Minutes

OLYMPIA HOMEOWNERS ASSOCIATION
ANNUAL MEETING
JANUARY 16, 2020



Jan Kerch called the meeting to order at 7:30 PM. She led the association in the pledge of allegiance and explained the format of the meeting and contents of the packets provided to residents.

Guest: Jan introduced a guest, Councilman at Large, Jim Carbone who represents the entire City of Strongsville and works with our Councilperson. Jim briefly spoke to the group and answered a few questions primarily about the traffic situation at Westwood and Pearl roads.
Introductions: Jan 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: Jan asked those present if they wished for the minutes from last year’s meeting to be read. She 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. Carl Wysocki made a motion to dispense with reading of the minutes, Bill Bruton seconded.
Treasurer’s Report: Tom reviewed the Treasurer’s Report as of 12/31/2019 and highlighted specific areas of the budget (see attached). He indicated that Olympia’s reserves are funded at 76% which is higher than the state law requirement.  
President’s Report: Jan briefly highlighted some activities and functions throughout the year and thanked all  the volunteer for all their work:
                -More than 20 committees were reconfirmed and new members added
                -The Pool and Security committees have a member present at the clubhouse 365 days a year
-Landscape committee’s additional projects were removal of trees and beautification of mailbox areas
-Gas line installation had a major impact in the neighborhood for most of the year
-Clubhouse Interior Planning renovated the lobby and hallways
-Finance committee prepared the budget for 2020 with input from all committees
-New classes: yoga and balance were introduced during the year
-Treasurer’s office purchased a new computer with Windows 10 and latest version of Quick Books
-Governing documents have been reviewed during most of the year; revisions are being guided by our attorney
-Ground Structures kept up with parking lot and entrance lighting, clubhouse entry ramp and common property sidewalk repairs
-Maintenance Committee continues to keep all the equipment in safe and good working order

               
Election of new Trustee: Jan reported that the Nominating Committee recommended the nomination of Fred Morey to fill the vacancies that her position will create since it is her last year on the Board. The said recommendation was approved by the current Board of Trustees. Jan excused Fred so a vote could be held and asked all present for a vote. Unanimous approval of Fred Morey for a 3 year term was received from those in attendance.

No Old Business
No New Business
Closing Remarks:  Jan thanked all for the volunteer hours which our residents provide.

Adjournment: The meeting adjourned at 7:57 PM.


Terry Dillehay, Board Secretary






OLYMPIA HOMEOWNERS ASSOCIATION
OPEN BOARD MEETING
November 21, 2019
Attendees: Jan Kerch (Pres); Carol Crowe (Vice-Pres via phone); Trustees: Joy Bruner,  Jim Dettmer, Jeff Meyers, Gretchen Schumacher; Tom Bender  (Treas); Cas DiScipio (Proj Coord)Terry Dillehay(Sec).

Pledge of Allegiance: Jan led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents:  Jeremy and Peggy Grissom , Sandy and Bob Newman and Micki Cochran introduced themselves and were welcomed.
Comments /Questions from Residents: Concern was expressed about fall cleanup being started but not finished on Ionia and Kronos Cts. All were assured that cleanup will continue.
A resident informed the group that when he received his property deed there was an error in title Olympus vs Olympia Subdivision.

Call Meeting to Order: Jan called the meeting to order at 7:10 PM.
Roll Call: All were in attendance as indicated above.  
Minutes: Jan reported that minutes of the May 16, 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 December 9, 2019 (See attached) and explained the Reserve Fund. He advised that by law our reserve fund should be funded between 60-80 % ,  we are  currently funded at 74%.

President’s Report: Jan provided highlights of some of the committees’ activities/accomplishments and indicated that all committees are within their budget.
Ground Structures: Safety issues were addressed as related to exterior lighting, front ramp to the clubhouse and leveling of sidewalks in common areas.
Clubhouse Interior Planning: lobby renovation was completed and plans are developed for next phase.
Social: As a result of a survey of interests among residents conducted earlier in the year, chair yoga and balance classes were scheduled ; speaker series and patio parties were also held.
Website: updating of website is close to completion.
Family to Family: All donations from residents to our food drive are delivered to the Strongsville Food Bank; 2 clothing drives were held and the collections provided to St Vincent DePaul.
Pool: new lights installed in that area; pool water is checked daily to stay in compliance with standards.
Reservations: pricing for supplies was restructured based on current cost of supplies.
Garden Club: Members cleaned the patio area and planted annuals; the area was utilized for parties and get togethers.
Landscape: planting around the mailboxes was undertaken; removal/trimming of 17 trees on common grounds was completed.
Treasurer’s Office: new computer with Windows 10 and current version of QuickBooks were purchased.
Welcome: New residents were greeted and provided all pertinent information.

Old Business: No old business
New Business:
Trustee Nomination: Jan advised that the Nominating Committee submitted the name of Fred Morey as nominee for the Trustee position to fill the vacancy in 2020. Fred provided a brief description of his background. The nomination will be voted on at the January Annual Meeting.

2020 Budget: Tom thanked the Chairpersons of all committees and the Finance Committee for their work in developing the 2020 budget.  He explained the budget process and how forecasting is used to determine maintenance fees. The Finance Committee and the Board approved increasing the quarterly maintenance fees from $ 475 to $ 490 (3% increase).
2020 Board Meeting Calendar: A schedule of Board meetings for the following year was approved and will be posted in the Clubhouse and on the website.

Second Resident Forum:  Comments/Questions were asked about feasibility of occasionally Mortons beginning their work on Kronos and Ionia Cts so as not to have that area consistently  maintained last. Comments were also expressed about pricing other landscaping firms and contracts.
Next Meeting: Annual Meeting scheduled for Thursday, January  16, 2020; 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: 47 PM.





Terry Dillehay, Board Secretary

OLYMPIA HOMEOWNERS’ ASSOCIATION
OVERVIEW MEETING
THURSDAY, September 19, 2019

Attendees: Jan Kerch  (Pres); Carol Crowe (Vice-Pres), Trustees: Joy Bruner, Jim Dettmer, Jeff Meyers and Gretchen Schumacher; Tom Bender (Treas),  Cas DiScipio (Proj Coord)and Terry Dillehay (Sec).
Call to Order: Jan called the meeting to order at 7:00 PM.
Pledge of Allegiance:  Jan led the association in the Pledge of Allegiance.
New Residents: New residents in attendance were: Sandy and Bob Newman from Kronos Ct.
Purpose of the Overview Meeting:  Jan 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, 2018 and May 16, 2019 Open Board Meeting 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 original report
Clubhouse Cleaning Service: see original report
Clubhouse Interior Planning: see original report
Clubhouse Maintenance: see original report
Clubhouse Reservations: see original report.
Family to Family: see original report
Fitness Center: see original report
Finance: see original report.
Governing Documents: see original report
Ground Structures: see original report
Landscape: see original report
Library: see original report
Painting: see original report
Pool Operations:  see original report
Security: It was reported that a fire inspection is performed annually by the Fire Department; more volunteers are needed.
Seasonal Decorations: see original report
Social: see original report
Welcome: see original report
Website: Carol Crowe provided a presentation of the new website. She described where items will be located and clarified that the purpose of the website is to provide information to the community and prospective owners. Once the website is completely revamped and available it will be announced in the newsletter. 

Comments/Questions from Residents:  The following issues/comments were mentioned by residents:
-          A resident expressed  positive comments about the front entrance
-          A positive comment was made concerning uniform enforcement of ARC guidelines

Next Meeting: Open Board Meeting November 21, 2019 at 7:00 PM.

Adjournment: The meeting was adjourned at 8:05 PM.



Terry Dillehay

Board Secretary



OLYMPIA HOMEOWNERS ASSOCIATION
OPEN BOARD MEETING
MAY 16, 2019

Attendees: Jan Kerch(Pres);  Carol Crowe(Vice-Pres); Trustees: Joy Bruner,Jim Dettmer , Jeff Meyers, Gretchen Schumacher;  Tom Bender (Treas); Cas DiScipio (Project Coord);Terry Dillehay(Sec).

Pledge of Allegiance: Jan led the association in the Pledge of Allegiance.
Residents Forum:
Recognition of New Residents: Cindy Brahney from Doria Court was introduced as a new resident.
Strongsville Councilwoman: Jan introduced Kelly Kosek from Strongsville who asked to attend the meeting.

Comments from residents: 5 residents asked questions related to Columbia Gas work:  removal of straw from newly seeded grass, tar removal, power washing of driveways after cement replacement ; the City inspecting the work performed by Columba gas; obtaining a speed bump and issues concerning why Olympia agreed to the gas line installation.

Call Meeting to Order:  Jan  called the meeting to order at 7:18 PM
Roll Call: Terry took roll call and all were in attendance.
Minutes: Jan reported that minutes of the November, 2018 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: Tom discussed The Treasurer’s Report as of 05/13/19(See attached)
President’s Report: Jan deferred the President’s Report until after Liaison Reports, if necessary.

Liaison Committee Reports: 
Architectural Review (ARC): see attached report
Athena: The Annual Athena meeting was held in February.
 Clubhouse Long-Term Planning Ad-Hoc Committee Clubhouse Maintenance: Sylvia Pakish explained what is involved in Phase 1 and indicated it is near completion.
Clubhouse Maintenance: see attached report
Fitness Center: This year Chair Yoga and various fitness programs sponsored by Synergy were available to residents for a fee.
Governing Documents: Cas indicated that this is a long range project. It will not address Handbook items; rather focus on Code of Regulations.
Ground Structures: see attached report
Landscape: see attached report
Painting: see attached report
Pool Operations: It was reported that everything appears to be running smoothly with no issues and no downtime
Security: see attached report
Social: see attached report

Old Business: There was no pending old business. 
New Business: There was no new business.
Second Resident Forum: Questions were asked concerning grass cutting in newly seeded areas; when the ramp would be available; update on benches on walking path and bocce courts, changes in lighting etc; concern raised about insufficient buffer between a resident’s home and Edgebrook; It was clarified that during planning sessions it was indicated that a buffer would exist and a city engineer attempted to address the situation but at that time Edgebrook did not have an association. Our City Councilwoman will review the buffer situation with Engineering and will report to the Board.

Next Meeting: The nextOpen Board meeting will be an Overview Meeting on Thursday, September 19, 2019 at 7:00 PM.

Adjournment: The meeting was adjourned at 7:55 PM.




Terry Dillehay, Board Secretary