Oakbrook Townhouses Board Meeting Minutes February 10 2025

Oakbrook Townhouses, Inc.             

c/o Willow Properties                           253 581-5199  

9527 Bridgeport Way SW                    chris@willowproperties.com

Lakewood, WA 98499-2801               

Minutes of Board of Directors Meeting

February 10, 2025

Oakbrook Townhouses, Inc.

c/o Willow Properties

9535 Bridgeport Way SW

Lakewood, WA 96499

The regular meeting of the Board of Directors of Oakbrook Townhouses (OT) was held February 10, 2025 at the Lakewood Public Library, 10202 Gravelly Lake Drive S.W., Tacoma, WA 98499.

A quorum being present Board President Al Glamba called the meeting to order at 4:04 PM.

Board members present were Al Glamba, Ken Karch, Doug Martin, and Jonathon Welsh. 

Recommendation to Submit the Draft Minutes of the Annual Meeting of the General Membership from January 21, 2025 for Approval at the Next Annual Meeting.

Glamba requested a motion recommending submission of the draft minutes of the Annual Meeting of the General Membership from January 21, 2025 for approval at the 2026 Annual Meeting.  Welsh moved and Karch seconded such a motion, which passed, with Martin abstaining.

Approval of Board Meeting Minutes of December 9, 2024

Glamba requested approval of the draft Board meeting minutes of December 9, 2024.  Following discussion, Karch moved and Welsh seconded approval of DRAFT 3 of the December 9, 2024 Board minutes. The motion passed.

Approval of Board Meeting Minutes of January 21, 2025

Glamba requested approval of the draft Board meeting minutes of January 21, 2025.  Following discussion, Welsh moved and Karch seconded approval of the January 21, 2025 Board minutes. The motion passed, with Martin abstaining.

Treasurer’s Report

Treasurer Karch described the January 31, 2025 Treasurer’s report previously sent out. 

                                                                        December 31, 2024            January 31, 2025

Operating Account 1824                                  $   36,575.41                   $   44,756.44

Reserve Account 1449                                    $ 224,573.97                   $ 226,575.87

Capital Improvement Account 6172               $   15,723.60                   $   17,723.73

Glamba read the figures for January 31, 2025 into the record.

Following discussion at which three minor corrections were made, Martin moved and Welsh seconded to approve the January 31, 2025 Treasurer’s Report, subject to the corrections.  The motion passed.

Heritage Restoration Lawsuit

Glamba stated this topic will be deferred to the Executive Session later in the meeting.

Results of Annual Meeting of the General Membership from January 21, 2025.

Glamba reported on the results of the 2025 General Membership meeting, including approval of the 2024 Annual Meeting Minutes, ratification of the Board-approved budget, an increase in the monthly charges to $450 from $425, approval of the Board-adoted policies on banning of use of wood burning fireplaces and use of certain barbecues within 25 feet of the building, and availability of fire extinguishers. There were no additional members elected to the Board. Also elected at the Board meeting immediately following the Annual Members’ meeting were Al Glamba as President and Ken Karch as Treasurer.  

Election of Board Secretary

Welsh nominated and Glamba seconded the election of Ken Karch as Secretary for 2025.  The motion passed, with Karch abstaining.

Update on 2021 Audit Report

Glamba reported he had information from Umpqua Bank, which was the holder of the old bank records of Columbia Bank, where our operating account was located before Willow Properties closed the operating account on June 9, 2022 and transferred the remaining funds to Alliance Association Bank.  He indicated he had previously obtained the bank records from KeyBank.

Status of Clogged Drain at 7511 Zircon

Glamba reported that Willow Properties reported that this project has been completed.

Consideration of Investment of Reserve Funds in CDs

Glamba reported on his efforts to secure information about switching certain reserve funds to an interest bearing account, and recommended investment of $100,000 from the Association’s Reserve Account into a 12-month Share Certificate from Sound Credit Union at an APR of 4.25 %.  Following discussion, which included information on penalties for early withdrawal, uncertainty of future events, and risk assessment, Welsh moved and Martin seconded to authorize President Glamba and Treasurer Karch to move ahead with an investment of $100,000 from the Association’s Reserve Account into a 12-month Share Certificate from Sound Credit Union at an APR of 4.25 %. The motion passed.

Clogged Pipe at 7533 Zircon

Willow Properties reported that PDQ Construction is planning to go out to look over this issue.

Corporate Transparency Act Reporting

Karch reported on a court-ordered delay in enforcing the requirement for filing.  Further information can be obtained on YouTube at:

https://www.youtube.com/watch?v=Ufnxel3imUc&t=537s

Comcast Rates for 2025

Glamba reported he has signed the necessary papers to implement the new contract with Comcast.

Update on Consolidated Rear Deck Report

Glamba reported we have received from PDQ Construction a consolidated rear deck report, providing estimates of the condition of rear decks.

Update on Mold Remediation at 7617 Zircon

Glamba reported on the approval of mold remdediation work at 7617 Zircon.  The Board had considerable discussion on the history of the fire and responsibility for mold removal.

Responses to Inquiries from General Membership at 2025 Annual Meeting

Glamba reported that members needed to comply with Section 173-433-150 of the Washington Administrative Code Restrictions on Operation of Solid Fuel Burning Devices for Stage 1 and Stage 2 Burn Bans and Air Pollution Episodes when wood burning fireplaces will not be used.

Mike Englund, our insurance broker, had earlier reported that he had discussed the wood-burning fireplace issue with the underwriter—they are comfortable with the use of the fireplaces subject to annual maintenance and inspections.   They would like to know that a system exists for unit owners to have their fireplace serviced and evidence of the servicing be provided to the Board of Directors each year.   Hopefully not too much work administratively—with or without the insurance company involvement, it’s just a good idea to have fireplaces serviced annually.

Glamba also recommended that the following information be provided regarding the fire insurance inquiry.  For our fire and liability insurance, eight insurance providers were contacted, three insurance companies submitted proposals, Arden Insurance Services submitted the lowest proposal, and five insurance companies declined even to submit a proposal.

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 McFerran Law

Glamba requested Board approval for the invoice from McFerran Law for legal services thru January 25, 2025 in the amount of $377.50. Welsh moved and Martin seconded approval for the invoice from McFerran Law for legal services thru January 25, 2025 in the amount of $377.50.  The motion passed.

Invoice from PDQ

Glamba requested Board approval to pay PDQ’s invoice # 9022025 dated 2/9/25 in the amount of $4,413.46, for general maintenance work.  Following discussion, Martin moved and Welsh seconded approval to pay PDQ’s invoice # 9022025 dated 2/9/25 in the amount of $4,413.46, for general maintenance work.  The motion passed.

New Business

HOA Maintenance Form

Karch questioned a HOA Maintenance Form submitted by Willow Properties on behalf of the owner at 7621 Zircon for pressure washing at 7621 and 7619, indicating this was the first such HOAMF he had seen and called for Willow Properties to prepare a presentation for the whole Board on the method now being used, and reminded the Board of its Oakbrook Townhouses Work Order Principles, as adopted by the Board on April 10, 2023 (attached).

Public Hearing on Chambers Creek Trail December 19, 2024

Glamba reported he had attended a hearing on the Chambers Creek Trail on December 19, 2024 at the City of University Place and indicated he had learned of a fault line running north of Chambers Creek Canyon and asked if anyone knew anything about that fault line.

Next Board Meeting

Glamba asked for comments on the suitability of the Lakewood Public Library for most of our future Board meetings, and received general agreement. The next Board meeting will be held at the Lakewood Public Library on March 17, 2025 at 4:00 PM.

Adjournment

It was moved and seconded to adjourn the meeting. The motion passed.  The meeting was adjourned at 5:50 PM.

Respectfully submitted,

 

 

Al Glamba, President

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Oakbrook Townhouses Work Order Principles

As Adopted by the Board April 10, 2023

 

1. There should be a written procedure to follow for homeowner requests
2. Board members should be familiar with the procedure and follow it, if approached by a homeowner.
3. Homeowners should have a right of appeal (and a process for doing so) of any WILLOW PROPERTIES or Board decisions on requested work.
4. Contractors, Board members, and homeowners should be made aware that contractors are not expected to do, or agree to do, work requested by homeowners if outside the contract provisions, or without a work order from WILLOW PROPERTIES, and should refer the homeowner to the WILLOW PROPERTIES office
5. Contractors should be permitted to discuss doing private work for a homeowner, separate and distinct from the Association-authorized work and within the scope of the Bylaws and CC&Rs, and subject to Board approval if needed, at the homeowner’s expense.
6. Homeowners should alert the WILLOW PROPERTIES office of any work they wish done, both emergency and non-emergency work
7. Homeowners and Board members should be made aware that WILLOW PROPERTIES does not do corrective work itself, but contracts with available contractors to do so, and maintains lists of suitable contractors for such work.
8. All approved work is to be completed in a timely manner
9. When a contractor is unable to commit to complete assigned work in a timely manner, WILLOW PROPERTIES will engage a back-up contractor
10. WILLOW PROPERTIES will maintain and observe a set of criteria for determining priority of work, approved by the Board.
11. WILLOW PROPERTIES will have an emergency phone number and attempt to have emergency contracts available, for the most common types of emergency situations (flooding, tree fall threatening a unit, vehicle accident with injuries and unit damage, gas explosion, etc.)
12. For most reported non-emergency situations, the homeowner will be asked to contact the office during normal working hours to file a work order request.
13. WILLOW PROPERTIES will make an initial determination whether the requested work is within the scope of the contract, not within the scope, or if there is a question
14. WILLOW PROPERTIES may authorize work to be done which is clearly within the scope of the Association contract, notify the contractor, and maintain a record of all such requests and notifications, including a description of the requested work, who made the request (and when), which contractor was requested to do the work (and when), when the work was started and completed, and the bill for the work (amount, when received, and when paid).
15. WILLOW PROPERTIES will notify the homeowner if the requested work is clearly outside the scope of work in the Association contract, recommend that the homeowner contact the Board for appeal if not satisfied, and notify the President of the homeowners’ request.
16. WILLOW PROPERTIES will notify the homeowner if the requested work may be outside the scope of the Association contract, recommend that the homeowner contact the Board for clarification, and notify the President of the homeowners’ request.
17. An on-site inspection by a Board member may be necessary to determine whether work may be authorized; that Board member may be authorized to approve work, or to bring the issue to the Executive Committee of the Board (in the case of emergency), or to the Board itself for routine work.
18. The homeowner is responsible for contacting WILLOW PROPERTIES or a Board member, if (s)he is dissatisfied with any aspect of work requested. WILLOW PROPERTIES or a Board member will periodically contact a sample of homeowners to report completion of the work and determine whether the homeowner is satisfied with the work. Any dissatisfaction will be the subject of another work order or notification by WILLOW PROPERTIES to the Board for resolution.
19. The contractor is expected to notify the homeowner if clarification of the requested work is needed, or if access to the inside of the home is required; to attempt to make such contact no more the three times; and, if not successful in arranging such access, return the request from WILLOW PROPERTIES to WILLOW PROPERTIES with an explanation of what attempts were made.  WILLOW PROPERTIES will track such returned work orders and communicate, as needed, with the homeowner.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Common Situations Which Arise

 

 

Situation	Behavior Expected	Comments
Homeowner contacts Board member and asks that work be done	Board member discusses request with homeowner, makes no commitments, and refers homeowner to WILLOW PROPERTIES for work order, if appropriate	Homeowner may also request work be done via the WILLOW PROPERTIES Web Portal
Homeowner complains that complaint has not been acted on	Recipient (WILLOW PROPERTIES or Board member) checks WILLOW PROPERTIES records to determine status, and determines further action	Homeowner may also check the status of authorized work orders via the WILLOW PROPERTIES Web Portal
Contractor unable to make contact with homeowner to clarify needed work or gain access to home	Contractor returns work order (after 3 attempts to contact homeowner) to WILLOW PROPERTIES for resolution
Homeowner complains that work has not been done properly, and the problem persists	Recipient (WILLOW PROPERTIES or Board member) contacts WILLOW PROPERTIES, investigates the situation and determines further action required
Homeowner requests reimbursement for work (s)he will, or has, performed	Recipient (WILLOW PROPERTIES or Board member) requests homeowner to deliver written request to Board for consideration
Homeowner requests exemption from some work requirement (eg., color of unit, type of roofing, vegetation management)	Recipient (WILLOW PROPERTIES or Board member) requests homeowner to deliver written request to Board for consideration
Homeowner requests information on work performed, contractor(s) used, bids received, status of work (complaint not received, work started, underway, or completed, etc.)	WILLOW PROPERTIES attempts to answer query, or refers request to Board.	Homeowner may also check the status of authorized work orders via the WILLOW PROPERTIES Web Portal

 

 

 

 

 

 

 

Oakbrook Townhouses Board Meeting Minutes January 21 2025

Oakbrook Townhouses, Inc.             

c/o Willow Properties                           253 581-5199  

9527 Bridgeport Way SW                    chris@willowproperties.com

Lakewood, WA 98499-2801                           

Minutes of Board of Directors Meeting
January 21, 2025
Oakbrook Townhouses, Inc.
c/o Willow Properties
9527 Bridgeport Way SW
Lakewood, WA 98499

A special meeting of the Board of Directors of the Oakbrook Townhouses was held January 21, 2025 at the Adriatic Restaurant, 8102 Zircon Drive SW, Lakewood, WA 98498.

A quorum being present of the current Board members, President Al Glamba called the Board meeting to order at 8:48 pm.

Board members attending were  Al Glamba, Ken Karch, and Jonathon Welsh. 

Glamba reported the Board-approved budget for 2025 was ratified by the membership.  The 2024 Annual Meeting minutes were approved.  Glamba announced approval of the provisions required by our insurance company as a condition for approval (regarding Federal Pacific Electric Company electrical panels, a ban on wood-burning fireplaces, a ban on use of barbecues within 25 feet of the owner’s unit, and a workable fire extinguished in the unit) was ratified by the membership and will be incorporated into the House Rules.

Motions were made, seconded, and approved that Al Glamba be re-elected as President and Ken Karch be elected as Treasurer.  Both were re-elected. There was no nomination for Vice-President or Secretary. 

Glamba declared the 2025 officers to be:

President Al Glamba                                                       Treasurer Ken Karch

Glamba reminded members that the next Board meeting will be held at the Lakewood Public Library.

There being no further business, a motion and second to adjourn was made and passed. Glamba adjourned the meeting at 9:04 PM.

Respectfully submitted,

Ken Karch, Treasurer

Oakbrook Townhouses Annual Meeting Minutes January 21, 2025

Oakbrook Townhouses, Inc.             

c/o Willow Properties                           253 581-5199  

9527 Bridgeport Way SW                    chris@willowproperties.com

Lakewood, WA 98499-2801                           

DRAFT Annual Meeting Minutes DRAFT

January 21, 2024

Oakbrook Townhouse, Inc.

c/o Willow Properties, Inc.

9527 Bridgeport Way SW

Lakewood, WA 96499

The Oakbrook Townhouses 2023 Annual Members’ meeting took place January 21, 2024 at the Adriatic Restaurant, 8102 Zircon Drive SW, Lakewood, WA 98498.

Attendance

Board members attending in person were Jim Allsopp, Al Glamba, Ken Karch, and Doug Martin. Also attending was Carrie Snyder of Willow Properties. Several members also attended and were given a chance to identify themselves.

Quorum

President Glamba reported that materials returned were sufficient to constitute a quorum for the Annual Members’ meeting. He called the meeting to order at 7:05 PM.

Meeting Rule

It was moved, seconded and approved that the meeting be generally governed 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 on the motion have had a chance to be heard…”

2023 Annual Member Meeting Minutes

It was moved, seconded, and approved to dispense with the reading of the minutes of the 2023 Annual Members’ Meeting. Glamba reported there were sufficient ballots received to approve the minutes of the 2023 Annual Members’ Meeting.

State of Oakbrook Townhouses, Inc.

by Al Glamba

Last year during this time we had 22 unit owners who were delinquent on their monthly dues in the total amount of $28,656.00.  We have made substantial progress in reducing the total amount of the arrearages.  As of December 31, 2023, although we have 25 unit owners who are not current with their monthly fees and dues, only seven of those unit owners are in arrears on their monthly dues and fees in an amount exceeding $375.00, which totals $13,786.00.  Nevertheless, that is over $13,000.00 that Oakbrook Townhouses, Inc., does not have in its operating account to spend on the needed expenses of the Association.  So, we need to do better in reducing the total amount of those arrearages.

With the possible exception of gasoline, the cost of nearly everything has gone up, except your monthly dues, which have remained the same at $375.00 per unit per month.  As a result, the Board of Oakbrook Townhouses, Inc., has had to delay or defer some necessary repairs until the following year, which repairs did not pose a danger to life, health, or safety.  Thus, the Board has determined that it is necessary to increase the monthly dues from $375.00 to $425.00 to account for these increased costs and to meet its obligations for 2024.

Our general liability insurance costs increased 13.3% this year and are projected to increase even more next year, just check out the amount of your increased premiums on your homeowners and automobile insurance policies.  The insurance industry has taken heavy losses with all the natural disasters that have taken place this past year, and some insurance carriers have elected not to provide new insurance policies to homeowners in Florida and California because of the high insurance risks involved in those areas.  The premium on our earthquake insurance policy increased 12.1% this year.  The cost of providing basic cable service for our unit owners is projected to increase 6% this year.  Even the cost of water is projected to increase 8.9% this year.

Since the Board did not have sufficient funds to pay off our general liability insurance policy premiums all at once as we have done in the past, the Board had to resort to paying the insurance premiums on a monthly basis and incurring the charges associated with paying the insurance premiums on an installment plan.  Further, the insurance deductible for our insurance policy with Liberty Mutual Insurance Co., was increased from $5,000.00 to $10,000.00, and Liberty Mutual Insurance Co., did not give us the option to maintain the insurance deductible amount at $5,000.00.

The Board believes that with the increase in the monthly dues to $425.00 per month that the projected reserve, special projects, maintenance, and related account balances will be sufficient at the end of 2024 to meet the obligations for major maintenance, repair, or replacement of reserve components during 2024.

The Board negotiated with Willow Properties for a new property management agreement and was able to lock in the monthly property management fee for both 2024 and 2025.  A major factor in selecting Willow Properties as the provider of property management services for Oakbrook Townhouses, Inc., was the fact that Willow Properties has acquired software to keep track of our uncompleted work orders, it is just that Chris Morris needs to be trained on how to use that new software to keep track of our uncompleted work orders.

The Board is still awaiting the results of the audit for 2021, which is expected any day now, and which audit report will form the baseline for the 2022 audit report.

The Board is still making deposits of $2,000.00 each month to our capital improvements and reserve accounts, respectively, which over the years had been severely depleted and needs to be built back up.

Our litigation for the fire damage claim is still ongoing.  The status call with the judge in the litigation against Heritage Restoration, Inc., has been pushed back to March 1, 2024.  This will allow us time to pursue our claim against Liberty Mutual Insurance Co., for acting in bad faith, which action had been recommended by our attorneys.  As a result, we entered into a letter of engagement for professional services with Miller Nash LLP, a large legal firm on the west coast noted for its ability to do battle with insurance companies, in order to pursue our bad faith claim against Liberty Mutual Insurance Co.  That action will force the  removal of that case from the insurance adjuster to the legal offices of Liberty Mutual Insurance Co., who will face the specter of paying out possible treble damages and the reimbursement of all our attorney fees if a judgment is rendered by the court against Liberty Mutual Insurance Co., for acting in bad faith.

During this past year, we have had two of our cluster mailboxes decapitated.  One was the result of a hit and run, and for the other we were able to obtain full reimbursement from the vehicle owner’s insurance company for the cost of the repairs to the cluster mailbox.  I am happy to report that since we strategically placed reflective tape on our cluster mailboxes, none of our cluster mailboxes have been decapitated or even damaged.

To meet the recommendations of our general liability insurance carrier, Liberty Mutual Insurance Co., the Board requested the unit owners to self-certify and provided self-addressed envolopes to identify the manufacturer of the electrical panels of the junction boxes in their garages because some of those electrical panels could fail and could pose a fire risk.  The Board also requested that the unit owners self-certify that they have at least one functioning and accessible fire extinguisher in their units, or if absent, will acquire a fire extinguisher within 60 days.  The Board further requested that the unit owners who have wood burning fireplaces and use them self-certify that they will have those wood burning fireplaces inspected and cleaned on an annual basis.  The responses from the unit owners so far have been less than desirable, 21 so far, and the Board requests those unit owners who have not yet submitted their self-certifications to Willow Properties to do so in the self-addressed envelopes that were provided to them.

To reduce fire risks unit owners are reminded that combustible material-soaked rags do not need an open flame to burn.  Those combustible material-soaked rags may spontaneously combust in the presence of heat and oxygen.

The Oakbrook Planned Development community across the street on Zircon Drive SW has sold all its single-family dwelling units, and we have a cordial relationship with our new neighbors.

The Board placed no trespassing/no unauthorized vehicle signs in front of the two end units of Oakbrook Townhouses pursuant to our agency agreement with the Lakewood Police Department, which granted the Lakewood Police Department the authority to remove trespassers and unauthorized vehicles from the premises.  The Board clarified its position that cargo vans parked on the driveways of the unit owners are not considered to be unauthorized vehicles.

During the past year, the Board had an electrical failure of the outside lamp posts of several of the units repaired without the need to jackhammer through a concrete driveway to obtain access to the electrical line that needed to be repaired and was able to obtain a credit of $500.00 for the work that was obviated.

The Board had a sewage line cleaned out that was causing a sewage backup in one of the units and could have impacted other adjoining units.

The Board had a leak detection firm come out and locate the source of a major leak in the water line in the common area in front of Building 1, and then had that water leak repaired, which required excavation far below street level to reach that damaged water line.  The Board also had the leak detection firm come out to locate the source of another reported water leak, which turned out to be a broken angle stop valve within the unit.  So, please check your angle stop valves below the tanks of your toilets so that they are operating properly, so we can avoid incurring such expenses in the future.

The Board had P.D.Q. Construction replace three rear decks and the adjoining dry rotted boards to those rear decks.  Further, the Board has requested P.D.Q. Construction to survey all of the rear decks at Oakbrook Townhouses and to present a report to the Board about the conditions of all the rear decks that were surveyed.

The Board had a garage roof replaced with major water leaks and is in the midst of having another garage roof replaced with similar water leaks.

Further, the Board had two dead hemlock trees in the rear of Building 1 cut down because they posed a safety risk and had three backflow preventer valves certified as required by the City of Lakewood.

In addition, the Board adopted a Pesticide Policy requiring the unit owners to certify that they will apply pesticides in accordance with applicable laws governing such application and understood that the unit owner will be responsible for any damages to persons, pets, wildlife, landscaping, and property.

The Board adopted a set of Work Order Principles, clarifying the responsibilities of the Board, its members, and its property management firm for member requests for work to be performed in the common area.

The Board is currently operating at the bare minimum required by the Bylaws of Oakbrook Townhouses, Inc., of five members.  The Board has already lost its Treasurer because of health reasons, and the Board needs new blood, preferably healthy new blood, to reinvigorate the Board and to ensure the Board’s continuation as a viable and vibrant entity, and we request all unit owners to give serious consideration to serving on the Board.  At this time, I would also like to thank the former Board members who although they were no longer on the Board, still allowed their residences to be used for a few of the monthly Board meetings.       

Treasurer’s Report

Karch presented the Treasurer’s Report, as follows.

As you all know Mike McDonald, our Treasurer for many years has sold his unit, and our successor Treasurer, Nancy Dilworth, has had to resign due to health reasons.  So you’re stuck with me.

Seriously, I worked closely with Mike and Nancy during their tenures and hope this report won’t be too far off. We all owe a debt of gratitude to Mike during his many years as Treasurer and to Nancy for her long dedication to the interests of our members.

2023 Financial Data

You will have noticed on the table a copy of the December 31, 2023 financial data for the Association, in the form of 3 pages showing the balance sheet and income statement for the past year. It was not mailed to you December 12 as the end of the year had not yet occurred.  We finished the year with our Operating Account at about $4,500, our reserve and insurance set aside accounts at about $253,000, and our Accounts Receivable account at about $17,000.  Al described the changeover to an accrual accounting system from our former cash accounting system, resulting for the first time in an Accounts Receivable account, the largest part of which is late dues payments.

2024 Budget

You also received in the mail a copy of the Board-adopted 2024 budget, along with a document explaining the State-legislature adopted process for rejecting a budget adopted by the Board for HOAs. 

To get to the 2024 budget, the Board reviewed expenses from 2023, projections for 2024, the Board-approved goals, the new reserve account received just a year ago, and projections of the general level of inflation.

You heard a first cut at the Reserve Study from Al at last year’s Annual Meeting, and the Board has done further study on it this year.  We are entering a 5-year period of relatively low expenditures, but anticipate large expenditures during the following 5 years, for a re-painting job, additional rear deck repairs/replacements, and garage roof replacements.  It is important that we rebuild our reserves to accommodate those higher expenditures.

Incidentally, you may receive a copy of the most recent Reserve Study from Willow Properties without charge for an electronic copy, or at $0.15 per page (it goes 55 pages).

The result is the Board-approved budget for 2024 in an amount of about $329,000, resulting in an increase in monthly charges to $425 from $375.

2025 Budget

The Board is also required to provide an estimate of the projected 2025 budget.  This is shown in the second mailing you should have received of about $332,000, essentially a flat budget for 2025.  

Annual Audit

You heard from Al that we have ordered, and are expecting any day now, the 2021 Annual Audit.  Once received and reviewed, the Board intends to order the 2022 Annual Audit.

Five Year Plan

In late 2018, the Board developed and reviewed a several page Five Year Plan.  The plan included data from the then newly completed 2017 Reserve Study.  The plan needs to be updated, using new data provided in the 2023 Reserve Study. The Board expects to do so this year.

RCW Required Disclosure to Members

RCW 64.38.025 requires an annual financial disclosure to the membership, based on results of the most recent Reserve Study.  This needs to be continued annually.  The most recent document has been mailed to the membership with the December, 2023 mailing.

Member Comments

During the recitation of the Treasurer’s Report, members raised a number of issues regarding the mandatory provision of cable TV services, payment delinquencies, the schedule for review of insurance and other large projects, such as painting, rear decks, roofs, and garage decks.

On the issue of cable TV service, discussion centered on the number of members using the service, the exclusive contract we have with Comcast, the need to change the Bylaws, ways to leverage the rate, and a possible survey of members. On the issue of arrearages, discussion involved exercising liens provisions, and the possibility of providing incentives for pre-payment.

Budget Ratification

Glamba declared that the Board had adopted a 2024 budget which increased the monthly charges to $425 from $375 per month per member, but without a special assessment.  He further stated that the process for rejecting a Board-adopted budget was determined by the State legislature and trumped the provisions in our CC&Rs and Bylaws.  Furthermore, he stated that there have been insufficient votes by the membership to overturn the Board-adopted budget, and that the Board-adopted budget for 2024 is therefore ratified.

Board Member Elections

Glamba stated that Dave Hamann, Ken Karch, and Doug Martin had expressed their willingness to serve another 3 year term, and asked for any additional nominations from the floor.  There were none.  It was moved, seconded, and approved to move the nominations and cast a unanimous ballot for the three nominees.  Glamba declared Dave Hamann, Ken Karch, and Doug Martin elected for additional three year terms.

Old Business

There was a comment about placing items in driveways for giveaway. Glamba described the criminal and civil liability provisions of the Lakewood laws governing this issue. 

New Business

Glamba announced that members who use automated bill pay need to change the amount to $425 effective February 1 or make other arrangmements.  He indicated Willow Properties will be sending out pay stubs. 

Members expressed concern over water running down street from the sprinkler system; careless drivers damaging the sprinkler system; the high cost of sprinkler repair. The need to have a backup contractor, a couple of leak problems, and the status of the Chambers Creek Trail.

Adjournment

It was moved, seconded, and approved to adjourn the meeting. Glamba announced adjournment of the meeting at 8:43 PM.

Respectfully submitted,

 

 

Al Glamba, President