Minutes
of Board of Directors Meeting
October
10, 2022
Oakbrook
Townhouses, Inc.
c/o Willow
Properties
9527
Bridgeport Way SW
Lakewood,
WA 96499
The regular
meeting of the Board of Directors of Oakbrook Townhouses (OT) was held October
10, 2022 at 7705 Zircon Drive SW, Lakewood, WA 98498.
A quorum
being present Board President Al Glamba called the meeting to order at 7:08 PM.
Board members
present were Rick Boulware, Al Glamba, Ken Karch, and Mike McDonald via
telephone.
Minutes
McDonald moved
and Boulware seconded approval of the September 12, 2022 Board meeting minutes
as submitted. The motion passed.
Treasurer’s Report
McDonald presented
a summary of the financials for the past month. He reported the following in
our various accounts:
Checking
Account $ 7,810.42
Reserve
Account $
174,229.94
Insurance
Deductible Account $ 5,042.32
Capital
Improvement Account $ 53,242.65
and Expenses
for the month of $66,334.85,
Boulware
moved and Karch seconded to approve the Treasurer’s Report for September. The motion passed.
Insurance Funding
McDonald
recounted problems related to premium payments during the ownership change for
the Association’s building insurance and proposed a solution. Following discussion, McDonald moved and Boulware
seconded that the Board transfer $40,000 from the Capital Improvement account
to the Operating account for payment to Liberty Mutual, leaving a balance of
$9,112.20 payable over the following three months. The motion passed.
Aged Receivables
Glamba
expressed concerns over the large amount in the aged receivables. Following discussion, the Board agreed to
request Willow Properties to prepare and send letters to all members who are
delinquent by more than $1,000 reminding them of their obligation for payment
of assessments.
Reserve Study
Glamba
reported Associatrion Reserves will be setting up a Reserve Study visit with
Oakbrook Townhouses this week.
Water Leak at 7811 Zircon
Glamba
reported work on this issue is awaiting approval of an emergency permit from
the City of Lakewood.
Status of Ruby/Zircon Development
Glamba
reported that seven of the sixteen permitted properties have apparently not been
sold to date and that construction work is continuing on others.
Status of Chambers Creek Trail and
Encampments
Glamba
reported on a trek thru most of the Chambers Creek canyon by Karch and himself,
including securing of GPS coordinates and photos. Karch reported they found two
encampments on the south side of the canyon, east of Oakbrook Townhouses
property, but they were unable to continue to the west end of the property due
to blow-down and the swampy nature of the canyon. Karch reported the most
recent (October, 2022) promotional videos of the proposed trail system continue
to show the entire trail to be on the north side of Chambers Creek, with a
second footbridge to be constructed across the Creek in 2023 about a quarter
mile west of the Zircon Drive trailhead (which is approximately across from the
Oakbrook Golf Club building). Other
access points include Kobayashi Park in University Place and a trailhead at the
end of Phillips Road on the south side of the creek.
Pierce County
has been notified of the reported encampment just west of Oakbrook Townhouses property. Glamba reported he signed the interagency
agreement with the City of Lakewood Police Department (LPD) on trespassing,
authorizing the LPD to act as the association’s agent in enforcing both vehicle
and foot trespassing on Association property, and is securing needed signs to
that effect to be posted on Association property.
Deadwooding of Honey Locust Tree at
7611 Zircon and Plum Tree Pruning at 7613 Zircon
Glamba
reported both projects are complete.
Fines Policy
Glamba
reported that comments had been received from our attorney on the draft fines
policy, which has been amended to reflect those comments, and recommended
adoption and transmittal to the membership, along with an introduction
previously prepared. Following discussion,
Boulware moved and Karch seconded that the Board approve the fines policy and
transmit it to the membership along with the introduction, on a different color
paper. The motion passed.
No Trespassing Signs
Glamba
reported on his efforts to secure no trespassing signs in accordance with the
LPD interagency agreement, including preparation of the signs, securing
necessary posts for the signs, and securing utility locates prior to
installation. Board members suggested
our maintenance contractor be authorized to secure the posts and install the
signs once utility locates have been completed.
Application of Herbicides
Glamba
reported on lawsuits related to a Monsanto herbicide product, Roundup. Karch reported on his experiences regulating
insecticides, fungicides, and rodenticides in the Midwest, and urged the Board
not to approve, or to use, any such items on the Association’s common area
without ensuring that any such use be by an approved, licensed applicator.
Boulware suggested the Board adopt a policy requiring Board approval of any
chemical application in the common area, so that, in the event of such use
without approval, the responsibility for any damages would rest with the member
doing such application. Discussion revealed the need to consider this issue
further and the discussion was deferred to a future meeting.
Protection of Sprinkler Heads
The Board
considered options for protecting sprinkler heads from driving or parking off
the driveways by members, their guests, or contractors, which results in
considerable costs to the Association for repairs. Further discussion was
deferred to a future meeting.
Update on Heritage Restoration Lawsuit
Glamba
reported on the request for production of documents filed with the court by our
attorney.
Update on Painting Request at 7631
Zircon
Glamba
reported that the request was approved by electronic vote of the Board for
repainting a portion of the sunroom walls at 7631 Zircon resulting from roofing
repair work.
Ensuring Timely Payment of Insurance
Premiums
Glamba
reported on our management company’s apparent failure to pay certain insurance
premiums in a timely manner, resulting in a notice of cancellation. Actions taken by the association and its
insurance broker in the past month have reinstated all insurance, without a
break in coverage.
Willow Properties Management Agreement
Glamba
reported on his review of the proposed management agreement with Willow
Properties. Board members contributed
many comments, and agreed on the need to secure a copy of the agreement with
Northwest Properties for evaluation and comparison. Boulware moved and Karch
seconded to authorize the President to secure a copy of the NWP contract. The
motion passed.
2023 Budget
McDonald
offered the first reading of a proposed 2023 budget for Oakbrook
Townhouses. He recommended minor
adjustments among line items, and created a balanced budget without the need
for an increase in monthly charges. A second reading will occur in November,
with final passage scheduled for December, to meet the 30 day requirement to
send to the membership prior to the Annual Members’ Meeting in January.
Next Board Meeting
The next
Board meeting is tentatively scheduled for Monday, November 14, 2022 at 7:00
PM, at 7705 Zircon Drive.
Adjournment
It was moved
and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 8:44 PM.
Respectfully
submitted,
Al Glamba,
President
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