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
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
