September 14, 2023 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

SEPTEMBER 14, 2023

 

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

Present: Board members Gary Haupt, Megan McGuire, Jeff Farquhar, and Eric Franklin were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 2 HOA members were present in the audience.

Absent:  Jeff Wilhoit was absent with a work conflict.

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

  • Motion: Megan McGuire moved and Eric Franklin seconded to amend the Agenda to go into Executive Session for Personnel Issue at the end of the regular session. All Board members voted in favor and the motion carried. 

Minutes of August 10, 2023 Regular Meeting: Gary Haupt presented the minutes of the August 10, 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: In the absence of Treasurer Jeff Wilhoit, Jeff Farquhar gave the OCIA Treasurer’s report as follows: 

  • As of 8/31/2023, the Checking account balance was $229,860.78; R&R account balance was $28,858.29; Camping fees were $2,040.00; Facility rental fees were $330.00; Dock Key Deposits were $30.00; Pop Money was $90.15 and one culvert for $646.80. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

Remediation/Restoration Plan on Tract 25: Meeting with Valerie and Robert Budd is scheduled on-site for September 19th.

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

  • Brush hogging at Recreation Center;
  • Grass and weed management around the Recreation Center is ongoing;
  • Recreation Center exterior power washed;
  • Pavilion and Recreation Center deck have been power washed and stained;
  • Deck bearings on Kubota lawn mower needs to be replaced; and
  • Hot Tub filter – installed new sand filter.
  • Board had significant discussion of mowing the Highway 86 ROW from the Association entrance to the power station to the east. This is not ROW bordering the Association property – it is ROW bordering Big Cedar properties. It is MODOT ROW that they do not mow – particularly in the last several years. Donnie Sherwood stated that it has been done for many years – as he understands the procedure, it started for safety of members to improve visibility of wildlife crossing the road especially deer and for appearance coming up to the entrance of the Center. The board discussed the safety issues for employees doing the mowing especially with the increased traffic over the last year, wear and tear on the equipment, labor and fuel expense MODOT ROW requirements and Association insurance coverage. Gary Haupt asked that some thought be given to the pros and cons of this practice and contacts made of MODOT and our insurance company. This will be placed on the December agenda for further discussion.

Administrative Report: Polly Rannells reported on the following:

  • 156 property owners/accounts were sent the third and final notice of delinquency on August 18th. 40 tax sale properties did not sell at the annual county tax sale on August 28th making a total of 196 now delinquent owners/accounts. As of September 14, 20 delinquent invoices have paid totaling $24,008.49. This leaves 176 delinquent owners/accounts.
  • Motion VOIP documentation manual for the computer, internet and WiFi systems has been reviewed and the contents appear relatively complete except for the diagrams which are too small to read. Megan McGuire expressed her concerns regarding the poor response from Motion VOIP to get the manual finalized. Gary Haupt asked Eric Franklin to work with Motion VOIP and try to get more readable diagrams to complete the manual.
  • Polly Rannells reported that Barb Houser from KPM has completed the 2021 audit and starting on 2022 audit documents for a consolidated audit report.
  • Administrative staff and Eric Franklin have been working on member lists and cleaning up some entry errors as they are found in the Oakmont Invoicing System (OIS). They have gone as far as they can without assistance from Junior Crafton on the programming end.

Old Business:

Policy and Procedure for Review/Approval: 

  • Gary Haupt presented the second draft of the Fire Prevention and Safety Policy.
    • Motion: After discussion of the revisions suggested at the August meeting. Jeff Farquhar moved and Eric Franklin seconded to approve the Fire Prevention and Safety Policy. All Board members voted in favor and the motion carried.
  • Megan McGuire presented a draft of the Employee Evaluation Form. Megan McGuire stated that Donnie Sherwood and Polly Rannells have reviewed and believe the form is workable.
    • Motion: Megan McGuire moved and Jeff Farquhar seconded to approve the Employee Evaluation Form. All Board members voted in favor and the motion carried.
  • Megan McGuire presented the revisions to the Lot Sales Policy and Procedure incorporating the title insurance and closing policy changes on Membership Only Lots approved at the August board meeting.
    • Motion: Eric Franklin moved and Megan McGuire seconded to approve revisions to the Lot Sales policy and procedure. Gary Haupt, Megan McGuire, and Eric Franklin voted in favor, Jeff Farquhar abstained and the motion carried.

Board Meeting Minutes Recordkeeping Project: Megan McGuire has completed a half year of indexing to get a feel for how to set up the format and time it takes to complete. Will continue and report at the next meeting.

Smith Complaint about Cargo Container: Megan McGuire and Polly Rannells have reviewed the complaint with Kyle Harmon, corporate attorney, for possible Association enforcement options. Pertinent subdivision regulations and plat information has been sent to Mr. Harmon’s office for his reference and review.

Roger and Mary Hill Complaint: on Bittersweet Road maintenance – Gary Haupt reviewed his follow-up conversation with the Hills regarding the status of the road and normal maintenance schedule for this unimproved road with no houses built in this location. The Hills stated that they were really more concerned about not having their check for dues accepted in December before they were leaving the area. This has been discussed with the Administrative staff that checks should be and will be accepted for assessments any time for credit, even if it is before the time that invoices are officially sent out.

Jerry Duvall Complaint: on documents he has requested about dues requirements – still researching.

Tom Kraft/Mike Orr – request for Oakmont requirements for crossing Lakeview Drive with a sewer line. Megan McGuire prepared a letter to Tom Kraft and Michael Orr detailing the documentation required for Oakmont consistent with this discussion at the August board meeting. Michael Orr presented all the required documentation except a record easement which is apparently not required nor done in Taney County.

New Business:

Sewer Connection Line Installation Agreement with Taney County Regional Sewer District on Tract 27 – Megan McGuire presented the Agreement and commented on the “Owner” language issue. The way the Agreement is constructed, the Fire District and Oakmont are defined as owners. As we all know Oakmont is not benefiting from this Agreement as this land is in the process of being donated to the Fire District. Based upon the information we received from Jacob Dean and Brian Viele from GRE, the Oakmont Tract 27 is very likely to be surveyed and transferred to the Fire District before this Agreement will come into effect.

  • Motion: Jeff Farquhar moved and Eric Franklin seconded to not sign the Agreement for two reasons. First, Oakmont will not be the owner of this portion of Tract 27 in 2-4 weeks and secondly, Oakmont does not want to have the duties and obligations to the Sewer District as “owners”. All Board members voted in favor of the motion and the motion carried.

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

  • Motion: Megan McGuire 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 October 12, 2023. 

 

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