Blog

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Date: 2/10/2022
Time: 7:30 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen
Hope Edmondson
Dan Sherer
Cassie Ramsay
Lori Bulla
Polina Blossman
Jennifer Romanick – Attendance
Approval of Minutes
Minutes from January meeting will be updated and sent out for approval this week.
Committee Seats
Financials
YTD and January 2022
• Revenues were favorable to budget by $86
• Expenses were favorable for the month by $5,584
o Landscaping and Security expenses have not posted ($5,157 budgeted)
• Total income for the month was favorable by $5,671
Profits and Losses YTD
• As a comparison to budget, for the month we have $24,161 in Gross Revenue, $2,906 in Total Expenses, after deprecation COCC has Net Income of $21,091.
Accounts Receivable
• There are $17,333 in assessments and late fees due to COCC that are from 2021 and prior from 19 residents. This is anyone that owes more than $370
• There are $24,020 in 2022 assessments from 70 residents

*As of this meeting we have received more HOA dues so approximately 60 residence owe 2022 dues. There has also been communication from some residence to communicate their intentions to send in the owed dues.
Pool Report
The pool has one membership. Lori is recommending buying chemicals in bulk for the year. She will be doing some comparison in pricing to select best deal. As we move out of pandemic mode, Lori expects to have requests for Pavilion rentals. As we look at the price of chemicals and the possible large increase in cost, Lori is recommending increasing Pavilion rental fees. More chemicals are used around large parties.
Sandy is recommending that in anticipation of Pavilion rentals we should plan for the Pavilion flooring. This project has more urgency due to the possible social event in March. Inquiry in the possibility for a cement pad in lieu of replacing/repairing wood flooring.
Plan of action is to investigate the subflooring to determine if it is stable. After we identify possible issues we will communicate about plan of action and decide on materials as well as location.
Landscaping
Charlie’s garden has been affected by the recent freeze. It appears the flowers were lost. The backflow preventor busted because of the freeze and was leaking water. We are facing replacement of the backflow preventor and vegetation in Charlies Garden.
Our hired landscape help is keeping up with cleaning the shared areas but no grass is growing.
We have not had luck contacting SMC – Sonya Chavez for landscaping bid.
Deed Restrictions
Completed recent deed restriction drive on February 6, 2022. Paulina is working on letters and will have to Sandy to send out next week.
Security
Auto left on Fallen Oaks and witnessed on ring cameras. We have not had any cars or parts of cars stolen recent past. We do not have any home burglaries or violent crimes. Hope has done an accounting of visits after noticing there was a gap in reports being turned. Hope is reaching out to the security company to request the missing reports but suspect the gap in receipt is due to a new security officer who may not know the parodical. However, Hope has received recent and ongoing reports.
Acorn Newsletter
March is the next newsletter distribution. March is the last paper copy and then we will go to a digital copy.
1. Jennifer is recommending the board meeting notes are reported on website in lieu of the using the newsletter to report the information.
2. Jennifer is recommending we publicize neighbor stories: awards, neighbor events, birthdays
3. Jennifer would like to share what is going on in the area – social etc.
4. Create an email for acorn data – Paulina setting up
5. Have a calendar of events
6. Security report = Hope has volunteered to provide data
7. Create a link on Facebook to go to acorn on website
Paulina and Jennifer have agreed to work on the website and setting up email.
Categories for newsletter are security, social, pool, and neighbor updates.
The board discussed creating a parental release of child content to be posted digital acorn (such as pictures of the child).
Who is the admin for Facebook – Jennifer is requesting that Paulina, Jennifer and Cassie will be a media team to add content to the page. Lori would like to stop her role as a administrator. Notification to Elizabeth will be made shortly. Paulina, Jennifer and Cassie will meet soon to discuss all of the above topics.
March Newsletter – should include Poll of HOA spend, change to digital format and introduction of the new format including submit your news.
Social
Board agrees to a March social event with a food truck. This will be a good opportunity to present acorn changes and request for information.
Follow Up
1. Pavilion structure investigation and next steps
2. Acorn, website and Facebook updates/development
3. Assess pool chemical cost and possible increase to pavilion rental fees
4. Follow up on Security missing reports
5. Follow up on SMC landscaping company for bid
Next Meeting
March 10, 2022 / 7:30, Zoom
Meeting ended 9 pm

Date: 1/13/2022
Time: 7:30 pm
Facilitator: Sandy Ericksen
In Attendance
Sandy Ericksen
Hope Edmondson
Dan Gonzalez
Dan Sherer
Cassie Ramsay
Lori Bulla
Polina Blossman
Johanna Wolfe
Approval of Minutes
Minutes from December Meeting were approved via e-mail
Committee Seats
Need to vote:
Secretary – nominated Cassie and all approved
Treasury – Nominate Daniel Gonzalez to open board position and continue role as treasurer. Approved
Vice President – nominate Lori Bolla and all approved.
President – Nominate Sandy Erickson and all approved
Security – Nominate Hope and all approved
Landscaping – Nominate Dan Sherer and all approved
Deed Restrictions – Nominate Paulina and all approved
Long Range Planning – Nominated Joanna and all approved
Pool – Nominate Lori Bolla and all approved
Financials
Calendar year 2021 a few assessments no rentals and decrease $829 dollars unfavorable
December is up $12,225
Expenses $1913 unfavorable
As of today COA has received 140 HOA dues out of 282.
Cassie will send out a notice to residence that HOA dues are due.
Wish List:
1. Gate – $10k CC & $1k OC
2. Wood Fencing on Oak Trail and Oak Haven – $20K CC
3. Security – $5k OP (expecting 10% increase)
4. Tidwell Tree Maintenance – $10k Op
5. Irrigation of Esplanade – $5k OP
6. CCTV – $15k CC – $1k OP
7. Updated Patio Area-$60k CC – $1k OP
8. sdIron Fence – $30k CC – $1k OP
9. Pool Company – $14k OP
Total: $135,00 CC $173,000 Op
Last HOA increase was 2003 and the only increase. Original is $240
Board agrees a possible increase to HOA may be needed to address increase in costs and improvement. Johanna recommended sending out a poll asking residence what would they like to see in neighborhood improvements
Pool Report
Before summer season there are boards that need to be replaced in pavilion. Need to market pool to residence and Village residence. Look into using Next Door and Facebook to market.
Landscaping
Nothing to report
Deed Restrictions
Nothing to report except that there are improvements happening around the neighborhood. Next Deed Restrictions drive set for February 6, 2022 at 1 pm.
Security
No crimes against people but small thefts. May need to increase security patrols.
Acorn Newsletter
We will continue the newsletter but it will go online. Agree to one last small printing that discusses the new online newsletter and poll for improvements.
Follow Up
1. Board has agreed to continue the Acorn Newsletter but moving it to a digital copy available via e-mail distribution. One last printed copy will be issued addressing this change and inviting people to take the poll on HOA Dues spend.
2. Architectural Control Committee needs to be established. Proposed to establish this committee at the same time a HOA dues increase marketing.
3. Clarify those with access to Facebook page/website
4. Barking Dog – the board will continue to discuss any involvement the board will have regarding this matter. This may be simply notification residents that the board has received complaints.
Next Meeting
Motion to adjourn was made at 9:00 p.m. and was passed unanimously.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
December 9, 2021

2021 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Marilyn Harper Secretary & Acorn Editor
Hope Edmondson Security Committee Chair
Polina Blossman Deed Restrictions Chair & Website
Dan Sherer Landscaping Chair
-Open- Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach
Cassie Ramsay Inducted to open seat; elected for 2022-2023

Present at Advent Lutheran: Sandy Ericksen, Lori Bulla, Marilyn Harper.
Zoom: Dan Sherer, Dan Gonzalez, Cassie Ramsay, Polina Blossman.
Absent: Johanna Wolfe, Hope Edmondson.

Sandy opened the meeting at 7:40 pm.

Pool: Lori reported that Ray has made the new seat covers for the lounge chairs at the pool. Later in the winter season he will make a tarp cover for the stacked chairs, that can be stored under the roof of the pavilion, to protect from off-season weather. Lori also reported a broken board in the flooring of the pavilion that needs to be repaired.

Landscaping: Dan Sherer reported that his current contract company is doing a better job recently so he wants to keep them. Sandy reported that there is still a chance that NNMD (Near Northwest Management District) will be able to take on some of the work of keeping the Tidwell esplanades tidier where it runs through Candlelight Oaks. Of particular concern is pruning of trees, provided years ago by City of Houston, planted on those esplanades by CO volunteers, but CoH is not doing a good job with the upkeep of those trees.

Treasury: Dan Gonzalez went over the details of the budget report as of the end of November, which he emails to Sandy and Marilyn before each board meeting. He said that month had some new and unanticipated expenses (legal costs and fence repair on Tidwell), and that fewer homeowners paid 2022 dues as soon as received. However, 31 homes had paid by the night of this meeting.

2021 YTD
· Revenues were unfavorable to budget by $14,533
o 2022 Assessments have been sent. It appears not as many residents have paid in Nov. as we
predicted in the budget. Anticipate this to be made up over the next 2 months.
· Expenses were favorable to budget by $1,084
· Total Income was unfavorable to budget by $13,507

November 2021
· Revenues were unfavorable to budget by $9690
· Expenses were unfavorable for the month by $916
o Additional unanticipated/unbudgeted legal and landscaping expenses
· Total income for the month was unfavorable by $10,611

Profits and Losses YTD
· As a comparison to budget, for the year we have $81,156 in Gross Profits, $102,205 in Total Expenses, after depreciation COCC has Net Income of -$22,847

Accounts Receivable
· There are $23,605 in assessments due to COCC that are from 2021, and prior from 9 residents
· There are $87,535 in 2022 assessments from 244 residents

Because there were a total of 28 homeowners who were more than 2 years overdue, it was decided that 2 years would be the cutoff point for sending the account to the attorney.

Deed Restrictions: Polina will continue to head the DR Committee next year, with Sandy and Cassie along for the drives. A date was set for the first drive in 2022. Polina said she had been using HCAD to get the names of the homeowners who will get a letter, but Sandy will see to it that Polina gets the latest data in the spreadsheet maintained by Proledge.

General: Some miscellaneous discussions came up near the end of the meeting. Marilyn reported that when she spoke to homeowner Don Kiger about the upcoming Pix with Santa event to be held in his front yard, he had asked if the Board could provide some of the edibles. Marilyn moved to spend $100 for bakery products for the event, seconded by Lori, and approved by all attending. Cassie confirmed that she has obtained a Santa Claus costume for that event.

Lori said she would like to see a system that could open the pool driveway gate in the morning and then close it at night, so that no persons would have to go over and do that. So that is to be investigated to see if there is something suitable and affordable.

Sandy closed the meeting at 8:45 pm.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
November 11, 2021

2021 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Marilyn Harper Secretary & Acorn Editor
Hope Edmondson Security Committee Chair
Polina Blossman Deed Restrictions Chair & Website
Dan Sherer Landscaping Chair
-Open- Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach
Cassie Ramsay Inducted to open seat; elected for 2022-2023

NOTE: There was no board meeting for October 2021. The election was held at the COCC pool/playground, along with a Food Truck Social. Results of the election:
28 ballots were cast.
The budget is approved. 27 voted yes, 1 no.
Lori and Cassie are on the 2021 board.
27 votes for Lori ( she did not vote for herself)
22 write-in votes for Cassie
One additional write-in candidate: Royal Honore

NOVEMBER MEETING
Present: Sandy Ericksen, Lori Bulla, Marilyn Harper, Dan Gonzalez, Johanna Wolfe. ZOOM: Hope Edmondson, Dan Sherer, Cassie Ramsay. Absent: Polina Blossman. Guest: Christina Walsh, assistant to State Rep Penny Morales Shaw.

Sandy opened the meeting at 7:40 pm.

Pool: Lori reported that Ray Cowart, resident who maintains the pool grounds and equipment, has bid on rehabbing the set of 8 chaise longues that are very worn out. Lori recommended that the Board do it, and do it during the off-season when the seats are not in constant demand, and Ray has time to work on the project. The total price comes to $541.25. Johanna moved that we do this, Hope seconded, and all members voted Yes.

Treasury: Dan Gonzalez went through the details of the budget as it stood the day before the meeting. The invoices for 2022 will be going out soon. There will be reminders posted on RoCO and NextDoor regarding the invoices, so that homeowners will be checking to see if they have received theirs yet.

2021 YTD
• Revenues were unfavorable to budget by $4,863.47
o Although some letters have been sent to all residents that still need to pay their annual dues there are still a few outstanding that have yet to pay their assessments. A few residents did pay outstanding dues in October
• Expenses were favorable to budget by $2,000.41
• Total Income was unfavorable to budget by $2,896.05
October 2021
• Revenues were favorable for the month by $1,035
• Expenses were favorable for the month by $2,126
• Total income for the month was favorable by $2,123
Profits and Losses YTD
• As a comparison to budget, for the year we have $75,721 in Gross Profits, $92,918 in Total Expenses, after depreciation COCC has Net Income of -$18,829
Accounts Receivable
• There are $10,330 in assessments due to COCC that are from previous years from 9 residents
• There are $3,210 in 2021 assessments that are in the current period from 18 residents

Workday: Dan Sherer’s Tidwell volunteer cleanup project will be conducted on Saturday Nov 20 starting at 8:30 a.m. Tasks to be done include a refresh of plants and mulch for Charlie’s Garden on the Bolivia esplanade, power washing of the white brick walls on each side of Bolivia, and tree cleanup on the Tidwell sidewalks. The exact tasks to be done on Tidwell depend on whether the NNMD and/or Homeland Security can help with traffic control, as fallen or cut branches will be put into a trailer on Tidwell, if that can be done safely.

Security: Hope reported that a “slimjim” device was found in the vicinity of some recently reported car break-ins. She said this suggests that not all losses from cars were due to owners not locking their cars, or use of high-tech gadgets for unlocking cars. She said that Homeland patrols were now spotting and advising door-to-door solicitors that CO is a no-solicitation neighborhood.

General: Due to recent changes enacted by Texas legislature regarding HOAs, our Deed Restrictions need to be updated. COCC’s attorney Chip Smith has recommended that COCC restore an Architectural Control Committee (ACC), to ensure that architectural harmony is maintained within Candlelight Oaks. He states that CO is the only HOA he works for that has let its ACC lapse. Any changes will have to be voted on by each of the 4 sections in CO. Mr. Smith will assist with updating our legal paperwork that will be eventually filed with Harris County, once approved by the required percentage of COCC property owners. To reduce legal costs to COCC for the update, Lori will write a first draft of an amendment, which will then be submitted to Mr. Smith for legal review. Following approval by the board and Mr. Smith, the draft will be presented to COCC’s property owners for their vote.

Our guest, assistant to State Representative Penny Morales Shaw, was eager to work with CO board members, although only a few of our homes are in District 148 — Most of us are in District 139 with Jarvis Johnson.

Sandy closed the meeting at 8:50 pm.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
September 9, 2021

2021 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Marilyn Harper Secretary & Acorn Editor
Hope Edmondson Security Committee Chair
Polina Blossman Deed Restrictions Chair & Website
Dan Sherer Landscaping Chair
-Open- Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

NOTE: There was no board meeting for August 2021.

Present: Sandy Ericksen, Dan Gonzalez, Johanna Wolfe, Marilyn Harper, Dan Sherer, Lori Bulla, Hope Edmondson, Polina Blossman.. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM.

Sandy opened the meeting at 7:35 pm.

Pool: Lori reported that the pool got inspected by CoH Health Dept, and everything regarding the pool itself was found to be Ok, but she was told that the glass-topped tables were not allowed. The glass needs to be replaced with plexiglass or some safer material by next year’s inspection.

Treasury: Dan G had sent the treasury report produced by Proledge ahead of the meeting, with the figures shown below. Dan said that current budget items that are behind expectation for the year are basically because of unpaid dues. There was a discussion about how targeted letters to homeowners behind on their dues had generated some payments earlier this year, so that will be done again.

2021 YTD (does include August)
Revenues were unfavorable to budget by $5405.
– Although some letters have been sent to all residents that still need to pay their annual dues, there are still some outstanding that have yet to pay their assessments. Total outstanding revenue is $17,227. See A/R below for additional detail.
– Expenses were favorable to budget by $2990
– Total Income was unfavorable to budget by $2441

Profits and Losses YTD
– As a comparison to budget, for the year we have $71,729 in Gross Profits, $74,448 in Total Expenses, after depreciation, COCC has Net Income of -$4025.
– Part of the large change from July was the $8350 insurance expense as well as July and August Security expenses charging the account during this time period.

Accounts Receivable
– There are $13512 in assessments due to COCC for previous years from 12 residents.
– There are $3715 in 2021 assessments that are in the current period from 18 residents.

Social: Johanna said that the Food Truck event on August 12 fell about $600 short of expectation. The BBQ was enjoyed, the Drinks truck did a brisk business, and the children who had ice cream treats enjoyed them, but the turnout simply fell short. Marilyn thought it was mostly the weather report for that evening, which had been discouraging — although it did not rain, after all. Johanna thought having the trucks parked in the pool parking area could have misled some people that might have been expecting to see the trucks in the cul-de-sac on Oakhaven. Another food truck social will be held along with the October Election on the 14th.

Security: Hope reported that crime has been very low this year in CO, but she did say that a workman in the neighborhood had some of his equipment stolen from his vehicle while he was busy working on site. She said this sort of crime is common all over northwest Houston. She advised people to beware of cars with paper license plates, if you are outside where you can see them.

Landscaping: Dan Sherer said the CoH Water Department still does not have the water meter that was restored to service on the Bolivia median working properly. He told us the mulch placed around the flowers in Charlie’s Garden in May needs to be replenished, probably costing $200-300. There was a discussion about the need for removing the palm tree which did not recover from the February Freeze. Sandy had gotten bids from New Image Trees for removing both palms in the Spring, but we opted to have them trimmed to see if they might recover. Sadly, only one of them did. There was also a discussion of the need for fresh playground “mulch”, which is not a landscaping topic. The last time the playground surface was topped up with its special mulch was April 2016, done as an Eagle Scout project by resident Thomas Vina.

It was discussed that almost no response to the “Shaggy Trees on Tidwell” issue had occurred, although Sandy said she found one home where some branches hanging over the fence had been cut, but then simply dumped onto the driveway to the pool. Dan S suggested we have a weekend work session this fall to trim trees and clean up the worst obstructions along the sidewalks on both sides of Tidwell.

Deed Restrictions: Polina said it was time to do another DR drive-through, and she, Sandy, and Marilyn agreed to October 17 at 1 pm.

Election: The COCC election for 2022-2023 will be held at the pool on October 14. We need to start advertising for several new board members, as Dan Gonzalez (Treasurer) and Marilyn Harper (Secretary) are leaving the board when their terms expire on December 31. (Note below my research into previous elections and terms.)

Sandy adjourned the meeting at 8:45 pm.

Election Notes:
Sandy Ericksen, Johanna Wolfe, Polina Blossman, Hope Edmondson, and Dan Sherer have 2021-2022 terms that extend into next year. Lori appears to be the only current member who will need to run again in the October election. Lori’s 2020-2021 term expires December 31, and I hope she will run again for 2022-2023. So COCC needs Lori and 3 new members to bring the board back up to its official 9 members for the Jan 2022 meeting. The 3 new board members will replace Dan G, Marilyn, and A.D. Koen who left the board Spring 2021 upon turning over Security Committee to Hope.