May 9, 2024 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

MAY 9, 2024

 

The meeting was called to order at 5:48 pm by President Eric Franklin.

Present: Board members Eric Franklin, Ronnie Smith, Janet Weaver, Brian Forgey and Dale Moore were in attendance.  Polly Rannells and Donnie Sherwood were present. Five members of the HOA were in attendance as well.

Absent: None.

Amend/Approve Agenda: The agenda for the meeting was presented for review.

  • Motion: Ronnie Smith moved and Janet Weaver seconded to approve the agenda as submitted.  All Board members voted in favor of the motion. Motion carried and the agenda approved.

Amend/Approve April 11, 2024 Meeting Minutes: The minutes of the April 11, 2024 meeting were presented for review.

  • Motion: Janet Weaver moved to waive reading of the minutes at the meeting and approve the minutes as presented and Ronnie Smith seconded the motion. All Board members voted in favor of the motion.  Motion carried and minutes approved.

President Report: No report.

Treasurer Report: Janet Weaver gave the OCIA Treasurer’s report as follows:

As of 4/30/2024, the Checking account balance was $288,724.65; R&R account balance was $28,867.62; Credit Card available balance was $2,506.20; Camping fees were $2,120.00; Facility rental fees were $436.00; Dock Key Deposit was $15.00, Pop Money was $111.50, Gravel was $225.00 and Petty Cash expenditure was $232.26. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

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

  • The mulching of the flower beds is complete;
  • Mowing has started;
  • The crew cleaned ditches and roads from the recent heavy rains;
  • A lift is need to cut down a couple dead trees near the road and parking lot of the Oakmont Community Center. Donnie will get cost information on the cost of a lift versus having a professional tree service cut the trees;
  • The railroad tie wall near the community center needs work to straighten it back up;
  • The door to the Rec center needs work to protect it from the wind;
  • Research needs to be completed if we are going to pursue building a pickle ball court.

Administrative Report:  Polly Rannells reported on the following:

  • Annual Assessment Update: 
    • Demand letters for delinquent accounts are not complete, Polly is working with the lawyer to correctly calculate the interest rates for the delinquent accounts.
    • We are at 73% of accounts that have paid in full.
  • Oakmont Invoicing System – (OIS) update: – working diligently to input the data.
  • The results of the audit show we have collected $100,000 more than we had at this point last year.
  • Non-membership lot research:  a non-member lot cannot become a member lot.

Old Business:

  • Policy review on adjoining lots: Ronnie Smith motioned that we accept the policy as written but remove item #4, Janet Weaver seconded the motion. All board members voted in favor of the motion. Motion carried
  • Policy and Procedure for Review and/or Approval: Three pending – Insurance, Banking/Investing, Paperwise Scanning – Janet will take the lead on the Banking and Insurance Policies and Eric is working on the Paperwise Scanning project.
  • Indexing and storage of the past Board meeting minutes: – status update – Eric is working on this project.

New Business:

  • Follow up on Annual Meeting items:
    • Letter from Bruce Waterman – will work on addressing the concerns raised by Bruce Waterman and will make contact with him for resolution.
    • Report of nightly rental use at 200 Lakeview following change of ownership – once the property is sold it can no longer be used as a nightly rental unit to comply with county zoning regulations. Ronnie will monitor and report back to the board.

Adjournment:

  • Motion: Ronnie Smith moved and Brian Forgey seconded to adjourn at 7:02 pm. All Board members were in favor and the motion carried.

The next regular meeting was scheduled for June 13, 2024 but was cancelled due to the concert at Thunder Ridge Nature Arena, the next regular meeting is scheduled for July 11, 2024.

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