OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

DECEMBER 14, 2023

 

The meeting was called to order at 5:35 pm by President Haupt.  Jeff Wilhoit joined the meeting at 5:36pm and left the meeting at 6:10pm.

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

Absent: None.

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

• Motion: Megan McGuire moved and Ronnie Smith seconded to amend the Agenda to add Amend or Approve the November 9, 2023 Executive Session minutes and two items under New Business – Assignment of Director Numerical Designation and when terms run by Director Number and Bank Signature Cards for new Director finalized. All Board members voted in favor.  The motion carried and the agenda was amended.

Minutes of November 9, 2023 Regular Meeting: Gary Haupt presented the minutes of the November 9, 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 November 9, 2023 Executive Meeting: Gary Haupt presented the minutes of the November 9, 2023 executive meeting for review.

• Motion: Megan McGuire moved to waive reading of the confidential 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.

Treasurer Report: Treasurer Jeff Wilhoit gave the OCIA Treasurer’s report, including the delayed checking account balance from October as follows:

As of 10/31/2023, the Checking account balance was $163,807.72.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

As of 11/30/2023, the Checking account balance was $121,177.84; R&R account balance was $28,861.78; Camping fees were $140.00; Facility rental fees were $280.00; and Pop Money was $93.50. Petty Cash reimbursement was $184.96.  See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report: None.

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

• Leaves blown and burned at the Center and Campground;
• New tires installed on 2006 Chevy truck;
• Snow plows and spreaders prepared for winter use;
• Pool sand filter changed as required after two years;
• Holiday displays were taken out of storage and installed;
• Fill dirt pile was moved; and
• Electric bill at Shop has been creeping up with increases in charges and may be a good time to evaluate a more efficient system including switching to propane. Board discussed the cost of the initial installation versus ongoing fuel costs and asked Donnie Sherwood to obtain a few quotes on systems for replacement including a cost/benefit analysis.

Administrative Report:  Polly Rannells reported on the following:

• Meeting with Kyle Harmon on December 13, 2023 to review membership lot designation and 2023 assessment documentation of open or delinquent accounts. The hard copies of the prior years’ assessment invoices were not found, however, the invoices had been scanned into the Paperwise scanning system to produce an exact hardcopy replica. See the Past Due Account Report dated December 14, 2023.
• Oakmont Invoicing System (OIS) update – Polly Rannells and consultant, Junior Crafton, presented updates and recommendations for approval on the OIS system, the 2023 delinquent (open) assessment accounts and the 2024 assessment billing cycle in consultation with Kyle Harmon including:
  • Delinquent accounts will go back 10 years to 2013 – all prior year open accounts will be placed into a waived status (not eliminated);
  • 2021 and 2022 open accounts will be added into the system for addition to delinquent totals;
  • Annual interest will be set at the statutory level of 9%;
  • Annual interest will be totaled so that it is not compounded or counted twice; and
  • Focus collection efforts first on the 12 owners/entities that owe between $7,000 and $45,000 on a few different lots over many years totaling
    $186,000.
  • Motion: Following the Board’s discussion of all the updates and recommendations, Megan McGuire moved and Eric Franklin seconded to approve and accept the recommendations set forth above.  All Board members voted in favor.  The motion carried.
• Audit report – no update.
• New furniture in the Lobby – Polly Rannells was successful in finding a new set of couches and a rug for the Main Lobby for a total of $3,221.
• Request to paint the Recreation Facility – Polly Rannells is requesting to have the Recreation Facility – Main Lobby and Events Center – painted in 2024.  The appearance has degraded and showing quite a bit of wear.  The Board discussed the Maintenance staff doing the work versus bidding out the large painting project.  Polly Rannells and Donnie Sherwood will discuss and obtain bids as necessary.
• Polly Rannells stated that the annual insurance renewal is fast approaching and the Higginbotham Company (formerly the Connell Insurance Company) has presented the Association with a lengthy assessment form to complete with very little notice and very little guidance.
• Polly Rannells stated that the Missouri Department of Conservation sent the Association their annual request to cull deer for CDW testing on Oakmont properties which Gary Haupt and Polly Rannells declined per the sentiment of the Board in past years.

Old Business:

Policy and Procedure for Review/Approval:  No policies presented for review or approval – still two policies are pending, including the corporate insurance.  Gary Haupt requested that we add the Paperwise Scanning system for record retention to the list of policies and procedures to be written.

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 reviewed the revisions made in the 2024 Budget since the Budget Workshop meeting last month.  The Budget reflects the increase in assessments received from the 2023 cycle and the biannual increase in assessments for 2024 to $290 with a discount rate if paid by March 15, 2024 of $261.

• Motion: Megan McGuire moved and Eric Franklin seconded to transfer upto $35,000 of funds into the R&R account for equipment replacement after the first large lot sale in 2024. All Board members voted in favor.  The motion carried.
• Motion: Megan McGuire moved and Ronnie Smith seconded to approve the 2024 budgets for OCSA and OCIA and post the budgets to the webpage for the members to view.  All Board members voted in favor.  The motion carried.

New Business:

Gary Haupt presented a document entitled Oakmont Board of Directors Assigned Number and Terms.  This document sets up a numerical designation, randomly assigned, that links each Director position to a term of years so that when a Director position opens or becomes vacant during a term, the expiration date is clear and documented.  The designations are Director #1 through Director #5.

• Motion: Eric Franklin moved and Ronnie Smith seconded to approve this Director Designation and Term and add to the list of policies to be included in the Board Policy and Procedure Manual.  All Board members voted in favor.  The motion carried.

Gary requested that Ronnie Smith be added to the Bank Accounts for signatory approval authority.

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

• Motion: Ronnie Smith moved and Megan McGuire seconded to adjourn at 7:07 pm. All Board members voted in favor and the motion carried.

The next regular meeting will be held on January 11, 2024.

Respectfully submitted by Megan McGuire, Secretary, and approved on January 11, 2024;