February 8, 2024 OCIA Meeting Minutes

OAKMONT COMMUNITY IMPROVEMENT ASSOCIATION

BOARD MEETING MINUTES

February 8, 2024

 

The meeting was called to order at 5:16 pm by President Haupt.

Present: Board members Gary Haupt, Eric Franklin, Megan McGuire, Jeff Wilhoit (left the meeting at 6:00pm), and Ronnie Smith were in attendance.  Polly Rannells and Donnie Sherwood were attendance. Five HOA members were present.

Absent: None.

Amend/Approve Agenda: Gary Haupt presented the Agenda for the meeting for review.

  • Motion: Megan McGuire moved and Ronnie Smith seconded to approve the Agenda as presented.  All Board members voted in favor. The motion carried and the agenda was approved.

Minutes of January 11, 2024 Regular Meeting: Gary Haupt presented the minutes of the January 11, 2024 regular meeting for review.

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

Treasurer Report: Treasurer Jeff Wilhoit gave the OCIA Treasurer’s report as follows:

As of 1/31/2024, the Checking account balance was $21,770.66.  R&R account balance was $28,864.18; Camping fees were $0.00; Facility rental fees were $265.00; Pop Money was $67.00 and Gravel was $75.00. See the OCIA Treasurer’s Report herein incorporated by reference to these minutes.

President Report:

  • Gary Haupt asked Jeff Wilhoit to give an update on the Highway 86 roadway project. Jeff Wilhoit stated that the completion date is currently March 3, 2024.

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

  • Meeting with GRE and Big Cedar staff to finalize the re-location of the two Oakmont Community Display rocks at the Devils Pool Road and Highway 86 intersection;
  • Replacement Shop heater has been installed;
  • Snow plowing executed and plows welded and blades replaced;
  • Pool maintenance continued with repair of frozen drain, valve on filter replaced and chemical imbalance adjusted;
  • Hallway painted to Pool and Showers area;
  • Three dead trees at Recreation Center were cut down;
  • Pot holes at Recreation Center entrance and along driveway filled;
  • Road salt re-stocked – three loads;
  • Dodge pickup truck – turbo gummed up and new clutch needed – repairs underway;
  • Working with Taney County Sewer Distrist to adjust level of roadway and manholes on Tower Road in order to make as smooth as possible for grading and plowing road in the future;
  • Oakmont Community main sign – looking at options to update and/or repaint.

Administrative Report:  Polly Rannells reported on the following:

  • Annual Assessment Update: 
    • Collection amount to date of the 2024 assessments is $32,000.
    • Oakmont Invoicing System (OIS) update – Polly Rannells and consultant, Junior Crafton, presented the necessary updates to the system including correcting data entry errors, correcting member names to be the same on all owned properties, updating procedure manual, conducting quality control compared to last year’s billed assessments and preparing sample reports available from the system.
  • Audit Report:  Polly Rannells stated that the Auditor is done with the 2022 audit and ready to start the 2023 audit.
  • Insurance Update: 
    • Motion: After several discussions of the insurance policy limits and in the current litigation environment, Eric Franklin moved and Ronnie Smith seconded to increase the Association’s Umbrella policy limit from one million to two million for an increase in premium from $1,975 to $2,751 per year. All Board members voted in favor of the increased coverage and the motion carried.

Old Business:

  • Policy and Procedure for Review/Approval:  No policies presented for review or approval – four policies are pending, including insurance, investing, Paperwise scanning, Director terms and designation.
  • Board Meeting Minutes Recordkeeping Project – Project ongoing and Megan McGuire will report progress at the next meeting.
  • VOIP Manual:  Per Eric Franklin, the VOIP manual needs a few updates which he is working on.

New Business:

  • None.

Adjournment: Gary Haupt called for adjournment of the regular session.

  • Motion: Eric Franklin moved and Megan McGuire seconded to adjourn at 6:23 pm. All Board members voted in favor and the motion carried.

The next regular meeting will be held on March 14, 2024.

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