January 19, 2023

Call Meeting to Order:Cathie Lucarelli called the meeting to order at 7:30pm.  She led the association in the pledge of allegiance.

Introductions:Cathie introduced current directors, officers and all committee members present.

Quorum:Terry Dillehay verified a quorum of 60% residents present or by proxy, thus enabling the meeting to proceed.

Minutes:Cathie indicated that the minutes were approved at a previous Board meeting and are available on line or in a binder at the clubhouse front desk.

Treasurer’s Report: Tom reviewed the Treasurer’s Report as of 12/31/2022 (see attached).  Tom reported that the Association had a surplus of $408 for 2022.  Tom also noted that the 2023 maintenance fee increase of 22% was primarily driven by increases in the new landscape contract.  Olympia reserves are currently funded at 71%. Tom also introduced Patty Fritz and Doug Stitt who are new volunteers in the Treasurer’s office.

President’s Report: Cathie briefly highlighted activities and functions that occurred since the last Annual Meeting:

-          Pool was recently inspected and met all requirements.

-          New clubhouse flooring is being installed and should be completed by January 23.

-          Clubhouse painting will be completed in February, and new window treatments will be installed.

-          Property survey has been completed, and a laminated map will be posted in the clubhouse.

-          Morton’s landscape contract was renewed.

-          The cement planters at the development entrance were repaired and painted.

-          The path from the clubhouse to the Bocci court was replaced.

Cathie also thanked all Committee members and reviewed the following goals for 2023:

-          Maintenance Committee:  Replace fitness room floor and purchase a defibrillator for the clubhouse.           

-          Landscape Committee:  Develop a 5-year plan for maintenance and updating and ongoing monitoring of compliance to the landscape contract.

-          Ground Structures Committee: Bocci court renovations and parking lot striping.

-          Social Committee:  New social activities and increased resident participation.

-          Board:  Investigate better communication methods including a ‘phone blast’ to all residents.  Review and revised various forms, handbook, etc.


Lindsay Wrubel:  Cathy introduced Lindsay, who is the Association’s legal counsel.  Lindsay was invited to oversee the Director election.  She also reviewed the following:

-          Ohio statute 5321 regarding planned communities was updated in 2022.  Due to recent revisions, our governing documents do not need updating at this time.  Changes to the statute include:

o   Fidelity bonding (insurance) of the association’s funds is now required in the amount of one quarter’s maintenance fees or the highest fund balances.

o   Records requests by association members can now only go back 5 years.

o   The Board can represent the association at municipal meetings concerning zoning or land use proposals


Passage of proposed Amendments:  Amendment A - Creation of a .5% transfer fee to be collected from buyers upon future home sales passed with 89 votes in favor and 27 votes against.    Lindsay responded to a member’s question to clarify that the transfer fee would pertain to arms-length transactions only; not to transfers to a Trust of family member. 

Amendment B – Covenant of good maintenance to cover ‘grey areas’ of maintenance violations passed with 82 in favor and 32 against.


Election of new Director: Cathie reported that the candidates for the Board of Director position were Fred Morey and Greg Rippberger.  Ballots were distributed by Tom Bender and placed in the ballot box.  A motion to have ballots counted by Patty Fritz and Terry Dillehay was proposed by Cindy Textoris and seconded by Martha Johnson.  Motion passed unanimously.  Lindsay Wrubel announced that Greg Rippberger was elected by a majority vote.


No Old business

No New Business

Adjournment:  The meeting was adjourned at 8:30pm.

Joy Bruner, Recording Secretary

Terry Dillehay, Board Secretary





November 17, 2022

Attendees:  Cathie Lucarelli (Pres); Directors:  Sue DeLancey , Bob Osicka ,Craig Hartman and  Erik Wittmann; Tom Bender  (Treas);Terry Dillehay(Sec).
Excused Absence: Cas DiScipio (Vice-Pres)


Pledge of Allegiance: Cathie led those in attendance in the Pledge of Allegiance.

Residents Forum:

New Residents:  Martha and Matt Johnson from Olympus Way introduced themselves and were welcomed.

Comments /Questions from Residents: none at this time.

Call Meeting to Order:  Cathie called the meeting to order at 7:01 PM.

Roll Call: Cathie introduced the Board members and Terry took roll call. All present or absent as indicated above.

Minutes: Cathie reported that minutes of Open Board Meetings 5/19/22,9/15/22 and 11/18/21 were approved at previous Board Work Sessions 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 14, 2022 (See attached) He indicated that Olympia only paid $5,000 deductible for the entire roof replacement for the Clubhouse. Insurance covered the rest.

President’s Report: Cathie commended all the committees for working together for a common goal.

She provided an update on activities since the last Open Board Meeting in September. The Remodel Project involves removing carpeting and installing commercial grade vinyl flooring, replacing current blinds and valences and painting of dining room and card room. Funds for this work are from the RESERVES and not from maintenance fees. Additionally, she provided an update on the current work of

ARC and Ground Structures.  A major accomplishment has been the signing the Landscape Contract which involved tremendous man-hours. New quality controls and checks and balances were built into the system.

Cathie requested that Erik Wittmann present a report on the Property Survey which was conducted. The boundary survey is complete and stakes have been placed to mark the interior and exterior lines of the common property. He discussed “alleyways and indicated that it is the individual resident’s responsibility to maintain that portion behind their home.  In terms of what is termed “fairway” it was ascertained that individual residents own more property than they thought. He further clarified snow moving process changes as a response to concerns from residents.  There was significant discussion on property lines between homes. A site map will be posted in the lobby and a smaller one will be available on the desk for review by interested parties.


Old Business: No Old Business


New Business:

Nominating Committee Recommendation: Terry announced that the Nominating Committee recommended to the Board Greg Rippberger as a candidate to fill the vacancy for 2023-2026 terms. The Board accepted the nomination at the October meeting.

 Additionally, intent for candidacy was received via petition from Fred Morey. Both candidates provided a brief description of their individual background. The Director position will be voted on at the January Annual Meeting using a paper ballot system. Our attorney will be present to oversee the process and secure the validity of our election. Questions were asked and answered regarding number of voting and non-voting Directors, responsibilities, etc.

2023 Budget: Tom thanked the Chairpersons of all committees and the Finance Committee for their work in developing the 2023 budget.  He explained in detail the budgeting process and the percentage of use of the budget by various committees. He provided a thorough explanation of Landscape’s bidding and contract process.  It was stressed that our documents state what services we are obligated to provide, therefore specific functions cannot be deleted.  The Board approved increasing the quarterly maintenance fees from $ 510 to $ 625 per quarter for 2023.

Additionally comparative data was presented illustrating maintenance fees in comparable communities.  

(see attached).

Annual letters to residents advising of the Annual Meeting and maintenance dues will be mailed shortly. These will also contain the standard proxy along with a ballot for homeowners   to vote on 2 amendments. The amendments were explained (see attached) it was indicated that the reasoning behind amendment A Initiation Fee Upon Closing involves minimizing the need for special assessments.

Amendment B Covenant of Good Maintenance provides opportunities to handle situations that our existing documents do not cover.


Schedule of 2023 Meetings: It was announced that the schedule of meetings for 2023 was approved by the Board and will be posted in the specific glass enclosed bulletin board and subsequently on the website.


Second Resident Forum: Questions were asked and suggestions provided about snowplowing, maintenance fees and the amendments. Significant discussion followed.

 Next Meeting: Annual Meeting scheduled for Thursday, January 19, 2023; 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 and that there is only 1 vote per household.


Adjournment: The meeting was adjourned at 8: 22 PM.



Terry Dillehay, Board Secretary

THURSDAY, 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).

 Pledge of Allegiance:  Cathie Lucarelli led the association in the Pledge of Allegiance.

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

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