Minutes

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


OLYMPIA HOMEOWNERS' ASSOCIATION
ANNUAL MEETING
November 18, 2021




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






OLYMPIA HOMEOWNERS' ASSOCIATION
OVERVIEW MEETING
September 16, 2021


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




OLYMPIA HOMEOWNERS' ASSOCIATION
ANNUAL MEETING
August 19, 2021


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