OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

DECEMBER 8, 2022

 

The meeting was called to order at 5:38 pm by President Crafton.

Present: Board members Junior Crafton, Gary Haupt, Megan McGuire, Jeff Wilhoit and Jeff Farquhar were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 5 HOA members were present in the audience.

Absent: None.

Amend/Approve Agenda: Junior Crafton presented the Agenda for the meeting for review.

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

Minutes of November 10, 2022 Regular Meeting: Junior Crafton presented the minutes of the November 10, 2022 regular meeting for review. Gary Haupt proposed an amendment to correct the date the new Campground fees will become effective from January 1 to March 1, 2023.

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

Minutes of December 1, 2022 Executive Meeting: Junior Crafton presented the minutes of the December 1, 2022 Executive Session meeting for review by the Board. Gary Haupt proposed an amendment to correct the competitive wage adjustments to meet the hourly rates proposed.

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

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

As of 11/30/2022, the Checking account balance was $99,128.71; R&R account balance was $28,847.78. Camping fees were $520.00. Facility rental fees were $305.00. Pop Money was $45.00. Dock Key deposit fee was $5.00.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report:  None.

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

• Set up snow plows and salt boxes;
• Hung the holiday lights and decorations;
• Ordered and prepared the winter road mix;
• Gathered and burned the fall leaves – last of the season;
• Fixed the broken water line in the center well house;
• Replaced electrical fittings on center well house;
• Painted the hot tub room;
• Conducted significant maintenance on campground waste disposal system – located the campground septic system outlet, pumped blockage, discovered 90 degree pipe and reconfigured pipe to minimize future blockages, poured new concrete pad and replaced caps for ease of use and maintenance; and
• Contracted plumber to service/repair kitchen garbage disposal and fountain.

The Board discussed the purchase of gravel under the Purchasing and Bidding Policy.  The recent purchase of $3,500 was apparently not approved pursuant to the policy.  The pros and cons of the recently approved policy limits and bidding procedures were reviewed.  To the extent that the gravel purchase is a routine and necessary roadway maintenance expense, discussion items included: 1) the benefits of bidding the gravel and/or hauling under an annual or multi-year contract; 2) are there really multiple vendors willing to service our needs in the area; and 3) is there any opportunity to work with the County to obtain better pricing.

Jeff Wilhoit left the meeting at 6:00 for another engagement.  Quorum still remains.

Administrative Report:

• Polly Rannells stated that Barb Houser from KPM will be onsite next Tuesday to finalize documents for the Tax filing and 2021 Audit.
• Polly Rannells reported the system backup project with Databytes is complete. Databytes has provided a Summary of completed work and a road map to the next steps of the computer system upgrade.  President Crafton is concerned that the individual computer stations still are not integrated to access the Filemaker PRO system simultaneously and cannot print the Filemaker PRO documents from the laptop.  He suggested that we have a meeting with Larry Fairchild to expedite these items.
• Polly Rannells stated that the insurance renewal is still pending. President Crafton is concerned that the renewal deadline is fast approaching and with the revisions that we anticipate in the new quote, we need to understand our options prior to the end of the year and start of the new fiscal year.  President Crafton requested that Polly Rannells coordinate with a representative from Connell Insurance to contact him in the next 2 business days.
• To date 3,256 of the approximate 5,000 invoices have been keyed into the Filemaker PRO database for the annual assessment project. The hope is to complete data entry by the end of the year and start the audit and comparison process immediately to assure accuracy prior to mailing the assessment invoices in February.

Old Business :

2023 Budget – Megan McGuire presented the final budget for review and discussion including campground revenues under the new fee structure, the updated insurance premium fees (still a best guess at this time pending the quote), and the new salary figures with competitive wage adjustments and COLA. Megan McGuire stated that the initiative to improve assessment collection next year and every year is necessary to meet the service expectations of the members and resulting expense needs of the organization.

• Motion: After a brief discussion, Gary Haupt moved and Megan McGuire seconded to approve the 2023 budget as presented for the fiscal year starting January 1. All Board members voted in favor and the motion carried.

Policy and Procedure Approval – Campground Registration and Rules – Megan McGuire presented the final draft of the registration, fees and rules for review and approval.   The new fees – all campground sites will be $20.00 per night and the disposal fee will be $10.00 – will be effective March 1, 2023.  The Board believes there should be a new sign posted at the campground detailing the rules as on the registration form signed by the campground users.

• Motion: Gary Haupt moved and Megan McGuire seconded to approve the Oakmont Campgrounds registration and rules with revised fees effective March 1, 2023 and authorize Donnie Sherwood to order a sign for the Campground.  All Board members voted in favor and the motion carried.

Policy and Procedure Approval – Assessment and Collection – Tabled to the January meeting to give time to draft policy and procedure.

Policy and Procedure Approval – Recreation Center Access, Rules and Registration – The Board provided input as to include in the policy that: 1) the hot tub usage by children requires parental supervision and 2) no parties and food in the area around the pool – should be reserving the party room just off the pool area or the event center.  Tabled to the January meeting to give time to draft policy and procedure.

Regulations referencing business signs – Per the question posed to the Staff and Board at last month’s meeting as to posting a business advertising sign in the front yard of a residence on Jones Road, Megan McGuire conducted the research as to the Association rules and the new Taney County Zoning Regulations.  The Association rules generally prohibit and the new County rules prohibit the posting of a commercial sign in a residential area.  See the Association rules and the Taney County R-1 zoning regulations.

New Business: None.

Adjournment: Junior Crafton called for adjournment of the regular session.

• Jeff Wilhoit moved and Jeff Farquhar seconded to adjourn at 6:35pm. All Board members voted in favor and motion carried.

The next regular meeting will be held on January 12, 2023.

Respectfully submitted by Megan McGuire, Secretary and approved on January 12, 2023.