August Board Meeting Recap

The board covered a full agenda in August, moving through routine committee reports, several procedural corrections, and notable clarification on the Technology Committee's status.

Reports and administrative items included updates from the Long-Term Parts Planning and Compliance committees, approval of the election timeline, and a records discussion. The board also agreed to spend the next month developing suggestions on the data privacy policy, and heard a presentation of bid recommendations for common-area work.

Community Comments

During the community comments, we spoke about our experience with this board of directors, during and since the last election. We presented a recent email exchange in full, demonstrating the accusations some members face daily.

Another member spoke in support of the tech committee and the current work on communication and policy.

Election Timeline

The board approved this year's election timeline, which includes a few days between when candidate statements are due and when ballots are due to VIS. There are a number of outstanding questions for process:

• If there is a concern about candidacy, will the candidate be made aware? Will the candidate have time to respond?

• How will names be listed on the ballot? Last years ballots were not in the order of submission or in alphabetical order by first or last name.

Candidate Statements Due to Clerk October 5th

Records Request Policy

The board referred to a King County Bar Association recommending a clear records policy in order to address inquiries in a timely manner, as now required by law. The board was asked to set this policy in January. Keep an eye on future meetings as this policy is developed.

Data Privacy Policy

The board asked specific questions about the data privacy policy, and agreed to ask questions about the choices and language in order to refine the policy over the next month. This will be done asynchronously in a Google document.

Members are required to share email addresses and other information both with the board and with our management company, VIS. A data policy defines what can and cannot happen with that data, and whether you are made aware of errors promptly.

By defining how volunteers and contractors are allowed to use data held by Lakemoor Community Club, the board will demonstrate responsibility for our information. The data privacy policy was initially presented by the Tech Committee in January of this year.

Fence Bids

The board accepted the Common Areas Manager's recommendation for fence bids. Bids were not provided to the membership.

Budget Approval

The board invited questions about the budget recommended by the finance committee. The budget was difficult to read on the screen and had not been provided to members in the agenda packet. This was the first budget this year showing a scholarship distribution; scholarships have tax protection but are subject to federal law.

A member asked about the scholarship, how it was awarded. The board confirmed that the member's child had received the scholarship, but that did not answer the question of how selections were made fair.

The member asked if a board member's child had received a scholarship. The Secretary replied that she didn't know, and the President stopped accepting comments or questions about the budget from all members.

Systemic Review Plan

The systemic review plan proposed by Keubel is an annual schedule of topics for the board to ensure that maintenance items, like policy review, are addressed regularly. This proposal is similar to efforts initialized by Clifthorne in early 2025.

Technology Committee

The board has been giving an administrative audit to the technology committee; it is unclear if additional committees have received similar attention.

While it was unclear what would be discussed before the meeting started, the Secretary asked the Technology Committee to rewrite their charter to be more similar to other committees, including flexible membership for board and community members.

When the Secretary flagged that the technology committee had not had formal meetings until this month, the chair pointed out the the events committee makes decisions by email between meetings, the finance committee has whole discussions asynchronously, and the ACC - our only board powered committee - has made decisions completely without meeting in spite of open meeting requirements.

The chair proposed that the technology committee was functioning well, but if the board felt that a new chair was needed, she would step aside. The board stated that they did not want to be in that position, and the meeting advanced.

Committee Communication Procedures

The board also discussed procedures it approved in April, after a director questioned whether they conflict with state law. It was confirmed during the meeting that advisory committees are not required to follow board meeting procedures, and that the April procedures — while framed as based on legal counsel's recommendations — are in fact a stricter internal standard, not an RCW requirement. VIS has stated that they do not provide legal advice.

In a related item, the bylaws committee's meeting on the following day was cancelled. The next meeting for the bylaws committee will be August 26, 2026.

Other Business

The board approved a smaller Honey Bucket at sports park, following concerns about vandalism. They also established the annual meeting agenda, including a potential speaker slot. Members were not able to comment during the meeting, but one committee chair had to unmute to remind the board to vote on Security committee proposals submitted in the planning meeting, including the approval for a new life preserver at West Rec.