April 10, 2025 OCIA Meeting Minutes

Oakmont Community improvement Association

BOARD MEETING MINUTES

April 10, 2025

The meeting was called to order at 5:30 pm by Vice President Ronnie Smith.

Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, Donna Pinney and Dale Moore were in attendance. Donnie Sherwood was present. Seven members of the HOA were in attendance.

Absent: Polly Rannells

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

  • Motion: Brian Forgey moved and seconded by Janet Weaver 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 March 13, 2025 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

None

Treasurer’s Report:
Janet Weaver gave the OCIA Treasurer’s report as follows: As of 3/30/2025, the checking account balance was $154,672.97 the R &R account balance was $243,631.46; Certificate of Deposit (X3) – $300,000.00; Camping Fees were $0.00; Facility Rental Fees were $290.00; Dock key deposit was $10.00, and Pop money was $90.90. See the OCIA Treasure’s Report herein attached and incorporated by reference to these minutes.

Janet presented the monthly budget comparison report available for the members. A quarter of the year has passed, and she feels that we are on track with our budget to include the member dues coming in.

Maintenance/Development Report

Donnie stated that he has recently graded the road on Orchard, there is a known issue of this road due to the high use of this road and the hill involved.

We opened the pavilion for warm weather use, we worked on getting the lawn equipment ready for the summer season, we moved the picnic tables out into the campground. We’ve been cleaning out the ditches in the community, sorted scrap metal, and fixed a sink at the Rec Center.

Ronnie stated that we saved the metal from the roof replacement and plan on selling it, members have already expressed interest in purchasing this metal. Discussion was held on sale of the metal to members and employees.

Brian Forgey made a motion that we sell the metal for 50 cents a foot to employees and members, and a $1.50 for non-members, Janet Weaver seconded the motions, all members voted in favor. Motion passed.

Janet inquired about the state of the bulldozer, which is still in the process of being repaired.

Administrative Report Polly Rannells

  • None
  • Demand letters – Ronnie met with the board members prior to this meeting to bring them up to speed on where we are with these properties. We’re attempting to go after accounts that are viable to prosecute. Janet made a motion that we proceed on five accounts that are the most viable, Donna seconded the motion, all members voted in favor. Motion passed.

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
    • Donna has been working on board position descriptions, and a few others that she will send to board members to review.
    • 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.
    • Spring has arrived and we are looking at moving forward on this project. Ronnie asked Donnie to move the water lines where the court will be placed.
    • Donnie will do the labor on dirt work, we are committed to making this happen.
  • 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.
      • Our original insurance company who paid the claim for the hail damage has been checking back to ensure that we are making the repairs that they paid for. We have signed a contract to have the roof repaired on the community center side of the Recreation Center.
      • The roof has been replaced on the party room side of the Rec Center.
  • 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.
    • There have been more than 200 entries completed so far.
    • We are just under 300 entries completed.
  • 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 Quickbooks account.
    • We’re exploring automating Quickbooks for the next quarter of the year.
    • We’ve also been working on the payroll taxes.
    • We haven’t reconciled March yet because Janet hasn’t received the statements.
  • 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.
    • The motor has been built for the truck and will be installed shortly.
    • Brian suggested that the maintenance committee meet again to make decisions on next steps.
    • The Colorado needs a new windshield and needs to be inspected.
  • 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 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.
    • There is a new deadline for this implementation, to a later date. Janet will look at this policy
    • Janet provided an update on this Act, she stated that looking at the policy from the website, it appears that we will be exempt from this policy.
  • Automate Quickbooks on the payroll functions for tax reporting – We’re looking at implementing this in quarter two of this year.
    • We’re ready to go on this and are waiting for Polly to return to the office.
  • Logo for the Oakmont sign on highway 86 – we are exploring several different options for this.
    • Logo has been designed, Donnie will work on this on a rainy day.

New Business:

  • Siding Bid for the hail damage to the Recreation Center – Brian stated that we received a bid for the pool side of the Rec center and would like to get a second bid before moving forward.
  • Roofing Bid for the hail damage to the pool side of the Recreation Center – Brian stated that he received a bid for the pool side of the recreation center. This is the same company that replaced the party room side of the building. Brian made a motion to accept the bid, Donna seconded the motion, all members voted in favor. Motion passed.
  • Past Due Lots – see discussion above under Administrative Report
  • Garbage collection for Oakmont Recreation Center – we are paying a lot of insurance money for the dump trailer that only gets used for hauling the trash to the transfer center. The white truck is the only truck that will pull that trailer, currently we are spending approximately $2400.00 a year for insurance for the truck and the trailer. Ronnie would like to revisit our discussion earlier this year held on the possibility of utilizing a commercial company to haul our trash. This would allow us to pursue getting rid of the truck and trailer and save the insurance money. We need to research the cost of insurance if we move to a half ton truck from a 3/4 ton truck. The trailer is starting to show signs of wear, we want to look at a better way of doing this to save money on insurance, employee costs, and wear and tear on Oakmont equipment.

Adjournment:

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

The next regular meeting is scheduled for May 8, 2025.

Respectfully submitted by Dale Moore, Secretary and approved on May 8, 2025.

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