OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES – SPECIAL SESSION

JANUARY 25, 2023

The meeting was called to order at 5:00p.m. by President Crafton.

Present: Board Members Junior Crafton, Gary Haupt, Megan McGuire, Jeff Wilhoit and Jeff Farquhar were in attendance. No staff or HOA members present.

Absent:  None.

President Crafton called this special session to review and finalize the general membership informational letter and the partial amnesty letter as well as complete the wording on the Policy and Procedure.  Junior Crafton stated we would review two different letter drafts and use Robert’s Rules of Order to determine the sections or sentences to be used from each letter.

Assessment and Collection Procedures:  Megan McGuire presented the revised Policy and Procedure draft from the January 12th meeting for further discussion.  Clarifying language was suggested on how non-membership lots would be invoiced and Paragraph 13 was revised to utilize the “partial amnesty” terminology.  Junior Crafton requested the changes be made and sent to Attorney Greggory Groves for review and then final review and approval at the February 9th Board Meeting.

Membership Letter – General:  Junior Crafton presented a letter drafted by Gary Haupt and himself as an alternative to the letter drafted by Megan McGuire with all issues presented as requested by the Board over the last 4 months.  The Board recognized that the Secretary’s letter, even though more complete and contained all the items that Board wished to communicate, in the end was too long, and some of the information would be better communicated by other means and in subsequent letters.  Both were presented for discussion.

• Motion:  After discussion of the pros and cons of the letters as well as discussing items that would be more appropriate for the annual meeting announcement letter such as the policy and procedure manual updates and financial update, Gary Haupt moved and Jeff Wilhoit seconded to approve the alternative letter by Gary Haupt and Junior Crafton with amendments to add the Website information and revise the closing paragraph and pending review by Attorney Greggory Groves.  All members voted in favor and the motion carried.

Jeff Farquhar left the meeting at 5:50pm due to another commitment.  Board quorum still maintained. 

Membership Letter – Partial Amnesty:  Junior Crafton presented a letter drafted by Gary Haupt to be sent to those members who have delinquent assessments and may be eligible for the one-time partial amnesty program.

• Motion:  After discussion and amendments to the wording for clarity, Gary Haupt moved and Jeff Wilhoit seconded to approve the draft as amended with review by Attorney Greggory Groves.  All members voted in favor and the motion carried.

Junior Crafton asked if there were any other issues to cover or to adjourn.

• Motion:  Jeff Wilhoit moved to adjourn and Gary Haupt seconded at 6:42p.m.  All members voted in favor and meeting adjourned.

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