State of the Association
Prepared by Ken Karch,
PE
President, Oakbrook
Townhouses
For Presentation to
Annual Members’ Meeting
Oakbrook Townhouses,
Inc.
January 15, 2019
I am pleased
to report on the state of the Association.
I will only highlight a few items.
Property Values
While no one
likes to pay taxes, I am pleased to report that the mean assessed value of
Oakbrook Townhouses for taxes due and payable in 2019 rose 6.6%, following an
8.0% rise for 2016, an 11.7% rise for 2017, and a 21.0% rise for 2018, 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.
Proposal for Cluster Mailbox System
Following
concerns expressed by members of mail theft and mailbox vandalism, the Board in
2018 undertook a study of the potential for a cluster mailbox system, and is
proposing actions needed to amend the Declaration of Covenants, Conditions, and
Restrictions and the Bylaws to allow it to proceed with implementation of such
a system. The proposal was submitted to
the membership in March and received positive response; and a summary of work
to date and plans for 2019 were provided to the membership as part of the
mailing for the Annual Members’ meeting. Member approval tonight of both
amendments is necessary to permit the plans to move forward, with completion
expected during 2019.
Re-Roofing of Buildings 7, 8, and 9
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, thereby eliminating the ponding which
causes roof leaks. The Building 11 job
has been completed, and has been successful in removing ponded water during
heavy storms. This project provides the basis for similar re-roofing work on
the 5 remaining flat-roofed buildings.
In 2018, the Board updated its study of roof leaks since mid-2016, and
agreed to seek proposals for tapered roof systems for Buildings 7, 8, and
9. Proposals have been secured from two
contractors, but several other roofers have declined to submit proposals,
citing several reasons. Given that we
have been able to secure only two proposals, the Board wishes to consider
moving ahead with analysis of the proposals and awarding of contracts for
tapered roofs systems for one or more of the three buildings. Funds are available to carry out the work in
our Special Projects account without seeking a dues increase or special
assessment. The Board would describe the method for selecting the winning
contractor(s), in accordance with the Bylaws contracting procedure.
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. The Board expects to consider
an additional top dressing in 2019.
Inventory of Drainage System
The Board
received from our general contractor a partial inventory of our gutter,
downspout, and drainage system. The
Board also secured information on sanitary and storm sewer stubs and received,
photographed, and digitized a number of sets of original plans for the
development. Further work is expected
during 2019.
Slope Stability Study
Update
During 2018,
the Board contracted with, and received, a slope stability study from
GeoResources, updating similar studies completed in the 2001-2003 time
frame. The study found no significant
changes since the earlier studies, but made recommendations for improvement in
five areas, which were identified and mapped, and copies of the study were sent
to the membership in June. The Board is
expected to take action to implement improvements in 2019.
Driveway Replacement
During 2018,
the Board authorized, awarded bids, and completed work on four additional
driveways, and modified its selection of finish from a smooth brushed finish to
an exposed aggregate finish.
2-Foot right-of-Way Assessment
During 2018,
the Board completed a re-assessment of the compliance with requirements to
provide a 2-foot right-of-way behind and between all buildings for fire and
maintenance access, and found all properties to be in compliance.
Adult Family Homes; Ruby Drive
Development Proposal; Chambers Creek Trail
During 2018,
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. The Board also learned of, and will follow,
plans for a 2.5 mile walking trail along the north side of Chambers Creek from
Kobayashi Park to the Chambers Creek Road trailhead.
Miscellaneous Items
During 2018,
the Board adopted a revised set of specifications for tree trimming on
the steep slopes above Chambers Creek; 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. We closed our safe deposit box after
scanning all documents in it, and turned all documents over to Northwest
Properties, which has a secure location for them. We distributed our Smart Watering,
Winterization, and other guidance documents to the membership. We also approved, rejected, or proposed
modifications to a number of member requests on a variety of topics.
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 and Officers
We
experienced the re-election of Dave Hamann, Ken Karch, and Jim Pearcy to the
Board in 2018, all for three-year terms, and the election of Carol Rehnberg to
a two-year term. Officers elected for
2018 were Ken Karch, President; Al Glamba, Vice-President; Carol Rehnberg,
Secretary; and Jim Pearcy, Treasurer.
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 past years, and is likely to do so again in the
event new members are elected to the Board.
Customer Survey and Goals
During 2018
we built upon priorities from 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 2018, based on your priorities, and has been operating under those
priorities throughout 2018.
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