Oakbrook Townhouses Board Meeting Minutes June 13 2022

 

Minutes of Board of Directors Meeting

June 13, 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 June 13, 2022 at 7531 Zircon Drive SW, Lakewood, WA 98498.

A quorum being present Board Vice-President Ken Karch called the meeting to order at 7:08 PM.

Board members present were Rick Boulware, Ken Karch, Mike McDonald, Doug Martin, and Steve Rinnan. Also in attendance was Chris Morris from Willow Properties (WP).

Implications of Sale of Northwest Properties to Willow Properties

Morris discussed the implications of the sale of Northwest Properties to Willow Properties, and the effects of the move of Willow to the Bridgeport Way location, office hours, and phone, automatic payment, and financial reporting issues. Most of the issues were discussed in the recent Willow Properties mail-outs which went to the Board and to the members.

Minutes

Boulware moved and McDonald seconded to approve May 9, 2022 meeting minutes as submitted. The motion passed.

Financial Report

McDonald reported on complexities associated with the transfer of ownership and other matters.  It appears that the two delinquencies reported on last month are on their way to resolution.  He clarified the purpose of the Special Projects account.  He reported on the cost of insurance and the timing of payments.

Board discussion took place on the requirements and timing of the reserve studies, and the lien process available to HOAs.

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

Water Leak at 7605 Zircon

Karch passed out a diagram of the system, and described meetings of President Al Glamba and himself with the Water District and City of Lakewood regarding respective responsibilities for the water system.  Basically, the Water District responsibility ends with the building shut-off valve, HOA responsibility goes from there to, and includes, the individual unit shut-off valve, if outside the walls of the unit; and the unit owner responsibility includes any internal water lines, including any unit shut-off valves located inside the walls of the unit   Morris described efforts to resolve coordination problems in securing a leak detection contractor.

Status Report on Cluster Mailbox Request

Morris reported on the request by the US Postal Service to construct a cluster mailbox on the north side of Zircon Drive to serve the new homes being built on the south side of Zircon Drive. Karch reported on a meeting by President Glamba and himself with the City of Lakewood on the matter of right-of-way and authority, including a new ordinance (Ordinance 768) passed by the City of Lakewood in the last few days to require cluster mailboxes under certain conditions.

Status Report on Signs

The Board discussed the concurrent jurisdiction of the association and the City of Lakewood on control of signs along Zircon Drive.  Owners of two signs along Zircon Drive have been notified of a condition of violation of the Oakbrook Townhouses CC&Rs, Bylaws, and House Rules.

Status of Reserve Study

The Reserve Study contractor has received our signed engagement letter and we are awaiting a meeting schedule.

Miscellaneous Issues

Morris described several issues on which approvals to proceed have occurred or are in the process of approval, including 1) a garage roof issue at 7627 Zircon, 2) a ceiling painting issue at 7507 Zircon, 3) a garage wood trim issue at 7719 Zircon, and 4) a painting issue at 7601 Zircon.

Materials at 7711 Zircon

Morris reported that the City of Lakewood and Fire District have been alerted to the conditions at 7711 Zircon, and that a letter has been sent and posted on the front door of the unit.  Karch provided photos taken that day on the conditions, which showed a modest improvement.  He also mentioned that individuals can express concerns/complaints on any City-related issue on MyLakewood311.

Update on Creek Encampment

Board members reported they had heard nothing further indicating an encampment in the Chambers Creek valley

Deck Responsibilities

Martin led a discussion about rear deck responsibilities. It was the Board consensus to authorize our contractor to carry out maintenance work at 7427 Zircon in accordance with the Board policy as stated in the September 11, 2017 minutes.

Fines Discussion

McDonald led a discussion about the need for a fines policy to address several non-compliance issues in the community, listing several of them. McDonald and Karch outlined two versions of a proposed policy.  Boulware moved and McDonald seconded to table discussion of the fines policy to the July Board meeting for a final vote to adopt, reject, or modify a fine policy.  The motion passed.

Goals

Karch reminded the Board of the need to adopt a set of goals for 2022, and to make any needed changes to the criteria used in the past to prioritize projects. He also passed out the goals adopted by the Board for 2019, including an end-of-year performance assessment.  The Board agreed to review the criteria, and come prepared to discuss their ideas for goals for 2022.  Karch agreed to compile any thoughts submitted prior to that meeting.

McDonald and Rinnan agreed to survey the condition of driveways, to supplement observations made recently by Glamba, and bring the results to the next meeting.

Next Board Meeting

The next Board meeting is tentatively scheduled for Monday, July 11, 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 9:11 PM.

 

Respectfully submitted,

Ken Karch, Vice-President

For Al Glamba, President