OCIA BOARD MEETING MINUTES
August 14, 2025
The meeting was called to order at 6:20 pm by President Ronnie Smith.
Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, and Dennis Webb were in attendance. Donna Pinney was present by phone. Tamy Bond was present. 1 member of the HOA was in attendance.
Absent: None
Amend/Approve Agenda: The agenda for the meeting was presented for review. Dennis Webb asked to remove 5 items from the OCIA agenda to include Lot Info, Tax Sale Strategy, Give Back Lots List, Report Thurn & Taney Properties, Newly Created Lots for Sale List. Dennis Webb moved to accept the agenda as amended and Donna Pinney seconded. Motion approved by the full board.
Amend/Approve Meeting Minutes: The minutes of the July 10, 2025 meeting were presented for review. 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: – Filemaker Pro has been moved to the office and no longer is on the cloud. We have control of our data. Ronnie Smith stated that the roads we have currently, several were not done properly, they are in bad shape with being too high, tilted the wrong way for drainage, etc. We need to get bids to hire a roadgrader to come regularly to maintain and correct our roads. Dennis Webb stated he had talked with a roadgrader previously that bills at $175/hour. Ronnie Smith stated they are working on the worst area right now, Hillcrest where the culvert was put in the wrong way and drainage all the way down the hill is affected. We need a 60 foot culvert. Metal is about $1500-$2000, Plastic is about ½ the price. Donna Pinney and Janet Weaver suggested we go with what the county requires.
Motion: Dennis Webb made a motion that Ronnie Smith put in a 60 foot culvert where needed to complete this project and let him decide which is best for Oakmont Community, plastic or metal. Donna Pinney seconded the motion. All board members voted in favor of the motion. Motion passed.
Ronnie Smith stated that there is a lot of work to be done. Orchard is in terrible shape as well. We need to look at our budget for next year and in the future to get ready for chip and seal for our roads.
Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as follows: As of 7/31/2025, the checking account balance was $251,138.17; the R & R account balance was $181,457.63; Debit Card Balance was approximately $34.00 – this account will be closing soon, Certificates of Deposit was $203,881.80 – 1 CD was cashed and $101,940.90 was deposited in the R & R account 7-24-25. Recreation Center Income was Member Camping $480, Member Parties $335, Dock Key Deposits $40, Pop Money $15.75, DVD Player $30. See the OCIA Treasurer’s Report herein attached and incorporated by reference to these minutes.
Maintenance/Development Report: (Ronnie Smith)
We have DockWatchers under contract to watch and maintain our dock. Roads as stated above are in bad shape.
Administrative Report: (Tamy Bond)
Completed:
- Extended Hours of Rec Center – Sunday – Thursday 8am to 8pm, Friday/Saturday – 8am to 9pm
- Hired 1 new staff to help cover hours – Tammie Mears
- Filed Liens on 119 properties with Past Due HOA Fees (with help of Dennis Webb)
- Vendor List with schedule
- Organize Filing System
- New Chairs for Pool Patio Area
- Website updates to include Amenities
- Efile with County – saves a trip to Forsyth
- Filemaker Pro in office, limits access, backup performed regularly
- Updating mailing address to street address
Current Projects
- Give Back Lot List with Dennis Webb
- Evaluating invoicing systems
Future Projects
- Social Media – Facebook, Facebook Group
- Member Communication – Newsletter, Facebook Group, Emails, Texts
- Reservations Online
Old Business:
Insurance claim roofing install is partially done. Ronnie Smith mentioned that there are several items not up to standard for commercial use and not happy with the installation and materials used for the pool building. We are trying to communicate with Titan Roofing to resolve the issues.
Snow Removal – tabled until next meeting
HOA Liens – Tamy Bond stated we have filed 119 so far, with a total past due of around $200,000.
Remove Junior Crafton from all Oakmont accounts as requested by him – in process
New Business:
Complaint on 166 5th Avenue: Dennis Webb stated a visit was made to this address and the owner was contacted to ask for clean up of the lot. Progress has been made and we are in contact to see about completing the task.
Facility Rental for business purposes by members – Donna Pinney stated that we currently have a member that has rented all spots available in the camping area, the banquet room, and the pavilion for a business family day. This brings up the concern that we have a policy for members that rent for business use. There are several concerns stated by the board including public use of private space, occupancy maximum, extra staff for large parties, adult supervision for children, extra demand on our septic system and well, charging more for corporate events. Donna stated we should create a policy for these type of rentals. Ronnie Smith asked Donna if she would draft a policy for the board to be presented at the next meeting if possible.
Membership Only Lots: Dennis Webb has a partial list that he will give to Tamy. Several concerns were made by the board as to what makes a lot membership only, how do we differentiate between a regular lot and a membership only lot, if it was in the original plat, should it be discontinued, deed should be different if only for membership, do they continue to pay dues even after the membership is no longer needed or wanted?
Adjournment:
Motion: Dennis Webb moved and Brian Forgey seconded to adjourn at 7:15 pm. All board members voted in favor and the motion passed.
The next regular meeting is scheduled for September 11 , 2025.
Respectfully submitted by Donna Pinney, Secretary