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
