Minutes of Board of Directors Meeting
May 13, 2024
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 May 13, 2024 at 7705 Zircon Drive SW, Lakewood, WA 98498.
A quorum being present Board President Al Glamba called the meeting to order at 5:08 PM.
Board members present were Jim Allsopp, Al Glamba, and Ken Karch (by phone).
Approval of Minutes
Glamba requested approval of the DRAFT Board meeting minutes of March 11, 2024. Allsopp moved and Karch seconded approval of the DRAFT Board meeting minutes of March 11, 2024. The motion passed.
Treasurer’s Report
Treasurer Karch presented financial and budget information, including that concluding March 31 and April 30, 2024.
March 31, 2024 April 30, 2024
Operating Account $ 9,546.28 $ 20,621.51
Reserve Account $ 206,557.86 $ 208,559.61
Insurance Deductible Account $ 5,042.32 $
5,042.32
Capital Improvement Account $ 21,729.48 $ 23,729.66
Insurance Holding $ 32,000.00 $ 32,000.00
Karch explained additional information presented, including Reserve Account and Operating Account balances.
Allsopp moved and Glamba seconded to approve the Treasurer’s Report ending March 31, 2024. The motion passed.
Allsopp moved and Glamba seconded to approve the Treasurer’s Report ending April 30, 2024. The motion passed.
Heritage Restoration Lawsuit
Glamba stated this topic would be deferred to later in the agenda.
Update on 2021 Audit Report
Glamba reported that he had submitted material to Willow Properties to meet the request of the auditor, but the report has not yet been received.
Status of Rear Deck Study by PDQ
Glamba reported a report has been received. Allsopp recommended Willow Properties be requested to submit the 2024 report, including priorities, instead of the 2015 report.
Garage Roof Leak at 7703 Zircon
Glamba reported the leak has been repaired by Roof Doctor, Inc.
Ceiling Repairs at 7511 Zircon
Roof leak repairs had been completed, but additional work was necessary for internal damage. Glamba reported this work has been completed.
Clogged Drain Line at 7511 Zircon
Glamba reported additional work needs to be done to unclog the drain line to the back at 7511. Previous work had unclogged a catch basin but not the rear drain line. We have one bid but need two more, but that each contractor requires their own scoping work, raising the cost for their bids. An additional contractor is scheduled to visit next week.
Garage Roof Leak at 7805 Zircon
Glamba reported decking materials needed to be taken up in order for a contractor to bid the project.
Garage Roof Leak at 7433 Zircon
Glamba reported the garage roof at 7433 Zircon apparently has Trex decking, which has to be removed to determine the condition of the torchdown membrane before determining the source of leakage, and that this needs to await a break in the weather. The Board had a lengthy discussion about owner responsibility for garage deck leaks when (s)he has installed decking on top of the torchdown membrane. The Board had a lengthy discussion regarding the need for Willow Properties to better coordinate status reports with the President prior to Board meetings.
Consideration of Investmant of Funds in CDs
Glamba reported on his research of possible investments in a CD to secure modest amounts of interest for funds in our reserve accounts. Following extensive discussion, including concern about possible penalties for early withdrawal, the Board agreed further research is needed.
Request to Cut Out Section of Exterior Wall to Install Air Conditioner at 7619
Zircon
Glamba reported a modification to the original proposal has been received involving a lessor wall hole. Following discussion, the Board indicated it needed considerable additional information before making a decision.
Roof Leak at 7619 Zircon
Glamba reported we had received a single contractor bid from Roof Doctor, but need additional bids. The Board took no action.
Garage Leak at 7627 Zircon
Glamba reported our maintenance contractor (PDQ) has been working on this issue, but no further update is available. The Board initiated a lengthy discussion about the need to have a back-up maintenance contractor to fill in when PDQ in unavailable.
Rear Deck Replacement at 7429 Zircon
Glamba reported PDQ has recommended replacement of the rear deck at 7429 Zircon. The Board took no action.
Rear Deck Replacement at 7523 Zircon
Glamba reported PDQ is preparing an estimate for replacement of the rear deck at 7523 Zircon.
Lien & Foreclosure Issues at 7617 Zircon
7617 Glamba reported on lien and foreclosure issues on 7617 Zircon. The Board took no action.
Gutter Cleaning of All Roofs
Glamba reported PDQ completed the gutter cleaning on all roofs.
Proposed Garage Roof Planking Policy
The Board discussed a possible policy to protect the torchdown roofing material. Possibilities included going door to door and drone photography. Allsopp volunteered to work with Karch on this issue.
Moss Growth on Roof at 7813 Zircon
Glamba recommended deferral of discussion on this topic.
Invoice from Roof Doctor at 7703 Zircon
Glamba asked for approval to pay an invoice for roof work by Roof Doctor at 7703 Zircon in the amount of $7,123.47 including tax. Allsopp inquired about warranty provisions, and moved approval to pay. Karch seconded approval to pay. The motion passed. Allsopp also asked that Willow Properties provide information on all invoices as to the warranty provisions on work completed.
Irrigation Survey
Glamba reported a survey had been completed and that all sprinkler heads are operational. Allsopp offered to meet with Nancy Dilworth on sprinkler startup and shut down dates and times.
Ratification of PDQ Invoice
Glamba asked for Board ratification of his approval of PDQ invoice #60524 for roof and gutter cleaning in the amount of $3,441.04. Allsopp moved and Karch seconded the motion to ratify the President’s approval. The motion passed.
Garage Door Replacement 7533
Glamba requested approval of a proposal to replace the overhead garage door at 7533 Zircon. Following discussion, Karch moved and Allsopp seconded to approve. The motion passed.
Garage Door Replacement 7513
Glamba requested approval of a proposal to replace the overhead garage door at 7513 Zircon. Following discussion, Allsopp moved and Karch seconded to approve replacement provided the door is painted (at association expense) to match our standard colors and that the garage is not inhabited. The motion passed.
Damage to Sprinkler Heads
Glamba referenced recent damage to sprinkler heads caused by driving off the paved driveways. He indicated Willow Properties reported that all recent damage has been corrected, and asked that members be reminded that they, their guests, and their contractors avoid driving except on the pavement.
Repair of Internal Garage Water Damage at 7703 Zircon
Glamba reported on a request for reimbursement for internal water damage to the garage interior. He reported there is no documentation. Following discussion, it was moved and seconded to request documentation to permit a request for bids. The motion passed.
Green Effects Invoice
Glamba reported on a breakdown of a recent Green Effects invoice. No Board action was taken.
Insurance Rates
Karch reported on a notice received from his auto insurance company indicating rates could increase by about 50% and asked whether other members had received or heard of similar notices. There were none, but the Board took under advisement the need to watch insurance rates carefully. He suggested we contact our insurance broker, Mike Englund, for an early view of our likely HOA insurance rate.
Maintenance of HOA Property Between Certain Buildings.
Allsopp raised a concern about the lack of maintenance of the HOA property between certain buildings. He agreed to prepare a proposal to correct the situation.
Executive Session on Heritage Restoration Litigation
It was moved, seconded, and approved to adjourn to Executive Session on the Heritage Restoration litigation. Following Board discussion, during which no Board actions were taken, it was moved, seconded, and approved to return to general session.
Invoice from Miller Nash
Glamba requested Board approval for the invoice # 2231614 from Miller Nash for legal services thru March 31, 2024 in the amount of $6,403.00. Following discussion, Allsopp moved and Karch seconded to approve payment of the invoice. The motion passed.
Invoice from McFerran Law
Glamba requested Board approval for the invoice from McFerran Law for legal services thru April 25, 2024 in the amount of $1,281.00. Following discussion, Allsopp moved and Karch seconded to approve payment of the invoice. The motion passed.
Next Board Meeting
Glamba announced the next Board meeting will be held on June 10, 2024 at 5:00 PM 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 7:20 PM.
Respectfully submitted,
Al
Glamba, President
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