Oakbrook Townhouses 2013 Annual Meeting Minutes

Attached are the draft minutes of the Oakbrook Townhouses, Inc. 2013 Annual Members' Meeting, held January 15, 2013.  They are not official until ratified by the members at their 2014 Annual Members' meeting January 14, 2014.

Annual Meeting Minutes

January 15, 2013 

Oakbrook Townhouses, Inc. 

c/o Northwest Properties Agency, Inc. 

9527 Bridgeport Way SW 

Lakewood, WA 98499

The annual meeting of Oakbrook Townhouses, Inc. was called to order at 7:08 pm on January 15, 2013 at the Oakbrook RMG Golf Club at 8102 Zircon Drive SW, Lakewood, WA 98498 by George Dunkle, President. 

Dunkle declared that, with 35 members attending in person or by proxy, that the quorum requirements were met.

Dunkle introduced all attending Board members, including George Dunkle, Al Glamba, Ken Karch, Mike McDonald, Steven Rinnan, and Darrel Stutesman. Members present were also asked to introduce themselves.

Karch, Board Secretary, prepared to read the January 17, 2012 Annual Meeting minutes. A member moved, and another seconded, to dispense with the reading of the minutes, as all members were sent a copy previously. Motion carried on a unanimous voice vote of the members. A member moved and another seconded approval of the 2012 Annual Meeting minutes as submitted. The motion carried on a unanimous voice vote by the membership.

Dunkle described the current state of the Association, including progress in completing several projects identified in the 2009 Oakbrook Townhouses reserve study, and the costs associated with them. He described briefly plans for dry rot repair and painting over the next year (approved in 2011 by vote of the membership). He indicated that nine of our twelve buildings had been completed by the end of 2012, and that we had received many favorable comments from members.

Karch described the purpose, history, and findings of the 2009 Reserve Study, the 2011 interim update by the Board, and the 2012 external update, including the need to continually enhance the reserve account for expected (and unexpected) capital and other expenses, so as to minimize the potential for future special assessments. Karch also described the Board’s success at securing much needed work at costs well below the reserve study estimates. He also shared the revised projected cost estimates for the next 30 years. Copies of the 2012 Reserve Study update are available to all members, who may sign up for them on a form at the entry table.

McDonald, Board Treasurer, presented the 2012 (unaudited) budget summary, the proposed 2013 budget, and the estimated 2014 budget as part of a Powerpoint presentation. The proposed 2013 budget provided an estimated income of $246,800, with estimated expenses of $256,571, a deficiency of $9,771 with no dues increase. To cover the deficiency, a dues increase of $15 per member per month has been proposed
by the Board for member consideration. Without the dues increase the dues would continue at the 2012 rate ($315).

The estimated 2014 budget is $257,525. A copy of the proposed 2013 budget was sent to all members with the Annual Meeting announcement. Several members asked questions and made comments about the source and disposition of funds, including reserve accounts, as well as the past history of dues and assessments.

Karch described the history of dues increases and assessments since 2001.

McDonald explained the special assessment approved in 2011 by the membership for dry rot correction and painting. This would provide for dry rot correction and painting of the remaining three buildings over the next year, to be paid for through a combination of reserve capital, unspent funds from 2012, and the remaining assessment of $45 per unit per month, which began March 1, 2011 and will end April 30, 2013.

Following discussion, Dunkle called for the vote on the budget and asked Karch, Glamba, and a member from the audience to count the ballots.

Following the count, Dunkle announced the results of the 2013 budget vote:

2013 Budget      Approve–25                         Reject–8                     Abstain–2 votes

Given a total vote of 35 in person or by proxy, 24 votes would be needed for approval of the dues increase, to meet the 2/3 majority stated in Article XII, Sections 3 and 4 of the bylaws. Dunkle declared that the 2013 budget had passed.

Dunkle announced the nominees for the Board who had agreed to run and whose names were on the ballot mailed out to the membership with the announcement of the Annual Meeting. They were Steve Rinnan and Darrel Stutesman. Dunkle asked for nominations from the floor. Nominations were made for Nancy Dilworth and Michael Bitow. Dilworth and Bitow each described their interest in, and qualifications for, a Board position. Given the two floor nominations, there were four candidates for the three open positions.

Following the tally by Glamba, Karch, and McDonald (Dilworth declined to be a vote counter, due to a conflict of interest), Dunkle announced the results:

Stutesman 25 votes
Rinnan 24 votes
Bitow 11 votes
Dilworth 11 votes

Dilworth asked that her name be removed from consideration. Dunkle declared Stutesman, Rinnan, and Bitow the winning candidates for the three open Board seats for 2013, and welcomed them to the Board.

Given that there was no old or new business raised by members, it was moved, seconded, and approved to adjourn the 2013 Annual Members’ meeting.

Dunkle adjourned the meeting at 8:56 pm.

Note: Following the Annual Members’ meeting, the new Board convened to elect officers for 2013. The following officers were elected: President George Dunkle; Vice-President Darrel Stutesman; Secretary Ken Karch; and Treasurer Mike McDonald.

Respecfully submitted,


Ken Karch, Secretary

Approved as to form and content, for approval by the membership at the 2014 Annual Members’ meeting.


George Dunkle, President