Jackie Ryan
The OVA Board of Directors appointed a new member to fill the unexpired term of David Dearden, who resigned his position for health reasons. In a split 4-3 secret ballot vote, Jess Marzak, a former director and board president, was selected. Three votes went to Josh Axelrod, who ran for a seat during the 2024 election. Other members interested in the appointment were Tom Kendrick, Alan Silo, John DeGroot, Carl Turner, Tom Mosby and Neill Ray.
Heidi Klyn, OVA president, thanked the candidates for their willingness to serve and urged them to run for election in 2025, when four positions on the board will be vacated. Steve Spillman, who is currently secretary, was also named board vice president, replacing Dearden in that position. Marzak, who was not present, was named secretary, pending his acceptance of the position.
In other business, Tom Kendrick, board treasurer, said it appears the organization will finish the year with about $300,000 in surplus, which will roll into the reserves, and the asset replacement fund is on target to be at $5 million. The capital improvement fund, which is mainly debt service, is at $140,000. He highlighted areas of the budget contributing to the fiscal outcomes, including administrative and payroll costs that are both under budget, mostly, he said, “thanks to Christel (Antone)” who was able to get insurance for a lower price than last year and well below the projected budget. Above the projected budget are some custodial, ground and recreation projects due to “catch up work” and problems in the central and other pools. Kendrick also anticipates changes to the reserve study.
The issue of how the reserve study impacts finances also drew director comments, with Director Matt Oliver saying there was a need to bring clarity for the community around questions about the reserve study and deferred maintenance practices. Oliver said deferring maintenance doesn’t mean neglect. “In the context of the reserve study it means that activities or items that need attention in the future without a specific timeline can occur at a later date,” he said. He cited the example of a 2025 large landscape projects that can be shifted to 2026, or the assessment of a facility appliance listed for replacement can be delayed because it is still in good condition and “not financially prudent” to replace it until necessary.
In line with community fiscal communications, Oliver also updated the status of the Central Complex master planning following a vote in September to explore Plan Number 3. “There are many actions to consider to determine what actions might take place,” said Oliver. “We are now in a position where can start taking the information and the (community)comments and begin to establish what the options may cost. That’s our starting line today, and I know people are complaining out there, … and now we are trying to figure out what the cost implications may be.”
Director Olga Ydrogo said a key takeaway from feedback the board solicited was that “people needed costs.” But the decision was only to get cost models and not to do or follow any of the proposals right now, she said, and the board understands how critical cost information is to the community. Once the information is available from a vendor, it will be shared.
AT-A-GLANCE SUMMARY
The following is a brief summary of Board action items. A video of the full meeting is available at oakmontvillage.com/article/video-11-19-2024-board-meeting.
Governing Documents Ad-Hoc Committee Charter
Approved, 4-2 vote. Via the charter, the committee’s work involves the recommendation of a restatement of OVA’s CC&Rs, Articles of Incorporation and Bylaws. The focus includes how potential changes could affect other governing documents such as Policies, Rules and Resolutions.
Bern Lefson was appointed to the Committee.
Committee Reports
Emergency Preparedness – Jeff Neuman
A drill was held Oct. 5 simulating response to a severe earthquake. The goal was to test people and equipment and saturate the system of communications between Oakmont and simulated county Emergency Operations Center. The drill required a large number of volunteers that would likely be unavailable during a prolonged event. The committee is working on building capacity for a sustained operation from the CAC with a small crew.
Architectural – Jeff Neuman
AC has processed 39 violations and 18 complaints (54% of which have been resolved). They are finding junipers and now asking owners to prune overgrown landscaping. They are following up on work performed without permits. As a reminder, any work which alters the outside appearance of your home must be reviewed by the Architecture Committee, and a variety of notices on the same will be appearing in the Oakmont News.
Solar – solar system applicants are encouraged to check for Zinsco panels and discuss them with their installers, since these pose a heightened risk of electrical fires and to become aware of other installation requirements.
There will be a collaboration of the AC, Firewise and MYN groups for a spring Town Hall meeting the Fire Fair is April 24.
Golf Advisory – Gary Smith
Weather has negatively impacted CourseCo performance, but it remains viable while lagging behind the company’s operating plan. The Advisory Committee, with agreement and support from CourseCo, is undertaking a survey of both courses to identify what we, as residents, view as significant issues to be addressed and prioritized for either operational maintenance or capital investment. This is being done with the objective of making “Oakmont” a more inviting, recreational and entertainment venue. Various improvement projects have been undertaken. CourseCo is required to spend at least 3% of Gross Revenue on CapEx annually so some plans and projects will continue.
Walkers and Pets – No noticeable change in non-golfer use, walkers on the properties, with concern that walkers are at risk of injury when golfers, who have the right of way, are on the courses. Please observe rules and hours for walking, and heed golfers’ signals to stop and hold a position. Pets must be leashed and only during walking hours. Stay on the paths, not on fairways and greens.
Communications – Neill Ray appointed to the CC.
Member Budget Documents – The General Manager said that HOAs are allowed to distribute documents and notices to members electronically, as long as they comply with certain legal requirements. Oakmont is exploring this option and is likely to implement a process allowing members to opt in to receive electronic communications instead of mailed packages. Director Randol said that mailing large packages can cost several thousand dollars. Members who prefer printed materials will still have access to them, while those opting for electronic delivery will need to sign up for it. More details on this will be shared in the near future.
In-house Weed Mitigation – An expenditure of up to $20,000 was approved to purchase a mower trailer and hitch. This investment is expected to pay for itself within a year by eliminating the need to rehire vendors for multiple cuttings during the fire season.
New Agenda Item – Board meetings will now have a final recurring item called the Spotlight. It will promote information about governance for Oakmont based on governing documents and state law.