OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

JANUARY 12, 2023

The meeting was called to order at 5:32 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. 4 HOA members were present in the audience.

Absent: None.

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

• Motion: Jeff Wilhoit moved and Jeff Farquhar seconded to amend the agenda to include review and approval of the Administrative Assistant Job Description and approve as amended. All Board members voted in favor and the motion carried.

Minutes of December 8, 2022 Regular Meeting: Junior Crafton presented the minutes of the December 8, 2022 regular meeting for review. 

• Motion: Gary Haupt moved to waive reading of the minutes at the meeting and approve the minutes as presented and 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 12/31/2022, the Checking account balance was $42,691.73; R&R account balance was $28,848.97. Camping fees were $300.00. Facility rental fees were $370.00. Pop Money was $65.00.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: Junior Crafton reported that the OCIA account balances were getting low prior to the receipt of the 2023 assessments.

• Motion:  Gary Haupt moved and Megan McGuire seconded to transfer $20,000 from the OCSA to the OCIA accounts for operating expenses.  All Board members voted in favor and the motion carried.

President Crafton reported that all data entry has been completed on the new HOA database and half the audit of the lots and ownership is done. The new invoice format was presented for comment.  With addition of the website, telephone number and April 1, 2023 due date prominently noted on the invoice, all Board members believed it was clear and concise.

KPM Associates has presented their engagement letter for Board review and approval.  Junior Crafton requested that the letter be reviewed and approved at the February Board meeting.

President Crafton would like Jeff Wilhoit to draft a weather emergency policy and procedure including when the Recreation Center would close for inclement weather.

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

• Cleaning roads and pushing snow;
• Burning leaves at Center and Campground;
• Removed Christmas decorations/lights and stored;
• Replaced a tin horn;
• Located wifi nodes at the Center;
• Took bids for gravel from three vendors with Capital getting bid at $7.00/ton and haul rate at $4.25 /mile;
• Took bids for road grader tires from three vendors with Worley Tire getting bid at $550/tire;
• Took 2006 Chevy truck back to CAT to replace clutch under 2-year warranty – clutch had begun to grind again after replaced 6-8 months ago;
• Repaired backhoe cylinder under front bucket; 
• No frozen pipes at Center during last recent extreme weather event, however, had to conduct maintenance on heat pump as it had frosted up;
• Got quotes on campground sign including 3 X 5 or 4 X 6 foot sign – Board recommended going with bigger size for easier reading of detailed regulations; and
• Took request from member as to getting free weights added to the exercise room – Board recommended doing some research on options and report back to the Board. 

Administrative Report: 

• Polly Rannells stated that she provided KPM with the accounts receivables file to complete the 2021 Audit.
• Polly Rannells reported that she is still awaiting her computer update from Windows 7 to 11 by Databytes and still need new laptop ability to print from main printer.  Meeting with Databytes this coming Tuesday to get these items on track.
• The final insurance renewal quotes and coverages were presented for commercial property, general liability, business auto, inland marine, director and officers, workers compensation and umbrella coverage.  The renewal premium was fortunately less than originally anticipated with the total premium cost at $63,283.00, up from $45,432.00 the previous year.  This increase does include an updated list of equipment, facilities and recognizes the increase of costs of repair and/or replacement. 

• Motion:  Megan McGuire moved and Gary Haupt seconded to approve the renewal quote as presented by Connell Insurance.  All Board members voted in favor and the motion carried.
• The Board discussed that the renewal quote did not include any coverage options for the D&O insurance.  The Board is still interested in getting a quote for a $3 to $5 million dollar policy simply based upon the level of assets, income stream and operational activities that are currently under management.

Old Business :

Policy and Procedure Approval – Assessment and Collection – Megan McGuire presented the first draft of the policy for discussion.  The Board reviewed the policy statements and the detailed procedures including the invoicing dates, due date for payment, and action dates if the assessments are not paid.  The policy includes a mechanism for the members to dispute the assessment balance, ownership or any delinquency.  The Board discussed the pros and cons of the previous practice of partially writing down delinquent assessments when a lot is transferring ownership and reviewed the effectiveness of this policy going forward.  The Board provided Megan McGuire additional feedback on the first draft as to dates and deadlines as well as a revised one-time amnesty procedure.  These two issues were voted on in advance of the completion of the entire draft due to the February 1st deadline to invoice members as follows:

• Motion:  Jeff Farquhar moved and Gary Haupt seconded to publish the due date for payment of all assessments as April 1st of each year and the discount date as March 15th of each year.  All Board members voted in favor and the motion carried.
• Motion:  Gary Haupt moved and Megan McGuire seconded to approve a one-time partial amnesty program for delinquent assessments to be written down to the current year plus two prior years for up to five assessments as long as all other remaining assessments are paid within 90 days of the due date.  All Board members voted in favor and the motion carried.

Junior Crafton requested that the complete policy be brought back to the February Board meeting for review and approval.  

Megan McGuire is preparing the member information letter for review by the Board and upon approval, to attach to the invoice mailing. 

Policy and Procedure Approval – Recreation Center Access, Rules and Registration – Tabled to the February meeting to give time to draft the policy and procedure.

Policy and Procedure Approval – Purchasing and Bidding Revision – Board members discussed revised wording presented by Gary Haupt including raising the purchasing authority for budgeted capital expenses and gravel/rock purchasing procedures.  Following a discussion of the pros and cons, Junior Crafton requested that Gary Haupt finalize the revisions and bring back to the February meeting for approval.

Policy and Procedure Approval – Job Description for Administrative Assistant –   Polly Rannells presented the job description including the major duties and qualifications for the Administrative Assistant position.  

• Motion:  After a brief discussion and spelling corrections, Megan McGuire moved and Jeff Wilhoit seconded to approve the Administrative Assistant Job Description as amended.  All Board members voted in favor and the motion carried.

New Business: None.

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

• Gary Haupt moved and Jeff Wilhoit seconded to adjourn at 7:54pm. All Board members voted in favor and motion carried.

The next regular meeting will be held on February 9, 2023.

Respectfully submitted by Megan McGuire, Secretary and approved on February 9, 2023.