Now is the time that your support and action is needed the most. The board is trying to draw this out thinking the people will lose interest. They think you will cool down and move on with your lives. We need to show them we are here to stay and this issue is not going away.

We need to be emailing the board DAILY asking them for accountability and a response to the many points brought up at the March 19th meeting. We want answers NOW. Encourage them to call a special session. Ask them for answers for questions that were raised at the meeting. See the list of concerns and call to action listed below, these are statements from the meeting on the 19th.

 

Go down the list, email every single one of them EVERY DAY and demand a response.

 

Mitchell Westbay - Board President

mitchwestbay@lease-today.com

 

Ron Roling - Treasurer

rolingrt@gmail.com

 

Jack Johnson - Assistant Treasurer

375hhjack@gmail.com

 

Scott Smith - Assistant Treasurer

scottjsmith81@gmail.com

 

Travis McGarry - Secretary

tmcgarry@heinconstruction.com

 

Mike Davidson - Oak Run General Manager

gm@oakrunpoa.com

 

CONCERNS & RISKS

1. The decision was made by the Board that did not include any input from the General Manager or the Manager of The Watering Hole. Additionally, this decision is outside the Board's core responsibilities and authority which include Finance, Borrowing, Rules, Fees & Fines Enforcement, Budget, Insurance & Appointing Committees.
2. There was no opportunity for the Chef to respond to the Board's allegations and abrupt decision regarding his termination.
3. The lack of business fundamentals of establishing and communicating goals (key performance indicators), not having the tracking and reporting tools to analyze performance against those goals and no regular performance reviews to identify successes and opportunities for improvement. 
4. The Financial Risk that this decision places on the Association and The Watering Hole's ability to show a net profit for the third consecutive year in 2025.
5. The risk of losing other key positions of the Association (Manager of The Watering Hole, Association GM and Golf Pro)
6. The challenge this creates to effectively recruit & retain staff going forward with such heavy involvement in the day-to-day operations by the Board and the lack of tools and processes to effectively and objectively manage the business.
7. Board member conflicts of interest that were uncovered during our discussions and the likelihood of one of those conflicts being a contributing factor in the decision to terminate the Chef.
8. The Board's consistent failures in managing capital projects and egregious overspending of approved budgets.
9. The exposure caused by this decision and the high potential for a lawsuit against the Association by the Chef based on the concerns mentioned here.

 

CALL TO ACTION

1. Immediate reinstatement of Chef Joe - Rescind the decision and reinstate Chef Joe Peterson to his original role in preparation for the 2025 season. Joe was terminated and 3 weeks later offered a 6 week severance package that included a letter of recommendation but had to sign a non-disclosure agreement. Although not an admission of guilt, this change reflects questioning of the boards original decision due to possible outcomes. Was Joe's infraction so egregious to meet cause for immediate termination and was due process followed as there is an implied policy of counseling. What could Oak Runs legal exposure be?
2. Clearly defined Board Members and Managers Roles and Responsibilities - Establish well-defined roles for Board Members and Management team, specifying responsibilities for: Human Resource Actions, Budget Monitoring, Food cost and inventory management, Increased collaboration between board and managers.. Encourage teamwork between the Board and Management for the Watering Hole and General Store, ensuring aligned objectives and efficiency.
3. Standing Committee for Oversight for The Watering Hole and General Store - Create a permanent committee external from but reports to the Oak Run Board to provide clear oversight of operations at the Watering Hole and General Store.
4. Development of Metrics and Job Descriptions - Replace contractual positions with detailed job descriptions and performance metrics for managers and employees of the Watering Hole, General Store, and Golf Pro Shop.
5. Review of Chef Joe Peterson's Termination Process - Conduct a roundtable discussion involving Board Members and Management to analyze the termination process of Chef Joe Peterson. Including: Decision making process, Level of discipline applied, Financial Implications, Risk of litigation, The findings should be used to enhance future operational procedures and reduce financial/legal exposure.
6. Enhanced Oversight and Accountability for Capital Projects - Oak Run has successfully completed four capital projects that significantly improved our community. However cost overruns need better control.

Pickleball Court - Approved Cost $125,000, Final Cost $147,923, $22,923 Over Budget

Fitness Center - Approved $130,000, Final Cost $150,536, $20,536 Over Budget

POA Office Original Bid - Approved $800,000, Final Cost $1,343,058, $543,058 Over Budget

POA Office Final Bid - Approved $1,340,299, Final Cost $1,343,058, $2,759 Over Budget

General Store - Approved $1,400,000, Final Cost $1,432,457, $32,457 Over Budget