October 12, 2023 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

OCTOBER 12, 2023

 

The meeting was called to order at 5:28 pm by President Haupt. 

Present: Board members Gary Haupt, Megan McGuire, Jeff Wilhoit, and Eric Franklin were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 4 HOA members were present in the audience.

Absent:  Jeff Farquhar 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 review and approve the Executive Session minutes and add Work Schedule for Center to the agenda under President’s Report. All Board members voted in favor. The motion carried and the agenda was amended. 

Minutes of September 14, 2023 Regular Meeting: Gary Haupt presented the minutes of the September 14, 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. The motion carried and the minutes were approved.

Minutes of September 14, 2023 Executive Session Meeting: Gary Haupt presented the minutes of the September 14, 2023 executive session meeting for review. 

  • Motion: Following review of the minutes by the Board members, Eric Franklin moved to approve the minutes as presented. Megan McGuire seconded the motion. All Board members voted in favor. The motion carried and the minutes were approved.

Treasurer Report: Treasurer Jeff Wilhoit gave the OCIA Treasurer’s report as follows: 

  • As of 9/30/2023, the Checking account balance was $189,711.00; R&R account balance was $28,859.44; Camping fees were $620.00; Facility rental fees were $690.00; Dock Key Deposits were $15.00; and Pop Money was $103.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

Remediation/Restoration Plan on Tract 25 : Gary Haupt reported that he, Megan McGuire and Jeff Farquhar met on site with Robert and Valerie Budd and Robert and Michelle Tokvam as to the removal and damage to numerous trees on property owned by the Association and changes to the public roadway maintained by the Association without its permission. Megan McGuire also presented a copy of the OCSA meeting minutes rejecting the Budd’s offer of $15,000 to purchase Tract 25. Gary Haupt stated that the offer was not even in the ballpark as the property has been appraised at $80,000 in the last 18 months and has not gone down in value. The damages occurred at the end of Lakeview Court in front of the home owned by the Budds and occupied by the Tokvams. The Budds and the Tokvams understood the encroachment and damages issues and are willing to work with the Assocation to a mutually satisfactory resolution. The Budds stated that they may be interested in another bid for the entire Tract. If they were interested at the appraised value level, they would need to investigate more thoroughly the building options for multiple homes. Megan McGuire stated that several persons had recently been inquiring as to the Tract. Gary Haupt stated that the Association would be willing to delay a final resolution to the remediation of the damages until December to allow for time to access these potential buyer inquiries and impact they may present for tree, landscape and roadway damage resolution.

Work Schedules at Center : Gary Haupt reported that the thirteen (13) hour shifts on the weekend had been eliminated. Polly Rannells reworked the schedule for the full and part time staff at the Center taking into account their needs to the extent possible and options to provide for a safe and complete coverage at the Center and Pool for our members and guests. One part time employee was not willing to work her assigned shifts and a new employee was hired.

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

  • Brush hogging has continued;
  • Grass and weed management around the Recreation Center is ongoing;
  • Pool deck has been washed;
  • Posts holding up the Center awnings were prepped and painted;
  • Dumpster stained;
  • Equipment has been serviced and maintained; and
  • Oakmont rocks are still located at the Devil’s Pool entrance and at this point appear to be pushed out of the right-of-way where road construction is occurring. Gary Haupt and Donnie Sherwood are the contact persons for GRE Engineering and coordination contacts are Jacob Dean and Jerany Jackson.

 

Administrative Report: Polly Rannells reported on the following:

  • As of October 10 and after the three consecutive delinquent notices, there are 137 delinquent owners/accounts. The staff will begin working with Lowther Johnson Attorneys at Law in Springfield to pursue collection of the delinquent owners/accounts.
  • Motion VOIP documentation manual for the computer, internet and WiFi systems – Eric Franklin is working on more readable diagrams to complete the manual.
  • Polly Rannells reported that Barb Houser from KPM has started on 2022 audit documents for a consolidated audit report.
  • Junior Crafton provided an update on the Oakmont Invoicing System (OIS). He and the staff are: 1) updating the past due accounts, 2) adding parcel numbers and legal description to the program and 3) tracking the liens and other actions on the delinquent accounts.

Old Business:

Policy and Procedure for Review/Approval: 

  • Eric Franklin presented the draft of the Budget Policy and Procedures which includes the goals and process for developing, approving and communicating the annual budget.
    • Motion: After detailed discussion of the draft, Megan McGuire moved and Jeff Wilhoit seconded to approve the Budget Policy and Procedures. All Board members voted in favor and the motion carried.

Board Meeting Minutes Recordkeeping Project: Project ongoing and Megan McGuire will report progress at the next meeting.

Smith Complaint about Cargo Container: Pending recommendation from Kyle Harmon at Lowther Johnson.

Sewer Connection Line Installation Agreement with Taney County Regional Sewer District on Tract 27 – Megan McGuire reported that Jacob Dean at GRE was informed of the action to reject the Agreement at the last Board meeting. The preliminary survey of the portion of Tract 27 being donated to the Fire District was received from Brian Viele, land surveyor at GRE, showing the new boundaries and corner pin for future placement of the Oakmont rock sign. Mr. Dean was of the same belief as the Board that the sewer line connection would occur after the Association Land transfer to the Fire District nullifying the need of the Association to be a party to the Agreement.

New Business:

2024 Budget – Polly Rannells presented the first draft of the 2024 budget. The Board discussed the derivation of some of the numbers that appeared to have increased or decreased significantly. Several suggestions were made as to the labeling of columns for clarity and to add a column showing the 4th Quarter 2023 projected numbers. The assessment history was reviewed and an initial proposal for employee wages was discussed. Since Polly Rannells will be out-of-the office for two weeks including at the next Board meeting, Gary Haupt suggested a budget workshop be scheduled for Thursday, November 16 at 5:00 pm to fine tune the numbers for review and approval at the December Board meeting.

Replacement furniture for the Center Lobby – Polly Rannells reported that the sofas in the main lobby at the Center are really showing wear to the point of shedding fabric. She is requesting Board approval to replace with sofas of a commercial grade, quality fabric and construction. The Board discussed several local stores that may work with the Association on the correct product and value pricing.

  • Motion: Megan McGuire moved and Eric Franklin seconded to allocate up to $3,000 for replacement of the sofas. All Board members voted in favor and the motion carried

ter Properties across Bridge in Lakeview: – Betty Coonrod asked the Board for assistance with cleaning up junk filled and dlapidated properties in her neighborhood. Gary Haupt stated that the County is in the best position to assist with this process under their new health, safety, zoning and enforcement regulations. Megan McGuire stated that after the assessment collection process gets a little further along, she would be willing to assist with notifications to the County.

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

  • Motion: Jeff Wilhoit moved and Eric Franklin seconded to adjourn at 6:50 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on November 9, 2023. 

Respectfully submitted by Megan McGuire, Secretary, and approved on November 9, 2023.

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