Minutes
of Board of Directors Meeting
July 11,
2022
Oakbrook
Townhouses, Inc.
c/o Willow
Properties
9527
Bridgeport Way SW
Lakewood,
WA 96499
The
regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held July
11, 2022 at 7705 Zircon Drive SW, Lakewood, WA 98498.
Al
Glamba, President
Minutes
of Board of Directors Meeting
June 13,
2022
Oakbrook
Townhouses, Inc.
c/o Willow
Properties
9527
Bridgeport Way SW
Lakewood,
WA 96499
The
regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held June
13, 2022 at 7531 Zircon Drive SW, Lakewood, WA 98498.
A quorum being present Board Vice-President Ken Karch called the meeting to order at 7:08 PM.
Board members present were Rick Boulware, Ken Karch, Mike McDonald, Doug Martin, and Steve Rinnan. Also in attendance was Chris Morris from Willow Properties (WP).
Implications of Sale of Northwest Properties to Willow Properties
Morris discussed the implications of the sale of Northwest Properties to Willow Properties, and the effects of the move of Willow to the Bridgeport Way location, office hours, and phone, automatic payment, and financial reporting issues. Most of the issues were discussed in the recent Willow Properties mail-outs which went to the Board and to the members.
Minutes
Boulware moved and McDonald seconded to approve May 9, 2022 meeting minutes as submitted. The motion passed.
Financial Report
McDonald reported on complexities associated with the transfer of ownership and other matters. It appears that the two delinquencies reported on last month are on their way to resolution. He clarified the purpose of the Special Projects account. He reported on the cost of insurance and the timing of payments.
Board discussion took place on the requirements and timing of the reserve studies, and the lien process available to HOAs.
Boulware moved and Rinnan seconded to accept the Treasurer’s Report. The motion passed.
Water Leak at 7605 Zircon
Karch passed out a diagram of the system, and described meetings of President Al Glamba and himself with the Water District and City of Lakewood regarding respective responsibilities for the water system. Basically, the Water District responsibility ends with the building shut-off valve, HOA responsibility goes from there to, and includes, the individual unit shut-off valve, if outside the walls of the unit; and the unit owner responsibility includes any internal water lines, including any unit shut-off valves located inside the walls of the unit Morris described efforts to resolve coordination problems in securing a leak detection contractor.
Status Report on Cluster Mailbox Request
Morris reported on the request by the US Postal Service to construct a cluster mailbox on the north side of Zircon Drive to serve the new homes being built on the south side of Zircon Drive. Karch reported on a meeting by President Glamba and himself with the City of Lakewood on the matter of right-of-way and authority, including a new ordinance (Ordinance 768) passed by the City of Lakewood in the last few days to require cluster mailboxes under certain conditions.
Status Report on Signs
The Board discussed the concurrent jurisdiction of the association and the City of Lakewood on control of signs along Zircon Drive. Owners of two signs along Zircon Drive have been notified of a condition of violation of the Oakbrook Townhouses CC&Rs, Bylaws, and House Rules.
Status of Reserve Study
The Reserve Study contractor has received our signed engagement letter and we are awaiting a meeting schedule.
Miscellaneous Issues
Morris described several issues on which approvals to proceed have occurred or are in the process of approval, including 1) a garage roof issue at 7627 Zircon, 2) a ceiling painting issue at 7507 Zircon, 3) a garage wood trim issue at 7719 Zircon, and 4) a painting issue at 7601 Zircon.
Materials at 7711 Zircon
Morris reported that the City of Lakewood and Fire District have been alerted to the conditions at 7711 Zircon, and that a letter has been sent and posted on the front door of the unit. Karch provided photos taken that day on the conditions, which showed a modest improvement. He also mentioned that individuals can express concerns/complaints on any City-related issue on MyLakewood311.
Update on Creek Encampment
Board members reported they had heard nothing further indicating an encampment in the Chambers Creek valley
Deck Responsibilities
Martin led a discussion about rear deck responsibilities. It was the Board consensus to authorize our contractor to carry out maintenance work at 7427 Zircon in accordance with the Board policy as stated in the September 11, 2017 minutes.
Fines Discussion
McDonald led a discussion about the need for a fines policy to address several non-compliance issues in the community, listing several of them. McDonald and Karch outlined two versions of a proposed policy. Boulware moved and McDonald seconded to table discussion of the fines policy to the July Board meeting for a final vote to adopt, reject, or modify a fine policy. The motion passed.
Goals
Karch reminded the Board of the need to adopt a set of goals for 2022, and to make any needed changes to the criteria used in the past to prioritize projects. He also passed out the goals adopted by the Board for 2019, including an end-of-year performance assessment. The Board agreed to review the criteria, and come prepared to discuss their ideas for goals for 2022. Karch agreed to compile any thoughts submitted prior to that meeting.
McDonald and Rinnan agreed to survey the condition of driveways, to supplement observations made recently by Glamba, and bring the results to the next meeting.
Next Board Meeting
The next Board meeting is tentatively scheduled for Monday, July 11, 2022 at 7:00 PM, at 7705 Zircon Drive.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 9:11 PM.
Respectfully
submitted,
Ken
Karch, Vice-President
For
Al Glamba, President
Greetings, members,
The Board has been informed that certain
contractor tools have been stolen from the job site at 7617 Zircon Drive SW where
repair work has been going on since extensive fire damage occurred to that unit
in 2020.
Oakbrook Townhouse members are urged to be
alert to any suspicious activity at this or any other nearby site, including
the single family homes being constructed along the south side of Zircon Drive.
In the event you observe suspicious activity,
do not attempt to apprehend any suspicious persons, but report your suspicions
to the Lakewood police.
Ken Karch, PE
President
DRAFT
Minutes of Board of
Directors Meeting
September 13, 2021
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 September
13, 2021 at 7419 Zircon Drive SW, Lakewood, WA 98498.
A
quorum being present Board President Ken Karch called the meeting to order at
7:07 PM.
Board
members present were Rick Boulware, Al Glamba, Ken Karch, Mike McDonald, and
Lew Mildon, as well as Dave Hamann by phone. Also in attendance were Chris
Morris and Michelle Selberg from Northwest Properties (NWP)
Minutes
Boulware
moved and McDonald seconded to approve August 9, 2021 meeting minutes as
submitted. The motion carried
Treasurers Report
McDonald
reviewed the August 31 financial report, including the latest general
maintenance invoice, the hold for fire damage at 7617/7619 Zircon, expenses for
the remainder of September, and our insurance hold account. He reported Liberty Mutual and Oakbrook
Townhouses have each requested a full accounting from Heritage Restoration on
all fire damage work to date.
McDonald
recommended moving $10,000 from the Capital Improvement account to the checking
account for payables for the rest of September and $5,000 from the Capital
Improvement account to the insurance hold account. Boulware moved and Mildon seconded to do
so. The motion carried.
McDonald
recommended re-institution of the late fee provisions of the Oakbrook
Townhouses CC&Rs starting November 1, following the Governor’s relaxation
of that COVID restriction, and placing a notice in the minutes alerting the
membership to the return to the previous provision. Boulware moved and Mildon
seconded to do so. The motion carried.
The
Board discussed the feedback from the membership on its request for member
guidance on alternative financing, should it be necessary. Results so far are roughly even (dues
increase vs. special assessment). The
Board agreed to complete its analysis of member feedback within a week in
preparation for budget discussions.
Boulware
moved and Mildon seconded to accept the Treasurer’s report. The motion carried.
2022 Budget
Discussion
McDonald
presented his assessment and recommendations for Oakbrook Townhouses’ 2022
budget. After taking into account
anticipated increases in outside contractor costs and other matters, McDonald
concluded we will need to make up approximately $17,000 in 2022. He also projected deficits for 2023 and 2024,
as the basis for his estimate of the need for either a dues increase or a
special assessment.
Fire Damage and
Repair Status at 7617 Zircon
Karch
updated the Board on activities and events occurring since the last Board
meeting, including the termination notice to Heritage Restoration, the approval
of the First Onsite (FOS) proposal, a concern expressed by FOS about possible
delays due to product delivery and permitting issues with the City of Lakewood. Mildon agreed to contact the FOS and the City
on the permitting issues.
Old Business
Ruby/Zircon
Dr. Development. There still appears to be slow progress on the overall site
development.
Chambers
Creek Trail/Homeless Encampment. The Board was apprised by a member on a new
encampment along Chambers Creek, apparently again on County land. The County
has been informed and has agreed to take further steps.
New Business
Fines
Policy. Board members discussed a proposed fines policy, and agreed to bring
the issue to the Annual Members’ meeting. McDonald moved and Boulware seconded
to bring the issue to the Annual Members’ meeting. The motion passed.
Annual Meeting
McDonald
offered to tentatively arrange for the 2022 Annual Members’ meeting at the Golf
Club.
Campaign Signs and
Unlicensed Vehicles
In
view of the coming political campaign season, Glamba moved and McDonald
seconded that the minutes remind members of the provisions of the CC&Rs and
Bylaws regarding limitations on signs on the common property. The motion passed. Campaign signs are
permitted in windows of the owners’ units, but not on the common areas. In the event members do not remove any signs
on the common areas which are not specifically authorized by the CC&Rs, the
association will remove them. Members are also reminded that unlicensed and/or
inoperable vehicles on the common areas (including driveways) will be removed
by the association.
Next Board Meeting
Next
Board Meeting is tentatively scheduled for Monday, October 11, 2021 at 7:00 PM,
method and location to be announced.
The
Board discussed the possibility of holding future Board meetings using Zoom, in
the event the COVID limitations on meetings persist. Boulware offered to assess his ability to host
the next Board meeting using Zoom.
Adjournment
It
was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 8:45 PM.
Respectfully
submitted,
__________________________
Ken
Karch, President
DRAFT
Minutes of Board of Directors Meeting
August 9, 2021
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 9, 2021 at the Oakbrook Country
Club Condominiums cabana, 7425 Ruby Drive SW, Lakewood, WA 98498..
A quorum being present Board President Ken
Karch called the meeting to order at 7:07 PM on August 9, 2021.
Board members present were Rick Boulware, Al
Glamba, Ken Karch, Mike McDonald, and Lew Mildon. Also in attendance were Chris
Morris from Northwest Properties (NWP), John Cummings, representing member
Patrice McDonough, and Mike Englund from Rice Insurance (by telephone).
Minutes
Boulware moved and Mildon seconded to approve
July 12, 2021 meeting minutes as submitted.
The motion carried
Insurance Renewal
Englund reviewed his efforts to secure
insurance coverage for 2022. Insurance coverage proposed includes the following
for the year beginning August 23, 2021:
Package
$40,259 Ohio Security Insurance Co.
Business Auto
254 Ohio Security
Insurance Co.
Umbrella
2,172 Ohio
Casualty Insurance Co.
Earthquake 16,450 Palomar
Specialty Insurance Co.
Note: Ohio companies are subsidiaries of
Liberty Mutual
McDonald moved and Boulware seconded to
approve the proposed package. The motion passed.
Fire Damage and Repair Status at 7617 Zircon
The Board discussed the progress on repair of
fire damage at 7617 and 7619 Zircon Drive, and heard from the representative of
the owner at 7617 Zircon. The Board concluded that the interests of the
association and the individual affected members largely coincided, and that
efforts needed to be made to expedite completion of the project.
Following discussion Boulware moved and
McDonald seconded to authorize the President to contact a new contractor,
arrange for access to the properties, and quickly secure a proposal for
completion of the needed work within 45 days, at a cost acceptable to our
insurance carrier; that the Board will then exercise its legal right to terminate
the existing contractor via email communication on the basis of anticipatory
repudiation of its contract with Oakbrook Townhouses; that the Board will then
approve the new contract via email vote providing that the remaining work be
completed within 45 days; and prepare for any next steps to ensure the job is complete
and the members are once again secure in their units. The motion passed.
Treasurers Report
McDonald reviewed the July 31 financial
report, including a change in the aged receivables, unfinished gutter work, and
other matters.
Boulware moved and Mildon seconded to withhold
final payment of the gutter project pending completion of an additional
downspout. The motion passed.
Boulware moved and Glamba seconded to accept
the Treasurer’s Report. The motion passed.
It was moved and seconded to approve a
proposed new overhead garage door at 7419 Zircon. The motion passed, with Karch
abstaining.
OLD BUSINESS
Ruby/Zircon Dr. Development. There still
appears to be slow progress on the overall site development, with the exception
of new driveways on four units.
Sale and Reconditioning of 7509 Zircon. It was reported that a new owner has moved in,
following reconditioning.
Chambers Creek Trail/Homeless Encampment. Member Mike Tierney reported during the past month that a visit to
the encampment site revealed complete cleanup and no recurrence. Karch reported that a recent Pierce County
press release indicated that a trail footbridge bridge was being constructed
across Chambers Creek about 1200 feet upstream of the easternmost edge of the
Oakbrook Townhouses property.
Canyon Deck Removal The owner had been asked to remove the deck
installed behind 7415 Zircon. It was
moved and seconded to ask PDQ to remove the deck and assess the owner the
cost. The motion passed with Karch
opposed and Glamba abstaining.
2022 Budget McDonald reported on 2022
budget preparations to date, and requested approval to pay the earthquake
insurance for the period August 23, 2021 thru August 23, 2022 in a lump sum at
$16,450. The motions was made, seconded, and passed. McDonald reported it appears an increase will
be needed for 2022 as a result of inflation, commodity price increases,
contractor rate increases, and utility rate increases. The Board asked that guidance from the
membership be sought on their preference between a dues increase versus a
special assessment.
New Business
Board Member Resignation and Call for Volunteers Karch reported that Mike Tierney has resigned from the Board and his
position as Secretary of the association.
The Board asked that the minutes urge members to consider serving on the
Board, and contact Northwest Properties or any Board member to express an
interest. Karch requested the Board to
be prepared to elect a Secretary at the next meeting.
Fines Policy Board members were asked
to review recommendations for a “Fines Policy” to be discussed at the next
meeting.
Next Board Meeting is
tentatively scheduled for Monday September 13 at 7:00 PM at the Condominium
cabana if it is available.
Adjournment
It was moved and seconded to adjourn the
meeting. The motion passed.
The meeting was adjourned at 9:21 PM.
Respectfully submitted,
__________________________
Ken Karch, President
DRAFT
Minutes of Board of
Directors Meeting
July 12, 2021
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
12, 2021 at the home of Rick Boulware 7705 Zircon Drive SW.
A
quorum being present Board President Ken Karch called the meeting to order at
7:08 PM on July 12 2021.
Board
members present were Rick Boulware, Al Glamba, Ken Karch, Douge Martin, Mike
McDonald, Lew Mildon, Steve Rinnan, and Mike Tierney. Also in attendance were Michelle
Selberg from Northwest Properties (NWP), and Mike Englund from Rice Insurance (partial
attendance by telephone)
Minutes
Martin
moved and Mildon seconded to approve June 14, 2021 meeting minutes as submitted. The motion carried
Fire Damage and Repair Status at 7617 Zircon
Mike Englund
from Rice Insurance covered the situation between Liberty Mutual, our insurance
carrier, and Heritage Restoration, the contractor repairing the damage at the
homes affected by the fire at 7617. The Board discussed with Englund the
difference between the early cost estimates provided by Heritage and by GRECCO
Construction and a revised estimate by Heritage that is $140,000 higher. The
board is reviewing alternatives to get the work completed as soon as possible,
allowing members to return to their homes. Heritage Restoration has indicated
the project is between 75% and 80% complete.
Treasurers Report
McDonald
reviewed the current financial status. General repairs at $7,182 was slightly
higher. Major costs were mainly due to
the deck repairs at 7707 Zircon Dr. and the new gutter installation on the
other flat roof buildings. The latter costs were withdrawn from our Capital
Projects account which is still healthy with a balance of $57,684.67. We still
have four delinquent receivables for a total of $8,590. There is activity in
three of these accounts that should be resolved in the near future. Boulware
moved and Glamba seconded to accept the Treasurers Report. Motion carried.
OLD BUSINESS
Ruby/Zircon Dr. Development. There still appears
to be a lack of progress with the overall site development. There is one
building that is having interior work ongoing.
Sale and Reconditioning of 7509 Zircon. It was reported that
a new owner may be moving in shortly, following reconditioning.
Chambers Creek Trail/Homeless Encampment. There have not been
any reported issues regarding new sites. Tierney will walk through the canyon
and update at the next meeting. There was discussion regarding the placement of
NO TRESPASSING signs installed in
the HOA area of the canyon.
Update on Fire Repair at 7617-7619 Zircon. As reported above.
Trans Blue Gutter Repair and Replacement The gutters have been
installed with the downspouts being installed next week. This includes an adjustment on the downspouts
on Building 12.
Cable TV Discussion. The Board discussed
our cable provider and alternatives, but took no action.
Canyon Deck Removal The owner has been asked to remove the deck
installed behind 7415 Zircon. In the
event this does not occur, the association will do so.
Oakbrook Townhouses Assessmnent Update Karch has updated
the assessed value database to include 2021 taxes payable in 2022. Copies of the publicly available data are
available upon request.
Oakbrook Townhouses Reports Karch reviewed the
various studies which have been completed over the past few years, including
the formal triennial and informal annual reserve study reports, the rear deck
reports, the recent geotechnical report, the landscaping report, the rear
drainage TV and repair report, chimney condition report, water use report, pest
control reports, sprinkler system report, the moisture/dry rot report, the
garage deck report, the roofing report, the painting report, the annual
driveway reports, the right-of-way reports, and others. All have been sent to members or are
available upon request.
Response to Reid Memo Karch reported on a
response to the owner at 7507 Zircon.
The Board will ask the City to review the traffic situation on Zircon
Drive with a view to installation of traffic-calming systems.
New Business
It was
reported that an appointment has been scheduled to repair ceiling damage at
7421 Zircon.
A
proposal has been received from Trans Blue to repair sidewalk damage and install
a new drain on the garage roof at 7709 Zircon. The bid is $3063.91. McDonald
moved and Boulware seconded the approval of the bid. Motion carried.
Board
members were asked to review recommendations for a “Fines Policy” to be discussed
at the next meeting.
Next Board Meeting is tentatively scheduled
for Monday August 9th at 7:00 PM at 7409 Zircon if the Condominium
cabana is not available.
Adjournment
McDonald
moved and Mildon seconded to adjourn the meeting. The motion passed.
The
meeting was adjourned at 9:15 PM.
Respectfully submitted,
__________________________
Ken Karch, President
