OCIA BOARD MEETING
June 10, 2021
Present: Jeff Wilhoit, Jodie King, Chad Littler, & Jr. Crafton
The meeting was called to order at 6:07 pm by President Jeff Wilhoit.
The next meeting will be held on July 8, 2021 after the Sales Association meeting.
Previous Minutes: Jr. read the minutes from the last board meeting held on May 13, 2021. Jr commented his name was spelled correctly on these minutes but Polly left the “t” off of Gary’s name. Also, Jr. commented he was not physically at the meeting but on the telephone. Jr. continued reading the minutes but questioned who made the motion to table Tract 25. The minutes from the May Meeting read as follows “Jr. made a motion to table Doug Freidrichson’s proposal until July meeting. Gary seconded the motion, motion carried”. Jr. continued reading the minutes. Jr. made a correction on the spelling of “Residency” and also Polly transposed the “or” in “from”. After the corrections were noted and changed, Jodie made a motion to accept the minutes with the changes made as read. Chad seconded the motion, motion passed.
Chad: OCIA has $537,833.78. It is split evenly from the checking account $269,000.00 and investments in Heim Young account $269,000.00. The investments are drawing about 6% through May. We invested $100,000.00 in 2011 with Heim Young. We are in a very healthy place.
Chad asked about the cost of raising the Board of Directors insurance from 1 million to 5 million. Karen said she had called and left a message about it and has not received an answer. Chad said he would like to look at the figures they quote before the board locks it in.
Donnie: Cleaned ditches about halfway through the subdivision with the brush hog arm, and rebuilt the flower bed at the front of Rec. Center. Our old power washer quit working and we need to purchase a new power washer. Chad asked how old the old power washer was.
Donnie told him it was at least 20 years old. The new power washer will cost around $750.00 and $130.00 for the 3 year service charge. Also, Donnie is checking on the canopies for our front doors. They were put up in 2010 and 2011. Donnie will get 2 to 3 estimates and will call or text all the board with the estimates.
Jeff: Wants to change the template for the agenda. Jeff wants the members to call Karen at least 1 week before the meeting so she can put them on the agenda. The Monday before the meeting Karen should send the agenda to the board to go over before the Thursday meeting. Jr. explained to Karen how he thought Jeff wanted the agenda. Jr. wants Karen to e-mail the minutes 1 week prior to the meeting so he can go over them by Monday. Jr. wants Karen to email everything that is to be on the agenda. Jr. will take care of doing the agenda. It was decided that the board would allow 5 minutes per member to discuss their problem.
Jr. made a presentation of 2 “Roberts Rules of Order” manuals for the board to refer to in any questionable situation. The manuals will be kept in the office for easy reference. Jr. said he thought anything that involves money should have a vote on it, whether it is to spend or accept money. Karen and Donnie both explained that they could spend $1,000.00 for purchasing supplies or maintenance of equipment for Oakmont. They also told the board they always consulted with the president before purchasing.
- Jeff contacted David Smith, our attorney, about the definition of residency. David felt that Chad met the qualifications for being a resident. (See attached letter from Atty. David Smith.) Megan McGuire asked Jeff if he would ask David about becoming a member on the last day of board application acceptance. Chad said as far as he was concerned the matter was settled and he was moving on as a board member.
- Jeff talked to a friend of his about a website that is both guest-based (open to the public) and under another key for members only with password connection. This would be of minimal cost of approximately $300.00 per year. If Oakmont would want the page with Web identification it would cost another $26.00 for 2 years. If we had a 5 page website it could cost up to $500.00 a year. If we would want more on the website it would cost about $75.00 per hour.
Donnie asked if we could advertise our lots on the website. Jeff said we absolutely could market from the website with lot sales. Chad asked if we pay for this in advance or after it is set up. Jeff said it was paid in advance. After the discussion it was decided to do the website.
Karen: Wed night (Junes 2) the Cortright family had a party. We close early on Wednesday night so we do not allow swimming after we close. The family was very upset about the fact they could not swim. Mrs. Cortright called leaving a message that there was a leak in both bathrooms. When Karen came in she found no water in the bathrooms but the rugs were still full of water. There was also a message from one of the attendees that his daughter slipped and fell. He told us he was taking her to the ER and we should contact our Insurance Co. because we were going to have to pay the bill. We have not heard back from him.
The board decided from now on we should get at least 2 bids on any work we are to have done at the Rec. Ctr.
As there was no further business, Jr. made a motion to adjourn. Chad seconded and the motion carried.
President Jeff Wilhoit adjourned the meeting at 7:35 pm.
These minutes are respectfully prepared and submitted by Jr. Crafton.