Minutes of Board of Directors Meeting
July 8, 2024
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 8, 2024 at 7425 Zircon Drive SW, Lakewood, WA 98498.
Recently Oakbrook Townhouses, Inc. was notified by Liberty Mutual that it will no longer provide insurance to Oakbrook Townhouses, effective on its annual renewal date, August 23, 2024. Our broker Mike Englund, of Rice Insurance, immediately convened a discussion with the officers of Oakbrook Townhouse to develop a strategy to ensure the association and its members are adequately insured. That strategy involved seeking to understand the reasons for the cancelation, in order that reasonable actions may be taken to reverse the decision, or, failing that, seeking an extension of the cancelation date, to allow Oakbrook Townhouses time to seek an alternative insurer, and to engage such an alternative insurer.
The full Board considered the matter, with Mr. Englund’s participation, at its July 8 Board meeting. Mr. Englund expressed his opinion, based on his experience with many other HOAs and insurance companies, that a set of new policies would advance the chances of achieving the desired outcomes above. These included 1) a clear policy that no owner shall be served by an electrical panel manufactured by Federal Pacific Electric Company or Federal Pioneer, Ltd., 2) a ban on the use of wood-burning fireplaces, 3) a ban on the use of open flame barbecues, and 4) accessible and workable fire extinguishers within each unit.
Following extensive and detailed discussion, the Board adopted an interim policy on these matters (see below), with planned adoption of final wording to be completed by August 1, 2024, for use in discussions with Liberty Mutual and other insurers, and subject to ratification by the membership at its January, 2025 Annual Meeting.
Appointment of New Board Member
Glamba stated that member Lew Mildon has agreed to be appointed to the Board to fill the remainder of the term vacated by Nancy Dilworth expiring January, 2026). Following discussion, Karch moved and Martin seconded to appoint Mildon to the seat vacated by Nancy Dilworth, expiring January, 2026. The motion passed. Members welcomed Mildon to the Board.
Approval of Minutes
Glamba requested approval of the DRAFT Board meeting minutes of June 10, 2024. Martin moved and Allsopp seconded approval of the DRAFT Board meeting minutes of June 10, 2024. The motion passed.
Treasurer’s Report
Treasurer Karch presented financial and budget information, including that concluding May 31, 2024 and June 30, 2024.
May 31, 2024_________June 30, 2024
Operating Account $ 10,948.73 $ 13,878.63
Reserve Account $ 210,561.31 $ 212,563.09
Insurance Deductible Account $ 5,042.32 $
5,042.32
Capital Improvement Account $ 25,729.85 $ 27,730.06
Insurance Holding $
36,000.00 $
36,000.00
Following discussion Martin moved and Mildon seconded approval of the Treasurer’s Report ending June 30, 2024. The motion passed.
Heritage Restoration Lawsuit
Glamba stated this topic would be deferred to later in the agenda.
Update on 2021 Audit Report
Glamba reported that the report has been completed and is undergoing internal peer review before being submitted to Oakbrook Townhouses.
Status of Rear Deck Study by PDQ
Glamba reported a report has been received. It identifies three rear decks requiring urgent attention: 7429, 7617, and 7619 Zircon. He indicated that PDQ has been asked for estimates for the work. Karch passed out copies of his attempt to color code the information submitted by PDQ into four categories of urgency or priority.
Status of Clogged Drain at 7511 Zircon
Glamba and Mildon reported on flooding occasioned by a clogged drain at 7511 Zircon, including difficulties getting contractors to bid. Mildon reported that other work at his unit had been completed.
Status of Garage Roof Leak at 7433 Zircon
Glamba reported the Board has received three bids for work to correct this issue, and asked for a motion to close the bid process. Martin moved and Karch seconded to close the bid process. The motion passed.
Glamba asked for approval of the lowest bid from Roof Doctor. Glamba indicated he has asked Willow Properties to provide warranty information. Following discussion regarding useful life of torchdown materials and the historic cost of replacing torchdown roofing, Martin moved and Mildon seconded to accept the Roof Doctor bid for $ 7,795.08 including tax. The motion passed.
Status of Garage Roof Leak at 7619 Zircon
Glamba reported repair of the garage roof leak at 7619 Zircon has been completed.
Consideration of Investmant of Funds in CDs
Glamba reported on his research of possible investments in a CD to secure modest amounts of interest for funds in our reserve accounts. Following extensive discussion, the Board tabled further consideration pending further research.
Status of Rear Deck Replacement at 7429 Zircon
Glamba reported Willow Properties is awaiting a response from PDQ as to its capability and cost for repair or replacement.
Status of Interior Garage Damage at 7703 Zircon
Glamba reported that Willow Properties reported that the unit owner has sought out contractors for the interior damage repair and so is taking primary responsibility for same. Part of the cost may be association responsibility. The Board took no action.
Alleged Violation of House Rules re Defecating Dogs at 7623 Zircon
Glamba reported a complaint has been received about the failure to clean up after defecating dogs and related issues. He has been informed that Willow Properties has sent a letter to the owner citing the complaint and the requirements of the Oakbrook Townhouses House Rules and City of Lakewood Municipal Code, along with a copy of the Board-adopted fines policy.
Damage to Sprinkler Heads
Glamba referenced recent damage to sprinkler heads caused by driving off the paved driveways. He asked that members be reminded that they, their guests, and their contractors avoid driving except on the pavement. He also recounted failure of some sprinklers to turn off properly and recommended that Green Effects be authorized to assess and correct broken sprinkler head and lines in an amount certain. Following discussion, Martin moved and Allsopp seconded to authorize Green Effects to repair and correct defective sprinkler heads and adjacent lines in an amount not to exceed $2500. The motion passed.
Status of Cracked Pipe at 7533 Zircon
Glamba reported on a cracked pipe at 7533 Zircon, and that PDQ will flush the pipe and make recommendations once it has dried out.
Maintenance of HOA Property Between Certain Buildings
Allsopp updated the Board on progress about the lack of maintenance of the HOA property between certain buildings. He is working on a proposal to correct the situation. Karch passed out photos and an estimate of the cost of maintenance. The Board took no action.
Status of Garage Roof Leak at 7515 Zircon
Glamba reported there is no additional information on this issue.
Interim Rule to Ban Barbecue and Wood-Burning Fireplace Use
Glamba asked that the Board consider what needs to be done to ensure continued insurance coverage of Oakbrook Townhouses (see earlier agenda topic on this matter). Following extensive discussion, Martin moved and Allsopp seconded the Board adopt an interim ban on barbecues and wood burning fireplaces, effective immediately, with specific wording to be adopted by the Board by August 1, 2024, with written documentation to be submitted to the membership for ratification at the 2025 annual membership meeting and added to the House Rules, if adopted. The motion passed, with Karch abstaining, due to lack of specificity.
Member Comments
Members raised questions regarding the ban on barbecues, ownership of Federal Pacific electrical panels, paint colors, and garage roof leaks.
Executive Session on Heritage Restoration Litigation
It was moved, seconded, and approved to adjourn to Executive Session on the Heritage Restoration litigation. Following Board discussion, during which no Board actions were taken, it was moved, seconded, and approved to return to general session.
Invoice from Miller Nash
Glamba requested Board approval for the invoice # 2236121 from Miller Nash for legal services thru May 31, 2024 in the amount of $728.00. Following discussion, Karch moved and Allsopp seconded to approve payment of the invoice via electronic funds transfer. The motion passed.
Invoice from McFerran Law
Glamba requested Board approval for the invoice from McFerran Law for legal services thru June 25, 2024 in the amount of $171.00. Allsopp moved and Karch seconded approval for the invoice from McFerran Law for legal services thru June 25, 2024 in the amount of $171.00. The motion passed.
Next Board Meeting
Glamba announced the next Board meeting will be held on August 12, 2024 at 5:00 PM at a location to be determined.
Adjournment
It was moved and seconded to adjourn the meeting. The motion passed. The meeting was adjourned at 8:44 PM.
Respectfully submitted,
Al
Glamba, President
