November 14, 2024 OCIA Meeting Minutes

Oakmont Community improvement Association

BOARD MEETING MINUTES

November 14, 2024

 

The meeting was called to order at 5:25 pm by President Eric Franklin.

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

Absent:

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

  • Motion: Ronnie Smith 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 Meeting Minutes: The minutes of the October 10, 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 stated that we are actively pursuing bids from companies to repair the damage sustained in the May hailstorm. We have also been notified that our current insurance company will be dropping us and not renewing our policy. We have started working with our insurance agent to find a new carrier.

Treasurer’s Report:
Janet Weaver gave the OCIA Treasure’s report as follows: As of 10/31/2024, the checking account balance was $73,330.92 the R &R account balance was $622,361.02; Camping Fees were $1,380.00; Facility Rental Fees were $340.00; Dock key deposit was $10.00, and Pop money was $153.09; Rummage Sale was $138.00, Petty Cash $357.36. 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:

  • Kevin has been brush hogging the roads
  • Several roads were damaged from the recent heavy rains requiring repair
  • Rebuilt the hot tub pump
  • Blowing leaves and burning leaves to help with water flow from storms
  • We winterized the pavilion and the irrigation systems
  • The back window of truck has broken, Donnie has gotten bids for replacement

 Administrative Report Polly Rannells

  • We’re still at approximately 83-85% of the assessments paid.
  • The demand letters, Kyle has heard back from two people through their lawyer
  • A member reported that his house was burglarized. They took his flooring, cabinets, appliances and HVAC unit.

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.
    • 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.
    • Eric has talked to Paperwise, and they have an enhanced product that would allow us to search all of our scanned documents.
  • 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.
    • Debbie is scanning all the old documents in.
  • 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.
    • Donnie has removed the fence in the area we are planning. Irrigation lines will also have to be relocated so they aren’t under the court.
  • 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.
    • Sold $41,000
  • 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
    • Donnie is using the Kubota tractor, there are some leaks on the front seals, but it is still usable.
  • 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.
  • All policies and procedures have been implemented.
  • 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
    • Janet created a form that will be sent out with the dues notices after the first of the year.

New Business:

  • Quickbooks and Budget
    • Janet has looked at this and can now run reports for monthly and yearly comparisons. This system will be helpful in preparing our budgets. We will be able to see what we’ve spent and compare to what we have budgeted. Janet feels like she has made a lot of progress in the last month. This will allow us to be able to monitor our expenses better.
  • White River Dive Company
    • We received a request from an Oakmont member who teaches diving to use the pool for his initial classes. He was informed we would not expand the hours of the pool, and other members could still use the pool. He has purchased a liability insurance policy to cover his classes. The person who asked about this possibility was unable to attend the meeting. This agenda item will be tabled.
  • Treadmills
    • We’ve had to have the treadmills repaired twice this year. The normal lifespan of a treadmill is approximately 10 years, ours are at 12 years. They are currently working, but we probably need to look at replacement in the near future.

 

 

Adjournment:

Motion: Ronnie Smith moved and Brian Forgey seconded to adjourn at 6:27 pm. All board members were in favor and the motion carried.

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

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

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