Minutes of Board of
Directors Meeting
October 8, 2018
Oakbrook Townhouse,
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
8, 2018 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
7:05 PM.
Board
members present were Al Glamba, Dave Hamann, Ken Karch, Jim Pearcy, and Steve
Rinnan; as were member Kathy Johnson, and Bill and Pat Price from Northwest
Properties.
Minutes
Hamann moved
and Pearcy seconded to approve the September 10, 2018 Board meeting minutes as presented. The motion passed.
Treasurer’s Report
Pearcy
presented the Treasurer’s Report. Karch
passed out a spreadsheet showing Oakbrook Townhouses budgets for the past 10
years to assist in 2019 budget planning. Pat Price provided information regarding legal
services available to assist in preparing the mailbox proposal. Following discussion about the method of
reporting insurance coverage and utility costs, it was moved and seconded to
accept the Treasurer’s report. The motion
passed.
Old Business
Pat
Price shared information from a recent day of seminars for HOA officials.
The
Board reviewed wording developed by the team of Board members to address the
need to revise the declarations and bylaws to allow lockable cluster mailboxes
for the community. Following discussion,
Glamba moved and Hamann seconded to approve such wording (with minor
modifications as to form) for the membership.to consider at the Annual Members’
meeting. The motion carried.
The
Board reviewed a draft of a proposed set of specifications for future tree
trimming contracts, developed by member Nancy Dilworth. Following discussion, it was moved and
seconded to adopt the draft tree trimming specifications for use in future tree
trimming contracts.
Karch
reported on a request for deck cleaning and repair of a railing at 7705 Zircon. Photos of the site indicated the deck had not
been maintained, that it was modified by the owner without the Board approval,
and that it appeared to have been repaired in a sub-standard manner with
substandard materials. Concerns were
expressed over possible safety issues involved in substandard
construction. The Board requested NWP to
send a letter to the owner requesting a copy of any building permits which had
been obtained for the work.
Karch
reported that the 2019 Annual Members’ Meeting has been secured at the Oakbrook
Golf Club on Tuesday, January 15, 2019 starting at 7:00 PM. Members will receive a full packet of
materials 30 days prior to the meeting.
Karch
updated the Board on the recent City of Lakewood court case relating to release
of violent offenders to adult family homes, and prepared wording to update the
membership. Following discussion, Hamann
moved and Rinnan seconded to send the update to the membership. Motion passed, with Pearcy abstaining, due to
conflict.
Karch reported
that three driveways had been completed since the last meeting and a fourth was
awaiting additional bids.
Karch
reported that two owners had reported potential dryer vent problems. Bill Price
reported that a wide range of dryer vent configurations are known to exist in
Oakbrook Townhouses, and that companies are available to homeowners and
associations to clean out dryer vents.
The Board asked that our maintenance contractor investigate and report
on such situations.
Karch
reported on a mailbox accident at 7617 Zircon.
The matter has been referred to the owner’s insurance company.
Karch
reported on a roof leak in Building 1, and reported that the roof was last
constructed in November, 2006 by a company which has since gone out of
business. NWP was authorized to contact
the manufacturer to determine applicability of the manufacturer’s warranty.
Karch
reported on a 2018 update of a roof leak frequency study originally completed
in 2016 and passed out copies, showing most frequent recent roof leaks occurred
in Buildings 7, 8, and 9. He also
described bids received for repair of roofs on Buildings 7, 8, and 9. The
Board authorized NWP to seek bids for tapered roofs for Buildings 7, 8, and 9.
Karch
reported on, and passed out, materials from a recent “law day” seminar relating
to updating HOA governing documents.
Next Meeting
The
next Board meeting will be held November 12, 2018, at the home of Jim Pearcy at
7813 Zircon Drive at 7:00 PM.
It was moved
and seconded to adjourn the meeting. The
motion passed and the meeting was adjourned at 8:48 PM.
Respectfully submitted,
__________________________________________
Ken Karch, PE, Board President
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