OCIA BOARD MEETING MINUTES

September 11, 2025

The meeting was called to order at 5:38 pm by President Ronnie Smith.

Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, Donna Pinney and Dennis Webb were in attendance. Staff member Tamy Bond was present. 2 members of the HOA were in attendance.

Absent: None

Amend/Approve Agenda: The agenda for the meeting was presented for review. Donna Pinney handed out a rough draft of Board Goals for 2025-2027 to be discussed at a later meeting. Dennis Webb asked to remove the item already discussed in the previous meeting to move lots from Sales to Improvement Association. Janet Weaver made a motion to approve the amended agenda.  Brian Forgey seconded. Motion approved by the full board.

Amend/Approve Meeting Minutes: The minutes of the August 14, 2025 meeting were presented for review.  Donna Pinney moved to waive reading of the minutes and approve the minutes as written. Brian Forgey seconded the motion. All board members voted in favor of the motion. Motion carried and minutes approved.

President’s Report: – N/A

Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as follows: As of 8/31/2025, the checking account balance was $236,945.43; the R & R account balance was $171,622.95; Debit Card Balance is $0, this account is closed, Certificates of Deposit was $203,881.80. Recreation Center Income was Member Camping $530, Member Parties $305, Dock Key Deposits $0.  See the OCIA Treasurer’s Report herein attached and incorporated by reference to these minutes. Preliminary reports show that we are looking good for the rest of the year. We are hoping to have enough money to pay the insurance in full rather than finance for 2026. We have some equipment we can sell as well. Dennis Webb stated we may be able to change the renewal date to be able to have the cash to pay in full. We need 3 board members to sign paperwork to view online our tax information for the State of Missouri. We would like to add Tamy Bond as an authorized user. Janet Weaver made a motion to add Tamy Bond as an authorized user to view our tax information online for the State of Missouri. Brian Forgey seconded. All board members voted in favor of the motion. Motion carried 

Maintenance/Development Report: (Ronnie Smith)

Ronnie Smith, Brian Forgey, and Dennis Webb met with a concrete contractor to improve Hillcrest/Edgehill drainage and roads. The roads in this area were closed periodically as we worked in this area. We do have a stock pile of gravel we need to move from Pebble Drive. Owners are putting in a couple of culverts that should help as well. Orchard Drive needs to be improved next. We are looking at chip and seal to fix the issue for a longer period of time than just seasonal. Roadgrader can be hired @ $180/hour. Dennis Webb stated that bids show 20ft wide, $80,000 for 1 mile, $.85/foot over 1 mile or . $1.10 if under 1 mile, for 2 layers of gravel and oil and roadgrader work. Ronnie Smith stated we need to look at all the roads and make a 5-10 year plan. Dennis Webb said we could split up the 1 mile fee over different roads if they are near each other. Ronnie Smith said we may need a minimum of $50,000/year over the next several years to help maintain and correct our roads. Dennis Webb asked if the county had a plan to take over any of our roads. Ronnie Smith said he did not think so. Donna Pinney suggested we contact the county and see if we can work something out in the areas that have the most traffic. Ronnie Smith stated we need to make money available in the budget next year for major road improvements. Past boards did not have good oversight of road maintenance and some are too high, sloped the wrong direction, etc. Dennis Webb said the county used to split road maintenance with subdivisions. Ronnie Smith suggested we talk to Jack and Taney County Road and Bridge Dept. All board members agreed we need to make a priority list of our roads. Discussion was held on when we might get sewer since Big Cedar has to have something due to Thunder Ridge. Ronnie Smith and Dennis Webb will work together to consider the road maintenance and the county.

Administrative Report: (Tamy Bond)

Completed:

• Facebook Page and Group Created – Kim/Debbie/Tamy administrator
• Petty Cash reconciled
• Arvest Debit Card Account Reconciled through August 2025 closing statement
• 2 Corporate Events sponsored by members. Proud of our Staff
• Implemented New Reservation Form for Facility Rentals
• Couple private sales close
  • LAKESIDE SOUTH – OPV LAKESIDE SOUTH – OPV- LTS 49 & 50, BLK 3 – 
    • Lost HOA – 2 lots sold separately to current members
  • Haupt Properties

Current Projects

• Give Back Lot List with Dennis
• Evaluating invoicing systems – Quickbooks
  • 2 more spots available for sign in – Add Debbie now
• Working with Accountant/Janet to resolve Tax Payment Issues
  • Missouri August 2022
  • 2nd Quarter Federal (payroll)
• Welcome Packet for New Owners
• Bring website in house to maintain

Future Projects

• Member Communication – Newsletter, Facebook Group, Emails, Texts
• Reservations Online

Upcoming Vacation – September 29 to October 3

Trustee Sale of Oakmont Property

Authorized Letter to Megan McGuire to end subscription of anti-virus on laptop

Close office December 26 2025 due to it being a Friday. (This year only)

Donna Pinney made a motion to add Debra Clark to our QuickBooks Online program, bring the maintenance of our website in house and to give Megan McGuire authorization to end subscription of anti-virus on laptop. Dennis Webb seconded the motion. All board members voted in favor of the motion. Motion carried.

Dennis Webb made a motion to close the office December 26, 2025. Arrangements should be made to staff the Rec Center like normal. Donna Pinney seconded the motion. All board members voted in favor of the motion. Motion carried.

Old Business: 

Insurance claim roofing Brian Forgey stated they are to come September 17 to fix roofs and install shop roof and start siding on building. Ronnie Smith stated we need to decide what finish we want on the siding, embossed/wood grain or flat. Janet Weaver made a motion that we use all embossed/wood grain. Donna Pinney seconded the motion. All board members voted in favor of the motion. Motion carried.

Snow Removal – tabled until next meeting

HOA Liens/Releases – Janet Weaver made a motion that Liens should be released once payment in full has cleared the bank. They should also be recorded at Taney County as soon as possible. Dennis Webb seconded the motion. All board members voted in favor of the motion. Motion carried.

Remove Junior Crafton from all Oakmont accounts as requested by him – in process.

Tax Sale Purchases – Dennis Webb reported we bought 4 properties at 2025 Tax Sale. They should be titled in OCIA to resell. There is a process to get a collectors deed that includes a title search. Dennis Webb and Tamy Bond will work together to get this done. Janet Weaver made a motion to make the money available to pay for a title search for these properties. Donna Pinney seconded the motion. All board members voted in favor of the motion. Motion carried .

Give Back Lots Report – Dennis Webb gave a report of the status of several lots asking to Give Back their lots in exchange for forgiveness of unpaid HOA assessments. Quit Claim Deeds should be sent to several. Dennis Webb made a motion to send Quit Claim Deeds to Group 1 and 2 listed on his report. Janet Weaver seconded the motion. All board members voted in favor of the motion. Motion carried 

Report Thurn & Taney Properties – Thurn, no response yet. Taney Properties contacted our lawyer and stated they would give back lots in exchange for  forgiveness of unpaid HOA assessments. He would provide a quit claim deed and asked for additional paperwork to be prepared to release each other from any further claims in these properties. Donna Pinney made a motion to have our lawyer accept the offer and prepare the settlement paperwork. Dennis Webb seconded the motion. All board members voted in favor of the motion. Motion carried 

Complaint on 166 5th Avenue:  Task completed. Dennis Webb suggested we send a letter back to their lawyer stating the same.

Facility Rental for large groups – Donna Pinney stated that she sent an updated policy for Facility Rentals. She cleaned up the rules/regulations. Strengthened clean up. The changes are highlighted in the document she sent. Janet Weaver stated we should have signs not responsible for accidents. Dennis Webb thanked Donna for the work done on revising/updating this policy. Brian Forgey suggested taking a credit card deposit of $500 for damages. This could be returned once an inspection has been made by the staff. Donna suggested we raise the hourly fee as we are not even breaking even at $10/hour for the expenses we have. The capacity for the Banquet Room should be set at 135 for all events, and even that is really full! A previous board doubled the campground fee and left the facility fee the same. Brian Forgey asked what our costs were. After much discussion of fees and the structure of fees. Several board members suggested getting a credit card on file before the reservation date. We need to make sure we are renting to the members and not their relatives. Dennis Webb made a motion to update the current policy to those changes made in the document Donna sent out as well as raise the hourly rate for facility rentals to $15/hour and charge an extra fee of $50/hour for any time after beyond our posted closing hours. This is not to extend a reservation, but be a penalty for going beyond closing and forcing our staff to stay beyond their scheduled shift. Janet Weaver seconded the motion. All board members voted in favor of the motion. Motion carried. Tamy Bond will rework the rental agreement to include updates approved.

Pickleball Court – Ronnie Smith has marked out the dimensions for a new pickleball court off the pool side patio area. There will still be a small patio area. We will add a french drain between the patio and pickle ball court for drainage. We plan to put a fence all the way around. 

Ronnie Smith recognized a member that wanted to speak. They are concerned that the water table is dropping. Beech and Oakwood corner is washed out and dangerous. Looking at a new septic system. Wanted to know guidelines for Board nomination. Saddened by the lack of attendance at board meetings. What is the difference between member/non-member lots? Difference explained by Ronnie Smith. The neighbor has a party barn on a property in Oakmont. Police have been called several times due to noise late into the night. Can Oakmont do anything since they are members? Dennis Webb stated there is a noise compliance in the CCR. Donna Pinney suggested we send a letter to the member.

New Business:

David A White Letter – Questioning validity of HOA Dues Assessment for his lot. Ronnie Smith asked for the office to be able to send Oakmont Documents to owners that request it. We may also put it online. Janet Weaver made a motion for the office staff to be able to send Oakmont Documents such as CCR and By-Laws to owners as they request it. Dennis Webb seconded the motion. All board members voted in favor of the motion. Motion carried. Donna Pinney suggested we send a registered letter with the documents to David A White. 

Insurance Renewal – tabled until next meeting

Membership Only Lots – Land Lease – Janet Weaver suggested we look at land leasing as an option for Membership Only Lots in Oakmont. This will stop the transfer of lots back and forth which are not really sales. We could include property taxes in the lease. Donna Pinney suggested we add an administrative fee for staff time to handle these. Janet Weaver stated we currently charge $600 to buy a membership plus the annual HOA Dues Assessment. Donna Pinney stated that we should not allow muti family memberships. Janet Weaver suggested different colored membership cards. Dennis Webb stated it might prevent tax sales on these properties. Janet Weaver stated that a tax sale could save us money. Further discussion is required.

Campground Policy Update – tabled until next meeting

Public Hearing to rezone Tandon – 138 5th Avenue, Ridgedale, Ronnie Smith stated that the Planning and Zoning Committee voted unanimously to reject the rezoning request. The next hearing is September 15. He plans to attend. Donna Pinney stated that they are trying to rezone from R1 to C1 then apply for nightly rental but they signed the form to be a Pet Resort. Janet Weaver stated that no nightly rentals should be allowed in Oakmont Community to keep it residential. Donna Pinney stated that if they allow this one, there will many more to come which could drastically change our community.

Adjournment:

Motion: Dennis Webb moved and Donna Pinney seconded to adjourn at 7:33 pm. All board members voted in favor and the motion passed.

The next regular meeting is scheduled for October 9 , 2025.

Respectfully submitted by Donna Pinney, Secretary