OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

NOVEMBER 9, 2023

 

The meeting was called to order at 5:00 pm by President Haupt. The OCIA meeting was held first as information from Megan McGuire will be necessary for sales discussions in the OCSA meeting.

Present: Board members Gary Haupt, Megan McGuire (arrived at 5:10), Jeff Wilhoit, and Eric Franklin were in attendance. Debra Clark, filling in for vacationing Polly Rannells, and Donnie Sherwood were in attendance. Four HOA members and one guest were present in the audience.

Absent:  Jeff Farquhar – resignation letter submitted.

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

• Motion: Jeff Wilhoit moved and Eric Franklin seconded to amend the Agenda to add Luke Logan from Crane Insurance to this agenda, accept Jeff Farquhar’s resignation under President’s Report, and appoint new Board member to serve out Jeff Farquhar’s term under New Business. All Board members voted in favor. The motion carried and the agenda was amended. 

Minutes of October 12, 2023 Regular Meeting: Gary Haupt presented the minutes of the October 12, 2023 regular meeting for review. 

• Motion: Eric Franklin moved to waive reading of the minutes at the meeting and approve the minutes as presented. Jeff Wilhoit seconded the motion. All Board members voted in favor. The motion carried and the minutes were approved.

Presentation by Luke Logan of Crane Insurance: Mr. Logan presented his experience in the commercial insurance industry, including his past association with Connell Insurance Co. and homeowners associations. His company, Crane Agency, would like the opportunity to participate in future bids and evaluations of Oakmont’s insurance for property and liability coverage. Mr. Logan lives locally and passes by the Association every day. Gary Haupt stated that we welcome the opportunity to have local vendors and would coordinate with him on future evaluations.

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

• As of 10/31/2023, the Checking account balance was no available and will be reported in December; R&R account balance was $28,860.59; Camping fees were $140.00; Facility rental fees were $240.00; Rummage sale tables were $105.00; Gravel Fees were $120.00; and Pop Money was $73.30. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes. 

President Report: 

• Gary Haupt stated that he had received a resignation letter from Jeff Farquhar effective immediately and thanked Jeff Farquhar for his time and contributions to the Board.
• The Employee/Board Christmas lunch will be held on Thursday, December 7th at the Center.
• Gary Haupt stated that the Association has received a very extensive questionnaire from Philadelphia Insurance. He has been in contact with our account representative at Connell to see if this really needs to be completed as an extensive on-site assessment with this same questionnaire was just completed 6-8 months ago.
• Posts holding up

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

• Employee evaluations are completed;
• Brush hogging and road grading has continued;
• Leaves blown and burned at the Center and Campground;
• Backhoe required service by Caterpillar for the recapture system;
• Pavillion has been fully winterized;
• Equipment has been serviced and maintained including installation of additional emergency lighting on one of the trucks; and
• Tractor drive shaft is broken requiring repair and continued evaluation of possible replacement with a larger enclosed tractor in the near future.

Administrative Report: Debra Clark, in Polly Rannells’ absence, reported on the following:

• Meeting with Kyle Harmon on October 27th to review membership lot and assessment documentation.
• Motion VOIP documentation manual for the computer, internet and WiFi systems – Eric Franklin presented an updated manual with more readable diagrams. He will continue to work on identifying all components to be listed on page 8 and bring back to the December or January meeting.
• Audit report – no update.
• Oakmont Invoicing System (OIS) update – There are instances where lots owned by the same person(s) are in the County systems with variations of the owners’ names. The Board recommended using the Laredo System (maintained by the County Recorder and updated with recorded deed information instead of the Beacon system to clean up as much as possible

Old Business:

Policy and Procedure for Review/Approval:  No policies presented for review or approval – still two policies are pending, including the corporate insurance.

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

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

2024 Budget: The Board will conduct a budget work session on Thursday, November 16th at 5:00pm to fine tune the projects, purchases, and payroll numbers for review and approval at the December Board meeting.

New Business:

Open Board Director Position: Gary Haupt placed the open Board Director position following the resignation of Jeff Farquhar before the Board for action.

• Nomination: Gary Haupt nominated Ronnie Smith for the Board of Director position and Megan McGuire seconded the nomination. All Board members voted in favor. The nomination carried and Ronnie Smith was seated at the Board table.

Gary Haupt recommended that the Vice-President officer election be taken up at the December meeting.

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

• Motion: Ronnie Smith moved and Eric Franklin seconded to adjourn at 5:45 pm. All Board members voted in favor and the motion carried. 

The next regular meeting will be held on December 14, 2023. 

Respectfully submitted by Megan McGuire, Secretary, and approved on December 14, 2023.