Oakbrook Townhouses Trash & Garbage Requirements

Request and Expectation of the Board

to Observe Trash and Garbage Requirements

Oakbrook Townhouses, Inc.

March 9, 2020

Your Oakbrook Townhouses Board considers a pleasing “face to the community” to be an important value to its members for aesthetic, social, and economic reasons.  Indeed, the Declaration of Covenants, Conditions, and Restrictions specifically reference the need to maintain the “harmony of external design” of the community.

The CC&Rs also require that “all rubbish, trash and garbage shall be regularly removed from the properties and shall not be allowed to accumulate thereon,” and that all refuse containers shall be prohibited upon any lot, unless obscured from view of adjoining lots and streets.

Our members have periodically complained of garbage and trash containers being left in, and adjacent to, the driveways of some members beyond the usual pickup days.  The complaints reflect a concern by members that the Oakbrook Townhouses CC&Rs are being ignored, to the detriment of its members.

This communication is to re-state the request, and expectation, of the Board that all members store their trash and garbage containers in their garages at all times except for the few hours before and after scheduled trash and garbage pickup, generally occurring early on Monday mornings.  Failure to do so will be considered a violation of the CC&Rs.

To date, the Board has not received, nor approved, any requests for approval of a trash container structure (or any structure, for that matter) in the common area to the front of the units, and has treated, and expects to continue to treat, any such structures or other modifications to the front of the units without prior Board approval as a CC&R violation.

The Board appreciates all members’ cooperation on this matter.

  

Ken Karch, PE

President

Oakbrook Townhouses Board Meeting Minutes March 9 2020

DRAFT

Minutes of Board of Directors Meeting

March 9, 2020

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 March 9, 2020 at the Oakbrook Country Club Condominiums cabana.

A quorum being present, Board President Ken Karch called the meeting to order 7:20 PM.

Board members present were Rick Boulware, Al Glamba, Dave Hamann (by phone), Ken Karch, Mike McDonald, Lew Mildon, Steve Rinnan, and Mike Tierney. Also attending were members Kathy Johnson, Di Repke, and Darell Richards, as well as Michelle Selberg and Chris Morris from Northwest Properties.

Minutes

Boulware moved and Mildon seconded to approve the February 10, 2020 Board meeting minutes as submitted. The motion passed.

Treasurers Report.

McDonald reviewed the February, 2020 financial results, and pointed out two significant issues:  a) payment for foundation support repairs to the deck at 7513 and b) a PDQ invoice for the month. The capital Improvements/major products account has been reduced to $12,675.26 due to the roof replacements made in 2019. Modifications to the system due to the new monthly charge ($345) are largely complete.  A motion to accept the financial report was made by Glamba and seconded by Boulware. The motion passed..

Old Business

Work is complete on the structural repair to 7513 rear deck support. The City permit has been signed and posted. The owner has requested a company repair cracks in the east side of the foundation – the Board found that such foundation cracks are common and easily repaired by sealing them. NWP will request our general maintenance contractor to inventory similar cracks throughout the community.

Front Yard Construction at 7807/Zircon. Although the garbage can enclosure constructed without approval has been removed, other owners have noted that here, and at other locations in the community, garbage cans continue to be left outside the building in violation of the CC&Rs. A letter will be sent to all owners requesting that they store the garbage cans in their garage except for the hours immediately before and after trash/garbage collection. 

Cluster Mail Box Project  All the lockable cluster mail boxes have been installed. NWP will contact The Mailbox Guy, our supplier, for delivery of keys for the last two units for both the homeowners and USPS. Instructions will be sent regarding when and how the keys will be dispersed.

Buildings 10 and 12 Roofs & Gutters Bids received from TransBlue and CRS were discussed and NWP was asked to attempt to normalize certain aspects of the bids and to request attendance by TransBlue at our next Board meeting to discuss its bid. 

7507 Slope Erosion The Board discussed a request by the owner to ameliorate erosion of the slope behind her unit by overflow from roof drainage during recent storms.  NWP was asked to contact roofer CRS for recommendations for a solution.  The Board also discussed the general erosion situation reported in the Slope Stability study completed in 2018.

7509 CCR/Bylaw Violations  Approval was given by the board to continue legal action as necessary.

5 Year Plan and 2020 Goals  A general discussion was held with more in-depth discussions on plans and issues planned for the April Board meeting.

New Business

Request for attention to the “French drain” at 7631. The board agreed to have Edwin look again at the driveway flooding problem and make recommendations for correction.

Dryer vent policy.  The Board discussed possible rodent intrusion into dryer vent and tabled the issue until we have evidence or complaints regarding rodent problems.

Sewer backup issue at 7811. There is an apparent sewer blockage between the home and the street sewer. NWP has asked Drain Pro to scope out the drain, and repair, or make recommendations as necessary.  

The Board approved a proposal for vegetation enhancement between Buildings 5 and 6. 

The Board approved a request for an air conditioner at 7407 Zircon.

Owner Di Repke presented information to the board for approval of a request for the changes to the garage deck at 7527 Zircon to enhance beautification and privacy and reduce light intrusion from across the street. The proposal covered the installation of Trex decking, screens, and various planters that are plastic or wood.

The Board expressed concern over the live load on the deck, on the need to clarify responsibilities of the association and owner on garage deck improvements, and on the need to develop a policy for future actions.  Following a motion by McDonald and seconded by Tierney, the Board approved the proposed improvements on a 4-3 vote, with Boulware, McDonald, Mildon, and Tierney voting to pass, and Glamba, Karch, and Rinnan opposed (Hamann had left the meeting earlier). 

The Board also approved a window color of brown, bronze, earth tones, or dark grey, but not white, for windows to be installed at 7527 Zircon.

The Board asked NWP to request PDQ to investigate whether any damage may have been done by an alleged person running across a roof of one of the buildings during nighttime hours.

The Board approved a contract with Chimney Specialists of Sumner, WA, in the amount of $1,318.80, to identify needed chimney maintenance in buildings 7 through 12.

The Board approved invoice #30720 from PDQ Construction, dated March 7, 2020, in the amount of $5,187.97.

Next Meeting

The next Board meeting is scheduled for Monday, April 13, 2020 at 6:30 PM at the Oakbrook Country Club Condominiums cabana (next to the pool between buildings C and D). 

It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 10:08 PM .

Respectfully submitted,

__________________________

Mike Tierney, Secretary

__________________________

Ken Karch, President

                                     

Oakbrook Townhouses Board Meeting Minutes February 10 2020

DRAFT

Minutes of Board of Directors Meeting

February 10, 2020

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 February 10, 2020 at the Oakbrook Country Club Condominiums cabana.

A quorum being present, Board President Ken Karch called the meeting to order 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 Kimi Ginn (representing Rick Boulware) and Kathy Johnson, as well as Michelle Selberg and Chris Morris from Northwest Properties.

Minutes

Tierney moved and Mildon seconded to approve the January 6, 2020 Board meeting minutes as submitted. The motion passed.

Mildon moved and Glamba seconded to accept the January 16, 2020 Annual Members’ meeting minutes for presentation to the membership at the 2021 Annual Members’ meeting. The motion passed.

Mildon moved and Glamba seconded to accept the January 16, 2020 Board meeting minutes as submitted.  The motion passed.

Treasurers Report.

Mike McDonald briefly covered January financial results, including a payment for taxes on driveways completed in 2019, the water bill, and a PDQ invoice..  A motion to accept the treasurers’ report was made by Rinnan and seconded by Mildon. The motion passed.

                   

McDonald discussed an issue regarding the increased dues from $330 to $345 for the members who pay their dues directly from Rent Track, and those who have their dues automatically dispersed from their bank.  Some of these members only paid the old amount of $330 for February 1.  The Board felt that all such members needed to call Rent Track or their bank to arrange for the change to $345, but should not be penalized by assessment of late fees for the month of February.  The Board agreed that a letter should be sent out to all members indicating the necessity of these actions. Members who only paid $330 for the monthly dues due February 1 may send a check to NWP for the $15 short in the February dues or have their contractors pay the extra $15 on March 1 making a payment of $360.  McDonald moved and Rinnan seconded that we waive the penalty for late payment for those members who paid only $330 for February, provided that they bring their account up to date by March 1. The motion passed.

Old Business

Update on the structural repair to the rear deck at 7513 Zircon. Work is complete, but the permit has apparently not been finally approved by the City of Lakewood. NWP was asked to hold final payment pending final inspection.

Karch reported receipt that day of a proposal for repair of cracks in the foundation at 7513 Zircon.  Discussion disclosed that foundation cracks are normal, are not structurally significant if sealed against water and oxygen, were cosmetic in nature, and were not indicated to be a problem by either the engineering report or the bids from the contractor for the rear deck work.  The proposal will be reviewed and discussed further at the next meeting.

Front Yard Construction at 7807 Zircon.  The home owners have removed the structure built in the common area in violation of the CC&Rs.

Cluster Mail Box Project. Five (5) of the six (6) cluster mailboxes are in operation, and the lawsuit involving the sixth has been resolved.  The concrete pads have been poured for the final mailboxes. The Board discussed the complexities involved in completing the system

Re-roofing of Buildings 10 and 12. We have two proposals for re-roofing of Buildings 10 and 12, and will have further discussion at the next Board meeting. The Board also  discussed the need for correcting leaks and internal damage resulting from recent rains at several locations.

7509 CCR/Bylaw violations. A letter has been sent by our attorney to the homeowner demanding correction of CC&R/Bylaws violations at 7509 Zircon.

Update and filing of the 2019 CC&R revisions.   This work has been completed.

The Board debriefed the Annual Members’ Meeting. General comments were positive from the aspect of homeowner involvement and questions. The Adriatic Grill did a good job on the layout and the amenities.

A draft assessment of the 2019 goals was distributed to Board members, who were asked to review it in preparation for the development of goals for 2020.  Karch distributed copies of a draft of a 5-year plan now required by the state legislature.

New Business

Request for proposal for the 2020 Reserve Study. Following discussion on the need to prepare a reserve study in 2020, McDonald moved and Tierney seconded to have Associated Reserves assist us again in the development of the Reserve Study at a cost of $2,340. The motion passed.

Karch provided updated materials for the New Member Orientation notebook. The Board agreed to meet at 6:30 PM for the next few meetings, to review the materials.

Cable TV discussion.  The Board reviewed material relating to the cable TV contract, and agreed that, when the current contract is due to expire, the Board negotiate conditions and costs.

Sewer issue at 7811 Zircon. There is an apparent blockage between the home and the street sewer. A contractor has been engaged to scope the line and make repairs or recommendations.

The Board agreed to ask our general contractor to review a drainage problem at 7631 Zircon.

Next Meeting

The next Board meeting is scheduled for Monday, March 9, 2020 at 6:30 PM at the Oakbrook Country Club Condominiums cabana (next to the pool between buildings C and D).  Board members thanked Kathy Johnson for providing access to the facility, and concluded it is an excellent meeting room. 

It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 9:08 PM .

Respectfully submitted,

__________________________

Mike Tierney, Secretary

__________________________

Ken Karch, President