Minutes of Board of
Directors Meeting
August 14, 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 August
14, 2023 at 7535 Zircon Drive SW, Lakewood, WA 98498.
A
quorum being present Board President Al Glamba called the meeting to order at
6:06 PM.
Board
members present were Al Glamba, Ken Karch, Mike McDonald and Jim Allsopp via
phone. Also attending were member Dennis
Shuler and Rice Insurance’s Mike Englund.
Member Comments
Shuler
addressed the Board on responsibility for repair of flow restrictors if they
lie within the sheetrock. He suggested
members check their insurance coverage.
Insurance Proposal
Englund
reported on insurance provisions.
Liberty Mutual (our agent) had insisted on an inspection of the
property, and came back with a very complementary assessment.
He
shared a synopsis of our coverage and expected provisions for 2024. He
indicated our coverage has gone up about 8% to keep up with inflation, and that
Liberty Mutual is requiring the Property deductible be increased from $5,000 to
$10,000. The Board had an extended discussion about thermographic surveys, fire
extinguishers, chimney cleaning, and circuit breaker panels, and agreed that a
notice be sent to the membership outlining the insurance company and Board
expectations. The premium for General Liability insurance will go up to $53,674
from $47,419.
Englund
presented the proposal for Earthquake Insurance, and the Board had a lengthy
discussion about it. The Earthquake
insurance premium will increase to $21,387 from $18,600.
McDonald
moved that the Board accept the proposal form earthquake insurance from Palomar
for the period August 23, 2023 to August 23, 2024 in the amount of
$21,387. The motion passed.
Karch
moved and Allsopp seconded to accept the General Liability insurance proposal
from Liberty Mutual in the amount of $53,674, including a change in the
deductible to $10,000. The motion passed
with McDonald voting Nay.
McDonald
moved and Allsopp seconded to pay the full Earthquake Insurance premium by
August 23 in the amount of $21,387. The
motion passed.
Approval of Minutes
Glamba
requested approval of the Board meeting minutes of June 12, 2023 and July 10,
2023.
Karch
moved and McDonald seconded approval of the Board meeting minutes of June 12,
2023. The motion passed.
McDonald
moved and Allsopp seconded to approve the Board meeting minutes of July 10,
2023. The motion passed.
Treasurer’s Report
McDonald
referenced the financials for the past month. He reported the following in our
various accounts:
Checking
Account $ 14,865.86
Reserve
Account $ 190,544.71
Insurance
Deductible Account $ 5,042.32
Capital
Improvement Account $ 5,728.68
Insurance
Holding $ 40,000.00
He
also listed all expenditures during July.
McDonald
moved and Karch seconded that the Board approve an additional transfer of
$4,000 in to the Insurance Holding account. The motion passed.
Enforcement Regarding Monthly
Charge-Delinquent Unit Owners
McDonald
recommended that the Board send a letter to all delinquent unit owners to bring
their accounts up to date, or provide a plan to do so, or face the enforcement
provisions of the CC&Rs.
Following
discussion, McDonald moved and Allsopp seconded that the association send a
letter to the four most monthly charge-delinquent unit owners indicating that
if the delinquency is not corrected, or a plan submitted to do so, by October
1, the Association will exercise its authority under the CC&Rs to cut off
cable service to those unit owners. The motion passed.
Karch
moved and Allsopp seconded to accept the Treasurer’s report. The motion passed.
Heritage Restoration Litigation
Glamba
indicated this topic would be deferred to a closed session later in the agenda.
Audit Report
Glamba
reported he had signed the engagement letter to Newman CPA for $2,800, and
transmitted it to them, and that the previous auditor had been terminated. Karch
asked about the return of materials in the hands of the previous auditor.
Glamba said we should expect the audit report for 2021 within 4 to 6 weeks, and
will verify with Willow Properties that the materials needed by Newman to
complete that audit report have been provided.
Certification of Backflow Prevention
Glamba
reported the question of the cost of the inspection and certification of the
backflow prevention devices is complete.
Payment for Mailbox Replacement
Glamba
reported the insurance check in payment for the most recent mailbox
destruction, in the amount of $3,080 has been received.
Ratification of Payment for Rear Deck
Repair
Glamba
reported the repair of the rear deck at 7611 Zircon is complete, that he had
authorized payment in the amount of $1,069.18, and that he asked for Board
ratification of said payment. McDonald
moved and Karch seconded that the Board ratify the payment approved by
Glamba. The motion passed.
Update on Chambers Creek Trail
Construction
Glamba
reported the request for extension of time for a permit for certain work on the
Chambers Creek Trail has been granted for 1 year and 84 days, commencing on
September 11, 2023.
Reconsideration for Decision on Wooden
Steps and Gravel at 7631 Zircon
Glamba
briefed the Board on actions taken since the last Board meeting on this issue. The
unit owner has not responded to our previous letter indicating the work is the
unit owner’s responsibility and proposed that the Association engage our
General Maintenance contractor to repair the problem and bill the unit
owner. Following discussion Allsopp
moved to notify the unit owner that the Association will engage our General
Maintenance contractor to repair the problem and bill the unit owner, with any
unpaid amount owing to be added to the assessment due by the unit owner. Karch seconded, and the motion passed.
Reconsideration of Decision on Removal
of Fir and Cedar Trees at 7631 Zircon
Glamba
briefed the Board on actions taken since the last Board meeting on this issue,
and proposed a letter be sent reiterating the provisions of our previous
notification, providing that the Association relies on the expertise of
certified expert in the field.
McDonald
moved and Allsopp seconded that the President draft and send such a letter. The motion passed.
Repair and Replacement of Rear Decks at
7411, 7613, and 7619
Glamba
reported on three requests for, and his inspection of, rear deck
repair/replacements at 7411, 7613, and 7619 Zircon. He reported that the 7411
deck is in urgent need of repair/replacement and that our contractor has
indicated the estimated cost is $9,350 including tax, and has requested $4,250
down to secure needed materials. Glamba reported the other two rear decks can
be deferred until next year. Following discussion McDonald moved and Allsopp
seconded to authorize PDQ Construction to repair/replace the rear deck at 7411
Zircon and advance $4250 for materials. The motion passed. McDonald moved and Allsopp seconded to have
Edwin evaluate all rear decks by December 1 based on criteria provided by the
Board. The motion passed.
Use of Email Transmission of Draft
Monthly Meeting Minutes
Karch
described the benefits and problems associated with the transition from USPS
mailed documents to the membership to emailed copies, and urged caution in its
implementation. For example, the
association would save considerable expense in doing so, and it would provide a
paper trail, but members should have to agree in writing to have such
notification in lieu of mailed notification.
Proposed Election of Nancy Dilworth to
the Board
Glamba
reported member Nancy Dilworth has agreed to appointment to the Board. Following discussion McDonald moved and
Allsopp seconded to appoint Nancy Dilworth to the Board to fill the position to
be vacated by Mike McDonald. The motion passed.
Proposed Election of Nancy Dilworth As
Treasurer
Glamba
reported member Nancy Dilworth has agreed to be appointed as Treasurer. Following discussion McDonald moved and
Allsopp seconded to appoint Nancy Dilworth as Treasurer effective September 1,
2023. The motion passed.
Property Management Proposals
Glamba
described efforts to secure proposals from property management contractors,
including Willow Properties. One has been received and submitted to all Board
members for comment. Glamba and Karch
will secure all Board member comments and negotiate with the makers of any
further proposals in order to secure a best and final offer, and bring a
recommendation to the Board for action.
Miscellaneous Items
Glamba
reported on the repair of the Comcast line at 7719 Zircon; the Building 12 pest
issue; completion of the gutters at 7419 Zircon; the Purcor pest control issue;
final payment to PDQ for work at 7801 and 7611 Zircon; notices to secure
compliance with the needed 2-foot right-of-way behind the units; removal of
bamboo; loose shingles and a leaking faucet at 7411 Zircon; gutter cleaning
policy, the desirability of establishing a list of contractors (without
endorsement) which could be provided to members seeking help. The Board took no action on any of these issues.
Proposal for a Web Portal
Karch
reported that Willow Properties had suggested creation of a web portal on which
a variety of information would be assembled.
Karch endorsed the basic idea, but expressed concern over the resources
necessary to keep it up to date, and suggested that Board discussion on the
matter was warranted.
Driveway Replacement
Glamba
indicated further driveway replacements, including the two approved by the
Board on July 11, 2022 (7417 and 7533 Zircon) had been put on hold pending a
review of finances.
Goals Assessment
Karch
reported he has created a tool for assessing how well the Board has completed
work on the goals adopted on July 11, 2022, and will distribute it to Board members
shortly.
2024 Budget
McDonald
reported on his assessment of the proposed 2024 budget. He reported he expects a shortfall of $35,000
to $40,000, and suggested 3 ways to handle it: 1) a dues increase; 2) a special
assessment, and 3) elimination of cable TV and earthquake insurance. He
recommended the Board review and decide on a course of action as the proposed
budget numbers are presented.
Executive Session on Heritage
Restoration
It
was moved, seconded, and approved to adjourn to Executive Session. Following
Board discussion, during which no Board actions were taken, it was moved,
seconded, and approved to return to general session.
Payment to McFerran Law for Services
Rendered
Glamba
described work done during July by McFerran Law in the amount of $3,828 and
asked for a motion to pay. McDonald moved and Allsopp seconded to pay $3,828 to
McFerran Law for service rendered during July.
The motion passed.
Next Board Meeting
Glamba announced the next
Board meeting will be held on September 11, 2023 at a time and location to be
determined.
Adjournment
It was moved and seconded
to adjourn the meeting. The motion passed.
The meeting was adjourned at 9:08 PM.
Respectfully submitted,
Al Glamba, President
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