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Save the Date: May 5^th

Our Declaration, which is the major governing document for Overlook Lakes, calls for the annual meeting to be held on the first Tuesday in May. This year, that date falls on May 5^th. While those who celebrate Cinco de Mayo may already have that day marked on their calendars, we encourage you to mark May 5^th on your calendar and plan to participate as it’s important that we have a quorum.

Location

The meeting will take place at Greendale High School in the multi-purpose room. You will receive a map in April to help you find the exact location.

Time

The meeting is scheduled to begin at 6:00 p.m. and will likely conclude by 7:30 p.m. These meetings are not lengthy, but are essential to conducting business for Overlook Lakes.

Purpose

The annual meeting is required by law, helps owners stay informed about association finances and foreseeable plans, and provides a forum to express your desires and concerns while hearing from other owners as well.

Elections

Annual meetings are also when board members are elected. This year two board members will be elected. (Eric Van Ert is completing a 2-year term and Forrest Bivens is finishing a 1-year term.) Both have expressed a willingness to stand for reelection, but having more candidates is preferred. If you or someone you know is qualified and willing to stand for election, wonderful!

Information for “Expectations for Board Members” may be found here. Nomination information and forms may be obtained at the Office.

Community Service Award Nominations

Speaking of nominations, you are invited to nominate someone among us to receive a “Community Service Award” that acknowledges greatly appreciated activity carried out by one or more of our neighbors. To nominate someone for this honor, please email the board at . More information may be obtained here.

Thank you and we look forward to your attendance on May 5^th!

To simplify the process when condo owners experience problems, a new Condo Problem Submission Form has been created replacing the old Work Order Request Form. This Condo Problem Submission Form should be submitted when owners notice a landscape or building problem, or a problem around your building or complex.

Examples include issues with any of the following:

• Tree, bush, lawn, garden
• Irrigation, heads, sprinklers
• Building trim, bricks, soffit, bib
• Driveway, sidewalk, cobble rocks, street
• Roof, gutter, vents

The form allows owners to include a description of the issue and provides an opportunity to offer a solution. Completed forms should be emailed to the Building & Grounds Committee  and the Overlook Lakes Office  You can also drop off hard copies at the Overlook Lakes Office, 8601 Westlake Dr. A response will be to you within a week.

In addition a new Owner Exception Request Form has been created replacing the Common Elements Request Form. The Owner Exception Request Form should be used when owners are asking for permission to do something outside of the normal condo rules.

For example, owners may place pots, flags, statues, and other decorative items on their patio, balcony or sidewalks and garden areas per our condo rules. See Rules of the Association. Limited in-garden planting by owners around buildings and the complex, or other exceptions to our condo rules, are allowed only after receiving written approval and evaluation by association management of your specific request and its location. Please submit the Owner Exception Request Form and provide a detailed description (what you’d like to do and where you’d like to do it) of your request.

Email completed forms to the Buildings & Grounds Committee . You can also drop off hard copies at the Overlook Lakes office, 8601 Westlake Dr. Please do not email or call board members, committee members, or volunteers. A response will be to you within a week.

We’re all neighbors and volunteers, thank you for helping to keep Overlook Lakes Condos landscape healthy and beautiful!

Save The Date!

The Annual Meeting of the Overlook Lakes Condominium Association (OLCA) will be held Tuesday, May 6, 2025, at the Greendale High School Multi-purpose Room and will begin at 6:00 pm. Please mark your calendars and plan to attend. Further details are provided in the Annual Meeting packet.

2025 Annual Meeting Packet

The electronic version of the 2024 Annual Meeting Packet is ready and can be downloaded from the Owner’s Section of the OLCA website.

DOWNLOAD THE 2025 OLCA ANNUAL MEETING PACKET

Interested in Serving on the OLCA Board of Directors?

Members of the OLCA who wish to nominate a person(s) for an open term and members who are being nominated must be current in their dues.

A “Candidate Nomination Form” must be completed and returned to the Overlook Lakes Management Office.

Download the “Candidate Nomination Form”

A blank form will also be included in the April packet sent to OLCA members. The term of service for each nominee must be specified, and the nominator and the nominee(s) must sign and date the form.

What are Board members expected to do?

1. Be prepared to serve a minimum of a 1-year term as an officer (e.g., President, Vice President, Secretary or Treasurer). Officers are elected by the Board within two weeks of the Annual Meeting. There can be only 1 “Director”.
2. Have a working knowledge of and agree to abide by and administer the OLCA condominium property in accordance with the Declarations of Condominium, By Laws and Rules.
3. Be prepared for, attend and actively participate in all scheduled meetings. Meetings are regularly held on the third Wednesday of each month at 6:15 pm at the Overlook Lakes Management Office. Special meetings may be called as needs arise.
4. Between meetings, be prepared to actively participate in discussions and email exchanges among Board members. These discussions and email exchanges involve timely decisions and actions on behalf of residents.
5. Be willing to undertake additional tasks or projects as needed.
6. Be proficient in the use of email and the preparation and sharing of Word, Excel and PDF documents.

The full description of the powers and duties of Board members can also be found in the Overlook Lakes Condominium Association By-laws in Article V, Section 3.

Save The Date!

The Annual Meeting of the Overlook Lakes Condominium Association (OLCA) will be held Tuesday, May 7, 2024, at the Greendale High School Multi-purpose Room and will begin at 6:00 pm. Please mark your calendars and plan to attend. Further details are provided in the Annual Meeting packet.

2024 Annual Meeting Packet

The electronic version of the 2024 Annual Meeting Packet is ready and can be downloaded from the Owner’s Section of the OLCA website.

Download The 2024 OLCA Annual Meeting Packet

Interested in Serving on the OLCA Board of Directors?

Members of the OLCA who wish to nominate a person(s) for an open term and members who are being nominated must be current in their dues.

A “Candidate Nomination Form” must be completed and returned to the Overlook Lakes Management Office.

Download the “Candidate Nomination Form”

A blank form will also be included in the April packet sent to OLCA members. The term of service for each nominee must be specified, and the nominator and the nominee(s) must sign and date the form.

What are Board members expected to do?

1. Be prepared to serve a minimum of a 1-year term as an officer (e.g., President, Vice President, Secretary or Treasurer). Officers are elected by the Board within two weeks of the Annual Meeting. There can be only 1 “Director”.
2. Have a working knowledge of and agree to abide by and administer the OLCA condominium property in accordance with the Declarations of Condominium, By Laws and Rules.
3. Be prepared for, attend and actively participate in all scheduled meetings. Meetings are regularly held on the third Wednesday of each month at 6:15 pm at the Overlook Lakes Management Office. Special meetings may be called as needs arise.
4. Between meetings, be prepared to actively participate in discussions and email exchanges among Board members. These discussions and email exchanges involve timely decisions and actions on behalf of residents.
5. Be willing to undertake additional tasks or projects as needed.
6. Be proficient in the use of email and the preparation and sharing of Word, Excel and PDF documents.

The full description of the powers and duties of Board members can also be found in the Overlook Lakes Condominium Association By-laws in Article V, Section 3.

Procedure For New Windows

As spring and summer approach (yea!) the most common season for replacing windows in our condos is also coming. Especially for new owners among us, but also for all owners, this is a reminder about procedures needed to get approval of newly selected windows. The OLCA Declaration, Article 8, prohibits alterations to the external appearance of our buildings. Replacing windows with Low-E [low emissivity; energy-efficient] windows is potentially prohibited because of colorization or “tinting” issues that invariably occur. Unfortunately, the more energy-efficient new windows are, the more “colorization” results, changing external appearances. The good news is that energy-efficient windows can still be used, though with limitations. An approval form you can download from the OLCA Website (or get from the Office) informs the Board and Property Management and obtains approval for specific window models. This form allows Owners to request permission to replace windows with windows that are acceptable. Share the following with your potential vendor: (1) Our VT [visible transmittance] rating limit is in the 0.5 range, (2) we allow only 2 panes of glass, (3) we allow a maximum of 8 layers of reflective metallic shield coatings on the glass, (4) the exterior color and grid styles must remain the same as the original, and (5) [if the vendor and specific window model have not been previously approved], we ask to speak with a vendor agent, view a specification sheet and sample (if possible) of the proposed window before giving approval. Thank you for following this procedure.

Reviving The Buildings And Grounds Committee

It is no secret that Overlook Lakes is blessed with above-average acreage that requires landscaping—and above average landscaping over the years. We want to keep it that way, so we’re hoping to revive a functioning “Building and Grounds Committee” to serve all of us. We’ve enjoyed having this Committee serve us so well for many years. But for a variety of unusual reasons, the Committee lost key members and has become inactive since last year. Our hope is that interested people among us will come forward and investigate ways they can serve to maintain our property by identifying needs and recommending solutions that are always on our agenda. The Board of Directors simply doesn’t have the time to do this well. So if you are interested, or would welcome more information on what is normally involved here, please let the board know.

Mark Your Calendars For the 2024 OLCA Annual Meeting

Now is a good time to mark your May calendars and reserve the evening of Tuesday, May 7, to participate in the OLCA’s Annual Meeting. 6:30 p.m. is the starting time. We’ve already begun efforts to reserve a venue at Greendale High School and, if any changes to the time and place are necessitated, we’ll let you know. Election of members of the Board of Directors is on the agenda along with a variety of reports. We’re looking for men and women among us who are willing to stand for election as Board members, and we ask YOU to consider this. Nomination forms are available on our website as well as at the Office.

Thank you!
OLCA Board of Directors

The company that is cleaning gutters and downspouts plans to begin their work on Monday, November 13. If you see trucks near your building and workers making their way to your roof, do not be alarmed. The workers do not need to enter any of our units to do their work. And while they plan to start Monday morning, it might take them more than one day to finish—so be patient if necessary.

We now have a contract with the company that cleaned all of our dryer vents and installed new roof vents a few years ago. The plan is to have them clean dryer vents in half of our buildings in 2024 and do the second half of our buildings in 2025. Meanwhile, we all have the responsibility to remain vigilant to the potential build-up of lint and other obstructions in our dryer vents. This is a major cause of fires in utility rooms and homes nationwide. If your dryer appears to be over-heating while drying clothes, or if you see any evidence of lint building up in your appliance or vent, please take this seriously and take steps to have them cleaned.

It is our hope to have the 2024 OLCA budget information in your hands by the middle of December. With the budget (which is now being worked on by our board and property manager) will come information on revisions in our monthly HOA fees, if there will be revisions. This will give all owners sufficient time to plan for possible changes in monthly payment amounts. For example, it gives us time to adjust our ACH [Automatic Clearing House] accounts by the first of January, when any changes would go into effect. If anyone has yet to set up an ACH account [the primary system that agencies use for electronic funds transfer (EFT)] for paying their monthly HOA fees, we encourage them seriously to consider doing so.

Some of you may already know that Cecily, SCI on-site property manager in the office, has moved on to another type of work. We thank her for serving us and look forward to meeting and being served by her successor. SCI is currently interviewing candidates. Meanwhile, Cheryl Gasperetti, who served OLCA for many years until her retirement, is now serving in the office on a part-time basis. And while it’s not 100% certain, our new property manager may have already been found! Tonia Luna has been offered the position if she wants it, is being introduced to the position by Cheryl, and may well be the one to serve all of us plus those in the rental apartments! If so, welcome, Tonia!!

A new update from the OLCA Board of Directors.

Topics include:

• Introducing New Board Members
• Thanking Former Board Members
• Lawn and Landscaping projects
• Complaint Resolved
• Driveway Replacements

Board Resignations

Tom Meyer and Russ Augustin have resigned from the Board of Directors and from the Buildings and Grounds Committee. Further, in light of their resignations, the Buildings and Grounds committee has been suspended until further notice.

Any request for services must be submitted on the appropriate work order form (download here). It must be submitted to Cecily in the Management Office () with a copy to the Board as instructed on the form.

Will mulch be spread this year?

Yes! Mulch will be spread in the next few weeks.

The lawn looks pretty dry. When will irrigation begin?

In an effort to keep to our budget for water this year, the irrigation will not begin running until the end of June. Normally, the months of May and June are the wettest months and there is no need for irrigation; however, if the current dry period continues, the Board, in conjunction with our landscape contractor (Villani), the Board will reconsider that decision. Please be aware that when the grass turns brown, it isn’t “dead’ but is simply dormant during dry periods.

Please do not set out your own lawn sprinklers and do not attempt to turn on the irrigation in advance of our irrigation contractor’s doing so (DJ’s Sprinkler Service). This can cause damage to the controllers and to our landscaping. Both of which are very expensive to repair/replace.

New Owners

We welcome our new owners of the past year or so. If you haven’t already received it, there is a “New Owners” packet of general information available in the office. Stop in to the office to request a copy if you have not already received it.

Some Summer Reminders

1. Storage on patios and balconies – Patios and balconies shall not be used for storage including the storage of motorcycles, bicycles, tires, baby carriages, or wagons. Further, patios and balconies shall not be used for handling, shaking or drying of laundry, carpet, rugs or clothing or for grilling.
2. The use of grills on the balconies of any apartment building or condo is prohibited. At ground level grills shall not be used within 10 feet of any structure and at least 36” away from any combustibles when operated. Liquid propane grills are not allowed above the ground floor and LP cylinders are never to be stored or transported through the building. They cannot be lifted to the balcony on the exterior of the building.
3. The pool is now open daily from 9AM-10PM. Guest children’s hours are from 9AM-3PM daily EXCEPT that on Mondays and Thursdays the hours are extended for guest children until 4PM. If you are a new owner, you will need to obtain an entry “fob” from the management office to gain access to the pool area.

Please be courteous to your neighbors and fellow pool enthusiasts and familiarize yourself, your children and your guests with the pool rules. View the pool rules.

OLCA Board of Directors

The Board of Directors recently adopted the 2023 annual budget and approved new HOA monthly fees starting with the payment due on January 1, 2023.

Download the 2023 OLCA Budget

All of our fees will be increasing a total of 28.00 per unit per month. The 8-unit buildings will increase from $318 to $346 and the 4-unit buildings will increase from $343 to $371.

We are aware that this is on top of the $19 per month increase that took effect this past May to fund the abrupt changes in our trash and recycling service. This increased funding for 2023 is to meet increased needs, primarily in our operating budget. We offer these clarifications:

1. Operating budget expenditures show little sign of leveling off during this highly inflationary time. The cost of getting things done is as challenging for our association as it is for your households. Rising costs simply cannot be avoided. The Association incurred increased costs in the following categories: 1) irrigation system maintenance, 2) lawn maintenance & landscaping, 3) general building repairs and property maintenance, 4) snow removal and supplies and 5) legal expenses.

2. Maintaining a healthy RRF balance is needed to fund major projects, including paving, sidewalk replacements and our buildings’ tuck-pointing and caulking needs. The current RRF balance is definitely enough to meet all shorter term foreseeable needs, but the fund must accommodate major projects that will come due 5 to 10 or more years from now. The $28.00 per month increase includes a $9.00 increase to the RRF. This amount is consistent with the recommendation from “Reserve Advisors” following the results of their evaluation of our property earlier this year.

To keep the 2023 increase as low as possible, the Board examined each of the operating expenses and decided to postpone some things in 2023. We are, for example, postponing dryer vent cleaning and the annual building painting until 2024. We will also be taking a second look at the number of driveways to receive asphalt sealing next year.

If you are paying your monthly fees via direct debit from your checking or savings account, this change will be made automatically. If you are still paying by check, you may wish to automate your payment by using this convenient service and forms are available for this purpose on the OLCA website should you wish to do so.

Do not hesitate to contact us by email anytime you seek or want to share information (). More detailed information, as always, will be shared in person at our annual meeting in early May of 2023.

Sincerely,
OLCA Board of Directors

As you have probably noticed it has been a busy summer around OLCA and we ain’t done yet. This article is to update you on some actions on issues that the BOD feels will be of interest to all unit owners.

Topics include:

• Driveway Replacement/Seal Coating
• Building Maintenance: Painting, Concrete, Insulation, Wood Replacement
• OLCA Contacts
• Owner Q&A Sessions
• 2022 Budget Decisions