Minutes of Board of Directors Meeting
May 9,
2022
Oakbrook
Townhouses, Inc.
c/o
Northwest Properties Agency, Inc.
9527
Bridgeport Way SW
Lakewood,
WA 96499
The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held May 9, 2022 at 9527 Bridgeport Way SW, Lakewood, WA 98499.
A quorum being present Board President Al Glamba called the meeting to order at 7:02 PM.
Board members present were Rick Boulware, Al Glamba, Ken Karch, Mike McDonald (by phone), Doug Martin, and Steve Rinnan. Also in attendance was Chris Morris from Northwest Properties (NWP)
Thanks to Karch for Service as President
Glamba reviewed the progress of the Board during recent years and thanked Karch for his involvement and leadership during that time.
Minutes
Boulware moved and Martin seconded to approve September 13, 2021 meeting minutes as submitted. The motion carried
Financial Report – April 2022
Morris explained the layout of the Financial Report. She reported on cash on hand, insurance payments, and accounts receivable. Following discussion, it was learned that one of the serious accounts receivables had committed to become current in the next two months, but no response has been received from the other following multiple attempts. Boulware moved and Karch seconded to ask the Association attorney to communicate with the owner at 7811 Zircon on the need to become current on monthly charges. The motion passed.
Boulware moved and Martin seconded to approve the financial report. The motion passed.
McDonald reported on recent health issues and that he is expecting to return to Oakbrook later this week. The Board wished him well.
Status of Insurance Policy
Karch reported on a conversation with Mike Englund of Rice Insurance that morning. Our premiums come due August 23; amounts paid for the year ending August 23, 2022 are:
Package $40,259.00
Business Auto 254.00.
Umbrella 2,172.00
Earthquake 16,450.00
Total $59,135.00
Karch reported that expectations for next year are in the range of a 10-15% increase, and that the recent fire damage event at 7617 Zircon would probably not significantly affect our rate, given our long history of good results. He reported that there are fewer companies who wish to continue in the HOA insurance market, but that our broker reports that he is confident that at least two are likely to bid, and he will have initial estimates by next month.
Reserve Study
Glamba urged Oakbrook Townhouses to contract with Association Reserves for a new 3-year reserve study this year. Following discussion, Glamba and Karch agreed to meet with the company during their site visit. Glamba will sign the engagement letter.
Ruby Development
Glamba reported on the new homes being built on the south side of Zircon Drive and north side of Ruby Drive, the site of the previous swimming pool and tennis courts. Comments were made about the new posted prices, the location of driveways, and traffic.
Encampment on Chambers Creek
Glamba reported on a visit to the area of a previous encampment along Chambers Creek slightly downstream from Oakbrook Townhouses. He reported signs of temporary, but not permanent, activity, and signs from Pierce County warning of unsafe and environmentally sensitive conditions.
Chambers Creek Trail Update
Glamba reported on two recently constructed bridges over Chambers Creek and Leach Creek in the vicinity of Kobayashi Park. These are part of the planned Chambers Creek Trail project, being developed by the Cities of University Place and Lakewood, and Pierce County.
Rain Gutter Cleaning
Glamba raised the issue of periodic cleaning of the gutters, including the decision by the Board several years ago to clean them on a quarterly basis.
Driveway Replacement
Glamba reported on his review of the condition of driveways in Oakbrook Townhouses. On motion by Boulware and second by Karch, the Board agreed to review the desirability of additional driveway repair/replacement as part of a broader review of the Board’s goals and priorities at the next meeting.
Future Board Meeting Locations
The Board discussed the need to identify future Board meeting locations, including the County library system, the Oakbrook Country Club Condominiums, the Country Club, Zoom Meetings, and members’ homes. The Board agreed to contact the Country Club for the next meeting. McDonald offered to hold it if the Country Club was not available.
Repair at 7511 Roof
Glamba reported CRS had been contracted to repair damage to the roof at 7511 Zircon resulting from a wind storm, and requested approval to pay the CRS bill in the amount of $764.45. Karch moved and Boulware seconded to approve the invoice. The motion passed.
Water Leak at 7605 Zircon
Glamba reported on a complex issue of a water leak at 7605 Zircon. Karch moved and Boulware seconded to authorize the President to move expeditiously to secure needed leak location identification to determine responsibility.
RV Parked Using Association Electricity
Glamba reported on an RV parked overnight in the driveway at 7607 Zircon and apparently using association electricity. A motion was made and seconded to issue a cease and desist order to prohibit use of association power from the street light. The motion passed, with Karch opposed, citing insufficiency.
Use of Cluster Mailboxes by Ruby Drive Development
Glamba reported on a request from the US Postal Service to permit homeowners in the new development along Zircon Drive to use a portion of the Oakbrook Townhouses cluster mailboxes or to permit a new cluster mailbox to be installed on Oakbrook Townhouses property. Following discussion, Boulware moved & Karch seconded that NWP respond to the USPS indicating that Oakbrook Townhouses is not interested in permitting non-Oakbrook Townhouse residents to use Oakbrook Townhouses cluster mailboxes, nor to construct, on Oakbrook Townhouses property, additional cluster mailboxes for their use, since there are reasonable alternatives. The motion carried.
Materials Deposited On Common Area at 7711 Zircon
Glamba described, and Karch distributed photos, of the deposit of materials in the front, side, and rear of the property at 7711 Zircon. The Board was reminded of a similar situation several years ago at the same address. Following discussion, Karch moved and Boulware seconded to ask the health and fire authorities to inspect the site and take appropriate actions as are necessary, and further, that we post a letter to the owner of the violations, demanding corrections within 14 days, or the association will remove and dispose of all such materials and charge the owner for the cost of such removal and disposal. Furthermore, a posting of the association letter will be delivered in person, if possible, and posted on the door. The motion passed.
Member Complaint Regarding Damage to a Sign at 7631
Glamba reported on a May 4 letter from the owner at 7631 Zircon demanding certain actions in response to alleged damage to a sign placed in the common area. Following discussion, the Board directed NWP to respond to the letter indicating the letter has been received and will be investigated, and reminding the owner, once again, of the provisions of the CC&Rs regarding signs in the common area.
Next Board Meeting
Next Board Meeting is tentatively scheduled for Monday, June 13, 2022 at 7:00 PM, at the Oakbrook Golf & Country Club, or, alternatively, at 7531 Zircon Drive, location to be announced.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 9:20 PM.
Respectfully submitted,
__________________________
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