Minutes
of Board of Directors Meeting
April
10, 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 April 10, 2023 at 7419 Zircon Drive SW,
Lakewood, WA 98498.
A quorum being present Board President Al
Glamba called the meeting to order at 7:00 PM.
Board members present were Jim Allsopp, Al
Glamba, Ken Karch, and Doug Martin.
Minutes
Martin moved & Allsopp seconded to
approve the draft minutes of the January 17, 2023 Annual Members’ meeting for
distribution to the membership for their approval at the 2024 Annual Members’
meeting. The motion passed.
Karch passed out copies of the updated Board
Member Roster and asked for any corrections.
Treasurer’s
Report
In Treasurer McDonald’s absence, Glamba
referenced the financials for the past month. He reported the following in our
various accounts:
Checking Account $
48,442.09
Reserve Account $
182,538.54
Insurance Deductible Account $
5,042.32
Capital Improvement Account $
20,735.91
Insurance Holding $
24,000.00
Karch reported progress on making
contributions to the reserve accounts, completion of payment for late insurance
payments, set asides for future insurance payments, and payment for the
Association’s annual registration with the Secretary of State.
Glamba reported on invoices received for
certain pesticide services, which may not have been authorized. We have
demanded copies of the contracts from the previous contractor and authorized a
change of our pest control contractual relationship to Sentinel Pest Control,
LLC.
The Board discussed dissatisfaction with the
timeliness of submission of the monthly financial reports to the Board, and
asked that Willow Properties provide such reports by no later than the Friday
before the regular monthly Monday meetings. It recognized that certain data may
not be available that soon for certain months, and this should be handled with
a note.
The
Board discussed the need to more carefully track and provide delinquent dues
information to the Board.
The
Board discussed the Board meeting dates and times, and agreed to try a starting
time of 6:00 PM for the May 8, 2023 meeting.
It
was moved, seconded and approved to defer approval of the April Treasurer’s
report to the May meeting.
Heritage Restoration
Litigation
The
update was deferred to later in the agenda.
2023 Reserve Study
Glamba
reported that the 2023 Oakbrook Townhouses Reserve Study is complete and
available from Willow Properties; emailed copies are provided without charge;
paper copies of the 55 page document are available for $0.10 per page.
Water Leak Issue for
Building 1
Glamba
reported on progress in resolving a water leak in Building 1, including
difficulties with scheduling our initial contractor, leading to selection of an
alternative contractor to identify the source of the leak.
Update on 2021 and
2022 Audit Reports
Glamba
reported we have not yet received the 2021 Audit Report, and that he had
directed Willow Properties to seek a different auditor for the 2022 Audit
Report.
Adoption of Pesticide
Policy
Karch
reported on a proposed policy on pesticides, to include fungicides, herbicides,
insecticides, and rodenticides, in the form of a Board Resolution requiring any
owner who proposes to apply such pesticides to the common area to notify the
Oakbrook Townhouses Board, provide details of such proposed application,
certify that (s)he will only apply such pesticides in accordance with
applicable laws governing such application, and state that (s)he understands
that (s)he is fully responsible for any damages to persons, pets, wildlife,
landscaping, or property. Following discussion, Karch moved and Martin seconded
to approve the Oakbrook Townhouses Pesticide Policy for distribution to the
membership, along with a sample application. The motion passed.
Adoption of Work
Order Principles
Karch
reported on the proposed set of Work Order Principles, aimed at clarifying
responsibilities of the Board, its members, and its management company for
member requests for work in the common areas.
Following discussion, Martin moved & Allsopp seconded to approve the
Work Order Principles subject to editorial corrections. The motion passed.
Update on Electrical
Line 7605/7607 Zircon
Glamba
reported on the completion of electrical problems at 7605/7607 Zircon Drive,
including a credit of $500 from the original proposal.
Flammable Chemical
Stored on Decks
Glamba
reported a member at the Annual Members’ Meeting requested the Board remind
owners of the need to be careful of storing flammable chemicals on their decks.
He proposed the following statement to be included in the minutes of a Board
meeting:
“…As
a result of a fire in Oakbrook Townhouses, the Board wishes to urge members to
be extra careful of the use or placement of combustible materials in such a way
as to increase fire risk. This includes charcoal briquette starter for
barbecues; paint and stain; a variety of combustible household chemicals; and
rags saturated with them. Remember that combustible material-soaked rags do not
need an open flame to burn, and may spontaneously combust in the presence of
heat and oxygen…”
Karch
moved and Allsopp seconded to include the above wording in the minutes. The motion passed.
Recreational Vehicle
at 7607 Zircon
Glamba
reported that the recreational vehicle present at 7607 Zircon is in violation
of Article 11 Section 4 of the CC&Rs, which reads as follows:
“…SECTION
4.
No structure of a temporary character, trailer, basement, tent, shack, garage,
barn, or other outbuildings shall be used on any lot at any time as a
residence, either temporarily or permanently. No trailer, camper, boat,
recreational vehicle, truck larger than one (1) ton or similar equipment shall
be permitted to remain upon any property within the properties, unless placed
or maintained within an enclosed garage…”
Following
discussion, Martin moved and Allsopp seconded that we send a letter to the
owner at 7607 Zircon requiring removal of the recreational vehicle from that
address within 30 days, in accordance with the provisions of Article 11,
Section 4 of the CC&Rs. The motion passed.
Rain Gutter Issue at
7419 Zircon Drive
Karch reported that during the replacement of
gutters on Building 11 the upper gutters were incorrectly installed, resulting
in periodic discharge of rain water onto the lower sun roof ceiling at 7419
Zircon. He requested that the Board request TransBlue, the installer, to
inspect and correct the gutter installation. Following discussion, Martin moved
and Allsopp seconded to ask TransBlue to inspect and correct the gutter
installation. The motion passed with
Karch abstaining.
Heritage
Restoration Litigation
It was moved, seconded, and approved to go
into Executive Session to discuss litigation.
Following
the Executive Session, during which no actions were taken, the motion to return
to regular session was made, seconded, and approved.
Invoice From McFerran
Law
Glamba
reported receipt of an invoice from McFerran Law for services rendered in the
amount of $7,678.25.
Karch
moved and Martin moved to approve payment of $7,678.25 to McFerran Law for
services rendered. The motion passed.
Retirement of Steve
Rinnan
The
Board discussed the recent retirement of Steve Rinnan from the Board and
expressed appreciation to Steve for his many years of dedicated service to the
members of the Association.
Owner Request for
Solar Panels on the Roof
Glamba
reported on a recent owner request for consideration of solar panel
installation on the roof of the unit. Following
discussion, it was moved, seconded, and approved to reject the request.
3-Way Stop Signs
Glamba
reported on an upcoming public meeting at which he proposes to discuss with the
mayor of Lakewood the possibility of installing 3-way stop signs at both ends
of Zircon Drive SW where Ruby Drive SW enters Zircon Drive SW. The sense of the Board was to support this
idea.
Next Board Meeting
Glamba
announced the next Board meeting will be held at 6:00 PM on May 8, 2023 at 7427
Zircon Drive SW.
Adjournment
It
was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 9:19 PM.
Respectfully
submitted,
Al
Glamba, President
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