Board Meeting Packet

Board Meeting

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Financial data as of July 21, 2026 · Buildium portal exports · 29 units, 2 buildings

Agenda & Live Minutes

60 minutes
How to run this screen ▶ Start meeting starts the clock. Type notes under each item as you go — with auto-timestamp on, every new line gets the time. ⏭ Next item moves you on; the item clock turns red if you run long. ⏹ Adjourn & file then assembles the finished minutes to copy, download, or print. Type ACTION: in any note and the rest of that line is collected into an Action Items list. Notes are not saved automatically — export before you close the tab.
1
Call to Order & Roll Call
· 3 min
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Board roster — check each director present

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✓DirectorRoleUnitServing since
Bylaws quorum for board action: a majority of directors (4 of 6).
Minutes · call to order
2
Owner Comment Period
· 15 min · RCW 64.90.445(2)(e)
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Statutory owner comment period — RCW 64.90.445(2)(e). The board must provide at least 15 minutes at the beginning of each meeting for unit owners to comment about agenda items before the board votes. The board may set reasonable time restrictions of not less than 90 seconds per owner per unit; if more than 10 owners wish to comment, the time per owner is reduced and allocated equally. This is a floor the board must offer, not time it must consume. If no owner is waiting to speak, the chair may close the period early and the unused minutes return to the items below.
Speaker queue
Owners in queue
0
signed up to speak
Time per owner
1:30
90-second floor · 10 or fewer speakers
Period
Not opened
opens when the board reaches this item
#OwnerUnitTopic / agenda itemHeard
Add each owner who signs up. The per-owner allotment recalculates automatically.
Minutes · owner comment
3
Approval of Prior Meeting Minutes
· 3 min
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Prior meeting
Last meeting
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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
4
Treasurer's & Financial Report
· 9 min
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CategoryActual YTDAnnual budget% usedRead
Full category detail, cash trend and budget charts are in the Financials section below.
How we compare to buildings our size
Detail and industry bands are in “How We Compare” below.
Minutes · treasurer's report
5
Delinquency Review & Collections
· 6 min
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UnitOwnerBalance0–3031–6061–9090+Last payment

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Minutes · collections
6
Reserves & Capital Projects
· 11 min
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Reserve position
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.
ItemTypeDate / status
Minutes · reserves & capital
7
Maintenance & Operations
· 6 min
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Open work orders — 7 open, 3 past due
TaskStatusCategoryAssignedDue
HL Elevator Deficiencies
Sent to KRK for mark up of reports.
In ProgressProperty MaintenanceJennifer Osip8/6/2026
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 ProgressUncategorizedJoshua Barkema7/24/2026
HL - Building Envelop Inspection
Get quotes on doing an envelope inspection. Talk to Ryan and Oliver as I have not done this before.
NewUncategorizedJoshua Barkema6/26/2026 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 ProgressUncategorizedJoshua Barkema8/14/2026
HL - Leak into Garage
Charter is coming out 5/22 to do a leak detection test for water getting into the lower level garage.
NewUncategorizedJoshua Barkema6/19/2026 overdue
HL - Budget vs Actual Reconciliation
Review Budget vs Actual report and fix any categorization problems.
NewFinancial ManagementJoshua Barkema7/14/2026 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 ProgressProperty MaintenanceJennifer Osip7/30/2026
Unpaid bills
VendorDueAmount
The Davey Tree Expert Company08/06/26$2,708.48
Requested new maintenance — raised tonight
RequestRequested byPriorityNotes / next step
Anything entered here is written into the minutes under “Requested New Maintenance.”
Minutes · maintenance & operations
8
Old Business
· 3 min
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Active carry-over — raised at the last two meetings (13)
ItemOwnerStatusUpdate / 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)
ItemOwnerStatusUpdate / 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
9
New Business
· 3 min
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New items raised tonight
ItemRaised byDecision / statusNext step & owner
Minutes · new business
10
Additional Owner Comment
· as time allows
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Non-statutory. The statutory comment period required by RCW 64.90.445(2)(e) is item 2. This slot exists for off-agenda matters under RCW 64.90.445(1)(d); it carries no default allocation and is fed only by time reclaimed from earlier items. No board action is taken here — items requiring action are referred to New Business.
Minutes · additional owner comment
11
Adjournment
· 1 min · motion to adjourn
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Close out the meeting
Next meeting
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6:30 PM PT
File minutes to
Resources / Meetings / Meeting Minutes
Harbor Lights West
Minutes · adjournment

Meeting Snapshot

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Total cash
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Operating cash
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Reserve cash
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Net operating YTD
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60+ days past due
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Monthly assessments
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Income collected
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Open work orders
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How We Compare

Associations of similar size
Delinquency · units 60+ days past dueWatch
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<5% healthy · 5–8% typical · 8–15% warning · >15% non-warrantable
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Reserve fund · percent fundedWatch
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<30% weak · 30–70% fair · 70%+ strong
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Operating reserve · months of expenseWatch
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3–6 months recommended
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Net operating income · YTDGood
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positive & on-budget = healthy
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Bottom line for the board —

Financials

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Cash 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

CategoryActual YTDAnnual budgetUsed%
Where we stand —
Watch items —

Delinquencies

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Receivables aging

Past-due dollars by bucket

Unit detail — accounts 60+ days past due

UnitOwnerBalance0–30 31–6061–9090+Last payment
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Collections focus

Reserves & Capital

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Reserve cash vs. the elevator estimate

What is funded against the largest known project

Position

Reserve cash—
Reserve per unit—
Percent funded (Apr 2026 study, FY2027 basis)— Watch
Elevator modernization estimate—
Operating cash—
Operating months of expense— Below 3-mo norm
Elevator modernization — on hold —
Reserve study refresh The current study is dated February 2024. Washington law expects the association to keep its reserve study current and to report on it to owners every year. A refresh before the next budget cycle would also give the board solid numbers if an assessment comes up. Confirm timing with the association's attorney and reserve analyst.

Upcoming Work, Quotes & Key Dates

Editable — flows into minutes
Work item / requestTypeDate / statusNotes

Maintenance & Operations

7 open work orders

Work orders by status

Open items

Open work orders

TaskStatusCategoryAssignedDue
HL Elevator Deficiencies
Sent to KRK for mark up of reports.
In ProgressProperty MaintenanceJennifer Osip8/6/2026
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 ProgressUncategorizedJoshua Barkema7/24/2026
HL - Building Envelop Inspection
Get quotes on doing an envelope inspection. Talk to Ryan and Oliver as I have not done this before.
NewUncategorizedJoshua Barkema6/26/2026 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 ProgressUncategorizedJoshua Barkema8/14/2026
HL - Leak into Garage
Charter is coming out 5/22 to do a leak detection test for water getting into the lower level garage.
NewUncategorizedJoshua Barkema6/19/2026 overdue
HL - Budget vs Actual Reconciliation
Review Budget vs Actual report and fix any categorization problems.
NewFinancial ManagementJoshua Barkema7/14/2026 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 ProgressProperty MaintenanceJennifer Osip7/30/2026

Unpaid bills

VendorDueAmount
The Davey Tree Expert Company08/06/26$2,708.48

Requested new maintenance

RequestRequested byPriorityNotes / next step

Meeting Minutes

File to Harbor Lights West / Resources / Meetings / Meeting Minutes / — edits you make below are included in whatever you copy, download, or print.
Format

Meeting Notice & Owner Packet

Document

Enter Executive Session

RCW 64.90.445(2)(b)

An executive session may be held only during a regular or special meeting, and no final vote or action may be taken during one — RCW 64.90.445(2)(a). Choose the ground the board is relying on; it is the only thing about the session that enters the public minutes.