VILLAGE

TWIN OAKS

October 8, 2021
Demand Letter to Management Company – board member sent 1st demand letter to previous management company (Sterling) to obtain missing information necessary for a complete transition. (RT)

October 23, 2021
Fall Holiday Lighting – board member and wife picked up 6 storage containers of holiday lighting from the Twin Oaks storage unit and installed lighting around the Splash Park.  (RT and wife)

October 28-30, 2021
Fall Holiday Lighting – board members and a volunteer installed orange/clear holiday lighting around the perimeter of the Pool.  (RT, SE)

October 30, 2021
Pool Maintenance – board member cleaned out clogged filter baskets/skimmers while checking on the condition of the pool. (SE)

November 2, 2021
Branford Park Lighting – the light poles within the park area @ Branford Park were not working. Board member investigated during night/day and reset light timers to resolve issue. (RT)

November 2, 2021
Demand Letter to Management Company – board member sent 2nd demand letter to previous management company (Sterling) to obtain missing information necessary for a complete transition. (RT)

November 5, 2021
Shopped and purchased lights for entry trees. (RT)

November 8, 2021
Measured for lights and wiring on Orchid Ridge, Highland Oaks, West Oaks Village drive. (RT)

November 8, 2021
Notified the patrol deputy about homeowner complaint about trucks parking in red fire zone (no parking zone) behind Jack-in-the-box. (RT)

November 10, 2021
Worked through landscape proposals for dead tree removal and tree trimming and compared against remaining 2021 budget category funds to make spending proposal to management company and board. (RT)

November 11, 2021
Requested webmaster to add additional resources and reconfigured the Lawn Maintenance and Garden Tips page (RT). http://www.twinoaksvillage.net/lawn-maintenance---garden-tips.html

November 12, 2021

  • Requested webmaster to make a correction on the “title tag” of the ACC Guidelines page so that it shows up correctly in web browsers. http://www.twinoaksvillage.net/acc-guidelines.html  (RT) 
  • Followed up with CIA Services regarding electrical repairs brought to their attention on Oct 7. (RT)
  • Installed Xmas lighting around trees on West Oaks Village drive, Highland Oaks, Orchid Ridge (SS and son, RT).


November 13, 2021
Made trip to 2 Walmart stores to purchase 26 outdoor Christmas bows for holiday décor (RT).

November 15, 2021
Surveyed the park on Clarendon Bend near Raven’s Call and followed up with management company regarding park lighting outage submitted on Oct 7.  Surveyed the Highland Oaks monument lighting fixtures and reported findings to the management company as part of electrical repairs submitted on Oct 7. (RT)

November 18, 2021
Finalized the budget (2 hrs) with the community manager to meet a Nov 19 deadline to prepare the annual statements. (RT)

November 23, 2021

  • Responded to homeowner on Nextdoor regarding ACC applications. (RT)
  • Sent instructions to our web host to update ACC link to CIA Services. (RT) http://www.twinoaksvillage.net/acc-guidelines.html 
  • Updated board and management company that a homeowner may join us tonight to discuss ideas for community events. Provided background information on the discussion. (RT)
  • Conducted board meeting from 6:30pm to 9:30pm. (RT, KF, SS)


November 24, 2021

  • Drove to Splash Park during the day to check functionality of Christmas lights. They were not on last night. (RT)
  • Contacted Monarch/Landscaping to remind them to pick up and throw away advertisement signs in the neighborhood. (RT)
  • Drove to Splash Park at night. Lights were not on.  Switched out on/off sensor. Working. (RT).


November 30, 2021

  • Removed advertising signs from street poles in neighborhood (along Westmoor) as they are not allowed in the neighborhood. (RT)
  • Sent project approvals for dead tree removal ($4,498.96) and cypress tree removal ($2,112.46) to Monarch/Landscaper. (RT)
  • Had a phone call with CIA Services management to ensure they have resources in place to assist with the annual statement errors and to bring awareness to them about email delay issues. (RT)


December 2, 2021
Followed up with CIA Services management via phone to get update on email/server issue status on the statement discrepancies. (RT)

December 6, 2021

  • Followed up with CIA regarding a neighbor’s incorrect annual statement. (RT)
  • Drove down Westmoor, Highland Oaks, Bellaire, and West Oaks Village drive to check the tree removal work completed. (RT)


December 7, 2021
Contacted CIA Services on behalf of a few homeowners to help them get a reply from CIA Services about their annual statement discrepancies. (RT)
Followed up with the CIA Services Architectural Control group to ensure they received 6 the application decisions sent Nov 29-30. (RT)

December 8, 2021

  • CIA did not receive the 6 ACC decisions sent Nov 29-30 (probably due to their server problem) so I forwarded all 6 decisions again. (RT)
  • Sent landscape Spring Colors to board for approval.  Approved and sent to landscaper. (RT)
  • Informed landscaper (Monarch) that we would like to include the whole community in future decisions regarding the color choices of the flower installations. (RT)
  • Processed 4 additional ACC applications – sent them to the ACC team (RT)
  • Made updates to the ACC guidelines page on www.twinoaksvillage.net (RT)


“To avoid denial of your application, please read the ACC guidelines for the type of improvement planned and ensure that the information in the application is complete and meets those guidelines. The #1 and #2 reasons for denial are that the (1) application includes information or specifications that are restricted or prohibited by the guidelines and/or (2) the application is missing information (such as scale drawings, all measurements, materials to be used, a lot survey, and photos). The more information, the better.”

December 9, 2021
Responded to 3 homeowners regarding the 2022 assessments. (RT)

December 10, 2021

  • Surveyed the pipeline easement to determine how many trees need to be removed. Photographed 14 large trees as well as landscape material that was dumped by homeowners or landscape companies. Reported findings to management company and board. (RT)
  • Checked the lights at the monument on Highland Oaks. Turned off breaker, removed outlet covers for each light, and inspected wiring. One of the lights is not working and found that the wiring is damaged. Reported findings to management company and board. (RT)


December 11, 2021

  • Checked the lighting fixtures at the park at Raven’s Call to ensure the electrical work was complete. Found that only 1 of the two lights are working. Reported findings to management company and board. (RT)
  • Requested CIA to make updates to the CIA website to include the TOV ACC guidelines (currently missing).  https://www.ciaservices.com/cia-community-documents.php?id=358060  (RT)
  • Requested update from CIA and Holt/Young (attorney) in regard to ACC guidelines filed with the clerk’s office in October. (RT)


December 12, 2021

  • Contacted CIA on behalf of homeowner for follow up concerning annual statement. Replied to homeowner. (RT)
  • Sent 5 applications to the ACC Committee and forwarded responses to management company
  • Asked webmaster to update formatting on ACC page (RT)
  • Photographed and reported for repair a school zone speed limit sign that was damaged at the corner of Garden Field and Highland Oaks. (RT)


December 17, 2021
Contacted CIA to request missing sheriff patrol reports, financials, and meeting minutes so that they can be posted on the Twin Oaks website for homeowner availability. (RT)

December 18, 2021
Noticed that the Christmas lights were out at the Orchid Ridge monument. Reset GFCI outlets to turn lights back on (they tripped during the rain). (RT)

December 20, 2021
Uploaded photos of the trees/debris in the pipeline easement to sharepoint and sent message to board to review and make a decision on the extend of work we wish to be completed. (RT)

January 1, 2022
Post a freeze warning notice on Nextdoor for pets/pipes/plants/people along with video instructions for “winterizing” sprinkler systems.  (RT)

January 3, 2022

  • Coordinated a response between a homeowner and CIA regarding annual statement. Resolved. (RT)
  • Set up meeting with CIA property maintenance manager to walk/survey the pipeline easement. (RT)
  • Sent photos of trees and debris in the pipeline easement to CIA Services. (RT)
  • Unplugged all Christmas lights (West Oaks Village Dr monument, Westmoor Dr monument, Splash Park, Highland Oaks monuments, Orchid Ridge monument, pool). (RT)
  • Reported pool key issue (box left open) to Monarch landscape company. (RT)
  • Sent photo of homeowner tree damage to Twin Oaks concrete wall to CIA Services. (RT)
  • Reviewed and approved bill payment for $30,056.30 (total) (RT)


January 4, 2022
Send the CIA maintenance coordinator the instructions for the manual light timer in Branford Park. (RT)

January 5, 2022
Spent 2.5 hours with CIA Services maintenance coordinator surveying the property to point out repairs and maintenance items that needed to be addressed. (RT)

January 6, 2022

  • Approved removal, stripping, repainting, and reinstallation of the lighting sconces (4) on both side monuments at the Highland Oaks entrance. (RT)
  • Followed up with CIA Services with regard to the mosquito spraying contract with Big Oaks MUD.  The MUD has not provided information requested in order for Twin Oaks to make a responsible financial decision regarding the handling of the mosquito contract. The bill came in 20% higher than expected for 2021 and there is expected to be an additional 30% increase in price for 2022. (RT)


January 7, 2022

  • Met with Twin Oaks sheriff patrol deputies Smith and Walker to meet new evening patrol deputy and discuss recent issues in the community. (RT)
  • Asked CIA Services to follow up with any homeowners that submitted ACC applications in November through January 7 to ensure that they received a reply via email and/or US mail. (RT)


January 8, 2022
7am-9:20am - Took down Christmas lighting and wreaths at pool, splash park, Orchid Ridge, Westmoor, West Oaks Village, Highland Oaks. (SE, JK, RT)

January 9, 2022

  • 1pm-3:30pm – Organized, labeled, and moved storage tubs of Christmas décor and wreaths to storage unit (SE, RT)
  • Cleaned out filter baskets at pool (SE)
  • Reviewed storage fees with the Mini Storage company, got contacts to obtain a discount on behalf of the HOA, paid January storage fee. (RT)
  • Filed paperwork with CIA for reimbursement of storage fee and supplies for HOA. (RT)


January 10, 2022
Took photos at the park at Ravens Call and submitted repair request to CIA Services to have overhead lights and outlets repaired. (RT)

January 11, 2022

  • Responded to homeowner on Nextdoor and followed up with CIA regarding a longstanding violation in the community. (RT)
  • Created maps of the pipeline easement with areas indicating where gates need to be installed to keep people from dumping trash and tree debris in the pipeline area (which costs the HOA money to clean up).  Sent info to CIA Services maintenance coordinator for bids for the gates. (RT)


January 13, 2022

The following is a list of actions taken by the unpaid volunteer HOA board members. The purpose of the list is to provide homeowners visibility of actions being taken, repairs and maintenance to the community, interactions between the management company and the board, events/incidents that have occurred, insight into future plans, and more. The list will be updated once per month.


Actions taken by board members are represented by the board member’s initials:
(RT) Robert Tice, (SS) Sonyan Stephens, (JK) Jessica Kennedy, (SE) Sylvie Elmer, (KF) Kathy Falkenbury

Actions and Accomplishments

- Bylaws and Covenants
- Security Patrol Reports
- Forms
- Pool Information
- ACC Guidelines

- Financials & Meeting Docs

-Water, Trash, Sewer/Drainage