Minutes of Board of
Directors Meeting
July 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 July 10, 2023 at 7407 Zircon Drive SW, Lakewood, WA
98498.
A quorum being present Board President Al Glamba called
the meeting to order at 6:05 PM.
Board members present were Jim Allsopp, Al Glamba, Ken
Karch, Doug Martin, and Mike McDonald.
Inspection of
Common Areas
Glamba reported an insurance inspection of the common
areas of the Association revealed two trip hazards needing attention, and that
our maintenance contractor had been asked to correct them. He also urged member attention to circuit
breakers.
Treasurer’s Report
McDonald referenced the financials for the past month. He
reported the following in our various accounts:
Checking Account $ 8,524.95
Reserve Account $ 188,543.17
Insurance Deductible Account $ 5,042.32
Capital Improvement Account $ 26,736.47
Insurance Holding $ 32,000.00
McDonald also reported on expenses totaling $22,659.07.
The Board discussed transfer of funds from the Capitol
Improvement account for repair/replacement of rear decks, the insurance
deductible feature of our insurance policy, member arrearages, CD investment
possibilities, landscaping, and irrigation. Martin then moved and Allsopp
seconded approval of the Treasurer’s Report.
The motion passed.
2021 Audit Report
Glamba reported a letter has been sent to the auditor
selected to complete the 2021 audit report, demanding completion of the 2021
audit report within 30 days or the arrangement will be terminated.
Update on Rain
Gutter Overflow at 7419 Zircon
Glamba
reported that CR Gutters will be out next week to do the repairs on the gutters
at 7419 Zircon.
Cargo Van in Driveway at 7607 Zircon
Glamba
reported on the cargo van parked in the driveway at 7607 Zircon Concerns have been
expressed over a van parked at 7607 Zircon being used as a recreational vehicle
in violation of the CC&Rs. The owner
represents that the van is licensed by the State of Washington as a cargo van
and is used primarily for transportation, as are other cargo vans also
similarly licensed. Following discussion Martin moved and Allsopp seconded that
the CC&R prohibition of recreational vehicles shall not apply to cargo vans
used for transportation purposes as long as the vehicle is not used as living
space while on the common area of Oakbrook Townhouses. The motion passed.
Reflective Tape on Cluster Mailboxes
The
Board thanked Martin for having installed reflective tape on the cluster
mailboxes.
Replacement Coupons for Monthly Dues
Glamba
reported that all owners should have received the replacement payment coupons
for monthly dues through the end of the year, with the corrected name of the
Association.
Replacement of Garage Roof at 7525 Zircon
Glamba
reported this work has been completed. Karch moved and Martin seconded
ratification of the total amount paid, including tax. The motion passed.
Update on Certification
of Backflow Preventer Valves
Glamba reported that the process for certification of our
three backflow preventer valves has been completed, at a cost of $45 each.
Update on Transfer
of Funds from Capital Improvement Account
Glamba reported he and McDonald had withdrawn $23,000
from the Capital Improvement account to pay for rear decks at 7801 and 7611
Zircon and the garage roof deck at 7525 Zircon.
PDQ Invoice for 7611 Zircon
Glamba
provided an invoice from PDQ for 90% of the deck bid for work at 7611 Zircon in
the amount of $9,710.82, including sales tax.
McDonald moved & Martin seconded approval of said invoice. The motion passed.
PDQ Invoice for Miscellaneous Work
Glamba
provided an invoice #9072023-2 from PDQ for miscellaneous work in the amount of
$2,664.33, including sales tax. McDonald
moved & Martin seconded approval of said invoice. The motion passed.
Gravel Walkway
Condition Adjacent to 7631 Zircon
Glamba
reported the letter to the unit owner at 7631 approved by the Board at the June
meeting has been sent.
University Place Extension Request for
Chambers Creek Trail
Glamba
reported the City of University Place has requested a one-year extension of
time to apply for permits from the Washington State Department of Fish and Wildlife
on the matter of the Chambers Creek Trail project, implying a likely delay in
the project.
Policy on Member Responsibility for Water Use
Karch
distributed copies of the revised policy on Member Responsibility. Martin moved and McDonald seconded adoption
of the amended Member Responsibility for Water Use to be sent to the membership.
The motion passed.
Request for Proposals for Property Management
Services
Glamba
reported he had requested proposals for property management from additional companies.
The Board discussed the need for review of performance.
Cluster Mailbox Insurance
Glamba
reported the request for reimbursement for destruction of the cluster mailbox
at 7525 Zircon has been sent to GEICO (the driver’s insurance company) for payment.
Rear Deck Repair/Replacement
Glamba
reported that PDQ had submitted estimates for repair/replacement of two rear
decks at 7619 Zircon in the amount of $9,200 plus tax and at 7613 Zircon in the
amount of $8,800 plus tax. He also
indicated a third rear deck at 7411 needed repair/replacement, but has not yet
submitted a proposal.
Solar Panels
The
Board had another lengthy discussion about the possibility of solar panels and
concluded that the risk of approving an individual set of solar panels on the
roof covering a single unit was excessive, due to the location in the Pacific
Northwest, the alignment of the buildings, the invalidation of the roof
warrantee, the requirement for the unit owner and his/her successors for
covering the initial cost and all repair, maintenance, and replacement costs in perpetuity, and the adverse impact
on the rights of the remaining unit owners, including enforcement of the provisions
of any agreement to do so.
Plantings in the Common Area
Allsopp
moved and Martin seconded to remind members that any plants they plant in the
common area are the responsibility of the unit owners to maintain. The motion passed, with McDonald abstaining.
Requests for Proposals and Bids
Glamba
described the processes used by the Federal Government for requests for
proposals and bids. Karch indicated the
concern he expressed in a previous meeting was the premature disclosure of a
bid amount in the public meeting prior to the closure of the bidding process,
resulting in his preparation of a ten-step Principles and Procedure for Bid
Openings for future bidding.
Executive Session to Consider Heritage
Restoration Lawsuit
It was
moved, seconded, and approved to go into executive session for the purpose of
discussing the Heritage Restoration lawsuit.
Following the session, during which no actions were taken, it was moved,
seconded and approved to return to regular session.
Allsopp moved
and Martin seconded to pay the June 25, 2023 invoice from McFerran Law in the
amount of $225.00. The motion passed.
Next Board Meeting
Glamba
announced the next Board meeting will be held on August 14, 2023 at a time and location
to be determined.
Adjournment
It was
moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 8:55 PM.
Respectfully
submitted,
Al
Glamba, President
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