Minutes
of Board of Directors Meeting
December
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 December
12, 2022 at 7419 Zircon Drive SW, Lakewood, WA 98498.
A quorum
being present Board President Al Glamba called the meeting to order at 7:02 PM.
Board members
present were Al Glamba, Ken Karch, Doug Martin, Steve Rinnan, and Mike McDonald
(by phone). Also present was Carrie
Snyder of Willow Properties.
Minutes
McDonald moved
and Karch seconded approval of the November 14, 2022 Board meeting minutes as
submitted. The motion passed.
Treasurer’s Report
McDonald’s presented
a summary of the financials for the past month. He reported the following in
our various accounts:
Checking
Account $ 21,204.74
Reserve
Account $ 174,232.78
Insurance
Deductible Account $ 5,042.32
Capital
Improvement Account $ 20,135.42
Insurance
Holding $ 25,490.00
and Expenses
for the month of $19,566.00.
Following
discussion, McDonald moved and Karch seconded to pay the balance of our
insurance bill to Liberty Mutual Insurance.
The motion passed.
Karch moved
and Martin seconded to approve the Treasurer’s Report for November. The motion passed.
2023 Budget
Glamba
requested comments on, and final approval of, the proposed 2023 budget. Karch
reminded members that the budget had had a first and second reading in the
October and November meetings, and provides a continuation of the monthly
charges of $375, with no special assessment.
Snyder reminded members that, under state law, the Board approves the
budget, and the membership may only reject the budget by a majority vote of
members present at the annual meeting.
If members reject the Board approved budget, the budget for the previous
year continues until the Board adopts an alternative budget. Thus, there is no ballot to include in the
mail-out materials to the members announcing the annual meeting. Following
discussion, Martin moved and Karch seconded approval of the 2023 budget. The motion passed.
Contributions to Reserve Accounts
Glamba
reported that some planned contributions to the reserve accounts had not been
made during 2021 and 2022. Following
discussion, McDonald moved and Rinnan seconded that the Board move forward
starting January 1, 2023 with contributions of $2,000 monthly to each of the
reserve accounts (in accordance with the 2023 budget) without backfilling for
previous months. The motion passed, with
Martin abstaining.
Reserve Study
Glamba
reported on a meeting with the contractor and Karch to kick off the 2023 Reserve
Study, at which a packet of material was provided. A set of questions by the contractor was also
answered following that meeting. The
report is expected soon.
Update on 7811 Sewage Backup
Glamba
reported on findings of the contractor engaged to correct this issue. Work was expected to be completed during the
week.
Update on Water Leaks at 7501 and 7807
Glamba
reported that the water leak at 7501 Zircon had been completed, but that the
leak at 7807 remains to be corrected, with a contractor engaged to investigate.
Update on Placement of No Trespassing
Signs
Glamba
reported that the signs have been completed, but that the agent normally
responsible for utility locates has changed its policy to now require the
applicant to identify its proposed location, following which an approval or
rejection will be provided.
Proposed Policy on Pesticides
Karch
presented proposed wording on a policy on application of pesticides, and asked
Board members to review it and be prepared to discuss it at a future meeting.
Review of Audit Reports
Karch
reported on difficulties acquiring the 2019 audit report and that the 2021
materials have been sent to our auditor, but a report is not yet available.
Review of Property Mangement Proposal
Glamba
reported first discussions have been held with Willow Properties on its
proposed contract for property management, following its acquisition of
Northwest Properties earlier this year.
The Board has also secured two additional proposals which are also under
review.
Preparation for Annual Members’
Meeting
Glamba
announced that the 2023 Annual Members’ Meeting is scheduled for January 23,
2023 at the Oakbrook Golf Club starting at 7:00 PM, and that the announcement
and related materials will be mailed to the members in the next few days.
Cancellation of January 9, 2023 Board
Meeting
Glamba asked
that the regular January Board meeting be cancelled, and that any business be
conducted via email. Martin moved and
Rinnan seconded to cancel the January 9, 2023 Board meeting. The motion passed.
Outdoor Lights Failure
Glamba described
an apparent electrical failure to the pole lamps in the area of Buildings 5 and
6, and indicated that an electrician has been engaged to assess and correct the
issue.
Work Order Principles
Karch passed
out and reviewed a document he prepared to memorialize the work order process
being followed by the Oakbrook Townhouses management company, and asked the
Board to consider it as a possible policy going forward.
Next Board Meeting
Glamba
announced the next Board meeting will be held immediately following the Annual
Members’ Meeting on January 23, 2023
Executive Session
Glamba
recessed the meeting to go into Executive Session to discuss the current
Heritage Restoration lawsuit on fire damage at 7617 Zircon. During the session, no actions were taken,
and the Board then reconvened into open session.
Adjournment
It was moved
and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 8:53 PM.
Respectfully
submitted,
Al Glamba,
President
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