Attendees: Fred
Morey (Pres); Joy Bruner (Vice-Pres); Trustees: Sue DeLancey , Bob Osicka and Gretchen Schumacher; Tom Bender (Treas);Terry Dillehay(Sec).
Pledge of Allegiance:
Fred led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents: Roger and Judy Davis from Altis Ct. introduced
themselves and were welcomed.
Comments /Questions from Residents:.
A resident asked about potential 2nd exit out
of Olympia for emergency purposes. Fred advised that the police department was
asked to do an evaluation and recommendation. Concern has arisen since the
entrance and exit from Olympia was blocked during a gas leak on Olympus Way.
Call Meeting to
Order: Fred called the meeting to order at 7:07 PM.
Roll Call: Fred
introduced the Board members.
Minutes: Fred
reported that minutes of the November 21, 2019 Open Board Meeting were approved
at a previous Board Work Session and are available in the binder at the
Clubhouse and on the website.
Treasurer’s
Report: Tom discussed The Treasurer’s Report as of November 15, 2021 (See
attached) and explained that the formal report was presented at the
August Annual meeting (rescheduled from January 2021 due to Covid). He
indicated that we are in a sound financial position at this time.
President’s Report:
Fred indicated that there is no President’s report since one was presented at
the August Annual meeting (rescheduled from January 2021 due to Covid).
Governing
Documents Update: Joy Bruner reported that the amendments to the governing
documents passed with 128 affirmative, 3 negative and 1 split votes.
Information was provided to our attorney who will file the request for amendment
with the state.
Old Business: No
Old Business
New Business:
Trustee Nomination: Fred advised
that the Nominating Committee submitted the name of Cathie Lucarelli
and Craig Hartman as nominee for
the Trustee positions to fill the vacancies in 2022 when Joy’s and Gretchen’s terms expire. The Board approved the recommendation of the
Nominating Committee. Both candidates provided a brief description of their
individual background. The nomination will be voted on at the January Annual
Meeting.
Survey: surveying work of property
lines should be completed by the end of the year.
Sewer Project: the project continues
moving forward.
2022 Budget: Tom thanked the
Chairpersons of all committees and the Finance Committee for their work in
developing the 2022 budget. He explained
that the first pass at the budget required a $25 per quarter increase; the Finance
Committees along with other committees revamped the budget and reduced expenses.
The recommendation to the board was a $10 per quarter increase with the
stipulation, that if the rate of inflation continues, there may need to be
adjustments during the year. The Board approved increasing
the quarterly maintenance fees from $ 500 to $ 510 per quarter and the
stipulation.
Second Resident Forum:
Questions were asked about documentation, reserve fees , and requests that
the Board resume the standard format of sitting up front at the Open Board
meetings.
Next Meeting: Annual Meeting scheduled for Thursday, January 20,
2022; Registration at 7:00 PM and meeting at 7:30 PM. Everyone was reminded to
turn in their proxies regardless of plans to attend the meeting.
Adjournment: The meeting was adjourned at 7: 23 PM.
Terry Dillehay, Board Secretary
Attendees: Fred
Morey (Pres); Joy Bruner (Vice-Pres), Trustees:
Sue DeLancey,and Gretchen Schumacher; Tom Bender (Treas), Terry
Dillehay (Sec).
Excused Absent: Bob Osicka
Call to Order:
Fred called the meeting to order at
7:00 PM.
Pledge of
Allegiance: Fred led the association
in the Pledge of Allegiance.
New Residents:
Introductions were skipped since this occurred at the August Annual Meeting. .
Purpose of the
Overview Meeting: Fred explained
that this meeting is held to hear reports from Committee Chairs/representatives
about work of their committee. The board does not conduct business at this
time.
Minutes: The
minutes of the Overview Meeting of September 20, 2019 were approved at a prior Board
Work Session and are available online and in the binder at the receptionist
desk.
Committee Reports:
where indicated “see original report”, the report is filed in the Master
Minutes binder which is stored, after inspection by association accountants, in
the Treasurer’s office.
ARC: no report
provided
Clubhouse Cleaning
Service: Fred advised that the group is working on a contract for cleaning.
The service will be expanded to include a light clean on Thursdays.
Clubhouse Interior Long
Range Planning: see original report
Clubhouse
Maintenance: see original report
Clubhouse
Reservations: It was reported that some reservations were scheduled during
the summer but none at this time.
Fitness Center: see report
Finance: see
original report
Governing Documents: see original report
Ground Structures:
see original report
Landscape: see original
report
Pool Operations: see original report
Security: see
original report
Social: see
original report
Welcome: 19 new
residents were welcomed and explanations about Olympia provided.
Fred provided an explanation of some future projects that
are being reviewed.
Comments/Questions
from Residents: The following
issues/comments were mentioned by residents:
-
It was questioned if a chair will be appointed
for ARC; yes one will be appointed
-
A question was raised about the Paint Committee
and it was clarified that the paint committee functions are merged with ARC’s
functions as was customary in prior years
-
A resident mentioned that her condo has not been
painted even though she gave a deposit
-
A resident reported experiencing a problem with
a “critter” trying to get into the home
-
It was questioned if letters were sent to home owners
on 2021 paint list who have not painted to date; a response was provided that homes are still being painted
and scheduled to be painted therefore no need for letters to be sent at this
time
Next Meeting:
Open Board Meeting November 18, 2021 at 7:00 PM.
Adjournment:
The meeting was adjourned at 7:35 PM.
Terry Dillehay
Board Secretary
Prior to the official start of the meeting, Fred asked
all residents in attendance, who have moved in since the last Annual meeting,
to introduce themselves. The new residents were welcomed by those in
attendance.
Call Meeting to
Order: Fred Morey called the meeting to order at 7:35 PM. He led the
association in the pledge of allegiance.
Guest: Fred
introduced a guest, Lindsey Wrubel, our association’s attorney from Eques Law,
who will address our governing documents. He indicated that Jim Carbone is
scheduled to address the group about a program that Strongsville is initiating.
However, he was detained at a meeting and may join us later.
Introductions: Fred
introduced the current trustees and officers.
Quorum: Terry
Dillehay verified a quorum of 136 residents (68%) either present or by proxy,
thus enabling the meeting to proceed. An
additional two households attended but
did not provide proxy nor sign in.
Minutes: Fred
asked those present if they wished for the minutes from last year’s meeting to
be read. He indicated that they were previously approved by the Board at a work
session, and have been available on the web and in the binder at the receptionist
desk. Rich Bruner made a motion to dispense with reading of the minutes, Jeanne
Martin seconded.
Lindsey Wrubel,
attorney Eques Law Firm: Lindsey complimented our association; she
acknowledged that the amount of time the board members and community volunteers
provide, results in the association being one of the most efficient groups,
without a professional property management company, that she has worked with. She
further explained that our documents, Covenants
and Restrictions and Code of
Regulations have been used without updating since 2011 and at that time only
minimal changes were addressed. One of
the goals of updating these documents is to eliminate redundant terms and use
less legalistic verbiage for ease of understanding. The plan is for the Board to send out drafts
of proposed documents for residents to review; additionally, forms will be
included on which residents can ask questions or request clarification. Two meetings for residents will be held to
answer these questions and obtain input. To adopt the changes requires a
majority of owners voting affirmatively. The meetings will be held on 9/23 at 7
PM and 9/30 at 1PM. After the meetings are held any changes that may be
necessitated will be made. Lindsey provided numerous examples of proposed
changes.
Treasurer’s Report:
Tom reviewed the Treasurer’s Report as of 09/19/2021 and highlighted specific
areas of the budget (see attached). He indicated that Olympia’s financial
situation is sound.
President’s
Report: Fred briefly highlighted some activities and functions throughout
the year:
- -stones /bocce court; addressed drainage issues
- -new trees on walking path
- -new street signs
- -walking path fixed and sealed
- -sidewalks repaired behind clubhouse
- -landscaping improvements
- -numerous social functions
- -repair of walkway to pool
- -sidewalks on Doria Ct.
- -working on flooding situation between Doria and Ionia Cts.
- -change to insurance carrier saved money and provided better service
- -updated security system
- -increased bandwidth on Wi-Fi
- -changed electricity provider decreasing cost 7.5%
- -replaced pool sliding doors
- -painted pool area, restrooms and updated locker rooms
- -sanitized everything during COVID
- -currently out for bids for cleaning service
Potential future projects being analyzed: automating
front doors; gas conversion; solar panel studied but payback too lengthy; new
carpeting projected for 2026; deep cleaning of facility.
Fred thanked the committees
and volunteers for all their work and acknowledged the work of Jim, Jeff and Jan
as Trustees and thanked them for their terms as Trustees.
Election of new Trustee: Fred reported
that the Nominating Committee recommended the nomination of Sue DeLancey and
Bob Osica to fill the vacancies of Jim Dettmer and Jeff Meyers/replaced by Jan
Kerchs (when Jeff resigned) on the Board of Trustees effective after this meeting.
The said recommendation was approved by the current Board of Trustees. Fred excused Sue so a vote could be held and
asked all present for a vote; Bob was not present as he was out of state.
Unanimous approval was received from those in attendance of Sue Delancey and
Bob Osicka to complete the current term until January 2024.
No Old Business
No New Business
Closing
Remarks: Fred thanked all for the
many volunteer hours dedicated to Olympia. He indicated that Jim Carbone,
Councilperson at Large, still plans on stopping in. All were invited to social
time in the dining room.
Adjournment: The meeting adjourned at 8:15 PM.
Terry Dillehay, Board Secretary
