OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

April 11, 2024

 

The meeting was called to order at 5:35 pm by Vice-President Eric Franklin.

Present: Board members Eric Franklin, Megan McGuire, and Ronnie Smith were in attendance.  Polly Rannells and Donnie Sherwood were in attendance. Two HOA members were present.

Absent: Dale Moore and Gary Haupt were out of town.

Amend/Approve Agenda: Eric Franklin presented the Agenda for the meeting for review.

• Motion: Megan McGuire moved and Ronnie Smith seconded to approve the Agenda as submitted.  All Board members voted in favor. The motion carried and the agenda was approved.

Minutes of March 14, 2024 Regular Meeting: Eric Franklin presented the minutes of the March 14, 2024 regular meeting for review.

• Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented. Ronnie Smith seconded the motion. All Board members voted in favor.  The motion carried and the minutes were approved.

Treasurer Report: Eric Franklin gave the OCIA Treasurer’s report as follows:

As of 3/31/2024, the Checking account balance was $119,411.16; R&R account balance was $28,866.47; Credit Card available balance was $2,506.20; Camping fees were $1,640.00; Facility rental fees were $375.00; Pop Money was $80.00, and Dock Key Deposit was $5.00 and Petty Cash expenditure was $148.20. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report: Eric Franklin presented the following updates and issues:

• Rezoning request at Taney County Commission Meeting – The Board will attend the Commission meeting on April 16 to oppose the R-1 to C-1 rezoning request on the lot on Highway 86, across from the Plaza.
• Highway 86 Construction and Devil’s Pool Road Intersection Concerns – Gary Haupt and Eric Franklin drafted and refined a letter to MoDOT with copies to other government agencies including the Governor, Highway Patrol and County officials. See the attached letter incorporated into these minutes by reference. The letter highlights the concerns for traffic safety along the current construction site on Highway 86 as well as the Devil’s Pool Road intersection.
  • Motion: After detailed review and discussion, Megan McGuire moved and Ronnie Smith seconded to approve the letter, sending to MoDOT with copies to other agencies and posting the letter to the Association webpage and bulletin board. All Board members voted in favor and the letter was approved.

Maintenance/Development Report: Donnie Sherwood provided an update as to the following:

• Annual Fire Inspection is scheduled for next Wednesday;
• Main sign along Highway 86 still needs painting and possibly updated – will bring up to the membership at the Annual Meeting;
• Flower beds at Center, Pavilion and Campgrounds repaired, planted and mulched;
• Lawn repaired and fertilizer program started;
• Fixed second fire hydrant in Campground;
• Cleaned ditches throughout the development; and
• Finished repairs on Cedar Drive.

Administrative Report:  Polly Rannells reported on the following:

• Annual Assessment Update: 
  • Collection amount to date of the 2024 assessments is $444,480.00.
  • Demand letters on delinquent assessments – Kyle Harmon was hoping to finalize the packets in the next week on 12 accounts.
• Oakmont Invoicing System – (OIS) update: – Polly Rannells stated staff having difficulty with generating the totals in the inquiry and reporting functions of the program. The staff will work with Junior Crafton for explanation and/or training.
• Annual Meeting Update:  Only one Board of Director nomination form has been received to date from Janet Weaver. Deadline for receipt is April 24th.
• Audit Report:  Polly Rannells stated that the Auditor would be at the Annual meeting with an update.
• Non-membership lot research:  Polly Rannells stated that she has had an inquiry as to a non-member lot  – whether a non-member lot could become a membership lot. The Board stated this would require some research and brought back at a future meeting.

Old Business:

• Big Cedar Cell Tower: Following the April Board meeting, a letter dated March 22, 2024, was sent to Big Cedar and parties involved in the proposed building and site approval for the Verizon Cell Tower on Dale Drive. In response to the letter, the Association has spoken with Jodie Schurtter, STC Tower’s Attorney, and received a large volume of information in response to the Board’s letter. The cell tower is planned to be an approximately 110 foot tower with one carrier (Verizon) on the pole. The AT&T pole is on the next lot over and is 75 foot tall. The AT&T tower cannot physically accommodate any other carrier equipment on it. The lot for the proposed Verizon tower is owned by Big Cedar, is a residentially zoned lot and is surrounded by property owned by Big Cedar with no residential structures around the subject lot. So, the issue before the Association is that the membership has the authority to vote on amending the lot restrictions under the Declarations and Residential Restrictive Covenants, Paragraph 11, Book 251, Page 1520. This would be a ballot question for the membership and could be done at the Annual Meeting on May 4, 2024. Jodie Schurtter has agreed to prepare the necessary documents for filing with the County. Megan McGuire would prepare the Ballot Question to be presented to the membership. The documents would need to be reviewed by the Association Attorney prior to the meeting. The Board believed this was the best course of action for the benefit of the members under the regulations of the Association. Megan McGuire and Eric Franklin were instructed to move forward with the proper paperwork, publication of the documents on the webpage and bulletin board and presentation at the Annual Meeting.
• Conducting Board Meetings Policy: Megan McGuire presented a revised draft of the policy for the Board’s review and feedback. The Board stated that they agreed with the overall direction of the policy and would need to reference the standards already addressed in the Bylaws. Megan McGuire stated that since we were planning a special meeting later in the month, this revised draft could be reviewed by the Board members and brought back to the special meeting for final review and approval. The Board agreed and instructed Megan McGuire to table action until the special meeting.
• Policy and Procedure for Review/Approval: No policies presented for review or approval – three policies are pending, including insurance, investing, and Paperwise scanning. Eric Franklin stated he was working on the Paperwise scanning procedure.
• Board Meeting Minutes Recordkeeping Project – Project ongoing and Megan McGuire will report progress at the next meeting.

New Business:

• Assessment Discount for Multiple Adjoining Lots:  Megan McGuire presented a draft policy patterned after the Resolution that was approved in February 13, 2020 by the Board. Gary Haupt believed that this document needed to be refined and incorporated into the Reference Manual/Policy and Procedure Manual for the Association for ease of access and exact application. There was discussion of the draft policy as to clarification of the exact application of the policy on non-membership lots and commercial lots. The Board tabled the approval until the Special Meeting for further review and discussion.

Adjournment: Eric Franklin called for adjournment of the regular session.

• Motion: Ronnie Smith moved and Megan McGuire seconded to adjourn at 6:20 pm. All Board members voted in favor and the motion carried.

The next regular meeting will be held on May 9, 2024.