suggested processes for our COCC.  The board is seeking an interest bearing account for the savings portion of the budget.  There is a Proledge proposal list with services and costs which is starting to be reviewed.

Records – being stored

Social – In September, the Labor Day party is being planned for Sunday, Sept. 3 instead of Monday.  Several family friendly features for the event were brought up as well which includes special lighting for a Movie Night along with open pool and serving a chicken meal.  An estimated $80 printing fee for mailbox notices was discussed including discounts for creating the notices. For Oaks Fest, a bottle share is being planned again.  This is not a fund raiser, but raffle tickets will be sold to offset the cost of wine basket gifts which residents can win with raffle tickets.  Food provision for the Oaks Fest is being discussed.

Long Term Planning – Steps for building a traffic protective wall for COCC along Tidwell include getting signatures from residents listing our concerns and talking to Brenda Stardig with the concerns and inviting her to personally witness the traffic along Tidwell.  Our City Council and Public Works representatives would also be included in the invitation.  If a majority of residents show concern, it would help move the issue to a 5 year plan of Capital Improvement with the City of Houston.  Traffic Incident statistics from HPD would be collected by Ms. Stardig.  The plan is to provide further information to residents at the Oaks Fest election meeting in October.   There will be at least 3 board positions open for voting at Oaks Fest including Pool, Secretary and Treasurer.  All volunteers can be found an assignment to assist the COCC board.  Please come forward!  Each role receives assistance as needed from other board members.

Handouts from the Ed Emmett meeting in August were given out as well as a list of Harris county public health pet wellness veterinary fees.  The meeting ended 8:43pm

July 13, 2017 COCC Meeting Minutes

07/13/2017 meeting attendees: Lori Bulla, Sandy Ericksen, Marilyn Harper, Trenton Kelley, AD Koen, Mike Kuhnen, SEAL Officer Montgomery, Lori Perjak

The meeting started at 7:40pm.

Security – meeting opened with Officer Montgomery providing incident reports to all who attended the meeting. He reminds everyone that a free vacation watch is available if you fill out the SEAL form on their website and submit. Residents are encouraged to take advantage of the vacation watch and the officer reminds of this at every meeting. Residents can also approach the SEAL officer for a vacation watch form.

Finance – Current budget balance is $198,997.24. Over $75K of this is savings. More than $20K of overdue HOA dues has been collected. Proledge will be taking over part of the finance responsibility. Proledge is being interviewed for additional services they may be able to provide such as bill paying and bank statement reconciliation. Proledge will not have access to the bank account. An annual budget is being prepared for August. Approximately 22 residents have not paid past dues, and new statements will be sent. The COCC insurance policy is up for renewal and the rate will remain the same with the new policy. Additional coverage is being reviewed and recommended.

Pool – The community pool has passed inspection. The emergency phone has been repaired where it corroded. The chase lounge chairs were repaired with fabric that was kept from previous repairs. Over $6K in revenue has come from pool memberships and pavilion rentals.

Deed restrictions – A three person team made a drive though the neighborhood. This resulted in 40 new letters being sent out for non compliance. There are no penalty fees at this time for people who do not make the repairs. There is a progression of 3 letters mailed out for violations with the 3rd letter being the final demand. The COCC attorney has not been contacted recently for any repeat letters that need to be sent. The board will need to vote on whether to assess a fine for non compliance of deed restriction letters. Some historical documentation on how deed restriction fines were given years ago will be provided to the committee. Interest has been shown by the board in beginning fines.

Landscape – No update at this time. The new playground repairs are being monitored for vandalism.

Records – being kept

Long Range Planning – Elections are in October at the Oaks Fest event. There will be two board vacancies that need to be filled. Residents are encouraged to submit a bio for the upcoming October election. New board officers are needed.

Ed Emmett will hold a meeting on August 1 which includes COCC.

Meeting closed at 8:32pm

June 8, 2017 COCC Meeting Minutes

Meeting Attendees: AD Koen, Patrick Bilnoski, Mike Kuhnen, Darin Lee, Lori Bulla, Marilyn Harper, SEAL Officer Montgomery, Richard Solis, Gerard Bohorques, Ziad Taha, Charlie Bowman, Sandy Ericksen, Lori Perjak

The meeting began at 7:32pm

Security – Officer Montgomery reviewed the May incident report. All who attended received a printed copy. SEAL reminded attendees to use the free vacation watch form from the internet. AD notified us that we will not have speed bumps installed by the city on Bolivia because there is not enough traffic at this time. http://sealsecuritytexas.com/wp-content/uploads/2015/04/vacation-watch-form.pdf

Pool – Lori B let us know we currently have 38 community pool memberships. She reminded us that the pool is available to reserve for private parties. An annual pool inspector is coming on June 12. The board is accepting bids for the baby pool tile repair and magnetic cards along with a pool gate card reader. A request to make the pool hours open at 8am rather than 6am and closing at 10pm was approved. New signs are being created to provide the pool street address in case of emergency call.

Finance – Charlie reports the HOA is 30K short of what’s anticipated for 2017. Charlie and Trenton have done a fantastic job of collecting unpaid dues. About 28 residents have not paid HOA dues this year and letters are being sent for collection. An attorney will be used for collection for 2 residents who won’t contact the board concerning payment.

Deed Restrictions – Three board members will make a drive though in June reviewing any deed restriction violations. 35 deed restriction violation letters were sent out on the last review.

Landscape – Fence vandalism has been taking place repeatedly at the playground. Several men from the meeting offered to repair the fence again.

Records – records are being stored

Long range planning – Some board positions will be available on the October 2017 ballot including Treasurer and Secretary. Please consider any role you may want to participate in. The board is extremely helpful toward any volunteerism you provide. The easement drive to the park/playground may need to change when the vacant lot on Tidwell is sold for use and construction begins. Also, the board is seeking to move to uniform fencing for approximately 58 residents along Tidwell. There are concerns about safe as well as uniform fencing while vehicle accidents have occurred several times along Tidwell into the neighborhood. The board is accepting suggestions for safe and uniform fencing along Candlelight Oaks. Richard offered to contact Brenda Stardig concerning any fencing or walls the city may provide. Several people are interested in beginning a committee concerning the fencing.

*Judge Ed Emmett will be speaking at the Garden Oaks HOA meeting on August 1, 2017. Candlelight Oaks residents are invited to attend.

Meeting closed 8:31pm