September 3rd, 2022

Happy Saturday Morning Hackberry Creek Residents!

IMPORTANT NOTE! If you wish to view any election or candidate information online you will need to be a REGISTERED member of the community website. If you are not a registered member you will NOT have access to the information. This year registered website members will be able to view biographies, all ballot items and submit their absentee ballot online. If you are NOT registered and would like to register, please view the video below for complete instructions. 

The Hackberry Creek Association office is closed Monday for the Labor Day holiday and the Annual Meeting is just over 6 weeks away but a lot is happening behind the scenes. Be sure to read through this entire NewsFlash to ensure you have all the latest information! This week's NewsFlash includes information on...

• Annual Meeting Packets Being Prepared for Mailing
• September Yard of The Month
• New Policy Adopted - How Problem Ballots Are Handled
• Board Candidate Forum - Meeting Details and Link
• Upcoming Annual Meeting - Common Questions
• Nominations For Board - Only 1 Day Left to Submit Nomination Electronically
• Upcoming Community Garage Sale
• Animal Attack Committee Information
• Village Rules - Installment 7 - Trash Cans, Noxious Activities & Security Measures
• Special Assessment Up For Vote - More Details
• Last Call - Your Vacation Photos Needed



If you have any questions feel free to contact us at the HOA office!

Video On How To Register For Community Website

SEPTEMBER YARD OF THE MONTH!

Congratulations to the Gonzalez Family at 7301 Native Oak for being selected as September Yard of The Month!

ANNUAL MEETING PACKETS

Beginning Tuesday, September 5th your association staff will be preparing the annual meeting packets with ballots and decal order forms for mailing. Here is a brief timeline on the process.

• Monday 9/5 - Labor Day holiday - office closed.
• Tuesday 9/6 - Candidate names are drawn at random to determine order placed on ballot and order of bios. All paperwork is finalized and sent for printing by noon.
• Wednesday 9/7 - Expected to have all paperwork back from printers so we can begin labeling ballots, envelopes and begin compiling the packets.
• Thursday and Friday 9/8 - 9/9 - Office staff compiles 1,200 plus packets with help of volunteers.
• Friday afternoon 9/9 - All packets are deposited with USPS for mailing.

We have no control over how fast USPS will deliver the packets but we expect everyone to receive their packet no later than the following Saturday (two weeks from today - September 17th). Please wait until Monday, September 19th to call the office if you have still not received your packet. Voting remains open via absentee ballot until October 18th.

However, all registered homeowners on the Hackberry Creek Website will be able to view much of the information in the packet online PRIOR to receiving it in the mail. Here is what will be available online and when it will be available.

Wednesday, September 7th - The names of all candidates will be released at 5pm via the Mid-Week Update. They will be listed in the order their names were drawn and will be appearing on the ballot.

Saturday, September 10th - Candidate Bios will be available on the community website and the link for registered homeowners to access the bios will be provided in the Saturday morning NewsFlash at 8am.

Monday, September 12th - The Village Manager will be hosting and moderating the Candidate forum at 7pm. Final forum details will be provided in the 9/10 NewsFlash.

Immediately after the Candidate Forum the link to access the online absentee ballot submission form will be released to the community where residents can review all ballot items and submit their vote if the wish to do so at that time. Owners will be voting on the Board election, proposed special group assessment, and approval of 2021 annual meeting minutes. No community members, board members past or present, or candidates will have access to view online ballot submissions.

Residents will still need to mail in their DECAL order form received in their Annual Meeting packet or bring it to the office to receive the 2023 decals before October 19th, 2021.

BOARD NOMINATION CLOSES 11:59 PM

SUNDAY, SEPTEMBER 4TH

The Board of Director nomination period is about to close! 

Nominations can no longer be turned in via mail or in person - at this time they can only be submitted electronically.

If you'd like to self-nominate, please use the online form (log-in first) or contact the Village Manager, Randy Smith via email at rasmith@ccmcnet.com.

We will need a brief biography with a maximum of 500 words and a color headshot photo before the 11:59pm Sunday September 4th deadline to include it in the annual meeting mailing. 

SUBMIT QUESTIONS FOR CANDIDATE FORUM

Ground rules for the candidate forum and how questions will be selected.

• Understand that it is not possible that every submitted question can be asked of the candidates over a two - two and a half hour period.

• Any homeowner is welcome to submit a question.

• An as of-yet-to-be-determined number of questions will be selected from all submissions. It is likely several questions will be similar but worded differently.

• No candidate or current board member will have advance knowledge of the questions submitted or what questions will be selected - only the association office staff.

• Submission of questions for candidates will be accepted via email or in-person at the office until Monday, September 12th at 12 noon.

• The number of candidates will dictate time allotted for each candidate to present an opening statement and how much time can be allotted for questions and a closing statement.

• There will be no debate. Candidates will address homeowners, not other candidates, and provide answers to the submitted questions read by the moderator (Village Manager). Each candidate will get equal time to answer each question. Order of candidates speaking will follow the order as listed on the annual meeting ballot.

• Homeowners attending the forum via Zoom will have their audio and video muted during the entirety of the forum. All questions asked will be homeowner-submitted questions (as read by the moderator) - no questions will be formulated by the moderator or association staff.

Guidelines for question submissions:

• Make questions clear, concise and succinct.
• Questions may be of an open-ended or yes/no nature.
• Questions should address matters of operation of the Association, current issues, policies, procedures, financial / spending-related, about future plans / goals / projects, their vision for the Village, or about their philosophy of governance of the Association.
• Keep questions general and non-personal in nature. Questions should not be disguised as a personal attack against any candidate, homeowner, or board member past or present. 
• Avoid questions asking for specific statistics or "gotcha-type" questions.
• Understand that questions should be brief enough and clear enough that a candidate could answer in a few minutes or with limited time.
• Avoid multi-part questions that would require lengthy, detailed responses.

If candidates agree to publicize their contact info, at the end of the candidate forum that contact info will be provided so homeowners can reach out for more specifics from a particular candidate or candidates.

Submit a question by clicking the email link below or bring your question to the office before 12 noon on September 12th.

HACKBERRY CREEK LIVING SUBMISSIONS!

INTERESTING STORY OR AWARD? TELL IT TO HACKBERRY CREEK LIVING MAGAZINE



Have you or someone in your family recently won an award, or have an interesting hobby, talent or interest that you would like to share with your neighbors? If so, we would love to include it in the next issue of Hackberry Creek Living Magazine. 

Have you taken a trip or had an adventure that you would like to share? Explore, Dream, Discover is the title of a regular feature about our residents’ travels that will run in Hackberry Creek Living. Hackberry Creek residents have visited many fascinating places, both in the United States and all over the world. 

If you are an aspiring author, we encourage you to write an article that you think your neighbors would enjoy reading. And, photos are always welcome! 

Please e-mail your submittals to Hackberry Creek Living Editor Nancy Miller at: studio.design1@hotmail.com. The submittal deadline for the October/November issue is September 10, 2022.

BOARD CANDIDATE FORUM LOG-IN DETAILS

Be sure to mark your calendars for the Board Candidate Forum to be held via Zoom on September 12th, 2022 at 7:00pm. Your Village Manager will do a brief review of how voting and the election process works, then introduce all candidates running for a board of director seat. All candidates will have an opportunity to introduce themselves, make a brief statement, answer questions and provide a closing statement. All candidates will be calling in via Zoom from their own private connection so the sound and video quality should be very good.

The entire forum will be recorded for those who cannot attend and a link will be made available on the community website the following day for those who wish to view later.

Zoom Info for meeting can be found below:

Topic: Hackberry Creek Board Candidate Forum

Time: Sep 12, 2022 07:00 PM Central Time (US and Canada)

Join Zoom Meeting

https://us06web.zoom.us/j/82848664263  

Meeting ID: 828 4866 4263

To call-in by phone only - (346) 248-7799

SEPTEMBER COMMUNITY GARAGE SALE!

Community Yard Sale Scheduled for Saturday, September 24th

Do you have items you no longer need/want and looking to sell them for a few bucks? Are you needing a reason to declutter your home and clear out items you have accumulated over the past years? We have a solution for you! 

Hackberry Creek will be hosting a community-wide yard sale on Saturday, September 24th from 8am to 11am with setup starting at 6:30am. It will be located on the front parking lot of Las Colinas Elementary School. The cost is $10 for a “stall” aka parking spot in which you can set up shop and sell your items. Additionally, we hope to have a donation truck come out toward the end of the event so you have the option to donate any unsold items.

The registration link will go live on Wednesday in the Mid-Week update, so keep an eye out! 

Volunteers are still welcome! If you would like to help with this event, please email Becca at rgarcia2188@gmail.com. 

ANNUAL MEETING INFORMATION!

Be sure to see the new Annual Mtg/Election Questions category on the homeowner forum page. If you have a question about anything related to the annual meeting / voting simply post it there and we will address the question as quickly as possible!

COMMON QUESTIONS ABOUT VOTING

How many board positions are up for a vote at the October 19^th, 2022 Annual Meeting?

This year there are three (3) board positions up for election and two (2) alternate positions (non-voting) up for election. Expiring terms are Russell Riggins, Bill Daly, and Susie Shaw. The one-year alternate terms of Roger Henson and Raveen Arora are also expiring.

How are the winners of the election determined?

Of all candidates running for the board, the three candidates who receive the most total number of votes will be installed as the three elected directors for a term of two years. The candidates who receive the 4^th most and 5^th most votes are installed as one-year term alternate directors.

Is the HOA required to post daily or weekly voting totals? Is this recommended?

There is no legal requirement to post vote totals while absentee ballots are being turned in and before the final vote count at the Annual Meeting. However, it has been the Association’s practice to publish vote tallies on a regular basis in order to inform the community how close the Association is in meeting quorum, the vote tallies for the Special Assessment, and candidate totals. With Board approval, the management team can begin posting ongoing totals (weekdays) on the Association website by 5pm each day. This particular item on posting vote totals for this election has not been finalized by the Board as of this time.

For more Q&A's see the button with the link to the forum above!

NEW ANIMAL ATTACK COMMITTEE FORMED

The purpose of this Committee is to review and make recommendations to develop Rules to address animal attacks in the Village. This would include recommendations to help prevent attacks too.

If you'd like to provide input or volunteer for the committee please contact Committee Chair, Steve Nguyen. Email him by clicking below!

NEW POLICY ADOPTED - PROBLEM BALLOTS

At the last Board Meeting the Board adopted a policy for filing on how any ballots that have an issue are handled.  The new policy is available on the website and can be viewed by clicking button below:

VILLAGE RULES - DID YOU KNOW?

Installment 7 - Trash Cans, Noxious Activities & Security Measures

Each week we will be highlighting a portion of the recorded village rules for Hackberry Creek.

The Village Rules were last updated on 12/15/2021.

VILLAGE RULES REGARDING TRASH CANS, NOXIOUS ACTIVITIES & SECURITY MEASURES 

Trash Cans

Trash cans must be stored out of view from the common area or golf course.

Noxious Activities

No noxious or offensive activity or pollution emitting sight/sound/smell, as determined by the Association, shall be conducted or permitted on any portion of the Properties.

Security Measures

a)   These Rules outline the restrictions applicable to the construction or installation of security measures, including but not limited to a security camera, motion detector, or perimeter fence, by owners.

b)   Owners may install or build security measures on their lot for the purpose of deterring criminal acts or to increase personal security while adhering to and promoting the design, harmony, and aesthetics of the subdivision. The Association shall have the sole and absolute discretion in determining whether an item or improvement is a reasonable security measure subject to the allowances provided herein.

c)   Cameras/Motion Detectors. Owners may place cameras and motion detectors on their lot for security measures, not on the lot of any other owner, and not on any Association property. Cameras shall be used for the primary purpose of capturing images of the lot on which the camera is installed and shall not unreasonably interfere with the use and enjoyment of any neighbor’s lot or Association property. Camera use will be limited to situations that do not violate the reasonable expectation of privacy as defined by law.

d)   Perimeter Fencing. Plans and specifications, including an application for the installation of a perimeter fence, will not be reviewed or approved by the MACC/VACC unless accompanied by: (i) the drawing showing materials, dimensions and location submitted in order to obtain a permit; and (ii) a permit issued by the City or other applicable municipal authority allowing the installation. Perimeter fencing is permitted by the Association as a security measure and must be ground-mounted on the boundary line of the owner’s lot and installed in a contiguous manner around the entirety of the lot boundaries. No gaps in perimeter fencing are permitted, i.e., the perimeter fencing must fully enclose the lot. Perimeter fencing shall not exceed six feet (6') in height or be lower than four feet (4') in height. A gate in a perimeter fence is for all purposes considered part of the fence. Any gate shall open towards the interior of the lot. The Association may prohibit fencing other than perimeter fencing. All fencing including perimeter fencing must receive prior written approval from the Association’s MACC/VACC. Perimeter fencing shall not consist of any barbed wire, razor wire, wire mesh, chain link, or vinyl. Electrically charged fencing is prohibited.

e)     Plans and Specifications. Prior to installation of any security measure, the owner must submit plans and specifications including dimensions, colors, materials, and proposed location on the owner’s lot, scaled in relation to all boundary lines and other improvements on the lot. Plans must be submitted to the MACC/VACC, and the owner must receive prior written approval prior to installation of any security measures. All proposed installations must be of a type, including materials, color, design, and location, approved by the MACC/VACC. The MACC/VACC may require the use of, or prohibit, specific materials, colors, and designs and may require a specific location(s) for the security measure. An owner who builds or installs a security measure must ensure that compliance with all laws, ordinances and codes. An approval of an application for a security measure by the MACC/VACC is not a guaranty or representation of compliance with any laws, ordinances, codes or drainage requirements, and the owner assumes all risks, expenses and liabilities associated with safety measures built or installed, including, but not limited to, the city or county requiring the removal of perimeter fencing for any reason.

f)       AN APPROVAL OF AN APPLICATION FOR A SECURITY MEASURE BY THE MACC/VACC SHALL IN NO WAY BE CONSIDERED OR CONSTRUED THAT THE ASSOCIATION OR ITS MACC/VACC ARE INSURERS OR GUARANTORS OF SECURITY OR SAFETY OF PERSONS, PROPERTY OR POTENTIAL CRIMINAL ACTIVITY. FURTHER, NEITHER THE ASSOCIATION NOR the MACC/VACC SHALL BE HELD LIABLE FOR ANY LOSS OR DAMAGE BY REASON OF FAILURE OR INEFFECTIVENESS OF THE OWNER’S SECURITY MEASURE(S).

g)     Any security measure built or installed must be properly maintained, kept in good repair, and not permitted to go into a state of disrepair or become an eyesore, as determined in the sole and absolute discretion of the Board of Directors

To read all of the Village Rules, click the button below to go to the website page where the document is located!

SPECIAL ASSESSMENT UP FOR VOTE

IMPORTANT INFORMATION REGARDING

SPECIAL GROUP ASSESSMENT

The Homeowners Association is responsible for capital improvements and replacements in the Village, such as streets, alleys, bridges, storm sewers, street-parallel sidewalks, parks and gatehouses. We have estimated replacement costs of over $26 million through the fiscal year 2047-48. 

Under a 1983 contract with the Hackberry Creek Country Club, the Homeowners Association is required to pay 20% of all Annual Assessments collected from our Members to the Country Club in exchange for certain discounts on membership fees to those homeowners who join the Club. In 2007, we negotiated an agreement with the Country Club whereby they agreed that Special Assessments used for Capital Improvements/Replacements were not subject to the 20% fee. In exchange, the Homeowners Association agreed to continue to pay the 20% fee on all Annual Assessments.

In order to implement this agreement, our Homeowners Association assessments must be collected in two parts:

Annual Assessment – Operating Expenses are raised through our Annual Assessment, which is set by our Board of Directors each June based on our approved Operating Budget. 

Special Group Assessment – Funds for Capital Improvements/Replacements are raised through a Special Group Assessment that is based on an analysis of our infrastructure replacement needs and other planned capital improvements. The proposed 2023 Special Group Assessment rate is $0.11 per $100 of Appraised Value. This is a lower rate than previous years and is needed to maintain our capital reserve account at an adequate level to be able to replace Village infrastructure as it wears out.

By separating our assessments into these two categories, we avoid paying the 20% fee to the Country Club on funds raised for our capital expenditures, yielding an annual savings to our Property Owners in excess of $200,000.

In order to realize this savings, Property Owners representing at least 50.1% of the

total votes in our neighborhood must vote to approve the Special Group

Assessment resolution on the enclosed Annual Meeting Absentee Ballot.

The Association Board recommends a vote FOR the Resolution so that our Members will realize this significant savings.

If you have any questions on this matter, contact any Board Member or the Village Manager at 972-401-4946.

LAST CALL - VACATION PHOTOS NEEDED!

The upcoming October/November issue of Hackberry Creek Living Magazine will feature our annual Best Summer Vacation Ever photos! Please submit your photos to Nancy Miller at: studio.design1@hotmail.com, along with a short description including who is in the photo and where it was taken!

Audriana Skillern

Administrative Assistant

askillern@ccmcnet.com

Under the direction of the Village Manager, the Administrative Coordinator works with homeowners to provide new homeowner orientations, vehicle registrations, membership support and clerical duties. The Administrative Coordinator also processes new vendor applications, invoices, and provides the onsite team and Board of Directors with support with all facets of Hackberry Creek operations.

Jason Snider

Compliance Coordinator

jsnider@ccmcnet.com

Under the direction of the Village Manager, the Community Standards Coordinator conducts inspections of residential properties within the community to determine if violations of deed restrictions exist with specific reference to property maintenance and aesthetics. The Community Standards Coordinator works with Hackberry Creek homeowners to ensure compliance when violations are found, while maintaining accurate records of complaints and inspections made.