September 12, 2024 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

September 12, 2024

 

The meeting was called to order at 5:27 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. Three members of the HOA were in attendance.

Absent: 

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

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

Amend/Approve August 11, 2024 Meeting Minutes: The minutes of the August 8, 2024 meeting were presented for review

  • Motion: Dale Moore moved to waive reading of the minutes and approve the minutes as written Brian Forgey seconded the motion. All board members voted in favor of the motion. Motion carried and minutes approved.

Board Policy – Junior Crafton welcomed the board members to the Oakmont board. He wanted to thank the board for allowing him to speak at this meeting. He recommended that all Board members review Roberts Rules of order. He stressed that the board must have faith in the administrators they have hired with mutual respect given. He stated that we are fortunate to have such dedicated and loyal administrators, their wealth of knowledge is an asset to the board and the Oakmont community. 

President’s Report

We have received the final estimate from the insurance company and payment for the damage that occurred during the May hailstorm. The board will be sitting down next week to make decisions on how to proceed with the repairs. 

Treasurer’s Report:
Janet Weaver gave the OCIA Treasure’s report as follows: As of 8/31/2024, the checking account balance was $144,211.45 the R &R account balance was $151,170.87; Debit Card available balance $3,831.46 Camping Fees were $1,060.00; Facility Rental Fees were $390.00; Dock key deposit was $35.00, and Pop money was $105.80. 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:

  • Work orders – Donnie presented the board with three work orders for consideration to include new tires for two vehicles, and a request for gravel to replenish his stockpile. 
  • Power washing around the rec center has been completed.
  • Gravel has been laid on Tower Road, we are looking for Big Cedar’s contractor to lay pea size gravel on top of the gravel we laid. Donnie spoke to the county and is trying to get them to lay blacktop on the apron to the main road – Devils Pool Road.
  • Brush hogging is complete.
  • We fixed the water hydrant in the campground after a camper hit it. Ronnie suggested that we should attempt to find the owner who hit it and send them a bill. It is in the Oakmont Policy Guide that if damage occurs the member should pay the bill. Polly will put together a bill and send it to the owner.
  • Stickers with the Oakmont name have been placed on all the Oakmont vehicles
  • A tin horn was replaced on Valley Way
  • We’ve replaced lights in the parking lot with spare parts in the shop.
  • Continuing landscape work around the rec center.
  • Looked at the frequency of trash hauling by the crew. Gathering info so that we can look into a commercial hauler for the Oakmont Rec Center trash.

 

Administrative Report Polly Rannells

  • We have collected over $469,000.00 in annual dues
  • 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 has been no other movement on this.
    • Two people that have had letters sent to them trying to collect back HOA dues have responded to our request. We will go back through and find information requested from the lawyers.

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
    • Janet presented proposed policy letters for:
      • Commercial Insurance
      • Worker’s Compensation Insurance / Health Stipend
      • Employee Documentation
      • Accounting, Audit and Financial Management Policies

Ronnie Smith made a motion to accept the polices as written, and seconded by Brian Forgey, motion passed.

  • Eric presented a draft policy for Financial Management and Retention, more work still needs to be done on this policy,
  • 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.
    • Janet has completed the research on this and drafted a letter to go to Mr. Watermen. Ronnie Smith motioned that we send the draft letter, Brian Forgey seconded, motion passed. 
  • 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.
    • The county has been contacted about this property and they have posted a “Stop Work Order” on the property
  • 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.
    • Still on hold until the repairs to the Rec Center have been completed
  • 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
    • The board will meet next week to discuss plans for moving forward since we have received the insurance settlement. We will meet on Wednesday at 2:00.

 

New Business:

  • The Board received a request for tree removal on Oakmont property – Betty Coonrod and Mike Veazey have requested to cut down a diseased tree that is on Oakmont property at their expense. Janet made a motion to let them cut down the tree, Ronnie Smith seconded, motion passed.
  • Maintenance Committee – Ronnie, Brian, and Janet have been working as a committee to look at the maintenance equipment and make recommendations on equipment. They recommend we sell the dual cab truck and use the money from the sale of the truck to purchase another tractor that will handle a brush hog for cutting back limbs from the Oakmont roads. Ronnie Smith made a motion to sell the 2017 dual cab Chevrolet with 18000 miles, return the Kabota tractor to its original condition, and purchase a new brush hog arm tractor and a different truck, Brian Forgey seconded the motion, motion passed.
  • Storm Damage for Watts family – Mrs. Charlotte Watts requested that the HOA pay for the damage that occurred to her property during the large rainstorm earlier this summer. It is the opinion of the board that we are not responsible for the damage due to other circumstances. Eric has prepared a letter for the family with the board’s position.
  • Time cards – Janet presented a time card for the employees to fill out to track expenses.

 

Adjournment:

Motion: Janet Weaver moved and Dale Moore seconded to adjourn at 7:06 pm. All board members were in favor and the motion carried. 

The next regular meeting is scheduled for October 10, 2024. 

Respectfully submitted by Dale Moore, Secretary and approved on October 10, 2024.

Dale Moore, Secretary

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