OLYMPIA HOMEOWNERS’ ASSOCIATIONOVERVIEW MEETINGTHURSDAY, September 15, 2022
Attendees: Cathie Lucareli (Pres); Cas DiScipio (Vice-Pres), Directors: : Sue DeLancey, Craig Hartman,Bob Osicka and Erik Wittmann; Tom Bender (Treas), Terry Dillehay (Sec).
Introduction: Cathie
announced that Fred Morey resigned his position as Director of the Board
effective September 2, 2022. As a result, she was appointed as interim
President, Cas DiScipio as interim non-voting Vice-President (to replace Joy
Bruner who resigned earlier in the summer); Erik Wittmann was appointed by the
Board as an interim Director to serve the remainder of Fred’s term until
January, 2023.
Call to Order:
Cathie called the meeting to order at 7:04 PM
New Residents:
Roger and Judy Davis introduced themselves, they moved to Altis Ct. almost a
year ago. Dave Puffer introduced himself and indicated that he and Sue moved in
to Doria Ct. in July of this year.
Purpose of the
Overview Meeting: Cathie 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 16, 2021 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: see report
Clubhouse Cleaning Service:
Gary DeLancey reported on behalf of the committee. He advised that we continue
using the same company and have services provided Monday night and a limited
cleaning Thursday night.
Clubhouse
Maintenance: see report
Clubhouse
Reservations: It was reported that 6 reservations have been scheduled so
far. The Committee will work with the Welcome Team to advise new residents of
this function.
Finance: see
report
AD HOC Reserve
Committee: Tom reported that this committee was formed to obtain the best updated
data and to develop a workable plan for the future. According to our documents
we are require to be 60-80 % funded, this will be reviewed. Initially this year
we were at 62% and currently at 72% funded. Inflation and maintaining our
community to standards has impacted significantly the cost of services that OHA
requires. It is anticipated that this will result in significant increases in
maintenance fees. Tom further clarified the difference between operating budget
and funds in Reserves. These funds are separate and cannot be interchanged.
Ground Structures:
see report
Landscape: see
report
Library: It was
reported that there was a tremendous increase in usage during COVID; large
amounts of donations were received. A request was made for donations of newer
books.
Pool Operations: New members added to the Committee are: Bob
Osicka, Glen Kimble and Roger Davis.
Security: The
new security system has been operational for almost a year; new member is Nick
Puin.
Social: see
report
Welcome: see
report.
Comments/Questions from Residents: The following issues/comments were mentioned
by residents:
-
Clarification was provided about updating the
Emergency Forms; update even if no changes
-
A question was raised about why anticipating an
increase in maintenance fees if Reserves % has increased. Tom explained the
difference between Reserves and Operating budget/funds.
-
Issue was raised as to why decision made to
renovate 2 front rooms and not the fitness center. It was indicated that survey
results from participants did not show a need for change.
-
It was questioned as to why certain yards are
maintained by landscaper and concern that there is unequal treatment. The
procedure given to landscapers was clarified; basically grass is cut where it
is growing since it is not possible to identify property boundaries; where
there are trees it is not maintained.
-
Surprise was noted that Fred resigned; concern
was expressed that too many people were added to the Board. Clarification
provided that there are the same number of Board members and same positions as
always, just different members. All
positions are according to our documents.
-
Question re: new roofing asked and answered
-
Question about reserves asked and answered
-
Cathie was welcomed as Interim President
-
Next Meeting:
Open Board Meeting November 17, 2022 at 7:00 PM.
Adjournment:
The meeting was adjourned at 8:25 PM.
Terry Dillehay
Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
MAY 19, 2022
Attendees: Fred
Morey(Pres); Trustees: Sue DeLancye ,Craig Hartman, Cathie
Lucarelli, Bob Oscika ; Tom Bender
(Treas); Cas DiScipio (Project Coord);Terry Dillehay(Sec).
Excused Absence: Joy Bruner (Vice-President)
Pledge of Allegiance:
Fred led the association in the Pledge of Allegiance at 7:05PM
Comments from residents: Questions
were asked about the status of the Clubhouse roof. It was explained that the
insurance company will pay for most of it after the deductible. Discussion
followed.
Procedures to be followed with issues about the
beverage/juice bar were brought up and discussed.
Issues of emergency lights by garage doors were reviewed
and a suggestion made to paint house numbers on the curb by the driveway.
Call Meeting to
Order: Fred called the meeting to
order at 7:12 PM and introduced the Board members.
Roll Call:
Terry took roll call and all were in attendance as indicated above with
exception of Joy Bruner, excused absence.
Minutes: Fred
reported that minutes of the November 2021 Open Board Meeting were approved at
a previous Board Work Session and are available on the website and in the
binder at the Clubhouse.
Treasurer’s Report:
Terry, reporting for Tom Bender, reviewed the Treasurer’s Report as of 05/16/2022(See
attached) .
President’s Report:
Fred began by apologizing for comments in the last newsletter that some
thought inappropriate. He proceeded to list the many accomplishments of the
committees. Floors will be waxed; staking of properties continues; evaluation
of roof replacement continues; An AdHoc Committee on Reserves was formed, this
is viewed as on the most important functions since it should secure reserves
for next 30 years; sewer project is partially completed ; carpet cleaning is to
be scheduled; Discussions occurred with City Planner concerning water runoff
from the Dells. It was concluded that nothing can be done due to lack of prior
building regulations. Landscape committee has requested proposals from number
of landscapers. Fred thanked the chairs
and committee members and all who volunteer in Olympia. Suggestions were made
to close the Clubhouse when carpets are being disinfected and cleaned and when
the outside ramp is to be painted. Additionally, advanced notice should be given
to residents when the clubhouse or
specific areas will be closed.
Liaison Committee
Reports:
Architectural Review and Painting (ARC):
see attached report
Clubhouse Maintenance: see attached
report
Ground Structures: see attached
report
Landscape: Survey of Olympia grounds
has been completed. Currently staking of properties continues; RFPs were mailed
to landscapers for contract bids; forms were updated and issued; ongoing
landscape issues and requests are being processed. The committee is developing
plans for updating the front entrance, the circle area and the clubhouse
landscaping.
Social: see attached report
Old Business:
There was no pending old business.
New Business: There
was no new business.
Second Resident
Forum:
Questions asked:
-
Will position of Public relations be filled?
Currently Fred is filling that role; the Board will evaluate if position needs
to be filled
-
Emergency exit discussion
-
Status of home on corner of Westwood and Olympia
-
Fred requested input when carpeting is replaced;
should we replace with carpet squares, other type flooring etc???
-
Issue of leaves behind houses on Ionia
cul-de-sac; should Morton’s clean once a year?
-
Comments expressed that we are a 55+community
not an assisted living facility
-
The Ad Hoc committee on Reserves will develop
criteria for objective decision making and will work closely with committees.
-
Question if doors by the pool can be used to go
outside; they can be used but must be locked after re-entering.
Next Meeting: The
nextOpen Board meeting will be an Overview Meeting on Thursday, September 15,
2022 at 7:00 PM.
Adjournment: The meeting was adjourned at 7:55 PM.
Terry Dillehay, Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
ANNUAL
MEETING
JANUARY 20,
2022
Call Meeting to
Order: Fred Morey called the
meeting to order at 7:30 PM. He led
the association in the pledge of allegiance.
Introductions:
Fred introduced the current trustees and officers.
Quorum: Terry
Dillehay verified a quorum of 124 residents (62%) either present or by proxy,
thus enabling the meeting to proceed.
Minutes: Fred
indicated that the minutes were approved at a prior meeting.
Treasurer’s Report:
Tom reviewed the Treasurer’s Report as of 12/31/2021 and highlighted specific
areas of the budget (see attached). He indicated that the $11,000 surplus at
year end was moved to the Reserves. Additionally,
he reminded everyone that at midyear the financial situation will be reviewed
and if inflation continues we may need to increase maintenance fees. He is
hopeful that with additional savings on specific line items such as electricity
(due to a new contract) this may not need to be done. Olympia’s reserves are funded at 64%. The
decrease in funding is due to projects during the year as well as addition of
items added to the Reserves which previously were not funded. A thorough
analysis of Reserves was performed to adjust for future costs and needs.
President’s
Report: Fred briefly highlighted some activities and functions that
occurred since the last Annual meeting in August:
-Survey of Olympia’s perimeter was completed; he
explained the procedure and specifics of staking property to designate
homeowner’s vs common property.
-The sewer project between Ionia and Doria Courts will be
completed in the spring.
-Committees were reviewed and some changes made; mentors
will be designated for some committees
and guidelines will be developed
-Quotes for front doors are being obtained; no decision
made as to replacement;
-centralized electronic data information storage is a
goal; this will assist in easier access to association’s information
-Landscape contract requirements will be reviewed prior
to going out for bids.
-Education of Board members will be developed.
Election of new
Trustee: Fred reported that the new nominees for the Board of Trustees are
Craig Hartman and Cathie Lucarelli. He excused the nominees so a vote could be
held and asked all present for a vote. Both candidates were approved by a
majority vote.
No Old Business
No New Business
New Resident: Marilyn
Larissey who moved into Ionia Court in late December introduced herself and was
welcomed.
Adjournment:
The meeting adjourned at 7:50 PM.
Terry Dillehay, Board Secretary
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
