OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

AUGUST 8, 2024

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

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

Absent: Brian Forgey

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

• Motion: Ronnie Smith moved to waive reading of the minutes and approve the minutes as with the correction of the title for Janet Weaver and Ronnie Smith Seconded the motion. All board members voted in favor of the motion. Motion carried and minutes approved.

President’s Report

We are actively working on an insurance claim from the May hailstorm. The insurance adjusters have validated the damage.

We are working on some accountability procedures for the maintenance side of the house to help us validate the work the crew does on a daily basis. We are in the process of implementing a work order system.

Treasurer’s Report:

Janet Weaver gave the OCIA Treasure’s report as follows: As of 7/31/2024, the checking account balance was $177,345.16 the R&R account balance was $138,881.92; Camping Fees were $1,040.00; Facility Rental Fees were $475.00; Dock key deposit was $5.00, and Pop money was $70.50. See the OCIA Treasure’s Report  herein attached and incorporated by reference to these minutes.

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

• A culvert was replaced on Tower Drive.
• Lots of road and ditch work after the storm.
• Worked on mowing and weeding.
• Solicited bids for the damaged lights in the parking lot.
• The AC in the rec center went down, called repairmen and has been repaired.
• New person started today and made great progress on the repairs to the vehicles.
• The crew cleaned ditches and roads from the recent heavy rains.

Administrative Report Polly Rannells

• Still at about 85% of collections for this year. This is about 5% higher than in years past.
• The office staff has completed a review of the data in the invoicing system and it all seems to be correct at the moment.
• The results of the Accountant’s Audit will be available in October.
• The Demand Letters – 9 of the letters were mailed out dated 1 August. These were sent with return receipts and approximately half of the receipts are back. There have been no other movement on this.

Old Business:

• Policies and Procedures 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.
  • Still pending, work is progressing but not complete
    • Still pending
• Indexing and storage of past Board meeting minutes – status update- Eric is working on this project.
  • Eric is researching this project to see if the documents will become searchable.
    • Still pending
• Follow up on Annual Meeting items
  • Letter from Bruce Waterman
    • Brian Forgey has spoken personally to Mr. Waterman and most of the issues have been resolved.
      • Janet has been researching info on the Heim Young account and will pass the information.
• Report of nightly rental use at 200 Lakeview following the change of ownership.
  • Ronnie reports that the house is being used as a nightly rental. A letter needs to be drafted and sent to the county. Polly will draft the letter to be sent.
    • The property is still being used as a nightly rental property. Ronnie will contact the county with the information and photos.
• Hail damage on Oakmont property
  • There was significant damage to our facility after the Memorial Day hailstorm. The insurance company has sent two different independent adjusters due to the amount of damage that happened. The insurance company sent some money to help us get started on the repairs.
  • There was damage to two of the Oakmont vehicles during the storm. We have received an estimate for both trucks to turn into the insurance company.
    • The board is actively working to complete the repair of the Oakmont property from the May hail storm.
• Pickleball Court – currently we are focusing on the repair of the Oakmont Rec Center. We have three bids for the work to be done and will proceed later.
  • On hold while we work on the damage from the storm.
• Insurance Claim from the Memorial Day weekend hailstorm.
  • Receipts
    • We will need to keep all the receipts for the repairs for insurance purposes.
  • Maintenance Logs
    • We need to see if we can get reimbursed for work we do, as opposed to hiring a contractor to do some of the work. If we do any of the work we will need to keep meticulous logs of time, expenses and descriptions of the work completed.
      • A separate folder has been created for all the receipts from the insurance claim.

New Business:

• Boat Dock Keys – cost
  • The cost of the keys is exorbitant and the fee we are charging does not cover the cost of the replacement keys. Dale Moore made a motion to increase the price of the keys to $10.00, Ronnie Smith seconded the motion, motion passed unanimously.
• Workers Compensation Insurance – Eric received information on this and our current rate is fine.
• A request was received from an Oakmont resident for reimbursement for the damage caused to their property during the May storm. The board will look at the information and act on this request during the September meeting.

Adjournment:

Motion: Ronnie Smith moved and Janet Weaver seconded to adjourn at 6:32 pm. All board members were in favor and the motion carried.

The next regular meeting is scheduled for September 12, 2024.

Respectfully submitted by Dale Moore, Secretary and approved on September 12, 2024.