OCIA BOARD MEETING
February 10th, 2022
Present: Jeff Wilhoit, Gary Haupt, Megan McGuire, Junior Crafton and Jeff Farquhar
Absent: None
The meeting was called to order at 5:27 pm by President Jeff Wilhoit.
The next meeting will be held on March 10th, 2022 at 5 pm.
Agenda: President Wilhoit solicited any amendments to the agenda. None were submitted. Gary Haupt made a motion to accept the agenda. Jeff Farquhar seconded the motion. Motion voted on and carried unanimously.
Previous Minutes: Board Secretary Crafton made a motion to waive the reading of the minutes due to the fact board members receive a copy well in advance of the board meeting and the minutes are posted on the web page for members to review immediately after approval. Gary Haupt seconded the motion. Motion voted on and carried unanimously.
Treasurer Report: Treasurer McGuire reported we have $33,909.98 in the checking and $28,836.16 in our R&R account for a total for both companies of $62,746.14. The campground made $330.00 and the Rec Center made $30.00 in the month of January.
Maintenance Report:
- Donnie Sherwood reported the pool repairs, including gunnite plastering, pressure testing for leaks and cleaning and painting of roof beams, were near completion. In addition, there were two add-ons to the contract to address; both safety issues: (longer replacement ladders and “no diving” warning tiles). It was decided the Board would do a walk through on the pool at 4:00 p.m. on February 17.
- The maintenance staff have cleaned and fixed the snow plows after the snow removal.
- The unused roller was traded in for a post hole auger.
- Road Grader:
- The road grader was hauled to Caterpillar for assessment of braking system and hydraulic leaks. Caterpillar quoted at least $20,000.00 for work on the grader. Donnie asked what the Board wanted to do?
- The board discussed the value of the road grader in it’s current condition and age in regards to the estimate of repairs. Gary Haupt would like Donnie to explore all options on the purchase, lease or rental of a good used grader.
- Donnie advised if we do not repair the road grader, we will have to start paying storage to Caterpillar. He also expressed concerns about other companies evaluating our grader while it was at Caterpillar.
- Junior Crafton made a motion to have the grader brought back to Oakmont. Megan McGuire seconded the motion. Motion voted on and carried unanimously.
- After a discussion of different options, Jeff Farquhar made a motion to get 3 bids on trade in or selling of the grader. Junior Crafton seconded the motion. Motion voted on and carried unanimously.
- Junior Crafton made a motion to have the Maintenance Supervisor obtain at least 3 bids on a Lease Program. Megan McGuire seconded the motion. Motion voted on and carried unanimously.
Administrative Report: Nothing
President Report: Nothing
New Business: Junior Crafton expressed concerns regarding the recent experience at Central Bank by two board members and initially suggested to move the bank account from Central Bank. Junior Crafton expressed real concern that the current Oakmont credit card through Central Bank is in Dennis Garrison’s name (former board member) and is tied to his credit history. The board discussed several options for a business credit card. Most credit cards require the card be guaranteed by an individual. Most board members expressed serious concerns complying with this policy. Another option discussed was a debit card. This would not require the account be guaranteed by an individual. Junior Crafton made a motion to get rid of the current credit card from Central Bank as soon as possible and replace with a separate checking account at Arvest Bank with a $5000 limit on the account. This account will have a Visa debit card attached to the account. Gary seconded the motion. Jeff Farquhar suggested we lower the amount to $3,000.00. Junior Crafton and Megan McGuire thought we should leave it at $5,000.00.
Junior Crafton amended his motion to evaluate this account every month to maintain a $5000 balance. Megan McGuire seconded the motion. Motion voted on with the vote as follows: Gary Haupt, Junior Crafton and Megan McGuire in favor; Jeff Farquhar opposing; President Wilhoit did not vote. Motion carried.
After the above discussion about moving the checking account from Central Bank, it was decided to leave it as it currently is. The Board’s main concern was the credit card.
Gary Haupt made a motion that all board members names are on the paperwork at the bank to be allowed to get in our safe deposit box at Central Bank. Junior Crafton seconded the motion. Motion voted on and carried unanimously.
Old Business: Megan and Karen are almost finished finalizing the HOA dues for the Big Cedar / Bluegreen cabins and units. Bills should be sent out by the end of the month.
Brad McKee, from the Conservation Department got back to Gary after he left 4 messages, explained the eradication of the white tail deer because of CDW. Gary made a motion we postpone any decision on the deer eradication until we have a conservation employee come to a meeting and explain what they were going to do. Megan seconded the motion. Motion voted on with the vote as follows: Gary Haupt, Jeff Farquhar and Megan McGuire in favor; Junior Crafton opposing; President Wilhoit did not vote. Motion carried.
The web page has 32 people who have joined. Jared English, our web site designer, is doing some modifications to the site.
Gary Hoistun, HOA member, addressed the board about rescinding his current restrictions. Vice President Haupt explained to the board how the restrictions came about approximately 2 years ago. After a brief discussion and observing Mr. Hoistun’s behavior during the meeting, Junior Crafton made a motion to keep the restrictions in place. Jeff Farquhar seconded the motion. Motion voted on and carried unanimously.
Richard Ledoux asked President Wilhoit if Lakeshore Drive was ever going to be resurfaced. He said he brought this up on the August 12th meeting and nothing was done. Jeff explained that they had one more cabin to build and then they would resurface the road.
Tim Bird told President Wilhoit how much they appreciated the quick response in the lighting problem on the cabins by their home.
As there was no further business on the agenda, Junior Crafton made a motion to adjourn the meeting. Gary Haupt seconded the motion. Motion voted on and carried unanimously.
President Jeff Wilhoit adjourned the meeting at 7:00 p.m.
These minutes were respectfully submitted by Secretary of the Board, Junior Crafton.
Minutes approved on this 10th day of March, 2022.