DRAFT Annual Meeting
Minutes DRAFT
January 18, 2018
Oakbrook Townhouse,
Inc.
c/o Northwest
Properties Agency, Inc.
9527 Bridgeport Way
SW
Lakewood, WA 96499
The 2018
Annual Meeting of the Oakbrook Townhouse, Inc was held on Thursday, January 18,
2018 at the RMG Golf Club, 8102 Zircon Drive SW, Lakewood, WA.
Vice-President
Al Glamba opened the 2018 Annual Meeting shortly after 7:00 PM, noting that
President Ken Karch was not available due to his attendance at the funeral of
his brother, and described the agenda.
He reported that the quorum requirement for the January 18, 2018 meeting
had been met, with 32 members in attendance in person or by proxy. Board
members present included Al Glamba, Dave Hamann, and Jim Pearcy.
Members in Attendance
Glamba
welcomed residents in attendance and recognized members of the Board and asked
them to introduce themselves. He
indicated that Bill and Pat Price from Northwest Properties, Inc. were also in attendance. Glamba asked each resident to introduce
themselves.
Operating Rule
Glamba
presented a proposed Rules of Order to ensure an orderly meeting. It was moved to adopt the following Rules of
Order:
“…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 Treasurer, 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 have
had a chance to be heard…”
The
motion was seconded and passed.
2017 Annual Meeting Minutes
It was
moved to dispense with the reading of the 2017 Annual Meeting minutes, as they
had been sent to the membership with the meeting announcement. The motion was seconded and passed.
A
motion to approve the 2017 Annual Members’ meeting minutes as presented to the
membership was made, seconded, and passed.
State of the Association
Glamba
highlighted key elements surrounding the state of the Oakbrook Townhouses
association.
Property Values
The mean assessed value of Oakbrook Townhouses rose 21% in
2017, following a 3.7% rise in 2014, an 8.0% rise in 2015, and an 11.7% rise in
2016, 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.
Quorum Change
During 2017, after we failed to secure the necessary quorum
for the January Annual Members’ meeting, the Board proposed, and the membership
approved, at its May 9, 2017 “redo” meeting, a modification to the quorum
requirements in the Bylaws to require 23 members present in person or by proxy
to constitute a quorum.
Mulching
During 2017 we completed a top dressing of mulch for the
entire development, following a pilot project during 2016. We expect the mulching to have a favorable
effect on water conservation, erosion, and weed prevention, in addition to the
favorable effect on the appearance of the community.
Re-Roofing of Building 11
During 2017, the Board approved a pilot project to re-roof
Building 11 in a manner which provides a slight slope to the roof to promote improved
drainage. The job has been completed.
The project is expected to provide the basis for similar re-roofing work on the
five remaining flat-roofed buildings.
Inventory of Drainage and Assessment
of Mailbox Systems
The Board also authorized our general contractor to
inventory our gutter, downspout, and drainage system; and to assess the
condition of our mailbox system.
Driveway Replacement
During 2017, the Board authorized, awarded bids, and
completed work on five additional driveways, and modified its selection of
finish from an exposed aggregate finish to a lighter colored and smoother
brushed finish.
Adult Family Homes and Ruby Drive
Development Proposal
During 2017, the Board reviewed information regarding the
establishment of adult family housing in
Oakbrook, and a proposal to develop the Ruby Drive open space, formerly
occupied by a clubhouse, swimming pool, and tennis courts, as a Planned
Development District (PDD) of 16 new single family residences, in accordance
with the rezoning of the plot by the City of Lakewood.
2-Foot Right-of-Way Assessment
During 2017, the Board completed an assessment of compliance
with requirements to provide a 2-foot right-of-way behind and between all
buildings for fire and maintenance access, and sent non-compliance letters to
14 owners. A re-inspection revealed
several properties still in non-compliance, on which work will be conducted as
necessary, with owners billed, as provided for in the Declaration of Covenants,
Conditions and Restrictions (DCC&Rs).
Purple Plum Tree; x-Purple Plum
Tree; Ivy Infestation Trimming
During 2017, the Board also completed its biennial trimming
of the purple plum trees, its periodic trimming or felling of vegetation and
selected trees, and inventoried and cut ivy on a large number of trees in the
Chambers Creek gully.
Other Board Actions
During 2017 the Board also agreed to undertake a slope
stability study to update studies done in the 2001-2003 time frame, after a
prior contractor arrangement failed; pre-paid our insurance premiums;
secured a “clean audit” with no income tax owed; and continued our
practice of making modest contributions to our Reserve and Special projects
accounts to reduce the likelihood of future special assessments.
Clarification of Association vs.
Member Responsibilities
During the past few years, the Board has become aware of
many actions by members who have not secured prior Board approval as provided
for in the DCC&Rs, Bylaws, or House Rules.
Such actions have included vegetation modifications; fence and deck
construction; window replacements; garage door modifications; driveway and
sidewalk issues; and construction of structures in the common area, which is
owned and useable by all members. The
Board has developed policies to clarify the respective responsibilities in
several of these areas, and is expected to address several others in the next
year.
New Board Members
Al Glamba and Mike McDonald were re-elected to the Board in
2017. Tonight we have six positions to
fill on our 9-member Board.
During 2017, the Board felt the loss of one of its members,
Dave Hamann, for a two month period, due to a bicycling accident. Dave is with us again. Also in 2017, Nancy
Dilworth resigned as a Board member.
Board Member Orientation
As a means of bringing new Board 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 2014 and 2015,
and is likely to do so again in the event new members are elected to the Board.
Customer Survey and Goals
During 2017 we built upon priorities from the customer
survey of our full membership carried out in 2014, seeking information on the
issues the members felt were most important for the Board to address. The Board adopted a set of goals for 2017,
based on member priorities, and has been operating under those priorities
throughout 2017.
A Look to the Future
But enough of the past.
Your Board is looking at a number of new initiatives during 2018. We will update the studies of slope stability
last conducted in 2001-2003. We will
also be refining our priority projects list and assessing our outside
contracts. We will be assessing the
success of our driveway; roof; and deck repair/replacement efforts; our sprinkler
system; our gutter and downspout maintenance and repair efforts; our tree
trimming efforts; and making needed contributions to the reserve and special
projects accounts.
Member comments were received on the
driveway finish, 2-foot right-of-way, and tree trimming and ivy management
issues.
Treasurer’s
Report
Glamba reported that, following Mike
McDonald’s resignation as Treasurer in 2015, the Board elected Jim Pearcy its
new Treasurer. He and Mike prepared the
budget information which was mailed to members.
Pearcy expressed appreciation for
members who attended the meeting, urged members to communicate their wishes to
the Board, described the costs which the Association is required to cover, and
appealed to members to offer to serve on the Board.
Budget for 2018 and Projected Budget for 2019
Glamba reported that members have received
the budget summary table in the mailing that went out a month ago. It shows the proposed budget for 2018, and an
estimate for 2019. This sheet shows the
current status of our overall budget accounts, as of December 31. We have adequate funds to meet normal
operating expenses, maintenance and special projects expenses, and a modest
contribution to our reserve account.
During late 2017 the Board noted
that the projected expenses for 2017 exceeded the income we expected from a
continuation of our dues structure at $330 per month by about $4,300. We were faced with proposing a small dues
increase for 2018, cutting back on maintenance or other costs, or transferring
a limited amount of unexpended funds from 2017 to 2018, thereby obviating the
need for a dues increase or work cutback for 2018. We chose the latter option, and are therefore
not proposing a dues increase for 2018, nor a special assessment. Our 2019 projection is included on the 2018
budget spreadsheet, and is expected to be virtually the same as 2018.
Reserve
Study
Glamba reported that a reserve study
is required by state law for homeowners associations such as ours, to give
members a “educated guess” about potential year-by-year costs over a 30-year
time frame. Members have been sent, or
have been offered, copies of the full reports, and copies are made available as
part of material required to be provided to potential buyers of our properties. In response to these studies, the Board has
recommended, and the membership has approved each year, modest incremental
contributions to the reserve account.
The proposed 2018 budget includes an additional contribution of $30,000.
Meanwhile, the Board has sought a
number of ways to avoid the high costs reported in the studies, which are
called “the major projects” – those over $100,000. These included 1) securing low bids from
“hungry” contractors in the slow economy; 2) doing much of the work ourselves
through our regular operating budget, using our general contractors; 3)
assessing and deferring, where warranted, projects; and 4) finding alternative
ways of accomplishing project objectives.
The Board is expected to continue to take this approach, which has been
successful, and which the 2016 Reserve Study endorsed. Copies are available to all members.
Vote
on the 2018 Budget
Glamba announced it was time to vote
on the 2018 budget.
The Board is proposing a flat budget
for 2018, to remain at $330 per month. Members have all received a copy of the
proposed budget in the mail-out announcing the Annual Meeting, and there were
additional copies available at the check-in table.
Glamba asked Bill and Pat Price to
be joined by a third member from the audience to count and certify the count on
the budget.
If members have already sent in their
ballot and are satisfied with their vote, they don’t need to do anything.
Members may receive a new ballot, or
retrieve their mailed in ballot. Glamba reminded members that they must legibly
print and sign their name for their ballot to count.
Following the count of ballots,
Glamba announced that the proposed budget had passed with 30 votes in favor and
2 against.
Glamba opened the floor for
nominations for Board members. The nominations of Dave Hamann, Ken Karch, Jim
Pearcy, and Carol Rehnberg were moved and seconded, and approved. There were no other nominations. It was moved,
seconded, and approved to close the nominations.
Following a count of ballots, Glamba
announced the results: Dave Hamann, Ken Karch, Jim Pearcy, and Carol Rehnberg
were elected to the Board. Glamba
announced a meeting of the newly elected Board will occur immediately after the
Annual Meeting to elect officers for 2018.
Old
Business
There was none.
New
Business
Members brought up and discussed the
issue of mailbox vandalism, and the possibility of installing a lockable panel
mailbox system.
Adjournment
It was
moved, seconded and approved to adjourn the 2018 Annual Member’s meeting. Glamba
adjourned the meeting.
Note: Following the Annual Members’ meeting, the
new Board convened to elect officers for 2018.
The following officers were elected:
President Ken Karch; Vice President Al Glamba; and Treasurer Jim Pearcy.
Election of a Secretary was postphoned to the following Board meeting.
Approved,
for presentation to the membership for ratification, in 2019.
__________________________________________
Ken Karch, PE, Board President
