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.
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:
- 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
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.
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
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