March 14, 2024 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

March 14, 2024

 

The meeting was called to order at 5:22 pm by President Haupt.

Present: Board members Gary Haupt, Eric Franklin, Megan McGuire, Dale Moore, and Ronnie Smith were in attendance.  Polly Rannells and Donnie Sherwood were attendance. Seven HOA members were present along with Consultant, Junior Crafton.

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 the annual fire inspection and annual meeting discussions to the President Report.  All Board members voted in favor. The motion carried and the agenda was amended.

Minutes of February 8, 2024 Regular Meeting: Gary Haupt presented the minutes of the February 8, 2024 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.

Treasurer Report: In light of Jeff Wilhoit’s resignation, Eric Franklin gave the OCIA Treasurer’s report as follows:

As of 2/29/2024, the Checking account balance was $68,448.45.  R&R account balance was $28,865.28; Credit Card available balance was $3,429.81; Camping fees were $640.00; Facility rental fees were $190.00; Pop Money was $79.00, and Dock Key Deposit was $5.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report: Gary Haupt presented the following updates and issues:

  • The Oakmont rock display signs were set and lighted at the Devil’s Pool Road intersection.
  • The request for a rezoning from residential to commercial of a lot on Highway 86 near Oakview Road is set for April 16, 2024, before the Taney County Commissioners.
  • Gary Haupt requested Donnie Sherwood to coordinate the annual fire inspection at the Center.
  • Gary Haupt reminded the Board and members that the annual meeting was scheduled for May 4, 2024 at the Center. There will be two board seats open and light refreshments will be provided. The annual meeting packets will be mailed by the end of March.

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

  • Snow removal was conducted in the district;
  • Tree removal clean up at the Center;
  • Equipment maintenance of the lawn mower and backhoe;
  • Mulch and lighting at the replaced Oakmont rock display signs;
  • Haul and fill on several roads;
  • New Boat Dock sign placed at entrance on Lindell Road with Big Cedar permission;
  • Water hydrant replaced at Campgrounds with second hydrant backed into and may need replacement.

Administrative Report:  Polly Rannells reported on the following:

  • Annual Assessment Update: 
    • Collection amount to date of the 2024 assessments is $186,054.
    • Demand letter drafted by Kyle Harmon, Attorney with Lowther Johnson, was reviewed.
      • Motion: Eric Franklin moved and Dale Moore seconded to accept the letter with two typos corrected in Paragraph 2. All Board members voted in favor and the motion carried.
    • Oakmont Invoicing System (OIS) update – Polly Rannells and consultant, Junior Crafton, have been updating the manual with input from the staff. Junior Crafton stated that he was contacted by Eric Franklin as to any additional keys he may have in his possession. He stated that he had turned in all his keys and computer. As an administrative matter, Polly Rannells verified.
  • Audit Report:  Polly Rannells stated that the Auditor will be reviewing documents at the Center next month.
  • Insurance Update: 
    • Motion: After several discussions of the insurance policy limits and in the current litigation environment, Megan McGuire moved and Eric Franklin seconded to increase the Association’s Directors and Officers policy limit from one million to two million for an increase in premium from $2,083 per year. All Board members voted in favor of the increased coverage and the motion carried.
  • Polly Rannells stated the staff is exploring what an online reservation system for the Center and Campground might look like. She will bring back to a Board meeting for further discussion.
  • Polly Rannells stated that she has had an inquiry as to a non-member lot – whether a non-member lot could become a membership lot. The Board stated this would require some research and brought back at a future meeting.

Old Business:

  • Policy and Procedure for Review/Approval: No policies presented for review or approval – four policies are pending, including insurance, investing, Paperwise scanning, Director terms and designation. Eric Franklin stated he was working on the Paperwise scanning procedure and Gary Haupt is working on the Director Designation and Terms procedure.
  • Board Meeting Minutes Recordkeeping Project – Project ongoing and Megan McGuire will report progress at the next meeting.
  • VOIP Manual:  Eric Franklin has updated the VOIP manual and presented to the Board for approval of his updates including more readable diagrams and more specificity on the equipment in the network.
    • Motion: Eric Franklin moved and Megan McGuire seconded to approve the revised VOIP Manual. All Board members voted in favor and the motion carried. Due to the sensitive nature of the Manual, it will not be included in Reference Manual and preserved for authorized access by the Administrative Supervisor.

New Business:

  • Big Cedar Cell Tower:  Gary Haupt stated that Big Cedar has apparently received government permits to build a second cell tower for Verizon in the proximity of the current AT&T cell tower. Following a title search completed by STC Tower, it was determined that the subject lot is a residential lot with the standard Oakmont District residential structure limitation. The Association is being asked to “remove the residential structure” restriction. Megan McGuire stated that the Board may not have that authority and suggested Attorney Kyle Harmon be consulted. The Board agreed and will consult with Mr. Harmon.
  • Conducting Board Meetings Policy:  Gary Haupt presented a draft of the policy for the Board’s review and feedback. The Board stated that they agreed with the overall direction of the policy and would need to reference the standards already addressed in the Bylaws. Gary Haupt stated that he would refine with this feedback and bring back to the next meeting.

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

  • Motion: Ronnie Smith moved and Dale Moore seconded to adjourn at 6:40 pm. All Board members voted in favor and the motion carried.

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

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