August 10 2023 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

AUGUST 10, 2023

 

The meeting was called to order at 5:46 pm by President Haupt. 

Present: Board members Gary Haupt, Megan McGuire, Jeff Wilhoit, and Eric Franklin were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 7 HOA members and one guest representing the Kraft family were present in the audience.

Absent:  Jeff Farquhar was absent with a work conflict.

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review. 

  • Motion: Jeff Wilhoit moved and Eric Franklin seconded to approve the Agenda as presented. All Board members voted in favor and the motion carried. 

Minutes of July 13, 2023 Regular Meeting: Gary Haupt presented the minutes of the July 13, 2023 regular meeting for review. 

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

Treasurer Report: Treasurer Jeff Wilhoit gave the OCIA Treasurer’s report as follows: 

  • As of 7/31/2023, the Checking account balance was $229,506.76; R&R account balance was $28,857.06; Camping fees were $1,680.00; Facility rental fees were $500.00; Dock Key Deposits were $25.00; Pop Money was $75.50 and three loads of gravel delivered for $225.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

Remediation/Restoration Plan on Tract 25: Megan McGuire presented the August 1, 2023 letter sent to Valerie and Robert Budd requesting to meet on-site and review the issues from the Board’s perspective and address the issues presented by the Budds’ in their June 28, 2023 letter. There has been no response yet and Gary Haupt asked Megan McGuire to follow up with Valerie Budd to set a meeting date.

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

  • Dozer repairs are still on track; parts list is complete;
  • Brush hogging the road sides is ongoing; storm clean-up in campground and road clearing from recent storm;
  • Installed one tin horn;
  • Grass and weed management around the Recreation Center is ongoing;
  • Boat dock ramp wood decking replacement complete;
  • Metal beam at boat dock showing its age and estimates to replace are pending;
  • Shop garage floor deep cleaned;
  • Chevy 2006 welding completed on bed repairs;
  • Dodge lighting upgraded to include green flashing lights;
  • Medical supplies have been updated and refilled including 2 portable containers;
  • A/C unit in party room replaced; and
  • Hot Tub filter replaced and upgraded to a sand filter for more efficient and cost-effective process.

Administrative Report: Polly Rannells reported on the following:

  • Of the 220 property owners who received the second notice of delinquency, 52 properties remain on the annual county tax sale for August 28th and 12 members paid since last report; this leaves 156 delinquent members. The third notice of delinquent assessment will be mailed out on August 18, 2023 to the 156 remaining members who have not paid;
  • Motion VOIP documentation manual for the computer, internet and WiFi systems has been received for review;
  • Barb Houser from KPM will be in the office on August 21st to work with staff on the 2022 audit documents;
  • Administrative staff and Eric Franklin have been working on member lists and cleaning up some entry errors as they are found in the Oakmont Invoicing System (OIS).

Old Business:

Cargo Container on Pebble Drive: Donnie Sherwood reported that the cargo container owned by Danny and Martha Sorth has been removed and no longer encumbers the road right-of-way.

Policy and Procedure for Review/Approval: 

  • Gary Haupt presented the first draft of the Fire Prevention and Safety Policy. The Board reviewed and made a few suggestions. This draft will be updated and brought back to the September meeting for final approval.
  • The Staff has been working under the Recreation Center Hours, Rules and Rental Fees procedure since May 2023 and would like the Board to review and approve a few additions including the policy on a reservation/rental time gap, AED locations, clarification on set up and clean up time charges; clarification on Pavilion Use Agreement completion, Pavilion rules, and correction on the holidays closed in the office and shop.
    • Motion: Megan McGuire moved and Eric Franklin seconded to approve the amendments. All Board members voted in favor and the motion carried.
  • The Hostess Job Description was brought forward to update the duties to include the computer and webpage activities that are assigned by the Administrative Supervisor as necessary.
    • Motion: Megan McGuire moved and Eric Franklin seconded to approve the amendment. All Board members voted in favor and the motion carried.

Board Meeting Minutes Recordkeeping Project: still pending.

Smith Complaint about Cargo Container: Megan McGuire and Eric Franklin met with the Smiths at their home at the corner of Spring and Mockingbird and reviewed their concerns on the cargo container still present on the property of Paul Morris and Casandra Reynolds (property ownership according to the Taney County GIS). The container has been painted an off white color since the pictures were taken in 2018 (formerly red with the letters KLINE on the exterior). The container looked out of place and not like any other outbuildings in the neighborhood. The homes in the area are very nice, modern, large, well-kept homes and properties. We reviewed their complaint and petition submitted several years ago to the Association Board with no discussion found at the Board level at that time. According to the Smith’s, they were told by former Supervisor, Karen Badley, that the shipping container was only going to be temporary while Morris/Reynolds built their home on the property. They have since not built on the property and bought a home next to their vacant lots on Spring Street. Again, according to the Smith’s, they were told by former Supervisor, Karen Badley, “we do not bring petitions like this to the Board”. Megan McGuire presented the Association Restrictions and Covenants for review. Based upon the facts and regulation, the Board agreed that the container was not like other outbuildings in the neighborhood and looked out of place. Gary Haupt asked Megan McGuire to review the complaint with Kyle Harmon, corporate attorney, for possible Association enforcement options.

New Business:

Roger and Mary Hill Complaint: on Bittersweet Road maintenance – Gary Haupt had a follow-up conversation with the Hills following discussion with Donnie Sherwood as to the status of the road and normal maintenance schedule for this unimproved road with no houses built in this location. The Hills stated that they were really more concerned about not having their check for dues accepted in December before they were leaving the area. This has been discussed with the Administrative staff that checks should be and will be accepted for assessments any time for credit, even if it is before the time that invoices are officially sent out.

Jerry Duvall Complaint: on documents he has requested about dues requirements – still researching.

Tom Kraft/Mike Orr – request for Oakmont’s requirements on a sewer line crossing Lakeview Drive – Mike Orr of Woodstone Buildings presented the request to cross underneath Lakeview Drive at the end of the gravel road, improvements for placement of a sewer line connecting the Kraft home to be built on two lots on the lower side of Lakeview Drive and the sewer system to be built on the upper side with a Taney County approved sewer system. Donnie Sherwood has been in contact with Mike Orr and from his perspective, the line is workable as long as it is 36 inches below grade, out of the way of future road improvements and maintenance of the road ditches and in compliance with the County and electric company standards. The Board was in general agreement with the request and asked Megan McGuire to draft a letter to Tom Kraft and Michael Orr detailing the documentation required for Oakmont consistent with this discussion.

Dilapidated house complaint at 444 Lakewood Drive: According to several audience members, the house is presenting safety and health concerns for the neighborhood. Gary Haupt stated that this situation is probably best handled at the County level, however, he asked Megan McGuire to follow-up with the neighbors.

Noisy Water Fountain in Event Center: – The Board and Staff have a concern about the noise level of the water fountain during Board meetings and during events held in the room. Donnie Sherwood and Polly Rannells will investigate options including removal, replacement and repair.

Adjournment: Gary Haupt called for adjournment of the regular session. 

  • Motion: Jeff Wilhoit moved and Megan McGuire seconded to adjourn at 7:30 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on September 14, 2023. 

 

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