OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION
BOARD MEETING MINUTES
July 10, 2025
The meeting was called to order at 5:12 pm by President Ronnie Smith.
Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, Donna Pinney and Dennis Webb were in attendance. Staff – Tamy Bond was present. 6 members of the HOA were in attendance.
Absent: None
Amend/Approve Agenda: The agenda for the meeting was presented for review. Dennis Webb asked to amend the agenda to include snow removal/roadwork and mowing bids. Brian Forgey moved to accept the agenda as amended and Janet Weaver seconded. Motions approved by full board.
Amend/Approve Meeting Minutes: The minutes of the May 8, 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
Board President checked with a pool vendor , Zack. He switched it over to Bromine vs. Chlorine since it is an indoor pool. Chlorine level had been lowered to make switch possible. We have hired him to take care of the pool and hot tub for $100.00 per week.
Junior Crafton, Gary Haupt, Megan McGuire set up the debit card at Arvest. It was set up in 2022 or earlier. Staff to review old minutes to find when it was set up and who were board members at that time…
Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as follows: As of 6/30/2025, the checking account balance was $265,214.23; the R &R account balance was $79,340.23; Certificate of Deposit is $302,879.37; Debit Card Balance as of 5/31/25 was $737.40 (no June statement yet). Camping Fees were $740.00; Facility Rental Fees were $655.00; Metal Sales were $402.50 and Pop money was $35.00. Dock Key Deposit of $20.00 was received. This represents a total of $1,852.50. See the OCIA Treasurer’s Report herein attached and incorporated by reference to these minutes.
Maintenance/Development Report
We have employee changes, Donnie went to work for the City of Branson and Kevin also resigned.
Belly mower is now under the John Deere and it is working really well. Hillcrest, Edgewood and Cedar roads were worked on and repaired for mail lady. We hired a part-time employee in maintenance and we have our part-time mechanic employee.
Administrative Report See attached report.
Tamy shared her knowledge process for filing liens and we will need to send a letter that we have filed the lien once done. The lien is good for ten years.
Tamy requested we make hours consistent with the exception of staying open later on Friday and Saturday. Board agreed. No motion necessary.
Working with Kim to develop website and Facebook on how we can communicate better with members.
Old Business: We are still in process of wrapping up repairs from Memorial Day 2024 weekend hailstorm. Brian is waiting to hear back from contractor. He will reach out to him again.
We have completed the process in Quickbooks to automate payroll tax reporting.
New Business:
Donna Pinney moved we approve the Employee Handbook that included the new policies that had been passed by the Board. Dennis Webb asked if any one had any questions or concerns on the content. Janet Weaver stated all her questions had been answered in advance of the meeting. There was no other discussion. Dennis Webb seconded the motion to approve the Employee Handbook. Full Board approved the motion.
In light of a recent incident in the pool, the pool rules that are posted were reviewed and it was noted that they do not address that people are entering a wet zone and are doing so at their own risk. Donna Pinney moved we place signs at the pool door and the hot tub door that persons entering the area do so at their own risk. Janet Weaver seconded the motion. Full board approved the motion.
The Board is trying to get someone to do dock maintenance. Dock Masters has not gotten back with us. The Board President has been trying to contact the person who owns the dock next to ours to see if their company is an option. Dennis Webb will continue to pursue this.
Dennis Webb has met with contractors for snow removal. One quote was $120/hour per worker. It was estimated that 2 workers would be needed and it could be completed in one day – approximately 10 to 12 hours total. A 2-inch snow fall would trigger snow plowing. Salt would be an extra fee. Board was agreeable in general but no official decision will be made at this board meeting. We agreed we do want to be under contract by October. If we choose to hire snow removal, we would not only be able to eliminate the dozer and trailer as already planned but also the roadgrader. This would greatly reduce insurance costs.
Dennis Webb spoke with three lawn services and the bids varied greatly. One was as low as $350 but did not have the necessary equipment, one was $750, non-irrigated ground with contract for 17 mowings a year. Another bid was $10,000 plus per year. No brushhog work was included in any bids. Board is not electing to take action on this option.
Board discussed the new part-time maintenance position. Donna Pinney moved to hire Shawn Smith full-time – 40 hour week – at current rate of pay but with benefits added, effective 7-11-2025 and at 90 probationary review on October 11, 2025 assess performance and pay rate.
Junior Crafton has requested to have his name/email removed from the attorney’s office/billing office.
Junior Crafton brought up his concern over the resignation of employee, Donnie Sherwood, a 20 plus year employee. For the benefit of other members present, the Board reminded everyone that Donnie had resigned to go to work for the City of Branson. Junior stated he had conversations with Donnie and stated there were issues with the Board’s over involvement in the management of the Maintenance Dept. Board member, Dennis Webb, thanked him for communicating his concern. However, the Board stated we are not at liberty to discuss any personnel matters with members.
Adjournment:
Motion: Dennis Webb moved and Brian Forgey seconded to adjourn at 7:22 pm. All board members voted in favor and the motion carried.
The next regular meeting is scheduled for August 14 , 2025.
Respectfully submitted by Donna Pinney, Secretary and approved on August 14, 2025.