Agenda & Live Minutes
Robert's Rules · 60 minutes
How to run this screen
Press ▶ Start meeting to begin the clock. Type notes directly under each item — with auto-timestamp on,
every new line is stamped with the wall-clock time. Press ⏭ Next item to advance; the per-item clock
turns red when you run past the allotted time. When you're done, ⏹ Adjourn & file assembles the full
timestamped minutes for copy, download, or print. Type ACTION: anywhere in a note line and everything
after it is collected into an Action Items list automatically. Notes are not saved automatically — export before closing.
1
—
Call to Order & Roll Call
Board roster — check each director present
| ✓ | Director | Role | Unit | Serving since |
|---|---|---|---|---|
| Joshua Malczyk | President | #204 | Apr 2024 | |
| Yasmina Mobarek | Treasurer | #108 | Nov 2024 | |
| Ellen Poe | Secretary | #106 | Sep 2024 | |
| Michael Tampieri | Director | #307 | Apr 2025 | |
| Janneke / Brady Donovan | Director | #205 | Jul 2025 | |
| Jennifer McCullar | Director | #401 | Apr 2026 |
Bylaws quorum for board action: a majority of directors (4 of 6).
Minutes · call to order
2
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Approval of Prior Meeting Minutes
Prior meeting
Last meeting
—
3rd Tuesday
Minutes on file
Meetings / Meeting Minutes
Harbor Lights West · Resources
Standard motion: “Move to approve the minutes of the prior regular meeting as
presented / as corrected.”
Minutes · corrections & approval
3
—
Treasurer's & Financial Report
Position as of July 21, 2026
Total cash
$520,837
all accounts
Operating cash
$32,196
2.0 months of expense
Reserve cash
$488,641
$16,850 / unit
Net operating YTD
+$35,727
income − operating expense
Income collected 57.9% of annual budget
Operating spend 60.7% of annual budget
Year elapsed 55.1%
Monthly assessments $21,558
Categories running ahead of pace (55.1% of the year elapsed)
| Category | Actual YTD | Annual budget | % used | Read |
|---|---|---|---|---|
| Risk Management | $1,250.00 | $1,250.00 | 100% | At full-year budget |
| Maintenance & Repair Expenses | $27,931.38 | $28,300.00 | 99% | At full-year budget |
| Federal Tax | $1,951.00 | $2,569.29 | 76% | 21 pts ahead of pace |
| Insurance | $28,548.26 | $41,213.64 | 69% | 14 pts ahead of pace |
| Janitorial & Landscape | $11,554.92 | $17,780.00 | 65% | 10 pts ahead of pace |
Full category detail, cash trend and budget charts are in the Financials section below.
How we compare to buildings our size
Delinquency: 10.3% — WatchReserve fund: 30.5% — WatchOperating reserve: 2.0 mo — WatchNet operating income: +$35,727 — Good
Detail and industry bands are in “How We Compare” below.
Minutes · treasurer's report
4
—
Delinquency Review & Collections
Receivables aging as of July 21, 2026
Total past due
$8,665.43
3.35% of annual assessments
Units 60+ days
3
10.3% — lender metric
Truly delinquent
$7,410.59
the balance discussed below
Top 2 balances
91%
of all past-due dollars
| Unit | Owner | Balance | 0–30 | 31–60 | 61–90 | 90+ | Last payment |
|---|---|---|---|---|---|---|---|
| #306 | Helen (Sui Fun) Chin | $3,912.70 | $719.90 | $719.90 | $719.90 | $1,753.00 | 1/12/2026 90+ days |
| #404 | Daniel Gutierrez | $2,844.92 | $867.66 | $867.66 | $867.66 | $241.94 | 7/7/2026 90+ days |
| #205 | Adam FISHMAN | $652.97 | $0.00 | $0.00 | $0.00 | $652.97 | 10/1/2024 90+ days |
Accounts 60+ days past due only. A further 6 units carry $1,254.84 in
current-cycle billing (0–30 days) — normal, not delinquent, and deliberately left unnamed here.
Fannie Mae / Freddie Mac treat an association as non-warrantable when more than 15% of units are 60+ days
delinquent. At 10.3% we are below that line but inside the industry warning band.
Minutes · collections
5
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Reserves & Capital Projects
Reserve position
Reserve cash
$488,641
$16,850 per unit · Jul 2026
Percent funded
30.5%
Apr 2026 study, FY2027 basis — ($41,419)/unit
Elevator modernization
ON HOLD
~$470K, both cars
Reserve vs. project
104%
reserve cash ÷ $470K estimate
Elevator modernization — on hold
The modernization stays paused until WA Elevator is our service provider. The gating steps are
(1) obtain the current TK Elevator contract and document breach, (2) issue notice and exit, (3) onboard WA Elevator,
then (4) reopen modernization scope and pricing. Nothing should be committed to a modernization contract before
step 3 is complete.
Capital & project items on the clock
Full editable list with dates is in “Upcoming Work, Quotes & Key Dates” below — anything
added there flows into tonight's minutes.
| Item | Type | Date / status |
|---|
Minutes · reserves & capital
6
—
Maintenance & Operations
Open work orders — 7 open, 3 past due
| Task | Status | Category | Assigned | Due |
|---|---|---|---|---|
| HL Elevator Deficiencies Sent to KRK for mark up of reports. | In Progress | Property Maintenance | Jennifer Osip | 8/6/2026 |
| HL - Elastomeric Re-Coat Sent Christian at Chinook a request for May 18th-22nd. Work with Jennifer on getting a site visit planned for accurate deck representation. | In Progress | Uncategorized | Joshua Barkema | 7/24/2026 |
| HL - Building Envelop Inspection Get quotes on doing an envelope inspection. Talk to Ryan and Oliver as I have not done this before. | New | Uncategorized | Joshua Barkema | 6/26/2026 overdue |
| HL - Elevator Contract Board wants to get out of current contract. Get current contract from TK Elevator and send proof of breach to TK Elevator. Once out talk to Sean at TK Elevator. | In Progress | Uncategorized | Joshua Barkema | 8/14/2026 |
| HL - Leak into Garage Charter is coming out 5/22 to do a leak detection test for water getting into the lower level garage. | New | Uncategorized | Joshua Barkema | 6/19/2026 overdue |
| HL - Budget vs Actual Reconciliation Review Budget vs Actual report and fix any categorization problems. | New | Financial Management | Joshua Barkema | 7/14/2026 overdue |
| HL Shunt trip test Josh let me know HL needs to complete smoke control testing.
Reached out to Vince with Cosco for an estimate and who all do i need there? | In Progress | Property Maintenance | Jennifer Osip | 7/30/2026 |
Unpaid bills
| Vendor | Due | Amount |
|---|---|---|
| The Davey Tree Expert Company | 08/06/26 | $2,708.48 |
Requested new maintenance — raised tonight
| Request | Requested by | Priority | Notes / next step |
|---|
Anything entered here is written into the minutes under “Requested New Maintenance.”
Minutes · maintenance & operations
7
—
Old Business
Active carry-over — raised at the last two meetings (13)
| Item | Owner | Status | Update / disposition | From |
|---|
Built automatically from every open item in the filed minutes — nothing is dropped.
Edit any cell; type the disposition in the Update column and it goes straight into the minutes.
Click a date in From to open that meeting in the Meetings tab.
Long-running items still open from earlier meetings (17)
| Item | Owner | Status | Update / disposition | From |
|---|
These stay off the agenda unless someone touches them. A row only enters the minutes
if you type something in its Update column.
Minutes · old business
8
—
New Business
New items raised tonight
| Item | Raised by | Decision / status | Next step & owner |
|---|
Minutes · new business
9
—
Owner Forum / Open Comment
Owners may address the board; no board action is taken during the forum.
Items requiring action are referred to New Business at the next meeting.
Minutes · owner forum
10
—
Adjournment
Close out the meeting
Next meeting
—
6:30 PM PT
File minutes to
Resources / Meetings / Meeting Minutes
Harbor Lights West
Minutes · adjournment
Meeting Snapshot
As of July 21, 2026Total cash
$520,837
operating + reserve
Operating cash
$32,196
2.0 months of expense
Reserve cash
$488,641
$16,850 per unit
Net operating YTD
+$35,727
income − operating expense
60+ days past due
$7,410.59
3 units · 10.3% of the building
Monthly assessments
$21,558
29 units
Income collected
57.9%
vs 55.1% of year elapsed
Open work orders
7
4 in progress · 3 new
How We Compare
Associations of similar sizeDelinquency · units 60+ days past dueWatch
10.3%
3 of 29 units
<5% healthy · 5–8% typical · 8–15% warning · >15% non-warrantable
Lenders (Fannie Mae/Freddie Mac) flag a building as non-warrantable above 15%. Your dollar delinquency is 3.35% — healthy — but the unit-based lender metric sits in the warning band.
Reserve fund · percent fundedWatch
30.5%
per Apr 2026 study #7026-9
<30% weak · 30–70% fair · 70%+ strong
Low end of “fair.” Roughly a third of associations sit below 30%. A refreshed reserve study is advisable given the 2024 date.
Operating reserve · months of expenseWatch
2.0 mo
operating cash ÷ avg monthly opex
3–6 months recommended
Operating cash covers about two months of expenses — below the typical 3-month floor. Not alarming, but worth watching.
Net operating income · YTDGood
+$35,727
income minus operating expense
positive & on-budget = healthy
Operations are in the black and assessments are being collected ahead of pace (57.9% vs 55.1% of the year). This is the strong spot.
Bottom line for the board
Operations are healthy and cash-positive. The two soft spots are structural rather than urgent:
reserve funding at 30.5% — a $41,419 deficit per unit, with the April 2026 study recommending a preliminary $766,200 special assessment for 2027, and
operating cash at 2.0 months against a 3–6 month norm. The one metric that can affect owners
directly is the 10.3% of units 60+ days past due — it sits in the warning band that lenders watch,
so keeping collections moving protects resale financing for everyone.
Financials
Year to date July 21, 2026Cash on hand
Total association cash, daily
Income vs. operating expense
By month, with net line
Operating spend against budget
Largest categories, actual vs annual budget
Budget performance by category
| Category | Actual YTD | Annual budget | Used | % |
|---|---|---|---|---|
| Utilities | $29,166.14 | $48,569.55 | 60% | |
| Insurance | $28,548.26 | $41,213.64 | 69% | |
| Maintenance & Repair Expenses | $27,931.38 | $28,300.00 | 99% | |
| Administrative Fees | $12,837.00 | $24,749.06 | 52% | |
| Janitorial & Landscape | $11,554.92 | $17,780.00 | 65% | |
| Legal Fees | $0.00 | $16,000.00 | 0% | |
| Fire System | $689.66 | $7,225.00 | 10% | |
| Federal Tax | $1,951.00 | $2,569.29 | 76% | |
| Risk Management | $1,250.00 | $1,250.00 | 100% |
Where we stand
Income of $149,655 against an annual budget of $258,693 is 57.9% collected with 55.1%
of the year elapsed — assessments are being collected slightly ahead of pace. Operating expense of $113,928
against $187,657 is 60.7% spent, leaving net operating income of +$35,727.
Watch items
Maintenance & Repair is effectively at its full-year budget already, and Utilities and Insurance together
account for the majority of operating spend. Legal Fees are budgeted at $16,000 with nothing drawn — that
line is the natural funding source if collections escalate.
Delinquencies
3 units 60+ days past dueReceivables aging
Past-due dollars by bucket
Unit detail — accounts 60+ days past due
| Unit | Owner | Balance | 0–30 | 31–60 | 61–90 | 90+ | Last payment |
|---|---|---|---|---|---|---|---|
| #306 | Helen (Sui Fun) Chin | $3,912.70 | $719.90 | $719.90 | $719.90 | $1,753.00 | 1/12/2026 90+ days |
| #404 | Daniel Gutierrez | $2,844.92 | $867.66 | $867.66 | $867.66 | $241.94 | 7/7/2026 90+ days |
| #205 | Adam FISHMAN | $652.97 | $0.00 | $0.00 | $0.00 | $652.97 | 10/1/2024 90+ days |
A further 6 units carry $1,254.84 in current-cycle
billing (0–30 days only). That is ordinary month-to-month timing, not delinquency, so those owners are not
named here. Total receivables across every bucket are $8,665.43.
Collections focus
True delinquency — balances 60+ days past due — is $7,410.59 across 3 units. On a dollar
basis that is comfortable. The concentration is what matters: the two largest balances are 91% of
all past-due dollars, and at 10.3% of units 60+ days past due the building sits inside the band
lenders watch. Consider a formal demand letter and a documented payment-plan offer on the 90+ balances before the
next meeting.
Reserves & Capital
Feb 2024 reserve studyReserve cash vs. the elevator estimate
What is funded against the largest known project
Position
| Reserve cash | $488,641 |
| Reserve per unit | $16,850 |
| Percent funded (Apr 2026 study, FY2027 basis) | 30.5% Watch |
| Elevator modernization estimate | ~$470,000 |
| Operating cash | $32,196 |
| Operating months of expense | 2.0 Below 3-mo norm |
Elevator modernization — on hold
Modernization of both cars (~$470K) remains on hold until Harbor Lights West moves to WA Elevator
as service provider. Sequence: obtain the TK Elevator contract and document breach → issue notice and exit →
onboard WA Elevator → then reopen modernization scope and pricing. Committing to a modernization contract before
the service provider transition is complete would lock the association into the current vendor relationship.
Reserve study refresh
The current study is dated February 2024. Washington's condominium statutes contemplate a regularly updated
reserve study and annual disclosure to owners; a refreshed study before the next budget cycle would also give
the board defensible numbers for any future assessment discussion. Confirm timing with the association's attorney
and reserve analyst.
Upcoming Work, Quotes & Key Dates
Editable — flows into minutes| Work item / request | Type | Date / status | Notes |
|---|
Maintenance & Operations
7 open work ordersWork orders by status
Open items
Open work orders
| Task | Status | Category | Assigned | Due |
|---|---|---|---|---|
| HL Elevator Deficiencies Sent to KRK for mark up of reports. | In Progress | Property Maintenance | Jennifer Osip | 8/6/2026 |
| HL - Elastomeric Re-Coat Sent Christian at Chinook a request for May 18th-22nd. Work with Jennifer on getting a site visit planned for accurate deck representation. | In Progress | Uncategorized | Joshua Barkema | 7/24/2026 |
| HL - Building Envelop Inspection Get quotes on doing an envelope inspection. Talk to Ryan and Oliver as I have not done this before. | New | Uncategorized | Joshua Barkema | 6/26/2026 overdue |
| HL - Elevator Contract Board wants to get out of current contract. Get current contract from TK Elevator and send proof of breach to TK Elevator. Once out talk to Sean at TK Elevator. | In Progress | Uncategorized | Joshua Barkema | 8/14/2026 |
| HL - Leak into Garage Charter is coming out 5/22 to do a leak detection test for water getting into the lower level garage. | New | Uncategorized | Joshua Barkema | 6/19/2026 overdue |
| HL - Budget vs Actual Reconciliation Review Budget vs Actual report and fix any categorization problems. | New | Financial Management | Joshua Barkema | 7/14/2026 overdue |
| HL Shunt trip test Josh let me know HL needs to complete smoke control testing.
Reached out to Vince with Cosco for an estimate and who all do i need there? | In Progress | Property Maintenance | Jennifer Osip | 7/30/2026 |
Unpaid bills
| Vendor | Due | Amount |
|---|---|---|
| The Davey Tree Expert Company | 08/06/26 | $2,708.48 |
Requested new maintenance
| Request | Requested by | Priority | Notes / next step |
|---|