OCIA BOARD MEETING MINUTES
December 11, 2025
The meeting was called to order at 5:32 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. Staff
member 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 moved to accept the agenda as written and Janet
Weaver seconded. Motion approved by the full board.
Amend/Approve Meeting Minutes: The minutes of the November 13,
2025 meeting were presented for review. Ronnie Smith 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: – The siding for the main building and pool building is
in process.
Treasurer’s Report: Janet Weaver gave the OCIA Treasurer’s report as
follows: As of 11/30/2025, the checking account balance was $165,024.58;
the R & R account balance was $166,517.86; Certificates of Deposit was
$205,863.08. Recreation Center Income was Member Camping $60, and
Member Parties $260. See the OCIA Treasurer’s Report herein attached and
incorporated by reference to these minutes.
Maintenance/Development Report: (Ronnie Smith)
Ronnie Smith has a list of equipment to sell. We no longer need them with
outsourcing some of our work.
● 1990 John Deere Tractor – Board suggested price at $6,500
● 2006 Kubota M18200 – Board suggested price at $25,000
● 1985 Homemade Gooseneck 25’ Flatbed Trailer – Board suggested
price at $1,500
● Big Tex Gooseneck Dump Trailer 16’ – Board suggested price at $5,000
We have insurance on all these items as well. Ronnie Smith wondered if we
should take the insurance off since they are just sitting. Donna Pinney

suggested we leave them insured until we sell them. Ronnie Smith stated
the roadgrader will need some work before selling. Caterpillar will cost a
minimum of $7500 to repair it. Donna Pinney asked if we could sell as is or
do we need to repair it first. Ronnie Smith stated we should repair it first.
Brian Forgey suggested we table the sale of the road grader until later to see
how our hiring of the road work with a contractor works out. Brian Forgey
made a motion to sell the 4 vehicles or equipment that Ronnie Smith listed
above at the prices the board suggested (listed above). Discussion was held
and Dennis Webb amended the motion to include the authorization for Brian
Forgey and Ronnie Smith to negotiate the sale of these items for Oakmont
Community. Donna Pinney seconded the amendment. All board members
voted in favor of the motion. Motion approved.
Donna Pinney made a motion to have Caterpillar service the roadgrader with
a cost of around $7500. Dennis Webb seconded the motion. All board
members voted in favor of the motion. Motion approved.

Administrative Report: (Tamy Bond)
See Attached Report
Request for Board: Process for billing Tax Sale Properties – Board decided to
bill current owners for 2026 assessment. However, when/if the collector’s
deed is acquired, if the 2026 assessment is not paid, bill the new owner for
the remainder of the year. The office staff may also send a letter to the new
owner before they receive the collectors deed letting them know HOA fees
are attached to the property if they acquire it.
Request for Board: Pay recurring utilities and monthly billing for contracts
online rather than writing checks and postage. The board asked Tamy Bond
to come back with a process for authorizing the payment before it is made.
Request for Board: Direct deposit for payroll as an option. Tamy Bond stated
that most of the employees would be for this. The board suggested we
should pay all employees by direct deposit or keep it where we currently
write checks. The board asked Tamy Bond to come back with a process for
authorizing the pay check before it is deposited.
Request for Board: Allow credit card payments through Quickbooks for
annual billing and facility rentals. The processing fees are a little lower than
Square which is what we currently use. Janet Weaver made a motion to use
Quickbooks credit card processing in place of Square. Brian Forgey seconded

the motion. All board members voted in favor of the motion. Motion
approved.
Annual invoicing through Quickbooks will be implemented and tested
through 2026 to phase out our current Filemaker Pro invoicing system.
Donna Pinney suggested that we add a line on our billing stating the cost of
billing by paper vs billing by email to encourage members to sign up for
email billing to save the association money each year.
Old Business:
Insurance claim roofing – Still in process – Ronnie Smith stated the current
installation is still wrong. Working with Titan to come up with a solution.
Give Back Lots Report – Tamy Bond gave an update on letters and warranty
deeds sent to the group discussed last month. A few have paid their past
due HOA fees and updated to a current owner. A few have inquired about
giving back vs. paying current dues and still owning property.
Report Thurn Properties – Our lawyer sent settlement papers.
David A White Letter – Dennis and Tamy worked together to draft a letter to
him.
Membership Only Lots – Land Lease – tabled until next meeting
Campground Policy Update – tabled until next meeting
2026 Budget – The board met and has a 2026 budget to present. Janet
Weaver made a few adjustments to add more details. HOA Dues amount will
remain the same at $290/year. Janet Weaver made a motion to approve the
2026 Budget as printed. Brian Forgey seconded the motion. All board
members voted in favor of the motion. Motion approved.
Insurance Renewal – Board members will need to look over the quotes and
compare them to last year. We would like to pay annually rather than
monthly. The Board was emailed this quote before the meeting this week. A
few policies are still being brokered. Renewal date is January 8 on most of
the policies. Janet Weaver stated, if needed, we can pay the premium and
then make adjustments later since we are so close to the holidays.

Welcome Packet – Tamy Bond presented a welcome packet to be sent to all
new owners. Items include:
○ A Welcome Letter
○ HOA Documents
○ Board of Directors Info
○ Info on Area Services/Utilities
○ Amenities
○ Summary of Rec Center Rules/FAQ/Hours (Brochure)
○ Website/Social Media Info

Dennis Webb suggested adding the monthly meeting times to the letter and
asking for email for new owners. Janet Weaver made a motion to approve
the Welcome Packet for New Owners. Brian Forgey seconded the motion. All
board members voted in favor of the motion. Motion approved.
Vehicle Registration/Equipment – Discussed above to know which
vehicles/equipment we will sell or keep. Ronnie Smith also mentioned we
have a new vendor that seems to know quite a bit about the Dectron unit for
the pool. He stated it was never set up properly with the manufacturer. He
did install a new computer board and did some adjustments. It is working
better but still has corrosion from the chlorine that was used.
New Business:
State Minimum Wage Evaluation – Donna Pinney did some research on the
new law going into place January 1, 2026. There does not appear to be an
exception so we will need to meet this requirement when looking at wages
for our employees. This will impact the pay of our Host/Hostess position
currently, but not enough to make any changes to the 2026 Budget.
Christmas Bonuses for employees were discussed. Janet suggested an
overall amount of $750 to $1000. Dennis Webb made a motion to give
Ronnie Smith authorization to withdraw cash from Central Bank Main
Account to cover this expense. Brian Forgey seconded. All board members
voted in favor and the motion passed.
Adjournment:
Motion: Brian Forgey moved and Dennis Webb seconded to adjourn at 6:36
pm. All board members voted in favor and the motion passed.
The next regular meeting is scheduled for January 8 , 2026.

Respectfully submitted by Donna Pinney, Secretary

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Ronnie Smith, President Janet Weaver, Treasurer

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Brian Forgey, Vice President Dennis Webb, Member

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Donna Pinney, Secretary