Key Talking Points from Webinar on SB 5129 & SB 5686

Legislative Changes

This document summarizes the key points discussed during the September 25, 2025 webinar hosted by HOA Community Solutions and featuring guest speaker, Valerie Ferris Oman, Attorney with the Condo Law Group.

The focus was on Senate Bill 5129 and other legislative changes affecting HOAs and condominiums in Washington State.

Senate Bill 5129 – Open Meeting Requirements

• All HOA and condo board decisions must be made in open meetings with proper notice to homeowners.
• 14-day advance notice is required for meetings where decisions impacting homeowners will be made.
• Boards are encouraged to adopt annual meeting schedules and standard agendas to streamline compliance.

Notice Requirements

• Notices must be mailed via USPS unless a homeowner has opted in for electronic delivery.
• Posting notices on doors or websites does not qualify as proper notice.
• Standard agendas can be mailed annually; specific agendas must be mailed 14 days in advance if not using a standard format.

Ministerial vs. Substantive Decisions

• Ministerial decisions (e.g., printing preferences, minor deadline extensions) can be made outside meetings.
• Substantive decisions (e.g., rule violations, fines) must be made in open meetings.
• Boards should formally delegate certain decisions to managers or committees via written resolutions.

Owner Comment Period

• Must occur within the first 15 minutes of every board meeting.
• Boards are not required to respond or act on comments, but must provide the opportunity.

Architectural Committees (ACC)

• If an ACC has board authority, it must follow the same open meeting and notice rules.
• ACCs without board authority can operate more flexibly but should still aim for transparency.
• Boards should consider delegating routine ACC approvals and ratify them via consent agendas.

Software & Workflow Changes (Vantaca)

• Vantaca workflows will be updated to reflect new compliance requirements.
• Decisions will be flagged as ‘Move to Board Agenda’ instead of being approved directly in the software.
• Temporary pause on ACC applications in December to transition to new workflows.

Best Practices & Recommendations

• Start implementing changes now—don’t wait until January 1, 2026.
• Delegate wisely and document decisions clearly.
• Send approved meeting minutes to homeowners to activate the 90-day ‘safe harbor’ period.
• Consider restating governing documents to align with new laws.

Pre- Foreclosure Notice Requirements SB-5686

• Must be sent within 30 days of delinquency to the delinquent account owner
• Must be mailed to both property and off-site addresses, and emailed to all known email addresses.
• Associations must include the statutory notice with the first notice and can only charge a late fee of 5% of the assessment or $50.00 (whichever is less) during the first 30-day period.