Minutes of Board of
Directors Meeting
June 12, 2023
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 12, 2023 at 7531 Zircon Drive SW, Lakewood, WA
98498.
A quorum being present Board President Al Glamba called
the meeting to order at 6:02 PM.
Board members present were Al Glamba, Ken Karch, Doug
Martin, and Mike McDonald. Also present
were members Dennis Woolery and Jonathon Welsh. Also attending was Chris Morris from Willow
Properties.
Minutes
McDonald moved and Martin seconded to approve the minutes
of the May 8, 2023 Board meeting. The motion passed.
Treasurer’s Report
McDonald referenced the financials for the past month. He
reported the following in our various accounts:
Checking Account $ 11,898.02
Reserve Account $ 186,541.59
Insurance Deductible Account $ 5,042.32
Capital Improvement Account $ 24,736.26
Insurance Holding $ 32,000.00
McDonald also reported on expenses totaling $25,136.17.
The Board discussed progress on securing payments from
those members who are in arrears, and set asides for future insurance payments.
Following discussion, Martin moved and Karch seconded to
approve the financial report. The motion passed.
Comments from
Guests
Dennis Woolery at 7525 Zircon reported difficulties
getting a contractor to repair or replace his leaking garage roof. Morris reported we had secured bids from two
contractors, but have been unable, despite repeated efforts, to secure a
third. Following discussion, McDonald
moved and Karch seconded to accept the bid from Roof Doctor, in the amount of
$5,180. The motion passed.
Karch indicated that the useful life of the most recent
reroofing of garage roofs has been reached and we are likely to begin receiving
leak complaints, and we need to plan for such repairs/replacements.
Jonathon Welsh described his need to park his cargo van
in his driveway. Glamba recommended that
we table the matter to allow further investigation of the circumstances
described. Following discussion, McDonald moved and Martin seconded to table
the matter for further investigation for resolution within 60 days.
Update on Audit
Report
The Board discussed the difficulties we have had in
getting our 2021 audit report. Following discussion Martin moved and McDonald
seconded to send the current audit company a letter demanding completion of the
2021 audit and submission to Oakbrook Townhouses within 30 days, or the
arrangement with them will be terminated.
The motion carried.
Leak Detection on
Building 9
Glamba reported that the recent water leak in building 9
was a result of a broken shut off valve within the unit. Our contractor,
American Leak Detection, was able to identify the source of the leak. Martin moved and McDonald seconded to ratify
the paid invoice from American Leak Detection in the amount of $723.58. The
motion carried.
McDonald moved and Martin seconded to prepare a carefully
crafted letter to the membership reminding them that the responsibility for
leaks within the footprint of the unit is the owner’s, and encouraging them to
take regular maintenance and repair steps to identify and prevent such leaks.
The motion carried.
Update on Cluster
Mailboxes Damage
Glamba reported that the cluster mailbox serving
buildings 10 and 11 has been replaced and mail is now being delivered. He also
reported that the damaged cluster mailbox near 7525 Zircon will be repaired
shortly. A responsible party has been identified. Karch expressed on behalf of
three members who had contacted him considerable frustration at not having
periodic updates of the status of the Building 11/12 destroyed cluster
mailbox. Following discussion McDonald
moved and Martin seconded the damaged cluster mailbox near 7525 Zircon be
repaired; that if the repair takes more than 30 days that a temporary mailbox
be secured; and that affected members be notified periodically of the status
and actions of the Board. The motion carried.
Update on Rain
Gutter Overflow at 7419 Zircon
Glamba reported that the installer, TransBlue, of the
current upper gutter is recommending that the Board engage an alternate gutter
installer to repair or replace the upper gutter at the rear of 7419 Zircon to
prevent overflows onto the member’s sunroof. Following discussion, McDonald
moved and Martin seconded to engage CR Gutters to repair the upper gutter at
7419 Zircon to prevent overflows onto the lower sunroof. The motion passed, with Karch abstaining.
Update on Two Way
Stop Signs
Glamba reported the City of Lakewood had contacted him to
report that the City did not install stop signs to reduce speed, and that there
are no restrictions on placement of reflector tape on cluster mailboxes, as
long as they do not provide a distraction to drivers. Martin offered to place
reflective tape on all cluster mailboxes.
Update on Tree
Spraying
Glamba reported that a tree spraying company had
recommended that blanket tree spraying not be done, but should be done on a
case-by-case basis to prevent or resolve insect infestation. Following discussion Martin moved and McDonald
seconded to refrain from blanket spraying of trees in the common area, but
handle infestations on a case-by-case basis.
The motion passed.
Update on
Reprinting of Payment Coupons
Morris reported that Willow Properties will send out,
within the next week, reprinted payment coupons to the members for the last six
months of 2023.
Update on Cutting
of Dead Hemlock Trees
Two dead hemlock trees in the rear of 7801 Zircon have
been cut down. Following discussion McDonald moved and Martin seconded to ratify
the payment of $2,772 to I’M IN! Tree Services for cutting the trees down. The motion passed.
Update on
Certification of Backflow Preventer Valves
Glamba reported that the process for certification of our
three backflow preventer valves is underway.
Request From PDQ
for Prepayment to Purchase Materials and Supplies
Glamba reported PDQ had requested prepayment of materials
and supplies in preparation for replacement of rear decks at 7801 and 7611
Zircon. Following discussion Karch moved
and Martin seconded to authorize 50%
down payment to PDQ to purchase materials and supplies to replace the rear
decks at 7801 and 7611 Zircon, with funds to come from the Special Projects
account. The motion passed, with
McDonald abstaining.
Partial Transfer of
Reserve Funds to Higher Yielding CDs
McDonald reported on his investigation of the potential
for investing some of the Oakbrook Townhouses reserve funds in higher yielding
CDs. McDonald will do additional
research based on Board questions.
Leaning Trees at
7631 Zircon
Glamba reported on trees reported to be leaning behind
7631 Zircon. Following discussion
McDonald moved and Martin seconded to put the trees on a watch list for
possible action next year. The motion passed.
Gravel Walkway
Condition Adjacent to 7631 Zircon
Glamba reported on an owner report of damaged condition
of the gravel walkway adjacent to 7631 Zircon.
The Board engaged in a lengthy and detailed discussion of the matter,
along with similar situations elsewhere in the development, and concluded that
any pathways or steps created after the original building construction are the
responsibility of the adjacent owner, that that responsibility carries on to
each subsequent owner of the unit, that the association can make whatever
changes are deemed appropriate or requested in the common area, but that any
request of the adjacent owner for such modification shall be at the expense of
the adjacent owner. Following discussion McDonald moved and Martin seconded to
notify the owner of the Board’s findings, and offer the services of our
contractor to carry out such work, if the owner wishes to pursue the matter,
following approval by the Board, and that such work shall be at the expense of,
and billed to, the adjacent owner. The motion passed. Glamba will draft the letter.
Reserve Study Update
Glamba reported on the latest “full blown” reserve study,
and the schedule for upcoming “interim” studies. The Board took no action.
Heritage
Restoration Lawsuit
It was moved, seconded and approved to go into executive
session for purposes of discussing litigation.
Following discussion, at which no action was taken, it was moved,
seconded and approved to return to regular session.
Martin moved and McDonald seconded to pay the invoice
from McFerran Law in the amount of $318.75.
The motion passed.
Notification to
Apply Pesticides
Karch reported that he had filed with the President and
Willow Properties a notification of intent to apply pesticides to the rear yard
behind Building 11, in accordance with the Board’s recent adoption of a
pesticide policy. A suggestion was made
to use this notification as a model for other members.
Communications
Issues
Karch addressed the communication vacuum around the
cluster mailbox destruction for Buildings 11 and 12, with attendant hardship
associated with having to pick up mail at the Lakewood Post Office. He reported comments from three members who
urged changing management companies to secure improved communications. He recommended
that the Board, in cooperation with our management company, develop standard
letters on a whole range of issues, that could be used when such issues arise,
without having to “reinvent the wheel” each time. He provided a method for reviewing the “well
dones” and “opportunities for improvement” for every major issue we encounter,
and a method for rating the performance of our management company. The Board
discussed the matter but took no action.
Next Board Meeting
Glamba
announced the next Board meeting will be held at 6:00 PM on July 10, 2023 at a
location to be determined.
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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