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