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
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
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
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
