Fall Creek RV Estates HOA Annual Membership Meeting Minutes
Saturday, 9-14-24 at 9:00 AM Branson United Methodist Church
Board Members Present: President. Leon Lunn, Vice President Gerald Jones was not physically able to attend but did join us by phone for the entire meeting and Secretary/Treasurer Mike Lapham. Board Members; Ron Harvey, Jerry Dennis, Ronda Goodman and Rodney “Curly” Christie.
NOTE: After tallying the attendance and proxy forms submitted, we had 114 of the 245 properties (47%) represented at today’s meeting (Proxy forms totaled 61 and owners present at the meeting represented the additional 53). Thanks to everyone who attended and sent in their proxy forms so their voice could be heard!!
The Annual Business meeting was called to order at 9:05 am by President Leon Lunn. President Lunn conducted a roll call of the Board. Vice President Gerald Jones could not attend due to a medical issue but he was able to join the entire meeting by telephone from his home.
Mike Lapham briefly went over the minutes from last year’s meeting and pointed out they had been reviewed and amended and passed by the Board last year. A motion to accept the minutes was made by Dennis Trost (112 Blue Bird) and seconded by Paul Johnson (132 Estate Circle). By a voice vote the minutes were approved with no “against” votes.
Mike Lapham presented the current Treasurers report dated August 1st (the beginning of our budget year). A motion was made to accept the report was made by Brian Zebell (109 Hilltop Ln.) seconded by Paul Johnson (132 Estate Circle). There were no questions from owners. By a voice vote the minutes were approved with no “against” votes.
Mike Lapham introduced Janet Trost (112 Blue Bird Lane) and Carol Mathers 202 Blue Bird Lane). Mike first thanked them for conducting an annual audit of the HOA books. Janet reported the books were in good order and nothing led them to think any further auditing needed to occur
Mike Lapham reported for the 2nd year in a row there were no owners in arrears for dues and no owner owed money to the HOA. The Board thanks the owners for their dues payments in a timely fashion. Dues invoices will be sent out January 1, 2025.
OLD BUSINESS: President Leon Lunn made a brief “State of the HOA” address saying he was pleased with the actions of the Board and the owners in keeping our HOA looking very good, which results in our property values being raised and the HOA a place where people want to move into. HE also thanked the Board for their work in developing the new Board member Code of Conduct. He further said our annual challenges continue to be keeping up with grasses and weeds and keeping our lots clean and free from debris.
Mike Lapham provided a recap of the mail station project approved by the owners last year. A copy of the report is attached to the minutes. Mike reported the project included constructing canopy covers to the 3 mail stations servicing the HOA. HOA Board Members and some non-members donated 165 hours of labor to make this happen.
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Old Business: (continued) Mike pointed out in particular Board member Ron Harvey for his generous donation of nearly $2,000.00 worth of building materials for this project. Dennis Trost was also singled out for making the new bulletin boards
Mike said the Board still has some extras we want to add to the stations like some painting, staining and adding rain gutters to the front sides. Mike reported we will also be adding an HOA approved fence behind the station at Fall Creek Drive and Monarch to better separate the station from the neighborhood and keep anyone from falling off the retaining wall behind it. Some additional LED solar lighting is being planned on as well.
With a motion made by Mike Lapham, seconded by Monte Rinkenbaugh (103 Hilltop Ln & 477 Royalty Ln.) and all in favor, we moved ahead to New Business.
New Business: Jerry Dennis provided a report to owners concerning the newly developed and Board passed Board of Directors-Code of Conduct. Jerry explained our by Laws, nor our Covenants actually spell out the conduct our Directors while serving on the Board. Due to the situation from last year resulting in the voting off of a Board member for their conduct, the Board felt compelled to address the need for such a code. Owners were provided with the Code of Conduct and there were no questions or concerns. All Board members are now subject to this Code and if owners feel the need to report on any situation they are invited to contact other Board members to see whether it is a violation.
Curly Christie reminded owners that of the new rules instituted last year; one rule#22-B-1 addressing political signs did change. In the past, political signs were prohibited but now, Missouri State Law says political sign are OK to display within the HOA as long as they meet size requirements (no larger than 18” by 24”). They may be posted on an owner’s lot 4 weeks prior to an election and must be removed by 1 week after an election.
Ronda Goodman introduced owners to the newly developed Fall Creek RV Estates Facebook page. This new page was developed to improve community communication and a way for owners, renters and all residents of the HOA to get to know each other and make announcements. Ronda said this page was developed by her with some assistance of other neighbors. Ronda encouraged owners to seek out this private group and begin using it. Ronda cautioned users of this page to understand it was to be used for positive comments and to avoid using it for negative content or complaints. Mike Lapham reminded owners we have a website and the website has components already in place should an owner want to file a concern with the HOA in the email section. Owners can always call the HOA office or leave a note in the HOA mailbox outside Mike’s home on Estate Circle as well as mailing correspondence to the HOA mailing address of 401 Monarch Drive. Mike said the Facebook page should be used for the community in a positive way and remains complaint free.
Ron Harvey and Gerald Jones presented a proposal for the owners to vote on. For many years, owners have asked the Board about the need for additional street lighting within the HOA. They have asked the Board to stay after the City of Branson to provide extra lighting. Several years ago, the City had said it was being considered but the answer finally came down there were not enough dollars in the budget for this type of project.
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New Business Continued: Ron and Gerald have come up with an alternative plan and presented their idea to City staff. The plan is to purchase our own lighting. A combination LED street type light powered by the solar panel it is equipped with. This light would be mounted to a 16 foot steel pole anchored into the ground with concrete. The light pole is rated for winds of 80 mph.
The City was/is for this project with the caveat that the light and pole must be installed on private property behind the front property line. The installation must take place with the property owner’s written consent; and, of course, after Missouri One call has marked the area safe to dig. Both Gerald Jones and Leon Lunn have these same lights installed at their respective homes not in the HOA. Both say these lights offer good lighting. Gerald reported he has driven around the HOA after dark and has identified about 16 areas where these lights would have the most effect.
If approved by owners, the HOA Board will identify potential owner’s lots for placement possibilities and if workable with the owner obtain written consent. As of now it appears the cost would be about $400.00 per unit plus installation. Installation would be simply drilling a hole and adding some concrete and placing the included light pole base in the hole. The 16 ft light pole comes in 4 sections and can be easily installed and erected. The lights have a remote control that can offer numerous settings. The preferred setting will be a dusk to dawn mode. This is optional for owners and if they don’t want the pole, they can decline.
There were several great questions from owners concerning this project: Glenn Stuckmeyer (117 Hilltop Ln) asked who would be responsible for maintenance of the system if it were in his yard. The Board agrees all maintenance and or replacement of broken parts would be the responsibility of the Board. Tonia Leatherwood (107 Trout Ln and 306 Sunshine Cir) asked about the liability if a pole were to be knocked over or blown down and damage occurred. Barry King (113 & 115 Blue Bird Ln) raised a similar question concerning whose insurance would be the primary if something happened. Mike said those were great questions and said he would investigate with our insurance provider for clarification. Shelly Harriger (108 Hilltop Ln & 212 Blue Bird Blue Bird Ln) asked how much input would the homeowner have over placement of the light in their particular yard. The Board explained that no light would be placed without the owner’s full consent and input as to the exact location first.
Finally, Mike said the Board agrees that funding for this project can come out of our savings account. Our savings account was made this high in fear of funds being needed for the tax issues years ago. The tax issues have now subsided. The Board agrees that the savings fund can now be used for projects that can best serve all owners of the HOA
Mike then gave a brief talk for owners to begin thinking ahead to next year. The HOA owns property to the west of and more north of Shady Oak Circle where it curves into Blue Bird Lane. This is a very wooded and thick area of brush and we should think of cleaning up this area. This would allow the Board to look forward to using this area for a possible stairway to where it meets up with the common area between Shady Oak Circle and Sunshine Circle so folks could have an alternative to walking on the streets. Mike will be entertaining some costs to have this area cleaned up of the dead fall, vines weed and heavy brush in the meantime.
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New Business Continued: Mike then spoke about the budget for the HOA for the 2024/2025 budget year. The Budget is attached to the minutes. Once explained that the HOA normally budgets what it takes in from dues and has not wavered too far beyond what it takes in. Once Mike explained the budget, he asked for questions, concerns or further clarification. There were none.
We then moved into the voting portion of the meeting. Mike explained the votes for the budget and street lighting were a simple yes or no vote. Mike explained that this was the odd year in the Board member election where by 3 members of the Board end their 3 year terms of service today. Board members ending their 3 year terms today were Mike Lapham, Ron Harvey and Rodney “Curly” Christie.
Mike Lapham nominated Ron Harvey to serve another 3 year term. Ron said a few word and accepted the nomination. Ron Harvey then nominated Mike Lapham to serve another 3 year term as well. Mike said a few words and accepted the nomination. Angel Christie then nominated her husband Curly to a 3 year term. Curly said a few words and also accepted the nomination. The Board had received to prior word from any owner wanting to serve on the Board. Mike asked those in attendance if anyone was to be nominated by the floor as outlined in our By-Laws. When no one spoke up, a motion to close nominations was made by Dennis Trost (112 Blue Bird Lane) and seconded by John Leatherwood (107 Trout Ln & 306 Sunshine Circle) with all in favor the nominations were closed
Mike then explained the voting procedures and the vote commenced. Once owners voted a small intermission took place for the votes to be tabulated.
Elections results were as follows: All 3 Board members nominated (Ron Harvey, Curly Christie and Mike Lapham) were all voted in for another 3 year term. The street light proposal was approved with a vote of 107 in favor and 4 against. The annual budget was also approved with a vote of 107 in favor and 7 against
We then moved on to the open mic. session of the meeting:
Bob Strick (111 Hilltop Circle) raised questions concerning sheds. He said owners are now installing small plastic tool cabinets or sheds and from his reading of the rules, they are illegal. Mike handled this answer as the Board has been asked this by others. It is the Boards collective opinion that these small plastic tool bins may say shed on the box but is in the Boards opinion if the small tool shed fits in on the property without invading a neighbors lot although the rules do specify that we are not to have more than one shed per property, these types of sheds are movable and provide storage for items that owners otherwise may just store in their yard or loose on the driveway. The Board’s position is one of what makes “common sense” and that the letter of the rule. We acknowledge each situation is different and the Board has been through the HOA and has counted over 50 properties with these types of plastic bins or tool boxes. None of them appear to have an appearance issue or other concern and the consensus is that they keep our HOA looking neater.
Bob also wanted to ask about lawns, weeds and the importance of keeping our lots cleaned up. Mike explained that rather than calling the HOA and demanding a lawn be trimmed, we could act like a community of good neighbors and offer to help them. If this doesn’t seem to work or an owner is uncomfortable speaking with a neighbor the HOA can be called.
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New Business Continued: Our first approach from a Board perspective will be to offer assistance to the owner if they need it or provide them with names of owners who have said they would help other owners if they need it.
Monte Rinkenbaugh (477 Royalty Ln & 103 Hilltop Circle) asked whether it would be possible to get an HOA dumpster. Mike explained that this has been raised in the past and the negatives far outweigh the positives. Notwithstanding the cost would be the monitoring of a dumpster. If you have a dumpster, “they will come” and many time the illegal items are dumped like tires, electronics, paints and then the HOA would be responsible. Curly suggested a service Holloway Trash that offer very low rates. Mike also pointed out the City Wide clean up days are offered by the City twice a year and they provide a very valuable service where you can clean up your lot and put it at the curb for free.
Ronda Goodman (211 Blue Bird) made an open mic. announcement inviting any and all owners to an advertised block party at 205 Blue Bird Lane on Saturday night September 21st at 5 pm. This is a party to meet and greet all the neighbors in the HOA
Mike Lapham did announce the City of Branson Fall Clean up day is scheduled for Wednesday September 25th. Owners were asked to tell all their neighbors or call their neighbors from out of town to let them know. Mike said there was not ample time to get a letter mailed in time. He said he would also post flyers on the mail station bulletin boards
Mike named all of the volunteers who assisted with the meeting, Carol Mathers, Janet Trost, Rhonda Lunn, Barb Harvey, Angel Christy and Bruce Beisner, who were acknowledged and thanked for their help. We also thanked Sgt. Greg Markus with the City of Branson Police Department for hanging out at our meeting this year.
With a motion made by Danny Mathes (432 & 435 Monarch Drive) seconded by Barry King (113 & 115 Blue Bird Ln) and approved by all, the meeting was adjourned at 11:15 am
Minutes prepared and respectfully submitted by Mike Lapham Secretary/Treasurer 9-16-24
Next Years Annual Meeting is Saturday September 13, 2025 at 9 am: