OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

JUNE 8, 2023

 

The meeting was called to order at 6:05 pm by President Haupt. 

Present: Board members Gary Haupt, Megan McGuire, Jeff Wilhoit, Jeff Farquhar, and Eric Franklin were in attendance. Polly Rannells was in attendance. 10 HOA members were present in the audience along with Mr. Robert Tokvam.

Absent: Donnie Sherwood was excused due to illness.

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review. Gary Haupt stated that we should amend the agenda to move the Junior Crafton discussion to after the Treasurer’s Report. 

• Motion: Megan McGuire moved and Jeff Wilhoit seconded to amend the Agenda to move the Junior Crafton Proposal on the Filemaker PRO database Management to under President’s Report. All Board members voted in favor and the motion carried. 

Minutes of May 11, 2023 Regular Meeting: Gary Haupt presented the minutes of the May 11, 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 5/31/2023, the Checking account balance was $281,963.90; R&R account balance was $28,854.76; Camping fees were $980.00; Facility rental fees were $660.00; Pop Money was $81.50. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

Filemaker PRO and Assessment Database – Junior Crafton presented a Proposal for ongoing support of the Filemaker PRO database for the HOA invoicing and payment tracking. He reviewed the status of the database design, employee training and updating needs to make the system more efficient. After significant discussion of the proposal, Gary Haupt believed that a group made up of staff, Board members and Mr. Crafton should meet to fully understand the issues and determine the best structure for the efficient use of Mr. Crafton’s time. This time will be tabled to the July meeting for final action.

Maintenance/Development Report: In Donnie Sherwood’s absence, Gary Haupt provided an update as to the following: 

• Four new tires were competitively bid and purchased for the backhoe;
• Dozer repairs are still on track for estimated cost of $7,500;
• AEDs have been upgraded and new batteries for $350;
• Vertical arm on the brushhog requires repair for an estimated cost of $1,200 to $1,400;
• Tract 25 tree removal, trimming and land disturbance – About 3 weeks ago, it was reported that there was a noticeable number of trees cut, trimmed, land disturbed and gravel hauled into the end of Lakeview Court on and around what was believed to be Tract 25 owned by the Association. Donnie Sherwood and several of the Board members observed the area and believed it was in the Association’s best interest to get a boundary survey ordered to see exactly the area owned by the Association versus bordering owners. Mr. Robert Tokvam, the tenant at 845 Lakeview Court, had come to the office in late May and admitted that he had done the cutting, trimming and land disturbance. On June 2, 2023, all property owners of record and the Tokvams were sent a letter to stop any further land disturbance or tree removal/trimming pending a boundary survey. Mr. Tokvam was present at the meeting and stated that he was asking for forgiveness as he was unaware that this was a problem. He was attempting to use the area below his dwelling for parking of his vehicles/boat/trailer. The Board stated that the disturbed area is in fact property of the Association and part of a large 6 acre tract that is currently being marketed for sale with active interest and he was not given permission to enter upon or remove anything from this Tract of land. The Board stated that what Mr. Tokvam did could be deemed a trespass and theft of property of another. One does not have the right to go onto another person’s property and remove items on the land and disturb the land, for whatever reason.
  • Motion: After significant discussion of the options for monetary damages and to restore and remediate the damages, Jeff Farquhar moved and Eric Franklin seconded to give Mr. Tokvam the opportunity to provide the Board at the July 13 meeting with restoration actions to remedy the damages near Lakeview Court on Tract 25.

Administrative Report: Polly Rannells presented the list of property owners who have not paid their dues. There are 255 property owners who will be receiving the first notice of delinquency pursuant to the approved assessment policy. Polly Rannells has continued to follow up with Motion VOIP for a documentation manual.

Old Business:

Policy and Procedure Assignments – Gary Haupt reported he has started to work on the Fire Safety Policy and will follow-up with Jim Ferguson, Western Taney County Fire, for some assistance.

Board Meeting Minutes Recordkeeping – Megan McGuire reported that she has identified four members to assist starting in July with the indexing of the past Board meeting minutes.

• 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. 

New Business: Tim Bird addressed the Board in regards to the grading and rocking of the road in front of his house at 161 Mountain View Drive. It appears to Mr. Bird that the continued addition of rock on the road year after year has created a situation where the road is higher than his driveway. This was not the case when they purchased their house and not how the driveway and stormwater routes were designed. Gary Haupt will refer this issue to Donnie Sherwood for further investigation and report back at the July meeting.

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

• Motion: Jeff Wilhoit moved and Eric Franklin seconded to adjourn at 7:15 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on July 13, 2023. 

Respectfully submitted by Megan McGuire, Secretary, and approved on July 13, 2023;