Cedar Blue Property Owners Association

Board Meeting Minutes April 21, 2018

1. Board Members Present: Tom, Elliott, Dewayne Denwalt, Bruce Arnold, Arvilla Bird, Curtis Oshel, David Ponder, Ronnie McGee, Clifford Cops, Jr. and Mike Fite.

2. Board Members Absent: Tonya Glasgow, Park Manager.

3. Property Owners Present: 41 property owners were represented today.

4. Call to Order: The Board Meeting was called to order at 11:03am by President, Tom Elliott.

5. Moment of prayer / silence: Prayer offered by John Thompson.

6. Approval of the meeting minutes for March 2018: A motion to accept the minutes as written by: Bruce Arnold Seconded by: Dewayne Denwalt The motion passed unanimously.

7. Committees: Committees have been created and implemented to oversee different areas within the Park. Each committee has authorization to take care of certain actions and will present a written report every month that will become a part of the minutes. You will see that there are times when more than one committee can be involved in a project. If you would like to volunteer to be on any of the committees, please email/contact any board member. Cedar Blue welcomes your help, ideas and suggestions. These committees and its members will be posted on the website.

Environmental Committee: Chair: Curtis Oshel Members: Bruce Arnold, Dewayne Denwalt, Ronnie McGee, David Ponder Curtis Oshel presented the Environmental report and is attached. Finance Committee: Chair: Bruce Arnold Members: Arvilla Bird, Tom Elliott, Tonya Glasgow

A motion to approve the March 2018 financials by: Dewayne Denwalt Seconded: Clifford Cops, Jr. The motion passed unanimously. Bruce Arnold presented the financial report for March. The report is attached. Bruce added that in the next few months new street signs will be added all through the park and is being funded from the golf cart registration money that has been collected.

Maintenance/Infrastructure Committee: Chair: Mike Fite Members: Dewayne Denwalt, JW Mann, Ronnie McGee, Curtis Oshel, David Ponder Mike Fite presented the Maintenance/Infrastructure report and is attached.

Insurance Committee: Chair: Clifford Cops, Jr. Members: Tom Elliott, Ronnie McGee No report submitted.

Personnel Committee: Chair: Tom Elliott Members: Dewayne Denwalt, Bruce Arnold, Arvilla Bird, Tonya Glasgow Tom Elliott presented the Personnel report and is attached. He acknowledged the hiring of Jackie Ponder as Tonya’s assistant. She has been doing training with Tonya. Joe’s last day in the office is May 1

st. Tonya and J.W. are out to a family function

enjoying the grandchildren. That is why she is not here today for the meeting. Covenants and Bylaws Committee: Chair: Curtis Oshel Members: Ronnie McGee, Clifford Cops, Jr. No report submitted.

8. Park Manager Report: Arvilla Bird presented the report and is attached. Tom Elliott expressed a sincere thank you to the Entertainment Committee. The biscuits and gravy are delicious. He did let everyone know that an incident report had been turned in this last month about an owner’s dog in Cedar Blue that bit another dog that was here in the Park. Just a reminder that all dogs are to be on a leash. If you have a dog that may be aggressive be mindful of others and take care of your pet responsibly. Due to some feedback; Tom clarified the watering abuse that includes watering the roads, watering canopies and watering roofs. Three years ago some of the board members attended a rural water board meeting because they were losing some acreage footage of surface area of the lake. We are trying to get ahead of what is coming. Cedar Blue is the rural water district’s biggest customer. Our office repeatedly receives calls from them about water conservation and we have been warned about the amount of water use in the summer months. Our water bill is going to go up in cost. We are trying to get ahead of that and to get everybody’s habits curbed before we get to that point. It is coming. They have warned us up front about water. This is not just a random act for a penalty for water abuse and usage.

9. Entertainment Committee: Cindy Foreman thanked everyone that attended the biscuit and gravy breakfast this morning. The 3rd

annual Cedar Blue garage sale is set for Saturday, June 9

th from 8am – 12noon. A Luau event will follow for the evening. Booths will start at the

office and on up the hill. The cost is $10 per booth and $20 for boats/trailers, RV’s, etc. The money you make is yours. You can set up as early as you want and stay as late as you wish. All items must be removed by Saturday evening. You can register with payment at the office or see Don at CC-97. Advertisements will be run in the Sulphur paper. Luau music and games begin at 5:00pm at the Family Center. Dinner at 6:30pm to include Hawaiian pork sandwich with various side dishes to include pasta salad, coleslaw and fruit. Music will be provided by Pat Lamorte until 11pm. The Independence Day Celebration is scheduled for Saturday, July 7

th with more details coming. We

have new Cedar Blue t-shirts for $15.00. The committee is also selling as a fundraiser metal property identification signs for $40.00. (order forms are available at the office too). The Entertainment committee is selling raffle tickets for a king size quilt to be given away at the Fall Festival in October, made by Connie Streater’s mom. Tickets are $1.00 each or six tickets for $5.00. Charles Cummings expressed his sincere thank you for the poker run fund raiser on behalf of his mother that was held recently in Cedar Blue. The poker run raised $2,500.00. The person that won the best hand in the poker run and the 50/50 pot gave back the proceeds. Charles gave an update on his mom’s condition. She is resting well at this time. Tom added to remember Judy in your prayers.

10. Old Business: A: Roll off dumpsters: Tom let everyone know that the Board has made the decision that these dumpsters WILL NOT be coming back into Cedar Blue. The determining factor is due to individuals bringing into Cedar Blue personal items from their residence and throwing away in those dumpsters, (those personal items that are not allowed in the trash bins at their homes). Cedar Blue is not a dumping station for items to be brought in from your personal residence. Contractors hired by property owners discarding their building materials. Property owners are responsible for the disposal of construction materials off-site. The expense has increased to $1500.00 per month for those dumpsters. Cameras are set up and in place

at the dumpster area. Fines state: $250.00 for unauthorized garbage dumping. Our office will begin sending out

fines for anyone who discards unauthorized garbage to include building material, couches, other furniture, mattress and bedding, etc. There is a landfill between Sulphur and Dickson called Southern Oklahoma Regional Disposal, (SORD). Their address is 31 Sord Drive, Ardmore, OK. The contact phone number is 800-680-7673. This landfill is open Monday – Friday 8-5 and Saturday 8-12 noon. No tree limbs allowed. Cost for disposal is per ton.

Another location is in Sulphur at the Sulphur Municipal Authority, Fridays only: 8-2. Hours are subject to change. Call first. Their address to purchase the permit is 600 W. Broadway Avenue, Sulphur OK. The contact number is 580-622-2298. The instruction for dumping bigger items is to purchase a permit by the truck load for $10.00 or the trailer load of $20.00, (subject to size of the trailer). The permit is purchased first and the ticket is taken to the city barn to dump the bigger trash items. No tree limbs allowed. The Sulphur limb yard is open Fridays only from 8-2:30. You are allowed to take tree limbs there and dump free of charge. On Hwy 177 from Cedar Blue heading north to Sulphur the turn is about 2.1 miles. As you come down the hill going into Sulphur where the speed limit changes to 45 mph just before the right turn to the Veterans Center; there is a left turn onto a gravel road that angles sharply back to the southwest. Follow the road and it will take you to the limb yard. Be sure and call first at 580-622-2298 to make sure the yard will be open. Only tree limbs and brush. No trash is allowed.

11. New Business:

A: Excessive usage notifications have been hand delivered and mailed to property owners on 4-12-18. This affects owners with one owned property who occupy that property in excess of the 180 days per fiscal year.

12. Property Owner’s Comments:

CC- 34 & CC-35 Joy Carindar asked about the park penalties income. Bruce let her know the money is received in the “other operating income” account and is deposited in the Money Market bank account. With regard to the recent water leak in the park; Joy wanted to know if the owner was assessed a $250 penalty for damage to the water line. Tom and Bruce both stated no because there were a couple of incidents that happened. An accidental break in the main line did occur and when the maintenance personnel went to fix, the actual valve came apart and broke causing longer time to repair. Joy wanted to know the difference in the accidental water line break caused by the owner and the incident with the owner who ran over a stop sign along with a water marker at the low water bridge? Bruce explained that water lines in the park are not always exactly identified by the map that our staff works by. There are times that the water line is located in a different location than on that map. Owners who hit water lines have been determined accidental. If an owner is going to do any digging on their property it is advised to contact our staff before doing so. Murray County Sheriff was contacted about the incident where the property owner hit the stop sign and the low water bridge marker. Our office is waiting on their report and the owner will be assessed penalties for vandalizing park property once the report is received. A copy of that report will be sent to the owner along with a bill. This particular individual was intoxicated/impaired therefore the sheriff was called. That is the difference between these two incidents. Tom added if you are drunk and impaired and run over something that belongs to the park you are responsible for it. CB-322 Myra Rennie asked if she needed a permit for tree trimming. Curtis told her no. A permit is filled out for tree removal. GL-36 & GL-37 Kent & Donna Foster commented that he and his wife are new owners and know that the Board of Directors have been checking into dust control within Cedar Blue. We are now more aware of the dust issue and are looking into other alternatives: wanting to help find a solution. Tom commented that we have looked into three different materials. One of those methods is very caustic and corrosive. This material causes damage to vehicles and kills the vegetation along the roadways. Basically it is the salt that is used up north for the snow and ice. All methods that have been approached are extremely expensive and it is very cost prohibitive for the park. In fact all the methods we have looked into with great detail and the park cannot afford; it is too costly. We cannot have sprinklers in the roads. The Board is in discussion of purchasing a water truck; we have not found one as of yet. The water truck would be used on holiday weekends to water the roadway lightly to keep down the dust and not cause damage to the roads. Kent added that he has spoken to a longtime friend that retired from ODOT for advice and different options. Kent suggested chip seal to help out with the road dust problem. Tom responded that we have looked into this option too. All the drainage has to be repaired before you do that. You cannot have chip seal on the road and then have the water running down the road. The water flow eats away the chip seal because you can’t go back and blade the road. Once you chip seal; it will pack down like asphalt and bind. Although this will stop the dust we can’t repair the damage. We have spoken to and done some research with four different companies and each one has told us that the drainage area on both sides of the roadway is the biggest problem. This will take tens of thousands of dollars to get the drainage needed back in and to get the road bed high enough that we can crown it and then get the water to drain and flow back into the ditch ways. Kent asked if the Board of Directors would be open to individuals doing smaller portions in their neighborhoods for dust control. Tom responded that as a whole the Board has discussed in great length and is going to be real hesitant to let anything that is more permanent be done to the roadways until Cedar Blue is in a situation to actually maintain the roads. Should the roads not be prepped for the chip seal so that it drains properly and it begins to erode; all involved will be looking back to Cedar Blue to fix. At some point it is going to be a huge fight if we decide to cut and change all of the drainage back to the original dynamics. Most drainage in the park has been manipulated by owner improvements putting the water into the roadway. The drainage on your property is owner responsibility per the Cedar Blue Covenants; if Cedar Blue fixes the drainage then it will be to benefit the park. When we change this it will not change a little bit; the changes will be great. Tom commented that this is not an answer to all of your questions but this is where we are at currently. Kent voiced the understanding in the situation. As owners we want to be responsible and do the right thing for our community. Tom shared that there is a new owner that has researched a product that is EPA friendly and feels that this product could be something for the Board to consider. He will bring to us and we will take a look at it.

GL-054 John Thompson commented that this all comes down to road conditions versus dust control. If the roads are not paved you have to grade the roadways. Whatever is put down on the roads for dust control once you grade it is gone. No pot holes and smooth roads or you have to deal with the dust. David added that we do forget how the roads once were. There is considerable improvement. We knew it was going to be dusty. Bruce added that if you obey the speed limit and go 10mph the dust is minimal. This is a quick fix. Remember that if the roads are too smooth speed increases. CR-78 & CR-79 Linda James commented that owners had put materials in the roadway before to help control the dust and to help repair the roads but it in the end seemed to cause more problems once the materials wore on the roadway.

13. Adjournment:

A motion to adjourn was made by: Bruce Arnold Seconded by: David Ponder Motion carried unanimously. Board meeting adjourned at: 11:46am.

Environmental Committee Report April 21, 2018

Chairman: Curtis Oshel

Members: Bruce Arnold

Dewayne Denwalt

Ronnie McGee

David Ponder

Permits for approval: There are (13) thirteen permits submitted for construction approval and (14) final inspections.

The Environmental Rules effective 3-19-16:

ITEM #9: state that all properties must have identifying signs and are visible from the roadway.

We held our 1st cabin meeting on 4-7-18. The attendance was great! The next meeting will be held next Saturday,

April 28th at 9:00am here in the Family Center. Please make plans to attend.

Before any lot improvement begins a permit must be obtained. This includes but is not limited to tree removal and the installation of portable sheds and carports. Any tree removal must have a permit submitted. Should an emergency situation occur response time could be too long. Effective now any permit submitted will not be approved if the property location is not visibly identified.

Signed

Curtis Oshel

Committee Chair

REMINDER: Upon the completion of your building project please contact

the park office to set up for a final inspection by the committee. The survey results for the possibility of being able to build cabins: Sixty-five (65) NO votes and one-hundred eighty-six (186) YES votes. Remember this was a survey only. The committee wants property owner suggestions and input. Before any lot improvement begins a permit must be obtained. It is preferred and suggested that the property owner be present and available upon inspection of the property for approval or final inspection. Failure to do so could result in a disapproval of the project. Property lines must be marked. Permits are approved for 90 days. Should you need an extension, contact the Cedar Blue Park office. The Environmental committee reviews permits on the 3rd Saturday each month after the monthly Board meeting. If no property lines are defined, a survey of the property may be required at the owner’s expense. The maintenance staff will not assist in property line location. Owners are responsible for the disposal of materials offsite to include lumber, insulation, etc. A map is available online at www.cedar-blue.com or at the Park office that give the dimensions of each property. Any property owner that is interested in having a storm shelter installed on their property must fill out a permit application with an attached drawing that shows the location of the shelter. All current environmental rules will apply. Set back requirements must be met along with no installation of a storm shelter in the easements. The permit application fee is $50.00.

Maintenance / Infrastructure Report

April 21, 2018 Chairman: Mike Fite

Park Liaison: Joe Bonham

Staff Supervisor: Tonya Glasgow

Committee Members: Dewayne Denwalt

JW Mann

Ronnie McGee

Curtis Oshel

David Ponder

Jerry and Bobby have begun mowing. They have made repairs to in ground valves and spigots all

over the park as well as a main water valve repair in Cedar Creek. Although the burn ban was lifted by the Governor in late February there is extreme caution being advised due to low humidity, warm weather and breezy conditions.

The maintenance department plays a major role

in the operation of Cedar Blue.

Thank you: Jerry, Joe, and Bobby. These guys are GREAT. Please let them know how much we appreciate their hard work and dedication.

Committee Chair Park Manager

Mike Fite Tonya Glasgow

If for some reason a property has no water or sewer hooked up to it; the maintenance staff will provide to the property but only from the main line. At any time, should owners want water/sewer lines ran to their travel trailer or another location on the property it is the owner’s responsibility. Cedar Blue doesn’t run those lines. The maintenance crew is always willing to help out when there is water or a sewer issue at your property. REMEMBER the staff is limited on what we will allow them to do. If the water or sewer is on the Cedar Blue side then maintenance will repair. Should there be any other issues and it is the property owner responsibility to repair; staff will not make any allowances for those repairs. The responsibility falls back to the property owner. Cedar Blue will do our part and we ask that all property owners do so too. If you see trash on the ground, take a moment to pick up. Containers are provided for house hold trash. This does not include tree branches or limbs. Reminders are given about the limb yard that is open on Friday for cuttings disposal. There is no location on Cedar Blue property for this. A trailer has been provided in the dumpster area for metal and appliances along with a trailer for aluminum. Please dump accordingly.

Personnel Committee Report

April 21, 2018

Chairman: Tom Elliott

Members: Arvilla Bird

Dewayne Denwalt

Bruce Arnold

Tonya Glasgow

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________

The Committee made final recommendations for the office position and are proud

to introduce Jackie Ponder as the new office assistant to Tonya.

Jackie began her training this past week which is one of the busiest weeks for the

office because it is board meeting week. What a way to get her started!

The Personnel Committee extends a thank you to the two ladies who submitted their

applications.

Tom Elliott, Chairman

Personnel Committee

Park Manager Report

April 21, 2018

Office Hours: Tuesday – Saturday 8:00 am – 5:00 pm Closed Sunday and Monday

Lunch 12:00 pm – 1:00 pm Phone: (580)-622-6302

Email: parkadmin@cedar-blue.com

The balance of all Cedar Blue accounts including golf carts are due Monday, April 30, 2018 at 5:00pm. The office will be open to take those final payments. A late penalty of $100.00 will apply to all assessment payments when paying after the due dates. Please remember payments must be received in the office by 5:00pm on the due dates “not postmarked by”, “not meant to send” and not “in the mail”. Should you have any questions about your 2018 assessments, please contact the Cedar Blue office. Cash payments are not accepted. Payments can be made by money order, cashiers check, mailing a check, dropping a check in the drop box in the window to the right of the office door or paying with a credit card. Gate cards will be deactivated Tuesday, May 1, 2018 for any owner who owes assessments.

The roll off dumpsters will not be coming back to Cedar Blue. The determining factor is due to individuals bringing into Cedar Blue personal items from their residence and throwing away in those dumpsters, (those personal items that are not allowed in the trash bins at their homes). Cedar Blue is not a dumping station for items to be brought in from your personal residence. Contractors hired by property owners discarding their building materials. Property owners are responsible for the disposal of construction materials off-site. Signs and cameras are set up and in place at the dumpster area.

Fines state: $250.00 for unauthorized garbage dumping. Our office will send out fines for anyone who discards unauthorized garbage to include building material, couches, other furniture, mattresses or bedding, etc.

Abuse of Water Usage – has been added to the park penalties and fines with the cost of

$250/incident. This includes watering the roads, canopies and roofs. The property owner will

receive a statement and a dated picture of the violation. In accordance with the Cedar Blue Covenants, The Board of Directors recently instituted an Excessive Use Fee for property owners who occupy their property in excess of 180 days per fiscal year. Courtesy letters were sent on 4-13-18 to the individual properties who occupy their property as exceeding or will likely exceed the 180 days in the current fiscal year which began on 9-1-17. This information is verified with gate card use (entry and exit) for a 7 month period between the fiscal year dates of 9-1-17 through 3-30-18. Multiple lot owners will not be affected unless all of their lots are being occupied in excess of 180 days per fiscal year. The excessive use fee is $600 per property and the due date will be determined when the 180 days has been reached or exceeded. A late fee of $100 will be applied if payment is received after the due date. Property owners are free to pay or make payments toward this fee. Again the due dates will be determined when the 180 days has been reached or exceeded. Multiple owners on a recorded deed will not be allowed. The Covenants within Cedar Blue define household as a family group who regularly and customarily reside together in the same house or home as a principle residence (see Covenants Section I – Definitions, Item J.

Golf Carts: All golf carts must be registered annually at a cost of $25.00. Non-functioning golf carts must either be registered or removed from the property. Penalties will be imposed for all unregistered golf carts, whether operable or not. To register a golf cart for the first time, it must be brought to the park office for inspection, have a Cedar Blue and current year sticker applied, and a registration form signed. The golf cart must have the lot numbers on the front and back. If the annual fee is paid on a cart but it has not been fully registered, as above, a fine will be applied. Once the cart is registered, an annual registration fee must be

paid and a current year sticker obtained from the park office and applied to the cart. The rules for golf carts in Cedar Blue have been in effect since January 2016. Please see the golf cart rules (under documents on the web site @ www.cedar-blue.com or the rules are available in the park office).

Turn off the in ground valve to your property when you leave Cedar Blue.

On rare occasions an emergency situation can happen.

All properties must have identifying signs

and are visible from the roadway.

AFTER HOURS EMERGENCY Please call the office at (580)-622-6302 should an emergency situation occur.

At the end of the message is a contact number to call. Leave a message and someone will call you back.

AFTER HOURS NON-EMERGENCY Please call the office at (580)-622-6302 and leave a message. Someone will call you back

upon returning to the office.

FORGETTING A GATE CARD IS NOT AN EMERGENCY