OCIA BOARD MEETING MINUTES
October 9, 2025
The meeting was called to order at 5:13 pm by President Ronnie Smith.
Present: Board members Ronnie Smith, Janet Weaver, Brian Forgey, Donna Pinney and Dennis Webb were in attendance. Staff member Tamy Bond was present. 4 members of the HOA were in attendance.
Absent: None
Amend/Approve Agenda: The agenda for the meeting was presented for review. Janet Weaver requested to add Josh Weaver to discuss roads and ditches. Donna Pinney made a motion to approve the amended agenda. Brian Forgey seconded. Motion approved by the full board.
Amend/Approve Meeting Minutes: The minutes of the September 11, 2025 meeting were presented for review. Donna Pinney 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: – New Pickleball Court is in process. We had to change the shot grades and drainage, found water lines we had to move, cut the concrete, and the contractor did some extra work but stayed with our original bid. We laid rebar to the specs we were given by a member that has built several courts. Finish work is not complete and foundation needs some additional work before that is done. Discussion by board members as to the finish and additional foundational work that needs to be done. Janet Weaver asked if we were within the budget for the project. Ronnie Smith said he will find out. We still need a fence around and the professional finish bid received was at $10,000. Donna Pinney stated we need to make sure the surface of the court is top notch and not necessarily the cheapest bid. Ronnie Smith said he would like to sell some of the equipment we don’t need or use to help fund some projects. An analysis of the Repair and Maintenance account was given.
Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as follows: As of 9/30/2025, the checking account balance was $213,559.26; the R & R account balance was $170,078.47; Certificates of Deposit was $203,881.80. Recreation Center Income was Member Camping $770, Member Parties $715, Dock Key Deposits $0. See the OCIA Treasurer’s Report herein attached and incorporated by reference to these minutes.
Maintenance/Development Report: (Ronnie Smith) We need road grader work at Hillcrest and Edgehill. Our equipment is not reliable enough to use. He would like to contract out for road maintenance and ditch clean out, to include fixing to the correct grades for drainage. The roadgrader should be fixed and sold. On our backhoe, previous employees were using the wrong oil so now we have to add oil every 2-3 hours. We have a stockpile of gravel on Pebble Drive from the overage on several roads that we collected. Dennis Webb suggested we hire Flatcreek Excavating to finish the Hillcrest area. Ronnie Smith stated it would probably take 2-3 days work with a roadgrader since we need to work at Orchard also. He was hoping to catch the Big Cedar contractor, but hasn’t been able to yet. Dennis Webb said he had a bid for roadgrader work @ $180/hour with a delivery fee of $500. For 3 days, it would be about $4200. Dennis Webb made a motion to hire Flatcreek Excavating for roadgrader work at Hillcrest and possibly Orchard with a maximum work time of 3 days. Donna Pinney seconded the motion. All board members voted in favor of the motion. Motion carried.
Ronnie Smith stated everything is ready for the work to start. Donna Pinney said this will be a good way to test their quality of work. Janet Weaver stated this will also be better equipment for what is needed. Ronnie Smith and Donna Pinney both stated that if we need ditches cleaned out, Russ will work for $90/hour on a backhoe. Dennis Webb asked what equipment we might need going forward. Ronnie Smith stated a front end loader for the tractor would be helpful and has priced one for about $2500. A landscape tractor would be nice. Dennis Webb stated we could hire backhoe work done rather than use ours. Brian Forgey stated that we might wait to sell the road grader/bulldozer until we know how reliable our contractor might be and the quality of work. Donna Pinney
stated that we should include some of these items in the budget meeting for next year. Ronnie Smith suggested we form a committee to look into what is needed and formulate a plan going forward. Dennis Webb stated that he had contacted the County and they are not planning on taking on any additional roads for maintenance any time soon. They stated they have all they can do.
Administrative Report: (Tamy Bond)
See Attached Report
New Reservation Policy Clarification agreed to by full Board:
- Prepay – At time of reservation
- Cancellation – 7 days for full refund
- Refunds – Will be issued ASAP, beginning the next business day
- Larger Groups – 75 or more
- Security Deposit – $250 at least 7 days before rental
- Reservation Agreement – Simplify signing of policies to reduce
paperwork - Grill/Griddle Usage – $20 cleaning fee
Request for Board: Add Bereavement Policy in Employee Handbook Discussion included making sure we are not too strict on our rental policies that members are discouraged from renting. This should be a benefit. The intention is that members would use the facilities for family/personal use and not business/commercial use.
Old Business:
Insurance claim roofing – Ronnie Smith stated the contractor is still working on correcting the shop – insulation was falling down and the pool building. Siding replacement is to start October 27. The boat dock is done. Snow Removal – Dennis Webb has a bid from SNB Lawncare. They charge $185/hour. We need a new map of just our roads to give them. We need to do it once to see how long it might take to do it all. Do we know what it cost us in the past for our employees and equipment expenses? Janet Weaver stated they could do any roads along the path that makes sense and doesn’t add to our cost, but makes it easier to plow. Dennis Webb stated he would like to see us take care of our roads first and then others if it makes sense. Ronnie Smith stated that insurance alone was going to cost $10,000/year to do our own snow plowing. That doesn’t include our equipment upkeep or maintenance staff. Brian Forgey stated it will be less wear/tear on our
equipment to hire it done. Janet Weaver suggested we don’t get rid of our equipment until we know this will work.
Give Back Lots Report – Quit Claim Deeds to Group 1 and 2 listed on his
report were sent. 2 have been returned.
Report Thurn & Taney Properties –
- Thurn – A letter was received asking for clarification if a lawyer needed
to be involved. We sent a letter with a Quit Claim Deed to help. - Taney Properties – Our lawyer is drawing up settlement papers
David A White Letter – A registered letter with the documents requested was
sent.
Insurance Renewal – To be covered in Budget Meeting for next year
Membership Only Lots – Land Lease – tabled until next meeting
Campground Policy Update – tabled until next meeting
New Business:
Josh Weaver was not present to voice his concern.
Adjournment:
Motion: Donna Pinney moved and Dennis Webb seconded to adjourn at 6:22 pm. All board members voted in favor and the motion passed.
The next regular meeting is scheduled for November 13 , 2025.
Respectfully submitted by Donna Pinney, Secretary