OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

FEBRUARY 9, 2023

 

The meeting was called to order at 6:28 pm by President Crafton.

Present: Board members Junior Crafton, Gary Haupt, Megan McGuire per phone, and Jeff Farquhar were in attendance. Polly Rannells and Donnie Sherwood were in attendance. 4 HOA members were present in the audience.

Absent: Jeff Wilhoit.

Amend/Approve Agenda: Junior Crafton presented the Agenda for the meeting for review.

• Motion: Gary Haupt moved and Jeff Farquhar seconded to amend the agenda to delete the Motion VOIP presentation and approval of their scope of work as this already occurred at the OCSA meeting this evening and approve as amended. All Board members voted in favor and the motion carried.

Minutes of January 12, 2023 Regular Meeting: Junior Crafton presented the minutes of the January 12, 2023 regular meeting for review.

• Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented and Gary Haupt seconded the motion. All Board members voted in favor and the motion carried.

Minutes of January 25, 2023 Special Meeting: Junior Crafton presented the minutes of the January 25, 2023 special meeting for review.

• Motion: Megan McGuire moved to waive reading of the minutes at the meeting and approve the minutes as presented and Gary Haupt seconded the motion. All Board members voted in favor and the motion carried.

Treasurer Report: In the absence of Treasurer Jeff Wilhoit, Junior Crafton gave the OCIA Treasurer’s report as follows:

As of 1/31/2023, the Checking account balance was $46,946.06; R&R account balance was $28,850.16. Camping fees were $300.00. Facility rental fees were $190.00. Pop Money was $65.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

Administrative Report: Polly Rannells reported that the 2021 Audit was almost finished. She also stated that Connell Insurance was not interested in quoting any further Director and Officer amounts. The KPM Engagement Letter has been presented for approval. Megan McGuire stated she had reviewed the letter and found no significant changes from previous years scope of work. Junior Crafton stated we would execute the letter on behalf of the Board.

President Report: President Crafton reported on the status from the HOA assessment invoices to date: 869 invoices, including all Big Cedar entities, were mailed out;
$594,275.00 in current dues were billed; and
$907,318.22 in past dues were billed.
Junior Crafton stated that the assessment system has been backed up on the hard drive, flash drive and uploaded to the cloud. He is preparing a written instruction manual for the staff.
President Crafton stated that his term is up in May and that he was not running for the Board seat.

Maintenance/Development Report: Donnie Sherwood provided an update as to the following:

• Cleaning roads and pushing snow;
• Repair of snow plow and box;
• Replace hydraulic cylinder on Chevy truck free of charge as under warranty from previous repair;
• Application of grass fertilizer is recommended this year by Donnie – Junior Crafton requested this be placed on the March meeting for review and approval;
• Campground sign with new logo will be presented at the March meeting for review;
• The addition of free weights to the Exercise Room will be researched and brought back to the March meeting for review and approval if necessary.

Old Business:

Policy and Procedure Approval – Assessment and Collection: Megan McGuire presented the second draft of the policy for final review by the Board incorporating the final changes from the January meeting. The Board reviewed the policy statements and the detailed procedures including the invoicing dates, due date for payment, and action dates if the assessments are not paid.

• Motion: Gary Haupt moved and Jeff Farquhar seconded to approve the Assessment and Collection Policy and Procedure as presented. All Board members voted in favor and the motion carried.

Policy and Procedure Approval – Recreation Center Access, Rules and Registration: Megan McGuire presented the first draft of the Recreation Facility Policy and Procedure for discussion by the Board. Following the comments, Megan McGuire will provide a second draft at the March meeting with the rules consolidated for the pool, hot tub and sauna.

Policy and Procedure Approval – Purchasing and Bidding Revision: Gary Haupt presented the second draft of the Purchasing and Bidding Policy and Procedures for review by the Board incorporating the final changes from the January meeting.

• Motion: Gary Haupt moved and Jeff Farquhar seconded to approve the Purchasing and Bidding Policy and Procedure as presented. All Board members voted in favor and the motion carried.

Policy and Procedure Approval – Job Description for Hostess: Polly Rannells presented the job description including the major duties for the Hostess position. The basic duties looked good but the format and lack of qualifications require some work. Junior Crafton asked Megan McGuire to work with Polly Rannells and bring back to the March meeting for approval.

New Business: Cozetta Muth addressed the Board as to the Rummage Sale. She stated there are two sales scheduled for Spring and Fall. She is hoping for better signage and signs placed out earlier before each sale. Megan McGuire stated she would work with the staff to improve signage as there is a lot of work that the participants put into making these sales successful and the exposure to the Center is positive.

Adjournment: Junior Crafton called for adjournment of the regular session.

•  Gary Haupt moved and Jeff Farquhar seconded to adjourn at 7:44pm. All Board members voted in favor and motion carried.

The next regular meeting will be held on March 9, 2023.

Respectfully submitted by Megan McGuire, Secretary and approved on March 9, 2023