Oakbrook Townhouses, Inc.
c/o Willow Properties 253
581-5199
9527 Bridgeport Way SW chris@willowproperties.com
Lakewood, WA 98499-2801
Minutes of Board of Directors Meeting
December 9, 2024
Oakbrook Townhouses,
Inc.
c/o Willow Properties
9535 Bridgeport Way
SW
Lakewood, WA 96499
The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held December 9, 2024 at 7425 Zircon Drive SW, Lakewood, WA 98498.
A quorum being present Board President Al Glamba called the meeting to order at 5:02 PM.
Board members present were Jim Allsopp, Al Glamba, Dave Hamann, Ken Karch, Doug Martin, and Jonathon Welsh. Also attending were Susan and Tom Richeson.
Inspection for Federal Pacific Electrical Panels and Tree Trimming Requirements
Glamba briefed the Board on the successful effort to ensure no Federal Pacific electrical panels remained in any garage. He expressed appreciation to Carrie Snyder of Willow Properties for managing the process. He indicated he had authorized payment to Apex Electrical Group, LLC. and asked for Board ratification of the same, in the amount of $3,587.06. Following discussion, Allsopp moved and Welsh seconded to ratify the decision to pay Apex Electrical Group, LLC. $3,587.06. The motion passed.
Glamba also mentioned that he had received a bid for tree trimming that was also required by our insurance company, and that he had personally resolved three of the five identified tree issues. The other two require a tree trimming professional and a revised bid. Following discussion, Allsopp moved and Hamann seconded to authorize the President to approve payment of tree trimming in an amount not to exceed $3,853.50. The motion passed.
Approval of Minutes of November 11, 2024
Glamba requested approval of the DRAFT Board meeting minutes of November 11, 2024, with one correction (change “Jerome” Newman to “Jeremy” Newman). Following discussion, Allsopp moved and Hamann seconded approval of DRAFT 2 of the November 11, 2024 Board minutes. The motion passed, with Martin abstaining.
Approval of 2024 Annual Meeting Minutes
Glamba requested a motion to recommend that the membership approve the 2024 Annual Members’ meeting minutes. Following discussion, Martin moved and Allsopp seconded to recommend that the membership approve the 2024 Annual Meeting minutes at the 2025 Annual Members’ meeting. The motion passed.
Treasurer’s Report
Treasurer Karch described minor changes in the December 9, 2024 Treasurer’s report previously sent out.
October 31, 2024 November 30, 2024
Operating Account $ 15,594.63 $ 35,658.14
Reserve Account $ 220,570.28 $222,572.14
Insurance Deductible Account $ 5,042.32 $ 5,042.32
Capital Improvement Account $ 35,731.06 $ 13,731.36
Insurance Holding $ 0.00 $
0.00
Glamba read the figures for November 30, 2024 into the record.
Glamba asked for a motion to remove Mike McDonald, who has submitted his resignation, sold his unit, and moved to Arizona from the list of Board members authorized to be a signer for withdrawing funds from the Key Bank reserve accounts. Following discussion, Allsopp moved and Welsh seconded the above motion. The motion passed.
Hamann offered to be appointed to fill the third Board member authorized to be a co-signer. Karch moved and Welsh seconded to authorize Board member Dave Hamann to be a co-signer for withdrawal of funds from the Key Bank reserve accounts. The motion passed, with Hamann abstaining.
Members Susan and Tom Richeson arrived at this point.
Following discussion, Allsopp moved and Hamann seconded to approve the Treasurer’s report for December 9, 2024. The motion passed.
2025 Budget – Approval
Karch passed out copies of the most recent suggested budget for 2025, as updated with data received from Willow Properties for the month of November and described its features.
The document is in spreadsheet format; incorporates for the first time the line items used by Willow Properties in its monthly reports to the Board; shows the 2024 annual budget adopted by the Board and ratified by the membership; actual data to date (November 30, 2024); projected full year data thru December 31, 2024; a proposed budget for 2025 and an estimated budget for 2026; differences compared to 2024; and estimated dues for 2025 and 2026; and is color coded to reflect large, uncertain, or unknown; moderate amounts, and items without change from 2024. Categories which are added or moved are identified. Adjustments are made to reflect the change from a cash accounting to an accrual accounting system.
Large (over $10,000), or uncertain amounts in the third reading are the management fee, reserve contribution levels, legal services, property insurances, earthquake insurance, water provision, cable TV provision, the landscaping contract, general maintenance, rear deck maintenance and/or repair, garage roof maintenance/repair, and driveway replacement.
Karch reminded Board members that the Board must approve a 2025 and estimated 2026 budget in time to mail it to members within a 30-day limit prior to the January 21, 2025 Annual Members’ meeting. The Board agreed it would meet that time limit with an email vote, if necessary, but needed to resolve certain issues. Karch provided copies of a much simplified version of the 2025 and 2026 budget. It basically provides for an increase in monthly charges of $25.00 per unit per month to cover increased uncertainty on insurance and legal matters, supplier price increases, and inflation.
Heritage Restoration Lawsuit
Glamba stated this topic will be deferred to the Executive Session later in the meeting.
Update on 2021 Audit Report
Glamba reported he had requested, received, and forwarded certain information from Key Bank requested from Newman CPA, information from Willow Properties, and a copy of the 2020 audit report.
Status of Clogged Drain at 7511 Zircon
Glamba reported that Willow Properties reported that the Plumbing and Drain Company will be out next week.
Consideration of Investmant of Reserve Funds in CDs
Glamba and Welsh reported on their efforts to secure information about switching funds to an interest bearing account. Following discussion, Glamba recommended deferring this issue pending receipt of the 2021 audit report.
Clogged Pipe at 7533 Zircon
Willow Properties reported that PDQ Contractors is planning to go out to look over this issue, but is in the middle of moving. Allsopp offered to contact Edwin to determine a time frame for work on this issue.
Corporate Transparency Act Reporting
Karch reported that he felt he had the necessary information from all but one Board member to submit all necessary information to file the BOI report for Oakbrook Townhouses. Karch reported on a court-ordered delay in enforcing the requirement for filing.
Comcast Rates for 2025
Glamba reported his request to Comcast to clarify termination provisions in case the membership votes to terminate the Comcast service. He has received a copy of the annual fee increase and lists of available channels, but not the termination provisions. The Board reviewed the situation, and agreed it needed to be prepared for comment at the Annual Members’ meeting, but took no action.
Five Year Plan
Karch described the history of the 2019-2024 Five Year Plan, and its update for 2025-2029, based on the 2023 Reserve Study, and passed out copies. The Board received copies of the updated plan, but took no action.
Annual Meeting Information – January 21, 2025
Glamba reported he had reserved a room at the Adriatic Restaurant for the 2025 Annual Members’ meeting on January 21, 2025 at 7:00 PM, along with related information.
Election to Receive Notices and Information from Willow Properties via Email
Glamba reviewed RCW, CC&R, and Bylaws relating to authorization to receive notices and information from Willow Properties via email. Individual members may “opt in” to receive such information by email, and may revoke such action by written communication to Willow Properties.
Public Hearing on Chambers Creek Trail December 19, 2024
Glamba reported that a hearing will be held on the Chambers Creek Trail on December 19, 2024 at the City of University Place at 1:30 PM at 3609 Market Place, University Place.
Member Opportunity to Comment
Glamba offered an opportunity for members to comment. The Richeson’s mentioned several issues related to member payment of dues.
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.
Invoice from McFerran Law
Glamba requested Board approval for the invoice from McFerran Law for legal services thru November 25, 2024 in the amount of $226.50. Welsh moved and Martin seconded approval for the invoice from McFerran Law for legal services thru November 25, 2024 in the amount of $226.50. The motion passed.
Invoice from Miller Nash LLP
Glamba requested Board approval for the invoice #2246782 from Miller Nash LLP for legal services thru October 31, 2024 in the amount of $476.00. Martin moved and Welsh seconded approval to pay the invoice from Miller Nash LLP for legal services thru October 31, 2024 in the amount of $476.00. The motion passed.
Next Board Meeting
Glamba announced the next Board meeting will be held on January 21, 2025 immediately following the General Membership meeting at the Adriatic Restaurant.
The following Board meeting will be held February 10, 2025 at 5:00 PM. Glamba requested assistance in securing future Board meetings. Allsopp offered to research the issue.
Discussion with PDQ Contractors re Consolidated Rear Deck Report
Allsopp reported on his discussion with PDQ Contractors regarding the need for a consolidated rear deck report, in which he said Edwin Wittstruck indicated he could prepare such a report.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 7:58 PM.
Respectfully submitted,
Al
Glamba, President
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