Oakbrook Townhouses Board Meeting Minutes July 11 2022

 

Minutes of Board of Directors Meeting

July 11, 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 July 11, 2022 at 7705 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 Rick Boulware, Al Glamba, Ken Karch, Mike McDonald, Doug Martin, and Steve Rinnan. Also in attendance were Chris Morris and Carrie Snyder from Willow Properties (WP), and members Gene and Richard Cope, Jack Martin, and Mary Pfaff.

 Minutes

 McDonald moved and Boulware seconded to approve June 13, 2022 meeting minutes as submitted. The motion passed.

 Materials at 7711 Zircon

 The Board heard concerns about materials littering the common area at 7711 Zircon, including comments by neighbors and the owner in attendance.  The Board was provided with a history of materials deposited on the common area since 2017, photos taken the day of the meeting, and Board actions taken at the May Board meeting. During discussion, the owner committed to have the organic materials removed within 24 hours and other materials removed by July 18. Following discussion, Boulware moved that the Board require 1) that all organic materials be removed from the common area within 24 hours; and 2) that the remainder of the materials in the common area be removed by July 18; or the association will engage a contractor to remove all such materials from the common area, place it in temporary storage, pending reclamation by the owner within a reasonable time, or disposal; such collection, transport, storage, and/or disposal costs to be charged to the owner.  Karch seconded the motion, and the motion passed.  

 Members present demanded, and the Board agreed, that it should expect that such conditions not be permitted to recur. The Board was reminded of the potential of a policy on fines, to be discussed later in the agenda, to prevent such situations from occurring in the future.

 Heritage Restoration Lien

 Glamba reported that Heritage Restoration has filed a Complaint and Summons to Oakbrook Townhouses for a lien for work at the recent fire at 7617 Zircon.  He detailed the history of the issue and the strategy to be followed by Oakbrook Townhouses, upon advice of our attorney. 

 Insurance Report

 Glamba reported that our insurance broker has reported that our insurance premium increase might be as high as 20% for 2023.  Discussion followed on the adequacy of our budget.

 Treasurer’s Report

 McDonald reported on the financial condition of the association, including the transition of ownership from Northwest Properties to Willow Properties.  Our plans are to attempt to pay the full 2022-2023 insurance premium in August though other costs may require the association to spread out a portion of that cost until the end of the year. Boulware moved and Karch seconded to accept the Treasurer’s Report.  The motion passed.

 PDQ Construction Invoice

 Glamba presented an invoice from PDQ for work completed in the past month. It was moved and seconded to approve payment of the PDQ invoice, in the amount of $2,575.43. The motion passed.

 Water Leak at 7605 Zircon

 Glamba reported that a leak detection consultant has determined that a leak reported previously has been determined to originate beneath the garage floor, making it the owner’s responsibility to correct.

 Ruby/Zircon Drive Development

 Glamba reported a cluster mailbox has been constructed on the south side of Zircon Drive, apparently ending the attempt to secure use of the Oakbrook Townhouses cluster mailboxes for the new development.

 Chambers Creek Encampment

 Members indicated no reports have been received of further occupancy of the previous encampment.

 Chambers Creek Trail

 Members indicated no further reports relating to development of the trail system.  Two bridges have been completed on the trail, which is planned along the north side of Chambers Creek, not through Oakbrook Townhouses property,

 Reserve Study

 Glamba and Morris reported on the status of this year’s on-site reserve study, required by state law.  Approval and materials have been submitted to the contractor, and we are expecting to hear back shortly on a meeting date to kick off the study.

 2022 Criteria and Goals

 Glamba reported on the past goals and criteria sent to the Board for review.  The Board consensed that the criteria were still appropriate and to add two additional goals, including one to secure bids for two driveways (at 7417 and 7533 Zircon) and another to cover any litigation costs.. It was moved and seconded to approve the draft goals as amended.  The motion passed.

 Fines Policy

 Glamba cited our governing document provisions allowing the Board to adopt a fines policy for encouraging compliance with the CC&Rs, Bylaws, and House Rules.  He recommended we secure advice from our attorney and provide a copy of a suggested policy to the membership for comment.  The Board discussed the range of necessary fine levels to achieve compliance, but not to be perceived as securing funds or being excessive.   It was moved and seconded to 1) secure legal review of the proposed policy, 2) submit it to the membership for review and comment, and, based on feedback from 1) and 2), to adopt a fines policy to achieve compliance with the CC&Rs, Bylaws, and House Rules. The motion passed.

 Sign Policy

 Glamba outlined the CC&Rs, Bylaws, and House Rules provisions on signs, as well as the City of Lakewood sign ordinance provisions, which provide for owners abutting the right-of-way (ROW) to be responsible for maintenance, including placement of signs.  Following discussion, the consensus of the Board was that the association’s authority for maintenance includes the adoption of provisions controlling signs on the common area, which is owned by it. 

 Survey of Driveways

 McDonald presented the findings of the 2022-2023 driveway investigation. Following discussion, Boulware moved and Martin seconded to accept the driveway investigation prepared by McDonald and Rinnan for 2022-2023 driveway replacement planning purposes.  The motion passed.

 Jones Resignation

 Glamba reported Board member Justin Jones has resigned, as his property is in the process of being sold. The Board accepted Jones’ resignation.

 Next Board Meeting

 The next Board meeting is tentatively scheduled for Monday, August 8, 2022 at 7:00 PM, at 7407 Zircon Drive.

 Adjournment

 It was moved and seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 8:45 PM.

 Respectfully submitted,

 

 

Al Glamba, President