Oakbrook Townhouses Dryer Vent Policy

Final Dryer Vent Policy

Oakbrook Townhouses

Adopted by the Board April 8, 2019

The Problem

Over the past few months, two or more members have complained of dryer vent problems. They have ranged from perceived longer dryer cycle times to shutdown of a dryer following a warning of excessive temperature or pressure. The complaints have centered on the flat roof buildings whose venting passes out of the member’s unit before being vented through the mansard roof atop the building, or through the internal walls, ceilings, or floor of the unit.

Blockage of dryer vents can create serious risk of fire. Vents need to be kept open, and all dryers have removable filters, which should be cleaned after every dryer cycle to ensure that lint does not escape and accumulate in the ductwork downstream from the dryer. Not all persons are aware of the need to clean these filters.

Lint that escapes the dryer filters can accumulate in any downstream ductwork and can gradually build up to form a partial or total blockage of the duct. This usually occurs at ducting tees, elbows, discontinuities, or holes. The result is a gradually increasing pressure and temperature of the heated air between the dryer and the blockage, with increased risk of fire.

Manufacturers of new dryers often install pressure or temperature sensors to warn the owner of increased fire risk, and sometimes program shutoff warnings or actual shutoffs if sensor criteria are not met. Older dryers may not have such devices. In some cases, aftermarket installation of ductwork for other purposes has been connected to dryer ductwork (perhaps outside of code requirements), thereby complicating the situation. Or the other way around!

Dryer vents may exit the unit owner’s property in several ways. In at least one of our flat roofed buildings, the dryer vent exits the ceiling of the unit inside the mansard roof extension on the roof. In other units, the dryer vent leaves the unit thru the ceiling, walls, or floor of the unit.

As a result of the complaints, our maintenance contractor, Edwin Wittstruck, has been asked to inventory all dryer vents on all buildings. A report is expected shortly. NWP is seeking estimates from companies which clear dryer ducts, for clearing the portion of any ducts lying outside the walls or ceilings of the owners’ unit…those estimates generally fell in the $40 per unit range. However, this cost does not include any duct cleaning internal to the unit, which, under the Board’s recent actions on other issues, may be the owner’s responsibility, based on the Oakbrook Townhouses CC&Rs and Bylaws.

Definitions

By “dryer vent” is meant the ductwork from the dryer’s drying system itself to the outside, whether gas or electric, and not the vent to remove combustion products from the burning of gas to provide the heat to the dryer. Dryer venting include filters built into the dryer itself to remove lint. Dryer vents do not include the internal ducting of the home’s heating system.

Policy

The general Board policy of maintenance of dryer vents follows the wording and intent of the Oakbrook Townhouses CC&Rs and Bylaws which provide that the association is responsible for maintenance and repair of items external to the unit. In the case of dryer vents, this means that the association is responsible for ensuring that dryer vents are in proper working order once they leave the ceiling or wall of the individual owner’s unit. The owner is responsible for ensuring the dryer venting inside the ceiling and walls of the unit, including the filter system, is in proper working order.

The association will ensure that its responsibility for dryer vents is carried out through a regular maintenance program on external dryer vents, once they leave the ceiling or wall of the unit.

Oakbrook Townhouses Policy on Modifications to Rear and Side Common Area

Oakbrook Townhouses Policy

for Maintenance of the Rear and Side Common Areas

This policy is intended to provide guidance to the Board and membership of the responsibilities each has for the maintenance of the common area behind and between the buildings. Common areas include all that area not within the footprint of the buildings.

The going in assumption is that the association is responsible for the overall maintenance of the common area, and that any changes within the common area must be approved by the Board, prior to changes being made.

Maintenance of the two-foot ROW is a requirement of the fire and EMS service, of our insurance, and for our own need for building maintenance. Members may not take actions which encroach upon that ROW without Board approval, and shall have a duty to maintain such ROW or notify the Board of their inability to do so. The Board may approve encroachments upon that ROW, provided such encroachments do not violate the requirements of fire and EMS service, our insurance, and our need for building maintenance.

For construction by owners without prior Board approval, or without conformance to the Lakewood building code, or which are dangerous to life, health, or safety, unit owners are responsible for those improvements unless those improvements affect slope stability or erosion or life, health, or safety, in which case the Board would assume responsibility on a case-by-case basis, rather than risking unit owners delaying prompt action or taking improper action.

Responsibility is the unit owners for deck maintenance, but deck repair and replacement is the responsibility of the Board. Decisions on whether unit owners have properly maintained the rear deck shall be the responsibility of the Board.

Deck railing maintenance, repair, and replacement, including painting, is a Board responsibility.

In the event there is an inability to maintain the rear deck or the 2-foot ROW, thru age or infirmity, the Board will address the responsibility on a case-by-case basis.

Placement of flowering shrubs or other vegetation in the common area is subject to prior approval by the Board, and may be removed, or ordered removed, at the Board’s discretion.
The Board reserves the right to order the removal of, or remove itself, any violations of this policy.

The policy will be published, approved by the Board, and distributed to the membership.

Approved by the Board
August 12, 2019

Oakbrok Townhouses Policy on Modifications in the Front Common Area

Oakbrook Townhouses

Policy on Modifications in the Common Area

to the Front of Member Units

Approved by the Board December 9, 2019

The following is the Oakbrook Townhouses Board Policy on Modifications in the Common Area to the Front of Member Units

Findings:

The Board finds that adherence to the provisions of the Oakbrook Townhouses CC&Rs, Bylaws, and House Rules regarding modifications in the common areas to the front of the member units represents our “face to the community,” and is a significant factor in maintaining community and property values for members of Oakbrook Townhouses.

The Oakbrook Townhouses is responsible for maintenance, repair, and replacement of all the common areas throughout the community. An earlier companion policy has been developed for the rear and side common areas. This document supplements the earlier policy with policies specific to the front of the units.

Oakbrook Townhouses is responsible for painting of outside walls and the outside of garage doors; periodic maintenance, repair, and replacement of gutters and downspouts, building and garage deck roofing, sidewalks and driveways, rear decks, and vegetation.

To make decisions on these matters, the Board or an Architectural Control Committee provided for in the CC&Rs/Bylaws is authorized. For purposes of the Architectural Control Committee responsibilities, the Board currently constitutes itself as a “committee of the whole.”

The Board has developed systems for periodic review of the current status of each of its responsibilities and sets of criteria for determining work priorities. Expected future costs are estimated and are included in the periodic Reserve Studies, which are made available to the members.

General Policies

The Board therefore adopts the following policies for modification in the Front Common Areas of Oakbrook Townhouses:

1. Requests for routine maintenance, or for repair or replacement, of common area problems, must be submitted to Northwest Properties, which will authorize such work or refer it to the Board for approval.

2. All proposed modifications in the common area must be submitted to, and approved by, the Board

3. Modifications made without submission to, and approval by, the Board shall be subject to removal. The Board may order the member in violation to remedy such violation or may itself remedy the violation, with costs charged to the member.

4. The Board shall not reimburse members for member modifications in the common area made without submission to, and approval by, the Board.

5. Damage to driveways, sidewalks, roofing, building walls, garage doors, garage deck, lights, vegetation, gutters and downspouts, sprinkler system, mailboxes, or any other common area element through the willful or accidental misbehavior of members, family or guests, or invitees shall be the responsibility of the member.

6. The costs for maintenance or repair of any common area feature, caused through the willful or negligent act of the owner, his family, or guests, or invitees, shall be added to and become a part of the assessment or monthly charge to which such lot is subject

Specific Policies

Proposals by members which render difficult or impossible the full use and enjoyment of any portion of the common area by other members are prohibited and will not be approved.

Proposals by members which will or may cause damage to underground utilities, including, electrical, gas, water, cable, sprinkler, or any other such utility, or which encroach on any easements for such utilities are prohibited and will not be approved.

Any action by any member or his/her agent which violates any of the provisions of this policy is prohibited, and may be remedied by the association at the member’s cost.

Vegetation requests by members will only be approved by the Board if the member assumes responsibility for proper maintenance, including trimming, watering, fertilizing, and other accepted practices for the vegetation, including removal and disposal.

Vegetation which obstructs, or is likely to obstruct within 3 years, the view of members of oncoming traffic (defined as 130 feet in either direction, when entering Zircon Drive), will not be approved, and will be removed.

Garage deck planking or any accouterments or practices which damage the deck membrane shall be repaired by, and at the expense of, the member.

The Common Areas shall not be used for storage of personal equipment or goods, nor may any structures be placed within the common area, without the expressed written consent of the Board. Tables, chairs, umbrellas, etc., meant for daily, or similar short-term use, are excluded from the definition of storage.

Oakbrook Townhouses Criteria for Prioritizing Work

Criteria for

Prioritizing OT Work - 2019

(adopted by the Board of Trustees April 8, 2019)

1. Imminent Public Health, Safety Threat to Life (eg., water leak freezing, vector infestation beneath buildings, wood deck collapse)

2. Imminent Damage to Association or Member Property (eg., woodpecker hole, tree leaning over building, unsealed gaps between siding)

3. Violation of law, regulations of local, state, or Federal governments (eg., unrestricted walkway behind building, oil discharge on ground, trash)

4. Work Required by the RCWs, CC&Rs, Bylaws. or Financial Institutions (eg., CC&R issues of any kind; repairs prior to sale)

5. Current Year Board Priority Work (eg., reserve study projects; gutter replacements; deck repair; sprinkler repair)

6. Work Not Meeting First 5 Criteria Above (eg., patch-up painting, routine maintenance, gutter cleaning)

Note: work may fall in more than one of the above categories; Board makes or delegates decisions

Oakbrook Townhouses Board Meeting Minutes October 14 2019

Minutes of Board of Directors Meeting

October 14, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held October 14, 2019 at the home of Mike Tierney, 7409 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:06 PM.

Board members present were Al Glamba, Ken Karch, Mike McDonald (by phone), Lew Mildon, Steve Rinnan, and Mike Tierney. Also attending were members Tim Lancaster and Darrell Richards. Also attending were Chris Morris and Michelle Selberg from Northwest Properties.

Minutes

Tierney moved and McDonald seconded to approve the September 9, 2019 Board meeting minutes as submitted. The motion passed.

Election of Officers

Karch reported that Jim Pearcy, our Treasurer, had passed away during the past month. The Board took time to remember Jim.

Rinnan moved and Tierney seconded to elect Mike McDonald as Treasurer. The motion passed with McDonald abstaining.

Rinnan moved and Glamba seconded to elect Mike Tierney as Secretary subject to Tierney’s concurrence within a week. The motion passed, with Tierney abstaining. (Note: Subsequently, Tierney agreed to the election)

Treasurer’s Report

Karch passed out the McDonald-prepared summary of the budget and expeditures thru September 30, 2019 and directed the Board’s attention to the financial report submitted by NWP.

Following discussion of general contractor, utility, insurance, audit, and legal costs, Rinnan moved and Glamba seconded to accept the Treasurer’s report. The motion carried.

McDonald provided a first look at a proposed budget for 2020, which provided a modest overrun of $5,000 to $7,000, comparable to previous years, and which may be able to be covered by careful controls of 2019 expenditures and carryover to 2020, without the need for a dues increase. More refined numbers will be available at the next meeting.

Old and New Business

Karch reported that his email to members regarding the possible re-engagement of Mike Englund of Gallagher Insurance NW was positively received. Following discussion, Tierney moved and Mildon seconded to re-engage Mike Englund and Gallagher Insurance NW as the insurance broker for Oakbrook Townhouses, and authorize the President to sign the necessary paperwork. The motion passed.

Karch described the history of needed repairs at 7513 Zircon, including recent work by our general contractor. He described the results of the recent geo-engineering and engineering studies, and bids received from three contractors to accomplish needed work. .

Following discussion Mildon moved and Tierney seconded to accept the proposal dated September 3, 2019 from RamJack, in the amount of $13,311.09, including tax, for helical pile work at 7513 Zircon and authorize the President to sign the necessary paperwork. The motion passed.

Karch reported the rear drainage system TV mapping has been completed for Buildings 1 thru 12, and corrective actions have been completed behind buildings 1 through 6. Corrective work behind buildings 7 through 12 is expected to begin shortly.

Karch reported that the board had approved replacement of three driveways at 7433, 7503, and 7717 Zircon. Work on the first two driveways has been completed and work on 7717 has begun this week.

Following an analysis of vegetation obscuring views along Zircon Drive from 6 association driveways our landscaping contractor has been asked to provide a proposal for correcting the problems. A set of specifications has been sent to them and we expect the proposal shortly.

Karch reported that cluster mailbox numbers 1, 3, 4, 5, and 6 have been installed and mail delivery service began October 1. The pad for cluster mailbox number 2 has been laid, but installation of the mailbox itself has been delayed pending legal action by Mr. Zahody at 7631 Zircon. The matter will be discussed further in closed session.

Glamba moved and Tiernay seconded that the deadline date for removal of existing mailboxes (for those who wish to keep their mailboxes) (except for Buildings 3 and 4) be delayed to November 15 from October 15. The motion passed.

Karch reported that several weeks ago, City of Lakewood inspectors, accompanied by police officers, red-tagged the unit at 7509 Zircon. No persons are permitted in the home without city approval and the water and electricity have been turned off. The association understands that the home was scheduled for foreclosure on or about October 10. The matter will be discussed further in closed session.

Karch addressed the Board on the matter of ensuring that contractors, when submitting invoices for payment be expected to clearly state that the contracted work had been completed in accordance with the contract. He pointed out his opinion that payment under conditions which do not meet this requirement leaves the Board in an awkward position regarding audits and its fiduciary responsibility. In some cases, inspection of work completion by our general contractor may substitute for such self-certification. Following discussion it was the sense that such an expectation should be the policy of the Board.

Mildon reported on the status of repair of his unit at 7511 Zircon, damaged in an auto accident

Karch reported that Lincoln Gutters submitted a proposal for re-guttering Building 12, and we have notified them that the project is approved. Subsequently, Lincoln notified us that safety concerns associated with the mansard roofs will not allow them to carry out the proposal. He has asked NWP to seek additional bids.

Karch reported we have received the calendar year 2018 Audit Report. Once again we have achieved a “clean audit” with no taxes owing.

The Board discussed a request from an owner for all 2018 work orders on all units in our HOA, and agreed that the provisions of the Board Policy on Owner Information Requests governed this request. A copy of the 2009 Board policy will be provided to the owner, and is attached.

The Board discussed the construction, without Board approval, of a wooden structure in the front common area, in violation of Article IX and Article XI, Section 8 of the CC&Rs. Following discussion, McDonald moved and Tierney seconded to request the owner to attend the next Board meeting (or otherwise communicate to the Board), to explain the reasons for the violations of the CC&Rs, namely the construction of a structure in the common area without prior Board approval.

The Board went into executive session at 8:57 pm to discuss legal issues regarding compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&Rs/Bylaws, and other legal matters, and returned to regular session at 9:45 PM. No actions were taken during the executive session, and no actions taken in regular session arising from discussion in the executive session.

Next Meeting

The next regular Board meeting will be held November 4, 2019 at the home of Ken Karch, 7419 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting. The motion passed and the meeting was adjourned at 9:46 PM.

Respectfully submitted,
_____________________________
Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes December 9 2019

Minutes of Board of Directors Meeting

December 9, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held December 9, 2019 at the home of Mike Tierney, 7409 Zircon Dr., Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order 7:09 PM.

Board members present were Al Glamba, Ken Karch, Mike McDonald (by phone), Lew Mildon, and Mike Tierney. Also attending were members Darrell Richards, Kathy Johnson, and Chris and Di Repke. Michelle Selberg and Chris Morris from Northwest Properties were also in attendance

Minutes

Glamba moved and Mildon seconded to approve the November 4, 2019 meeting minutes as submitted. The motion passed.

Treasurers Report.

McDonald briefly covered November’s financial results. November’s expenditures were slightly higher as we have paid invoices from Drain Pro, Frank & Sons and PDQ. We also removed about $24,000 from the Capital Projects account to pay for three (3) driveways that were replaced and cluster mailbox purchase and installation. Tierney moved and Mildon seconded to approve the Treasurer’s report. The motion passed.

Following discussion of the proposed 2020 budget, Glamba moved and Tierney seconded to give final approval to the 2020 proposed budget, with adjustments. The motion passed unanimously. . The proposed budget includes a $15.00 per month increase (to $345 from $330), and is the first increase since 2014.

Following discussion on the RCW-required disclosure information, Glamba moved and Tierney seconded to approve it subject to final modifications. The motion passed.

Old Business

Chris and Di Repke presented multi-faceted project plans for a rear landscaping and fencing project, as well as front and rear deck work at 7527 Zircon. The board issued conditional approval on the first part (rear landscaping and fence) of the proposal with conditions to meet compliance with board policies. The second part of project will be reviewed when more information is forthcoming.

Payment of the Concrete Impressions invoice for three driveways, and of the Drain Pros invoice for repair work on Buildings 7 through 12, were reported.

Transfer of Insurance Brokerage to Mike Englund with Gallagher Insurance has been completed and Englund will attend a board meeting in January or February.

Structural repairs at 7513 Zircon are scheduled to begin either January 20 or 27 after permits and engineering are finalized.

Work was completed by Green Effects on trimming and/or removal of obstructing vegetation at six locations, enabling enhanced traffic visibility.

Following discussion of construction of a structure in the front common area at 7807 Zircon in violation of the CC&Rs and Bylaws, the Board directed that a communication be sent to the homeowners requesting attendance at the next Board meeting to explain the violation Failure to do so may result in the removal of the unauthorized construction at their cost.

The Board received a report that five (5) of the six (6) cluster mailboxes are in operation, and that one of the boxes with the broken key was repaired. The matter was continued in the Executive session to discuss ongoing legal action.

There was no update on Building 12 gutters. We are awaiting new bids from contractors.

New Business

Tierney reviewed the reservation for the Annual Members’ Meeting to be held on Thursday January 16th at the Oakbrook Golf Club. Notice will go to the membership by December 16.

Karch presented the membership package for the Annual Members’ Meeting. Glamba moved and Tierney seconded the motion for mailing of the amended package.

The board went into executive session at 9:15 PM to discuss the legal issues regarding the compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&R/Bylaws, and other legal matters. It returned to regular session at 9:40 pm. No actions were taken other than to make contact with our legal representative.

Next Meeting.

Next meeting Monday January 6, 2020:at 7:00 PM at the home of Ken Karch, 7419 Zircon Drive.
It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 9:45pm.

We wish our Home Owners and families together with the Northwest Properties staff a very happy and safe Holiday Season.

Respectfully submitted,
__________________________
Mike Tierney, Secretary
__________________________
Ken Karch, President

Oakbrook Townhouses Board Minutes November 4 2019

Minutes of Board of Directors Meeting

November 4, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held November 4, 2019 at the home of Ken Karch, 7419 Zircon Dr., Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order 7:06pm.

Board members present were Al Glamba, Ken Karch, Mike McDonald (by phone), Lew Mildon, and Mike Tierney. Also attending were members Darrell Richards and Kathy Johnston. Michelle Selberg and Chris Morris from Northwest Properties were also in attendance, as was invited guest Kevin Yokes, Project Manager (Flat Roofs) of CRS Company.

We had asked Yokes to attend to discuss the issue of the failure of the bathroom exhaust fans in two of the Townhouses on which new roofs were installed. Yokes discussed initially that scuppers at some locations were too long, causing some problems. They have been trimmed to the appropriate length with no problems reported. As to the non-function of the exhausts CRS was unable to hook them up as the connection was unable to be completed from the roof. CRS installed five feet of flexible hose from the roof exhaust that needs to be connected to the fans inside the unit. Yokes will recommend a contractor who can accomplish this.

Buildings 10 and 12 are the only buildings on which roofs have not been replaced in the last 3 years. Selberg asked Yokes if CRS could also replace gutters if necessary on the Building 12 roof. He indicated that could be done and he would refer it to the appropriate project manager. We thanked Yokes for his attendance and he left the meeting.

Minutes

Tierney moved and Mildon seconded to approve the October 14, 2019 meeting minutes as submitted. The motion passed.

Treasurers Report.

McDonald briefly covered October’s expenditures, which were lower than usual as we have not received PDQ’s monthly invoice, paid some legal fees during the month.

A considerable time and discussion went into the proposed 2020 budget. Tierney moved and Mildon seconded to approve the Treasurers Report and the 2020 Proposed Budget to be presented to the homeowners for ratification or rejection. The motion carried unanimously. The proposed budget includes a $15.00 per month increase (to $345 from $330), and is the first increase since 2014.

Old Business

Transfer of Insurance Brokerage to Gallagher Insurance/Mike Englund. Paper work has been sent and necessary steps will occur to conclude the transfer.

Structural repair at 7513 Zircon is being scheduled and the helical piles are expected to be installed in January, 2020.

Update on Rear Drainage Mapping Project. Authorization has been given to Drain Pro to proceed with final corrective work on the rear drainage system on buildings.7 thru 12.

Vegetation Obscuration. Approval has been given to Green Effects to trim or remove the blocking vegetation at six locations.

Front Yard Construction at 7807/Zircon. We received an email response from the owner, which the Board will consider at the next meeting

Cluster Mail Box Project. The master key on one of the cluster mailbox units has been broken off. Contact has been made with USPS, and we are awaiting their corrective action.

NWP was asked to send a letter to the owner at 7617 Zircon advising her to contact the USPS to have her mail delivered to her door.

7509 Bylaws Violations. PDQ has boarded up the “garage entry door” and painted the total door reducing somewhat the adverse visual appearance.

7511 Repairs. Mildon reported project repairs are complete with signed acceptance in hand from the Lakewood City permit office.

New Business

Proposals have been received for re-roofing buildings 10 and 12, and additional proposals are being sought

There was a discussion regarding adding mulch to the common areas with a hand out showing projected costs. There will be further review of this at the December meeting.

Tierney had made a preliminary reservation with Oakbrook RMG golf club to hold the Annual Members’ meeting in their larger meeting room on Thursday January 16, 2020 from 7:00 to 9:00pm. Board approved to confirm the reservation including amenities.

The board went into executive session at 9:00 pm to discuss the legal issues regarding the compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&R/Bylaws, and other legal matters. We returned to regular session at 9:45 pm. No actions were taken other than to make contact with our legal representative.

Next Meeting.

Next meeting will be Monday, December 9, 2019 at 7:00pm at the home of Mike Tierney 7409 Zircon Drive.

It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 9:45pm.

We wish our Home Owners and families together with the Northwest Properties staff a very happy and safe Thanksgiving.

Respectfully submitted,

__________________________
Mike Tierney, Secretary

__________________________

Ken Karch, President

Oakbrook Townhouses Board Meeting Minutes September 9 2019

Minutes of Board of Directors Meeting

September 9, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held September 9, 2019 at the home of Dave Hamann, 7533 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:06 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Steve Rinnan, and Mike Tierney.  Also attending were members Kathy Johnson, Lew and Pam Mildon, and Cathie Reid, and guests Mike Englund and Steven Thompson.  Also attending were Chris Morris and Michelle Selberg from Northwest Properties.

Karch reported that Jim Pearcy had been in the hospital recently, and his Treasurer duties have been carried out by Mike McDonald.  Karch reported that Carol Rehnberg had resigned as a result of selling her unit.  Hamann moved and Tierney seconded to appoint Lew Mildon to fill the expired term ending in January, 2022.  The motion passed.

Karch introduced Mike Englund, the Board’s previous insurance broker, who had served us for a number of years prior to the current engagement with Bell-Anderson.  Karch indicated that Englund is once again available should the Board so choose.

Minutes

Tierney moved and Hamann seconded to approve the August 12, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Treasurer Pearcy’s absence, Hamann provided a summary of the budget and expeditures thru August 31, 2019 and directed the Board’s attention to the Financial report submitted by NWP. 

Following discussion of insurance, driveway cost, and our contractor’s invoice, the Board accepted the Treasurer’s report.

The Board authorized McDonald to work with NWP to move necessary funds to advance our ability to reserve insurance payments to allow full payment when due.  

Karch reminded the Board that our first look at a budget for 2020 should be available at the October Board meeting.

Old and New Business

Karch reported that the rear drainage system videoing of Building 7 thru 12 is complete and we are awaiting the maps and proposal for repair.  All mapping and repair work has been completed on Buildings 1 thru 6.

Selberg reported that proposals have been requested for re-guttering of Building 12 and for venting and scupper repair/replacement at one or more locations.  Selberg will invite the CRS contractor to the next meeting.

Karch reported that the Board is awaiting a third proposal for erosion repair at 7513.

Karch reported the Board policy on the rear and common areas was sent to all members with the August minutes.

Karch reported an attorney has been engaged to deal with non-compliance and other issues. Several members reported additional issues and frustration related to non-compliance at 7509 Zircon.

Karch reported that the Board had approved the driveway replacement bids from Concrete Impressions, the low bidder on each of them, at 7433, 7503, and 7717 Zircon, in the amounts of $4,064, $4,912, and $6,928 respectively, plus tax, as recommended by the task force which investigated all driveways, and NWP has notified the contractor to proceed.

Karch reported he had approved a proposal from Critter Control in the amount of $1,367 to correct bat control issues at 7627 Zircon, as reported in the previous meeting. The Board asked NWP to request our contractor to undertake, and report on, a scan of the entire development for bat and similar issues.

Karch reported the final decision of the hearing officer on the Ruby PDD project, has been issued, and copies are available.  He raised the issue of the continued availability of public use of the open space at the west end of the development.

The Board considered the proposal for repair of the garage resulting from an auto accident at 7511 Zircon.  Conditions for approval had been previously sent to the owner, who reported that the proposal would meet those conditions.  On this basis the Board approved the proposal contingent upon compliance with those conditions, with Mildon abstaining.

Karch reported on the construction of five cluster mailboxes, and proposed a switch to the new boxes on October 1, 2019.  The Board discussed the method for providing keys to the owners, and approved a Notice to Members, and a Certification of Receipt.  The Board also asked that the legal issue with the sixth cluster box, serving Buildings 3 and 4, be addressed with the attorney as soon as possible.  Hamann offered to distribute keys, but indicated members who have not received their keys by September 16 must contact NWP to secure them.

Karch reported on an analysis of water use, showing a slight reduction in summer water use, and a slight increase in winter water use.  Water billings have slightly declined for the past three years.

Karch presented a proposal for repair of interior damage due to a roof leak at 7515 Zircon.  Following discussion, the Board decided to seek one or more additional bids.

The Board had a discussion on the capacity of electrical breaker boxes for individual units, urged members to be aware that some breaker boxes may not be capable of handling new electrical loads, and suggested members check with an electrical contractor to determine breaker box capabilities.

The Board went into executive session at 9:28 pm to discuss legal issues regarding compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&Rs/Bylaws, and other legal matters, and returned to regular session at 9:45 pm.  No actions were taken during the executive session, and no actions taken in regular session arising from discussion in the executive session.

Next Meeting

The next regular Board meeting will be held October 14, 2019 at the home of Mike Tierney, 7409 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:46 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes August 12 2019

Minutes of Board of Directors Meeting

August 12, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held August 12, 2019 at the home of Ken Karch, 7419 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:04 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, Steve Rinnan, and Mike Tierney.  Also attending were members Kathy Johnson, Tim Lancaster (by POA), Lew and Pam Mildon, Darrell Richards, and Dennis Shuler.  Also attending were Chris Morris and Michelle Selberg from Northwest Properties.

Shuler and McDonald described an incomplete issue regarding the re-connection of vents and adjustment of scuppers following the roof repair on Building 7.  NWP was asked to contact CRS and the Board’s contractor to assess the situation and provide a solution. 

Minutes

Hamann moved and McDonald seconded to approve the July 8, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Treasurer Pearcy’s absence, Karch directed the Board’s attention to the Financial report submitted by NWP. 

Old and New Business

Following discussion of the request by the owner at 7631 for approval of new windows, Hamann moved and Tierney seconded to approve the request.  The motion passed.

The Board considered the status of the slope stability study at 7513 Zircon.  An assessment letter from Beyler Engineers was received, and Karch provided a chronology of activities since 1978 on the matter.  Following discussion, McDonald moved and Tierney seconded to ask NWP to secure bids from several companies listed by Beyler.  The motion carried.

The Board considered the need to secure driveway replacement bids for three driveways identified by the Board’s task force as most critical at 7433, 7503, and  7717 Zircon.  Following discussion, McDonald moved and Hamann seconded to ask NWP to seek additional driveway bids by close of business August 26 and authorized an email vote.  The motion passed.

Karch reported that garage repair bids for auto accident damage at 7511 Zircon have not yet been received by the owner, so there is no action to be taken.

Karch reported that the legal service agreement has been received and in being slightly modified.  Following discussion, Hamann moved and Rinnan seconded to approve the proposal and authorize the President to sign.  The motion passed.

Karch reported that Drain Pro has mapped and completed repair work on the rear drainage systems of Buildings 1 through 6; and has completed mapping of Buildings 7 through 12.  We are awaiting the results of the mapping of Buildings 7 through 12 and an assessment of needed repairs to the rear drainage systems.

The Board considered an updated version of the verbal report by the committee of Glamba, McDonald, and Tierney at the July Board meeting on their recommendations for clarification of the responsibilities in the rear common area.  Following discussion, Glamba moved and Tierney seconded to approve the revised policy on the rear and side common areas and authorized its distribution to the membership. The motion passed.

Karch reported that Oakbrook Townhouses does not have a written fines policy for CC&R and Bylaws violations.  Recent events have pointed toward the need to have one, and our attorney has recommended we adopt one.  A draft policy was developed, using another HOA’s policy as a model.  Following discussion, the Board asked that additional examples be secured for further discussion.

McDonald and Rinnan reported there seems to have been no progress made by our contractor on correcting the obscuring vegetation.  McDonald will meet with NWP on the matter.

Karch reported that the Mailbox Guy has completed installation of 5 slabs on which will be mounted cluster mailboxes.  Members are reminded that one mailbox (serving Buildings 3 and 4) is being held in abeyance pending possible legal action by an owner in Building 4).  Discussion with our attorney is expected to result in an opinion on the matter, and the association is proceeding with the remaining cluster mailboxes. 

Glamba and Tierney reported on the recent hearing on the 16-unit Planned Development District (PDD) proposal to be built in the area between Ruby Drive and Zircon Drive formerly occupied by the swimming pool and tennis courts.  The 4^th Addition has indicated it will not challenge the current proposal, and the PDD will adopt its own set of governing documents.

Karch distributed copies of the most recent property assessment update, showing 1) the total assessed valuation of individual Oakbrook Townhouses properties reached a peak in 2009 at about $13.4 million, then dropped each year from 2009 through 2014 to about $8.9 million for 2014. During the 2015 thru 2020 period the assessed value rose again to just about $15.7 million, including a $1.3 million increase between 2019 and 2020; 2) the mean assessed value for all 65 Oakbrook Townhouses properties rose from about  $221,000 to about $241,000 from 2019 to 2020, about a 9.2% increase, following an 6.6% increase the previous year; 3) the last 8 sales (2017 thru 2019 to date) have averaged 21 percent above the assessed value at the time of the sale; and 4) the average length of Oakbrook Townhouses unit ownership is 11.3 years, with 5 members who have owned their units for 25 years or more.  All data is publicly available data from the County Assessor’s web site.

Karch announced the Board would go into closed session at 9:01 PM to discuss legal issues raised at the last meeting.

Karch reconvened the Board in open session at 9:32 PM.  There were no actions taken in the closed session and none taken on the matters discussed in the closed session once returning to open session.

Next Meeting

The next regular Board meeting will be held September 9, 2019 at the home of Dave Hamann, 7533 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:35 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes July 8 2019

Minutes of Board of Directors Meeting

July 8, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held July 8, 2019 at the home of Mike Tierney, 7409 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:05 PM.

Board members present were Al Glamba, Ken Karch, Mike McDonald, Steve Rinnan, and Mike Tierney.  Also attending were members Kathy Johnson, Lew and Pam Mildon, Cathie Reid, Darrell Richards, and Beth Willis; and guests Tim Lancaster and Steve Thompson.  Also attending were Bill and Pat Price and Michelle Selberg from Northwest Properties.

Minutes

Tierney moved and Rinnan seconded to approve the June 10, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Treasurer Pearcy’s absence, Karch directed the Board’s attention to the Financial report submitted by NWP.  Following discussion on roofing costs, McDonald moved and Glamba seconded to accept the Treasurer’s report and financials discussion.  The motion passed.

Member Comments

Members present addressed roofing work remaining to be done; and pest control, including bats.

Old Business

Karch reported that the reroofing of Buildings 1 through 6, excepting 2, is virtually completed.  CRS Roofing is scheduled to assess, and complete as necessary, any additional corrective action.  Members reported some unfinished work.

Karch reported that work on the rear drainage mapping project has been completed by Drain-Pro of Puyallup for Buildings 1 through 6.  The product has been received and appears to be complete, and has been reviewed with the contractor, who has provided bids for correction of drainage issues at eight locations.  Karch reviewed the proposed work on each of the eight areas, including costs.  Following discussion, McDonald moved and Tierney seconded to approve the six DrainPro proposed drainage system correction projects, totaling $6,640 plus tax.  The motion carried.

The Board agreed that the contractor should be asked to complete the TVing of the rear drainage systems of Buildings 7 through 12, provided the estimate met a cost threshold.

Karch reported that Tierney and Karch had completed a site visit to 7513 Zircon on June 28 with Landon Beyler of Beyler Consulting of Lakewood, and were expecting a report and recommendations shortly. 

Karch reported that the association has been alerted of possible legal action by one individual on the cluster mailbox to serve him, that we are thus unable to discuss the matter in the open meeting; and that we have reviewed with, and retained, an attorney to represent the association, should that be necessary.  The Board will discuss the issue in a closed session, along with the situation of non-compliance at 7509.

Tierney reported on discussions held with NWP on reporting of work orders, and offered to work as a contact point for resolving any issues with NWP and the association’s primary contractor.

Glamba reported on the discussions of the Task Force on the Responsibilities for Maintenance of the Rear Common Area, consisting of McDonald, Tierney, and himself.  Following discussion, Glamba agreed to prepare the final draft report for review at the next Board meeting.  The policy will be approved by the Board, and distributed to the membership. 

McDonald reported on the results of the 2019 assessment of driveway condition by Rinnan and himself.    All high priority driveways have been completed over the past few years.  Three medium priority driveways are recommended for replacement in 2019 – 7433, 7503, and 7717 Zircon Drive.  The Board agreed to request NWP to seek driveway replacement bids for 7433, 7503, and 7717 Zircon Drive. 

McDonald reported on the results of the 2019 assessment of vegetation obscuration by Rinnan and himself.  Driveways at 7701 (R); 7414 (L); 7507 (L); 7527 (R); 7613 (R); and 7631 (L) are considered potential traffic hazard areas for vehicles backing out onto Zircon Drive, and need to be resolved (Note: (L) and (R) refer to whether the offending vegetation is to the left of right of the driveway while facing the unit).  The Board agreed to ask NWP seek an estimate for needed work from Green Effects, our landscaping contractor.  McDonald offered to show the Green Effect contractor the subject vegetation. 

The Board discussed various steps members might take to enhance their own personal safety and agreed to consider creating a communication to the membership on the matter.

Karch presented a draft copy of a member survey for 2019.  Following discussion, the Board agreed to submit the survey to the membership.

Rinnan suggested the Board re-assess the condition of the 2-foot ROW along the back of the units.

The Board broke into closed session to discuss legal issues relating to the non-compliance at 7509 Zircon, legal issues relating to the cluster mailbox system, and related legal issues raised with our attorney earlier in the day.

Following the closed session, the Board reconvened in open session. 

McDonald moved and Tierney seconded to authorize our attorney to send a letter to the owner at 7509 Zircon demanding correction of violations of the CC&Rs, Bylaws, and House Rules; to reject the request to have Oakbrook Townhouses, Inc. replace the overhead garage door and chargeback the owner; and to prepare a draft of a fines policy for Board consideration. The motion carried.

McDonald moved and Rinnan seconded to authorize our attorney to investigate the implications of an owner’s threat to seek legal action on the location of one of the cluster mailboxes, and prepare a recommendation. The motion carried.

McDonald moved and Rinnan seconded to authorize a trust fund or other financial mechanism, in an initial amount of $2,000 to cover attorney fees.  The motion carried.

Glamba moved to authorize our attorney to update and file the CC&Rs and Bylaws, including changes approved by the membership in January, 2019.  The motion was seconded and carried.

McDonald moved and Rinnan seconded to approve payment of a PDQ invoice #80719 dated July 8, 2019 in the amount of $11,769.67.  The motion carried.

Next Meeting

The next regular Board meeting will be held August 12, 2019 at the home of Ken Karch, 7419 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:54 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President