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Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
September 10, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Ericksen, Lori Bulla, A.D. Koen, Cassie Ramsay, Dan Gonzalez, Michael Kuhnen, Marilyn Harper. Not Present: Johanna Wolfe, Darin Lee, Charlie Bowman. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:42 pm.

Treasury: Dan gave us a summary of the treasury, which was that both revenues and expenses were favorable to budget through August. Accounts Receivable still has old debt due to unpaid assessments, to the tune of about $14K.

Pool: Lori reported that she had asked pool caretaker Ray Cowart when the bathroom painting project could start, and he said just about any time. But Mike said he would not be able to prep the inside surfaces until the following week. It was noted that usage at the pool would become lighter as school got busier. Also as it gets cooler, that is preferable for painting.

Social: No social events are planned, but Cassie was asked about getting food trucks for the COCC Election, final stage of which will be held at the pool/playground on October 10, in lieu of OaksFest. The board will meet by Zoom on October 8, but board members who wish to will be present on the 10th with the official voting box, as the last opportunity to turn in your ballots for 2021. Cassie leans toward having Chick-fil-A food truck booked for this occasion, as this company would be a hit with both adults and children. In the meantime, Johanna has been talking to more up-scale food truck vendors, but was concerned by the high minimums that were required to book them. Mike made a motion that the board would guarantee $500 minimum for a food truck vender, Lori seconded, and the motion carried.

Election: It was decided that in order to meet the By Laws requirement that the ballots should be available to homeowners at least 10 days before the election closed, so we would have the October Acorn ready for printer Gill Daoust by Sept 25, and delivered by board members with routes by Sept 28. Deadline for content, including the approved proposed budget and the bios for those running for board seats will be Sept 23.

Security: A.D. said he is still getting the Homeland Protective Service patrol reports, but not very much is seen to be happening here. Marilyn said that she had heard from Polina Blossman, who is our volunteer website admin, that she had found if we wanted to use fillable PDF format for our vacation watch request, we would have to pay for a license to do that. Mike said he has a PDF license that we might be able to use. We will find out if this is workable.

Sandy adjourned the meeting at 8:35.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
August 13, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Ericksen, Lori Bulla, A.D. Koen, Cassie Ramsay, Johanna Wolfe, Michael Kuhnen, Marilyn Harper. Not Present: Dan Gonzalez, Darin Lee, Charlie Bowman. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:37 pm.

Pool: Lori reported on emergency repairs made to the gate card reader, which had become almost unusable. She mentioned that when the system had been installed, it was known by the vendor that it was not rated for outdoor use. The new reader was installed for $616 and is a better system. All members were switched to the new system by the service techs, so Lori did not have to do that manually.

In other pool news, she said the trees trimmed back around the pool were getting lots of compliments from pool members. The City Health Dept inspector finally came by for the 2020 inspection. Everything passed, but she was told that next year, it will be required for “backwash water” to be connected to the city sewer system. It is currently allowed to run out onto the grass. Research of old COCC documents will have to be done to see if there is any info on where sewer lines exist, with the hope that something will be close to the pump house.

Business: Sandy reported that she had spoken to our insurance agent, as the annual payment was due by end of August. The amount to insure our common areas including the pool, restrooms, and the playground has been constant at $8K/yr for many years, and she wanted to know if the amount should be increased considering the upgrade to the pool this year. It was decided to vote to approve the insurance premium by email, after it is known what the recommended amount will be. [See Footnote 1.]

Sandy also wants to get a date set for the painting of the restrooms. Lori will ask Ray Cowart and his employee Eloy when they can start, so Mike Kuhnen will know when he needs to go over and remove paper towel and other attachments on the interior walls. Sandy is also investigating outdoor cleaning sprays that might be able to clean up the white brick walls on Tidwell at Bolivia, in lieu of power washing.

Security: A.D. reported that he gets daily reports from HPS officers who patrol in CO. They put a copy of the report in his mailbox when they are ready to leave. He has recommended to supervisor Shelley at HPS that one or more of the officers be given membership in our Facebook Group so they will be aware of any crime or safety issues that are posted there. There was a brief discussion of a recent event where a gun was fired pre-dawn in a back yard on Droddy St. HPD says there is not much accomplished by calling either HPD or a security service when you hear gunshots, but have no idea of the location. If you do know the exact location, you should immediately call HPD non-emergency to report the address, then call the security service, too.

Social: Still no social events planned during Covid-19 Lockdown. Johanna mentioned that once the weather cools down a bit, we can have food truck events in cul-de-sacs.

Treasury: Sandy read highlights from the notes that Treasurer Dan Gonzales had emailed so this information would be available for the meeting. Our budget position is favorable to the projected budget approved for 2020, and we have already saved ~ $4K on security cost. There are 22 homeowners not fully paid for 2020 and thus owing $6015. And additional 8 homeowners owe dues from 2020 and earlier, totaling $9906. There are some pending legal actions with the larger past due accounts that should be resolved in the near future and provide us with some clarification on next steps to collect.

Pool revenue is down a bit this year, in spite of having great membership response, because pavilion rentals were ruled out by the City of Houston Health Department Covid-19 rules regarding social distancing. CoH licenses our pool and we have to abide by their regulations. [See Footnote 2.]

Election: October is election month for COCC, so the Treasury needs to start work on preparing a budget for 2021. Marilyn will look at last year’s ballot to confirm which board members’ 2-year terms will expire this year. We need to see if there will be any vacancies to get started on recruiting.

To-Do’s: A question came up about COCC’s right-of-way to the driveway from Tidwell to the pool parking. Some board members were concerned by the flimsy fence recently erected around the vacant lot north of the COCC pool and playground. Michael mentioned Houston GIMS data system as a place to look for sewer pipes that could be a connection to the backwash water from our pool.

Sandy adjourned the meeting at 8:38.

Footnote 1: Sandy sent email to the board the day after the meeting, reporting that the insurance agent saw no reason to increase the coverage for the pool, so she moved the amount of $8K be paid this month for insurance. After this was announced in email, we had a quorum of approval votes within a few days.

Footnote 2: Sandy reported by email to the board that the current pool membership was 59, while there had been 72 in 2019. This is rather amazing considering this year’s late start due to the pool makeover, and the limitations imposed by CoH Health Dept.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
July 9, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Ericksen, Lori Bulla, A.D. Koen, Dan Gonzalez, Johanna Wolfe, Michael Kuhnen, Marilyn Harper, Charlie Bowman. Not Present: Cassie Ramsay, Darin Lee. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:37 pm.

Treasury: Dan reported that with overdue homeowner dues collected and pool memberships purchased, the budget was currently about $8K over projected amount for those sources of income. Most of our expenses are close to the projected budget, but we have so far this year exceeded the budget for accounting services, and our water utility bill.

Sandy brought up some work that needed to be done at the pool/playground area, and it was discussed whether there would be money in the budget. One item that did not get done by board volunteers this Spring was to paint the bathroom building at the pool, both inside and out. After discussion of what prep work to do (take down wall attachments and patch any rough areas), paint brands and cost and number of gallons needed, an estimate of up to $1000 was agreed upon, with Johanna making the motion, Sandy seconded, and all online approved. Mike has volunteered to fix up the interior surfaces, and bids will be sought on the painting. Mike has also volunteered to maintain the driveway from Tidwell and the parking lot at the pool, using his new tractor. He has done one grading pass on the driveway already.

Sandy, Lori, and Charlie have walked the pool and playground areas and noted where trees needed trimming. A bid will be sought from the tree company that Charlie, Marilyn, and 2 other CO residents have used and recommended this year.

Pool: Lori reported that there were 51 memberships at the pool, and that the Covid-19 restrictions were being observed by those she has seen using the pool. She remarked there weren’t any capacity issues even on the 4th of July. There was a brief discussion of an area near the pool where we had added fill dirt, but were not able to find grass sod for it during the Spring. Lori says there are green plants growing in it, so we can get by as it is for now.

Security: A.D. said the new security company Homeland Protective Services is currently sending their patrol reports to the supervisor Shelley at the HPS office. She then takes screen shots of the reports and emails JPG files to A.D. Since this isn’t a format that is searchable text, he will work with them to explore other options. Regarding vacation watch, HPS does not currently have a form for that, but Shelley told A.D. to send them one indicating what we want. So far, Sandy and A.D. said they have approached HPS patrols that they saw working CO, and spoke briefly to them, and were impressed.

Social: Still no summer plans that could possibly work under the Covid-19 rules. Marilyn reminded the board that she had looked up National Night Out and saw it will be held on Oct 6, 2020 in Texas.

Deed Restrictions: Still no activity among the 3 board members who used to do the drive throughs. With social distancing, 3 people in a car just doesn’t work, nor does 3 people trying to find, confirm, and agree on a situation separately, resulting in a DR letter. Marilyn illustrated that while she knows of a home on Droddy that has terrible Mold & Mildew on the siding, she is not willing to send a letter when she does not know if there are other homes with M&M just as bad or even worse.

Website: Johanna asks why candlelightoaks.com still has SEAL on it. The answer is that Polina B. is now our webmaster, but she has to be sent whatever needs to be fixed or updated. Marilyn thinks Polina will run for the Board in October and then she will be plugged in on having the information for managing the website. [See FOOTNOTE.]

As the meeting was coming to a close, Lori said that she would like to be informed on the meaning of a balanced budget and how reserves work. The board had to approve the use of some reserves in order to pay for the COCC pool replastering. If we could only spend what is raised by homeowner dues each year, we would never be able to pay for large intermittent expenses or emergencies. Charlie recently wrote and sent to the board an explanation of how the reserves work in our finances. Now we just need to read and understand it in time for the October election issue of the Acorn.

Sandy adjourned the meeting at 8:37.

FOOTNOTE: Sandy volunteered to contact Polina to update the website. Polina was contacted the following morning and updated the site immediately. The SEAL info and photo were removed, and the new security company Homeland Protective Services info and photo were put into place on the website.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
June 11, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Ericksen, Lori Bulla, Cassie Ramsay, A.D. Koen, Michael Kuhnen, Marilyn Harper, Charlie Bowman. Not Present: Dan Gonzalez, Johanna Wolfe, Darin Lee. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was hosted by Sandy using ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:38 pm.

Pool: Lori reported that the pool has been able to garner 40 memberships so far this year, and that there have been many compliments from members about the attractive appearance of the pool and the deck around it. No problems have been reported with the restrictions on number of swimmers or any issues with hygiene or social distancing.

Security: A.D. reported that the initial contract with Homeland Protective Services had been signed, and that he and Sandy gave written notice to SEAL on June 1 that our long-running use of their services would terminate on June 30. SEAL began charging us $32/hr in January, and they also wanted us to agree to 8-hr shifts. SEAL’s changes did not fit with our needs or our budget. We will have to get the security signs around the neighborhood changed out by July 1, so A.D. and Gill will be working on that. Hopefully we will be able to keep the tall metal poles that our signs are on now, but no one knew for sure if those poles belong to us or to SEAL.

Treasury: Dan could not attend the meeting, but had sent an email report with the current status. Charlie Bowman stepped up as volunteer assistant to the Treasury to present and discuss Dan’s information. Among the status items were that $4600 was collected so far in June, and that 23 homes were still past due, however 2 of those are in the process of being sold, so those accounts will be paid up after the sales are completed.

Dan showed that the estimated expenses for June to December are $68,800. The checking account balance is $38,300. Subtract these two and the account would be short $30,500. Dan wanted to let the Board know that we are transferring $41,800 from Savings to Checking. That will leave $11,300 after the expected expenditures, plus the estimated incoming $10,000 in assessments, $5000 in pool fees, and $700 in transfer fees. This will total expected $27,000 in Checking by the end of 2020 to provide a cushion just in case there are any unforeseen expenses, and will also leave $100,000 safely in reserves.

Charlie had noticed and discussed with Dan that the cost to COCC is $12 for a returned check. They agreed that beginning in fiscal year 2021, there should be a $25 fee for a returned check. After Charlie led a discussion of this proposal during the meeting, A.D. seconded the motion, and all members present online approved. Sandy commended Charlie for all his advice and effort over the last 7 years to work with the COCC Treasury.

Social: Due to continued restrictions for Covid-19, Sandy remarked and Cassie agreed that food trucks were likely to be the best bet for any social gathering in Candlelight Oaks this summer. Sandy said National Night Out might be ok for an event in August, but Marilyn said that NNO is held in the Fall in Texas, and she would look up the date. (See Footnote below.)

Deed Restrictions: Mike, Marilyn, and Cassie all said they have not gone out for any inspections recently.

Marilyn asked if any progress had been made on the idea that came up at a meeting this Spring, to have the homeowner information spreadsheet be put online. Mike and Dan had discussed it, and the basic idea was that just a few board members and Proledge would have access to update names and contact info. Another few board members could have read-only access to get current names and addresses for letters and emails. Mike said nothing had been done yet, but the spreadsheet would eventually be set up.

There are still a few Work Day type of improvements that were intended for the pool this Spring, that may not get done until much later in the year. Mike reports that he has not been able to find grass sod needed to fill in a semicircle on the west side of the pool. This area was left bare after old broken concrete where there used to be a diving board was removed as part of the renovation this Spring. The other big project was to repaint the bathroom building, but it has gotten too hot for that now. Sandy also wants to power wash the brick walls at the Bolivia entrance from Tidwell, but one of the homes where we would need to borrow their back yard water connection is being sold and is not likely to be occupied for a while.

The virtual meeting was adjourned at 9:30 pm.

Footnote: The state of Texas celebrates National Night Out on the first Tuesday in October. That will be October 6, 2020, and we’ll just have to wait and see what the Lock Down situation is by then.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
May 14, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Erichsen, Lori Bulla, A.D. Koen, Michael Kuhnen, Marilyn Harper, Dan Gonzalez, Cassie Ramsay, Charlie Bowman. NOTE: Due to the ongoing COVID-19 lockdown and social distancing, this meeting was held by ZOOM technology, with participants either on their computer or cell phone cameras or just phoned in.

Sandy opened the meeting at 7:35 pm.

Treasury: Dan reported that 239 of the 282 homes have paid all or part of the 2020 dues. There is currently about $13K uncollected for 2020 payment plans. There is an additional $9K unpaid from last year or even longer ago. Sandy said 2 demand letters are going out. Charlie noted that the attorney adds his fees to our balance when he files a bankruptcy case, then takes his fees from the proceeds when the balance is collected.

Pool: The final amount paid to the Guthrie Pool Co for the renovation and repairs at the pool was $43,793.50. This includes repair of problems that were not detected until the pool had been drained. The concrete deck was extensively repaired, and some sections were discarded and replaced. A patterned sealer was put on the completed decking.

Lori reported that the Houston Health Department has said that pools might be able to reopen after May 20. We will need signage that states the limits on number of people in the water, and encourages users to bring sanitizer and disinfectant, and practice social distancing except from their own family members. The initial limit will be 25% of capacity, which means 10 people in the pool at the same time. Lori recommends there should be no pavilion rentals until more than 10 people can be allowed. She also recommends we limit the current hours of operation. We will need some temporary signs explaining all the new rules and limitations.

Lori suggested we might want to use a sign-in clipboard, but Michael said a clipboard would be a high-touch item, and then Lori agreed we should not do that. A few board members were not optimistic that people would be well-behaved under the restrictions. Johanna said she would check with other HOAs with pools to see what their reopening plans are. Johanna and Sandy also thought checking with apartments that have pools could turn up some ideas.

Social: Cassie was sad to realize that there isn’t going to be any way to have any social committee events as long as social distancing is required. At best, some small, informal gatherings based on food trucks summoned to a cul-de-sac might work.

Landscaping: Darin said he is getting new quotes for pricing the landscaping on our common areas.

Deed Restrictions: Michael wants to try a new method of finding DR violations. He wants each committee member to do their own drive-through, and on seeing something, either get a picture or just describe it in an email to the committee. If there is agreement that there is a violation, a letter will be sent to the homeowner.

Security: A.D. is still communicating with Homeland Protective Services and wants to get them to modify one provision of their contract. He moved to hold a special meeting at the pavilion on Saturday May 16 to discuss this matter. Marilyn seconded the motion and all approved. The hold-up issue is HPS did not want to modify their standard contract in any way. A.D. and Lori want to set the initial contract period to be 6 months rather than 1 full year, as the amount of time after which either party can give 30 days notice. There was agreement to meet at the pavilion at 10 a.m. and to invite Don Wasson of the COV board to attend the meeting.

The virtual meeting was adjourned at 9:30 pm.

COCC Meeting in April 2020 was canceled

COCC Meeting in March 2020 was canceled (Lack of Quorum)

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
February 13, 2020
2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach
Present: Sandy Erichsen, Lori Bulla, A.D. Koen, Michael Kuhnen, Marilyn Harper, Dan
Gonzalez, Johanna Wolfe, Cassie Ramsay, Darin Lee. Guest: Victor Colmenares of
Outreach Strategists.
Sandy opened the meeting at 7:40 pm.
The guest Mr Colmeranes was from the same group that had sent an employee to sit in on
our January meeting. Outreach Specialists has been hired by some city department to
monitor HOA board meetings to see what services neighborhoods are talking about.
Treasury: Dan reported that the bank balance was currently $16,970 ahead of where we
thought we would be at the end of January, according to the predicted 2020 budget.
About 35% of the homeowners have not yet paid their 2020 dues, which are officially
overdue as of January 31. There are still some accounts not fully paid up from last year,
but Dan said 80% of those not paid are from this year. Payment plans will be set up to
accommodate those not yet paid. The total currently unpaid is $43K, with $8K of that
being overdue more than 60 days (i.e. from 2019).
Pool: Lori and Sandy made visits to 2 references that had replastering and other work
done by (1) Guthrie Pools and (2) Texas Aquatic Enterprises. Guthrie’s reference was
more favorable than the other. Lori likes Guthrie Pools and presented a detailed work
proposal with itemized costs from them. Mike wants to try to meet with Guthrie at our
pool next week, preferably Monday when he has a day off, to get some idea of what
concrete work, e.g. walkways around pool, they recommend. The options on the Guthrie
proposal were all discussed, and only those most essential to getting the pool repaired
were added up: 1) prep and chip-out to remove the old surface, 2) plaster with upgrade to
50% quart for durability, 3) replacement of missing tiles from kiddie pool, using those
that Sandy bought last year, and 4) “start-up” procedure after pool is refilled to condition
the new plaster over a 4-day period. Mike added up the cost of these options, which came
out to $25,867. Lori proposed to the board that we approve spending this amount to hire
Guthrie Pools, Sandy seconded, and all present voted Yes to proceed.
There are still some issues related to concrete walkways needing repair, and upgrading
the lights around the pool, which can be addressed later, and can be voted on by email.
But it was essential to get the basic pool renovation started ASAP, so it will be ready for
Spring activities. We will have a Spring Spruce-Up event on a Saturday, and hope we can
get residents to come over and help us. Mike will work up a list of chores and minor
repairs that willing volunteers can do, and we will announce when the list is ready.
Security: A.D. reported that he never was able to contact any references for the
American Guards Security company that was visited way back in November 2019. He
has met with Homeland Protective Services and passed around their handout. This seems
like a good possibility for a new hire, and A.D. will ask them to send someone to meet
the board at the March meeting.
Landscaping: Darin reported that City of Houston has never responded to his requests
for removal of a few dead trees on their esplanades on Tidwell. He said he might just pick
them up himself, using a chainsaw to cut trunks into size that would fit in his truck. Mike
said he might be able to help too. No specific date and time were mentioned.
Social: Cassie said she will have a new scenario for the Easter event this year. No longer
will people have to bring their own plastic eggs, nor line their children up for egg hunts at
a specific time. She is going to buy plastic eggs that can be reused, to be traded in for
prizes. Edibles will include chicken nuggets, sweets, and drinks. There will be an Easter
invitation flyer delivered to mailboxes explaining the new event — Should be much easier
for everyone.
Deed Restrictions: There was a discussion of how DR is being conducted these days.
We had a full house, all 9 board members being present. Unlike other discussions of how
and why it had come to pass that COCC quit using the $25 fine as an incentive for
homeowners not to simply ignore DR letters, this time there was more interest in reviving
this practice. It has not been used for some years now, during which DR drive-throughs
were being conducted, and letters sent out. It was agreed that Sandy will speak to our
HOA attorney about the use of fines for ignoring DR letters, and Marilyn will look into a
modified version of the verbiage that used to be found in these letters, back when paid
HOA management companies were handling DR for COCC, Inc. We are now saying that
DR letter recipients can simply let us know what their plan is to fix things, and that will
stop them from getting further letters. Some people have filed a plan, but it then may take
further nudging to get something happening. The biggest problem is people who simply
ignore the letters completely.
Meeting was adjourned at 9:20 pm.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
January 9, 2020

2020 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Dan Gonzalez Treasurer
Charlie Bowman Volunteer Assistant Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Lori Bulla, A.D. Koen, Mike Kuhnen, Dan Gonzalez, Darin Lee, Marilyn Harper. Absent: Sandy Ericksen, Cassie Ramsay, Johanna Wolfe. Guest: Ana Ulloa of Outreach Strategists.

As Sandy was out of town on a business trip, VP Lori Bulla called the meeting to order at 7:31 pm. Again, SEAL did not send a security speaker for this meeting, but no one had contacted SEAL and asked for them to send a speaker. We aren’t sure why no speaker is coming to the meetings, but the November meeting was held one week early, and no one thought to contact SEAL about the change, so the usual speaker may have come on the 2nd Thursday in November and found no one there. This mix-up may well be our fault.

Landscaping: Darin reported that the “landscaping extra” project that was approved by the board in December got done. Landscaping Extras was a line item in the 2019 budget, not an extra expense. This project was to cut and haul away tree limbs that were obstructing the sidewalks on both sides of Tidwell. These limbs were hanging down over fences from back yards, and should be kept cleared away by the individual homeowners. However, a majority on the board thought that this project was a good use of the Landscaping Extras item in the budget.

Treasury: Dan reported that COCC was currently less in arrears than had been expected at the time of the October 2019 election, according to the budget published at that time. He reported that one new method of payment had been added: Zelle. Other online payments may be added this year to make it as convenient as possible to pay dues.

It was reported that the attempt to save money by emailing the 2020 dues invoices to homeowners that we had an email address on record did not work for everyone. But some homeowners who were sent paper invoices also complained they did not receive it. The email complaints may have been due to the info we had not being up-to-date, or perhaps the invoice ended up in the user’s spam folder. Next year we hope to have a more accurate emailing list, and do a better job by informing homeowners ahead of time to check for COCC email.

Marilyn complained that the homeowner contact list she had been given to use for Deed Restriction letters was never up-to-date. Mike recommended that we need to have just one copy of our list, online, and used by everyone who needs to know names and addresses. Just a few board members would have update permission to change names and contact information, when a home is sold or a new email address is reported to us. Mike and Dan discussed keeping a master list in a Google app, and setting up the permissions for it. This will be discussed at the next board meeting before being implemented.

Pool: Lori reported she expects to have the 3rd bid very soon for replastering the pool, and is checking references and will soon decide on a company. Several people reported that the wooden benches between the parking lot and the pool fence are falling apart and need repairs. Mike suggested we have a Spring Workday at the pool/playground, with a list of chores to be done and tools to bring. Several board members remembered that we used to do this every Spring. Mike and Darin will coordinate this event, and we will publicize to get the best turnout of volunteers that we can.

Social: Cassie was out with the flu, but Lori and Marilyn noted that Easter, April 12, will be the first event of the year.

Deed Restrictions: The next DR drive through was set to be Jan 26.

At this point, our guest Ana Ulloa was asked to speak to the board about her organization, Outreach Strategists LLC. Ms Ulloa told us her company was contracted to meet with and get information from Houston citizens about specific problems they have and what their expectations are for solutions. She said that flooding was a high priority topic. She and others in her company will be going to HOA board meetings in areas affected by recent floods, but she was surprised that COCC board meetings usually attract few or no residents. In future, if she plans to attend our meeting, she will let us know she will be there so we can publicize it, in case CO residents want to ask questions.

Security: A.D. reported that he had called the 3 references he was given by the American Guards Security company that had been interviewed in November. But 2 of the references had full voicemails and the 3rd one never answered. A.D. had invited the contact for another security company to stop by at around 8-8:15 pm that evening and meet with the board, but that person did not show up. The question came up as to whether Candlelight Oaks Village was satisfied with the Pioneer Security they are using, and Marilyn volunteered to ask a COV homeowner about this.

Lori adjourned the meeting at 8:30 pm.

Candlelight Oaks Civic Club, Inc
Minutes of Board of Directors Meeting
December 12, 2019

2019 BOARD MEMBERS:
Sandy Ericksen President
Lori Bulla Vice-President & Pool Committee Chair
Charlie Bowman Acting Treasurer
Dan Gonzalez Co-Treasurer
Marilyn Harper Secretary & Acorn Editor
A.D. Koen Security Committee Chair
Michael Kuhnen Deed Restrictions Chair
Darin Lee Landscaping Chair
Cassie Ramsay Social Committee Chair
Johanna Wolfe Long Range Planning & Government Outreach

Present: Sandy Ericksen, Lori Bulla, Charlie Bowman, Johanna Wolfe, A.D. Koen, Cassie Ramsay, Marilyn Harper. Absent: Mike Kuhnen, Dan Gonzalez, Darin Lee. Guests: Amy Peck, Ricardo Valle, Roland Pena, E.B. Hawthorne, Ian O’Jon, Martin Reyna.

Sandy called the meeting to order at 7:35 pm. SEAL did not send a security speaker for this meeting. Johanna introduced the guest speaker, Amy Peck, runoff candidate for our City Council seat representing District A. Ms Peck said she has been the chief of staff for the outgoing, term-limited Brenda Stardig. Early voting results showed her leading the other runoff candidate, G.H. Zoes. One point Ms Peck stressed was that District A receives less than 1% of the project funding that City of Houston receives from taxpayers, while the average is 9% per city council district. She said District C receives the highest amount of city funding. Ms Peck said she intends to introduce a charter amendment to change the way funding is allocated, which is currently controlled by the Mayor. Our problems with traffic along Tidwell were described, including wrecks that break through CO backyard fences, but Ms Peck said that CoH does not have funds for reinforced fencing. The barrier fencing we see along some freeways was built by Texas Dept of Transportation. One item that she said she will ask HPD to use on Tidwell where it runs through our neighborhood is a new version of the unattended radar trailer. It reflects back each approaching car’s speed, but also sends data to HPD which identifies locations with speeding problems.

At 8:15, Mr Peck was ready to leave, and Sandy called for the board business session to start, so some of the residents who had come to see Amy Peck then left.

The Board then nominated and accepted the following officers and committee chairs: President: Sandy Ericksen; Vice President: Lori Bulla; Treasurer: Dan Gonzales; Secretary: Marilyn Harper. Board members who have been assisting Dan with particular Treasury chores — such as paying invoices that come to board email – Lori; checking the secure mailbox – Sandy; advice and assistance – Charlie — All agreed to continue doing these helpful things during 2020. There was discussion and consensus that the Board is not ready to let our “retired” banker Charlie Bowman retire completely yet, so we will keep him on The Acorn masthead for the coming year, as an assistant. All board members present who have a committee chairmanship agreed to continue for another year. These include Lori – Pool, A.D. – Security, Social – Cassie, Long Range Plans and Outreach – Johanna. Mike and Darin were absent, but assigned to their current chairs for Deed Restriction and Landscaping, pending their future agreement. Sandy then asked for committee end-of-the year reports.

Social: Cassie said everything was ready for the Santa event on Saturday the 14th. Santa Pat would be there for picture taking. She was bringing hot chocolate and snacks. The host homeowner Don Kiger was asking for Toys for Tots donations.

Deed Restrictions: Marilyn said that the next DR drive through would be sometime in January, but the date was not decided on.

Lights: Not a committee, but A.D. and Sandy were planning to take the Christmas Lights contest signs out for the judging on the evening of Sunday the 15th.

Pool: Lori said she was getting her 3rd bid for replastering the pool, and would be speaking with Darin’s referral. She expects to recommend a vendor to the board soon.

Security: A.D. said he still doesn’t have the sort of proposal he asked for from SEAL, showing the differences between the old contract with changes they want to make. The AGS security company that A.D., Sandy, and Marilyn visited in November finally sent the requested references. There was also a referral from Sgt Bonsey who used to patrol CO for Seal, to a friend of his who is a Harris County deputy, regarding security patrols conducted by deputies.

Landscaping: Darin could not be present, but he had sent an email earlier regarding a bid of $700, made by the landscaper who is mowing CO’s common areas, to do some tree work on the sidewalks on both sides of Tidwell. This will remove and haul away tree limbs that are hanging down over back fences and obstructing use of the sidewalks. Those trees belong to the owners of the back yards, but it was decided that cleaning up the sidewalks would greatly improve the appearance along Tidwell. Johanna proposed and Sandy seconded the motion to proceed with this job. The cost is covered by the budget line-item for Landscaping Extras for 2019.

Sandy adjourned the meeting at 9:20 pm.