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.
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 15th 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
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