Annual Meeting Minutes
January 21, 2014
Oakbrook Townhouses,
Inc.
c/o Northwest Properties
Agency, Inc.
The annual
meeting of Oakbrook Townhouses, Inc. was called to order at 7:24 pm on January 21,
2014 at the Oakbrook RMG Golf Club at 8102 Zircon Drive SW, Lakewood, WA 98498
by Ken Karch, President.
Quorum
Karch
declared that, with 30 members attending in person or by proxy, the quorum
requirements were met.
Introductions
Board
members introduced themselves, including Michael Bitow, Nancy Dilworth, Al Glamba, Ken Karch, and
Steven Rinnan. Not present was Tim McCoy and Mike
McDonald (who had been unexpectedly called out of town), and two positions are
vacant. Karch introduced Bill and Pat Price from Northwest Properties Agency. Members
present were also asked to introduce themselves.
Meeting
Rule
Karch proposed a meeting rule for conduct of the 2014
Annual Members Meeting, which was duly moved, seconded, and passed, as follows:
“…I
move that the Annual Meeting of the Oakbrook Townhouses, Inc. be guided by the
current edition of Roberts’ Rules of Order, except where they conflict with the
RCWs governing Oakbrook Townhouses, Inc., the Oakbrook Townhouses, Inc.
CC&Rs or Bylaws, or policies adopted by the Board, or where the strict
compliance with Roberts’ Rules of Order hamper the orderly conduct of business
of Oakbrook Townhouses, Inc., and further,
that
members who wish to speak must be recognized by the chair, that any motions are
to be in writing and given to the Secretary, that any member seeking to be
recognized to speak on a motion or to ask questions about any matter coming
before the association will be limited to 3 minutes per motion or question
until all members who wish to speak on the motion have had a chance to be
heard…”
Minutes
of 2013 Annual Meeting Minutes
Dilworth, Board Secretary, prepared to read the January
15, 2013 Annual Meeting minutes. A
member moved, and another seconded, to dispense with the reading of the
minutes, as all members were sent a copy previously. Motion carried on a
unanimous voice vote of the members. A
member moved and another seconded approval of the 2013 Annual Meeting minutes
as submitted. The motion carried on a
unanimous voice vote by the membership.
State
of the Association
Karch
reported on the state of the Association.
This
was the final year in which we hoped to complete a repainting of the entire
complex. With the exception of one unit
(due to the early end to the painting season), we have completed the job on
time and within budget, and additional work to complete that unit will occur as
soon as possible this spring. In
addition, there is some remedial work on dry rot correction and painting which
the Board has identified, and a plan is being developed to identify the nature
and extent of that remedial work, and the resources necessary to correct those
situations; and to actually accomplish as much as possible of the corrective
work this summer.
We
have also completed the repair and/or replacement of 7 driveways, repaired
and/or replaced several rear decks, a number of light fixtures and metal
railings, dealt with roof leaks, and carried out gutter and downspout cleaning
following storms. Once again we can boast of an overall budget in balance, significant
contributions to our reserve account aimed at reducing or eliminating the need
for special assessments in the future, and a “clean” audit.
We
experienced several resignations of Board members, including Darrel Stutesman,
Dennis Shuler, and George Dunkle, all 3 of whom served as President of the
association for varying periods of time.
The Board has recognized already the contributions of Darrel and Dennis,
and Karch asked the membership to take a moment to recognize the special
contributions of George Dunkle, as a Board member and President, with a formal
certificate of appreciation, and a short history of his contributions. Members joined in expressing to George their
thanks for all the work he did on behalf of the association members.
Karch
then described a number of new initiatives being considered by the Board during
2014. In addition to recognizing the
financial constraints we have all operated under during the past few years, to developing
and carrying out the remedial work plan for dry rot repair and painting, and to
carrying out the myriad of normal maintenance activities; the Board has been discussing getting an
early start on items in the reserve study; establishing a more formal priority
system for needed work; securing feedback from the membership through a
customer survey on what members think are the most important issues facing us,
as well as how we are doing in addressing them; setting up a more formal
project list; carrying out the highest priority projects; assessing our performance
at the end of the year; establishing a more formal process for review of all
contracts; and making needed contributions to the reserve account.
Karch
indicated 2014 promises to be an interesting year ahead for the Board, which
will have at least two new members to be elected tonight.
Treasurer’s Report
McDonald,
Board Treasurer, was called away unexpectedly, and could not attend the
meeting. In his place, Karch presented
the 2013 (unaudited) budget summary, the proposed 2014 budget, and the estimated
2015 budget. Members were referred to a
copy of the Powerpoint presentation at the back of the room, and to the budget
material sent to them as part of the Annual Meeting announcement. The proposed 2014 budget provided an
estimated income of $258,500, with estimated expenses of $258,246, with no dues
increase. The proposed dues would
continue at the 2013 rate ($330).
The
estimated 2015 budget is also $258,500.
A copy of the proposed 2014 budget was sent to all members with the
Annual Meeting announcement. Several
members asked questions and made comments about the source and disposition of
funds, including reserve accounts, as well as the past history of dues and
assessments.
A
motion was made to approve the Treasurer’s Report, seconded, and passed.
Reserve Study Update
Karch
described briefly the purpose, history, and findings of the 2009 Reserve Study,
the 2011 interim update by the Board, and the 2012 external update, including
the need to continually enhance the reserve account for expected (and
unexpected) capital and other expenses, so as to minimize the potential for
future special assessments. Karch also
described the Board’s success at securing much needed work at costs well below
the reserve study estimates. He also
shared the revised projected cost estimates for the next 30 years. Copies of the 2012 Reserve Study update are
available to all members, who could sign up for them on a form at the entry
table.
Budget Vote
Questions
from members on the landscaping contract and reserve study requirements were
addressed by Board members. Following
discussion, Karch called for the vote on the budget and asked Dilworth, Glamba,
and a member from the audience to count the ballots.
Following
the count, Dilworth announced the results of the 2014 budget vote:
2014
Budget Approve – 29 Reject – 1 Abstain – 0 votes
Given
a total vote of 30 in person or by proxy, 20 votes would be needed for approval
of the 2014 budget, to meet the 2/3 majority stated in Article XII, Sections 3
and 4 of the bylaws. Karch declared that
the 2014 budget had passed.
Board Member Elections
Karch
announced the names of the members who had agreed to run for Board positions.
They are Sue Bailey, Al Glamba, Mike McDonald, and Jim Pearcy. Karch asked for any additional nominations
from the floor. There were none, and the
nomination process was closed. Bailey,
Glamba, and Pearcy each described their interest in, and qualifications for, a
Board position. There were four
candidates for the four open positions.
Following
the tally by Dilworth, Rinnan, and a member from the audience (Glamba declined
to be a vote counter, due to a conflict of interest), Karch announced the
results:
Bailey 20 votes
Glamba 28 votes
McDonald 25 votes
Pearcy 18 votes
Karch
declared Bailey, Glamba, McDonald, and Pearcy the winning candidates for the four
open Board seats for 2014, and welcomed them to the Board. Bailey, Glamba, and McDonald will serve
3-year terms, and Pearcy will fill the remaining year of the seat formerly
occupied by Dennis Shuler.
Old and New Business
There
was no old or new business raised by members.
Board
members gave a quick update on plans for modification of the property currently
comprising the tennis courts and swimming pool, across from Oakbrook
Townhouses. Further information will be
made available.
Several
members expressed appreciation to the current Board members for their voluntary
contributions on behalf of the members.
Adjournment
It
was moved, seconded, and approved to adjourn the 2014 Annual Members’ meeting.
Karch
adjourned the meeting at 9:07 pm.
Note:
Following the Annual Members’ meeting, the new Board convened to elect officers
for 2013. The following officers were
elected: President Ken Karch; Vice-President Al Glamba; Secretary Sue Bailey;
and Treasurer Mike McDonald.
Respecfully
submitted,
Nancy
Dilworth, Secretary
Approved
as to form and content, for approval by the membership at the 2015 Annual
Members’ meeting.
Ken
Karch, President
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