Minutes of Board of Directors Meeting
November 4, 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 7:06pm.
Board members present were Al Glamba, Ken Karch, Mike McDonald (by phone), Lew Mildon, and Mike Tierney. Also attending were members Darrell Richards and Kathy Johnston. Michelle Selberg and Chris Morris from Northwest Properties were also in attendance, as was invited guest Kevin Yokes, Project Manager (Flat Roofs) of CRS Company.
We had asked Yokes to attend to discuss the issue of the failure of the bathroom exhaust fans in two of the Townhouses on which new roofs were installed. Yokes discussed initially that scuppers at some locations were too long, causing some problems. They have been trimmed to the appropriate length with no problems reported. As to the non-function of the exhausts CRS was unable to hook them up as the connection was unable to be completed from the roof. CRS installed five feet of flexible hose from the roof exhaust that needs to be connected to the fans inside the unit. Yokes will recommend a contractor who can accomplish this.
Buildings 10 and 12 are the only buildings on which roofs have not been replaced in the last 3 years. Selberg asked Yokes if CRS could also replace gutters if necessary on the Building 12 roof. He indicated that could be done and he would refer it to the appropriate project manager. We thanked Yokes for his attendance and he left the meeting.
Minutes
Tierney moved and Mildon seconded to approve the October 14, 2019 meeting minutes as submitted. The motion passed.
Treasurers Report.
McDonald briefly covered October’s expenditures, which were lower than usual as we have not received PDQ’s monthly invoice, paid some legal fees during the month.
A considerable time and discussion went into the proposed 2020 budget. Tierney moved and Mildon seconded to approve the Treasurers Report and the 2020 Proposed Budget to be presented to the homeowners for ratification or rejection. The motion carried unanimously. The proposed budget includes a $15.00 per month increase (to $345 from $330), and is the first increase since 2014.
Old Business
Transfer of Insurance Brokerage to Gallagher Insurance/Mike Englund. Paper work has been sent and necessary steps will occur to conclude the transfer.
Structural repair at 7513 Zircon is being scheduled and the helical piles are expected to be installed in January, 2020.
Update on Rear Drainage Mapping Project. Authorization has been given to Drain Pro to proceed with final corrective work on the rear drainage system on buildings.7 thru 12.
Vegetation Obscuration. Approval has been given to Green Effects to trim or remove the blocking vegetation at six locations.
Front Yard Construction at 7807/Zircon. We received an email response from the owner, which the Board will consider at the next meeting
Cluster Mail Box Project. The master key on one of the cluster mailbox units has been broken off. Contact has been made with USPS, and we are awaiting their corrective action.
NWP was asked to send a letter to the owner at 7617 Zircon advising her to contact the USPS to have her mail delivered to her door.
7509 Bylaws Violations. PDQ has boarded up the “garage entry door” and painted the total door reducing somewhat the adverse visual appearance.
7511 Repairs. Mildon reported project repairs are complete with signed acceptance in hand from the Lakewood City permit office.
New Business
Proposals have been received for re-roofing buildings 10 and 12, and additional proposals are being sought
There was a discussion regarding adding mulch to the common areas with a hand out showing projected costs. There will be further review of this at the December meeting.
Tierney had made a preliminary reservation with Oakbrook RMG golf club to hold the Annual Members’ meeting in their larger meeting room on Thursday January 16, 2020 from 7:00 to 9:00pm. Board approved to confirm the reservation including amenities.
The board went into executive session at 9:00 pm to discuss the legal issues regarding the compliance issues at 7509 Zircon, the cluster mailbox issue at 7631 Zircon, recording of the CC&R/Bylaws, and other legal matters. We returned to regular session at 9:45 pm. No actions were taken other than to make contact with our legal representative.
Next Meeting.
Next meeting will be Monday, December 9, 2019 at 7:00pm at the home of Mike Tierney 7409 Zircon Drive.
It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 9:45pm.
We wish our Home Owners and families together with the Northwest Properties staff a very happy and safe Thanksgiving.
Respectfully submitted,
__________________________
Mike Tierney, Secretary
__________________________
Ken Karch, President
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