Nov 10 2022 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

NOVEMBER 10, 2022

 

The meeting was called to order at 5:17 p.m. by Vice President, Gary Haupt, in Junior Crafton’s absence.

Present:  Board Members Gary Haupt, Megan McGuire, Jeff Wilhoit, and Jeff Farquhar were in attendance.  Polly Rannells and Donnie Sherwood were in attendance.  6 HOA members were present in the audience.

Absent:  Junior Crafton

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review.

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

Amend/Approve October 13, 2022 Board Meeting Minutes:  Gary Haupt presented the minutes of the October 13, 2022 regular meeting for review.

  • Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented and Gary Haupt seconded the motion.  All Board members voted in favor and the motion carried.

Amend/Approve October 27, 2022 Board Special Meeting Minutes: Gary Haupt presented the minutes of the October 27, 2022 special meeting for review.  The first draft of the 2023 budget was reviewed along with an insurance policy review by representatives from Connell Insurance.

  • Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented and Jeff Farquhar seconded the motion.  All Board members voted in favor and the motion carried.

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

As of October 31, 2022, the checking account balance was $123,960.32; R&R account balance was $28,846.63.  Camping fees were $705.00; Facility fees were $325.00; Pop sales were $48.00, for a total of $1,078.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report:  The Board set the Executive Session for Thursday, December 1 at 4:30 p.m. to review employee performance and set salaries for the coming year.  The Board also set the Christmas Luncheon for Wednesday, December 14 pending confirmation of availability of employees and catering.

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

  • Conducted maintenance on equipment;
  • Cleaned the shop;
  • Cleaned gutters on Center;
  • Winterized irrigation system and Pavilion;
  • Blew leaves from camping areas and around landscaping; and
  • Continued to grade roads throughout District.

Administrative Report:  Polly Rannells provided an update as to the following:

  • 2021 Audit Status – Audit is still pending completion with some additional information provided to KPM staff; Taxes for 2021 were paid per the deadline.
  • Networking Project Update – Databytes is completing design of the NAS for backup.
  • QuickBooks Online Project Update – QBO still working well for our weekly and monthly financial systems.
  • Filemaker PRO Project Update – Debra Clark has entered approximately 1,000 lots in the last two weeks with Junior Crafton pulling the information from the old system and checking the data entry. Seems to be on track for the end of the year completion.
  • Insurance Renewal Update – Still pending renewal quote from Connell Insurance.

Old Business:

2023 Budget – Polly Rannells and Gary Haupt presented the second draft of the budget with changes as recommended from the special session on October 27, 2022.  See the 2023 Budget draft herein incorporated by reference to these minutes.  The camping fees, insurance premium and salaries will be firmed up in the next month as policies are finalized and executive session on personnel completed.

Policies and Procedures for review and/or approval –

  • Time, Attendance, Benefits and Pay Rates Policy – Jeff Farquhar and Megan McGuire reviewed the final draft of the policy herein incorporated by reference to these minutes. These personnel policies were revised based upon the previous polices in place, current practices, input from the Supervisors and staff, and review by the Association’s attorney Greggory Groves.  Updates included clarification of pay rate, holiday pay and overtime policies, call-off practice, management of timecards, probation period defined, and sick time policies.

Motion:  Megan McGuire moved and Jeff Farquhar seconded to approve the Pay, Attendance and Benefits Policies effective January 1, 2023. All Board members voted in favor and the motion carried.

  • Assessment Collection Process – Megan McGuire provided an overview of the revised Annual Assessment Notice and Collection Process to begin in 2023. The Board discussed the time frames for the delinquency notices and collection; particularly on property owners who have multiple years of HOA payments due.  Several ideas were floated by the members including differences between vacant lots and lots with homes and possibility of an amnesty period to get delinquent payments up to date prior to debt collection process.  A formal policy will be drafted as a result of this discussion for review at the December meeting.
  • Campground Registration and Rules – Gary Haupt presented a working draft of the Campgrounds Registration, Fees and Rules policy. The draft presented several options for discussion to bring the campground fees more in line with costs to maintain the grounds and amenities offered.  The Board did not agree with the minimum two-night policy in the draft.

Motion:  After significant discussion of surrounding campground fees, needs of the membership, cost of upkeep of the grounds and cost of amenities provided to the campers, Megan McGuire moved and Jeff Farquhar seconded to approve the policy with the camping fees set at $20.00 per night per camp site and $10.00 dump fee effective January 1, 2023 and remove the minimum night requirement from the policy. All Board members voted in favor and the motion carried.

  • Facility Access, Rules and Regulations – Megan McGuire presented the current guidelines for the renting the Recreation Center, Party Room and Pavilion. The Board discussed the hours of operation and after-hours use of the party room.  It seems that past practice of giving keys to some members to lock up the party room after leaving was never sanctioned by previous boards, but was occasionally happening.  The current Board is vehemently opposed to that practice and will include in any future draft of the regulations.  Fees, cleaning practices, access to the Pavilion during the winter months and other practices and time frames for changes were discussed.  Gary Haupt asked that a revised set of rules and regulations be drafted and brought back to the Board for review and further input.

New Business:  Richard Ladeaux asked what the policy is for placing an advertising sign, for his commercial business, in his front yard on Jones Drive.  Due to the hour and no research conducted prior the meeting, the Board stated that this would be researched and clarified at the December meeting.

Adjournment:  Gary Haupt called for adjournment.

  • Motion: Jeff Wilhoit moved and Megan McGuire seconded to adjourn at 6:28 p.m. All Board members voted in favor and the motion carried.

The next regular meeting will be held on December 8, 2022.

Respectfully submitted by Megan McGuire, Secretary, and approved on December 8, 2022.

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