Oakmont Community improvement Association

BOARD MEETING MINUTES

October 10, 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. Donnie Sherwood was present. Three members of the HOA were in attendance.

Absent: Polly Rannels

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

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

Amend/Approve Meeting Minutes: The minutes of the September 12, 2024 meeting were presented for review

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

President’s Report

Eric noted that the reason the R&R account is higher is due to the insurance money we received for the damage received from the May hailstorm.

Treasurer’s Report:
Janet Weaver gave the OCIA Treasure’s report as follows: As of 9/30/2024, the checking account balance was $109,653.62 the R &R account balance was $581,287.40; Debit Card available balance $4,292.09 Camping Fees were $1,280.00; Facility Rental Fees were $1,060.00; Dock key deposit was $0.00, and Pop money was $78.66. 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:

• We’ve cleaned up a lot of roads and intersection.
• Cut down some dead trees on Mountain View
• Continued work on landscaping
• Cleaned up the after pavilion and the campground after they were damaged by members staying in the campground
• Updated a lot of equipment

 

Administrative Report Polly Rannells

• We’ve gone through the old storage area and found five tubs of files that are important. Debbie is currently scanning all the files so we have easy access to them.
• 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.
    • Concerning the 11 properties we’re trying to collect back dues on; two of the letters received responses by lawyers. We’re currently researching the answers to give back to our lawyer.

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.
  • Insurance Still pending, work is progressing but not complete
  • Banking/Investing Still pending
  • Paperwise Scanning  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.
• 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
  • We’re looking at putting the pickleball court at the end of the building with the pool. There is lawn irrigation there that will have to be dealt with prior to the construction. Dig Right has been here to mark the utilities. We have several estimates to do the concrete. Brian Forgey made a motion that we start the work on the pickle ball court, Ronnie second the motion. All members were in favor, motion passed.
• 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.
  • We have three firms that will prepare bids, we’ve received one already. As soon as we have all the bids we can make a decision and move forward.
• Status Report on the sale of the 2017 dual cab Chevrolet truck
  • We have two bids, one for $35,000 and one for $40,000.
• Status Report on the Kubota tractor
  • Work has been completed on the tractor so that we can brush hog the trees and weeds along the roads. The current configuration will only go about 5 feet high in the air which doesn’t meet our needs. Donnie would like to have a 15-foot reach to knock down the excessive foliage. Discussion was held about some possibilities

 

New Business:

• Trash Service for Oakmont Community Center
  • Discussion was held on starting a commercial trash service. When the costs were broken down the cost was virtually the same for having a commercial service and having our personnel take care of it. Donnie spoke of the pros and cons of a commercial service like we had before. Ronnie Smith motioned that we continue to haul our own trash. Janet seconded the motion. All members were in favor, motion passed.
• Gravel purchase proposal
  • Donnie explained how he maintains the roads and how he uses the gravel. Discussion was held on how much gravel will be needed for the remainder of the year. Janet made a motion to let Donnie get gravel delivered when he needs it, Ronnie seconded the motion. All members were in favor, motion passed.
• Policy and Procedure for the Maintenance and Repair Logs and Mileage Logs
  • Janet presented this policy to the members of the board Brian made a motion to pass this policy, Ronnie seconded the motion. All board members were in agreement, motioned passed.
• Gathering Contact Information for Oakmont Members
  • Janet came up with a form to send out to the members gathering contact information of the Oakmont membership. Discussion was held about trying to gather as many of the members as possible electronically. For those who are uncomfortable with this, we will also send it out with the yearly meeting notice

 

Adjournment:

Motion: Brian Forgey moved and Janet Weaver seconded to adjourn at 6:37 pm. All board members were in favor and the motion carried.

The next regular meeting is scheduled for November 14, 2024.

Respectfully submitted by Dale Moore, Secretary and approved on November 14, 2024.