Minutes of Board of
Directors Meeting
September 11, 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 September
11, 2023 at 7427 Zircon Drive SW, Lakewood, WA 98498.
A
quorum being present Board President Al Glamba called the meeting to order at
6:00 PM.
Board
members present were Nancy Dilworth, Al Glamba, Doug Martin and Ken Karch (by
phone). Also attending was guest Mike McDonald.
Treasurer’s Report
Treasurer
Dilworth presented financial and budget information, as of August 31, 2023.
Checking
Account $ 9,522.96
Reserve
Account $ 192,546.33
Insurance
Deductible Account $ 5,042.32
Capital
Improvement Account $ 7,728.73
Insurance
Holding $ 20,000.00
She
also listed expenditures during August.
Dilworth
presented some early suggestions for budget items for 2024, suggesting a
shortfall in 2024 of about $38,000. Former Treasurer McDonald explained the
manner in which the Board has handled the insurance payments in the past few
years, and suggested the shortfall could be managed by 1) a monthly charge
increase of about $50, 2) a special assessment of about $52 per month for one
year, or 3) elimination of our earthquake insurance and cable TV.
Following
extensive discussion Martin moved and Karch seconded to approve the Treasurer’s
report for September 11, 2023. 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 he sent an engagement letter to Newman CPA, and that Willow Properties
was sending required information to the company. Cost for the 2021 Audit, which
is required by the RCWs and our CC&Rs, is expected to be $2,500.
Update on 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 August 28, 2023 letter indicating the
work is the unit owner’s responsibility and directing our General Maintenance
contractor to repair the problem and Willow Properties to bill the unit owner,
with any unpaid amount owing to be added to the assessment due by the unit
owner.
Update on 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,
having sent a letter on August 29, 2023 reiterating the provisions of our
previous notification, stating that the Association relies on the expertise of
certified expert in the field, and indicating that the subject trees are on a
Spring, 2024 watch list.
Update on Repair of Exposed Piling at
7631
Glamba
reported a work order has been submitted to PDQ Contractors to repair the
exposed piling at 7631 Zircon, at the expense of the Association.
Update on Repair/Replacement of Rear Deck
and Shingles at 7411 Zircon.
Glamba
reported the work on these items is scheduled to begin this week by PDQ
Contractors.
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 (more than just minutes),
and urged caution in its implementation.
Dilworth reported there is a tab for “Minutes” on the Web Portal, set up
by Willow Properties, but that it has not yet been populated.
Update on Driveways at 7417 & 7533
Zircon
Glamba
reported that the Goals adopted for 2022-2023 included driveway
repair/replacement at 7417 and 7533 Zircon, both of which have been deferred
pending a budget review.
Goal Assessment
Karch
reported on the 2022-2023 Goals Assessment.
The Board agreed to defer the matter to the next Board meeting.
Miscellaneous Items
Glamba
reported on repair of Comcast lines; Liberty Mutual’s suggestion that we do a
thermographic survey, fire extinguishers, fireplace inspections, chimney
cleanings, winterization policies; and a proposal to change the Board meeting
time.
Discussion of Potentially Unsafe Electrical Panels
Karch
reported that an electrical contractor engaged by himself had found an
electrical panel produced by Federal Pacific which would not permit them to do
other electrical work in his unit without first replacing that panel. Karch
authorized the work to be done. These
Federal Pacific panels were widely used during the period of construction of
Oakbrook Townhouses (1969-1972). Glamba described the details of the Federal
Pacific potential problem, and reiterated that our insurance company had
suggested that we undertake some action on this matter. Glamba recommended that
we notify all unit owners of the issue and urge them to check their own panels.
Landscaping of Area at 7419 Zircon
Dilworth
and Karch described the destruction of landscaping between 7417 and 7419 Zircon
resulting from the modification of the electrical panel at 7419 Zircon. Karch moved and Dilworth seconded that PDQ be
authorized to correct the extensive dry rot and paint the external paneling and
lay down bark mulch. The motion passed.
Painting of Garage Door at 7409 Zircon
Glamba
reported a work order to PDQ Contractors has been issued for the repainting of
the garage door at 7409 Zircon,
Ivy Removal Behind the Units
Dilworth
moved and Martin seconded to request Willow Properties to obtain a proposal to
remove ivy growing on trees to the rear of Oakbrook Townhouses units. The
motion passed.
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.
Property Management Proposals
Glamba
described the process for securing and evaluating proposals from alternative
property management companies. We have
received one such proposal and are expecting another in time for a
recommendation to the Board at its October meeting.
Invoice from McFerran Law
Glamba
requested approval to pay an invoice from McFerran Law in the amount of $525.00
for legal services through August 25, 2023.
The motion passed.
Next Board Meeting
Glamba announced the next
Board meeting will be held on October 9, 2023 at 7705 Zircon at 6:00 PM.
Adjournment
It was moved and seconded
to adjourn the meeting. The motion passed.
The meeting was adjourned at 8:03 PM.
Respectfully submitted,
Al Glamba, President
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