December 12, 2024 OCIA Meeting Minutes

Oakmont Community improvement Association

BOARD MEETING MINUTES

December 12, 2024

The meeting was called to order at 5:20 pm by President Eric Franklin.

Present: Board members Eric Franklin, Ronnie Smith, and Dale Moore were in attendance. Polly Rannels was present. Two members of the HOA were in attendance.

Absent: Janet Weaver, Brian Forgey, Donnie Sherwood

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 November 14, 2024 meeting were presented for review

  • Motion: Dale Moore moved to waive reading of the minutes and approve the minutes as written Ronnie Smith 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 working on a month to month budget comparison report. Janet has put a lot of time into this project which will allow us to have a much better concept of where our money is being spent, versus money we’ve taken in.

Treasurer’s Report:
In Polly Rannels gave the OCIA Treasure’s report as follows: As of 12/31/2024, the checking account balance was $19,421.77 the R &R account balance was $622,434.44; Credit Card balance was 1,049.83, Camping Fees were $340.00; Facility Rental Fees were $495.00; Dock key deposit was $0.00, and Pop money was $59.23. See the OCIA Treasure’s Report herein attached and incorporated by reference to these minutes.

Maintenance/Development Report –

No report due to absence

 

Administrative Report Polly Rannells

  • Eric stated that we are actively working with Kyle, our Lawyer to try and go after some of the members who haven’t been paying their membership dues.
  • We’re still at approximately 83-85% of the assessments paid.
  • The demand letters, Kyle has heard back from two people through their lawyer

 

Old Business:

  • Policies and Procedures for review and/or approval – Three pending – Insurance, Banking/Investing, Paperwise Scanning Eric is working on the Paperwise Scanning project.
    • Still pending, work is progressing but not complete
    • 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.
    • The insurance claim has taken a lot of our time, and this has taken the back burner
    • 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.
    • On hold due to weather.
  • Insurance Claim from the Memorial Day weekend hailstorm
    • We’ve worked with several different roofing companies for bids, these companies are primarily residential roofers. Today we met with two other companies that specialize in commercial roofing. The building is not currently leaking.
  • 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.
  • 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.
    • Misbilled assessments on multiple contiguous lots
    • In auditing our billing system we discovered that five people were not being billed correctly. They should be billed as two lots but are currently being billed as one lot. Eric feels that this was an Oakmont error and that we should not try to collect this from the families. A note will be placed in the file that if the lots are sold, then the error will be corrected. The financial impact is negligible. In addition, there are nine properties that are being billed for two lots but should be being billed as one. Eric would like to propose that we give these properties a credit for the overage.

 

 

New Business:

  • Oakmont vehicles
  • Incinerator
  • New Insurance policy
  • New Corporate Transparency Act

 

Adjournment:

Motion: Ronnie Smith moved and Dale Moore seconded to adjourn at 6:05 pm. All board members were in favor and the motion carried.

The next regular meeting is scheduled for January 9, 2025.

Respectfully submitted by Dale Moore, Secretary and approved on January 9, 2025.

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