Minutes of Board of Directors Meeting
September 9, 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 September 9, 2024 at 7511 Zircon Drive SW, Lakewood, WA 98498.
A quorum being present Board President Al Glamba called the meeting to order at 5:03 PM.
Board members present were Al Glamba, David Hamann (by phone), Ken Karch, and Lew Mildon. Also attending was member Jonathon Welsh.
Urgent Insurance Matter
Glamba briefed the Board on the insurance matters described in the July 8 and August 12, 2024 minutes. Our current fire and general liability insurance provider, Liberty Mutual, has offered a 60-day extension to our current policy (until October 22, 2024) at a cost of $6,870.00 with a $75,000 deductible, to give us time to find an alternative provider. Our insurance broker, Mike Englund, Is seeking alternative providers.
Approval of Minutes of August 12, 2024
Glamba requested approval of the DRAFT Board meeting minutes of August 12, 2024. Board members reported that the phantom July, 2024 minutes alleged to have been mailed on August 8, 2024 along with a colored Board policy statement on the urgent insurance matter had not been received. Following discussion, Mildon moved and Karch seconded approval of the August 12, 2024 Board minutes. The motion passed.
Treasurer’s Report
Treasurer Karch presented financial and budget information, including that concluding July 31, 2024 and August 31, 2024.
July 31, 2024 August July 31, 2024
Operating Account $ 36,160.02 $ 37,333.91
Reserve Account $ 214,564.84 $216,566.65
Insurance Deductible Account $
5,042.32 $ 5,042.32
Capital Improvement Account $ 29,730.28 $ 31,730.53
Insurance Holding $ 44,000.00 $ 20,000.00
Glamba read the figures above into the record.
Following discussion Mildon moved and Hamann seconded approval of the Treasurer’s Report ending August 31, 2024. The motion passed.
Heritage Restoration Lawsuit
Glamba stated this topic will be deferred to the Executive Session later in the meeting.
Update on 2021 Audit Report
Glamba reported that the 2021 Audit report has not been received despite assurances from Willow Properties that it was expected by August 19. Glamba has requested directly from the Newman company information on expected receipt and has been informed that additional information was needed, which despite assurances by Willow Properties to the contrary, had not been received. The Board discussed at length communication problems between the Board and Willow Properties, but took no action.
Status of Rear Deck Repair by PDQ
Glamba reported that information has been received that identifies three rear decks requiring urgent attention: 7429, 7617, and 7619 Zircon. He indicated that PDQ has been asked for estimates for the work, which came in at $10,900, $10,500, and $10,500 respectively, all plus tax, and all with 50% deposit for materials. The Board had approved the proposal from PDQ for repair of the rear deck at 7429 Zircon, in the amount of $10,900 plus tax, with 50% deposit for materials. The Board is awaiting additional bids from other bidders for the decks at 7617 and 7619 Zircon Drive.
Glamba summarized many projects which are competing for funds, including those for rear decks, tree removal, garage roofs, driveways, insurance costs, and legal matter uncertainties, and asked for Board discussion. Karch reminded the Board of its previous approval of a priority system, including 1) imminent public health or safety threats to life; 2) imminent damage to association or member property; 3) violation of law, regulations of local, state, or federal governments; 4) work required by the RCW’s, CC&Rs, bylaws, or financial institutions; 5) current year Board priority work; and 6) work not meeting the five criteria above. He also reminded the Board of the 2020-2025 Plan, and of the 2024 annual goals for 2024.
Following discussion, the Board agreed that the proposed driveway replacement at 7417 Zircon needed to be deferred pending resolution of some of the competing demands for repair/replacement, insurance costs, and legal fees.
Status of Clogged Drain at 7511 Zircon
Glamba and Mildon reported on flooding occasioned by a clogged drain at 7511 Zircon, including difficulties getting contractors to bid.
Status of Garage Roof Leak at 7433 Zircon
Glamba reported the Board approved a bid for repair work at 7433 Zircon last month, and work appears to be completed, but an invoice to show completion of work has not been received.
Consideration of Investmant of Reserve Funds in CDs
Glamba recommended deferring this issue to the next meeting.
Water damage to Interior of Garage at 7703 Zircon
Glamba reported he had received no updates on this matter from Willow Properties in the past two months. Karch expressed sympathy for a Willow Properties employee who is undergoing eye surgery and other health problems. However, recent exchanges of emails with Willow Properties has indicated to him that the organization, with whom we have a written contract, has not taken necessary steps to ameliorate work expectation and communication issues. The Board discussed the matter, but took no action.
Broken Sprinkler Heads
Glamba reported the broken sprinkler heads addressed in the past meeting had apparently been corrected.
Clogged Pipe at 7533 Zircon
Glamba indicated he has no update on this matter from Willow Properties. The Board discussed the availability of PDQ for routine maintenance. Glamba reminded the Board that PDQ is a contractor, not an employee, and therefore accepts work as a contractor from others. Karch reminded the Board that it had expressed a desire to have Willow Properties find a back-up contractor several months ago. Board members reported they have not heard a report on progress in doing so.
Ratification of Approval to Replace Leaking Garage Roof at 7617 Zircon
Glamba requested Board approval to ratify his approval to replace a leaking garage roof at 7617 Zircon in the amount of $6,390 plus tax. Following discussion, Hamann moved and Mildon seconded a motion to ratify Glamba’s approval to replace a leaking garage roof at 7617 Zircon in the amount of $6,390 plus tax. The motion passed.
Approval to Cut Down Large Fir Tree at 7631 Zircon
Glamba requested Board approval to cut down a large fir tree covered by ivy at 7631 Zircon, by I’m In! Tree Services, in the amount of $1,651.50, including tax. Following discussion, Mildon moved and Hamann seconded Board approval to cut down a large fir tree covered by ivy at 7631 Zircon, by I’m In! Tree Services, in the amount of $1,651.50, including tax. The motion passed.
Approval to Cut Down Two Dead Fir Trees at 7803 Zircon
Glamba requested Board approval to cut down two dead fir trees at 7803 Zircon, by I’m In! Tree Services, in the amount of $2,752.50, including tax. Following discussion, Mildon moved and Hamann seconded Board approval to cut down two dead fir trees at 7803 Zircon, by I’m In! Tree Services, in the amount of $2,752.50, including tax. The motion passed.
Status of Garage Roof Leak at 7515 Zircon
Glamba reported we have received a bid from one contractor and are seeking two more.
Interim Rule to Replace Federal Pacific Electrical Panels and Ban Barbeques and Wood Burning Fireplaces
Glamba reported on requirements demanded by our current insurance company, Liberty Mutual, to continue insuring Oakbrook Townhouses, including installation of inside sprinkler systems. He reported that Liberty Mutual has extended our current policy for 60 days, to October 22, 2024 to give us time to find and engage an alternative provider. The Board engaged in extended discussion, but took no action.
Appointment of New Board Member
Karch moved and Mildon seconded to appoint Jonathon Welsh as a new Board member with a term to end in January, 2026. The motion passed. Members welcomed Welsh to the Board.
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 McFerran Law
Glamba requested Board approval for the invoice from McFerran Law for legal services thru August 25, 2024 in the amount of $300.00. Mildon moved and Karch seconded approval for the invoice from McFerran Law for legal services thru August 25, 2024 in the amount of $300.00. The motion passed.
Reminder to Avoid Feeding or Encouraging Rodents
Glamba requested that members be reminded of the Board policy prohibiting the feeding of raccoons. He also asked that members be asked to use caution if feeding birds from bird feeders that spillage be minimized to avoid attracting rodents.
Next Board Meeting
Glamba announced the next Board meeting will be held on October 14, 2024 at 5:00 PM at 7535 Zircon Drive.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 7:08 PM.
Respectfully submitted,
Al
Glamba, President
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