The Lodges at Roark Creek Condominium Owners Association

 

P.O. Box 2097

Branson West, Missouri 65737

Phone 417-338-0404

www.lodgesatroarkcreekcoa.com

 

Minutes of the Second Annual COA Membership Meeting

December 5, 2009

10:00 am Par Room

StoneBridge Village Clubhouse

Branson West, MO 65737

 

 

On December 5, 2009 at 10:10 AM, Mr. Richard Kelly, President and Manager called the meeting to order. According to the sign in sheet, 19 owner members were present.

 

Following his prepared agenda, copies of which were distributed prior to the meeting, Mr. Kelly called the meeting to order and requested the secretary's report. A motion to accept the minutes of the meeting of December 3, 2008 was seconded and approved by all.

 

Mr. Kelly reported that all owners voted to approve the budget that was sent to each member.

 

This was followed by Mr. Ted Westmeyer, Treasurer. Mr. Westmeyer presented an overview of the proposed working budget for 2010. His explanation was followed by a detail description by Mr. Kelly of the content of the budget for 2009 and the proposed budget for 2010.

 

He commented about the poor financial condition of COA's in our area that are facing serious collection problems in addition to foreclosures and bankruptcy. He described how our COA’s delinquent collection program, adopted by your officers and enforced by him and our administrative assistant, has proved to be very effective. He emphasized that any and all financial information is available to the owners upon request. He again stressed total transparency. A motion to approve the budget was seconded and approved by all.

 

Mr. Kelly reported on the nominations for Board of Directors for 2010. Mr. Kelly was nominated for president and Mr. Westmeyer for Treasurer. The member nominated for secretary declined to accept due to involvement in his personal business. Therefore, the new board of directors for 2010 will be the same as your current board of directors.

 

Mr. Kelly introduced Ms Vicki Ford, our Administrative Assistant and Mr. Tim Jones, our Maintenance Manager, both of whom he complimented for doing an outstanding job. Following his agenda, he described the work performed on a daily basis by your maintenance crew and the equipment that was purchased to perform a variety of tasks.

 

Prior to the purchase of an enclosed trailer, a skid loader and front end loader, he completed a cost analysis of buying vs. renting. Buying and maintaining the equipment was the logical cost effective decision

 

 

 

 

OLD BUSINESS

 

Mr. Kelly had several meetings with Mr. Redford and presented him with documents, proving that certain funds were used for other than your COA's expenses.

Eventually an agreement was met between MPI and your COA. Then we were faced with the restoration project of lodges 66 -105 at Fox Hollow and met again with Mr. Redford who agreed to provide funding. Two bids were received and both were in the $100,000.00 range. Mr. Kelly reached an agreement with Mr. Jones and our maintenance crew completed the project of power washing, caulking and painting for $60,000.00. In addition to the funding from Mr. Redford, the lodge owners contributed a special assessment of $3000.00 and the balance was paid with COA funds. In keeping with our promise of transparency, we have minutes of all the meetings with Mr. Redford who continues to provide your COA with assistance and recommendations when requested.

 

The waterfall and pond at the entrance to Lost Creek Circle was repaired and put on a timer. It operates only during certain hours, thereby avoiding the previous high water and maintenance costs of operating the waterfall on a 24 hour basis.

 

The pathway lighting was examined and defects in the original installation were corrected. In addition, outdoor bulbs replaced the original indoor bulbs thereby insuring longer bulb life. Indoor bulbs do not last very long in an outdoor fixture and we suspect the difference in the cost was the reason the original contractor installed indoor bulbs in the outdoor fixture.

 

All sidewalk entrances were inspected. Those constructed of rocks in-bedded into the dirty were paved over, resulting in a concrete sidewalk with pebbles in-bedded in the concrete to improve traction. The pathway lights and sidewalk improvement plan should help to avoid injury to our owners, guests and renters that we experienced earlier this year.

 

Six Bar B Q Grills were installed throughout the common area. Large boulders will be in place to serve as resting areas, etc, while the grills are in use. Due to the serious fire hazard and restrictions by our insurance carrier, the use of individual grills in and around the lodges SHOULD BE AVOIDED.

 

Erosion containment is an ongoing problem but a lot of work was done to prevent the water from over-running the pathway around the Fox Hollow Fishing Pond and to redirect the flow of water in other areas.

 

Richard described the daily work performed by the maintenance crew that includes but is not limited to inspecting and maintaining the lodge exterior, repairing squirrel holes with metal flashing, landscaping around the lodges, landscaping and maintaining the common areas, mowing, weeding, planting bushes and flowers, removing and/or trimming trees, transporting and placing large boulders alongside the roadway and other areas where needed and working on the continuous problems association with erosion due to heavy rain, etc.

 

Richard stated that our COA includes 105 buildings, the exterior maintenance of which is the responsibility of your COA. The exterior maintenance DOES NOT include the SCREENS or the HVAC equipment. Mr. Tim Jones, our maintenance manager, has access to 3rd parties to address any and all issues within the lodge and or the HVAC. His contact information is available on our web page.

 

NEW BUSINESS

 

A variety of plants and evergreen trees were purchased at a nursery auction and put in place throughout the lodge common areas. Your maintenance crew will continue to remove dead trees and trees that are in danger of causing damage to the lodges due to inclement weather. Mr. Kelly stated that his motto is...."Remove a tree...plant a tree." A significant savings was realized when the new trees, plants and bushes were purchased at auction.

 

Parking spaces in the area of lodges 22, 23, 26, and 29 are undergoing improvement. When these lodges are occupied and cars are parked on both sides of the street, the trash truck cannot pass.

 

The front doors of the lodges have different paint colors, due to lock and door replacements and perhaps other reasons. Your maintenance crew will paint all the doors on lodges one through 65. Depending on the weather conditions, it was estimated that three or four doors a day can be painted with an already approved color. The covenants of StoneBridge Village require written approval before any changes or alterations can be made to the lodge exterior.

 

Several lodge roofs have shingle damage. A meeting with our insurance carrier and our roofer will take place in a few weeks in order to determine if the damage was storm related. Eventually, all the roofs on lodges 1 through 65 will have to be replaced. The so called “20 year roof” is at best, a fallacy Therefore, we will continue to fund our budget in anticipation of replacing the shingles on the roofs over a period of time and hopefully when sufficient funding is available. A new roof on a four bedroom lodge is estimated to cost $4500.00

 

Ice and snow removal from over 19 miles of streets within SBV is the responsibility of the POA. They work on the main heavily traveled roads followed by the other roadways. They do not clear parking areas and/or pathways. Your COA maintenance crew will perform this service if required.

 

The lodges are located in the woods with a variety of animals. Rodent control is an ongoing problem. Your COA sprays and baits traps but all owners must be vigilant and keep in mind that rodents may cause damage from time to time. Every lodge owner should consider a pest control program for their lodge interior and inside the foundation area. Our maintenance manager can provide 3rd party services if interested.

 

The entrance to SBV via the Keystone gate was used by heavy trucks in order to prevent damage to the roadway. Unfortunately, the gate was locked by MPI in response to the theft of 24 digital panel televisions from the fractional lodges. Several lodge owners also reported theft from the inside of their lodges. Permanent residents of SBV and the lodges in addition to our maintenance staff are on the alert and report suspicious activity to our security or by calling 911. Mr. Kelly suggested that nothing be left on the porches unless it is chained or otherwise secured.

 

Mr. Kelly strongly recommends the reading of our web page on a regular basis. As previously stated, your COA practices total transparency and is dedicated to responding to your calls within a reasonable amount of time. Our office is open Monday thru Wednesday but our manager and administrative assistant are available throughout the week.

 

Your COA has a comprehensive program in place to insure the collection of delinquent assessments. After 30 days the owner receives a written letter and email. A second letter and email follow at 60 days. A lien is placed on the lodge after 90 days. After 120 days our attorney takes appropriate action followed by a law suit with a subpoena to appear in court. We continue to work with lodge owners during these difficult financial times by setting up payment plans. We promise to work with any owner who has financial problems and is sincere about paying their delinquent assessments. As of this meeting, we have liens on five lodges.

 

The intelligent and conservative uses of your monthly assessments, our communication with delinquent owners, complimented with this program are the main reasons NOT TO INCREASE YOUR MONTHLY ASSESSMENTS for 2010.

 

Mr. Kelly stated that MPI no long exists. Mr. Redford is still in business under the name of Estacado with offices in a trailer off Route 465 at the exit from route 65. Mr. Kelly commented on the POA meetings that he attends on a monthly basis.

 

A motion to adjourn the meeting was made by Ted Westmeyer seconded by Richard Kelly. All were in favor and the meeting ended at 10:50 AM.

 

 

 

Approved by Richard Kelly President and General Manager