Oakbrook Townhouses Board Meeting Minutes November 12 2018

Minutes of Board of Directors Meeting

November 12, 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 November 12, 2018 at the home of Jim Pearcy, 7813 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:11 PM.

Board members present were Al Glamba, Ken Karch, Jim Pearcy, and Carol Rehnberg; as were member Kathy Johnson, and Bill and Pat Price from Northwest Properties (NWP).

Minutes

Pearcy moved and Rehnberg seconded to approve the October 8, 2018 Board meeting minutes as corrected (spelling error; building numbers).  The motion passed.

Treasurer’s Report

Pearcy presented the Treasurer’s Report, reporting that Oakbrook Townhouses is within its budget through the first 10 months of 2018.     Following discussion about insurance, landscaping, and utility costs, it was moved and seconded to accept the Treasurer’s report.  The motion passed.

Old Business

Pearcy and Karch introduced information regarding the proposed budget for 2019.  Karch passed out a spreadsheet showing Oakbrook Townhouses budgets for the past 10 years to assist in 2019 budget planning, and a draft budget based on discussions last month.  After discussion, the Board agreed that neither a dues increase nor a special assessment was necessary in 2019.  Pearcy moved and Glamba seconded that the budget proposal for a continuation of the current dues at $330 per month be tentatively adopted for presentation to the membership at the January 15, 2019 Annual Members meeting. The motion passed.

Karch passed out copies of the final tree trimming specifications, as approved last month.

Karch summarized the discussion on the cluster mailbox proposal at the last meeting and passed out a final version of the proposal and ballots to modify the Declarations of Covenants, Conditions, and Restrictions (CC&Rs) and Bylaws.  These materials will be sent to the membership for approval at the Annual Members’ meeting.

Karch reported that proposals had been received from Contractor’s Roof Service to install tapered roofs for buildings 7, 8, and 9, following last month’s review of roof leak work orders.  NWP is pursuing additional proposals.

Karch reported that the owner at 7705 Zircon rejected the Board’s request to provide a permit for the deck work carried out without Board approval. Following discussion, the Board agreed that the requested work was the owner’s responsibility.  Pat Price reported that another HOA had used a form to be filled out by any owner seeking approval for work, to be filed with the appropriate governmental agency, and to be provided to prospective buyers upon the sale of the unit.  Karch indicated that we would communicate the Board’s recent actions in writing to the owner.

Karch reported on the follow-up to roof leaks in Building 1.  The roof was put down in 2004 by a company which has subsequently gone out of business.  At the Board’s request, NWP has contacted the roofing material manufacturer, which has requested samples of the subject roofing material and photos.  Our contractor has secured same and NWP has forwarded them to the manufacturer.

Karch reported on a query from the owner at 7807 on the status of work planned on his unit.  Our contractor has been asked to provide an update.

Karch reported that the update on the adult family home issue had been sent with the minutes to the membership in accordance with the Board’s action last month.  The Board was made aware of a recent killing in an adult family home in the neighborhood.  Johnson reported on a recent community meeting on the issue of violent and sex offenders assigned to adult family homes.

New Business

The Board agreed to send out the annual winterization mail-out with the November meeting minutes.

Next Meeting

The next Board meeting will be held December 10, 2018, at the home of Ken Karch at 7419 Zircon Drive at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 8:38 PM.

Respectfully submitted,

__________________________________________

Ken Karch, PE, Board President