The Reserve at Cypress Creek
Community Association, Inc.

Agenda for Board Meeting
7/12/2022 at 7:00pm
Pool/Clubhouse

7:00 PM - Call to Order - Board members, Joe, Michael, and Ross were present.

7:05 PM - Reading/Approval of Minutes HOA Meeting 06-July-2022. Addition to Minutes were read and requested a motion to accept. Steven Schaefer requested the board's response recorded in the additional minutes (italicized print) be stricken. The present board members agreed. Ross made a motion to accept. All present agreed.

7:10 PM - Treasurer's Report - Ross
o Provided paper copies to the meeting attendees:
- Major Improvements / Repair Costs Excel Sheet
- P&L Budget Performance for the Community dated June 2022
- Balance Sheet as of 30-June-2022
o Discussion on why PMG was released.
o Discussion regarding the renewal of the community's power contract. Board made the decision to switch from Reliant to Cirro based on price per kWh.
o Discussed the funding of the capital reserve fund. Questions were raised when the last reserve study was conducted and what the appropriate amount of reserve should be (ex. 70%). An official study has not been performed in recent years to the board's knowledge. A suggestion was made to update the current assessment of assets and perform a financial analysis.

7:15 PM - Committees Reports
o ARC Committee - No old or new business discussed
o Deed Restrictions - No old or new business discussed
o Landscape / Playground (Joe)
o Recap of work done. Completed re-mulching of the playground area. Discussed the current state of the community's sprinkler system. Currently Qty 51 sprinkler heads to be replaced, 6-12 required adjusting, and Qty 3 known valve boxes are not working. Rick Fisher spoke about the current maintenance and replacement program being undertaken with these sprinkler heads. Recommended a professional company be looked at to resolve the remaining significant issues of the valve boxes not functioning
o Ruth Jones asked about the outside-gate sprinkler systems not functioning. This control system current knowledge resides with Pat. Pat was out of pocket the past weeks. We will get them turned on when he returns.
o Outside gate lights (right-side as your facing the community) will be serviced in the coming week.
o MUD5 requested we repaint the well fence located on the reservoir. We've had the work done to repair the fence where needed, repaint, and re-trench around the area for proper drainage. The repair included providing a top cover for pump. Alan Jones had been tarping this area for years.
o The old STOP signs being replaced (qty 6) as well as the existing speed limit signs being lowered to a level where they may be better seen by drivers.
o Lake (Joe) -
o New fountain was installed to replace a very aging pump system. The underwater electrical plug gland had some water ingress and must be replaced (warranty). Should see this happen in the next week or so. Just waiting on the new part.
o Gate/Security -
o New gate system is working beautifully. We have reduced the gate time-open to reduce the number of vehicles attempting to piggy-back enter into the community. Database has been established and working extremely well. Changes/additions on the database are seamless. Board will check on the Astrofence maintenance contract to ensure this agreement and the phone-line contract are cancelled.

o Pool (Steven Schaefer)

o Steven presented the new hours for the pool as well as how these hours were determined, and the new protocol centered around the pool maintenance crew. This has been working excellently. Talked about possibly changing the pool signage (hours) should this experiment continue to work well. There were 2 rentals of the pool in the past months since it's been opened.
o Alcohol and the presence of alcohol at the pool was discussed only as it relates to the community holding community-wide functions at the pool. The pros/cons. The reason(s) behind the alcohol policy. Concluded we should re-iterate safety in and around the pool during these functions.
o Steven announced that Carrie will be taking over the library at the pool! It was mentioned that more adult-books should be collected and rotated through the library. Michael will post this on the community website/Facebook.

o Website / Social (Michael)

o Continued improvements to the website. We've included the quarterly and annual meeting minutes onto the stie. We've integrated the directory into the website.
o Directory - Kathy Fisher has done a great job to launch the directory. Password protected. The password can be requested via email.
o Events thus far. Amazing job for the neighborhood! Catfish Tournament and Eggstravaganza were a huge success!! Ice Truck, Bounce house Face Painting, Relay Races. Well done from the whole committee. We took lessons learned from these events and recorded them for next year.
o Discussed the Goodbye to Summer Pool Party on the 13th of August.
o Discussed the TGIF Adult Socials being held the first Friday of each month from 7pm-9pm. Differing locations but we've begun at the pool.
o Garage Sale for the Fall to e established on the 15th or the 22nd of October - will be coordinated with local neighborhoods surrounding us. RACC is going to have the breakfast tacos again! Just more of them. ??
o Welcome packages for new neighbors is being worked on!

7:45 PM - New Business - Questions /Answers
o Fence - proposal of 13 families on border of Louetta submitted by Steven was responded to by the board. These were included in the handouts to the residents in attendance. There was a healthy discussion as to the reasons behind the board's decision to not fund the fence border replacement on Louetta.
o There was discussion as to where the decision-responsibility lain. Is it with the board or the community? It is the boards position that a huge financial decision for an asset that is not the responsibility of the community (as per the by-laws) shall lie with the community and therefore the issue would need to be brought forward to the community for vote.
o There was multiple statements as to the Louetta fence being a item that needs to be uniform and aesthetically pleasing for the sake of the community and therefore should be the neighborhoods responsibility.
o There was discussion as to how the decision to provide an 8ft fence and extended fence around to Louetta (2 yards) was made by the previous boards. It was concluded we would research this with the previous board members that are available.
o Some fence costs/proposals have been presented. These will be updated in the coming weeks to represent an accurate fence length and updated lumber prices.
o We determined 4 important questions needed to be addressed and answered in the coming weeks:
" Will the board initiate a capital reserve study to ensure an accurate statement of assets, and determine the health of the reserve fund? (This could be quite important when understanding where fence funding could be or could not be coming from prior to any type of vote being conducted)
" Why did the previous board choose to extend the height of the fence upwards from 6' to 8'?
" Why was the Telge Rd. fence wrapped around to include 300' onto Louetta Rd.? Did either of the residents affected by the wraparound contribute to paying for any portion of the fence?
" Did Brandon Taylor conduct research on the fence that was used in the board's decision? Understanding he was no longer on the board at the time of the decision. Is that research available?

9:00PM - Adjournment -Rick made motion to adjourn. Tom seconded.

* * * * *

Response/answers to critical questions raised during the 12-July-22 Community Board Meeting. Primarily addressing the Louetta fence issue and path forward. Please note, answers to questions 2 through 4 was information given by previous board members.

1. Will the board initiate a capital reserve study to ensure an accurate statement of assets, and determine the health of the reserve fund? (This could be quite important when understanding where fence funding could be or could not be coming from, prior to any type of vote being conducted)

A. The board will research to understand the cost, timeline, and information that would be gained when initiating a capital reserve study. We will then determine if this is a value-added and needed activity.

2. Why did the previous board choose to extend the height of the fence upwards from 6' to 8'?

A. After the expansion of Telge, the road noise increased noticeably. Several fence companies stated that a higher fence would offer some sound abatement.

3. Why was the Telge Rd. fence wrapped around to include 300' onto Louetta Rd.? Did either of the residents affected by the wraparound contribute to paying for any portion of the fence?

A. Information handed down from several people over time all agreed to an understanding that the exterior fence that had a "top cap" belonged to the community. It was remembered there was a plat that showed the community owned properties, fence, common areas, etc .... and the plat matching the "top capped" fence. So, the 300ft part along Louetta was replaced to maintain uniformity of the community-owned fence. There were/are two perimeter fence styles and that "top cap" to the fence was a clear and obvious distinction to the other fence style along the community perimeter. Since it was understood that the top cap fence was community owned, there was no basis to ask homeowners to pay for any portion of the perimeter fence.

4. Did Brandon Taylor conduct research on the fence that was used in the board's decision? Understanding he was no longer on the board at the time of the decision. Is that research available?

A. Brandon Taylor did research and brought all of the information to the board after stepping down from being president. (He then had the time to do the research.) There was a file folder that contained the original research and quotes. There were 3 quotes for the replacement fence. One quote was for an exact replacement to the original fence. There was a quote for what was decided on and then there was a quote for a 9ft tall, double boarded fence (it is believed). The fence that was approved was done so for the following reasons as it is remembered:
1) Uniformity to the fence across the street along the then completed Louetta cut through from Spring Cypress to Telge.
2) Consensus that a 8ft tall double boarded fence would probably offer some noise abatement. The board decided it was worth the additional cost to offer a possible noise reduction to the new noise level from Telge.
3) The additional cost of the taller double boarded fence was not an excessive expenditure. If records serve correctly, it being a total additional cost of about $14,000 over the original style for the entire length.

The Louetta Rd fence issue was discussed, but at that time Louetta had not been completed and the board felt that it was not timely to discuss/decide on anything before Louetta was completed. As the board understood it at the time, the community does own and is responsible for sections of fence along Louetta, end of the cul-de-sacs, but not the homeowners rear fences.

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Download Response/Answers To Critical Questions PDF

The Reserve at Cypress Creek
Community Association, Inc.

Agenda for Board Meeting
4/12/2022 at 7:00pm
Pool/Clubhouse

7:00 PM - Call to Order - Board members, Joe, Michael, Ross, Tricia and Sherry present

7:05 PM - Reading/Approval of Minutes Annual Meeting Dec. 2021 - Dennis Benotte made motion to accept. Ruth Jones seconded motion.

7:10 PM - Treasurer's Report - Ross - 110 residents fully paid - approx. 20+ are late and are being assessed late fees.
- Are we staying w PMG? - we are discussing it and what are our options. Failed to notify residents of the upcoming MUD district Bond Vote.
- Resident - prev. owner still hasn't seen transfer of deed - 3 calls no response. Randel Greer - moved in Jan. 2021. 15134 Woodford Hollow. - totally lack of resolution of his issue.

7:15 PM - Committees Reports
o ARC Committee (Tricia) - Ted committee chair discussed role of ARC committee and Deed Restriction committee.
o Deed Restrictions (Tricia) - Luis - we walk the neighborhood and PMG writes the letters and send notice.
o Landscape (Joe)
o Recap of work done - Lights in front of neighborhood - uptick of landscape at front - "franken" tree inside gate is gone and will be a garden. Seven trees removed and 6 trees trimmed. With that, hydroseeding and power washing has been completed as well as sanitizing and washing playground.
o Ruth Jones and Cheri Kline - instrumental in helping revitalize landscape around pool and common areas. Grazie!!! Mike Weiland very helpful in saving the contract issues and coordinating with HouScape.
o Ross to check with Hou Scape about sprinklers being turned on. We need it for new landscape.
o Restock lake - 500 blue gill, 30 bass and minnows.
o Lake - update on previous years work on the lake. Lake is holding water. Project is completed. Too early to tell if we are saving large amounts of water but summer will tell the story.
o Steven asked if there are plans to mulch the playscape around playground equipment. We should confirm that there will be maintenance of some kind.

o Gate/Security (Sherry)
o Review of Final Proposal for Gate and Pool system update. Houston Security Gate won the bid $31,500 and we will be updating residents on timeline of gate work and the details of transmitters and gate code updates that are going to be important for residents

o Pool (Steven Schaefer) - opening April 23rd. Power washing April 21st. Bathroom plumbing all repaired. Residents are encouraged to come out Friday April 22nd to help put summer furniture out by the pool.

o Website (Michael) - thanks to Saint power washing for the $250 gift certificate. Massive improvements to the website. Brian Wiggins has done a fantastic job at reworking the entire site! Well done! Survey results, Blog page all added this last month.

o Directory - Kathy Fisher has done a great job to launch the directory in the next month. Password protected. Will also include a back page of businesses to better patronize our resident businesses. Annual and Quarterly minutes will also be included.

o Events - (Michael) Amazing job for the neighborhood! Catfish Tournament and Eggstravaganza were a huge success!! Ice Truck, Bounce house Face Painting, Relay Races. Well done from the whole committee.
o Garage Sale - coming up April 30th - coordinated with local neighborhoods surrounding us. RACC is going to have a food truck. ??
o Summer Social event - is in the works to host on a monthly basis.
o Welcome packages for new neighbors is being worked on!

8:10 PM - New Business
o Sprinkler repairs in front of neighborhood outside the complex - Bid is $3K to find and repair 30 sprinkler heads broken or buried. Very positive resident feelings.
o Fence - proposal of 13 families on border of Louetta submitted by Steven.
o Steven summarized a statement - to be included in minutes. 13 residents are seeking board to fully fund the perimeter fencing along Louetta Rd.
o Phil suggested we take on 2 issues:
" What is the minimum capital reserve we should maintain?
" What was the discussion when we decided on the Telge fence.
o Have road bumps been discussed- yes, we have and we have dismissed it as an option. Maintenance and aesthetics are a concern.
o Resident - proponent of speed bumps - she suggested even if we put in 2 sets of speed bumps it would greatly reduce neighborhood speed. Board agreed to research it.
o Resident - asking what electricity bill is - we have some lights out. Is there a way to change mercury vapor lights to an LED.

Tricia - brings up MUD bond coming up $100M - Early vote is April 25th. Vote is May 7th. Important to our area.

9:11 PM - Adjournment -ra Dennis Benott made motion to adjourn. Ross Walton seconded.

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Dec 14, 2021
RACC Annual Meeting held at Pool/Clubhouse
Meeting Called to order - 7pm
Quorum Established - 7:05pm
Board Members Present - Joe, Pat, Sherry, Ross
2020 Annual Minutes accepted - Rick Fischer makes a motion, Brandon Taylor 2nds the motion. Minutes accepted.
Accountant report: (Ross) - Budget Handouts made available to residents.
We are in a good cash position. Most important is our Capital Reserve Fund which we save for each fiscal year. The fence was fully funded by our Capital Reserve Fund.
" Budget - Dues will move to $1275. Ross reviewed the landscape and lake projects as primary reason for raising of dues to protect our Capital Reserves.
o Lake Update - Joe details current state of lake project work. Trenches are done, root barrier completed. A few trees around perimeter of lake are so close we can't get to them and are compromising our bulkhead and are marked for removal. A cost of $8K approx. included in the 2022 budget.
New Business:
Intro BIO from new candidates - Joe Hartley, Michael Hearn, Patricia Thibodeaux, Pat Schoeller
Vote Count - Ballots were counted by residents Brian Kelnar and Kathy Fisher and confirmed by board member Sherry Martin. The 2 board positions will be filled by:
" Joe Hartley and Michael Hearn
A meeting the 1st of the year between the board members will establish the specific roles and will be communicated to residents and our management company.
General Business:
" Gate access - clearing out older codes and updating the overall system
o Resident inquiring a wireless access instead of analog system.
o Mechanism of the gate is broken because of the weight of the gate and the accuators.
o Tony addressing the rise in dues is it to pad the reserve for future expenses.
" Electrical system - bringing it up to par and fix the issues we currently are experiencing.
" AT&T Fiber Optic in the neighborhood - Raj is asking if the board can inquire to AT&T on timeline to include RACC in the Fiber Optic plans.
" Directory - Kathy Fisher- establishing a shared directory that can be shared privately with residents. We would like to make one more email pass to reach out to residents about their desire to be included in the directory.
o Resident brought to the attention to highlight small business information so we can share services among our neighbors.
8:15pm - Dennis Belhote made a motion to adjourn and Ross Walton seconded the motion. Meeting adjourned.

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