Minutes of Board of
Directors Meeting
November 13, 2023
Oakbrook Townhouses,
Inc.
c/o Willow Properties
9527 Bridgeport Way
SW
Lakewood, WA 96499
Treasurer’s Report
Treasurer Dilworth presented financial and budget information, as of September 30, 2023.
Checking Account $ 16,161.97
Reserve
Account $ 196,549.55
Insurance
Deductible Account $ 5,042.32
Capital
Improvement Account $ 11,728.87
Insurance
Holding $ 24,000.00
Dilworth also listed expenditures during September, including items related to legal fees, rear decks, administrative fees, 2021 annual audit, utilities, contractor fees, roof and gutter cleaning, chimney repair, driveway replacement, and tree removal.
Karch clarified the relationship between the upper roofs on the flat roof buildings and the roofs of sunroom improvements to rear decks. The Board agreed that, in the interests of member safety, the responsibility for cleaning the roofs and gutters of sunrooms created subsequent to the original construction should be that of the Association.
Dilworth indicated the proposed budget is based on 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, although the Board has not adopted the final budget for 2024.
Following discussion, Dilworth moved and Allsopp seconded to accept the Treasurer’s report. 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 efforts have been made to determine the cause of the delay in securing the 2021 audit report. The Board discussed the RCW and CC&R provisions governing the requirement for an audit report.
Update on Repairs to Gravel & Wooden Steps at 7631 Zircon
Glamba reported he had inspected the site and concluded the work has been completed. Allsopp moved and Dilworth seconded to waive the recruitment of costs on the project. The motion passed.
Use of Email Transmission of Draft Monthly Meeting Minutes
The Board discussed this issue and was satisfied that Willow Properties can move forward with this issue.
Goal for 2024
Karch reviewed the 2022-2023 Goals Assessment data reported on at the last Board meeting, along with a proposed set of goals for 2024. Following discussion, including a suggestion to review the goals quarterly, Allsopp moved and Dilworth seconded to adopt the Proposed Goals for 2024. The motion passed.
Proposed Notice to Unit Owners Regarding Risk Associated with Electrical Panels Manufactured by Federal Pacific Electric Company and/or Federal Pioneer LTD; Workable and Accessible Fire Extinguishers; and Annual Inspection & Cleaning of Wood-Burning Fireplaces
Glamba reviewed the proposed notice and self-certification form developed in response to comments by our insurance company. Following discussion, Allsopp moved and Dilworth seconded approval of the documents for distribution to the membership. The motion passed.
Ivy Removal From Trees Behind the Units
Glamba reported that there is nothing further to report on this issue. The Board asked Dilworth to investigate further.
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. A request for correction has been submitted to Willow Properties.
Status of Review of Proposals for Property Management
Glamba stated this issue will be deferred to the Executive Session.
Ratification of Payment of PDQ Construction Invoice #31123
Glamba requested ratification of his action to approve payment of PDQ Construction Invoice #31123 in the amount of $5,269.30 for work completed in October and November, 2023. Dilworth moved and Karch seconded to ratify the President’s action. The motion passed.
Garage Roof Leak at 7719 Zircon Drive SW
Glamba reported on a garage roof leak at 7719 Zircon Drive SW, in which an owner engaged her own contractor, for which she is asking for reimbursement in the amount of $154.24. The Board discussed the need to remind unit owners of the proper procedures to follow for emergency issues, and to have appropriate emergency procedures in place to make it easy for unit owners to use. Glamba described a conversation with PDQ Construction in which they agreed that the responsibility for maintaining the downspouts on the exterior of the building resides with the Association. Following discussion, Allsopp moved and Karch seconded to reject the request for repayment and to alert all members of the proper procedures to follow in the event of an emergency issue. The motion passed, with Dilworth voting nay.
Cleaning of Downspouts
Glamba requested the Board to consider whether our maintenance contractor should be asked to add regular cleaning of all outside downspouts to his normal maintenance responsibilities. Dilworth moved and Allsopp seconded to request our maintenance contractor to assume responsibility for regularly cleaning the downspouts. The motion passed.
Following discussion, Karch described, and passed out, a proposed system for correcting water-related problems, including correction of any flow retarding situation in the drain lines in the back of the buildings (done as part of the TVing of those drain lines in 2018); assessment (and correction) of the situations in all downspouts conveying water from the gutters to the back yard drain lines (which he proposed doing immediately); and eventually conducting a similar assessment and correction of the gutter system, to ensure they are adequately sized and sloped to convey water to the downspouts. Karch moved and Dilworth seconded to approve the proposal for assessing and correcting water flow problems, including those related to garage flow issues. The motion passed.
Update on Irrigation Issues
Dilworth reported that several members have indicated that the irrigation systems have not been functioning as intended, and recommended (and moved) that an alternative sprinkler contractor be identified to do an assessment of the condition of the sprinkler system, and make recommendations for any corrections needed. Allsopp seconded the motion, and the motion passed.
Snyder left the meeting at this point.
Update on Chimney Repairs
Glamba passed out a photo of one of the chimneys needing repair. A description of needed chimney work is included in the Reserve Studies. An assessment was conducted by Chimney Specialists in 2020 for Buildings 7 through 12. Following discussion, Dilworth moved that we engage an independent chimney specialist to assess the condition of chimneys in Buildings 1 through 6, and make recommendations for correction. Allsopp seconded the motion. The motion passed.
Approval of Payment of PDQ Construction Invoice #31223
Glamba requested approval of payment of PDQ Construction Invoice #31223 in the amount of $1,637.90 for work completed in November, 2023. Dilworth moved and Karch seconded to approve payment of the invoice. The motion passed.
Executive Session on Heritage Restoration Litigation and Property Management Proposals
It was moved, seconded, and approved to adjourn to Executive Session on the Heritage Restoration litigation and Property Management proposals. Following Board discussion, during which no Board actions were taken, it was moved, seconded, and approved to return to general session.
Approval to Engage Miller & Nash, LLC to Pursue Litigation for Bad Faith On the Part of Liberty Mutual
Allsopp moved and Dilworth seconded to engage Miller & Nash, LLC in an amount of $7,500 as a retainer fee to pursue Litigation for Bad Faith Negotiations on the part of Liberty Mutual in the matter of the Heritage Restoration litigation. The motion passed.
Invoice from McFerran Law
Glamba requested approval to pay an invoice from McFerran Law in the amount of $843.75 for legal services through October 26, 2023. Following discussion, Allsopp moved and Dilworth seconded to pay the invoice from McFerran Law in the amount of $843.75. The motion passed.
Reminder on Winterization
The Board discussed the need to remind members of the need to winterize their units.
Next Board Meeting
Glamba announced the next Board meeting will be held on December 11, 2023 at 7425 Zircon at 4:00 PM.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 7:02 PM.
Respectfully submitted,
Al Glamba, President
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