May 8, 2025 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION
BOARD MEETING MINUTES
May 8, 2025
The meeting was called to order at 5:00 pm by President Ronnie Smith.
Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, Donna Pinney and Dennis Webb were in attendance.  Staff – Polly Rannells and Donnie Sherwood were present. Four members of the HOA were in attendance.
Absent: None
Amend/Approve Agenda: The agenda for the meeting was presented for review.  Ronnie Smith requested the agenda be amended to include under New Business the bids on the shop and dock,  Donna Pinney requested the addition of proposed Revisions to Policy and Procedures for Board of Directors Reference Book.
  • Motion: Brian Forgey  moved and Dennis Webb seconded to approve the agenda as amended. All Board members voted in favor of the motion. Motion carried and the agenda approved.

Amend/Approve Meeting Minutes: The minutes of the April 10, 2025 meeting were presented for review

  • Motion: Janet Weaver 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 4/30/2025, the checking account balance was $284,087.75; the R &R account balance was $152,007.91; Certificate of Deposit  is $300,000.00;  Total Available $738,649.57.  Camping Fees were $620.00; Facility Rental Fees were $340.00; Rummage Sale was $130.00, and Pop money was $84.55. See the OCIA Treasure’s Report herein attached and incorporated by reference to these minutes.  The Treasurer reported we are in a good position.  We have a budget of $500,000 and we are at approximately $460,000 currently.  Expenses are also in a good position.  Last year we were running a shortfall.  This year we are taking a conservative approach plus actively investing our money for a maximum return.  The CD has been renewed.  Board President, Ronnie Smith inquired about a deposit of $16,664.00 made to the OCSA that should be in the OCIA account.  Treasurer, Janet Weaver will follow-up with the office regarding the error.  R and R Analysis and Profit and Loss statement was made available to Board Members.
Maintenance/Development Report  Donnie Sherwood reported the following:
  • Continuing work on back roads.
  • Cleaning ditches after the storms
  • Moved shelving and cleaned storage room.
  • Mowing and weed eating.
  • Cut up a tree that fell.
  • Had the Colorado truck inspected and licensed.
  • Removed the plastic roofing over the patio and replaced with a new metal roof.
  • Removed shutters and the screens have been cleaned and replaced.
President Ronnie Smith raised question whether attendance at board meetings by staff is necessary or whether written reports would suffice, allowing staff the evening free to spend with family.  Discussion followed.
Janet Weaver moved and Donna Pinney seconded to have staff submit written reports for meeting by both the maintenance and administrative staff the Wednesday before the Board Meeting in lieu of attendance at the meeting.  After further discussion it was agreed by all members to table motion until the June Board Meeting.
Janet Weaver moved and Donna Pinney seconded to have Maintenance and Administrative staff submit written reports by the Wednesday prior to board meeting but still attend the June board meeting.  All Board members approved the motion.  Motion carried.
Administrative Report Polly Rannells
  • 70% of the annual assessment have been received.
  • We have not heard back from the Association’s attorney regarding the Demand Letter.
  • Janet Weaver reported that she had spoke with Dawson, our insurance broker and was informed we are now in good standing with our insurance.  Philadelphia is all paid and we are currently up to date on payments for our current policies.
Old Business:
  • Paperwise Scanning service will be left as is and we will not be adding the “keyword” search service.  This would cost an additional $500 per month if we were to add this additional service.
  • Pickleball Court –We have three bids for the work to be done and will proceed later. We have become aware of a new member who use to install pickleball courts so we plan to talk with him and get his input.  We have bids ranging from $5,000 to $10,000 for concrete.  We will be moving the irrigation lines and complete dirt work.  It is our plan to keep costs down by utililizing staff as much possible.
  • Nothing new to report on Logo
  • Nothing to report on vehicles at this time
  • Janet Weaver will be getting with the Accountant, Barbara, regarding inventory and switching to the automated system for payroll in QuickBooks.
  • Ronnie Smith will check into the costs for containers and trash pick up and report back to the Board of Directors.
New Business:
  • Brian Forgey reported we have a bid for replacing the dock roof and repairing the hail damage on the shed.  The Bid is from Titan for $39,124.17.  Brian Forgey moved and Dennis Webb seconded to accept the bid from Titan for $39,124.17.  All Board members approved the motion.  Motion carried.
  • Donna Pinney referred to the Revisions to the Policy and Procedures changes as well as supporting documents that were submitted via email to the Board of Directors.  It was determined we would approach by section.
    • Janet Weaver moved and Dennis Webb seconded to accept the revision to the annual calendar with an amended version deleting the preparation for Auditors in February.  All members approved the motion.  Motion carried.
    • Dennis Webb moved and Brian Forgey seconded to accept the proposed Revisions to the Corporate Records Management and Retention.  All board members voted to approve.  Motion carried.
    • Dennis Webb moved and Brian Forgey seconded to accept the Policies and Procedures Fiscal Management with an amended change to purchasing authority of $500 as opposed to the proposed $250.  All board members approved the motion as amended.  Motion carried.
    •  It was agreed to table the change in Personal Management Health Stipend.  Janet Weaver will consult with the accountant.  It is believed we will need to change the current practice and develop a policy that is consistent with pre-tax health stipends.  The Flex Plan is one option to consider.  We will revisit at the June Board Meeting.
    • Dennis Webb moved and Janet Weaver seconded to accept the Grievance Policy and Procedures.  All board members approved the motion.  Motion carried.
    • Dennis Webb moved and Brian Forgey seconded to approve the full Policy and Procedure package as presented with the amendments previously discussed and approved in previous motions. All board members approved the motion.  Motion carried.
Adjournment:
Motion: Brain Forgey moved and Dennis Webb seconded to adjourn at 6:30 pm. All board members were in favor and the motion carried.
The next regular meeting is scheduled for June 12, 2025.
Respectfully submitted by Donna Pinney, Secretary and approved on June 12, 2025.
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