Oakbrook Townhouses Board Meeting Minutes September 12 2022

 

Minutes of Board of Directors Meeting

September 12, 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 September 12, 2022 at 7419 Zircon Drive SW, Lakewood, WA 98498.

 A quorum being present Board President Al Glamba called the meeting to order at 7:01 PM.

 Board members present were Rick Boulware, Al Glamba, Ken Karch, Doug Martin, and Steve Rinnan. Also in attendance were Chris Morris from Willow Properties (WP), and member Sara Bilski of 7415 Zircon Drive.

 Minutes

 Boulware moved and Martin seconded approval of the August 8, 2022 meeting minutes as submitted. The motion passed.

 Member Comments

 Member Bilski expressed concerns about homeless encampments on or near Oakbrook Townhouses property, and speeding and reckless driving on Zircon Drive.  Glamba reported that there are two properties, one belonging to Pierce County and the other to Oakbrook Townhouses, which have been subject to encampment concerns in the past, and that the Board will be considering contracting with the City of Lakewood to provide additional police protection for trespassing in the community.

 Treasurer’s Report

 In McDonald’s absence, Glamba reported on the financial condition of the association, including the transition of ownership from Northwest Properties to Willow Properties. Karch passed out McDonald’s summary financial report.  The Board discussed delinquent accounts receivable; sprinkler repairs; rebates for prepayments; problems with un-cashed monthly dues payments; and the Operating, Reserve, Capitol Improvement, and insurance hold accounts. 

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

 Status of Reserve Study

 Morris reported the meeting with the Reserve Study contractor will be scheduled in September. The Board agreed we needed a full report with photos this year pursuant to the provisions of State law.

 Update on Back Flow Preventer at 7621 Zircon

 Glamba reported on additional work which was needed to complete work on the backflow preventer valve.  Boulware moved and Martin seconded to accept the additional invoice for work on the backflow preventer at 7621 Zircon, bringing the total amount to $1,713.80.  The motion passed.

 Rear Deck and Water Main Leak at 7811 Zircon

 Morris reported that work on the rear deck at 7811 Zircon has been completed.  She also reported on a broken water line at the same address, including a recent sewer backup for which an emergency project approval has been requested from the City of Lakewood.

 Garage Roof at 7627 Zircon

 Morris reported that work on a garage roof leak at 7627 Zircon has been completed.

 Siding at 7413 Zircon

 Morris reported work has been completed on this issue.

 Annual Renewal of Registration with Secretary of State

 Morris reported that the annual renewal of the Oakbrook Townhouses registration with the Secretary of State (SOS) is complete, that the renewal check has been cashed and returned, and that the SOS database has simply not yet been updated.

 Update on Fines Policy Legal Review

 Glamba reported the draft fines policy had been submitted to our attorney for legal review, but we have not yet received his review.

 Authorization to City of Lakewood Police Department on Trespassing

 Glamba presented information to authorize the City of Lakewood Police Department to

act as our agent in a limited capacity to enforce the trespassing statute upon our property, including encampments.  Following discussion, Boulware moved and Karch seconded to authorize the President to sign the agreement and have Willow Properties secure bids for required signs.  The motion passed.

 Request for Trimming of Tree at 7611 Zircon

 Glamba reported on a request for trimming of tree branches at 7611 Zircon, and that two proposals had been received.  Following discussion, Boulware moved and Martin seconded to engage I’m In Tree Service to complete the work in an amount of $1,760.  The motion passed.

 Policy Regarding Application of Herbicides in Oakbrook

 Karch reported on a request by a member to be compensated for purchase and application of herbicide on the common area, and recommended against such approval, except to a certified applicator, for any regulated chemical, citing possible liability to the Association resulting from any such approval.  Following discussion, Boulware moved and Karch seconded to defer discussion to a following meeting.  The motion passed.

 Policy on Repair/Replacement of Sprinkler Heads

 Glamba urged a reminder to residents, their guests, and contractors to park their vehicles only on the concrete of the driveways, as several sprinkler heads have been damaged.  The Board discussed enforcing the requirement that owners be held accountable for damage to sprinkler system adjacent to the driveways leading to their units.

 Priority System for Oakbrook Townhouses Expenditures

 Glamba reviewed the Priority Criteria adopted by the Board in 2014 and reviewed annually since then, and agreed to review the results of the Reserve Study in light of those criteria.

 Executive Session Regarding a Legal Matter

 Glamba recessed the meeting to an Executive Session to discuss a legal matter.  Five Board members were in attendance. No actions were taken in Executive Session. Glamba then closed the Executive Session and reconvened the regular Board meeting. 

 Next Board Meeting

 The next Board meeting is tentatively scheduled for Monday, October 10, 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 8:38 PM.

 Respectfully submitted,

  

 

Al Glamba, President