Oakbrook Townhouses Board Meeting Minutes August 12 2024

 

Minutes of Board of Directors Meeting

August 12, 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 August 12, 2024 at 9527 Bridgeport Way SW, Lakewood, WA 98499.

A quorum being present Board President Al Glamba called the meeting to order at 3:03 PM.

Board members present were Al Glamba, Ken Karch, Doug Martin, and Lew Mildon.  Also attending was Carrie Snyder from Willow Properties.  

Urgent Insurance Matter

Glamba briefed the Board on the insurance matters described in the July 8, 2024 minutes.

Recently Oakbrook Townhouses, Inc. was notified by Liberty Mutual that it will no longer provide insurance to Oakbrook Townhouses, effective on its annual renewal date, August 23, 2024.  Our broker Mike Englund, of Rice Insurance, immediately convened a discussion with the officers of Oakbrook Townhouse to develop a strategy to ensure the association and its members are adequately insured. That strategy involved seeking to understand the reasons for the cancelation, in order that reasonable actions may be taken to reverse the decision, or, failing that, seeking an extension of the cancelation date, to allow Oakbrook Townhouses time to seek an alternative insurer, and to engage such an alternative insurer. 

The full Board considered the matter, with Mr. Englund’s participation, at its July 8 Board meeting.  Mr. Englund expressed his opinion, based on his experience with many other HOAs and insurance companies, that a set of new policies would advance the chances of achieving the desired outcomes above.  These included 1) a clear policy that no owner shall be served by an electrical panel manufactured by Federal Pacific Electric Company or Federal Pioneer, Ltd., 2) a ban on the use of wood-burning fireplaces, 3) a ban on the use of open flame barbecues, and 4) accessible and workable fire extinguishers within each unit.

Following extensive and detailed discussion, the Board adopted an interim policy on these matters (see below), with planned adoption of final wording to be completed by August 1, 2024, for use in discussions with Liberty Mutual and other insurers, and subject to ratification by the membership at its January, 2025 Annual Meeting.

Approval of Minutes of July 8, 2024

Glamba requested approval of the DRAFT Board meeting minutes of July 8, 2024.  Martin pointed out that his understanding of the wording of the motion regarding the urgent insurance matter included a provision for Willow Properties to send out the final wording to the membership prior to August 1. The Board had considerable discussion. 

Glamba exercised Executive authority to table further approval of the Minutes of July 8, 2024 and move on.

Treasurer’s Report

Treasurer Karch presented financial and budget information, including that concluding May 31, 2024 and June 30, 2024.

                                                               June 30, 2024                               July 31, 2024

Operating Account                               $   13,878.63                                $  36,160,02

Reserve Account                                  $ 212,563.09                                $214,564.84

Insurance Deductible Account          $     5,042.32                                $    5,042.32

Capital Improvement Account            $   27,730.06                                $  29,730.28

Insurance Holding                                $   36,000.00                                $  44,000.00

Glamba read the figures above into the record.

Following discussion Martin moved and Mildon seconded approval of the Treasurer’s Report ending July 31, 2024.  The motion passed.

Heritage Restoration Lawsuit

Glamba stated this topic did not need the Board to retire to Executive Session.  He requested Board approval for Miller Nash invoice # 2237730 in the amount of $273.  Martin moved and Mildon seconded approval for Miller Nash invoice # 2237730 in the amount of $273.  The motion passed.

Update on 2021 Audit Report

Glamba reported that the 2021 Audit report has been completed and is undergoing internal peer review before being submitted to Oakbrook Townhouses, expected August 19.

Status of Rear Deck Study 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 all plus tax, all with 50% deposit for materials.  Martin moved and Karch seconded to approve 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 motion passed, with Mildon abstaining.

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 continuing this week.

Consideration of Investmant of Funds in CDs

Glamba recommended deferring this issue to the next meeting.

PDQ Invoice

Glamba requested approval to pay the PDQ invoice dated August 4, 2024 for miscellaneous work in the amount of $2,076.49.  Following discussion, Mildon moved and Martin seconeded to approve the PDQ invoice dated August 4, 2024 for miscellaneous work in the amount of $2,076.49.  The motion passed.

Water damage to Interior of Garage at 7703 Zircon

Glamba reported on progress in correcting the water damage to the interior of the garage at 7703 Zircon.

Broken Sprinkler Heads

Several Board members reported on progress in repairing broken or misaligned sprinkler heads and flooding.

Clogged pipe at 7533 Zircon

Glamba reported on progress on repairing the clogged pipe at 7533 Zircon Drive.

Status of Garage Roof Leak at 7515 Zircon

Glamba reported there is no additional information on this issue.

Interim Rule to Replace Federal Pacific Electrical Panels and Ban Barbeques and Wood Burning Fireplaces

Glamba reported our insurance agent has indicated that the multiple insurance carriers he has been working with on the Board’s behalf are all requiring replacement of any remaining Federal Pacific electrical panels within 60 days of the start of their policies.

Request for Painting at 7527 Zircon

Glamba reported on the basis of the request to repaint the unit at 7527.  Following discussion, Mildon moved and Karch seconded to deny the request. The motion passed, with Martin abstaining.  

 Ratification of Approval to Pay Green Effects Invoice 23605

 Glamba requested ratification of Green Effects Invoice 23605 in the amount of $237.82 for emergency work to shut off water from the eastern front section of one of the sprinkler zones.  Following discussion, Karch moved and Martin seconded to ratify payment of Green Effects Invoice 23605 in the amount of $237.82 for emergency work to shut off water from the eastern front section of one of the sprinkler zones. The motion passed.

 Ratification of Approval to Pay Green Effects Invoice 23612

 Glamba requested ratification of Green Effects Invoice 23612 in the amount of $420.58 for irrigation repair work.  Following discussion, Karch moved and Martin seconded to ratify payment of Green Effects Invoice 23612 in the amount of $420.58 for irrigation repair. The motion passed.

 Request by Owner at 7427 Zircon to Plant Landscaping

 Glamba requested approval of a proposal by the landowner at 7427 Zircon to plant landscaping in the common area strip between 7427 and 7429 Zircon. The owner was informed of the need to maintain the landscaping at his expense. Following discussion, Mildon moved and Karch seconded to approve the request for landscaping at 7427 Zircon.  The motion passed with Martin abstaining.

 Request to Remove Dead Trees

 Glamba recommended a tree contractor be engaged to fell several trees at 7631 and 7803 Zircon. Following discussion, Mildon moved and Martin seconded to secure bids to remove dead trees at 7631 and 7803 Zircon.

 Further July 8, 2024 Minutes Discussion

 Glamba asked that the topic of the July 8, 2024 minutes be removed from the table.  The Board had another lengthy discussion, about the fact that the minutes and the Urgent Action Requirement document had not yet gone out yet, and other matters.  Following that discussion, Martin suggested that the Board make the effective date August 1, not immediately.  Glamba pointed out that August 1 is past and the membership hasn’t received the July 8 minutes or the related document. Snyder offered to send out a notice about failure of Willow Properties to mail out both documents by August 1. Al expressed concern about possible challenges and suggested making the policy effective upon receipt.  The Board agreed that sending out a second form of the minutes and policy would not be useful.  Following discussion, Martin moved and Mildon seconded that the July 8, 2024 minutes be amended to report that the policy effective date is August 1, 2024, and be subject to corrections previously discussed.  The motion passed.  The notification of the policy statement was too late to meet the effective date of August 1 so the effective date is upon receipt of the unit owners.

 

Change #1 Modifying July 8, 2024 Minutes

 The July 8, 2024 minutes are revised to read as follows:

 “…Glamba asked that the Board consider what needs to be done to ensure continued insurance coverage of Oakbrook Townhouses (see earlier agenda topic on this matter). Following extensive discussion, Martin moved and Allsopp seconded the Board adopt an interim ban on barbecues and wood burning fireplaces, effective immediately August 1, with specific wording to be adopted by the Board by August 1, 2024, with written documentation to be submitted to the membership for ratification at the 2025 annual membership meeting and added to the House Rules, if adopted. The motion passed, with Karch abstaining, due to lack of specificity…”

 Change #2

 The changes discussed in the August 12, 2024 Board meeting are incorporated in this document.

 Next Board Meeting

 Glamba announced the next Board meeting will be held on September 9, 2024 at 5:00 PM at 7511 Zircon Drive.

 Adjournment

 It was moved and seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 4:49 PM.

 Respectfully submitted,

  

 

Al Glamba, President