1 · Executive Overview
⚠️ Zoning correction
The King County Assessor records present zoning as LR1 (M) — Lowrise 1 with a Mandatory Housing Affordability suffix — not NC2P-55. NC zoning begins along the nearby commercial arterials; this parcel sits in the lowrise multifamily band. Confirm current mapping via the SDCI Permit & Site History tool, especially with Seattle's 2024–2026 Comprehensive Plan rezones in progress.
Parcel structure
As a condominium, Harbor Lights West has no single complex parcel — each unit carries its own King County parcel number in the 311062-XXXX series. Parcel 3110620060 is Unit 202 at 4421 Greenwood Ave N (700 sf, 1 bd / 1 ba, 3.34% allocated interest, 2025 assessed value $417,000). The complex-level record ("Harbor Lights West Condominium," Plat Block A) is reached from any unit page in the Assessor's eReal Property portal.
Market snapshot (2023–2025)
| Metric | Value | Source |
|---|---|---|
| Typical sales velocity | ≈ 1 unit / year | MLS aggregator |
| Recent sale range | $400,000 – $575,000 | MLS aggregator |
| Unit mix (observed) | 1 bd/1 ba (589–705 sf) · 2 bd/1 ba (~800 sf) | MLS aggregator |
| Latest recorded sale (Unit 202) | $410,000 · 6/28/2025 · Warranty Deed | KC Assessor |
| Monthly assessments | Raised 5% for 2025 Ratified budget | 2025 Ratified Budget |
2 · Reserves & Finances
Sources: 2026 AssocReserves Reserve Study (#7026-9, Apr 2026) · 2025 Ratified Budget · Balance Sheet 7/2/2025 · 2024 Budget vs. Actuals · 2024 Tax Return (Form 1120-H)
Refresh these figures from Buildium CSVs
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⚠️ Funding gap & a figure to reconcile
Reserves are — funded — the association holds about a third of the savings it should have for future repairs. That is the weak range, with a medium chance of needing a special assessment.
The 2026 reserve study (#7026-9, April 16, 2026) says we should be setting aside $13,530/mo to fully catch up, or $10,740/mo under its lower “70% threshold” plan. We currently budget $5,920/mo — roughly half the lower figure. Closing that gap is the main decision for the 2027 budget.
The study also proposes a — special assessment in 2027 for elevator modernization, the elevator cab remodel, and exterior painting. Fully funded, reserves would hold —. Today they are short by about — per unit.
Major reserve components (2026 study, #7026-9)
| Component | Current cost | Remaining life | Note |
|---|---|---|---|
| — | |||
Vendor invoices on file
| Vendor | Service | Period covered | Monthly avg | Notes |
|---|---|---|---|---|
| — | ||||
Annual component deterioration ≈ $123,403/yr (2026 study). "Remaining life 0" means the component is at or past its modeled replacement point — not that it has failed. 31 total funded components; largest driver is elevator hydraulics (15.45% of total deterioration).
Balance sheet & 2024 performance
2A · Management & Operations
3Stripe's task queue, vendor payables and cash movement, read straight from the Buildium exports. Drop the CSVs on the upload box in section 2 and this fills in.
No operations reports loaded yet
Drop open_tasks.csv, completed_tasks.csv, unpaid_bills_by_vendor.csv
and cash_flow_statement.csv onto the upload box in
section 2. Buildium's Work orders report is not used here — 3Stripe tracks
everything through Tasks, and that report comes back empty.
4 · Capital Projects & Initiatives
Status of active and exploratory building initiatives
Elevator modernization — archived detail (bids, scope, reserve basis)
Retained for the record. The board has no current intent to proceed; figures below are from the Sept 2025 president's memo and the 2026 reserve study and are not live quotes.
Bid comparison
| Vendor | Base modernization | Code work (SMRC) | Total project | Reserves after |
|---|---|---|---|---|
| — | ||||
✅ Recommendation (President's memo, Sept 2025)
TK Elevator is the better financial choice: it can be paid for entirely from reserves and leaves a bigger cushion than Washington Elevator. The 2026 reserve study budgets — for the elevator overhaul and — for the cab remodel — — together. TK bid —, well under that.
The study also proposes a — special assessment in 2027 covering the elevators and exterior painting. Confirm that with the reserve specialist and bring it to a board vote. TK holds this price until September 3, 2026.
Basis of figures: TK Elevator's Aug 26, 2025 budget proposal is — for elevator work only, plus an estimated — building-related ROM; the "—" line reflects the board's planning estimate. Code-related work by others (fire alarm panel, HVAC in machine room, electrical, patching) is — per the SMR Construction (Washington Elevator team) proposal dated 8/1/2025, applied equally to both scenarios. Both are budget-level; final price is subject to on-site survey.
Modernization scope checklist (per elevator → both)
| Component | Per elevator | Both |
|---|---|---|
| Controller replacement (microprocessor) | $25K–$35K | $50K–$70K |
| Power unit (pump, motor, valves) | $15K–$20K | $30K–$40K |
| Hydraulic jack inspection / replacement | $10K–$20K | $20K–$40K |
| Fixtures (car + hall, ADA) | $5K–$10K | $10K–$20K |
| Door equipment (operators, interlocks) | $7.5K–$12K | $15K–$24K |
| Cab interior (optional cosmetic) | $7K–$15K | $14K–$30K |
| Door lock monitoring (DLM) | $3K–$5K | $6K–$10K |
| Permits, engineering & fire-service upgrades | $5K–$10K | $10K–$20K |
5 · Governance & Meetings
Board, management, cadence, and recent decisions — updated through June 2026 board meeting
Board of Directors
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Recent decisions — June 2026 board meeting
- Tree trimming$2,700 approved — all west-side trees + 5-ft reduction; JB to communicate approval.
- Elevator (TK contract)Cancellation notice sent to TK; transitioning to Washington Elevator. JM to coordinate termination date with JB.
- Deck resurfacingAdditional meeting to occur once water-intrusion bids return; board to decide by email.
- Water intrusionAwaiting contractor bids; will escalate to meeting if needed.
- Lock boxJM + JM to meet and attempt entry; battery replacement may be needed.
- EV chargingJM to ask JB to survey owners re: selling a parking spot; Brady researching city public-charging incentive program.
- Google Workspace / emailJosh setting up harborlightswest.com domain tools; Jennifer to forward old board inbox credentials.
- Community potluckMoved to 15th (Wednesday); board brings beverages; Jennifer to post notice; JM to send owner email.
- Power washingJM to ask vendors (landscapers/cleaners) about garage area; MT confirmed common spaces washed regularly.
- SmokingCommon space between buildings is not 25 ft from decks/entries; JB to send violation letter.
- Grills / BBQs50 ft rule questioned; JM to request exact governing-document language from JB.
- 2025 minutes approvedMinutes from May approved. JM to share earlier 2026 Gemini minutes with board.
Cadence: 3rd Tuesday monthly evening (confirmed by recurring meeting titles). AGM confirmed July 9, 2025. June 2026 minutes filed. Earlier 2026 Gemini notes exist in Meeting Minutes folder.
6 · House Rules — Quick Reference
Condensed from the Harbor Lights West House Rules (approved 05/09/2022). The full document governs; this is a summary.
- Quiet hoursNo audible noise 10 PM–8 AM (Sun–Thu) and 11 PM–9 AM (Fri–Sat), including decks.
- PetsAllowed if not disturbing others; leash/carry in common areas; owners clean up waste. Exotics need board approval.
- Parking / garageOperative vehicles only; improper parking is subject to towing; no idling (triggers the fire alarm).
- BicyclesMust be registered; $5/month storage (billed annually); unregistered bikes removed.
- LeasingWhole-unit only, written lease; owner screens tenant & reports info within 24 hrs; 14-day move-out notice. No short-term rentals.
- SmokingProhibited in hallways, stairwells, elevators, foyers, and the garage.
- BBQ / open flameGrills and open flame are prohibited everywhere — no exceptions.
- Garbage / recyclingBagged refuse only; flatten cardboard; yard/kitchen waste in the green bin; owners haul oversized items.
- Common areasNo storage in hallways/stairwells; no exterior fixtures without written board approval.
- ModificationsArchitectural changes (AC units, exterior attachments, canopies) require written board approval.
- Move in / out$100 move-in + $100 move-out fee; reserve the elevator stop key; post notice 24–48 hrs ahead.
- Violations7-day cure notice, then $50 fine plus $10/day; dues late fee after the 10th.
Filename suggests an update code ("260824"), but the in-document approval date is 05/09/2022 — confirm whether a newer revision supersedes it.
7 · Architecture & Structure
| System | What the record shows | Status |
|---|---|---|
| Superstructure | Wood frame, 4 stories, average/good quality, condition "Good" (Assessor). The building is often described as wood frame sitting on a post-tensioned concrete parking deck. That means concrete with steel cables tensioned inside it. It matters for one practical reason: nobody should cut, core or drill into that deck without an engineer. That is plausible for a 1988 building with basement parking, but the public record does not confirm it — check the original structural drawings (§10). | Partly verified |
| Foundation / parking | Basement-level parking (a separate "parking unit" exists in the condo structure). Foundation type requires original drawings. | Lookup |
| Envelope | Rehabilitated 2010–2011: siding, windows, patio doors, deck railings under SDCI permit 6258428-CN ($679,600, completed 8/23/2011). Assembly spec is in the approved plans. | SDCI |
| Roofing | No standalone roofing permit in the post-2005 dataset. Reserve study models a 50 mil PVC roof at end of life — verify last replacement date & membrane. | Lookup |
| Vertical transport | Two hydraulic elevators (existence confirmed by Assessor); at modernization age — see §3. Annual SDCI conveyance operating permit required; ID searchable in the Services Portal. | Verified |
| Plumbing | 1988 construction typically used copper supply and ABS/cast-iron waste. Water from a water district; public sewer (Assessor land data). | Era-typical |
| HVAC | Late-1980s Seattle lowrise condos are predominantly electric resistance heat, individually metered, no central plant. | Era-typical |
| Fire & life safety | Security system on record. Sprinkler coverage not in public data; 1988 pre-dates broad residential mandates. Note the 2024 sprinkler-repair spend — verify fire-alarm confidence testing (SFD) and garage coverage. | Lookup |
🔧 Age-based watchlist (1988 building)
Envelope — redone 2010–11, now ~15 yrs (inspect sealants/flashings). Elevators — modernization now (§3). Roofing & deck membranes — at/near end of life per reserve study. Domestic water piping — approaching a 40–50 yr horizon. Garage concrete — periodic structural assessment recommended.
8 · SDCI Permit & Construction History
Permits in Seattle's online dataset (2005–present)
| Permit # | Type | Scope | Issued | Completed | Value |
|---|---|---|---|---|---|
| 6258428-CN | Addition/Alteration — Multifamily | Repair/replace siding, windows, patio doors, exterior deck railings — 4421 Greenwood Ave N | 09/07/2010 | 08/23/2011 | $679,600 |
This is the only building permit for 4421/4425 Greenwood Ave N in the city's open-data permit set. Trade permits (electrical, mechanical) and elevator conveyance permits live in separate registers; search both addresses in the Seattle Services Portal for the full picture.
The 1988 original construction record
The original Master Use Permit and building permit pre-date Seattle's online systems (reliable coverage begins ~2005). The 1988 permit set — including approved architectural and structural drawings — exists on microfiche in the SDCI Microfilm Library (see §10 for ordering).
Where to search, live
| Tool | Use it for | Link |
|---|---|---|
| SDCI Permit & Site History | Zoning, all permits, documents, Assessor links | maps.seattle.gov/sdcipermithistory |
| Seattle Services Portal | Permit detail, inspections, elevator/conveyance certificates | services.seattle.gov/portal |
| Seattle Open Data — Building Permits | Bulk/API queries of the permit dataset | data.seattle.gov |
9 · Legal, Plat & Records
Common-element allocation
Each unit's undivided interest in common elements is set by the Declaration as a percentage of value — visible on each unit's Assessor record (Unit 202 = 3.34%). The 29 percentages sum to 100% and drive both assessment shares and voting power unless the Declaration says otherwise.
Declaration & survey map — recording numbers
Lookup required The Declaration and Condominium Survey Map/Plans were recorded with King County in 1988. Pull the recording numbers directly: search recordsearch.kingcounty.gov for "HARBOR LIGHTS WEST," 1987–1989, document types Declaration / Condominium / Survey — and capture all subsequent amendments. Any unit's title report or the 2025 Unit 202 warranty deed also cites the Declaration recording number.
Utilities configuration
| Service | Provider / setup | Status |
|---|---|---|
| Water | Water district service (per Assessor) — commonly master-metered to the HOA | Source |
| Sewer | Public sewer (SPU / King County treatment) | Verified |
| Electricity | Seattle City Light; units individually metered, house meter for common areas | Era-typical |
| Solid waste | SPU commercial/multifamily collection | Confirm |
10 · Blueprint & Microfilm Archive Guide
✅ Suggested board action items
1) Elevator vote — deadline Sep 3, 2026 (TKE price hold expires): bring bids to a board vote immediately (§3). 2) 2027 budget: adopt a reserve contribution of $13,530/mo (Full) or $10,740/mo (70% Threshold) — current $5,920/mo is inadequate. 3) Special assessment: present the 2026 study's — preliminary assessment to owners for elevator modernization + exterior painting. 4) Order the 1988 microfiche plan set — resolves structural "lookup" flags. 5) Pull the Declaration recording number and store it with all amendments. 6) Re-bid or re-confirm the landscaping contract.
11 · Sources & Data Provenance
Compiled July 21, 2026, from Harbor Lights West project records and public data. Figures carry a confidence badge; re-verify before relying on this document for legal, insurance, or transactional purposes.
| Source | Used for |
|---|---|
| 2026 AssocReserves Reserve Study (#7026-9, Apr 16, 2026) — Update No-Site-Visit | Percent funded (—), fully funded balance (—), component costs, special-assessment recommendation (—), 30-year funding plan |
| 2025 Ratified Budget · Balance Sheet 7/2/2025 · 2024 Budget vs. Actuals | Assessments, operating expense, reserve cash, dues increase, performance |
| Elevator Reserve Impact Memo (Sept 2025) + TK Elevator & SMR Construction proposals | Bid comparison, recommendation, scope, deadlines |
| 2025 General/Board Meeting Minutes · 2024 Annual Minutes · 2025 AGM Agenda | Board roster, management, quorum, decisions, cadence |
| House Rules (approved 05/09/2022) · EV Charging Feasibility (Hultz|BHU, 2023) · Vertumni landscaping proposal | Rules quick reference, initiatives |
| KC Assessor — parcel 3110620060 · Seattle Open Data (SDCI) | Year built, units, structure, elevator, zoning, permit 6258428-CN |
12 · Reports & Data Uploads
Where the numbers on this dashboard come from, and how to change them.
Uploading publishes straight away.
Dropping the CSVs on the upload box in §2 Reserves & Finances updates the figures for every director immediately — there is no separate publish step. The banner records who published them and when, and shows a short what changed summary against the previous upload.
If something looks wrong afterwards, Undo last publish restores the previous set in one click.
Who refreshes these numbers
The figures on this dashboard are pulled from the Property Management portal and published by the President, Treasurer or an Admin. If the ones you are looking at seem out of date, ask one of them to upload the latest reports — the banner in §2 Reserves & Finances shows when they were last published and by whom. Questions: admin@harborlightswest.com.
Updating the numbers
- Pull the reports from the Property Management reports portal — the ten below are the ones this dashboard reads. Date range year-to-date, exported as CSV.
- Drop them on the upload box in §2 Reserves & Finances. That is the whole job — the figures publish to the board as soon as they load, and the what changed line tells you what moved.
Who can publish
Any Admin, or whoever holds the President or Treasurer title in Settings. Everyone else doesn't see the upload box at all — they see a note pointing them at the people who can. Every published set records who published it and when, so a number on screen can always be traced back to a person. If a figure looks wrong, email admin@harborlightswest.com.
If the banner turns amber
It reads Stale once the figures pass 45 days old — a prompt to publish a fresh set, not an error. It exists so an overlooked refresh is visible rather than quietly misleading the board.
The ten reports
| Report | What it updates here | Identified by column |
|---|---|---|
| Balance Sheet ↗ | Reserve Cash · Operating Cash §2 | AccountClass + GlAccountName + Amount |
| Budget vs. Actuals ↗ | YTD Income · YTD Expenses · percent of annual budget consumed §2 | Account Type + Period Actual + Annual Budget |
| Delinquency / Aging ↗ | Delinquent unit count and total owed §2 | Balance0to30Days or isEvictionPending |
| Cash Flow ↗ | Inflow/outflow by month, net cash movement §2A | isCashPosting + entryDate |
| Unpaid Bills by Vendor ↗ | Payables aging, vendor totals §2A | VendorName + AmountCurrent |
| Open Tasks ↗ | Open action-item count §2A | TaskStatus + TaskCategoryName |
| Completed Tasks ↗ | Closed action-item count §2A | TaskStatus + ClosedDateRaw |
| Trial Balance ↗ | Total assets, and a check that the ledger ties to $0.00 §2 | isCashPosting + entryDate + PostingId |
| Recurring Charges ↗ | Roster size, monthly assessment total, roster balance owed §2 | RecurringCharges + DelinquencyStatusId |
| Property Statement ↗ | Beginning cash, current liabilities, unpaid bills, pending ePay §2 | buildingReserve + currentLiabilities |
Every other Buildium report
The ten above are the ones this dashboard parses. These are the rest of what the portal exposes, linked for convenience — they open in a new tab and, like everything in this section, require a board member Buildium login.
| Group | Reports |
|---|---|
| Financial | General ledger ↗ · Income statement ↗ · Income statement detailed ↗ · Trial balance consolidated ↗ · Vendor ledger ↗ |
| Association | Association owner notes ↗ · Association owner statement ↗ · Association owner vehicles ↗ · Board members ↗ · Current association owners ↗ · Violations ↗ |
| Property | Event history ↗ · Late fee policy ↗ · Meter readings ↗ · Payment reminder policy ↗ |
| Transactions & tasks | Transaction detail by account ↗ · Work orders ↗ |
Files are recognised by their column headers, not their names — so exports work exactly as downloaded. If a CSV matches none of the ten, you get a notice rather than silence.
PDFs
Reserve studies, invoices and insurance certificates can go on the same box. They do not change any number above — they are only listed as received, so a PDF can never quietly move a figure. Like CSVs, the list is private to your browser.