OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
November 21, 2024
Attendees: Cathie Lucarelli (Pres); Cas DiScipio
(Vice-Pres); Directors: Carol Crowe, Sue DeLancey , Craig Hartman; Tom Bender
(Treas);Terry Dillehay(Sec).Excused: Greg RippbergerPledge of Allegiance:
Cathie led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents: Dolores and Ken Kopas from Corinth Court introduced themselves
and were welcomed.
Comments /Questions from Residents: none
at this time.
Call Meeting to Order:
Cathie called the meeting to order
at 7:00 PM.
Roll Call:
Cathie introduced the Board members; roll call was dispensed with since all
members were introduced. Board present as indicated above.
Minutes: Cathie
reported that minutes of Open Board Meetings from 2024 were approved at
previous Board Work Sessions and are available in the binder at the Library and
on the website.
Treasurer’s
Report: Tom discussed The Treasurer’s Report as of November 18, 2023 (See
attached).He indicated that 38 homes were reimbursed for painting this
year. It is projected that Olympia will be funded at 77% at the end of the
year.
President’s Report:
Cathie commended all the committees for working together for a common goal and
thanked the Board members for their dedication. She thanked the residents for
improving signing in and out when using the Clubhouse.
The Resident Handbook is in its final stages of
revisions. It is planned to have it available for distribution at the Annual
Meeting.
Annual Packets will be distributed to those present at
the end of the meeting and mailed to all others.
Old Business: No
Old Business
New Business:
Nominating Committee Recommendation: Terry
announced that the Nominating Committee recommended to the Board Cathie
Lucarelli and Tom Bender as candidates to fill the 2 vacancies for 2025-2027
terms. The Board accepted the nomination at the September meeting and approved
the nominations. These positions are for Directors only and do not involve
selection of President and other positions. It was explained that the Board votes on that
separately after the Annual Meeting in January.
2025
Budget: Tom explained the budgeting process in detail from start to
finish and the work that it involves. The Finance Committee and each committee
contribute and are involved. He thanked all for their work in developing the
2025 Budget. The Finance Committee submitted to the Board a budget with a 3.5% increase;
the annual fee is $2,720.00 or $680 per quarter. The annual inflation currently is at 2.9%. The
board approved the recommendation. However, we still have not received a quote
from the insurance company for next year. Attempts were made to obtain quotes
from other companies but due to our ‘high risk entity’ status we have not
received a response. Significant
discussion followed with further explanations of why we are considered high
risk. Questions asked and answered according to information available.
Tom explained what the annual packets, which are to be mailed
or can be picked up after the meeting, contain. He stressed the importance of
completing and retuning the proxy enclosed. Additionally the packets contain
the newly revised Waiver Form which all residents should complete and return;
this replaces the one currently on file.
Schedule of 2025 Meetings: It was
announced that the schedule of meetings for 2025 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 about why Board Treasurer and Secretary are non voting
members; this is according to our documents. Potential conflict of interest for
proxies held by Cathie will be clarified.
Generally it will be delegated to the Secretary.
Next Meeting: Annual Meeting scheduled for Thursday, January 16,
2025: 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 7:37 PM.
Terry Dillehay, Board Secretary
OLYMPIA HOMEOWNERS’ ASSOCIATION
OVERVIEW MEETING
THURSDAY, September 19, 2024
Attendees: Cathie
Lucarelli (Pres); Cas DiScipio
(Vice-Pres), Directors: Sue DeLancey, Craig Hartman, Carol Crowe , Greg
Rippberger; Tom Bender (Treas), Terry Dillehay (Sec).
Pledge of
Allegiance: Cathie Lucarelli led the
association in the Pledge of Allegiance.
Call to Order:
Cathie called the meeting to order at 7:03 PM and introduced the Board members.
All members were present as indicated in Attendees.
New Residents:
George and Kathy Koneval from Corinth Ct were introduced as new residents and
welcomed by Cathie.
Purpose of the
Overview Meeting: Cathie explained that this meeting is held to hear
reports from Committee Chairs/Representatives about work of their committees.
The board does not conduct business at this time.
Minutes: The
minutes of the Overview Meeting of September 21 2023 were approved at a prior Board
Work Session and are available online and in the binder located in the Library.
Committee Reports:
where indicated “see original report”, the report is filed in the Master
Minutes binder which is stored in the Treasurer’s office following a review by
association accountants.
ARC: see report
Clubhouse Cleaning Service:
see report
Clubhouse
Maintenance: see report
Clubhouse
Reservations: see report
Finance: see
report
Fitness Center: see
report
Ground Structures:
see report
Landscape: see
report
Library: no report filed
Pool Operations: see
report; additionally, new members
added to the Committee are: Bob Osicka, Glen Kimble and Roger Davis.
Security: see
report
Social: see
report
Welcome: see report.
Comments/Questions from Residents:
Comments were made on the following topics: generators
and how they should be installed; new address lights are more difficult to see;
street “metal caps” an issue around the circle.
Next Meeting:
Open Board Meeting November 21, 2024 at 7:00 PM.
Adjournment:
The meeting was adjourned at 8:00 PM.
Terry Dillehay, Board Secretary
Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
MAY 16, 2024
Attendees: Cathie
Lucarelli (Pres); Cas DiScipio (
Vice-Pres); Trustees:, Sue DeLancey ,Craig Hartman, Greg Rippberger; Tom Bender (Treas);Terry Dillehay(Sec).
Excused: Carol
Crowe
Pledge of Allegiance:
Cathie led the association in the Pledge of Allegiance
Introduction and
presentation: Tom Clark, Strongsville
Councilman, Ward 3: Items addressed/ reported by Tom Clark: 70% of revenue
generated from income taxes; our additional traffic issues result of road and
sewer projects causing detours; 5th fire station proposed due to
significant increase in emergency calls and new location selected to reduce
backup response time; increase in fast food locations and car washes discussed;
school funding is needed to maintain quality of our schools; Dell Webb and
Emerald Woods using NEORSD discussed; poor condition of sidewalks on Westwood
brought to his attention; he was asked to follow-up on condition of our
mailboxes with post office and how to rectify; town center project discussed;
explanations provided concerning grants that city receives for numerous
projects.
Call Meeting to
Order: Cathie called the meeting to
order at 7:37 PM and introduced the Board members.
Roll Call:
Terry took roll call and all were in attendance except for Carol as indicated
above. (Carol attended the meeting
later)
Recognition of New
residents: No new residents were in attendance
Minutes: Cathie
reported that minutes of the prior 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 Bender reviewed the Treasurer’s Report as of 05/13/2024 (See
attached).
He indicated that due to interest earned on CDs in the
Paint Fund, $25 will be allocated to each household’s paint fund.
President’s Report:
Cathie reported on the following:
-Resident Handbook is in process of being
updated/revised; ARC is working on updating frontal property display details;
Pool Subcommittee is working on updating Rules and Regulations; our Website
continues to be amended and edited.
She reminded all that any changes to a resident’s property
need to be approved, this includes landscape. Forms are available for these
requests. Since we are a planned community we have to follow our documents and
rules and regulations. It was indicated that rumors have circulated about OHA
going to a Management Company. Cathie clarified that no formal discussions have
taken place at Board meetings.
However, if we do not have adequate number of volunteers
and residents not following established rules and regulations , it may
eventually lead to that decision.
Liaison Committee
Reports:
Architectural Review and Painting (ARC):
see attached report
Clubhouse Maintenance: see attached
report
Ground Structures: see attached
report
Landscape: see attached report
Clubhouse Cleaning: The current
contract expires this fall; the Committee is working on obtaining bids.
Old Business:
There was no pending old business.
New Business: There
was no new business.
Second Resident
Forum:
No additional items discussed
Next Meeting: The
next Open Board meeting will be an Overview Meeting on Thursday, September 19,
2024 at 7:00 PM.
Adjournment: The meeting was adjourned at 8:15 PM.
Terry Dillehay, Board Secretary
OLYMPIA HOMEOWNERS’ ASSOCIATION
ANNUAL MEETING
January 18, 2024
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.New residents present introduced themselves. Cathie indicated the purpose of the meeting
is to vote on directors and review financials.
Quorum:
Terry Dillehay verified a quorum of 62% 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 our website or at the clubhouse library. A motion to dispense with the reading of the
minutes was proposed by Alex Tomoff and seconded by Gene Stoll. Motion passed unanimously.
Treasurer’s
Report: Tom Bender reviewed the Treasurer’s Report as of 12/31/2023.
(See attached)
·
Tom reported that the Association had a surplus
of $736 for 2023.
·
Maintenance fees for 2024 increased by 5.6% to
$660 per quarter. The majority of this
increase is due to higher insurance premiums. He explained the difficulty
encountered in obtaining quotes to insure us. We were advised this was due to previous claims and an open legal claim against a former Board
Member.
·
The Association earned $8,180 in 2023 from the
new transfer fee which is due upon the sale of community homes.
·
A question to Tom inquired if the Board was
still looking for ways to lower landscape Fees.
Tom indicated that we are in the 2nd year of a 5-year
contract with Mortons, so no immediate changes would be made.
President’s
Report: Cathie thanked all Committee members for their work in 2023.
Cathie also briefly highlighted activities and functions that occurred since
the last Annual Meeting:
·
New blinds were installed in the clubhouse
·
Office and Card Room were painted
·
City of Strongsville repaired ‘triangles’ on our
neighborhood streets
·
Bocce Ball court was resurfaced
·
New fitness center floor installed
·
Defibrillator purchased for the clubhouse and 20
members have been trained
·
Pool repairs completed
·
Common property tree trimming
· Association Handbook and Website are
in the process of being updated
· Clubhouse flooring purchased and
installed
No Old
Business
New
Business:
Lindsay
Wrubel: Cathie introduced Lindsay,
who is the Association’s legal counsel. Lindsay
was invited to oversee the Director election.
She also reviewed what is happening with Community Association insurance
nationally and locally.
·
She indicated that many Associations are being
cancelled by Insurance companies or are experiencing exponential increases in
the premiums.
o
Insurance companies are taking a closer look at
Association insurance coverage, and many companies will not insure Associations
going forward. This results from the
Surfside Building collapse in Florida for which over a billion dollars in
claims was paid out, and other record payouts from hurricanes, etc.
·
Items affecting Olympia/Athena premiums:
o
Olympia and Athena roof replacement claims.
o
Olympia has an open claim under Director and
Officer Insurance due to a lawsuit filed against a past president by an
association member. Open claims make it
very difficult for a new company to insure us.
o
Questions re the open claim: Is it the only reason for cancellation and
premium increase? Lindsay indicated it
was partially responsible, but underwriters will not give specifics and other
factors also contributed.
o
Question re open claim: Will the community be informed as to the
details of the claim after it is settled?
Lindsay indicated it would be unless a confidentiality clause was part
of the settlement.
Election
of new Directors: Cathie reported that the candidates for the two
open Board of Director positions were Sue DeLancey, Carol Crowe and Martha
Johnson.
Ballots were distributed and collected by the Treasury
staff. A motion to have ballots counted and
certified by Terry Dillehay and Mary Lou Steed was proposed by Eric Wittmann
and seconded by Jeanne Martin. Motion
passed unanimously.
Lindsay Wrubel announced that Carol Crowe and Sue DeLancey
were elected by a majority vote.
Adjournment: The meeting was adjourned at 8:35pm.
Joy Bruner, Recording
Secretary
Terry
Dillehay, Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
November 21, 2024
Pledge of Allegiance:
Cathie led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents: Dolores and Ken Kopas from Corinth Court introduced themselves
and were welcomed.
Comments /Questions from Residents: none
at this time.
Call Meeting to Order:
Cathie called the meeting to order
at 7:00 PM.
Roll Call:
Cathie introduced the Board members; roll call was dispensed with since all
members were introduced. Board present as indicated above.
Minutes: Cathie
reported that minutes of Open Board Meetings from 2024 were approved at
previous Board Work Sessions and are available in the binder at the Library and
on the website.
Treasurer’s Report: Tom discussed The Treasurer’s Report as of November 18, 2023 (See attached).He indicated that 38 homes were reimbursed for painting this year. It is projected that Olympia will be funded at 77% at the end of the year.
President’s Report:
Cathie commended all the committees for working together for a common goal and
thanked the Board members for their dedication. She thanked the residents for
improving signing in and out when using the Clubhouse.
The Resident Handbook is in its final stages of
revisions. It is planned to have it available for distribution at the Annual
Meeting.
Annual Packets will be distributed to those present at
the end of the meeting and mailed to all others.
Nominating Committee Recommendation: Terry
announced that the Nominating Committee recommended to the Board Cathie
Lucarelli and Tom Bender as candidates to fill the 2 vacancies for 2025-2027
terms. The Board accepted the nomination at the September meeting and approved
the nominations. These positions are for Directors only and do not involve
selection of President and other positions. It was explained that the Board votes on that
separately after the Annual Meeting in January.
2025
Budget: Tom explained the budgeting process in detail from start to
finish and the work that it involves. The Finance Committee and each committee
contribute and are involved. He thanked all for their work in developing the
2025 Budget. The Finance Committee submitted to the Board a budget with a 3.5% increase;
the annual fee is $2,720.00 or $680 per quarter. The annual inflation currently is at 2.9%. The
board approved the recommendation. However, we still have not received a quote
from the insurance company for next year. Attempts were made to obtain quotes
from other companies but due to our ‘high risk entity’ status we have not
received a response. Significant
discussion followed with further explanations of why we are considered high
risk. Questions asked and answered according to information available.
Tom explained what the annual packets, which are to be mailed
or can be picked up after the meeting, contain. He stressed the importance of
completing and retuning the proxy enclosed. Additionally the packets contain
the newly revised Waiver Form which all residents should complete and return;
this replaces the one currently on file.
Schedule of 2025 Meetings: It was announced that the schedule of meetings for 2025 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 about why Board Treasurer and Secretary are non voting members; this is according to our documents. Potential conflict of interest for proxies held by Cathie will be clarified. Generally it will be delegated to the Secretary.
Next Meeting: Annual Meeting scheduled for Thursday, January 16,
2025: 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 7:37 PM.
Terry Dillehay, Board Secretary
OLYMPIA HOMEOWNERS’ ASSOCIATION
OVERVIEW MEETING
THURSDAY, September 19, 2024
Attendees: Cathie
Lucarelli (Pres); Cas DiScipio
(Vice-Pres), Directors: Sue DeLancey, Craig Hartman, Carol Crowe , Greg
Rippberger; Tom Bender (Treas), Terry Dillehay (Sec).
Pledge of
Allegiance: Cathie Lucarelli led the
association in the Pledge of Allegiance.
Call to Order:
Cathie called the meeting to order at 7:03 PM and introduced the Board members.
All members were present as indicated in Attendees.
New Residents:
George and Kathy Koneval from Corinth Ct were introduced as new residents and
welcomed by Cathie.
Purpose of the
Overview Meeting: Cathie explained that this meeting is held to hear
reports from Committee Chairs/Representatives about work of their committees.
The board does not conduct business at this time.
Minutes: The
minutes of the Overview Meeting of September 21 2023 were approved at a prior Board
Work Session and are available online and in the binder located in the Library.
Committee Reports:
where indicated “see original report”, the report is filed in the Master
Minutes binder which is stored in the Treasurer’s office following a review by
association accountants.
ARC: see report
Clubhouse Cleaning Service:
see report
Clubhouse
Maintenance: see report
Clubhouse
Reservations: see report
Finance: see
report
Fitness Center: see
report
Ground Structures:
see report
Landscape: see
report
Library: no report filed
Pool Operations: see
report; additionally, new members
added to the Committee are: Bob Osicka, Glen Kimble and Roger Davis.
Security: see
report
Social: see
report
Welcome: see report.
Comments/Questions from Residents:
Comments were made on the following topics: generators
and how they should be installed; new address lights are more difficult to see;
street “metal caps” an issue around the circle.
Next Meeting:
Open Board Meeting November 21, 2024 at 7:00 PM.
Adjournment:
The meeting was adjourned at 8:00 PM.
Terry Dillehay, Board Secretary
Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
MAY 16, 2024
Attendees: Cathie
Lucarelli (Pres); Cas DiScipio (
Vice-Pres); Trustees:, Sue DeLancey ,Craig Hartman, Greg Rippberger; Tom Bender (Treas);Terry Dillehay(Sec).
Excused: Carol
Crowe
Pledge of Allegiance:
Cathie led the association in the Pledge of Allegiance
Introduction and
presentation: Tom Clark, Strongsville
Councilman, Ward 3: Items addressed/ reported by Tom Clark: 70% of revenue
generated from income taxes; our additional traffic issues result of road and
sewer projects causing detours; 5th fire station proposed due to
significant increase in emergency calls and new location selected to reduce
backup response time; increase in fast food locations and car washes discussed;
school funding is needed to maintain quality of our schools; Dell Webb and
Emerald Woods using NEORSD discussed; poor condition of sidewalks on Westwood
brought to his attention; he was asked to follow-up on condition of our
mailboxes with post office and how to rectify; town center project discussed;
explanations provided concerning grants that city receives for numerous
projects.
Call Meeting to
Order: Cathie called the meeting to
order at 7:37 PM and introduced the Board members.
Roll Call:
Terry took roll call and all were in attendance except for Carol as indicated
above. (Carol attended the meeting
later)
Recognition of New
residents: No new residents were in attendance
Minutes: Cathie
reported that minutes of the prior Open Board Meeting were approved at a
previous Board Work Session and are available on the website and in the binder
at the Clubhouse.
He indicated that due to interest earned on CDs in the
Paint Fund, $25 will be allocated to each household’s paint fund.
President’s Report:
Cathie reported on the following:
-Resident Handbook is in process of being
updated/revised; ARC is working on updating frontal property display details;
Pool Subcommittee is working on updating Rules and Regulations; our Website
continues to be amended and edited.
She reminded all that any changes to a resident’s property
need to be approved, this includes landscape. Forms are available for these
requests. Since we are a planned community we have to follow our documents and
rules and regulations. It was indicated that rumors have circulated about OHA
going to a Management Company. Cathie clarified that no formal discussions have
taken place at Board meetings.
However, if we do not have adequate number of volunteers
and residents not following established rules and regulations , it may
eventually lead to that decision.
Architectural Review and Painting (ARC):
see attached report
Clubhouse Maintenance: see attached
report
Ground Structures: see attached
report
Landscape: see attached report
Clubhouse Cleaning: The current
contract expires this fall; the Committee is working on obtaining bids.
New Business: There
was no new business.
Second Resident
Forum:
No additional items discussed
Next Meeting: The
next Open Board meeting will be an Overview Meeting on Thursday, September 19,
2024 at 7:00 PM.
Terry Dillehay, Board Secretary
OLYMPIA HOMEOWNERS’ ASSOCIATION
ANNUAL MEETING
January 18, 2024
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.New residents present introduced themselves. Cathie indicated the purpose of the meeting
is to vote on directors and review financials.
Quorum:
Terry Dillehay verified a quorum of 62% 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 our website or at the clubhouse library. A motion to dispense with the reading of the
minutes was proposed by Alex Tomoff and seconded by Gene Stoll. Motion passed unanimously.
Treasurer’s
Report: Tom Bender reviewed the Treasurer’s Report as of 12/31/2023.
(See attached)
·
Tom reported that the Association had a surplus
of $736 for 2023.
·
Maintenance fees for 2024 increased by 5.6% to
$660 per quarter. The majority of this
increase is due to higher insurance premiums. He explained the difficulty
encountered in obtaining quotes to insure us. We were advised this was due to previous claims and an open legal claim against a former Board
Member.
·
The Association earned $8,180 in 2023 from the
new transfer fee which is due upon the sale of community homes.
·
A question to Tom inquired if the Board was
still looking for ways to lower landscape Fees.
Tom indicated that we are in the 2nd year of a 5-year
contract with Mortons, so no immediate changes would be made.
President’s
Report: Cathie thanked all Committee members for their work in 2023.
Cathie also briefly highlighted activities and functions that occurred since
the last Annual Meeting:
·
New blinds were installed in the clubhouse
·
Office and Card Room were painted
·
City of Strongsville repaired ‘triangles’ on our
neighborhood streets
·
Bocce Ball court was resurfaced
·
New fitness center floor installed
·
Defibrillator purchased for the clubhouse and 20
members have been trained
·
Pool repairs completed
·
Common property tree trimming
· Association Handbook and Website are
in the process of being updated
· Clubhouse flooring purchased and
installed
No Old
Business
New
Business:
Lindsay
Wrubel: Cathie introduced Lindsay,
who is the Association’s legal counsel. Lindsay
was invited to oversee the Director election.
She also reviewed what is happening with Community Association insurance
nationally and locally.
·
She indicated that many Associations are being
cancelled by Insurance companies or are experiencing exponential increases in
the premiums.
o
Insurance companies are taking a closer look at
Association insurance coverage, and many companies will not insure Associations
going forward. This results from the
Surfside Building collapse in Florida for which over a billion dollars in
claims was paid out, and other record payouts from hurricanes, etc.
·
Items affecting Olympia/Athena premiums:
o
Olympia and Athena roof replacement claims.
o
Olympia has an open claim under Director and
Officer Insurance due to a lawsuit filed against a past president by an
association member. Open claims make it
very difficult for a new company to insure us.
o
Questions re the open claim: Is it the only reason for cancellation and
premium increase? Lindsay indicated it
was partially responsible, but underwriters will not give specifics and other
factors also contributed.
o
Question re open claim: Will the community be informed as to the
details of the claim after it is settled?
Lindsay indicated it would be unless a confidentiality clause was part
of the settlement.
Election
of new Directors: Cathie reported that the candidates for the two
open Board of Director positions were Sue DeLancey, Carol Crowe and Martha
Johnson.
Ballots were distributed and collected by the Treasury
staff. A motion to have ballots counted and
certified by Terry Dillehay and Mary Lou Steed was proposed by Eric Wittmann
and seconded by Jeanne Martin. Motion
passed unanimously.
Lindsay Wrubel announced that Carol Crowe and Sue DeLancey
were elected by a majority vote.
Adjournment: The meeting was adjourned at 8:35pm.
Joy Bruner, Recording
Secretary
Terry
Dillehay, Board Secretary
