Oakbrook Townhouses Board Meeting Minutes - December 11 2023

 

Minutes of Board of Directors Meeting

December 11, 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 December 11, 2023 at 7425 Zircon Drive SW, Lakewood, WA 98498.

 A quorum being present Board President Al Glamba called the meeting to order at 4:08 PM.

 Board members present were Jim Allsopp, Nancy Dilworth, Al Glamba, Ken Karch, and Doug Martin.  Also attending was member Lew Mildon and guests Ariel Kagan and John Selok from Joey Builders.

 Karch introduced his guests from Joey Builders, which had done some work for him at 7419 Zircon in the past couple of weeks.  Kagan passed out the company’s brochure and described the company’s capabilities.  Following discussion, the Board agreed that Joey Builders should be invited to bid on whatever projects for which they think they are qualified, and that their particulars be provided to Willow Properties.

 Lew Mildon described his concern about leaks in his ceiling and a clogged drain line, and several contractor experiences. Glamba reported a contractor is being scheduled on the former issue and that he had just authorized corrective action on the latter issue. 

He asked about the schedule for getting the rear deck assessment report and was told we had received many photos and are awaiting the written report from our contractor, PDQ.

 Approval of Minutes

 Glamba requested approval of the Board meeting minutes of November 13, 2023.  Dilworth moved and Karch seconded approval of the Board meeting minutes of November 13, 2023. The motion passed, with Martin abstaining.

Treasurer’s Report

Treasurer Dilworth presented financial and budget information, as of November 30, 2023.

Checking Account                           $       2,993.44

Reserve Account                             $   198,551.21

Insurance Deductible Account     $       5,042.32

Capital Improvement Account       $     13,728.96

Insurance Holding                           $     28,000.00

Dilworth also listed expenditures during November, including items related to legal fees, cable TV, general maintenance, insurance, audit, and rear decks.

Martin moved and Allsopp seconded to approve the Treasurer’s Report.  The motion passed.

2024 Budget

Dilworth described the individual budget items for the 2024 budget, and indicated the proposed budget requires an Increase in the monthly charges to $425 for 2024 (from $375 in 2023), as an alternative to a special assessment, based on previous Board discussions. Following discussion, Martin moved and Allsopp seconded to adopt the 2024 budget as presented for distribution to the membership. The motion passed.

Preparation for the Annual Members’ Meeting

Glamba reported that the annual Members’ meeting will be held January 16, 2024 at the Adriatic Restaurant, beginning at 7 PM. A formal announcement and agenda and related materials will be sent to the membership within the week.  The Board discussed the materials needed for the mail-out.

Decision Regarding Property Management Services for Oakbrook Townhouses for 2024

Glamba stated that property management proposals had been received from three property management companies and asked for a motion to close the receipt of further proposals. Karch moved and Dilworth seconded to close further receipt of property management proposals. The motion passed. Glamba described the particulars of each of the three received proposals. Following discussion, Glamba recommended accepting the Willow Properties proposal and asked for a motion.  Karch moved to accept the proposal from Willow Properties in the amount of $20,920 per year for each of two years.  Dilworth seconded the motion.  Board discussion revealed concerns about several issues with Willow Properties. The motion passed.

Heritage Restoration Lawsuit

Glamba stated this topic would be deferred to later in the agenda.

Update on 2021 Audit Report

Glamba reported Willow Properties had received notice that the 2021 Annual Audit would be received by the end of December.

Update on Gutter Overflow at 7419 Zircon

Karch reported that work on the upper gutter several weeks ago to prevent streaming of water onto the sunroom roof was unsuccessful, as evidenced during the recent storm. He passed out copies of a proposed correction by a new contractor. A suggestion was made to seek an additional proposal from Joey Builders. Following discussion Dilworth moved and Martin seconded to approve the correction of this problem as soon as practicable, and to seek an additional proposal from Joey Builders.  The motion passed, with Karch abstaining.

Ivy Removal From Trees Behind the Units

The Board discussed the need to remove ivy from some trees in the development.  The Board agreed that an RFP for ivy removal be developed, in preparation for seeking bids in early 2024.

Garage Roof Leak at 7703 Zircon

Glamba reported we have a bid for repair of the garage roof leak at 7703 and that we are seeking two additional bids on this job. The Board discussed a variety of issues which can lead to leaks in the garage roofs and agreed we need to be prepared for more as the roofs age.

Roof Leak at 7511 Zircon

Glamba reported that Frank & Sons had been asked to investigate and make recommendations based on their previous work on this issue.

Clogged Drain Line at 7511 Zircon

Glamba reported a contractor has been engaged to unclog this drain line.

Clogged Drain at 7525 Zircon

Glamba reported Roof Doctor has unclogged the drain at this address.  The Board discussed the need to have our maintenance contractor clean both gutters and downspouts, whether or not the unit owner has access to the garage deck, as agreed to at the previous Board meeting.  The Board agreed that Willow Properties needed to inform our maintenance contractor, who has been out of town recently, of the Board policy.

Status of Pooled Water on Garage Roof at 7803 Zircon

Glamba reported we have received two bids to correct this problem. Following discussion, Dilworth moved and Karch seconded to approve the proposal of Roof Doctor, in the amount of $590 plus tax, to correct this problem. The motion passed.

Garage Roof Leak at 7805 Zircon

Glamba reported Roof Doctor has been engaged to investigate and make recommendations on correcting this problem.

Waiver of January 8, 2024 Board Meeting

Glamba recommended that the usual January 8, 2024 Board meeting be waived since it is so near to the Annual Members’ meeting.  Allsopp moved and Dilworth seconded to do so.  The motion passed.

Free Items in Driveways

Glamba raised concerns by some that members are leaving items in their driveways, often with “free” signs attached thereto, in order to offer good, but no longer needed, items to others, or to obviate the need for donation or disposal.  Following discussion, the Board consensus was that members should be discouraged from doing so, in the interest of promoting a beautiful community and as a courtesy to other members.  Glamba reported such placement may be subject to City removal and misdemeanor charges if in the public right-of-way.

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.

Next Board Meeting

Glamba announced the next Board meeting will be held on January 16, 2024 immediately following the Annual Members’ meeting.

Adjournment

It was moved and seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 7:05 PM.

Respectfully submitted,

 

 

Al Glamba, President