Oakbrook Townhouses Board Meeting Minutes June 14 2021

 

DRAFT

Minutes of Board of Directors Meeting

June 14, 2021

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 June 14, 2021 in the garage at 7419 Zircon Drive SW. All members present reported being fully vaccinated against COVID 19.

A quorum being present Board President Ken Karch called the meeting to order at 7:05 PM on June 14, 2021.

Board members present were Rick Boulware, Al Glamba, Ken Karch, Douge Martin, Mike McDonald, Lew Mildon, Steve Rinnan, and Mike Tierney. Also in attendance were Michelle Selberg and Chris Morris from Northwest Properties (NWP).

Minutes

Glamba moved and McDonald seconded to approve the May 10, 2021 meeting minutes as amended and submitted. The motion passed.

Treasurers Report.

McDonald reviewed the current financial status. We have allocated $17,000 from the Capital Fund to cover the major deck repairs to 7707 Zircon Drive.

A general discussion was held regarding on e-mails between Liberty Mutual Insurance and Heritage Restoration regarding an increased cost estimate for the fire damage repair at 7617 Zircon Drive. The issue is being resolved between the two companies.

McDonald indicated a miscellaneous income item of $11,083 is associated with fire claim at 7617 and will be expended next month.

We are also showing an unusually high (5) Aged Receivables with a total $9,280 owing. Morris indicated that four of them will be resolved shortly. By current COVID regulations we can’t apply any late fees for these receivables. 

Boulware moved and Martin seconded to accept the Treasurer’s Report. The motion passed.

OLD BUSINESS

Ruby/Zircon Dr. Development. It appears progress has picked up on the construction site and it was mentioned that one of the homes has already been sold.

One of our home owners expressed concern over vehicle traffic causing safety issues on Zircon Drive from excessive speed and increased quantity of vehicles.  Karch indicated that traffic count studies had been conducted by the city as part of its review before approving the PDD plan to permit 16 single family homes.  At that time the counts were not considered high volume. Tierney commented that the Oakbrook Golf Club has increased membership considerably from when it was a private club, in addition to increased numbers of non-members also playing golf.  It was indicated that numerous “speed bumps” cause problems with Police, Fire and emergency vehicles. The board agreed to ask the City of Lakewood for an updated review of the traffic load and speeds on Zircon Drive.

Sale and Reconditioning of 7509 Zircon Drive. Morris reported that there is a tentative closing date on the property June 30, 2021. Mildon reported that back yard and deck area has been greatly improved.

Chambers Creek Trail/Homeless Encampment.  Karch and Tierney took a walk down the canyon mid-May and took photos of an encampment on an island in the center of Chambers Creek, which appeared to have a log bridge for access. The photos were submitted to both Pierce County and the City of Lakewood. A review of GPS data indicates the encampment was on Pierce County property. Sheriff’s deputies have since removed the encampment. The proposed trail is a joint project between Pierce County and the cities of University Place and Lakewood. The original project plan was tabled due to excessive cost estimates, and alternative plans are being researched.  As plans develop, there will be a meeting of all parties including Oakbrook Townhouses.

Update on Fire Repair at 7509 Zircon. As reported under the financial section there are discussions going on between our insurance company and the contractor regarding increased costs.  It was reported that work is near completion with interior work 80% complete and exterior work 75% complete as of mid-May.  Mike Englund, our insurance representative, has contacted both parties to get this resolved quickly. We expect an update this week.

Trans Blue Gutter Repair and Replacement.  The Board asked for quotes to replace the current gutters and downspouts on the remaining four (4) flat-roof buildings 7, 8, 9, and 11 as was recently done on buildings 10 and 12.  Several companies were contacted to provide bids, with two responding and one declining, citing workload. Other companies were contacted without success.  Bids were received from TransBlue and T.D.Q. The board felt that due diligence was conducted and that the low bid should be accepted.  Boulware moved and Rinnan seconded the motion to accept the quote from TransBlue in the amount of $35,193.16. Motion passed.

Cable TV Discussion. McDonald reviewed our contract with Comcast where we currently pay $27.46 per household/month. This will be increased next year by 4% to $28.55 per month. He contacted DISH, who quoted $29.66 per household with a two (2) year contract. The Board discussed several options, including possible removal of the requirement in the CC&Rs and Bylaws to provide cable TV service, which would require a vote of the membership, but took no action.

Other

McDonald led a discussion on preparation of the 2022 Budget giving thought to capital projects, cost increases, etc.  He plans to have a preliminary 2022 budget prepared by October.

New Business

Karch asked Selberg to follow up with P.D.Q. and CRS, regarding the repainting of the ceiling at 7421 Zircon with the approved recommended paint for “popcorn ceilings.”

Selberg was asked to get quotes on PRIVATE PROPERTY - NO TRESPASSING SIGNS to be installed in our area of the Chambers Creek canyon.

The sprinklers are expected to be turned on this week.

Garage Roof Problem at 7627 Zircon.  It was uncertain whether this roof had a “torch down” membrane.  Selberg has contacted contractors for quotes.   This included Frank & Son and Roof Doctor. The only company willing to quote was DBA Construction Services, which quoted $3,485.10 for the repairs. Mildon moved and Boulware seconded to award the contract to DBA. The motion passed.

Karch, our board president, will be absent from the state from June 15 thru June 23, 2021. Glamba, our vice president, will handle the duties during this time frame.

Next Meeting

The next Board meeting is scheduled for Monday, July 12th, 2021 at 7:00 PM at 7705 Zircon Drive SW.

Adjournment

MacDonald moved and Mildon seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 9:26 PM.

Respectfully submitted,

__________________________             ____________________________

Mike Tierney, Secretary                              Ken Karch, President

Oakbrook Townhouses Board Notes to Members May 10 2021

 

Board Notes to Members

May 10, 2021

                                                                                                   

Authorized and Unauthorized Persons

The Board has been made aware of several instances of unknown and/or uninvited persons entering Oakbrook Townhouses property, and wishes to call members’ attention to this.

In most cases, the encounter occurs during normal working hours (sometimes on weekends), and is the result of Board-approved activity by either Board members, our general maintenance contractor (Edwin Wittstruck), or by Board authorized outside contractors engaged for a variety of Board approved, legitimate purposes.  Examples include landscaping, pest control, or tree trimming or removal personnel.  They may also be persons engaged to read water, gas, or electric meters, or engaged in repair or replacement of such meters.  Some of them will have uniforms or identifying name badges. Encounters may occur on the roofs of our units, or in the front, side, or rear open areas, and persons you encounter should have no problem identifying themselves and their purpose for being there.

In the case of Board-authorized work, Northwest Properties makes an effort to notify members likely to be effected (such as members of Buildings 10 on the re-roofing job, or the members affected by the installation of the last two cluster mailboxes), but the number and variety of such encounters, including those for which we have no control, such as weather, makes such an effort difficult.  We are asking members’ assistance…if you have a question about an encounter, contact NWP or a Board member first.

In other cases, the encounter may occur anytime during the day or night, and be with a person or persons encountered, who has no legitimate business.  Members are encouraged not to engage such persons, but to report such encounters to Northwest Properties (during the day), or the Lakewood police department, depending on the nature of the encounter.  If you see something, say something!

Fire Control Risks

With the coming summer season, members may be more active outdoors, with outdoor gatherings, barbeques, and minor maintenance and repair activities.  These activities provide greater opportunities for risks of slips, falls, and fire risks.

As a result of a recent fire in Oakbrook Townhouses the Board wishes to urge members to be extra careful of the use or placement of combustible materials in such a way as to increase fire risk.  This includes charcoal and gas barbeques, paints and stains, a variety of combustible household  chemicals, and rags saturated with them.  Remember that combustible material soaked rags do not need an open flame to burn, but may spontaneously combust when in the presence of oxygen and warmth, even that of sunshine.

Smart Watering

Attached is the Smart Watering notice the Board approved on April 9, 2014 and sends out each year in the spring to ensure our members are aware of ways we can control excessive use of water, which is paid for by the Association (and therefore by you!).  The Board asks that all members read and abide by the guidelines in it.  Our landscaping contractor has indicated the sprinkler system will be turned on the week of May16-22.

Landscaping

The Board engages a landscaping company to maintain the general landscaping within Oakbrook Townhouses common areas.  It also allows, under certain conditions, members to plant or maintain portions of the common areas adjacent to their units.  The Board adopted a policy on landscaping on May 9, 2016 to guide members on this matter.  A copy is attached, and the Board asks all members to observe its provisions.  Failure to do so may result in removal of member-planted vegetation at the member’s expense.

.   .

Oakbrook Townhouses Board Meeting Minutes - May 10 2021

 

DRAFT

Minutes of Board of Directors Meeting

May 10, 2021

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 May 10, 2021 in the garage at 7531 Zircon Drive SW.  All members present reported being fully vaccinated against COVID 19.

A quorum being present, Board President Ken Karch called the meeting to order at 7:08 PM on May 10, 2021.  This was the first Board meeting since September 14-15, 2020.  All intervening issues have been handled via email due to the restrictions imposed by COVID 19 and permissions granted HOAs by the Governor’s proclamations.

Board members present were Rick Boulware, Al Glamba, Ken Karch, Doug Martin, Mike McDonald, Lew Mildon, and Mike Tierney. Also attending via conference call were Michelle Selberg and Chris Morris from Northwest Properties (NWP).

Minutes

McDonald moved and Boulware seconded to approve the September14-15, 2020 meeting minutes as submitted. The motion passed.

Current Issues

McDonald and Selberg brought the Board up to date on the major repairs needed on the two-level deck structure at 7707 Zircon Drive.  We have two bids (from PDQ (our general maintenance contractor) and TransBlue) while a third contractor declined due to heavy workload.  The Board agreed that a formal proposal from Trans Blue will be sent to the President as soon as possible, with a recommendation to be provided to the Board by Monday May 17. Board approval will be sought via email   As this is a repair and not new construction it is not necessary to secure a permit. The Board agreed that expeditious completion is a key requirement, recognizing that many contractors are over-loaded, and building materials prices are growing rapidly.  There was further discussion on the issue in the financial section.

A second subject is the reconditioning of 7509 by the new owners. The garage door has been replaced with what appears to be an acceptable door. Although the door appears to be acceptable, NWP will again remind the owners that they require board approvals for exterior structure changes. A full list of required improvements was provided to the previous owner in our demand letter to him, and will be provided to the new owner.

It was reported that Trans Blue personnel had been on site to assess the condition of gutters and downspouts on buildings 7, 8, and 9, in anticipation of replacement, and a gutter issue at 7807 Zircon.

Morris and Selberg were excused to attend another meeting.

Treasurers Report.

McDonald reviewed the current financial status. As discussed previously we are looking at a major expenditure for the deck repairs to 7707 Zircon. McDonald recommended that we allocate $25,000 from the capital projects budget to cover this cost. That still leaves more than $28,000 in our capital projects budget account.

McDonald then advised the board that we have received two checks from our insurance company totaling $205,149.46 to cover the costs of the fire damage at 7617 Zircon. Spending on the repairs to date is $124,599.26. Our deductible is $5,000.

Our earthquake insurance will now be payable in August when our other insurance coverage bill is due.

There was a major discussion regarding the costs of material for repairs and new construction. They have increased in some cases by five to ten times.

The final report was the unpaid dues from 7509 Zircon of $2,760 that are lost due to the bankruptcy declaration. There is now a new owner, who is making repairs.

Boulware moved and Glamba seconded acceptance of the financial report. The motion carried.

Old Business

Karch reported on the Board’s approval to combine the two major insurance renewal dates to a date in August.

There was a discussion of Ruby/Zircon single Family Home construction.  It appears that the builders are suffering somewhat from the delivery of building material supplies. This is an ongoing dilemma in the construction business.

Karch addressed the necessity again of updating our Reserve Study.  The board approved $1,690 to prepare the study during 2021. This study is required by state government for all homeowners associations, and will update those conducted in 2009, 2012, and 2016.  It provides detailed estimates and cost projections for a variety of projects for a 30-year period, and is provided to members and prospective buyers of properties in Oakbrook Townhouses.

Karch and Tierney reported on the status of the Chambers Creek Trail. The trail is a project being managed by the cities of Lakewood and University Place, and Pierce County. The initial project plans appear to have been revised due to overall cost. The City of Lakewood will invite members of our board to a meeting with them, University Place, and Pierce County when they have developed a revised plan.

We have experienced some transient problems near, and possibly on, Oakbrook Townhouses property in the Chambers Creek ravine. This is an ongoing issue. There have been complaints from home owners in Buildings 1 and 2 regarding some encampments and also some issues with strangers walking throughout the area. We have called the city regarding the problems and the Lakewood police have evicted the violators at least twice. We will maintain awareness of this issue. We also will be installing some Private Property signs along our boundaries.

The flat roofs have been replaced on Buildings 10 and 12 along with new 4” gutters and drains. The result from the work on the projects appears to be positive.

The Board also discussed a major repair due to water damage on the siding and the garage at 7513. The estimated cost of the repair is $7,000.

New Business

The Board agreed to authorize Edwin to paint the water damaged ceiling at 7421 Zircon.

McDonald reported he will contact Comcast regarding the renewal and cost of a new contract.

The board will issue letters to home owners on the following subjects:

·         Awareness of strangers throughout the property. We need to review methods of communicating to owners when we have contractors or visitors coming through the properties.

·         The requirements of not leaving combustibles on garage roofs and decks that could lead to combustion.

·         Watering directions to homeowners

·         Planting landscaping policy.

Next Meeting

The next Board meeting is scheduled for Monday, June 14, 2021 at 7:00 PM at 7419 Zircon Drive SW

Adjournment

Boulware moved and Mildon seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 8:50 PM.

Respectfully submitted,

__________________________

Mike Tierney, Secretary

__________________________

Ken Karch, President

                                

 

Oakbrook Townhouses Board Meeting Minutes September 14-15 2020

 

DRAFT

Minutes of Board of Directors Meeting

September 14-15, 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 September 14 and 15, 2020 via ZOOM meeting management software and at 7531 Zircon Drive SW. 

 A quorum being present, Board President Ken Karch called the meeting to order 7:20 PM on September 14, 2020.

 Board members present were Al Glamba, Ken Karch, Mike McDonald, Lew Mildon, Steve Rinnan, and Mike Tierney. Also attending were Mike Englund from Rice Insurance, and Michelle Selberg and Chris Morris from Northwest Properties.

Minutes

McDonald moved and Tierney seconded to approve the March 9, 2020 Board meeting minutes as submitted. The motion passed. Note that, due to the limitations placed by the Governor on meetings due to the COVID 19 pandemic, this was the first Board meeting since March 9.

Treasurers Report.

McDonald covered August financial results. He explained a temporary transfer of funds from the Operating Account to the Special Projects account and other account balances.  He indicated we had not been billed for insurance deductible resulting from fire damage at 7617, but had received an estimate for the damage repair, to be covered by Oakbrook Townhouses and the homeowner’s insurance.

McDonald briefly explained some options for the 2021 budget and provided information for the Board’s consideration which would allow a continuation of the current level of monthly charges, without the need for an increase. He suggested modest adjustments for 2021 in the legal fees, building insurance, landscaping, tree pruning, tree removal, utilities, general repair account; and reserve fund and special projects contributions.

Old Business

Approval of Insurance Proposal

Mike Englund from Rice Insurance explained insurance availability and price pressures due to COVID 19, hurricanes, wildfires, and other issues, including the recent fire claim experienced at 7617 Zircon, and provided his best proposal for building and related insurance, at an annual premium of $38,959, up from the 2020 premium of $34,345, a 13.4% increase, effective August 23.  Coverages are the same with a slight increase in the building blanket coverage to $16,443,566 from $16,248,588. He indicated the 7617 Zircon fire damage claim estimate is approximately $185,000. The Board agreed that members should be reminded of the need to minimize behavior which increases the risk of fire, including use and storage of combustible materials, the fire inspector’s conclusion regarding the cause of the recent unit fire at 7617 Zircon. 

Englund commented this is the largest claim we have had in the last 10 years and that it is being resolved very positively by Liberty Mutual indicating a sense of trust we have with our insurance carriers. McDonald moved and Mildon seconded to approve the Liberty Mutual Insurance proposal from Rice Insurance. The motion was approved unanimously.

New Business

Chambers Creek Trail Access Request

The board had received a request from the Pierce County Parks and Recreation Department to access our property behind the townhouses’ going down to Chambers Creek, for staking and surveying the land in preparation for the proposed trail. The specific work includes “identify and assess potential trail alignments and associated wetlands, streams, geotechnical conditions, and cultural resources.”  There was general discussion as to why this was necessary as the planned trail was to be on the University Place side of the creek.  Glamba asked if they had any disclaimers regarding any damage done during this survey. Karch indicated the “Agreement for Temporary Right of Entry Upon Land” provides that “Grantee…will clean up and restore all work areas on the Property to the same or substantially the same condition as before this temporary entry.” McDonald moved and Rinnan seconded to approve the request for access to our land for the purposes stated. The request was approved with Mildon voting nay.

Carryovers from March 9 Meeting

7507 Slope Erosion - CRS were to review the scuppers on the new roof to ensure they were correct size and functioning properly and not causing the overflow condition – CRS has scheduled a meeting

7811 Sewer Backup - NWP was to contact Drain Pro to scope out the drain - this was completed

As the timing for Zoom was expiring the board agreed to recess the meeting to Tuesday September the 15^th at 6:30pm to be held in Mike McDonalds garage at 7531 Zircon to addrees the final issues on the agenda.

In attendance were Glamba, Karch, McDonald, Mildon, Rinnan, and Tierney.

Buiding 10 and 12 Re-roofing - Discussions on the quotes from CRS and Transblue as described previously in the minutes and discussed at the previous board meeing were discussed further. Following discussion, McDonald moved and Mildon seconded to accept the Transblue proposal, in the amount of $89,999.92, for re-roofing Buildings 10 and 12, including gutters and downspouts, in hopes of completing  the roofs this year. Motion passed, with Rinnan and Tierney abstaining as they are home owners in building 12.

Reimbursement for Furnace and Carpeting at 7421 - NWP and the Board have received a request from the owner due to water damages from a roof leak to the furnace, and interior damage to carpeting. Total reimbursement requested is $11,723.10 that includes a new furnace, a mechanical permit, and flooring materials and labor.

The Board had an extended discussion about the nature and timing of the notification; and the extent, location, and cause of, and responsibility for, the alleged damage.  The owner had provided substantial material to help answer some of the issues raised in the discussion.  The Board agreed that an on-site review with the owner was necessary, and a list of questions needing further information was necessary.  The owner will be contacted to arrange an on-site review with two or more Board members in an effort to secure answers to those remaining questions. 

Next Meeting

The next Board meeting is scheduled for Monday, October 12, 2020 at 7:00 PM tentatively conducted thru a ZOOM online meeting format.  Members who wish to attend the ZOOM meeting may contact NWP to be included in the invitation list.

It was moved and seconded to adjourn the meeting. The motion was carried and the meeting adjourned at 8::20 PM .

Follow-up Note on Chambers Creek Trail. Following the meeting, Tierney contacted the Lakewood and Pierce County Departments of Parks and Recreation regarding the necessity of the survey. He learned that the request for acess was from Pierce County; that Lakewood is having budget problems with the cost of the bridge at the Phillips Trailhead access; that the estimates are apparently higher than the budgeted amount; for staking and surveying the Lakewood side of the creek; and that problems have arisen with access to the trail for trash removal, and security monitoring.  He was also informed that the site is also being used for camping, including fires. He was offered a chance to have a meeting with the three departments (Pierce County,Lakewood, and University Place) with our board. The board approved Tierney to set up such a meeting.

 

Respectfully submitted,

__________________________

Mike Tierney, Secretary

__________________________

Ken Karch, President