Oakbrook Townhouses Board Meeting Minutes August 12 2019

Minutes of Board of Directors Meeting

August 12, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held August 12, 2019 at the home of Ken Karch, 7419 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:04 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, Steve Rinnan, and Mike Tierney.  Also attending were members Kathy Johnson, Tim Lancaster (by POA), Lew and Pam Mildon, Darrell Richards, and Dennis Shuler.  Also attending were Chris Morris and Michelle Selberg from Northwest Properties.

Shuler and McDonald described an incomplete issue regarding the re-connection of vents and adjustment of scuppers following the roof repair on Building 7.  NWP was asked to contact CRS and the Board’s contractor to assess the situation and provide a solution. 

Minutes

Hamann moved and McDonald seconded to approve the July 8, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Treasurer Pearcy’s absence, Karch directed the Board’s attention to the Financial report submitted by NWP. 

Old and New Business

Following discussion of the request by the owner at 7631 for approval of new windows, Hamann moved and Tierney seconded to approve the request.  The motion passed.

The Board considered the status of the slope stability study at 7513 Zircon.  An assessment letter from Beyler Engineers was received, and Karch provided a chronology of activities since 1978 on the matter.  Following discussion, McDonald moved and Tierney seconded to ask NWP to secure bids from several companies listed by Beyler.  The motion carried.

The Board considered the need to secure driveway replacement bids for three driveways identified by the Board’s task force as most critical at 7433, 7503, and  7717 Zircon.  Following discussion, McDonald moved and Hamann seconded to ask NWP to seek additional driveway bids by close of business August 26 and authorized an email vote.  The motion passed.

Karch reported that garage repair bids for auto accident damage at 7511 Zircon have not yet been received by the owner, so there is no action to be taken.

Karch reported that the legal service agreement has been received and in being slightly modified.  Following discussion, Hamann moved and Rinnan seconded to approve the proposal and authorize the President to sign.  The motion passed.

Karch reported that Drain Pro has mapped and completed repair work on the rear drainage systems of Buildings 1 through 6; and has completed mapping of Buildings 7 through 12.  We are awaiting the results of the mapping of Buildings 7 through 12 and an assessment of needed repairs to the rear drainage systems.

The Board considered an updated version of the verbal report by the committee of Glamba, McDonald, and Tierney at the July Board meeting on their recommendations for clarification of the responsibilities in the rear common area.  Following discussion, Glamba moved and Tierney seconded to approve the revised policy on the rear and side common areas and authorized its distribution to the membership. The motion passed.

Karch reported that Oakbrook Townhouses does not have a written fines policy for CC&R and Bylaws violations.  Recent events have pointed toward the need to have one, and our attorney has recommended we adopt one.  A draft policy was developed, using another HOA’s policy as a model.  Following discussion, the Board asked that additional examples be secured for further discussion.

McDonald and Rinnan reported there seems to have been no progress made by our contractor on correcting the obscuring vegetation.  McDonald will meet with NWP on the matter.

Karch reported that the Mailbox Guy has completed installation of 5 slabs on which will be mounted cluster mailboxes.  Members are reminded that one mailbox (serving Buildings 3 and 4) is being held in abeyance pending possible legal action by an owner in Building 4).  Discussion with our attorney is expected to result in an opinion on the matter, and the association is proceeding with the remaining cluster mailboxes. 

Glamba and Tierney reported on the recent hearing on the 16-unit Planned Development District (PDD) proposal to be built in the area between Ruby Drive and Zircon Drive formerly occupied by the swimming pool and tennis courts.  The 4^th Addition has indicated it will not challenge the current proposal, and the PDD will adopt its own set of governing documents.

Karch distributed copies of the most recent property assessment update, showing 1) the total assessed valuation of individual Oakbrook Townhouses properties reached a peak in 2009 at about $13.4 million, then dropped each year from 2009 through 2014 to about $8.9 million for 2014. During the 2015 thru 2020 period the assessed value rose again to just about $15.7 million, including a $1.3 million increase between 2019 and 2020; 2) the mean assessed value for all 65 Oakbrook Townhouses properties rose from about  $221,000 to about $241,000 from 2019 to 2020, about a 9.2% increase, following an 6.6% increase the previous year; 3) the last 8 sales (2017 thru 2019 to date) have averaged 21 percent above the assessed value at the time of the sale; and 4) the average length of Oakbrook Townhouses unit ownership is 11.3 years, with 5 members who have owned their units for 25 years or more.  All data is publicly available data from the County Assessor’s web site.

Karch announced the Board would go into closed session at 9:01 PM to discuss legal issues raised at the last meeting.

Karch reconvened the Board in open session at 9:32 PM.  There were no actions taken in the closed session and none taken on the matters discussed in the closed session once returning to open session.

Next Meeting

The next regular Board meeting will be held September 9, 2019 at the home of Dave Hamann, 7533 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:35 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes July 8 2019

Minutes of Board of Directors Meeting

July 8, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held July 8, 2019 at the home of Mike Tierney, 7409 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:05 PM.

Board members present were Al Glamba, Ken Karch, Mike McDonald, Steve Rinnan, and Mike Tierney.  Also attending were members Kathy Johnson, Lew and Pam Mildon, Cathie Reid, Darrell Richards, and Beth Willis; and guests Tim Lancaster and Steve Thompson.  Also attending were Bill and Pat Price and Michelle Selberg from Northwest Properties.

Minutes

Tierney moved and Rinnan seconded to approve the June 10, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Treasurer Pearcy’s absence, Karch directed the Board’s attention to the Financial report submitted by NWP.  Following discussion on roofing costs, McDonald moved and Glamba seconded to accept the Treasurer’s report and financials discussion.  The motion passed.

Member Comments

Members present addressed roofing work remaining to be done; and pest control, including bats.

Old Business

Karch reported that the reroofing of Buildings 1 through 6, excepting 2, is virtually completed.  CRS Roofing is scheduled to assess, and complete as necessary, any additional corrective action.  Members reported some unfinished work.

Karch reported that work on the rear drainage mapping project has been completed by Drain-Pro of Puyallup for Buildings 1 through 6.  The product has been received and appears to be complete, and has been reviewed with the contractor, who has provided bids for correction of drainage issues at eight locations.  Karch reviewed the proposed work on each of the eight areas, including costs.  Following discussion, McDonald moved and Tierney seconded to approve the six DrainPro proposed drainage system correction projects, totaling $6,640 plus tax.  The motion carried.

The Board agreed that the contractor should be asked to complete the TVing of the rear drainage systems of Buildings 7 through 12, provided the estimate met a cost threshold.

Karch reported that Tierney and Karch had completed a site visit to 7513 Zircon on June 28 with Landon Beyler of Beyler Consulting of Lakewood, and were expecting a report and recommendations shortly. 

Karch reported that the association has been alerted of possible legal action by one individual on the cluster mailbox to serve him, that we are thus unable to discuss the matter in the open meeting; and that we have reviewed with, and retained, an attorney to represent the association, should that be necessary.  The Board will discuss the issue in a closed session, along with the situation of non-compliance at 7509.

Tierney reported on discussions held with NWP on reporting of work orders, and offered to work as a contact point for resolving any issues with NWP and the association’s primary contractor.

Glamba reported on the discussions of the Task Force on the Responsibilities for Maintenance of the Rear Common Area, consisting of McDonald, Tierney, and himself.  Following discussion, Glamba agreed to prepare the final draft report for review at the next Board meeting.  The policy will be approved by the Board, and distributed to the membership. 

McDonald reported on the results of the 2019 assessment of driveway condition by Rinnan and himself.    All high priority driveways have been completed over the past few years.  Three medium priority driveways are recommended for replacement in 2019 – 7433, 7503, and 7717 Zircon Drive.  The Board agreed to request NWP to seek driveway replacement bids for 7433, 7503, and 7717 Zircon Drive. 

McDonald reported on the results of the 2019 assessment of vegetation obscuration by Rinnan and himself.  Driveways at 7701 (R); 7414 (L); 7507 (L); 7527 (R); 7613 (R); and 7631 (L) are considered potential traffic hazard areas for vehicles backing out onto Zircon Drive, and need to be resolved (Note: (L) and (R) refer to whether the offending vegetation is to the left of right of the driveway while facing the unit).  The Board agreed to ask NWP seek an estimate for needed work from Green Effects, our landscaping contractor.  McDonald offered to show the Green Effect contractor the subject vegetation. 

The Board discussed various steps members might take to enhance their own personal safety and agreed to consider creating a communication to the membership on the matter.

Karch presented a draft copy of a member survey for 2019.  Following discussion, the Board agreed to submit the survey to the membership.

Rinnan suggested the Board re-assess the condition of the 2-foot ROW along the back of the units.

The Board broke into closed session to discuss legal issues relating to the non-compliance at 7509 Zircon, legal issues relating to the cluster mailbox system, and related legal issues raised with our attorney earlier in the day.

Following the closed session, the Board reconvened in open session. 

McDonald moved and Tierney seconded to authorize our attorney to send a letter to the owner at 7509 Zircon demanding correction of violations of the CC&Rs, Bylaws, and House Rules; to reject the request to have Oakbrook Townhouses, Inc. replace the overhead garage door and chargeback the owner; and to prepare a draft of a fines policy for Board consideration. The motion carried.

McDonald moved and Rinnan seconded to authorize our attorney to investigate the implications of an owner’s threat to seek legal action on the location of one of the cluster mailboxes, and prepare a recommendation. The motion carried.

McDonald moved and Rinnan seconded to authorize a trust fund or other financial mechanism, in an initial amount of $2,000 to cover attorney fees.  The motion carried.

Glamba moved to authorize our attorney to update and file the CC&Rs and Bylaws, including changes approved by the membership in January, 2019.  The motion was seconded and carried.

McDonald moved and Rinnan seconded to approve payment of a PDQ invoice #80719 dated July 8, 2019 in the amount of $11,769.67.  The motion carried.

Next Meeting

The next regular Board meeting will be held August 12, 2019 at the home of Ken Karch, 7419 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:54 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes June 10 2019

Minutes of Board of Directors Meeting

June 10, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held May 13, 2019 at the home of Mike McDonald, 7531 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:05 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, Jim Pearcy, Carol Rehnberg, Steve Rinnan, and Mike Tierney. Also attending were members  Kathy Johnson, Lew Mildon, Cathie Reid, and Dennis Shuler; guest Tim Lancaster; and Bill and Pat Price from Northwest Properties.

Member Comments

Members present addressed a fallen tree near 7601 Zircon; drainage below some of the roof outlets (commonly called scuppers); burning of building materials behind a unit; timeliness of responses from NWP and the Oakbrook Townhouses maintenance contractor.

Minutes

Hamann moved and Mike McDonald seconded to approve the May 13, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

Pearcy presented the Treasurer’s Report, including payments for the roofing projects.  Mike McDonald moved and Mike Tierney seconded to accept the Treasurer’s report and financials discussion.  The motion passed.

Following discussion, Mike Tierney was appointed to perform liaison responsibilities between the Board and Northwest Properties.

Old Business

Karch reported that the reroofing of Buildings 7, 8, and 9 is completed.  Members reported some unfinished work on Building 9.

Karch reported that work on reroofing of Buildings 1, 3, 4, 5, and 6 has started following approval for delivery of materials, with work on Building 6 being complete.  All this work is warranty correction work at no cost for the new roofing material.

Karch reported that work on the rear drainage mapping project has been completed by Drain-Pro of Puyallup for Buildings 1 through 6.  The product has been received and appears to be complete.  The contractor will be contacted next week to clarify some issues.

Karch reported that Beyler Engineering of Lakewood would be contacted to perform an assessment of the slope stability issues at 7513 Zircon raised at the last meeting.

Karch reported that work on driveway replacement at 7415 is complete and the owner has indicated satisfaction. 

Karch reported that the earthquake insurance payment previously approved by the Board has been made.

Karch reported that Hamann, McDonald, and Karch met two weeks ago to consider alternative locations for proposed cluster mailbox #2, after concerns expressed last month by a member at 7631 Zircon, and are proposing a location about 10 feet to the west of the centerline between Buildings 3 and 4.  Photos were passed out showing vegetation which would need to have to be removed and/or relocated.  Glamba requested that the minutes reflect that the owner may request the USPS to deliver mail to his door; that the top height of the cluster boxes is 62 inches above the concrete foundation slab, thereby discouraging pickup from idling vehicles; and that owners will be discouraged from picking up mail from their vehicles.  Karch reported that only 10 homeowners reside in Buildings 3 and 4, and that a recent City of Lakewood traffic study showed an average of 1482 vehicles per day on Zircon Drive.  Karch reported we had received two proposals and a demurral from a third.  After discussion, Hamann moved and Tierney seconded that the Board accept the proposal from the MailboxGuy for six cluster mailboxes at $12,799.80, including installation and taxes, and authorize the President to execute necessary documents.  The motion carried.  NWP was asked to notify the contractor to secure timing and responsibility for locating buried utilities, and to manage the contract. 

Karch reported on a proposal received for stabilization of the slope behind 7507.  The Board has one proposal and had authorized securing additional proposals, and has identified contractors who may be asked to do so.  Since the last meeting, members have questioned whether the responsibility for such work, when changes have been made in the rear topography by homeowners, may fall on the homeowner. 

Karch asked the Board to consider the broader question of more clearly defining the relative responsibility of the association vs. the individual homeowners in the common area to the rear of the property, and agreed to do so at the next meeting.  Following discussion, Karch appointed Glamba, McDonald, and Tierney to investigate and report to the Board at the next meeting.

Karch described the history of the non-compliance issue at 7509 Zircon, including the mailing of a letter and a compliance agreement to the owner; compliance investigations; discussions with neighbors and with family members of the owner; and concerns expressed by members at the last Board meeting.  Following discussion, Pearcy moved and Rehnberg seconded to secure legal representation to secure compliance with the Oakbrook Townhouses CC&Rs, Bylaws, and House Rules.  The motion carried.

  

New Business

Karch raised the issue of difficulty backing out of member driveways as a result of obscuring vegetation, and recommended an assessment of such conditions throughout Oakbrook Townhouses.  McDonald and Rinnan volunteered to do such an assessment and report back to the Board.

Karch raised the personal safety issues raised by members at the last meeting, and suggested we ask NWP to identify any similar responses from other HOAs, and asked Board members to offer any suggestions for discussion at the next Board meeting.

Karch raised the question of whether a repeat of the customer survey the Board initiated in 2014 was in order.  Following discussion, the Board agreed to conduct a customer survey in 2019, and to consider a proposal at the next Board meeting.

Karch asked the Board to consider doing a driveway condition assessment in 2019.  Following discussion, McDonald and Rinnan agreed to conduct a driveway assessment and report back at the next Board meeting.

Members asked that the gutters and downspouts be cleared, as soon as the roofing jobs are completed.

Next Meeting

The next regular Board meeting will be held July 8, 2019 at the home of Mike Tierney, 7409 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 8:54 PM.

Respectfully submitted,

_____________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes May 13 2019

Minutes of Board of Directors Meeting

May 13, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held May 13, 2019 at the home of Dave Hamann, 7533 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:05 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, Carol Rehnberg, and Mike Tierney. Also attending were members Nancy Dilworth, Kathy Johnson, Barbara Lancaster, Lew and Pam Mildon, Cathie Reid, Lori Wear, and Dan Zahody; guests Debbie Laeha, Tim Lancaster, and Steven Thompson; and Bill and Pat Price from Northwest Properties.

Member Comments

Members present indicated interest in addressing the Board on erosion control at 7507 and 7513, the cluster mailbox proposal, and CC&R/Bylaws violations at 7509.

Tim Lancaster passed out materials pertaining to the erosion control measures at 7513 and, with Barbara Lancaster and Debbie Laeha asked for additional measures to be taken. Karch indicated the Board would seek an engineering review of the situation.

Members commented on the distance to the new cluster mailboxes, disruption of vegetation, and the environmental effects and safety issues at 7631.

Members commented on a number of issues of concern at 7509 Zircon, including parking violations, constant comings and goings, a tent-like and a wood frame structure behind the unit, frequent police visits, garbage cans out in the open, unregistered vehicles, an intentionally damaged overhead garage door, and noise at all hours. 

Minutes

Rehnberg moved and Mike McDonald seconded to approve the April 8, 2019 Board meeting minutes as submitted.  The motion passed.

Old Business

Karch reported that the reroofing of Buildings 8 and 9 is completed, and on Building 7 is proceeding, and thanked members who had offered their driveways for temporary placement of the required dumpsters, including Cathie Reid, Elizabeth Willis, Barbara Lancaster, and Mike McDonald.

Karch reported that work on reroofing of Buildings 1, 3, 4, 5, and 6 is about to start following approval for delivery of materials.  All this work is warrantee correction work at no cost for the new roofing material.

Karch reported that work on the drainage mapping project has been underway, but we have not yet received the end products.

Karch reported that work on driveway replacement at 7415 is scheduled to begin May 14, 2019. 

Karch reported on a proposal received for stabilization of the slope behind 7507.  The owner (Cathie Reid) and Karch met with the contractor and feel the work is needed.  Following discussion, Mike McDonald moved and Hamann seconded to seek further bids for the work.  The motion carried.

  

New Business

Karch presented the proposal for earthquake insurance from Bell-Anderson. Following discussion, Rehnberg moved and Mike Tierney seconded to approve the proposal for earthquake insurance in the amount of $13,350, including a reduction in the policy deductible from 10% to 5%, subject to a minimum of $50,000, and authorize the President to execute necessary paperwork.  The motion carried.

Closed Session

The Board agreed to go into executive session for the purpose of discussing legal issues relating to violations of the CC&Rs and Bylaws and the cluster mailbox issue. 

Following the closed session, the Board agreed to contact the City of Lakewood regarding code violations at 7509; to contact an attorney to begin legal action on the situation at 7509; to secure an engineer’s assessment of the soil stability at 7513; to maintain the proposal to install 6 cluster mailboxes rather than any other number; to investigate whether a modest adjustment of the location of the cluster mailbox between buildings 3 and 4 could be made; and to secure an additional bid to implement the 6-mailbox solution.   

Karch proposed that the Board consider the issue of the degree to which over-height vegetation presents traffic safety issues at several Oakbrook Townhouses locations.

Next Meeting

The next regular Board meeting will be held June 10, 2019 at the home of Mike McDonald, 7531 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:15 PM.

Respectfully submitted,

______________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes April 8, 2019

Minutes of Board of Directors Meeting

April 8, 2019

Oakbrook Townhouses, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held April 8, 2019 at the home of Steve Rinnan, 7407 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:05 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, Carol Rehnberg, Steve Rinnan, and Mike Tierney. Also attending were member Kathy Johnson; and Chris Morris and Michelle Selberg from Northwest Properties.

Minutes

Hamann moved and Rinnan seconded to approve the March 11, 2019 Board meeting minutes as submitted.  The motion passed.

Goals

The Board discussed the Criteria for Prioritzing Work of the Association.  Following discussion, Hamann moved and Rehnberg seconded to approve the criteria as updated for 2019.  The motion passed.

The Board discussed the Proposed Goals for 2019 for the Association.  At this time, Jim Pearcy, Treasurer arrived.  Following discussion, which included adding reference to the drainage mapping project, reroofing of buildings 1 plus 3 through 9, and completion of the cluster mailbox system, Hamann moved and Tierney seconded to approve the Goals as updated for 2019.  The motion passed.

Re-Roofing Building 1, 3, 4, 5, and 6

Karch reported on the status of warrantee work for re-roofing Buildings 1, 3, 4, 5, and 6, with a proposal from Contractors Roofing Service in the amount of $74,415 to the Association, with an additional $68,250 being picked up by the manufacturer for replacement of defective material itself. Investigation indicated the cost of the last reroofing of those five buildings in the 2005 to 2008 time frame was $103,423.  Karch pointed out that accepting this proposal would allow deferring virtually all of the $419,554 estimate for re-roofing scheduled in the current reserve study for 2025 to 15 or 20 years beyond that date.  Efforts to secure additional Certainteed-certified roofing company proposals have been unsuccessful.  Following discussion, McDonald moved and Hamann seconded to approve the proposal by Contractor’s Roofing Service to proceed with replacement of warrantee material from Certainteed, as provided in the CRS proposal dated April 8, 2019, in the amount of $74,415 plus tax, and to authorize the President to execute documents necessary to proceed. The motion carried.

Drainage Mapping

Karch reported on proposals from Drain-Pros of Puyallup requested by the Board to TV and map the rear drainage system of Buildings 1 through 6.  Following discussion, Hamann moved and Tierney seconded to approve the proposal from Drain-Pros of Puyallup to TV drainage lines, and undertake other work to the rear of Buildings 1 through 6, as specified in its March 20, 2019 proposal, in the amount of $4,742, plus tax, and to authorize the President to execute documents necessary to proceed. The motion carried.

Treasurer’s Report

Pearcy reported on the March, 2019 financial results, including partial payments and timing for re-roofing Buildings 7, 8, and 9; and a recent PDQ contractor bill.  Following discussion, McDonald moved and Rehnberg seconded to accept the Treasurer’s report with a minor correction.  The motion carried.

Cluster Mailbox Proposal

The Board discussed alternative location arrangements for the cluster mailboxes, approvals necessary, cost factors, transition period and licensing requirements for installation, utility easements, acceptance by members, disposal of old boxes, and other matters. The Board tentatively agreed that six clusters would be the most cost-effective.  Board members McDonald and Hamann agreed to contact the Mailbox Guy and the Post Office to investigate these and other questions, determine next steps, and report back to the Board with recommendations.

Dryer Vent

The Board discussed possible changes to the draft policy on dryer vents.  Following discussion, Rehnberg moved and Rinnan seconded to approve the Dryer Vent Policy, as amended by discussion on April 8, 2019, and to distribute it to the membership. The motion carried with McDonald voting no.

Driveway Approval

The Board discussed a proposal received from Concrete Impressions to replace the driveway at 7415 Zircon, one of four considered during 2018.  Two additional bids were received from other companies, but the CI bid was the lowest, and it was the company which has successfully done many other driveways in Oakbrook Townhouses. Following discussion, Hamann moved and Rinnan seconded to approve the proposal by Concrete Impressions to replace the driveway at 7415 Zircon Drive, as provided for in its undated proposal of approximately 8/23/2018, in the amount of $6,064 plus tax, and to authorize the President to execute documents necessary to proceed. The motion passed.

Miscellaneous Old Business

Karch reported 1) that the inside ceiling repair at 7421 Zircon has been completed by a contractor to CRS, at no cost to the Association; 2) that the re-roofing of Buildings 7, 8, and 9 has started, a modest change order approved and work temporarily delayed due to weather conditions; 3) that we failed to receive an expected proposal for a slope stability project at 7507 Zircon; 4) that deck and railing repair at 7627 Zircon is underway or has been completed; 5) that the audit is underway; 6) that our tax filing will be filed on time, and includes no taxes owed; 7) that we have contacted our insurance broker to secure information on our upcoming earthquake insurance, renewal of which can be approved at the May meeting; 8) that work on an erosion control project at 7513 is underway or has been completed; 9) and that several questions had been asked regarding status of work at 7807 Zircon, including building re-roofing, a roof leak, gutter overflow, brick on the front of the unit, and responsibility for outside water faucets, for which NWP has been asked to respond.

Members also discussed a mental health issue and a stolen truck in the community.

Next Meeting

The next regular Board meeting will be held May 13, 2019 at the home of Dave Hamann, 7533 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:00 PM.

Respectfully submitted,

______________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Meeting Minutes March 11, 2019

Minutes of Board of Directors Meeting

March 11, 2019

Oakbrook Townhouse, Inc.

c/o Northwest Properties Agency, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held March 11, 2019 at the home of Jim Pearcy, 7813 Zircon Drive SW, Lakewood, WA.

A quorum being present, Board President Ken Karch called the meeting to order at 7:09 PM.

Board members present were Al Glamba, Ken Karch, Jim Pearcy, Carol Rehnberg, Steve Rinnan, and Mike Tierney. Also attending were members Kathy Johnson and Cathy Reid.  Also attending were Chris Morris and Michelle Selberg from Northwest Properties.

Karch distributed the updated Board member roster for 2019.

Minutes

Piercy moved and Rinnan seconded to approve the February 18, 2019 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

Pearcy reported on the January and February financial results, including a down payment on the re-roofing job on Buildings 7, 8, and 9, approved last month by the Board. The Board noted that, while this job will require a significant expenditure from our Special Projects account, it will, along with additional roofs expected to be approved later this year for Buildings 1, 3, 4, 5, and 6, under material warrantee provisions, remove a substantial reserve account item, $419,000, scheduled for 2025 in the most recent Reserve Study. Following discussion of roofing, cable, and other costs, Rehnberg moved and Tierney seconded to accept the Treasurer’s report.  The motion passed.

Member Comments

Members described issues of concern to them in the areas of slope stability, fallen trees, soil erosion, homeless encroachments in the Chambers Creek canyon, and member behavioral issues.

Old Business

The Board discussed the next steps needed to implement the cluster mailbox proposal, and the status of ceiling and wall damage repair at 7421.

The Board was informed of efforts to secure contractors to re-roof Building 1, 3, 4, 5, and 6 under materials warrantee provisions, and the current status of the re-roofing plan for Buildings 7, 8, and 9.

The Board discussed the need to secure additional proposals for driveway replacement at 7415 Zircon; on recent actions taken to understand the dryer vent concerns of two or more members; the current status of the Oakbrook Park Planned Development District; and the status of the Chambers Creek Canyon trail.

Karch briefed the Board on recent discussions with our general contractor on erosion at 7513 Zircon, the dryer vent issue, and inventorying the rear drainage system.

The Board agreed to refine, if needed, the goals priority criteria; and to develop a set of goals for 2019 at the next meeting. 

New Business

The Board learned this day of a request for deck and railing work at 7627 Zircon and agreed to have our general contractor investigate and report back on the condition of each.

Next Meeting

The Board was reminded of the upcoming Board Orientation session on March 25, 2019 at the home of Ken Karch, 7419 Zircon Drive SW at 7:00 PM, and asked to be sure to bring their orientation notebooks.   Members are welcome at this working session.

The next regular Board meeting will be held April 8, 2019 at the home of Steve Rinnan, 7407 Zircon Drive SW, at 7:00 PM.

It was moved and seconded to adjourn the meeting.  The motion passed and the meeting was adjourned at 9:30 PM.

Respectfully submitted,

______________________________

Ken Karch, PE, Board President