Minutes of Board of
Directors Meeting
June 10, 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 May
13, 2019 at the home of Mike McDonald, 7531 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, Mike McDonald, Jim
Pearcy, Carol Rehnberg, Steve Rinnan, and Mike Tierney. Also attending were
members Kathy Johnson, Lew Mildon,
Cathie Reid, and Dennis Shuler; guest Tim Lancaster; and Bill and Pat Price from
Northwest Properties.
Member Comments
Members
present addressed a fallen tree near 7601 Zircon; drainage below some of the
roof outlets (commonly called scuppers); burning of building materials behind a
unit; timeliness of responses from NWP and the Oakbrook Townhouses maintenance contractor.
Minutes
Hamann
moved and Mike McDonald seconded to approve the May 13, 2019 Board meeting
minutes as submitted. The motion passed.
Treasurer’s Report
Pearcy
presented the Treasurer’s Report, including payments for the roofing
projects. Mike McDonald moved and Mike
Tierney seconded to accept the Treasurer’s report and financials
discussion. The motion passed.
Following
discussion, Mike Tierney was appointed to perform liaison responsibilities
between the Board and Northwest Properties.
Old Business
Karch
reported that the reroofing of Buildings 7, 8, and 9 is completed. Members reported some unfinished work on
Building 9.
Karch
reported that work on reroofing of Buildings 1, 3, 4, 5, and 6 has started
following approval for delivery of materials, with work on Building 6 being
complete. All this work is warranty
correction work at no cost for the new roofing material.
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. The contractor will be
contacted next week to clarify some issues.
Karch
reported that Beyler Engineering of Lakewood would be contacted to perform an
assessment of the slope stability issues at 7513 Zircon raised at the
last meeting.
Karch
reported that work on driveway replacement at 7415 is complete and the
owner has indicated satisfaction.
Karch
reported that the earthquake insurance payment previously approved by
the Board has been made.
Karch
reported that Hamann, McDonald, and Karch met two weeks ago to consider
alternative locations for proposed cluster mailbox #2, after concerns expressed
last month by a member at 7631 Zircon, and are proposing a location about 10
feet to the west of the centerline between Buildings 3 and 4. Photos were passed out showing vegetation
which would need to have to be removed and/or relocated. Glamba requested that the minutes reflect
that the owner may request the USPS to deliver mail to his door; that the top
height of the cluster boxes is 62 inches above the concrete foundation slab,
thereby discouraging pickup from idling vehicles; and that owners will be
discouraged from picking up mail from their vehicles. Karch reported that only 10 homeowners reside
in Buildings 3 and 4, and that a recent City of Lakewood traffic study showed
an average of 1482 vehicles per day on Zircon Drive. Karch reported we had received two proposals
and a demurral from a third. After
discussion, Hamann moved and Tierney seconded that the Board accept the
proposal from the MailboxGuy for six cluster mailboxes at $12,799.80,
including installation and taxes, and authorize the President to execute
necessary documents. The motion
carried. NWP was asked to notify the
contractor to secure timing and responsibility for locating buried utilities,
and to manage the contract.
Karch
reported on a proposal received for stabilization of the slope behind 7507. The Board has one proposal and had authorized
securing additional proposals, and has identified contractors who may be asked
to do so. Since the last meeting,
members have questioned whether the responsibility for such work, when changes
have been made in the rear topography by homeowners, may fall on the
homeowner.
Karch asked
the Board to consider the broader question of more clearly defining the
relative responsibility of the association vs. the individual homeowners in
the common area to the rear of the property, and agreed to do so at the
next meeting. Following discussion, Karch
appointed Glamba, McDonald, and Tierney to investigate and report to the Board
at the next meeting.
Karch
described the history of the non-compliance issue at 7509 Zircon,
including the mailing of a letter and a compliance agreement to the owner;
compliance investigations; discussions with neighbors and with family members
of the owner; and concerns expressed by members at the last Board meeting. Following discussion, Pearcy moved and
Rehnberg seconded to secure legal representation to secure compliance with the
Oakbrook Townhouses CC&Rs, Bylaws, and House Rules. The motion carried.
New Business
Karch
raised the issue of difficulty backing out of member driveways as a result of obscuring
vegetation, and recommended an assessment of such conditions throughout
Oakbrook Townhouses. McDonald and Rinnan
volunteered to do such an assessment and report back to the Board.
Karch
raised the personal safety issues raised by members at the last meeting,
and suggested we ask NWP to identify any similar responses from other HOAs, and
asked Board members to offer any suggestions for discussion at the next Board
meeting.
Karch
raised the question of whether a repeat of the customer survey the Board
initiated in 2014 was in order.
Following discussion, the Board agreed to conduct a customer survey in
2019, and to consider a proposal at the next Board meeting.
Karch
asked the Board to consider doing a driveway condition assessment in
2019. Following discussion, McDonald and
Rinnan agreed to conduct a driveway assessment and report back at the next
Board meeting.
Members
asked that the gutters and downspouts be cleared, as soon as the roofing
jobs are completed.
Next Meeting
The
next regular Board meeting will be held July 8, 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 8:54 PM.
Respectfully submitted,
_____________________________
Ken Karch, PE, Board President
