July 13 2023 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

JULY 13, 2023

 

The meeting was called to order at 5:22 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. 1 HOA members were present in the audience along with Mr. Robert Tokvam.

Absent:  None.

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review. 

  • Motion: Eric Franklin moved and Jeff Wilhoit seconded to approve the Agenda as presented. All Board members voted in favor and the motion carried. 

Minutes of June 8, 2023 Regular Meeting: Gary Haupt presented the minutes of the June 8, 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 Farquhar 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 6/30/2023, the Checking account balance was $254,826.74; R&R account balance was $28,855.91; Camping fees were $1,160.00; Facility rental fees were $615.00; Dock Key Deposits were $30.00; Pop Money was $60.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

Gary Haupt stated that Blue Green/Big Cedar Vacations, LLC had requested a zoning change on several tracts of the “old golf course property” along Highway 86 from NR-1, Single Family Nightly Rental to R-3 Multi-Family Residential. Eric Franklin attended the Taney County Planning and Zoning Commission public hearing on July 10, 2023 and presented the Oakmont Board approved letter dated July 10, 2023, herein attached and incorporated to these minutes. Even though these tracts are not in the Oakmont Association District, the Board expressed its ongoing concerns with the continued intensification of the use in and around neighborhoods the Association represents. The Planning and Zoning Commission denied the request to rezone to R-3.

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

  • Dozer repairs are still on track;
  • Brush hogging the road sides is ongoing;
  • Installed one tin horn;
  • Grass and weed management around the Recreation Center is ongoing;
  • Medicine cabinets need to be udpated and restocked on a routine basis – Jeff Wilhoit will find out the vendor Big Cedar uses for a bid;
  • Boat dock ramp wood decking was replaced costing $500.00 in materials;
  • Air suspension on Dodge and Chevy trucks were replaced;
  • A/C unit in party room need to be replaced;
  • A/C thermostat in Event Room was unable to be adjusted as no key was available to the Hostess, access needs to be evaluated;
  • Main entrance sign – Back of Membership lots portion of the sign looks a bit tacky going eastbound on Highway 86; options were reviewed, however, the consensus of the Board was that the whole sign needs a little updating and at least repainted. Donnie Sherwood will come up with some sign options during the budget discussions at the end of the year.
  • Remediation/restoration plan on Tract 25 – Board received letter from 845 Lakeview, LLC – Valerie and Robert Budd. Robert Tokvam was in attendance. The letter addressed several issues like the driveway access to 845 Lakeview, a commitment to plant three (3) trees in the disturbed area and an offer to purchase the entire Tract 25 for $15,000. These issues will require some research and the purchase offer will be placed on the August meeting OCSA agenda for review. Mr. Tokvam stated he was prepared to move the gravel and remove his boat and trailer but requests time to complete these tasks.
    • Motion: Megan McGuire moved and Eric Franklin seconded to take the Budd’s proposal and Mr. Tokvam’s request under advisement and bring back to the August or September meeting for further review. All Board members voted in favor of the motion and the motion carried.

Administrative Report: Polly Rannells reported on the following:

  • Of the 255 property owners who received the first notice of delinquency, 35 members have paid. The second notice of delinquent assessment will be mailed out on July 18, 2023, to the 220 remaining members who have not paid;
  • Continues to follow up with Motion VOIP for a documentation manual;
  • Continues to follow up with Barb Houser on the annual audit documents;
  • Presents some minor revisions to the Association Logo as it is time to re-order envelopes. The Board agreed to taking out the “Community Improvement Association, Inc” as part of the Logo and Jeff Wilhoit will send Polly Rannells the final acorn/leaf pattern to use as standard.

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.

Oakmont Invoicing system (OIS)– The memorandum of Agreement with Junior Crafton was drafted and approved at the small working group meeting with Gary Haupt, Megan McGuire, Eric Franklin, Junior Crafton, Polly Rannells and Debra Clark, using Junior Crafton’s proposal from the June meeting as the tasks to be completed. Gary Haupt would like the full Board to ratify the MOA.

  • Motion: Megan McGuire moved and Eric Franklin seconded to ratify the executed Memorandum of Agreement with Junior Crafton to perform the ongoing maintenance, programming, and training on the Oakmont Invoicing System (formerly referenced as Filemaker PRO database for dues.) All Board members voted in favor and the motion carried.

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.

New Business: The Board has received a complaint letter from Greg and Theresa Smith who live on Spring Drive. They have apparently been complaining for several years about an unsightly cargo container that has been located on neighboring property.  They state that is the reason they have refused to pay their HOA dues since 2017.  Gary Haupt assigned Megan McGuire and Eric Franklin to follow-up with the Smiths and their concerns and report back at the August meeting.

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

  • Motion: Jeff Farquhar moved and Jeff Wilhoit seconded to adjourn at 6:25 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on August 10, 2023. 

 

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