OVA Board Meeting Notes – 2025 April

Originally published 2025-04-12, updated 2025-04-15

On Tuesday, April 15, 2025 at 1 pm, the Oakmont Village Association (OVA) Board of Directors held its regular monthly meeting in the Berger Auditorium. OVA members may view the agenda and meeting packet here and may view the video of the meeting here. The purpose of this article is to encourage OVA members to attend OVA Board meetings, either in person or via Zoom, and to call attention to a few items of interest that are in this month’s agenda. Section headings below duplicate the section headings in the meeting agenda. Information about interesting discussions and decisions made at the meeting will appear after “At the meeting:” in the sections below, with approximate times during the meeting noted within brackets, e.g. [1:02 pm]. Note that some topics were covered out of order — I have tried to keep to the order listed in the agenda, attaching time tags wherever it seemed to be useful.

4. Consent Calendar

The only item in this month’s consent calendar is the approval of the minutes of the March Board meeting. Those minutes begin on p. 3 of the meeting packet.

5. President’s Report

There is no written report for this item in the meeting packet. President Heidi Klyn started reading her report around 1:02 pm, primarily noting the date (May 5) and times of upcoming membership and new Board organizational meetings.

IMPORTANT: All blue ballots will be thrown away uncounted. If you want your vote to be counted, you MUST fill out and return the new, yellow ballot, which you should have received a couple of weeks ago. Current OVA directors will remain in office until the new ballots are counted at the Annual Meeting, now scheduled for May 5.

7. Other Reports

Item 7. A. The Treasurer’s Report for the three months ending March 31 starts at page 6 of the Board Meeting Packet. See the Financial Summary for such key figures as net income for the year-to-date and end-of-March balances for the Operating Fund, the Asset Replacement Fund (ARF), the Capital Improvement Fund (CIF), the Oakmont Village Property Association (OVPC), and the CIF loan balance.

At the meeting: [1:04 pm] Treasurer Tom Kendrick summarized the OVA Financial Summary (page 6), noting that the OVA membership has risen slightly, providing a bit more dues income than anticipated. Other variances were due to either seasonal variations or the timing of particular expenses, with no concerns to be reported.

[1:11 pm] Commenting on the Treasurer’s report, General Manager Christel Antone noted that there has been a lot of tree work, in particular removal of dead or dying oak trees from the are of the parcourse, to be replaced with new young trees. This work will incur a significant cost. Another upcoming cost uncertainty is insurance — OVA staff is meeting with multiple insurance brokers, but costs for insurance renewal are still unknown.

Item 7.C. Three pages, starting at page 26, present the Oakmont Village Property Association (which owns the golf courses) balance sheet and profit and loss statement.

Item 7. D. General Manager’s Report: There is no written report for this item in the meeting packet.

At the meeting: [1:17 pm] Christel Antone reviewed progress on the internal facilities audit. She noted that they are actively seeking volunteers with experience in key areas such as structural engineering, HVAC, plumbing, electrical system safety and compliance, and environmental sustainability. If anyone has such relevant experience and would like to participate, please reach out to OVA’s Operations Manager, Todd O’Donnell at 707-539-1611 ext. 101 or todd@oakmontvillage.com by May 2.

OVA is finalizing the annexation of the Stonebridge Duets, the new homes that have been erected next to Oakmont Automotive just off of Oakmont Drive. Once complete, OVA can expect impact fees of about $130,000, which will be put into the Capital Investment Fund.

[1:20 pm] Christel asked Jeff Neuman to review AV Task Force progress — see Item 7.E.3. below.

[1:23 pm] Christel discussed the recurring problems with the OVA website. She reported that the website has been in the process of being updated over the last couple of months, including removal of older items in hopes of reducing the frequency of it going down. For now, there is a temporary fix in place, but they are working with a website consultant to achieve a permanent solution, which they hope to implement within the next couple of weeks.

Item 7. E.1. [1:36 pm] On pp. 29-30 is a Firewise Task Force update, and on pp. 36-37 are the minutes of the February 10 meeting of the Firewise Task Force. The update describes the task force’s efforts to meet the demand for free firewise assessments, and identifies several upcoming events to help educate the community about fire prevention. Finally, Christel has been monitoring the condition of the golf courses, working with Courseco to ensure that they are well maintained

Item 7. E.2. [1:26 pm] On pp. 31-34 is an Environmental Stewardship Task Force quarterly update. Activities reported on include:

• Waste Management — education
• Land/Plants/Habitat — education and tree planting, including a May 3 Habitat Garden Tour
• Native Grasses Demonstration Garden
• Land Regeneration through Art and Cultural Awareness
• Adopt-A-Creek project

Item 7. E.3. [1:20] pm] On p. 35 is an AV Task Force report and update. This new task force, led by Jeff Neuman and Jane Gyorgy, met on April 8 to get organized and assign roles. The key goals of this task force are to improve OVA AV systems and to support their use by clubs and organizations. Key planned activities include:

• System Evaluation
• Improvement Identification
• User Support
• Integration and Monitoring

Jeff reported that the task force is reviewing all systems: vendors, equipment, and systems security, including both physical security and possibly implementing some sort of sign-in system, which would allow OVA to know the identities of everyone using the system.

8. Open Forum

At the meeting: [1:41 pm] A number of OVA members spoke, giving the Board suggestions or asking questions, including: Fred Martin, Peg Stone, Jeff Neuman and Sue Aiken. Please watch the video to see what they had to say, along with some responses from OVA directors and staff.

9. Unfinished Business

Item 9.A. will be a Central Complex Area Update by Director Matt Oliver. There is no documentation of this in the meeting packet, other than the agenda item.

At the meeting: [1:55 pm] Matt reported that progress with Nordby is being made, but also that it may be some time before he and Jess Marzak have any conclusions to present to the Board. His expectation is to report to the full Board, who will then decide how to inform the community.

Item 9.B. will be a Governing Documents Committee update by Director Steve Spillman. The minutes of the March 11 meeting of this committee (mislabeled as Bylaws Ad Hoc Committee) are on pp 38-40 of the meeting packet.

At the meeting: [1:57 pm] Steve reported on the activities of the committee, including in particular the working groups which are decided upon at their April meeting. See here for further details.

10. New Business

Item 10. A. will be a discussion about LOMAA (the League of Oakmont Managed Area Associations, aka subHOAs), led by Director Jerry Gladstone. There is no documentation of this item in the meeting packet, other than the agenda item.

At the meeting: [2:00 pm] Jerry first reviewed a little history: In May of 2023, the OVA Board approved the Sub-Association Ad Hoc Committee to get feedback and recommend possible solutions to sub-HOA challenges. The theme was exploring options to ensure long-term viability is sub-HOA leadership. The working groups and ad hoc committee were led by the LOMAA president. They made recommendations to the OVA Board, in a report dated April 2, 2024. The primary recommendation was that the OVA Board should establish a relationship with LOMAA. The Committee asserted that the sub-association boards could benefit from improved education, collaborative planning, common strategic issues and a forum for sharing best practices. A key opportunity is to investigate professional property management services.

The OVA Board has discussed the formation of a Sub-Association Standing Committee rather than the LOMAA club. This has not gone further, because there were too many legal questions.

The 36 sub-associations within Oakmont represent 42% of our population, but have a loosely defined relationship with OVA. Sub-associations have difficulty recruiting board members (who are called “governors”). If there are sub-associations that experience leadership issues or bankruptcy, this would reflect very badly on Oakmont, in ways that are difficult to understand or predict.

Jerry said that he submitted an un-resolution — not a real resolution because it doesn’t need to be voted on, but an action plan. What it consists of is that the LOMAA president will report on LOMAA proceedings and needs to an open OVA Board meeting at least quarterly, and as often as necessary to instigate a working relationship between OVA and the sub-associations. An OVA Board member may be designated as Board liaison to LOMAA. The Board liaison will work to improve the working relationship between LOMAA and OVA.

So what is the OVA wellness to-do list? The mission is to develop options for ensuring long-term viability and leadership of sub-associations.

Review

This section of the Agenda is empty this month.

12. Adjournment

Prior to adjournment, Heidi announced that there are COVID and RSA vaccination days planned for April 25 and May 15, and noted that they hope that Kaiser members will be able to take advantage of Oakmont vaccination days this fall — to date, Kaiser members have had to go to Kaiser locations rather than receiving vaccinations closer to home.

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As noted in the meeting agenda, next month’s regular Board meeting will take place on May 20, 2025. The OVA Annual Meeting, delayed because of the necessity for reissuing ballots after Tim Nelson’s bio was left out of the original mailing, will be held on May 5, 2025 at 10 a.m., and the organizational meeting of the new Board will take place the same day at 2 p.m.

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