May 11 2023 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

MAY 11, 2023

 

The meeting was called to order at 6:07 pm by President Haupt. 

Present: Board members Gary Haupt, Megan McGuire, Jeff Wilhoit, Jeff Farquhar, and Eric Franklin were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 9 HOA members were present in the audience. 

Absent: None 

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review. Gary Haupt stated that we should amend the agenda to add a discussion of the cargo container on Pebble Drive as Danny and Martha Sorth were present to discuss. 

  • Motion: Megan McGuire moved and Jeff Wilhoit seconded to amend the Agenda to include a discussion of the cargo container under New Business. All Board members voted in favor and the motion carried. 

Minutes of April 13, 2023 Regular Meeting: Gary Haupt presented the minutes of the April 13, 2023 regular meeting for review. 

  • Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented. Eric Franklin 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 4/30/2023, the Checking account balance was $226,390.42; R&R account balance was $28,853.57; Camping fees were $120.00; Facility rental fees were $320.00; Dock Key Deposit fee was $5.00; Pop Money was $70.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: No report. 

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

  • Dozer update – A valve busted off in the piston and will require an estimated $7,500 to rebuild engine; another alternative was to find a replacement engine and none available. A replacement machine would be in the $30,000 range. There was a discussion about if the dozer is really still necessary for the Association and it was determined that is still needed on the grounds around the facility for a few more projects. 
    • Motion: Jeff Farquhar moved and Megan McGuire seconded to repair the dozer for to $7,500, prioritize completion of the projects utilizing the dozer and prepare for its sale in the near future as it is no longer cost beneficial to continue future repairs on the dozer for the limited uses it provides. All Board members voted in favor and the motion carried. 
  • Mowed and weeded lawn around facilities; 
  • Applied second round of grass fertilizer to lawn surrounding facilities; 
  • Dock ramp doorknob was busted off and replacement knob will be required; 
  • Gravel purchase completed to restock on-site pile; 
  • Pool pump leaking and required gaskets replaced; and 
  • Kubota brush hogging arm continues to become weak with constant use; will continue to monitor and work with vendor on options. 

Administrative Report: Polly Rannells reported that the annual assessment collection stands at $442,744.81 and 642 members paid, which accounts for 74% paid to date. Brandon from MotionVOIP is still working on the documentation manual and hopes to be done next week. One AED unit has new of 10 years.  paddles and batteries, and one is still pending updating. The update has a life span of 10

Old Business: Policy and Procedure Approval – Recreation Center Access, Rules and Registration – Megan McGuire presented the fourth draft of the Recreation Facility Policy and Procedure for discussion by the Board. 

  • Motion: Following review of the latest updates, Jeff Farquhar moved approval and Jeff Wilhoit seconded. All Board members voted in favor and the motion carried. 

Filemaker PRO and assessment database – Pending proposal from Junior Crafton. 

Assignment of Policies: Megan McGuire recommending the next round of policies and procedures to be written up for the Board Reference Manual as follows: 

  • Audit Policy – Assigned to Jeff Wilhoit 
  • Budget Policy – Assigned to Eric Franklin 
  • Insurance Policy – Assigned to Jeff Farquhar and Megan McGuire 
  • Fire Safety – Assigned to Gary Haupt 

Cars, Trucks and Boat on lot at Redbud and Tate – Derelict vehicles have been removed and Board is appreciative. 

Cargo Container on Pebble Drive ROW – The cargo container owned by Mr. and Mrs. Sorth has been sitting on the road right-of-way for over a year. The container has been used to store personal items pending completion of the house and shed. Mr. and Mrs. Sorth have been overcoming significant health issues and commit to the Board that the container will be removed by the middle of July. Megan McGuire will place the item on the August 10 meeting for a status report. 

New Business: Megan McGuire reported that the Board minutes are not being stored in an appropriate manner and there is no index to find the information on past actions of the Board. She will be working with a small group of members to review and index the past minutes. If any member is detailed oriented and interested in this project – please contact the Association office. She will work with Polly Rannells to determine options for binding and storing the minutes in hardcopy and electronic formats.

Adjournment: Gary Haupt called for adjournment of the regular session. 

  • Motion: Jeff Wilhoit moved and Megan McGuire seconded to adjourn at 7:01 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on June 8, 2023. 

Respectfully submitted by Megan McGuire, Secretary, and approved on June 8, 2023; 

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