Minutes of Board of Directors Meeting
October 14, 2019
Oakbrook Townhouses, Inc.
c/o Northwest Properties Agency, Inc.
9527 Bridgeport Way SW
Lakewood, WA 96499
A quorum being present, Board President Ken Karch called the meeting to order at 7:06 PM.
Board members present were Al Glamba, Ken Karch, Mike McDonald (by phone), Lew Mildon, Steve Rinnan, and Mike Tierney. Also attending were members Tim Lancaster and Darrell Richards. Also attending were Chris Morris and Michelle Selberg from Northwest Properties.
Minutes
Tierney moved and McDonald seconded to approve the September 9, 2019 Board meeting minutes as submitted. The motion passed.
Election of Officers
Karch reported that Jim Pearcy, our Treasurer, had passed away during the past month. The Board took time to remember Jim.
Rinnan moved and Tierney seconded to elect Mike McDonald as Treasurer. The motion passed with McDonald abstaining.
Rinnan moved and Glamba seconded to elect Mike Tierney as Secretary subject to Tierney’s concurrence within a week. The motion passed, with Tierney abstaining. (Note: Subsequently, Tierney agreed to the election)
Treasurer’s Report
Karch passed out the McDonald-prepared summary of the budget and expeditures thru September 30, 2019 and directed the Board’s attention to the financial report submitted by NWP.
Following discussion of general contractor, utility, insurance, audit, and legal costs, Rinnan moved and Glamba seconded to accept the Treasurer’s report. The motion carried.
McDonald provided a first look at a proposed budget for 2020, which provided a modest overrun of $5,000 to $7,000, comparable to previous years, and which may be able to be covered by careful controls of 2019 expenditures and carryover to 2020, without the need for a dues increase. More refined numbers will be available at the next meeting.
Old and New Business
Karch reported that his email to members regarding the possible re-engagement of Mike Englund of Gallagher Insurance NW was positively received. Following discussion, Tierney moved and Mildon seconded to re-engage Mike Englund and Gallagher Insurance NW as the insurance broker for Oakbrook Townhouses, and authorize the President to sign the necessary paperwork. The motion passed.
Karch described the history of needed repairs at 7513 Zircon, including recent work by our general contractor. He described the results of the recent geo-engineering and engineering studies, and bids received from three contractors to accomplish needed work. .
Following discussion Mildon moved and Tierney seconded to accept the proposal dated September 3, 2019 from RamJack, in the amount of $13,311.09, including tax, for helical pile work at 7513 Zircon and authorize the President to sign the necessary paperwork. The motion passed.
Karch reported the rear drainage system TV mapping has been completed for Buildings 1 thru 12, and corrective actions have been completed behind buildings 1 through 6. Corrective work behind buildings 7 through 12 is expected to begin shortly.
Karch reported that the board had approved replacement of three driveways at 7433, 7503, and 7717 Zircon. Work on the first two driveways has been completed and work on 7717 has begun this week.
Following an analysis of vegetation obscuring views along Zircon Drive from 6 association driveways our landscaping contractor has been asked to provide a proposal for correcting the problems. A set of specifications has been sent to them and we expect the proposal shortly.
Karch reported that cluster mailbox numbers 1, 3, 4, 5, and 6 have been installed and mail delivery service began October 1. The pad for cluster mailbox number 2 has been laid, but installation of the mailbox itself has been delayed pending legal action by Mr. Zahody at 7631 Zircon. The matter will be discussed further in closed session.
Glamba moved and Tiernay seconded that the deadline date for removal of existing mailboxes (for those who wish to keep their mailboxes) (except for Buildings 3 and 4) be delayed to November 15 from October 15. The motion passed.
Karch reported that several weeks ago, City of Lakewood inspectors, accompanied by police officers, red-tagged the unit at 7509 Zircon. No persons are permitted in the home without city approval and the water and electricity have been turned off. The association understands that the home was scheduled for foreclosure on or about October 10. The matter will be discussed further in closed session.
Karch addressed the Board on the matter of ensuring that contractors, when submitting invoices for payment be expected to clearly state that the contracted work had been completed in accordance with the contract. He pointed out his opinion that payment under conditions which do not meet this requirement leaves the Board in an awkward position regarding audits and its fiduciary responsibility. In some cases, inspection of work completion by our general contractor may substitute for such self-certification. Following discussion it was the sense that such an expectation should be the policy of the Board.
Mildon reported on the status of repair of his unit at 7511 Zircon, damaged in an auto accident
Karch reported that Lincoln Gutters submitted a proposal for re-guttering Building 12, and we have notified them that the project is approved. Subsequently, Lincoln notified us that safety concerns associated with the mansard roofs will not allow them to carry out the proposal. He has asked NWP to seek additional bids.
Karch reported we have received the calendar year 2018 Audit Report. Once again we have achieved a “clean audit” with no taxes owing.
The Board discussed a request from an owner for all 2018 work orders on all units in our HOA, and agreed that the provisions of the Board Policy on Owner Information Requests governed this request. A copy of the 2009 Board policy will be provided to the owner, and is attached.
The Board discussed the construction, without Board approval, of a wooden structure in the front common area, in violation of Article IX and Article XI, Section 8 of the CC&Rs. Following discussion, McDonald moved and Tierney seconded to request the owner to attend the next Board meeting (or otherwise communicate to the Board), to explain the reasons for the violations of the CC&Rs, namely the construction of a structure in the common area without prior Board approval.
The Board went into executive session at 8:57 pm to discuss legal issues regarding compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&Rs/Bylaws, and other legal matters, and returned to regular session at 9:45 PM. No actions were taken during the executive session, and no actions taken in regular session arising from discussion in the executive session.
Next Meeting
The next regular Board meeting will be held November 4, 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 9:46 PM.
Respectfully submitted,
_____________________________
Ken Karch, PE, Board President
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