Annual Meeting Minutes
January 19, 2016
Oakbrook Townhouse, Inc.
c/o Northwest Properties Agency, Inc.
9527 Bridgeport Way SW
Lakewood, WA 96499
The Annual Meeting of the Oakbrook Townhouse, Inc was
held on Tuesday, January 19, 2016 at the RMG Golf Club, 8102 Zircon Drive SW,
Lakewood, WA.
Four proxies were needed for a quorum (30 being required). Karch asked several members to call some
neighbors and others went door to door and brought back sufficient proxies to
meet the quorum requirements. The meeting
was then called to order at 8:02 PM.
President Karch welcomed residents in attendance and
recognized members of the Board and asked them to introduce themselves. He introduced Pat and Bill Price from
Northwest Properties, Inc. President
Karch asked each resident to introduce themselves.
It was moved and seconded to dispense with the reading of
the 2015 Annual Meeting minutes, as they had been sent to the membership with
the meeting announcement. Motion carried.
A motion to approve the 2015 Annual Members’ meeting
minutes as distributed to the membership was made, seconded, and passed.
State
of the Association
President Karch reported on the State of the Association:
“…Property
Values
“…While no one likes to pay taxes, I
am pleased to report that the mean assessed value of Oakbrook Townhouses rose
8.0% in 2015, following a 3.7% rise in 2014, after the long slide since
2005. Since assessed values are a
lagging indicator to sale prices, our home values are likely to look even
better.
“…During 2015, the Board completed a
site-wide survey of our driveways, landscaping, and our back decks, which
included priority-setting on all three.
This followed up on the 2014 assessment and prioritization of sites
where moisture may have been a problem.
“…As a result, we have also
completed the repair and/or replacement of several driveways; repaired and/or
replaced several rear decks, adopted a set of fence guidelines, conducted a
landscaping assessment, repaired a number of light fixtures and 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.
“…New
Board Members
“…We experienced the election of
Sandra Charleton and Dave Hamann as new members of the Board in 2015. We also experienced the resignation of Sue
Bailey as Board member and Secretary during 2015; and Laurie Hansen was
appointed to the unexpired term vacated by Sue, and was also elected Secretary.
We have three positions to fill on out 9-member Board. Later I will ask for any nominations from the
floor to supplement the three names of members whose terms are up this
year. We also learned of the passing of
former Board member, Secretary, and Treasurer Lois Agrelius during 2015.
“…As a means of bringing new members
up to speed as quickly as possible, and providing a review for existing
members, the Board carried out a series of Board member orientation meetings
during 2015.
“…During 2015 we built upon the
customer survey of our full membership carried out in 2014, seeking information
on the issues you felt were most important for the Board to address, and how
well we were doing on each. As I
reported last year, this was the first customer prioritization and satisfaction
survey ever conducted by Oakbrook Townhouses members. The Board adopted a set of goals for 2015,
based on your priorities, and has been operating under those priorities
throughout 2015.
“…Ruby
Apartments Proposal
“…During 2014 we saw a proposal to
develop a 62 unit three story apartment building on the property between Ruby
Drive and Zircon Drive, on the open space formerly occupied by the swimming
pool and tennis courts. We have tried to
keep the membership informed of the developments in the minutes, via separate
mailings and emailings, and on the blog, and have taken strong positions in
opposition to the development, including a joint letter from the three involved
HOAs, and testimony at a rezoning hearing.
Several of you have offered comments and testimony on the projects. During 2015, settlement of a lawsuit filed in
Pierce County Superior Court, combined with a rezoning of the property by the
city of Lakewood, will ensure that no apartment project will be built on the
site, although the potential still exists for a development of single-family
homes.
“…A
Look to the Future
“…But enough of the past. Your Board is looking at a number of new
initiatives during 2016. In addition to
a keen recognition of the financial constraints we have all operated under
during the past few years, carrying out the myriad of normal maintenance
activities, we will undertake an update of our 2012 Reserve Study, which should
be complete in the next few months. We
will be updating the studies of slope stability last conducted in 2003. We will also be refining our priority projects
list and assessing our outside contracts.
We will be assessing the success of our deck repair/replacement efforts,
our sprinkler system, our gutter and downspout maintenance and repair efforts,
and our mulching projects, and making needed contributions to the reserve
account…”
“…Tribute
to Mike McDonald
“…I’d like to take two minutes with
the membership present to pay a small tribute to the outstanding work of Mike
McDonald as Treasurer of Oakbrook Townhouses. Mike was first elected to Board
in 2001, and has served ever since. He served
on a committee to investigate development of a five year plan (long before
state made reserve studies mandatory) so that members could have a better idea
of what was facing them in the near-term future. As Treasurer, Mike developed and got approved
proposed budgets every year since 2001.
Mike developed methods for all three special assessments since
2001. He served on committees to do all
major jobs (re-roofing, garage roofs, painting & dry rot repair, driveways). Mike championed funding of the reserve
account, before the state requirement.
“…I can truly say Mike was a great
help to the Board generally, and to me personally, as a mentor, advisor,
colleague, and friend…”
The members present joined Karch
with a round of applause for McDonald’s great contributions to Oakbrook
Townhouses, and several members offered additional comments.
Budget
for 2016 and Projected Budget for 2017
Pearcy
presented the proposal for the 2016 budget and indicated the projected 2017
budget is included, as required by law.
Copies were sent to all members with the meeting announcement, and were
available on the table at the entrance.
The
Voting Process
Karch opened up the voting process. He explained that there will be two items to
vote on:
1. The 2016
proposed budget is virtually the same as 2015.
Monthly assessments will continue to be $330.00 a month.
2. It
was moved, seconded, and approved to nominate three Board candidates as
indicated on the proxy (Charlton, Dilworth, and Rinnan). Karch asked for any other nominations from
the floor. There were none and the nominations
were closed. There are three candidates.
A break was called while the
votes were counted. Glamba and Hamann counted
the votes, and certified the results.
Karch reported the 2016
Board members election results as follows:
Charleton – 26 Dilworth – 28 Rinnan – 28
Karch declared all three
were elected to serve on the Board. Karch welcomed the elected Board members
and indicated a Board meeting would be held immediately following the Annual
Meeting to elect officers for 2016.
Karch announced the 2016
Budget vote results as follows:
Yes – 29 No - 0
Karch declared the
proposed 2016 Budget approved.
Karch asked if there was any further old business to
discuss or new business. Hearing none he
thanked all the residents for attending.
Adjournment
It was moved, seconded and approved to adjourn the 2016
Annual Member’s meeting.
Karch adjourned the meeting at 9:10 PM.
Note: Following
the Annual Members’ meeting, the new Board convened to elect officers for 2016. The following officers were elected. President Ken Karch; Vice President Al
Glamba; Secretary Laurie Hansen; and Treasurer Jim Pearcy.
Approved,
for presentation to the membership for ratification, in 2017,
__________________________________________
Ken Karch, PE, Board President
Approved by the membership, May 9, 2017.
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