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 8, 2025
Oakbrook Townhouses,
Inc.
The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held December 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. Board Member Dave Hamann arrived at 20 minutes into the meeting, during the budget discussion. Also attending was Lew Mildon of 7511 Zircon Drive SW.
Approval of Board Meeting Minutes of November 10, 2025
Glamba requested approval of the draft Board meeting minutes of November 10, 2025 DRAFT 2. Following discussion, Welsh moved and Karch seconded approval of DRAFT 2 of the November 10, 2025 Board meeting minutes. The motion passed.
Treasurer’s Report
Treasurer Karch described the November 30, 2025 DRAFT 2 Treasurer’s report previously sent out.
Glamba read the figures for November 30, 2025 into the record.
October 31, 2025 November 30, 2025
Operating Account 1824 $
19,547.75 $ 86,255.09
Reserve Account 1449 $
144,579.26 $ 146,580.48
Sound Credit Union Share Cert 4221 $ 102,564.30 $ 102,564.30
Capital Improvement Account 6172 $ 35,725.00 $ 37,725.90
Insurance Premium Holding $
36,000.00 $ 36,000.00
Following discussion, Welsh moved and Karch seconded to approve the November 30, 2025 DRAFT 2 Treasurer’s Report. The motion passed.
2026 & 2027 Budget Discussion
Karch passed out copies of DRAFT 6 of the proposed 2026 and 2027 Budget, described amendments he had made following discussions at the November 10, 2025 Board meeting, including those related to Reserve Income; Meeting Hall Renter; Reserve Study; Property Insurance; Landscape Contract; Tree Pruning; and Building Maintenance & Repairs; and a modification of the dues to $475 and $500 per unit per month for 2026 and 2027, respectively, to permit high expenses expected in the next five years and highlighted in the 2023 Reserve Study (e.g., dry rot control, painting, rear deck repair and replacement, garage roof repair and replacement, and driveway repair and replacement) to be achieved without further assessments. At this point, Board Members Dave Hamann arrived. Following discussion Welsh moved and Karch seconded approval of the final budget (DRAFT 6) for 2026 and 2027. The motion passed.
Karch indicated that, as a result of the discussions, a one-page summary will be prepared for the mail-out to the membership, and copies of the expanded spreadsheet will be available at the Annual Members’ meeting.
Heritage Restoration Lawsuit
Glamba reiterated, as reported in the November 10 Board meeting minutes, that the Heritage Restoration/Liberty Mutual litigation has been resolved, following a mediation session in which he and Karch participated, and asked that the following statement appear in the minutes to make the membership aware of the limitations placed on release of information regarding the resolution of the Heritage Restoration/Liberty Mutual litigation:
“…The parties agree to keep the terms of this Settlement Agreement confidential. Each party, however, may reveal these terms to its respective lawyers, tax advisors, accountants, and insurers, instructing them to comply with this provision, and may reveal terms in response to valid legal process. Oakbrook may further disclose the terms of this Settlement Agreement to its Board and its management company (Willow Properties) and its members, instructing them to comply with this provision…” (emphasis added for these minutes)
Pursuant to the above
terms of the Settlement Agreement, Oakbrook Townhouses, Inc. will receive
$72,000 from our insurer, Liberty Mutual, and the lawsuit brought by Heritage
Restoration against Oakbrook Townhouses, Inc. will be dismissed with prejudice
(i.e., cannot be brought again).
Glamba requested Board approval to pay the invoice from MillerNash, LLC for legal services for the mediation in the amount of $29,505.50 thru October 31, 2025. Welsh moved and Karch seconded approval to pay the invoice from MillerNash, LLC for legal services in the amount of $29,505.50. The motion passed.
Update on 2021 Audit Report
Glamba reported Oakbrook Townhouses has still not received the final 2021 Audit Report from Newman CPA, and that Oakbrook Townhouses has provided all information requested by Newman CPA.
Status of Proposals for Replacement of Driveway at 7417 Zircon
Glamba stated we are awaiting a final proposal from Paver since the last one they sent was in August of 2024.
Pruning of Purple Plum Trees
Glamba reported that the pruning of the purple plum trees has been completed. He asked for approval to pay I’m In! Tree Service in the amount of $6,606.00 including sales tax for trimming the purple plum trees. Karch pointed out that the contractor had performed the work on December 2 and the invoice called for payment by December 4, contrary to the usual Net 30 days provision of most contractor invoice policies. He also indicated he had searched additional databases and found that I’m In! Tree Service had, in fact, performed such service in 2020, as their invoice indicated, contrary to his assertion at a previous meeting to the contrary. Welsh moved and Hamann seconded to pay the I’m In! Tree Service invoice in the amount of $6,606.00, including sales tax. The motion passed.
Replacement of Garage Roof at 7811 Zircon
Glamba reported that this work had been completed in September, 2025. No further action was required.
Repair of Driveway at 7813 Zircon
Glamba reported that Willow Properties indicated that Looker Asphalt is scheduling this work directly with the owner since they will need to make sure their vehicle/s aren't on the driveway. Chris sent another email on Friday asking if the owner and the owner have scheduled a specific date for repair, but has not heard back.
Reserve Study Update for 2026
Karch reviewed problems we had in securing use of the materials provided to the contractor prior to the preparation of the 2023 reserve study, included extensive comments by Glamba and Karch at the 2024 Annual Members’ meeting, and urged that the Board ensure such materials, if provided in this round of the reserve study, be acknowledged and used; or that we seek another contractor to perform such work. Karch reported on an AI search for potential reserve study companies and found five. In addition, Willow Properties has proposed a sixth (CEDCORE, LLC) that other clients had used following dissatisfaction with Association Reserves. Karch and Glamba reported that CEDCORE, LLC had submitted a proposal that seemed more customer friendly. Following discussion, Welsh moved and Karch seconded that the Board engage CEDCORE, LLC in the amount of $1,536.29 per year for three years. The motion passed.
Member Comments
Glamba invited members present to offer comments or questions. Mildon reported problems with water under his driveway, a falling tree in the rear year, ivy on a tree, dry rots problems, and beauty bark blowing beyond the recent 3-inch application. Glamba indicated he would check with Willow Properties on each item.
Testing and Certification of Backflow Prevention Devices
Glamba indicated we are awaiting notification by the Lakewood Water District for the annual backflow prevention valve testing and certification requirement. Following discussion, the Board deferred any action pending notification of same by the Lakewood Water District.
Preparation for 2026 Annual Members’ Meeting
Glamba reported that preparations are being made for the Oakbrook Townhouses 2026 Annual Members’ Meeting on January 20, 2026 starting at 4:00 PM at the Steilacoom Community Center, and requested assistance at 3:30 PM to set up tables and chairs for the meeting. He also requested ratification of the payment of $240.00 paid to Steilacoom Community Center for the Annual Members’ Meeting on January 20, 2026. Following discussion, Welsh moved and Hamann seconded ratification of the $240 payment to Steilacoom Community Center. The motion passed.
Status of Cutting Down and Removing White Magnolia Tree in the Driveway
Between 7807 and 7809 Zircon Drive SW
Glamba reported this work has been completed, and a stump approximately 18 inches high remains, as a warning to avoid a tripping hazard. Following discussion, Welsh moved and Hamann seconded to ratify payment of $1,651.50 including sales tax to I’m In! Tree Service for cutting down and removing a white magnolia tree in the driveway between 7807 and 7809 Zircon Drive SW. The motion passed.
Status of Property Management Agreement
Karch reported that we have two proposals (one of which is our current contractor) for management of our financial and related matters, and indicated we had completed negotiations with one of the contractors, Willow Properties (our present contractor - the other did not fully meet our specs). Following discussion, Karch moved and Welsh seconded to accept the corrected management agreement with Willow Properties for a two-year period (2026 and 2027) in the amount of $21,231 for each year. The motion passed.
Invoice From PDQ
Glamba requested ratification of PDQ Contractors invoice #251125 in the amount of $3,020.12 including sales tax for miscellaneous maintenance and repair work. Following discussion, Welsh moved and Hamann seconded ratification of payment of PDQ Contractors’ invoice #251125 in the amount of $3,020.12. The motion passed.
Waiver of January 12, 2026 Board Meeting
Glamba requested a motion to waive the January 12, 2026 Board meeting, as we will have a short Board meeting immediately after the January 20, 2026 Annual Members’ Meeting. Following discussion, Hamann moved and Welsh seconded to waive the January 12, 2026 Board meeting. The motion passed.
Next Board Meeting
The next Board meetings will be held at the Steilacoom Community Center on Tuesday, January 20, 2026 (immediately following the Annual Members’ Meeting) and on Wednesday, February 11, 2026 at 4:00 PM at the Lakewood Public Library.
Deck at 7511
Karch inquired whether the owner at 7511 (Mildon) was satisfied with work performed at that address, to which Mildon responded in the affirmative.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 5:26 PM.
Respectfully submitted,
Al
Glamba, President
