Tuesday, October 3, 2017

Comments of Ken Karch & Erika Paduano-Karch on 16-lot PDD


Comments
of Ken Karch, PE, and Erika Paduano-Karch, LMFT
on a
Proposal to Create a 16-Lot PDD at 7701 Ruby Drive SW
In Lakewood, WA
September 28, 2017


These are the comments of Ken Karch and Erika Paduano-Karch on a proposal to create a 16 lot PDD at 7701 Ruby Drive SW, in Lakewood, WA.

The following comments relate to the information provided by the applicant in response to the SEPA environmental checklist.  Citations are from the submitted document.

Item A8 indicates that an arborist will review existing trees in regard to health and significance for tree preservation. We encourage such a review wholeheartedly. Based on our experience it seems clear that many of the existing trees will become highly stressed as a result of construction and may not survive.

Item B1 indicates the site is generally flat, with the steepest slope being approximately 5%, and that the general type of soil on the site Spanaway Gravelly Sandy Loam. We believe these statements are correct.

Item B1d indicates that there is no surface indication or history of unstable soils in the immediate vicinity of the site. Although this is generally true it fails to mention the extreme slump which occurred along Zircon Drive approximately 100 yards west of the current site in which governmental authorities were required to repair a sewer line and manhole and dump considerable amounts of fill along the north side of Zircon Drive. Reference to that slide just years ago, and any studies that were made as a result of that slide, should be made part of this environmental assessment.

Item B1f indicates that there is only a minor risk of erosion at the time of clearing and construction of the project and indicates that a temporary erosion and sediment control plan will be implemented as part of the site development plans. We believe this is clearly needed.

Item B1g indicates that approximately 41% of the site will be covered with impervious surfaces after full buildout of the 16 lots and that an overall 33% of the site will be covered with rooftop impervious surfaces. This represents a very high impervious ratio and will require substantial stormwater mitigation efforts some of which are described in item B1h.

Item B1h references a temporary erosion and sediment control plan and a project construction stormwater pollution prevention plan. We recommend that these plans be carefully scrutinized, made a part of the conditions of any permit issued, and vigorously enforced during the construction phase of the project. However, this provision only applies to the construction phase and there is no reference to stormwater runoff problems resulting from the completed project. These are likely to be substantial in view of the high level of impervious this mentioned in item B1g.

Item B2a indicates minimal air quality problems other than those arising from the construction. We recommend strongly that any permits for construction explicitly incorporate dust suppression systems during construction. We also strongly recommend that any permit exclude the ability to install or use uncontrolled fireplaces in the 16 units comprising the project. We made the same recommendation related to the proposed Ruby Apartments project three years ago.

Item B3a water quality - we have no concerns.

Item B3b relating to groundwater references that stormwater runoff produced by the new single-family homes are currently proposed to infiltrate into underlying soils to meet stormwater regulations of the City of Lakewood. Further down in Item B3c reference is made to the high degree of runoff generated from impervious surfaces including driveways sidewalks and rooftops and indicates that runoff is “expected” to be mitigated through individual infiltration trenches on each lot. We believe strongly that there should be a mandatory requirement as a condition for granting the construction permit.

Item B3d indicates that onsite stormwater management BMPs (best management practices) will be utilized to fully mitigate stormwater runoff potential by infiltrating stormwater into the underlying soils. Again we urge that this be a mandatory provision of the permit issuance.

Item B4 relating to plants indicates that 70% of the existing vegetation will be removed or altered, and mention specifically the existence of Oregon white oak (Garry Oaks), which is a protected species. We have no particular expertise in this area and leave it to others.  We note that in the next section a landscape plan and a tree retention plan are included with the proposal. We have not seen either and urge the creation of such plans and their addition as a required provision of the permit along with necessary enforcement provisions as a condition of the permit

Item B5 regarding local animals is deficient indicating only songbirds have been observed on or near the site or are known to be on or near the site. Residents of the community have often mentioned observing hawks, herons, eagles, deer, coyotes, and raccoons in the vicinity of the site, as well as squirrels and rabbits. We don’t know of any threatened or endangered species known to be on or near the site but others may have more information on that issue.

Item B6 on energy and natural resources indicates electric energy and natural gas service the site are used for heating and residential uses.  In view of the frequent air pollution alerts in the area, we would again urge as a condition of the permit that no wood stoves or fireplaces be permitted in the project.

We also applaud the expressed commitment to the meet the minimum energy efficiency standards of the Washington State Energy Code listed identified in item B6c.

Under Item 7 relating to environmental health, sub-items a1 and a2 are incorrect. This property lies within the zone known to have received airborne contamination from the Tacoma lead smelter in the past in the form of lead, arsenic, and other heavy metals. The Department of Ecology requires certain testing and mitigation measures to be applied under such circumstances, and were said to have required analysis and mitigation as part of the Ruby Apartments proposal three years ago, though we have not seen evidence that they were ever done. These requirements should be made a mandatory requirement of any issued permit for this project as well.

Item B7a3 indicates that no toxic or hazardous chemicals that might be stored, used, or produced during the project development or construction or at any time during the operating life of the project be identified; and indicates that none are known. In fact, gasoline, oil, and other chemicals from motor vehicles, lawn chemicals, and landscaping chemicals will almost certainly be used during the operating life of the project and should be acknowledged.

Item B7a4 asked what special emergency services may be required, and the response is none are known. In fact, police, fire, and/or EMS services may be required following release of toxic or hazardous materials during or after the construction of the project.

Under Item B7b the proposal indicates that traffic noises are the only ones to be generated from vehicles traveling on Zircon Drive SW and Ruby Drive SW. In fact, most residents of this community have heard periodic chopper and aircraft overflights from time to time in the area. These are outside the scope of the city of Lakewood to control.

Item B8 relating to Land and Shoreline Use indicates that the current zoning classification is R3, but fails to indicate the current comprehensive plan designation of the site. A major issue which will be raised by the Fourth Addition Homeowners Association will almost certainly be the conflict in zoning between the R3 zone adopted by the City of Lakewood and the covenants adopted many years ago as part of the provisions of the Fourth Addition. A 2005 Washington State Supreme Court case (VIKING PROPERTIES) has held that in such circumstances the association covenants may trump zoning requirements of cities.  This is specifically referenced in sub item l.

In Item B12 entitled Recreation, in response to what designated and informal recreational opportunities are in the immediate vicinity, the applicant cites the Oakbrook Golf Club, which is a private club not available to the general public for uses other than golf. There is a paucity of general recreational areas in the vicinity of this project, which we have commented on in our earlier comments about the Ruby Apartments project, urging that the city or other entities acquire and manage the site for recreation purposes. This proposal indicates that the proposed project would not displace any existing recreational uses. While this is literally true at the present time, the site was a recreation center which included a swimming pool and tennis courts in the past and was available to the general public. The proposal indicates that it was ”moved” as a part of a previous development,  but, in fact, it was demolished and not replaced elsewhere. If the PDD project is permitted we do urge retention of as much of the partial and open space and active recreation as possible.  We urge again that the City or other entity acquire the lot for public recreational purposes.

Item B14 entitled Transportation, sub-item d requests information on any new, or improvements to, existing roads, streets, pedestrian, bicycle, or State transportation facilities. The applicant indicates that none are known at the current time. In fact, the earlier proposal for a large apartment complex on the site included provisions for widening Zircon and Ruby Drives, and providing curbs and sidewalks, which do not appear, or be mentioned, as part of this proposal.  As this is an area frequented by walkers, joggers, bicycle riders, and pet walkers, and is frequented by seniors, curbs, gutters, and sidewalks are an important safety feature, and should be incorporated as part of the requirements for approval of the plan.

In Item B16 entitled Utilities, the applicant has noted electricity natural gas water telephone and sanitary sewer service but has failed to circle refuse service which is available through LeMay under contract.

Ruby 62 PDD Narrative

In the document entitled Ruby 62 PDD narrative, the applicant indicates that a preliminary draft of the CC&Rs for the Planned Development District is attached. This is, of course, only a proposal which was presumably intended to replace the CC&Rs adopted many years ago by the Fourth Addition. This conflict raises potential legal questions, and is likely to be adjudicated in court.

The following paragraph in the narrative indicates that the PDD proposal will also allow for a large open space with active recreation facilities to be installed for not only the future development but also the surrounding community. When we first saw this statement we questioned the use of the word “large” and “active.” The reserved 0.57 acre open space is clearly not large, although the list of planned structures, benches, tables, and pathways would probably fit the definition of “active.” With adequate regular maintenance there is no doubt in our mind that the site would be usable and used by neighbors outside of the project itself.

We appreciate the chance to offer these comments, even under severe time limitations, and ask the City to carefully consider and implement them.

The above comments are ours alone, and not those of any organization to which we belong.


_____________________________       ______________________________
Kenneth M. Karch, PE                                Erika Paduano-Karch, LMFT
About the Commenters

Ken Karch and Erika Paduano-Karch are, and have been since 2007, owners and residents at 7419 Zircon Drive SW, Lakewood, WA 98498. 

Ken is a licensed professional engineer, with a Bachelors degree in Civil Engineering from Illinois Institute of Technology, and Masters degrees in Civil Engineering and in Public Health from the University of Michigan, with specialties in environmental engineering, natural resource management, public health, and urban and regional planning. He also completed Columbia University’s Executive Program in Business Administration.

Ken has extensive environmental experience with a local health department and a regional planning agency, before being appointed to head the Iowa and Missouri departments of environmental quality.  In 1977 Ken joined Weyerhaeuser as Washington State Environmental Affairs Manager, and later was named a national Regulatory Affairs Manager for the company.  He retired from the company in 2000 as Director of Corporate Quality.  He served two years as Chair of the Seattle Metro’s Citizen’s Water Quality Advisory Committee, taught environmental quality at the University of Puget Sound, and served on a King County citizen’s committee for planning for southeast Federal Way, before acting as campaign manager for the 1985 Federal Way incorporation effort.  After retirement, Ken served as a Board member, President, and General Manager of a 2000-member homeowners’ association in Pacific County, as Land Manager for the Nature Conservancy for the Ellsworth Creek Project in Pacific County, and as a Board member of the private water supply serving Ocean Park, WA. He is currently President of the Oakbrook Townhouses, Inc., a homeowners’ association. 


Erika is a licensed marriage and family therapist with a Bachelors degree in Social Work and Psychology from the University of Maryland, Baltimore campus, and a Masters degree in Marriage and Family Therapy (MFT) from Pacific Lutheran University.  She is a clinical member of the American Association of Marriage and Family Therapists.  She has had an MFT practice in Federal Way for the past 20 years, and has practiced in Lakewood, University Place, Ocean Park, and Aberdeen.  She has also served as member and chair of a community relations committee in Ocean Park.

Oakbrook Townhouses Board Minutes September 11 2017


Minutes of Board of Directors Meeting
September 11, 2017
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 the Oakbrook Townhouses (OT) was held September 11, 2017 at the home of Jim Pearcy, 7813 Zircon Drive SW.

A quorum being present, Board President Ken Karch called the meeting to order at 7:07 PM.

Board members present were Nancy Dilworth, Al Glamba, Ken Karch, Mike McDonald, Jim Pearcy, and Steve Rinnan, as were member Kathy Johnson, and Chris Morris and Michelle Selberg from Northwest Properties.

The Board expressed satisfaction over the return to Oakbrook of fellow Board member Dave Hamann, who had recently been injured in a bicycling accident.

Minutes

Dilworth moved and Rinnan seconded to approve the August 14, 2017 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

Pearcy provided the Treasurer’s Report.  Following a discussion of insurance payments, the Building 11 roofing project, contractor invoices, late payments, and other costs, and the chart of accounts, McDonald moved and Rinnan seconded to approve the Treasurer’s report. The motion passed.

Dilworth moved and Rinnan seconded that the Board initiate a welfare check on two members who are late payers and could not be reached, pending additional research by McDonald. The motion passed.

Karch reviewed recent communications with the slope stability contractor.  The contractor has made at least one additional visit to the site in the past few weeks and is in the process of preparing the report.  Dilworth indicated his preliminary conclusions, following a discussion with him, would likely affirm the results of the earlier studies and identify some drainage issues which should be addressed.

Dilworth agreed to research responsibilities of various governmental agencies who own land adjacent to Oakbrook Townhouses properties in the event of imminent danger to Oakbrook Townhouses properties of falling trees located on governmental property.

McDonald reported on trash, a derelict vehicle, and heavy infestation of moss at 7711 Zircon Drive.  The Board agreed to take action to ameliorate the situation, in compliance with the law and association bylaws.

Fire/Maintenance Right-of-Way

McDonald reported on his investigation of the required 2-foot right-of-way behind each property for fire protection purposes and general maintenance, which identified 14 properties which were not in compliance.  Rinnan moved and McDonald seconded to send a letter to the non-compliant owners, providing thirty days for coming into compliance.  For continued non-compliance, the Board will authorize the work to be done, with the cost to be added to the monthly charge for the non-compliant owner, in accordance with the Bylaws and “House Rules”, both approved by the membership.  The motion carried. Later discussion centered on the maintenance of the right-of-way areas between the buildings.

Karch reported on work orders at 7409 and 7413.

Driveway Finish

Dilworth reviewed advantages of a brush finish versus exposed aggregate finish for driveways.  To date, all Oakbrook Townhouses driveways, including approximately 24 completed in the last few years, have exposed aggregate finishes, which were the preferred finish option when the Townhouses were built and later. Brushed finish driveways costs average $7 per square foot, while the exposed aggregate finishes average $8.  Pearcy questioned whether we should have two different looking driveways.  Dilworth indicated current practice with exposed aggregate finish minimizes differential appearance; and brushed finish has maintenance and cost advantages, and is the current customer-preferred method.  Following discussion, Dilworth moved and Rinnan seconded to approve a brush finish to the five previously approved driveways at 7601, 7603, 7703, 7715, and 7809.  Motion carried, with Karch opposed on the basis of differential appearance.

Maintenance & Repair of Back Decks

The Board discussed the respective responsibilities of the association versus the owners for deck maintenance.  Issues include the need for regular cleaning, regular removal of moisture adsorbing and absorbing fixtures (eg., carpeting, planters, furniture, etc.), pressure washing, staining vs. painting, and structural problems.  Glamba said to  maintain generally means to keep something in the condition which is required to continue to permit its intended use, while repair is to bring it up to that level. Following discussion, Dilworth moved and Glamba seconded that pressure washing and staining of back decks be the responsibility of the association, provided the homeowner has not altered the deck and has properly maintained the deck.  Motion passed 4-2, with Karch and McDonald opposed, preferring study and a specific recommendation at the next meeting.

Adult Family Homes

Dilworth, Karch, and Pearcy described the situation of the release of an individual currently housed at Western State hospital and proposed to be released into an Adult Family Home (ADF) in Lakewood. While the proposal has since been suspended, the Lakewood City Council has proposed the establishment of regulations on the broader issue of the placement of Adult Family Homes in Lakewood, and a moratorium on any additional ADHs pending those regulations.  McDonald moved and Rinnan seconded to table further discussion to an indefinite time.  Motion carried.

Cottage Housing Proposal

Dilworth and Karch described a proposal for cottage housing on the site of the former swimming pool and tennis courts between Ruby Drive and Zircon Drive, across from the west end of Oakbrook Townhouses.  This was the area formerly proposed for a 65-unit apartment project, which was rejected by the court.  The new proposal envisions 16 single family residences on the property, as part of the creation of a Public Development District (PDD) at a density somewhat above that envisioned in the R3 zone in which it lies, and above that in the CC&Rs of the 4th Addition, of which it is a part.

The next Board meeting will be held October 9, 2017 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 9:20 PM.


Respectfully submitted,



__________________________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Minutes August 14 2017


Minutes of Board of Directors Meeting
August 14, 2017
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 the Oakbrook Townhouses (OT) was held August 14, 2017 at the home of Ken Karch, 7419 Zircon Drive SW.

A quorum being present, Board President Ken Karch called the meeting to order at 7:08 PM.

Board members present were Nancy Dilworth, Al Glamba, Ken Karch, Mike McDonald, Jim Pearcy, and Steve Rinnan, as were member Kathy Johnson, and Bill and Pat Price from Northwest Properties.

The Board learned of, and expressed concern over, the recent bicycling accident of fellow Board member Dave Hamann, and all wished him a speedy recovery.

Minutes

Dilworth moved and Pearcy seconded to approve the July 10, 2017 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

Pearcy provided the Treasurer’s Report, reporting incremental growth of the reserve and capital improvement accounts.  Following a discussion of insurance payments, the Building 11 roofing project, contractor invoices, and other costs, Dilworth moved and Glamba seconded to approve the Treasurer’s report. The motion passed.

Karch reviewed recent communications with the slope stability contractor.  The contractor has made at least one additional visit to the site in the past few weeks and is in the process of preparing the report.  Dilworth indicated his preliminary conclusions, following a discussion with him, would likely affirm the results of the earlier studies and identify some drainage issues which should be addressed.

Karch updated the Board on the re-roofing job on Building 11.  The job has been completed, and payment has been made, following inspection by our general contractor and receipt of the manufacturer’s warrantee.  Photos have been taken of the completed job.  The Board discussed its intent to consider this project as a pilot for other roofs, and discussed the results of the multi-year roof/gutter leak study. The Board agreed to ask our general contractor to assess the general condition of all building roofs in anticipation of the fall rains.

Karch reviewed his conversation with our general contractor on the Board goals for 2017.

Karch passed out copies of an updated DVD of Oakbrook Townhouses records.

The Board discussed payment of insurance premiums.

Karch reported that our driveway replacement contractor had reported that work would start in about three weeks on the four Board-approved driveways.  The Board emphasized the need to ensure extra care if any underground utilities are exposed during the replacement process, and discussed various driveway finishes.

Karch updated the Board on research on ownership of the Ruby Drive parcel adjoining Oakbrook Townhouses on which is now proposed a single family dwelling development of 16 homes.  Pat Price indicated that persons who park their vehicles along the south side of Zircon Drive may be subject to having their vehicles towed when the proposed development proceeds. He also reported on four grass fires on the site in the past two weeks.

Karch reported on conversations held with the Lakewood police department on homeless camping and removal of derelict vehicles.

McDonald moved and Dilworth seconded to seek a bid for driveway replacement at 7715 Zircon Drive.  Motion passed.

Karch updated the Board on a derelict vehicle and trash at the front entrance and back deck at 7711 Zircon.  A letter was sent in late July demanding correction, but no response has been forthcoming.  The Board emphasized that failure to maintain is the responsibility of the owner, and the Board may take action to ameliorate such conditions and assess the owner.

The Board discussed maintenance of a two-foot right-of-way along the back of Oakbrook Townhouses properties, as referred to in the Oakbrook Townhouses “house rules,” approved by the membership, and agreed to inventory specific situations, and send letters to members where needed.

Following discussion of landscaping issues, McDonald moved and Rinnan seconded to authorize Dilworth to seek bids to remove moss from Oakbrook Townhouses rhodies and trees.  Motion passed.

The Board discussed the need to trim the plum trees.

Pearcy moved and Dilworth seconded to have Northwest Properties create a separate insurance account line item to provide for payment of earthquake insurance premiums. Motion passed.

The next Board meeting will be held September 11, 2017 at the home of Jim Pearcy, 7813 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 8:35 PM.


Respectfully submitted,



__________________________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Minutes July 10 2017


Minutes of Board of Directors Meeting
July 10, 2017
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 the Oakbrook Townhouses (OT) was held July 10, 2017 at the home of Mike McDonald, 7531 Zircon Drive SW.

A quorum being present, Board President Ken Karch called the meeting to order at 7:07 PM.

Board members present were Al Glamba, Dave Hamann, Ken Karch, Mike McDonald, and Jim Pearcy, as were member Kathy Johnson, and Michelle Selberg and Chris Morris from Northwest Properties. Also attending were Mike Englund and Andy Hoven from Bell-Anderson.

Minutes

Hamann moved and Pearcy seconded to approve the June 12, 2017 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

Pearcy provided the Treasurer’s Report, reporting incremental growth of the reserve and capital improvement accounts.  Following a discussion of contractor invoices, utility billings, insurance, and other costs, and late payers, McDonald moved and Hamann seconded to approve the Treasurer’s report. The motion passed.

Karch introduced Mike Englund and Andy Hoven of Bell-Anderson, our insurance brokers, who, in turn discussed recent changes at Bell-Anderson; the two insurance policies the Association carries (earthquake insurance, due each year in May; and commercial and related insurance, due each year in August); as well as progress toward securing the final commercial proposal from Liberty Mutual, our current insurers.  Englund indicated that a near final draft of the proposal for commercial coverage is complete, will provide the same coverage as is currently in place, at a cost of approximately $28,400, within $300 of our current coverage.  Following discussion, McDonald moved and Hamann seconded to accept and pay the commercial insurance premium, in an amount not to exceed $29,000, pending receipt of the final proposal, and to authorize the President to sign the necessary documents by the renewal date of August 9.  The motion passed. 

Karch reviewed recent conversations with the slope stability contractor.  The Board agreed the contractor should be contacted to determine a final date for presentation of a report, or, if that is not possible in the near future, to identify what other resources may be available to carry out the slope stability study.

Karch updated the Board on the re-roofing job on Building 11.  The job has been completed, with one change order in the amount of $2,658. Following discussion, McDonald moved and Pearcy seconded to pay the outstanding balance, in the amount of $30,031.19  pending receipt of the manufacturer’s warrantee and a water test, and inspection by our maintenance contractor, PDQ.  The motion passed.

Karch reviewed progress on several recent owner requests.

McDonald reported on a proposal to carry out replacement of several driveways, based on the Board-adopted priority system and a recent walk-through.  He indicated 7809, 7603, 7601, 7703 had the highest priority.  McDonald moved and Pearcy seconded to request NWP to secure bids for the replacement of driveways at 7809, 7603, 7601, and 7703.  The motion passed.

The Board discussed various sprinkler and landscaping issues, but took no action.

The Board considered a request to install an outside air conditioner on the common property adjacent to 7621 Zircon.  Hamann moved and McDonald seconded that conditional approval be granted to the owner, provided that the unit conform to all Federal, state, and local laws; that all necessary permits are secured; that it be installed by a licensed, insured, and bonded contractor; that it conform to general design and installation of similar air conditioning units; that it be supported by a properly designed pad; and that it not interfere with fire control access.  The motion passed.

The Board considered a request to notify appropriate authorities of unauthorized camping on the owned property adjacent to Chambers Creek.  It was unclear whether the member had first hand observation of such behavior, and two Board members agreed to investigate the issue.

The Board considered accumulating trash and an unlicensed vehicle at 7711 and asked NWP to send a letter requiring correction.

Karch described a request for approval for window replacement at 7411.  The Board concurred that the tentative approval was appropriate as described, provided it was done by a qualified contractor, and conformed to the general character of the Association.

The Board discussed the poor condition of a tree planted between Buildings 11 and 12, but took no action.

The Board considered refining of the respective responsibilities of the Association and its members on the questions of back decks, fences, and sewer lines; but deferred action to the next meeting.

Dry rot repair requests were received at 7531 and 7533; a tree removal request was received at 7531.  The Board took notice of complaints about garbage cans continuing to be left out beyond the collection day. 

The next Board meeting will be held August 14, 2017 at the home of Ken Karch at 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 9:05 PM.

Respectfully submitted,



__________________________________________

Ken Karch, PE, Board President

Oakbrook Townhouses Board Minutes June 12 2017


Minutes of Board of Directors Meeting
June 12, 2017
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 the Oakbrook Townhouses (OT) was held June 12, 2017 at the home of Steve Rinnan, 7407 Zircon Drive SW.

A quorum being present, Board President Ken Karch called the meeting to order at 7:08 PM.

Board members present were Al Glamba, Nancy Dilworth, Dave Hamann, Ken Karch, Mike McDonald, and Steve Rinnan, as were member Kathy Johnson, and Michelle Selberg and Chris Morris from Northwest Properties.

Minutes

Dilworth moved and Rinnan seconded to approve the April 10, 2017 Board meeting minutes as submitted.  The motion passed.

Dilworth moved and Hamann seconded to accept, and recommend approval of, the May 9, 2017 Annual Members’ meeting minutes as submitted.  The motion passed.

Dilworth moved and Glamba seconded to approve the May 9, 2017 Board meeting minutes as submitted.  The motion passed.

Treasurer’s Report

In Pearcy’s absence, Karch presented the Treasurer’s Report, reporting incremental growth of the reserve and capital improvement accounts.  Following a discussion of insurance, contractor invoices and other costs, McDonald moved and Dilworth seconded to approve the Treasurer’s report. The motion passed.

Karch reviewed recent conversations with the slope stability contractor, who asked the five members who had expressed an interest in talking with him to call him directly.  Those members have been informed of his request.  It was suggested that we do the same for Dennis Shuler.

Karch updated the Board on the planned re-roofing job on Building 11, and the corrections to the 2017 Board roster.  McDonald had one additional change. 

Karch also reviewed the status of several member requests.
The Board agreed to support a work request for rear deck repair at 7519 Zircon, approved a request to install a French drain at 7631 Zircon, and approved a request to clean and re-paint the rear deck at 7715 Zircon.

The Board considered the issue of a possible request to remove a rear fence, and agreed rear fences are the owner’s responsibility, but require a request to the Board for permission to remove, as they are on the common property.

The Board discussed the issue of pressure washing driveways and sidewalks, and agreed to consider the adoption of a policy on the issue.  The Board agreed to respond to requests as they come in.

The Board considered the issue of maintenance of the back decks and agreed to distribute information to the membership on this issue, pending adoption of a policy on the matter.

The Board considered the current state of a neighborhood behavior alert, the sprinkler schedule, the status of the RFP for landscaping, and agreed to send out the Smart Watering notice to the membership with the June 12 Board minutes.  The Board requests that members notify the NWP office if sprinkler problems are found.

The Board reviewed the self-assessment against the Board-adopted 2016 goals and adopted, on motion by Dilworth and second by McDonald, a set of goals for 2017, to be sent to the membership. 

Karch reported on a theft of tools and other items from the bed and cab of a pickup parked in the member’s driveway.  Following Board discussion, it was agreed to urge members to be sure to lock their doors and vehicles, and report any suspicious behavior in the neighborhood and thefts to the police.

Karch reported that the Lakewood sales tax has been increased to 9.9%, which will have an effect on purchases of goods and services by the association.

The Board considered possible further action on mailbox stands, water shut-off valves, and chimney caps.

The next Board meeting will be held July 10, 2017 at the home of Mike McDonald at 7531 Zircon Drive SW at 7:00 PM.  It was moved and seconded to adjourn the meeting.  Motion carried and the meeting was adjourned at 8:40 PM.

Respectfully submitted,



__________________________________________

Ken Karch, PE, Board President

Wednesday, June 14, 2017

DRAFT Oakbrook Townhouses Annual Meeting Minutes 2017


DRAFT Annual Meeting Minutes DRAFT
May 9, 2017
Oakbrook Townhouse, Inc.
c/o Northwest Properties Agency, Inc.
9527 Bridgeport Way SW
Lakewood, WA 96499

The Annual Meeting of the Oakbrook Townhouse, Inc was held on Tuesday, May 9, 2017 at the RMG Golf Club, 8102 Zircon Drive SW, Lakewood, WA. 

President Karch opened the Annual Meeting at 7:06 PM, noting that this was a “re-do” of the scheduled January 17, 2017 Annual Meeting, at which a quorum of members present or by proxy was not realized.  He reported that the quorum requirement for the May 9 meeting had been met, with 39 members in attendance in person or by proxy.

Operating Rule

Karch presented a proposed Rules of Order to ensure an orderly meeting.  It was moved to adopt the following Rules of Order:

“…I move that the Annual Meeting of the Oakbrook Townhouses, Inc. be guided by the current edition of Roberts’ Rules of Order, except where they conflict with the RCWs governing Oakbrook Townhouses, Inc., the Oakbrook Townhouses, Inc. CC&Rs or Bylaws, or policies adopted by the Board, or where the strict compliance with Roberts’ Rules of Order hamper the orderly conduct of business of Oakbrook Townhouses, Inc., and further, that members who wish to speak must be recognized by the chair, that any motions are to be in writing and given to the Secretary, that any member seeking to be recognized to speak on a motion or to ask questions about any matter coming before the association will be limited to 3 minutes per motion or question until all members who wish to speak have had a chance to be heard…”

The motion was seconded and passed.

Members in Attendance

Karch welcomed residents in attendance and recognized members of the Board and asked them to introduce themselves.   He indicated that Michelle Selberg and Chris Morris from Northwest Properties, Inc.  were in attendance at the door.  President Karch asked each resident to introduce themselves.

2016 Annual Meeting Minutes

It was moved to dispense with the reading of the 2016 Annual Meeting minutes, as they had been sent to the membership with the meeting announcement.  The motion was seconded and carried.

A motion to approve the 2016 Annual Members’ meeting minutes as distributed to the membership was made, seconded, and passed.
State of the Association

Karch highlighted key elements surrounding the state of the Oakbrook Townhouses association:

Property Values

Karch reported that the mean assessed value of Oakbrook Townhouses rose 11.7% in 2016, following a 3.7% rise in 2014, and an 8.0% rise in 2016, after the long slide since 2005.  Since assessed values are a lagging indicator to sale prices, our home values are likely to look even better.

Mulching

During 2016 the Board completed the mulching of the entire development, following a pilot project of 3 buildings.  We expect the mulching to have a favorable effect on water conservation, erosion, and weed prevention, in addition to the favorable effect on the appearance of the community, which translates into improved property values.

Landscaping Assessment, Policies, & Plan

During 2016, the Board completed an assessment of landscaping needs, adopted a landscaping policy, including guidance to members on their rights and responsibilities, and began development of a landscaping plan.

Slope Stability Study Update

The Board agreed to undertake a slope stability study to update prior studies done in 2001-2003.  A contractor has been selected and will begin work shortly.

Roof & Gutter Leaks Assessment

The Board completed a 4-year assessment of roof and gutter leaks, which showed the benefits of regular roof and gutter cleanings.  Work to inventory all parts of the drainage systems covering all buildings has begun.  It will be followed by a work plan to ameliorate immediate problem areas.

Pre-payment of Insurance Premiums

The Board elected to begin a policy of pre-paying our insurance earthquake and commercial premiums, which come due in May and August respectively, to simplify budget planning for the following year.

Clean Audit

The Board secured another “clean audit,” complied with generally accepted accounting practices, and was not subject to payment of income taxes in 2016.

Online Bill Payment Option

The Board adopted an option to permit members to pay monthly charges online.  Several members have already signed up to do so, and report positive results. Members should contact the Northwest Properties office to learn more or sign up.

Reserve and Special Projects Contributions

The Board continued its policy of making modest contributions to our Reserve and Special projects accounts to reduce the likelihood of future special assessments.

Mail-out Materials to Members

The Board adopted and distributed to the membership materials on a variety of matters, including keeping trash containers hidden, landscaping and other policies regarding approvals needed from the Board, smart watering, raccoon control, running dogs, mailbox vandalism, joint community cleanup, coyote sightings, winterization, and several others.

Board Approvals of Member Requests

The Board also approved, rejected, or proposed modifications to a number of member requests on a variety of topics.

New Board Members

We experienced the re-election of Nancy Dilworth and Steve Rinnan to the Board in January, 2016. 

Priority Setting

During 2016 we built upon priorities from the customer survey of our full membership carried out in 2014, seeking information on the issues you felt were most important for the Board to address, and how well we were doing on each.  As reported last year, this was the first customer prioritization and satisfaction survey known to have been conducted for Oakbrook Townhouses members.  The Board adopted a set of goals for 2016, based on your priorities, and has been operating under those priorities throughout 2016. 

Ruby Apartments Proposal

Karch reported last year that a proposed apartment development was withdrawn as a result of community opposition and the resulting rezoning of the area abutting the western end of Oakbrook Townhouses.  Although the developer is still able to propose a single family housing development of up to about 12 homes on the site, no such proposal has been forthcoming to date, and the fear of a large apartment project has subsided.

Within Budget

The Board ended the year with a small budget surplus, which enabled it to roll over sufficient income to satisfy a small budget shortfall expected in 2017, and avoid again a dues increase or special assessment.

A Look to the Future

The Board is looking at a number of new initiatives during 2017.  In addition to a keen recognition of the financial constraints we have all operated under during the past few years, carrying out the myriad of normal maintenance activities, we will update the studies of slope stability last conducted in 2001-2003.  We will also be refining our priority projects list and assessing our outside contracts.  We will be assessing the success of our deck repair/replacement efforts, our sprinkler system, our gutter and downspout maintenance and repair efforts, and making needed contributions to the reserve and special projects accounts.

Reserve Study

A reserve study is required by state law for homeowners associations such as ours, to give members a “educated guess” about potential year-by-year costs over a 30-year time frame.  The Oakbrook Townhouses Board in 2009 undertook the first such study before the legislature completed its work on the new law, undertook an interim review in 2011, and completed formal updates in late 2012 and 2016.  Members have been sent, or have been offered copies of the full reports, and copies are made available as part of material required to be provided to potential buyers of our properties.  In response to these studies, the Board has recommended, and you have approved each year, modest incremental contributions to our reserve account.  The proposed 2017 budget includes an additional contribution of $30,000.

Meanwhile, the Board has sought a number of ways to avoid the high costs reported in the studies, which I call “the big hitters” – those over $100,000.  These included 1) securing low bids from “hungry” contractors in the slow economy; 2) doing much of the work ourselves through our regular operating budget, using our general contractors; 3) assessing and deferring, where warranted, projects; and 4) finding alternative ways of accomplishing project objectives.  I believe it will continue to take this approach, which has been successful, and which the 2016 Reserve Study endorsed.  Copies are available to all members, by request to Northwest Properties or any Board member.

A Special Note of Thanks

Karch thanked the members who stepped up to volunteer as a Board member; attend Board meetings; observe the requirements of our bylaws, CC&Rs, and “house rules;” and volunteer to assist on special projects.  He also thanked the staff of Northwest Properties and Edwin Wittstruck, our primary maintenance contractor.

Members brought up questions regarding the status of the Ruby Apartment project, the condition of the vacant property, and the possibility of acquiring the property for a park.

Budget for 2017 and Projected Budget for 2018

Pearcy presented the proposal for the 2017 budget and indicated the projected 2018 budget is included, as required by law.  Copies were sent to all members with the meeting announcement, and were available on the table at the entrance. Pearcy reported on the current financial status, the reserve study requirements, insurance coverage and costs, current operating expenses, capital improvements, utility costs, re-roofing, dry rot, and painting needs, the reserve study requirement, and the slope stability study. 

The Voting Process

Karch opened up the voting process.  He explained that there will be three items to vote on:

1.            The 2017 proposed budget is virtually the same as 2016.  Monthly assessments will continue to be $330.00 a month, if ratified.

2.            We have four vacancies on the Board to fill, including three expired terms and one vacancy arising from the Board member moving from the area. Two of the members with expired terms (Glamba and McDonald) have expressed an interest in running again, and the third chose not to.  There were no additional members nominated prior to the May 9 meeting, so only Glamba’s and McDonald’s names appeared on the ballots sent out.  There was also space for additional write-in candidates.

3.            The Board determined that the difficulties with achieving a quorum for the Annual Members’ meeting the past 6-8 years required that we recommend to the membership a modification to the quorum requirements to 23 members from 30 members, to allow the association to conduct its business.  The proposal is consistent with both the RCWs and the association’s governing documents.

Karch asked for any other nominations from the floor.  Only members are considered to be eligible nominees. There were none and the nominations were closed.  A break was called while the votes were counted.  Two Board members and two association members counted and certified the results.
  
Karch reported the 2017 Board members election results as follows:

Glamba – 34             McDonald - 35                                             

Karch declared Glamba and McDonald were elected to serve on the Board. Karch welcomed the elected Board members and indicated a Board meeting would be held immediately following the Annual Meeting to elect officers for 2017.


Karch announced the 2017 Budget ratification vote results as follows:
Yes – 36                    No - 1

Karch declared the proposed 2017 Budget ratified.

Karch declared the bylaws amendment to reduce the Annual Members’ meeting quorum requirement was approved by the vote of 35 to 3.

Karch asked if there was any further old or new business to discuss.  Hearing none he thanked all the residents for attending.

Adjournment

It was moved, seconded and approved to adjourn the 2017 Annual Member’s meeting. Karch adjourned the meeting at 8:50 PM. 

Note:  Following the Annual Members’ meeting, the new Board convened to elect officers for 2017.  The following officers were elected:  President Ken Karch; Vice President Al Glamba; Secretary Nancy Dilworth; and Treasurer Jim Pearcy.

Approved, for presentation to the membership for ratification, in 2018.


__________________________________________
Ken Karch, PE, Board President