OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES – SPECIAL SESSION

SEPTEMBER 27, 2022

The meeting was called to order at 8:31 p.m. by President Crafton.

Present: Board Members Junior Crafton, Gary Haupt, Megan McGuire and Jeff Farquhar were in attendance via phone.

Absent:  Jeff Wilhoit was on vacation and unavailable by phone.

President Crafton called this special session to evaluate the impact to the Center facilities employees, membership and campground site renters from the upcoming Garth Brooks concert at the Thunder Ridge Arena on Friday, September 30, Saturday, October 1 and Sunday, October 2 and anticipated problems with traffic volume and inadequate parking.

President Crafton asked Megan McGuire to provide the sequence of events that unfolded at the Center this morning.  An HOA member came to the office and asked if he could park his car at the Center and go to the Garth concert.  He stated that his wife had difficulty walking long distances and they could not purchase a parking pass as the passes were all sold out.  He was going to have his son drop him and his wife off at the venue, drive the car to the Center and walk to the venue to meet his parents. And do the reverse after the concert. If he could not park in the facility lot, he asked if he could purchase a tent site and park in the campground.  President Crafton stated that he had contacted the state and county agencies involved in providing traffic control for the concert and the expectation of extreme traffic was anticipated.

The Board discussed four options:

• Do nothing – not a viable option as the risk of property damage and/or pedestrian injury was unacceptable;
• Rope off part of property to discourage parking on the grass and staying on the parking lot; put up signs of private property, no parking and no event parking, members only; leave facility open to members and no extra employees staffing lot – this option was considered as viable however the risk of property damage and pedestrian injury was a concern – this option did not risk employees being involved in any possible verbal or physical altercation with event attendees and left the facility open to members not involved in the event;
• Barricade off facility in total at Highway 86 entrance, staff employees at entrance to turn away all vehicles except campers with reservations at campground – this option was considered viable however it would result in closing recreation and pool facilities early to the membership, dismissing the facility staff with or without pay, paying extra employees to staff the barricade – this option did risk employees being involved in possible verbal or physical altercation with event attendees, closed access to members, and cost overtime to Association;
• Keep facility open, park members and charge public attending the event – this option was not viable as Association insurance coverage is not for the general public and the risk of pedestrian injury was too great with uncertainty on access over Highway 86 to arena from facility driveway.

After considerable discussion of the pros and cons of Options 2) and 3) above:

• Motion: Gary Haupt moved and Jeff Farquhar seconded to barricade off the facility at Highway 86 with vehicles or rope before the event with no access to anyone except the renters at the campground, staff the barricade with employees who will be trained by Gary Haupt and/or Junior Crafton on protocols in the event of a vehicle or person who will not honor the barricade or instructions of the staff. Roll call vote: Gary Haupt – YES, Jeff Farquhar – YES and Megan McGuire – NO. Motion carried.
• Motion: Gary Haupt moved and Jeff Farquhar seconded to close the recreation facility at the same time of the barricade to everyone and to pay facility staff her normal hours and wages. Roll call vote: Gary Haupt – YES, Jeff Farquhar – YES and Megan McGuire – NO. Motion carried.
• Motion: Gary Haupt moved and Jeff Farquhar seconded to set up barricade and close facility three hours before the event on Friday, Saturday and Sunday and leave up and staff barricade until one hour after the event started on Friday, Saturday and Sunday (a total of 12 hours of special staffing).  Roll call vote: Gary Haupt – YES, Jeff Farquhar – YES and Megan McGuire – NO. Motion carried.

Junior Crafton asked if there were any other issues to cover or to adjourn.

• Motion: Jeff Farquhar moved to adjourn and Gary Haupt seconded at 9:26 p.m.  All members voted in favor and meeting adjourned.

Respectfully submitted by Megan McGuire, Secretary and approved on October 13, 2022.