OCIA BOARD MEETING MINUTES
November 13, 2025

The meeting was called to order at 5:30 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. Brian Forgey moved to accept the agenda as written and Donna Pinney seconded. Motion approved by the full board.

Amend/Approve Meeting Minutes: The minutes of the October 9, 2025 meeting were presented for review. Donna Pinney moved to waive reading of the minutes and approve the minutes as written. Dennis Webb seconded the motion. All board members voted in favor of the motion. Motion carried and minutes approved.

President’s Report: – The siding for the main building and pool building should arrive tomorrow. Monday they are to begin replacing it. Maintenance building is done and the Pool building has been fixed.

Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as follows: As of 10/31/2025, the checking account balance was $185,407.28; the R & R account balance was $166,247.58; Certificates of Deposit was $205,863.08. 2 CDs matured and were renewed with interest earnings of $1,981.28. Recreation Center Income was Member Camping $500, and Member Parties $1,083. See the OCIA Treasurer’s Report herein attached and incorporated by reference to these minutes.

Maintenance/Development Report: (Ronnie Smith)
The road work at Hillcrest and Edgehill is complete for now. Most owners seem to be pleased with the results. We have not received a bill for the road grader work yet. The white dump truck is in our shop for transmission work. It will need some repairs for us to keep it. He would like to look at insurance for next year as we should sell some of our equipment. However, some of it needs some work to be sellable. We have put trailers at both ends of the buildings for the old siding to be placed in. Donna Pinney asked if we have the equipment we need to take care of the extra gravel from our roads. We need to sell any equipment we are not going to use if they are valuable, otherwise keep for now. Ronnie Smith stated he would like to park and not insure some of our equipment until we decide what to do. He’s not sure how to price those for sale. It would be nice to get enough from the sale of this equipment to purchase what we really need. Donna Pinney and Dennis Webb stated he should make a list and report back at the next meeting so we can make a decision. A committee was formed to create a list of current equipment, whether we should sell or keep and pricing for it. Also, a list of new equipment we would need and the price. Committee members are Ronnie Smith, Brian Forgey, and Janet Weaver. Ronnie Smith stated that a member asked if we still sell scoops of gravel? After some discussion, it was decided to no longer provide this service.

Administrative Report: (Tamy Bond)
See Attached Report
Request for Board: Add Bereavement Policy in Employee Handbook

Old Business:

• Insurance claim roofing – discussed above.
• Snow Removal – Dennis Webb stated we have a contract with SNB Lawncare. They charge $185/hour. We need a new map of just our roads to give them.
• Give Back Lots Report – Dennis Webb gave a report on several lots that have asked to give back. There are 5 that we will pursue. Janet Weaver made a motion to send a warranty deed to any on the list that might be available to sign and return. In other words, they received a warranty deed at purchase and should be able to sign one over to us. Brian Forgey seconded the motion. All board members voted in favor of the motion. Motion carried.
• Report Thurn & Taney Properties –
  • Thurn – Our lawyer is drawing up settlement papers
  • Taney Properties – Settlement completed.
• David A White Letter – He has sent another letter threatening to sue because of the lien put on his properties for non-payment. Dennis and Tamy will work together to draft a letter to him trying to explain and see if we can reach an understanding.
• Membership Only Lots – Land Lease – tabled until next meeting
• Campground Policy Update – tabled until next meeting

New Business:

• Budget – Insurance Renewal – The board met and has a preliminary 2026 budget put together. They will present it next month. Ronnie Smith asked what we were going to do with the HOA Dues amount. We can raise dues for 2026 at the rate of 6% based on actions from past boards. There was action several years ago that would raise it every 2 years for a number of years. Do
  we need to for 2026? Donna Pinney stated that if we do, there is due process in letting the members know before it can take effect. Janet Weaver mentioned it may be at the annual meeting. Dennis Webb stated a new budget is needed if we decide to do this. Donna Pinney stated that if there is a scheduled increase, we could pay it into a reserve account for capital expenditures in the future. We do have some emergency funds, but we don’t have reserve funds. This will be decided and presented at the next meeting with the 2026 Budget.
• Welcome Packet – The board asked Dennis Webb and Tamy to put one together and bring it to the board to approve at the next meeting.
• Vehicle Registration/Equipment – Discussed above to know which vehicles/equipment we will sell or keep.
• Resolution to update signers and contact person for:
  • Capital Group Account
    • Dennis Webb made a resolution to add to the document sent to change our account information. The resolution states that this document is in full force and effect and a true and correct copy. The plan sponsor for this account will be the President, Ronnie Smith, who is able to make changes for this account on behalf of Oakmont Community Improvement Association. The plan contact will be Administrative Supervisor, Tamy Bond, for admin purposes. Janet Weaver seconded the resolution. All board members voted in favor of the resolution. Resolution carried.
  • Mercer/Heim-Young Account
    • Dennis Webb made a motion to bring the contacts for this account current with the President (Ronnie Smith), Secretary (Donna Pinney) and Treasurer (Janet Weaver) being
      representatives that can make changes for this account on behalf of Oakmont Community Improvement Association. The admin contact will be the Administrative Supervisor (Tamy Bond). Janet Weaver seconded the resolution. All board members voted in favor of the motion. Motion carried.
• Gummersheimer – OPV Block 5, Lot 7- Offer to bring account current, but pay no interest. Ronnie Smith stated that this lot is one his son has been interested in, so he will excuse himself from the discussion and vote. After some discussion, the board decided to decline the offer. Ronnie Smith made a motion to not accept the offer. Donna Pinney seconded. All board members
  (except Ronnie Smith) voted in favor and the motion passed.

 

Adjournment:
Motion: Dennis Webb moved and Donna Pinney seconded to adjourn at 6:42 pm. All board members voted in favor and the motion passed.

The next regular meeting is scheduled for December 11 , 2025.
Respectfully submitted by Donna Pinney, Secretary