May 12 2022 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

MAY 12, 2022

The meeting was called to order at 5:22 p.m. by President Crafton.

Present:  Board members Jeff Wilhoit, Gary Haupt (exited at 6:15 for work related commitment), Junior Crafton, Megan McGuire and Jeff Farquhar were in attendance.  Administrative Staff Polly Rannells (filling in for Karen Badley on sick leave) and Donnie Sherwood were in attendance.  6 HOA members were present in the audience.

Absent: None.

Amend/Approve Agenda:  Junior Crafton presented the Agenda for the May 12, 2022 meeting for review.

  • Motion: Megan McGuire moved, and Jeff Wilhoit seconded to approve the agenda as presented.  All voted in favor of the motion.  Motion carried.

Minutes of April 14, 2022 meeting:  Junior Crafton presented the minutes of the April 14, 2022 meeting for review.

  • Motion: Motion was made by Megan McGuire to waive reading of the minutes at the meeting and approve the minutes as presented and Jeff Farquhar seconded the motion. Motion carried.

Treasurer Report:  Treasurer Jeff Wilhoit gave the OCIA Treasurer’s report as follows:

As of 4/30/2022, the Checking account balance was $152,968.23 with deposits so far in May of $33,971.00; R&R account balance was $28,839.57.  Camping fees totaled $860.00 and Facility rental fees totaled $120.00.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. Polly Rannells reported there were no updates from Big Cedar following Gary Haupt’s inquiry with latest partial payment – still outstanding approximately $129,000.

Megan McGuire provided a brief update on the Audit status and request to place Barbara Houser, KPM auditor, on the June agenda to meet her and have any necessary open and/or executive session discussions as we plan for the issuance of the 2020 audit and 2021 on-site audit preparation.  The Board agreed that having an in-person update would be appropriate at the June meeting.

Maintenance Report:  Donnie Sherwood provided an update as to the following:

  • Road Grader repairs should be done tomorrow and grader returned on Wednesday, May 18, 2022 for the season;
  • Replaced fans in Pavilion;
  • New portable welder set up;
  • Cylinder rebuilt on the 2006 Chevrolet truck;
  • Brush hogging is continuing along the roads;
  • Finished building forks for backhoe;
  • Safety devices (grab bars) in showers still waiting on 2 contractors to do site visit and 1 contractor to issue a bid; and
  • Dead Tree at Boat Launch Ramp has been removed and cleaned up.

Administrative Report: No Report.

President Report:  No Report.

New Business:

Review/Summarize Annual Meeting– Good participation; good comments on web site upgrades- Declarations on website; question was asked if the zoning maps as posted on the wall could be photographed and placed on the website – will require some research.

Staff Pay Periods and Check Procedure – Junior Crafton reviewed the new schedule for pay periods and pay checks.  A brief discussion occurred as to the benefits of efficiency and standard payroll practices. Jeff Farquhar was troubled as to why the change did not also include direct deposit. He could support this change as it is presented as long as the direct deposit issue would be revisited during the next budget process. Gary Haupt stated that with a small work force, he did not believe there were excessive costs for hard copy checks.

  • Motion: Megan McGuire moved and Gary Haupt seconded to adopt the presented payroll schedule changes over the next 5-week schedule. Jeff Farquhar amended the motion to add revisiting idea of direct deposit in October.  Megan McGuire seconded the amendment.  Junior Crafton, Megan McGuire, Jeff Wilhoit and Jeff Farquhar voted in favor and Gary Haupt voted against.  Amendment carried. The vote was then taken on the main motion.  All voted in favor of the main motion and motion carried.

Secretary McGuire presented a draft letter to employees to advise of the payroll schedule changes.

  • Motion: Gary Haupt moved and Jeff Farquhar seconded to send the letter as presented. All voted in favor and motion passed.

Assessment Notification Invoice and Annual Meeting Letter Wording – After a brief discussion, Megan McGuire will present proposed updates to the invoice date, delinquency date, and proxy submission procedures and dates.  This topic will be placed on the August 2022 meeting agenda.

Access to Computers and PO Box Key – Junior Crafton stated that there needs to be a written policy and procedure to assure access in the event of emergency, like has recently occurred with Karen Badley on sick leave.  This topic will be placed on the July 2022 meeting agenda.

Policy on Timeliness of Board Meeting Minute Draft  – Junior Crafton suggested that the Board set a policy on timeliness of meeting minutes to facilitate efficient communication and follow-up on agenda items from month to month for the Board and Administrative Staff.

  • Motion: After a brief discussion on getting monthly and annual meeting minutes drafted on a more timely basis to secure accurate recollection and facts, Gary Haupt moved and Jeff Farquhar seconded to have first draft of minutes done within 7 days after the Board meeting. All voted in favor and the motion carried.

Old Business:

Computer Update/Laptop Purchase – Megan McGuire stated the laptop has been purchased and network will be scheduled for installation in the next few weeks.  As for the QuickBooks installation and training, Junior Crafton has volunteered to install the catalog of vendors and all invoices since January to get up-to-date with the current fiscal year.

Lakeview Drive Boat Launch/Ramp Parking Signage – After questions were clarified by Jeff Farquhar, who works for the Corp of Engineers, the “No Parking” signs that were requested at the boat launch ramp area along the blocks to the side of the launch ramp will not be installed. The Corps of Engineers has not allocated manpower to enforcing parking at this leased boat ramp area and the HOA has no authority to enforce a no parking order.

Debit/Credit Card – Still pending to be done. This topic will be placed on the June agenda.

Reference Notebook topics to bring to the June Meeting – Open lot sales, Organizational Chart, Purchasing and Bidding – capital items, Job Descriptions and Equipment Inventory.

Adjournment:  Junior Crafton called for adjournment.

  • Motion: Motion was made by Jeff Farquhar and seconded by Jeff Wilhoit to adjourn at 6:37 p.m.  All voted in favor and motion carried.

The next regular meeting will be held on June 9, 2022.

Respectfully submitted by Megan McGuire, Secretary and approved on June 9, 2022.

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