OLYMPIA HOMEOWNERS’
ASSOCIATION
ANNUAL
MEETING
January 19, 2023
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.
Quorum:Terry Dillehay verified a quorum of
60% 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 line or in a
binder at the clubhouse front desk.
Treasurer’s
Report: Tom reviewed
the Treasurer’s Report as of 12/31/2022 (see attached). Tom reported that the Association had a
surplus of $408 for 2022. Tom also noted
that the 2023 maintenance fee increase of 22% was primarily driven by increases
in the new landscape contract. Olympia
reserves are currently funded at 71%. Tom also introduced Patty Fritz and Doug
Stitt who are new volunteers in the Treasurer’s office.
President’s
Report: Cathie
briefly highlighted activities and functions that occurred since the last
Annual Meeting:
-
Pool
was recently inspected and met all requirements.
-
New
clubhouse flooring is being installed and should be completed by January 23.
-
Clubhouse
painting will be completed in February, and new window treatments will be
installed.
-
Property
survey has been completed, and a laminated map will be posted in the clubhouse.
-
Morton’s
landscape contract was renewed.
-
The
cement planters at the development entrance were repaired and painted.
-
The
path from the clubhouse to the Bocci court was replaced.
Cathie also
thanked all Committee members and reviewed the following goals for 2023:
-
Maintenance
Committee: Replace fitness room floor
and purchase a defibrillator for the clubhouse.
-
Landscape
Committee: Develop a 5-year plan for
maintenance and updating and ongoing monitoring of compliance to the landscape
contract.
-
Ground
Structures Committee: Bocci court renovations and parking lot striping.
-
Social
Committee: New social activities and
increased resident participation.
-
Board: Investigate better communication methods
including a ‘phone blast’ to all residents.
Review and revised various forms, handbook, etc.
Lindsay Wrubel: Cathy introduced Lindsay, who is the Association’s legal
counsel. Lindsay was invited to oversee
the Director election. She also reviewed
the following:
-
Ohio
statute 5321 regarding planned communities was updated in 2022. Due to recent revisions, our governing
documents do not need updating at this time.
Changes to the statute include:
o
Fidelity
bonding (insurance) of the association’s funds is now required in the amount of
one quarter’s maintenance fees or the highest fund balances.
o
Records
requests by association members can now only go back 5 years.
o
The
Board can represent the association at municipal meetings concerning zoning or
land use proposals
Passage of proposed Amendments: Amendment A - Creation of a .5% transfer fee to be collected
from buyers upon future home sales passed with 89 votes in favor and 27 votes
against. Lindsay responded to a
member’s question to clarify that the transfer fee would pertain to arms-length
transactions only; not to transfers to a Trust of family member.
Amendment B – Covenant of good
maintenance to cover ‘grey areas’ of maintenance violations passed with 82 in
favor and 32 against.
Election
of new Director:
Cathie reported that the candidates for the Board of Director position were
Fred Morey and Greg Rippberger. Ballots
were distributed by Tom Bender and placed in the ballot box. A motion to have ballots counted by Patty
Fritz and Terry Dillehay was proposed by Cindy Textoris and seconded by Martha
Johnson. Motion passed unanimously. Lindsay Wrubel announced that Greg Rippberger
was elected by a majority vote.
No Old
business
No New
Business
Adjournment: The meeting was adjourned at 8:30pm.
Joy Bruner, Recording
Secretary
Terry
Dillehay, Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
November 17, 2022
Attendees: Cathie Lucarelli (Pres); Directors: Sue DeLancey , Bob Osicka ,Craig Hartman
and Erik Wittmann; Tom Bender (Treas);Terry Dillehay(Sec).Excused Absence: Cas DiScipio (Vice-Pres)
Pledge of Allegiance:
Cathie led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents: Martha and Matt Johnson from Olympus Way
introduced themselves and were welcomed.
Comments /Questions from Residents: none
at this time.
Call Meeting to Order:
Cathie called the meeting to order
at 7:01 PM.
Roll Call:
Cathie introduced the Board members and Terry took roll call. All present or
absent as indicated above.
Minutes: Cathie
reported that minutes of Open Board Meetings 5/19/22,9/15/22 and 11/18/21 were
approved at previous Board Work Sessions 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 14, 2022 (See
attached) He indicated that Olympia only paid $5,000 deductible for the
entire roof replacement for the Clubhouse. Insurance covered the rest.
President’s Report:
Cathie commended all the committees for working together for a common goal.
She provided an update on activities since the last Open
Board Meeting in September. The Remodel Project involves removing carpeting and
installing commercial grade vinyl flooring, replacing current blinds and valences
and painting of dining room and card room. Funds for this work are from the
RESERVES and not from maintenance fees. Additionally, she provided an update on
the current work of
ARC and Ground Structures. A major accomplishment has been the signing
the Landscape Contract which involved tremendous man-hours. New quality controls
and checks and balances were built into the system.
Cathie requested that Erik Wittmann present a report on
the Property Survey which was conducted. The boundary survey is complete and
stakes have been placed to mark the interior and exterior lines of the common
property. He discussed “alleyways and indicated that it is the individual
resident’s responsibility to maintain that portion behind their home. In terms of what is termed “fairway” it was
ascertained that individual residents own more property than they thought. He
further clarified snow moving process changes as a response to concerns from
residents. There was significant
discussion on property lines between homes. A site map will be posted in the
lobby and a smaller one will be available on the desk for review by interested
parties.
Old Business: No
Old Business
New Business:
Nominating Committee Recommendation: Terry
announced that the Nominating Committee recommended to the Board Greg
Rippberger as a candidate to fill the vacancy for 2023-2026 terms. The Board
accepted the nomination at the October meeting.
Additionally,
intent for candidacy was received via petition from Fred Morey. Both candidates
provided a brief description of their individual background. The Director
position will be voted on at the January Annual Meeting using a paper ballot
system. Our attorney will be present to oversee the process and secure the
validity of our election. Questions were asked and answered regarding number of
voting and non-voting Directors, responsibilities, etc.
2023 Budget: Tom thanked the
Chairpersons of all committees and the Finance Committee for their work in
developing the 2023 budget. He explained
in detail the budgeting process and the percentage of use of the budget by
various committees. He provided a thorough explanation of Landscape’s bidding
and contract process. It was stressed
that our documents state what services we are obligated to provide, therefore
specific functions cannot be deleted. The Board approved increasing the quarterly maintenance fees from $ 510 to $ 625 per
quarter for 2023.
Additionally comparative data was presented illustrating
maintenance fees in comparable communities.
(see attached).
Annual letters to residents advising
of the Annual Meeting and maintenance dues will be mailed shortly. These will
also contain the standard proxy along with a ballot for homeowners to vote on 2 amendments. The amendments were
explained (see attached) it was indicated that the reasoning behind amendment A
Initiation
Fee Upon Closing involves minimizing the need for special assessments.
Amendment B Covenant of Good Maintenance
provides opportunities to handle situations that our existing documents do not
cover.
Schedule of 2023 Meetings: It was
announced that the schedule of meetings for 2023 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 and suggestions provided about snowplowing,
maintenance fees and the amendments. Significant discussion followed.
Next Meeting: Annual Meeting scheduled for Thursday, January 19,
2023; 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 8: 22 PM.
Terry Dillehay, Board Secretary
OLYMPIA HOMEOWNERS’ ASSOCIATIONOVERVIEW MEETINGTHURSDAY, September 15, 2022
OLYMPIA HOMEOWNERS’
ASSOCIATION
ANNUAL
MEETING
January 19, 2023
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.
Quorum:Terry Dillehay verified a quorum of
60% 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 line or in a
binder at the clubhouse front desk.
Treasurer’s
Report: Tom reviewed
the Treasurer’s Report as of 12/31/2022 (see attached). Tom reported that the Association had a
surplus of $408 for 2022. Tom also noted
that the 2023 maintenance fee increase of 22% was primarily driven by increases
in the new landscape contract. Olympia
reserves are currently funded at 71%. Tom also introduced Patty Fritz and Doug
Stitt who are new volunteers in the Treasurer’s office.
President’s
Report: Cathie
briefly highlighted activities and functions that occurred since the last
Annual Meeting:
-
Pool
was recently inspected and met all requirements.
-
New
clubhouse flooring is being installed and should be completed by January 23.
-
Clubhouse
painting will be completed in February, and new window treatments will be
installed.
-
Property
survey has been completed, and a laminated map will be posted in the clubhouse.
-
Morton’s
landscape contract was renewed.
-
The
cement planters at the development entrance were repaired and painted.
-
The
path from the clubhouse to the Bocci court was replaced.
Cathie also
thanked all Committee members and reviewed the following goals for 2023:
-
Maintenance
Committee: Replace fitness room floor
and purchase a defibrillator for the clubhouse.
-
Landscape
Committee: Develop a 5-year plan for
maintenance and updating and ongoing monitoring of compliance to the landscape
contract.
-
Ground
Structures Committee: Bocci court renovations and parking lot striping.
-
Social
Committee: New social activities and
increased resident participation.
-
Board: Investigate better communication methods
including a ‘phone blast’ to all residents.
Review and revised various forms, handbook, etc.
Lindsay Wrubel: Cathy introduced Lindsay, who is the Association’s legal
counsel. Lindsay was invited to oversee
the Director election. She also reviewed
the following:
-
Ohio
statute 5321 regarding planned communities was updated in 2022. Due to recent revisions, our governing
documents do not need updating at this time.
Changes to the statute include:
o
Fidelity
bonding (insurance) of the association’s funds is now required in the amount of
one quarter’s maintenance fees or the highest fund balances.
o
Records
requests by association members can now only go back 5 years.
o
The
Board can represent the association at municipal meetings concerning zoning or
land use proposals
Passage of proposed Amendments: Amendment A - Creation of a .5% transfer fee to be collected
from buyers upon future home sales passed with 89 votes in favor and 27 votes
against. Lindsay responded to a
member’s question to clarify that the transfer fee would pertain to arms-length
transactions only; not to transfers to a Trust of family member.
Amendment B – Covenant of good
maintenance to cover ‘grey areas’ of maintenance violations passed with 82 in
favor and 32 against.
Election
of new Director:
Cathie reported that the candidates for the Board of Director position were
Fred Morey and Greg Rippberger. Ballots
were distributed by Tom Bender and placed in the ballot box. A motion to have ballots counted by Patty
Fritz and Terry Dillehay was proposed by Cindy Textoris and seconded by Martha
Johnson. Motion passed unanimously. Lindsay Wrubel announced that Greg Rippberger
was elected by a majority vote.
No Old
business
No New
Business
Adjournment: The meeting was adjourned at 8:30pm.
Joy Bruner, Recording
Secretary
Terry
Dillehay, Board Secretary
OLYMPIA
HOMEOWNERS ASSOCIATION
OPEN BOARD
MEETING
November 17, 2022
Pledge of Allegiance:
Cathie led those in attendance in the Pledge of Allegiance.
Residents Forum:
New Residents: Martha and Matt Johnson from Olympus Way
introduced themselves and were welcomed.
Comments /Questions from Residents: none
at this time.
Call Meeting to Order:
Cathie called the meeting to order
at 7:01 PM.
Roll Call:
Cathie introduced the Board members and Terry took roll call. All present or
absent as indicated above.
Minutes: Cathie
reported that minutes of Open Board Meetings 5/19/22,9/15/22 and 11/18/21 were
approved at previous Board Work Sessions 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 14, 2022 (See
attached) He indicated that Olympia only paid $5,000 deductible for the
entire roof replacement for the Clubhouse. Insurance covered the rest.
President’s Report:
Cathie commended all the committees for working together for a common goal.
She provided an update on activities since the last Open
Board Meeting in September. The Remodel Project involves removing carpeting and
installing commercial grade vinyl flooring, replacing current blinds and valences
and painting of dining room and card room. Funds for this work are from the
RESERVES and not from maintenance fees. Additionally, she provided an update on
the current work of
ARC and Ground Structures. A major accomplishment has been the signing
the Landscape Contract which involved tremendous man-hours. New quality controls
and checks and balances were built into the system.
Cathie requested that Erik Wittmann present a report on
the Property Survey which was conducted. The boundary survey is complete and
stakes have been placed to mark the interior and exterior lines of the common
property. He discussed “alleyways and indicated that it is the individual
resident’s responsibility to maintain that portion behind their home. In terms of what is termed “fairway” it was
ascertained that individual residents own more property than they thought. He
further clarified snow moving process changes as a response to concerns from
residents. There was significant
discussion on property lines between homes. A site map will be posted in the
lobby and a smaller one will be available on the desk for review by interested
parties.
Old Business: No
Old Business
New Business:
Nominating Committee Recommendation: Terry
announced that the Nominating Committee recommended to the Board Greg
Rippberger as a candidate to fill the vacancy for 2023-2026 terms. The Board
accepted the nomination at the October meeting.
Additionally,
intent for candidacy was received via petition from Fred Morey. Both candidates
provided a brief description of their individual background. The Director
position will be voted on at the January Annual Meeting using a paper ballot
system. Our attorney will be present to oversee the process and secure the
validity of our election. Questions were asked and answered regarding number of
voting and non-voting Directors, responsibilities, etc.
2023 Budget: Tom thanked the
Chairpersons of all committees and the Finance Committee for their work in
developing the 2023 budget. He explained
in detail the budgeting process and the percentage of use of the budget by
various committees. He provided a thorough explanation of Landscape’s bidding
and contract process. It was stressed
that our documents state what services we are obligated to provide, therefore
specific functions cannot be deleted. The Board approved increasing the quarterly maintenance fees from $ 510 to $ 625 per
quarter for 2023.
Additionally comparative data was presented illustrating
maintenance fees in comparable communities.
(see attached).
Annual letters to residents advising
of the Annual Meeting and maintenance dues will be mailed shortly. These will
also contain the standard proxy along with a ballot for homeowners to vote on 2 amendments. The amendments were
explained (see attached) it was indicated that the reasoning behind amendment A
Initiation
Fee Upon Closing involves minimizing the need for special assessments.
Amendment B Covenant of Good Maintenance
provides opportunities to handle situations that our existing documents do not
cover.
Schedule of 2023 Meetings: It was
announced that the schedule of meetings for 2023 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 and suggestions provided about snowplowing,
maintenance fees and the amendments. Significant discussion followed.
Next Meeting: Annual Meeting scheduled for Thursday, January 19,
2023; 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 8: 22 PM.
Terry Dillehay, Board Secretary
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.
Terry Dillehay
Board Secretary
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
