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
September 8, 2025
Oakbrook Townhouses,
Inc.
The regular meeting of the Board of Directors of Oakbrook
Townhouses (OT) was held September 8, 2025 at the Lakewood Public Library, 10202 Gravelly
Lake Drive S.W., Tacoma, WA 98499.
A quorum being present Board President Al Glamba called the meeting to order at 4:00 PM.
Board members present were Al Glamba, Ken Karch, and Jonathon Welsh.
Approval of Board Meeting Minutes of August 11, 2025
Glamba requested approval of the draft Board meeting minutes of August 11, 2025 DRAFT 2. Following discussion, Welsh moved and Karch seconded approval of DRAFT 2 of the August 11, 2025 Board meeting minutes. The motion passed.
Treasurer’s Report
Treasurer Karch described the August 31, 2025 Treasurer’s report previously sent out.
Glamba read the figures for August 31, 2025 into the record.
July 31, 2025 August 31, 2025
Operating Account 1824 $
43,121.50 $ 37,669.09
Reserve Account 1449 $
138,575.73 $ 140.576.90
Sound Credit Union Share Cert 4221 $ 101,939.68 $ 101,939.68
Capital Improvement Account 6172 $ 29,724.82 $ 31,725.07
Insurance Premium Holding $
32,000.00 $ 32,000.00
Glamba reported that Oakbrook Townhouses has renewed the Earthquake Insurance with Palomar Specialty Insurance Company for an additional year, and the amount of that insurance premium, $22,686.00, has been paid and will be deducted from the Insurance Premium Holding account.
Following discussion, Welsh moved and Karch seconded to approve the August 31, 2025 Treasurer’s Report. The motion passed.
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 we had received an invoice for payment of the 2021 Audit Report from Newman CPA, PC, but we have not yet received the final report, so payment has been deferred. Glamba reported Newman CPA has requested information on the settlement discussions taking place on the Heritage Restoration lawsuit and other matters, which has been provided. He also reported the Letter of Engagement was signed in 2023 with Newman CPA. Neuman CPA has also completed and submitted our 2024 income tax filing, and has submitted an invoice for $100.00. Glamba reported he had authorized payment and asked for ratification of his action. Welsh moved and Karch seconded ratification of the payment of $100.00 to Newman CPA. The motion passed.
Karch pointed out that an August 13, 2025 email from Newman CPA suggested that Newman CPA needed 7 pieces of additional information to complete the 2021 audit (a check with Glamba and Willow confirms that they have been sent on more than one occasion in the past), leading Welsh to suggest that Willow Properties implement a “read receipt” feature on outgoing emails.
Obscuring Vegetation Adjacent to Driveways
Glamba reported that the removal of obscuring vegetation adjacent to Zircon Drive has been completed. Following discussion, Welsh moved and Karch seconded approval of the Green Effects invoice for $7,160 plus tax, for trimming obscuring vegetation. The motion passed.
7417 Zircon Driveway Replacement
Glamba reported that Willow Properties reported that one contractor, Puget Paving and Construction, has submitted a bid, and another is scheduled to visit next week. The Board deferred further action pending receipt of additional bids.
Request for Board Decision re Vans in Driveways
Karch reported a quick search indicated controls on hours allowed for RV parking, but nothing on length, width, height, weight, or other factors. The Board took no action.
Erroneous Payment to Oakbrook 7th Addition
Glamba reported on the erroneous payment by a member to the Oakbrook 7th Addition. He reported the member has made good to Oakbrook Townhouses on the two checks, and is currently up to date on all past due amounts.
Pruning Purple Plum Trees
Glamba reported Willow Properties has received two proposals to trim the 27 or so purple plum trees, as has been done in the past. Glamba proposed a statement of work to be included in the acceptance of proposals for this work. Following discussion, Welsh moved and Karch seconded to approve the proposed statement of work for trimming the purple plum trees. The motion passed.
Bid Review Procedure
Karch reviewed his recommendation several years ago that a bid review procedure be adopted by the Board and Willow Properties, pointing out that the present method of providing bids for work to be completed to Board members prior to bid opening, invites abuse. He suggested a method by which bids received by Willow Properties be sequestered by them until bid opening, and bid amounts and conditions not be released to Board members until a bid closing date has passed. Board discussion centered on contractors calling their “bids” - “estimates” or “proposals”, that these latter procedures permit negotiations, and that the CC&Rs and Bylaws do not specify a bid procedure. The Board deferred further consideration to a later date.
Replacement of Garage Roof at 7811 Zircon
Glamba reported the Roof Doctor has submitted a proposal to replace the garage roof at 7811 Zircon. Following discussion, Welsh moved and Karch seconded approval of the Roof Doctor bid in the amount of $6,339.44, including tax and a summer discount. The motion passed.
Repair of Driveway at 7813 Zircon Drive
Glamba reported on damage to the driveway at 7813 Zircon, indicating that the tenant reported the driveway was cracked when he moved in a year and a half ago. He reported that a driveway contractor will be checking and providing a proposal for repair shortly.
Repair of Broken Sprinkler Head at 7811 Zircon
Glamba reported that Willow Properties reported that this work has been completed by Green Effects. Glamba reported he had authorized repair in the amount of $173.96 and is asking the Board to ratify his approval. Following discussion, Welsh moved and Karch seconded to ratify the approval to pay the Green Effects invoice in the amount of $173.96, including tax. The motion passed.
Repair of Gas Line at 7805 Zircon
Glamba reported that the owner at 7805 Zircon has notified the Board that PSE will be repairing a rusted gas line, which will require replacement of a portion of the driveway at PSE’s expense.
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.
Request to Pay for Mediation Services
Glamba indicated he needed Board approval for mediation services from Dickinson Wright PLLC in the amount of $3,500.00. Following discussion, Welsh moved and Karch seconded to pay Dickinson Wright PLLC $3,500.00 for mediation services. The motion passed.
Next Board Meeting
The next Board meetings will be held at the Lakewood Public Library on Monday, October 13, 2025, and Monday, November 10, 2025 both at 4:00 PM.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 5:29 PM.
Respectfully submitted,
Al
Glamba, President
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