OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION
BOARD MEETING MINUTES
MARCH 9, 2023
The meeting was called to order at 5:40 pm by President Crafton.
Present: Board members Junior Crafton, Gary Haupt, Megan McGuire (via phone, Jeff Wilhoit and Jeff Farquhar were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 9 HOA members were present in the audience.
Absent: None.
Amend/Approve Agenda: Junior Crafton presented the Agenda for the meeting for review.
- Motion: Gary Haupt moved and Jeff Wilhoit seconded to approve as submitted. All Board members voted in favor and the motion carried.
Minutes of February 9, 2023 Regular Meeting: Junior Crafton presented the minutes of the February 9, 2023 regular meeting for review.
- Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented. Jeff Wilhoit 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 2/28/2023, the Checking account balance was $84,139.14; R&R account balance was $28,851.23. Camping fees were $240.00. Facility rental fees were $20.00. Pop Money was $55.75. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.
President Report: President Crafton reported on the status from the HOA assessment invoices to date: 409 assessments or 47% have been paid to date and 12 returns have been received and resent under new addresses found in the County database.
Secondly, Matt Palazzolo, member who owns an insurance brokerage business in St. Louis area was in attendance and spoke to the Directors and Officers insurance issue of exploring a higher coverage amount. He has a broker who deals with this type of insurance and would like to explore the Association’s coverage options.
- Motion: After further discussion, Megan McGuire moved and Jeff Farquhar seconded to provide information to other carriers for Directors and Officers insurance quotes at higher amounts since Connell Insurance has not done same. All Board members voted in favor and the motion carried.
Finally, Junior Crafton reported on the recent Western Taney County Fire Inspection conducted at the Center last month. The inspection was conducted voluntarily in conjunction with the request to determine the capacity figures of occupants in the various areas of the center. The occupancy figures were determined and two deficiencies were found during the facility inspection:
- Exit sign in main lobby needs to be repaired or replaced due to non-working light; and
- 30 inches clearance to access breaker box needs to be kept.
In addition, there are no smoke alarms required in the building since the capacity limits are too low to trigger the requirement, however, the Board requests that battery operated fire/smoke alarms be installed int he kitchen in the event room. The Board asked Donnie Sherwood to work up a fire safety policy and procedure to conduct in-house fire/safety inspections to include fire extinguishers, alarms and the AED device. The draft policy will be brought back to the Board at the July meeting.
Maintenance/Development Report: Donnie Sherwood provided an update as to the following:
- Cleaning roads and ditches;
- Restocked the winter road mix;
- Dug ditch to bury electric line/pipe to the RV campground;
- Completed dirt work and posts for internet in the RV campground;
- Grading and building our new road surface off Beech Road – improving a previously unimprovedroad for access to lots;
- Dodge pick-up required another torque wrenching on newly installed tires;
- Grader hydraulic lines to steering mechanism were replaced;
- Application of grass fertilizer is recommended this year by Donnie
- Motion: Gary Haupt moved and Jeff Wilhoit seconded to purchase grass seed at $80/bag and 3 tons of fertilizer at $500/ton and continue annual lawn program around the Center and RV campground. All Board members voted in favor and the motion carried.
- Campground sign with new logo is finished and will be installed in the next few weeks as weather allows;
- Following competitive bids and insurance coverage confirmation, Donnie Sherwood recommends we move forward with purchasing a set of free wieghts for the Exercise Room.
- Motion: After discussion, Gary Haupt moved and Jeff Farquhar seconded to purchase a set of free weights from 5 to 50 pounds and a bench for $1,305 from Fitness Factory. All Board members voted in favor and motion carried.
- Electric vehicle plug-in access at the Center and/or Campground was discussed. The demand does not seem to warrant a dedicated site or any changes to the electric access at this time. Teh one request to date was accommodated with a $5 charge to offset electricity used.
Administrative Report: Polly Rannells reported that the 2021 Audit was almost finished. The Motion VOIP team started the network upgrade project and will continue working through next week. Polly Rannells also stated that we need to look at replacing the main lobby furniture if the budget will allow it this year.
Old Business:
Policy and Procedure Approval – Recreation Center Access, Rules and Registration: Megan McGuire presented the second draft of the Recreation Facility Policy and Procedure for discussion by the Board. Following the comments, Megan McGuire will provide a third and final draft at the April meeting with the capacity figures and additional suggestions on working incorporated.
Policy and Procedure Approval – Weather Emergency: Jeff Wilhoit presented the first draft of the Weather Emergency Policy and Procedures for review by the Board. After discussion and input, Jeff Wilhoit will update the policy to address outside notification and notification to the Board President and bring a final draft back to the April meeting of the Board.
Policy and Procedure Approval – Corporate Calendar Revision: Megan McGuire presented a revised Corporate Calendar to add the Annual Fire/Safety Inspection.
- Motion: Megan McGuire moved and Jeff Wilhoit seconded to approve the addition of a Fire Inspection in February of each year to the Corporate Calendar. All Board members voted in favor and the motion carried.
Policy and Procedure Approval – Job Description for Hostess: Megan McGuire presented the job description including the major duties for the Hostess position and a set of qualifications newly written. After significant discussion of the minimum qualifications for the work being performed, in particular the maturity level and communication skills, Junior Crafton requested the description be revised and brought back to the April meeting for review and approval.
Old cars and junk in yards: After a series of complaints on a property at Redbud and Tate, the Board will schedule a site visit before the next meeting.
New Business:
Annual Meeting Notice, Letters and Proxy: Megan McGuire presented a Resolution to the Board to clarify and update the information sent to the members on the Annual Meeting and Election of Board of Directors in order to improve communications with the members and assist the staff in meeting the Bylaw deadlines while still complying with the Bylaw provisions. The Resolution enumerates the sections of the Bylaws that address the Annual Meeting and the Nomination and Election of Directors and sets a timeline of notifications and postings that enhances the information access to the membership.
- Motion: After significant discussion, Megan McGuire moved to approve the Annual Meeting Letter, Director Nomination Notice and Proxy Dates Resolution and Jeff Farquhar seconded. All Board members voted in favor and the motion carried. Megan McGuire was instructed to draft the annual notice and documents in order to carry out this resolution.
Adjournment: Junior Crafton called for adjournment of the regular session.
- Megan McGuire moved and Gary Haupt seconded to adjourn at 7:25pm. All Board members voted in favor and motion carried.
The next regular meeting will be held on April 13, 2023.
Respectfully submitted by Megan McGuire, Secretary and approved on April 13, 2023