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
November 10, 2025
Oakbrook Townhouses,
Inc.
The regular meeting of the Board of Directors of Oakbrook
Townhouses (OT) was held November 10, 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 4:03 PM.
Board members present were Al Glamba, David Hamann, Ken Karch, and Jonathon Welsh. Also attending was Carrie Snyder from Willow Properties.
Glamba requested approval of the draft Board meeting minutes of October 13, 2025 DRAFT 2. Following discussion, Welsh moved and Hamann seconded approval of DRAFT 2 of the October 13, 2025 Board meeting minutes. The motion passed.
Treasurer’s Report
Treasurer Karch described the October 31, 2025 Treasurer’s report previously sent out.
Glamba read the figures for October 31, 2025 into the record.
September 30, 2025 October 31, 2025
Operating Account 1824 $
31,479.02 $ 19,547.75
Reserve Account 1449 $
142,578.09 $ 144.579.26
Sound Credit Union Share Cert 4221 $ 101,939.68 $ 102,564.30
Capital Improvement Account 6172 $ 33,725.33 $ 35,725.60
Insurance Premium Holding $
36,000.00 $ 36,000.00
Following discussion, including liens and foreclosures, Hamann moved and Welsh seconded to approve the October 31, 2025 Treasurer’s Report. The motion passed.
2026 & 2027 Budget Discussion
Karch passed out copies of DRAFT 3 of the proposed 2026 and 2027 Budget, described amendments he had made following discussions at the October 13, 2025 Board meeting, including those related to management fees, legal services, insurance, maintenance and repairs, and a modification of the dues to $475 and $500 per unit per month for 2026 and 2027 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. Following discussion Hamann moved and Welsh seconded approval of the second reading of the DRAFT 3 budget for 2026 and 2027, with corrections. The motion passed.
Karch indicated that, as a result of the discussions, a fourth draft will be prepared for the December Board meeting for final approval, in time for distribution to the membership prior to the January, 2026 Annual Members’ meeting.
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 Oakbrook Townhouses has received a preliminary 2021 Audit Report from Newman CPA, and asked for Board ratification of the Presdient’s prior authorization for the payment of an invoice in the amount of $2,800.00 from Newman CPA. Board members indicated they had not received a copy. Karch asked Snyder to make sure that such materials were provided to the full Board in the future. Glamba referenced a further request for information from Newman CPA, and indicated his intent to meet with Willow Properties staff to review materials already sent. Hamann moved and Welsh seconded to ratify the prior authorization by the President, in the amount of $2,800.00 for the preliminary report. The motion passed with Karch voting no, based upon not having seen the preliminary report, which does not contain an indication as to whether or not the audit is a “clean audit.”
Update of Filing of Tax Returns
Glamba also asked for ratification of his prior authorization of payment for the filing of tax returns for 2022, 2023, and 2024 by Newman CPA in the amount of $250.00. Following discussion, Welsh moved and Hamann seconded to ratify the President’s prior authorization of payment of $250.00 to Newman CPA for the filing of taxes for 2022, 2023, and 2024. The motion passed. Glamba also indicated Oakbrook Townhouses had been billed (and paid) a setup fee for filing of the taxes for 2022, 2023, and 2024. Welsh moved and Hamann seconded to approved the previously paid invoice for a setup fee for filing of taxes for 2022, 2023, and 2024. The motion passed.
Status of Proposals for Replacement of Driveway at 7417 Zircon
Glamba stated we have received an additional proposal. Karch inquired whether we had received verification that an earlier proposal, received in 2024, was still current. Following discussion, Welsh moved and Hamann seconded to close the bidding process, on the assumption that we have two proposals. The motion passed. The Board decided to defer further action until we learn whether we have one or two actual proposals. Glamba pointed out that any future driveway replacements need to be coordinated with our efforts to update any water lines which cross under the driveways.
Development of a Policy for Parking of Motor Vehicles on Driveways
The Board decided to defer this issue.
Pruning of Purple Plum Trees
Glamba reported that I’m In! Tree Services will be out next month to prune the purple plum trees.
Replacement of Garage Roof at 7811 Zircon
Glamba reported that the contractor, Roof Doctor, Inc., is working with the unit owner to get the work scheduled.
Repair of Driveway at 7813 Zircon
Glamba stated that a proposal has been received from Looker Asphalt, Inc. in the amount of $5,460.00 to correct a hazardous driveway situation caused by roots from a nearby tree. Following discussion Hamann moved and Welsh seconded to accept the proposal from Looker Asphalt, Inc. in the amount of $5,460.00. Karch asked that all such proposals upon which Board action is required be sent to the entire Board in the future. The motion passed.
Renewal of Fire, Property, and General Liability Insurance Policy
Glamba reported that the binder for renewal of our Fire, Property, and General Liability insurance has been received and the invoice paid.
Replacement of Garage Roof at 7427 Zircon
Glamba reported that replacement of the garage roof at 7427 has been completed.
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. The Board deferred further action to the next meeting.
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.
Wasp and Rat Problems at 7609 Zircon
Glamba reported on an aggressive wasp and a rat problems at 7609 Zircon. Following discussion, Welsh moved and Hamann seconded to ratify the prior authorization to All Seasons Pest Control to control the wasp problem at 7609 Zircon for $236.72. The motion passed.
Water Leak at 7421 Zircon
Glamba reported we had received a complaint about a water leak into the kitchen at 7421 Zircon. He has asked our maintenance contractor to investigate and report back.
Winterization Policy Notice
Glamba reported the winterization guidance was sent to the membership with the minutes of the October Board meeting.
Willow Properties Drop Box Disclaimer
Glamba reported again that Willow Properties has issued a disclaimer urging members not to use the Willow Properties drop box due to security concerns. He recommended members use alternate means for communicating with Willow Properties, submitting or requesting materials, and paying dues.
Request of Member to Trim Area Between Buildings 11 and 12
Glamba reported that Green Effects had responded to the request to clean up the area between Buildings 11 and 12.
Location of 2026 Annual Members’ Meeting
Glamba reported that the usual site of our Annual Members’ meeting is no longer available. He reported on alternative sites being investigated. Following discussion, Welsh moved and Karch seconded to have the Annual Members’ meeting on January 20, 2026 starting at 4:00 PM at the Steilacoom Community Center. The motion passed.
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.
Conditions of Settlement Agreement on Heritage Restoration Litigation
Following the Executive Session, Glamba reported 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).
Invoice from MillerNash
Glamba requested Board approval to pay the invoice from MillerNash for legal services in the amount of $1,105.00 thru September 30, 2025. Welsh moved and Hamann seconded approval to pay the invoice from MillerNash for legal services in the amount of $1,105.00. The motion passed.
Glamba updated issues of siding at 7505 Zircon, and lights and rats at 7609 Zircon
Negotiation on Management Contract
Glamba reported that we have two proposals (one of which is our current contractor) for management of our financial and related matters, and indicated we will negotiate with one or more of the contractors.
Next Board Meeting
The next Board meetings will be held at the Lakewood Public Library on Monday, December 8, 2025 at 4:00 PM.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 6:49 PM.
Respectfully
submitted,
Al
Glamba, President
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