Oakmont Community improvement Association

BOARD MEETING MINUTES

February 13, 2025

The meeting was called to order at 5:38 pm by Vice President Ronnie Smith.

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

Absent: One open position

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

• Motion: Janet Weaver moved and Dale Moore seconded to approve the agenda as submitted. Junior Crafton stated that he had sent a request to the former president to be included on the agenda, but was not included. After discussion, it was decided that the request can be entertained for the next month’s meeting. All Board members voted in favor of the motion. Motion carried and the agenda approved.

Amend/Approve Meeting Minutes: The minutes of the January 9, 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.

President’s Report

None

Treasurer’s Report:
Janet Weaver gave the OCIA Treasurer’s report as follows: As of 1/31/2025, the checking account balance was $30,258.34 the R &R account balance was $262,947.60; Certificate of Deposit (X3) – $300,000.00; Camping Fees were $0.00; Facility Rental Fees were $340.00; Dock key deposit was $10.00, and Pop money was $68.70; and Petty Cash was156.00. See the OCIA Treasure’s Report herein attached and incorporated by reference to these minutes.

Maintenance/Development Report

• Bathrooms have been painted in the rec center
• Fixed the ceiling in the pool room
• Painted the signs at the front of the property
• Cleaned the tin horns out in the HOA
• Worked on the salt spreader today that has stopped working
• Worked on the logo for the sign out front and have gotten several bids, he would like to know what the board would like him to do. Donnie will get a rendering of the sign and present it to the board members.
• We need new tires on the Dodge, to use during the winter. He would like to buy new wheels and tires so that there is a winter set of tires and a summer set of tires.

Motion: Janet made a motion to buy tires and to get prices on rims. Ronnie will provide rims on a reimbursable basis, Dale seconded the motion. All members were in favor, motion passed.

 

 

Administrative Report Polly Rannells

• Assessments have been sent out, and we’ve collected approximately $50,000 in dues from members. Approximately 140 members out of over 900 members have paid their dues. Approximately 16% have paid. Junior Crafton has made many changes and corrections to the system, and Polly is very appreciative of his help.
• The demand letters, Kyle has heard back from two people through their lawyer. We now have a list of items that have been requested by other attorneys, that we are putting together to try and collect dues from those that haven’t been paying.

 

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.
  • On hold for now
• 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.
  • Waiting on one more bid, some of the companies have changed their bid. The roofs are not currently leaking. We are actively working this issue.
  • Brian made a motion to accept the bid from the Titan Roofing company to replace the roof on the rec center side of the complex. We will wait on the pool side of the complex. Janet seconded the motion, all members were in favor, motion 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
  • Janet created a form that will be sent out with the dues notices after the first of the year.
  • Forms were sent out with the annual billings. Dale has created a Google sheet to store the information, and is actively entering the information as it comes back from the members.
• 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.
  • Janet will be doing the reconciliation of the accounts monthly using Quickbooks. This will help us have accurate balances monthly. We went over the budget and made some preliminary cuts to the budget. We are forecasting a budget of $500,000 based on dues collections, camping fees, and rental of the community center. We are projecting an increase in dues based on work done by previous boards. Janet made a motion that we accept the budget as presented, Brian seconded it. All members voted in favor, motion passed.
  • Janet provided updated financial statements for the HOA. She was also successful in removing Junior’s name from the Quickbook account.
• 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.
  • We’ve made some mistakes in the past in billing. We have corrected the mistakes, with letters going out to the members explaining what happened.
  • This issue has been handled.
• Oakmont vehicles
  • Ronnie stated that the Colorado can be fixed for about $1200.00, the tires are about a year old. A used engine will cost approximately $800.00, he is waiting on final figures. We have the ability to do this work in house.
  • The motor has been removed from the truck as of this week. The goal is to rebuild the motor and get the truck serviceable.
• Incinerator
  • Ronnie stated that he is looking at the possibility of building an incinerator to burn our trash saving money and wear/tear on Oakmont vehicles. We have all the necessary parts to make this in-house for minimal expense.
  • On hold
• New Insurance policy –
  • Addressed and approved above
• Interest Bearing Account
  • Eric is working with the banks to get our accounts in an interest-bearing account. He would like to propose that we move some of our money into CDs because they make more interest, the rest of the money could be put into a Money Market account making a nominal interest rate. Janet made a proposal that we take $300,000 into three different CDs, with the rest of the money going into a money market account, Dale seconded the motion. All members voted in favor, motion passed.
  • Janet motioned that we move $35,000 from SA account at Arvest to Central Bank account to cover our expenses until the annual dues start coming in later this year, Dale seconded the motion. All board members voted in favor, motion passed
  • Due to the change in accounts we made an additional $400+ in interest in the past month.
• New Corporate Transparency Act
  • This is a new policy where the government is trying to put limits on money laundering. Currently the policy is on hold due to litigation, but we need to keep on top of it and make sure we meet any deadlines that may happen.
  • This is on hold due to the change in administration.

 

 New Business:

 

Adjournment:

Motion: Brian Forgey moved and Janet Weaver seconded to adjourn at 6:35pm. All board members were in favor and the motion carried.

The next regular meeting is scheduled for March 13, 2025.

Respectfully submitted by Dale Moore, Secretary and approved on March 13, 2025.