Minutes
of Board of Directors Meeting
August
8, 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 August
8, 2022 at 7407 Zircon Drive SW, Lakewood, WA 98498.
A
quorum being present Board President Al Glamba called the meeting to order at
7:03 PM.
Board
members present were Rick Boulware, Al Glamba, Ken Karch, Mike McDonald, Doug
Martin, and Steve Rinnan. Also in attendance were Chris Morris from Willow Properties
(WP), and guest Mike Englund from Rice Insurance.
Minutes
Boulware
moved and McDonald seconded approval of the July 11, 2022 meeting minutes as
submitted. The motion passed.
Insurance
Presentation and Approval
Mike
Englund of Rice Insurance reviewed the proposed insurance policies for Oakbrook
Townhouses for the period August 23, 2022 thru August 23, 2023.
The
total building coverage is up this year to 19,581,488 vs. $17,483,475
from last year reflecting valuation increases this past year, and includes
general liability, auto liability, Directors & Officers, and umbrella
liability coverage by Liberty Mutual, for an annual premium of $47,392 (up from
$42,685 last year), an 11.0 % increase..
The
total earthquake coverage from Palomar Specialty is up this year to
$15,721,040 from $14,831,170 from last year, again reflecting valuation
increases this past year, for an annual premium of $19,073 (up from $16,450
last year), a 15.9 % increase..
The
total insurance premium this year is $66,465 (up from $59,135 last year),
a 12.4% increase.
Following
discussion, McDonald moved and Boulware seconded to approve the proposed
General Liability coverage by Liberty Mutual in the amount of $47,392 and the earthquake
coverage by Palomar Specialty in the amount of $19,073, and authorize the
President to sign the necessary documents.
The motion passed.
Englund
updated the Board on issues relating to the Heritage Restoration lien.
Treasurer’s Report
McDonald
reported on the financial condition of the association, including the
transition of ownership from Northwest Properties to Willow Properties. The Board discussed the reserve account,
insurance deductible, capital improvement fund, and the checking account,
including unpaid invoices. Boulware
moved and Martin seconded to accept the Treasurer’s report. The motion passed.
McDonald
presented an invoice from Karch for expenses totaling $674.18, and moved its
approval. Martin seconded the motion,
which passed, with Karch abstaining.
McDonald
described his efforts to pay the insurance premiums for the current and next
years. The Board supported McDonald’s
intent to move the amount contributed to the insurance set-aside to
$4,000. Boulware moved to approve
payment of $40,000 owing on the insurance premium now due. Karch seconded the
motion, which passed.
Status of Reserve
Study
Morris
reported the meeting with the Reserve Study contractor will be scheduled in
September.
Garage Roof at 7627
Zircon
Morris
reported that PDQ will invoice the association for work on a garage roof leak
at 7627 Zircon.
Rear Deck and Water
Main Leak at 7811 Zircon
Morris
reported that PDQ will complete work on the rear deck at 7811 Zircon. She also reported on a broken water line at
the same address, including bids for the work secured by two contractors, and a
refusal by a third.
Siding at 7413 Zircon
Morris
reported work has not been completed on this issue.
Passing of a Member
and Needed Repairs
Morris
reported on the passing of the owner at 7613 Zircon, and needed repairs
necessary in preparation for the sale of the property.
Chambers Creek Trail
Glamba
reported that further action has not taken place in the last month.
Chambers Creek
Encampment
Glamba
reported on his visit to the area of recent encampments on County property just
downstream from Oakbrook Townhouses property, and reported a site which appeared
to have been recently occupied. Martin
reported on a site currently occupied, on which he submitted a complaint on
Lakewood’s online complaint system.
Karch recommended we contact Pierce County Parks, with whom former Board
member Mike Tierney had developed a close relationship, and which had been very
responsive.
Fines Policy
Glamba
reported the draft fines policy had been submitted to our attorney for legal
review. Following discussion, Boulware
moved and McDonald seconded to send the
draft policy to the membership, indicating the Board’s intent to adopt the
policy and asking for any member feedback. The motion passed.
Status of Materials
at 7711 Zircon
Glamba
reported his inspection of the accumulated material in the common area at 7711
Zircon, and reported most of it had been removed, front and back, some
vegetation cleared, and a few items remained at the rear of the property. He
reported one nearby neighbor had indicated his/her satisfaction with the
cleanup. He informed the owner that
substantial compliance had been achieved and he considered the matter
closed.
Need to Remind
Members of Address for Mointhly Charges
Glamba
indicated the Board needed to inform members who mail their monthly charges of
the need to mail them to the correct address at Willow Properties at 9527
Bridgeport Way SW, Lakewood, WA 98499.
Removal of Large Tree
at 7511 Zircon
Glamba
reported on the felling of a tree in the rear of 7511 Zircon which was causing
a potential safety hazard. Boulware
moved and Martin seconded to pay I’M IN! Tree Services their invoice in the
amount of $1,980 for tree services at 7511 Zircon. The motion passed.
Broken Water Main at
7811 Zircon
The
Board discussed three bids received for repair of a broken water main at 7811
Zircon. Following discussion the Board,
on motion by McDonald and second by Boulware, authorized the President to
review the two lowest bids and select the one best meeting the bid requirements All City Construction’s bid was for $15,180
and Plumbing and Drain’s bid was $16,066.48. The motion passed, with Glamba
abstaining.
Water Leak 7807
Zircon
Glamba
reported the water leak at 7807 Zircon had been repaired and is no longer
leaking.
Replace Backflow
Preventer at 7621 Zircon
Boulware
moved and McDonald seconded to approve up to $1,500 to Green Effects to replace
a backflow preventer valve at 7621 Zircon.
The motion passed.
Request to Replace
Windows & Patio Doors at 7513 Zircon
Morris
updated the Board on the request for approval of windows and sliding glass
doors at 7513. Following discussion,
Boulware moved and McDonald seconded to approve the request to replace windows
and patio door at 7513 Zircon in accordance with the proposal. The motion passed.
Policy on Water
Damage on Modified Deck at 7631 Zircon
Following
extended discussion of the provisions of the CC&Rs and Bylaws regarding
responsibilities of owners relating to owner modifications, Martin moved &
Rinnan seconded that unless the owner can substantiate it’s a problem of the
original construction the association will not pay for repairs, and that such
repairs on modifications of the original construction, such as a sunroom
addition, are the owner’s responsibility.
The motion passed.
Purchase of Commonly
Needed Supplies
Following
discussion of a member suggestion that the association purchase commonly needed
supplies, the Board expressed a desire to have additional information, but took
no action.
Theft of Plants at
7611 Zircon
Morris
reported on a complaint of theft of plants at 7611 Zircon. The Board discussed
the problem of theft of items in the community, and urged members to be
watchful of, and report, on behalf of themselves and their neighbors, any
situations which may result in theft.
Invoice From McFerran
Law
Glamba
reported receipt of an invoice from McFerran Law for legal services related to
the lien litigation at 7617 Zircon.
Following discussion, Boulware moved and Martin seconded to pay the
invoice in the amount of $1,241. The
motion passed.
Glamba
reported that Liberty Mutual noticed the association that it was declining
participation in the lien litigation on 7617 Zircon. Discussion followed, but the Board took no
action.
Glamba
reported McFerran Law has submitted a professional services agreement, in the
amount of $6,000 for current and future work on the litigation matter, as
needed. Following discussion, Boulware
moved and Martin seconded approval of the retainer agreement in the amount of
$6,000. The motion passed.
Annual Report
Glamba
reported that the association needed to pay its state of Washington business
license, and that Willow Properties has been asked to submit necessary
paperwork.
Next Board Meeting
The
next Board meeting is tentatively scheduled for Monday, September 12, 2022 at
7:00 PM, at 7419 Zircon Drive.
Adjournment
It
was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 9:15 PM.
Respectfully
submitted,
Al
Glamba, President
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