Date: 2/09/2023

Time:

Facilitator: Sandy Erickson

In Attendance

Sandy Ericksen

John Carr

Dan Sherer

Hope Edmondson

Daniel Gonzalez

Johanna Wolfe

Lori Bulla

Julia Ossemi-Seied of Sallie Alcorn’s office – guest attendee

Approval of Minutes

January Minutes submitted for board review (4/3/2023)

Board Activity/Communication Prior to Meeting

Committee Seats

N/A

Financials

January and YTD vs. Budget

• Revenues favorable to budget by $17,050
• Expenses were at budget -$91.68

o   Accounting Services, Landscape Contract and Pool Management expenses are currently favorable by $1,409

o   Pool/Playground Maintenance and Security are unfavorable by $6,065

• Total income is unfavorable by $17,304 to budget

 

Profits and Losses

• YTD/January: $41,125 in Gross Revenue, $8,881 in Total Expenses, after deprecation COCC has YTD Net Income of $32,244

 

Accounts Receivable

• There are $15,394 in assessments and late fees due to COCC that are from 2022 and prior years from 16 residents. This is anyone that owes more than $360.
• There are $27,009 in 2023 assessments from 82 residents.

 

Pool Report

Lori reported there was one pool membership for the 2023 season. The board reviewed the analysis of the pool membership fees and proposed / voted the annual pool fees stay the same for the Villages and Candlelight Oaks. Lori reminded the board of her pool supply comparisons and the obtained bids. The difference from 2022 is about $175.00 increase in cost.

In previous years the pool only experienced major repairs very seven years for much lower rates. Last year we had to replace a motor and experience other unexpected costs. Lori does not anticipate these expenses to happen soon.

In anticipation of the 2023 pool season, Lori has created a welcome letter that will be handed out with all renewals. The letter will reiterate the rules. In the 2022 season we experienced several rule violations such as to many guests per member. In review of the guest rule, the board voted to change the ten guest per member to five guests. Further, all pool memberships are subject to cancellation due to violations of rules.

Landscaping

Nothing to report this month.

Deed Restrictions

The February deed restriction event resulted in:

One (1) pending warning notice.

Six (6) warning letters notifying residence of possible violations.

Two (2) follow up letters to residence progress on reported repair plans.

Six (6) initial letters notifying residence of violations.

Three (3) second notice letters requesting a response for previous identified violations that have not been addressed. One of the second notices has also been labeled a possible fire hazard.

One (1) third notice letter requesting a response for previous identifications violations and no response to the warning, first letter or second letter.

Six (6) final demand letters were sent out of which one designates a deadline before the matter is handed over to the attorney.

The reported deed violations include but are not limited to overgrown landscape, a parked campers/camper vans in driveway, deterioration to exterior, broken windows, mold and mildew to exterior, peeling windows, missing shutters, collapsing fences, damage/rot to columns, etc.

Security

Hope reported one security event since the last meeting. A theft to a residence home occurred. It is suspected a moving company arrive early and took the residence belongings. Also, there was a reported vehicle running at 4 am. This same vehicle was observed in COV running on another day for over 45 minutes with the lights on.

Acorn Newsletter

.Nothing to report.

Social

 

Guest Attendee

Julia Ossemi-Seied representative of the Office of Council Member Sallie Alcorn, At-Large 5 attended the board meeting. The board shared photos and the location of the accumulating dump site. The board brought up concerns regarding privacy and further discussed the contractor bankruptcy on the bayou project which has been stalled for the last two (2) years.

Julia informed the board that the city applied for GLO after Harvey but did not receive any funds. Harris county did receive $750,000,000 and some of the funds are designated to continue some projects. If the city does not have the liquid funds to finish the project, the city will sue the company and insurer and liquidity may be available by June.

Julia stated that the dumping was mostly on the county area. She will follow up to determine the department in charge. Julia asked for photos of the dumping and previous and current pictures of the bayou.

Follow Up from January

N/A

Next Meeting

March 9, 2023 / 7:30 pm

Meeting ended:

Date: 1/12/2023

Time: 7:35  pm

Facilitator: Sandy Erickson

In Attendance

Sandy Ericksen

John Carr

Cassie Ramsay

Dan Sherer

Hope Edmondson

Daniel Gonzalez

Approval of Minutes

December 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

Lori has been confirmed as Vice President and Pool Chairman.

Sandy has been confirmed as President.

Hope has been confirmed as Security Chairman.

John has been confirmed as Deed Restriction Chairman.

Cassie Ramsay has been confirmed as Secretary.

Johanna Wolfe has been confirmed as Community out reach and Social Chairman.

Dan Sherrer has been confirmed as Landscape Chairman.

Dan Gonzalez has been confirmed as Treasurer

Financials

120 Residence have paid their dues. Three residences have paid 2022 dues and still owe 2023. Four residents that owed 2 years of dues were sent final demand letters and will be sent to the attorney for collection if the invoices are not paid within two weeks or we have no communication from the resident.

 

YTD vs. Budget

• Revenues  unfavorable to budget by $16,038

o   Calendar 2023 assessments are now due and were budgeted to start in November

• Homeowner dues unfavorable by $17,23
• Expenses are unfavorable by $15,800

o   Accounting Services, Community Events,  Landscaper Extras, Security and Security Repair expenses are currently favorable by $6,069

o   Insurance expense, Landscape Contract, office supplies, Pool Chemicals, Other maintenance and repairs are unfavorable by $21,373

• Total income is unfavorable by $30,559 to budget

 

December 2022 vs. Budget

• Revenues for the month were favorable to budget by $3,816
• Expenses were unfavorable for the month by $5,161

o   Landscape contract and Security were unfavorable by $5,084

• Total income for the month was unfavorable by $1,184 to budget

 

Profits and Losses

• YTD: $97,696 in Gross Revenue, $127,886 in Total Expenses, after deprecation COCC has YTD Net Income of -$30,830
• December: $21,941 in Gross Revenue, $13,620  in Total Expenses, after depreciation COCC has a Monthly Net income of $8,322

 

Accounts Receivable

• There are $16,219 in assessments and late fees due to COCC that are from 2022 and prior years from 18 residents. This is anyone that owes more than $360.
• There are $55,404  in 2023 assessments from 158 residents.

Pool Report

Committee Chair Lori Bulla was not able to attend the meeting. No pool related matters to report.

Landscaping

Everything is in working order and the winter plants have been installed.

Deed Restrictions

The next deed restriction drive will be Saturday February 4^th. Since last months call, John Carr has been able to reach the development group for the Townhouse development. John has constructed a letter to address the boards concerned regarding flooding but also introduce the neighborhoods amenities and opportunity to join the pool, coordinate with security coverage with Homeland and utilize the park.

John confirmed there will be twenty-three residences on zero lots and a retention pond will be constructed. The price of the townhomes will start at $350,000 price point.

Security

Submitted: Hope Edmondson, Security Liaison

NEIGHBORHOOD SECURITY OVERVIEW:

In response to resident complaints regarding fireworks on holidays we added patrol. We hired Homeland for extra patrols on Christmas Eve and New Years Eve at a rate of $50 an hour. I saw them in action approach a neighbor, I did not call for dispatch.

New Year’s Eve was ineffective over all.

Christmas Eve, not many fireworks, most outside the neighborhood.

We have a slender white male walking the neighborhood and pilfering cars. We don’t have any other persons identified in the past 45 days.

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.

We received almost all patrols 5-10 pm and later the month of December.

 

CRIMES AGAINST PERSONS:

No crimes against persons reported, no home burglaries, no robberies.

VEHICLE THEFT:

No vehicle thefts reported

PROPERTY THEFT:

None reported to board, mail report to FB

AUTO BURGLARIES:

None reported to board

 

HOMELAND SECURITY DISPATCH:

12/18/2022 House Fire Bolivia

Officer [REDACTED] completed report and texted me photos 6 am.

December 29, 2022 3:00 pm Security Report

[REDACTED] security officer had first noticed the lady with packages walking on Bolivia and called HPD through operations before the call came from the resident to Homeland.

The subject was taken into custody on the North side of Tidwell at the dead-end street, HPD mental illness.

Officer [REDACTED] came to my home and [REDACTED] debriefed him. He reminded me he cannot profile people on the street. This could be a resident or guest of a resident. He said he approached the lady and she said her cousin lived on the corner house, the single story. He cannot require her to present ID. She went to the house, a b/m answered and they carried on a conversation like he and I were in my foyer. The man was not in distress, and looked like he knew her. He waved her towards the north.

[REDACTED] continued to observe her. She went to the burned house. And then across Tidwell. He said he observed HPD arrive, she was in distress yelling. He showed me on google maps her route. She was approached by HPD at the dead-end street near of Tidwell adjacent to the church, north of Bolivia. [REDACTED] has always been more proactive than other guards. He said he is doing his best; he was genuine and concerned that we were not happy. I explained I am very satisfied with his help, and I understand the restrictions and contractual regulations.

HPD did file an incident report. Not any evidence that mail was stolen according to Security officer and resident at the end. No one offered up security of the mail theft.

01/09/2023 2:22 pm [REDACTED] called Homeland regarding a solicitor, the dispatcher spoke great English and called me back letting me know there was no patrol on duty.

HOMELAND OFFICER’S DAILY REPORT

[REDACTED] reviewed the daily reports for December 1, through January 11,2023. Comments on people cleaning the pool and sitting outside.

12/18/2022 House Fire Bolivia

Officer [REDACTED] completed report and texted me photos 6 am.

December 29, 2022 3:00 pm Security Report

[REDACTED] security officer had first noticed the lady with packages walking on Bolivia and called HPD through operations before the call came from the resident to Homeland.

The subject was taken into custody on the North side of Tidwell at the dead-end street, HPD mental illness.

Officer [REDACTED] came to my home and I debriefed him. He reminded me he cannot profile people on the street. This could be a resident or guest of a resident. He said he approached the lady and she said her cousin lived on the corner house, the single story. He cannot require her to present ID. She went to the house, a b/m answered and they carried on a conversation like he and I were in my foyer. The man was not in distress, and looked like he knew her. He waved her towards the north.

[REDACTED] continued to observe her. She went to the burned house. And then across Tidwell. He said he observed HPD arrive, she was in distress yelling. He showed me on google maps her route. She was approached by HPD at the dead-end street near of Tidwell adjacent to the church, north of Bolivia. [REDACTED] has always been more proactive than other guards. He said he is doing his best; he was genuine and concerned that we were not happy. I explained I am very satisfied with his help, and I understand the restrictions and contractual regulations.

HPD did file an incident report. Not any evidence that mail was stolen according to Security officer and resident at the end. No one offered up security of the mail theft.

 

FACEBOOK POSTS:

December 10, 2022

[REDACTED] posted a photo of a male h/m or w/m dark hair 30 plus walking through neighborhood. He has been seen knocking on doors for several days in the past. She had a great picture.

 

 

 

 

December 13, 2022

[REDACTED] posted photos of a white male and pick up on FB, plates illegible. W/M rifling cars took a pit stop on a yard. Looks like next to the [REDACTED] on Fallen Oaks. HPD responded. Neighbor got pics and he left.

December 18, 2022 6:00 am

[REDACTED] House Fire, Officer Kaahn of Homeland responded to calls and met the police and fire onsite. He texted me a report and photos. The do respond to significant calls.

December 25, 2022

[REDACTED] reported a white male and a vehicle acting suspiciously. A white female wearing a blanket. White Toyota newer model. Suspected cars on Oak Shadows

December 29, 2022 4:03 pm 3:00 pm Security Report

Resident [REDACTED] on Bolivia posted a photo and comments about a mature b/f taking mail from mailboxes. He said he contact Homeland; he said Homeland drove by.

I contact Homeland and asked how to respond to the residents, that we need Homeland to contact the resident that called. [REDACTED] responded that our security officer had first noticed the lady with packages walking on Bolivia and called HPD through operations before the call came from the resident to Homeland.

The subject was taken into custody on the North side of Tidwell at the dead-end street, HPD mental illness.

Officer [REDACTED] came to my home and I debriefed him. He reminded me he cannot profile people on the street. This could be a resident or guest of a resident. He said he approached the lady and she said her cousin lived on the corner house, the single story. He can not require her to present ID. She went to the house, a b/m answered and they carried on a conversation like he and I were in my foyer. The man was not in distress, and looked like he knew her. He waved her towards the north.

[REDACTED] continued to observe her. She went to the burned house. And then across Tidwell. He said he observed HPD arrive, she was in distress yelling. He showed me on google maps her route. She was approached by HPD at the dead-end street near of Tidwell adjacent to the church, north of Bolivia. Ismail Abid has always been more proactive than other guards. He said he is doing his best; he was genuine and concerned that we were not happy. I explained I am very satisfied with his help, and I understand the restrictions and contractual regulations.

HPD did file an incident report. Not any evidence that mail was stolen according to Security officer and resident at the end. No one offered up security of the mail theft.

There were the usual Facebook complaints by the usual complainers, that they do not believe Homeland is providing service. I used the opportunity to mention annual dues increase. Someone brought up the Deed restrictions stating Constables.

January 4, 2023 4-5:00 am 5022 and 5011 Fallen Oaks

Resident [REDACTED] contacted me to tell me about a white Avalanche Truck sitting on his curb across from my house. It had been there more than 30 minutes, and appeared to have two people inside. I called Homeland and we both called HPD. No formal report made, vehicle and driver identified by HPD.

An Officer responded quickly. [REDACTED] were able to see the driver from inside our house, white male, 19-24 black beanie & it seemed too hot for a beanie. We watched as the Avalanche left westbound on Fallen Oaks very slowly. We never saw the passenger that [REDACTED] saw.

HPD told [REDACTED] the young man had a TDL and the vehicle registration matched an address in COV on Spring Forest. The male told him that his truck overheated and he was waiting for it to cool off. That did not match [REDACTED] comments that the truck was running

We suspect that it was a team canvassing for theft. The vehicle was pointed at the house under construction. [REDACTED] have not followed up with that homeowner, [REDACTED] do not have contact. [REDACTED] does. Considered verifying no theft.

He first noticed the truck when his dog started retching and he had to go outside. Otherwise, he would not have noticed. Plates not visible and neither of us wanted to go out and get plates. I called [REDACTED] lives across Bolivia and walks his dog around 4:30 am, I asked him to get the plates as he came by. [REDACTED] confirmed that the white Avalanche turned and went towards Spring Forest.

I later heard from [REDACTED] that he noticed the brake lights on at 4:30 am and wondered why they were on so long.

Acorn Newsletter

.Nothing to report.

Social

The pictures with Santa occurred December 17^th followed by a community hayride

Follow Up from December

N/A

Next Meeting

February 12, 2023 / 7:30 pm

Meeting ended: 8:38 pm

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
.
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
.
Social
.
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