Sea Links Annual General Meeting Minutes
October 12, 2024 10:00 am – 12:00 pm
Call to Order/Roll Call:
The Annual General Meeting for the Sea Links Community Association was called to order at 10:10 am – Myra (P) motioned it and Diana (MaL) second it. The meeting was held at Birch Bay Community Church, 4460 Bay Rd. Birch Bay, WA. 98230
Board Members Present:
Myra Whiting (President), Darrel Hildebrand (Vice-President), Donna Chavarro (Secretary), Diana Fisher (Member at Large) – Not present: Christine Ordal (Treasurer)
Order of Business:
Guest representing Sea Links Surrounding Property:
Myra (P) read a letter from IRONBORN INC. – the new owners of the Golf Course property saying thank you for the welcome and that they were sorry they could not attend the meeting. They have no immediate plans at the moment for developing anything on the property which is zoned for greenway or golf course.
Proof of Notice
Initial proof of notice for the Annual General Meeting was posted on the website as a “Save-the-Date” in the 6.12.24 HOA Board Meeting Minutes. And then the date, time and place was posted in the 8.14.24 HOA Board Meeting Minutes . Packets were mailed out on September 9, 2024. The 2023-2024 financial reports were sent in error with the packet – so the correct 2024-2025 financial reports were mailed out on 9/30/24.
Determination of the presence of a Quorum
Quorum established 33 in person, 16 proxies = 49 total
Approval of the Agenda
Myra (P) makes motion to approve agenda; motion seconded by Diana (MaL).
Approval of minutes from previous meeting December 15, 2023
Motion made by Donna (S) to approve 2023 AGM Meeting minutes, motion was seconded by Myra (P).
Election of Directors
Diana (MaL) spoke about the positions that would be open and available on the Board for the next year – whether they were for a one-year term (Vice President and Member at Large) or for a two-year term (Treasurer). She asked to see if there were any volunteers who would like to serve their community and neighborhood. Nominee’s names were recorded and we took a vote with a show of hands; they were both voted in unanimously.
- Position 1 – 2 Year Term – TBD
- Position 3 – 1 Year Term – LaVonne Kranz
- Position 5 – 1 Year Term – Janice Bergman
Board of Director’s Report
President Welcome – Myra Whiting:
Myra (P) welcomed and thanked everyone who came out to the 2024 Annual
General Meeting. She also thanked all who partook in the neighborhood activities in
2024 – Community Clean Up and BBQ, and the Sea Links Garage Sale (Thanks
Richard and Diana!). Overview of tasks accomplished and new changes: new residents,
new homes. Mrya shared the quote/bid for a management company to help with Sea
Links operations. The HOA dues would go up $200 a year (from $500 to $700) and we
would still need to have a Board present.
Treasurer Budget Approval
Diana (MaL) stepped in for Christine (T) who was unable to attend the meeting.
There was a 2nd mailing with the correct year’s financial reports. Question was raised
as to why the income from this year’s $66,000 is less than last year’s $77,000. It has to do with the time of the reporting (Dec 2023 vs Oct 2024).
In regard to a yearly audit – we will revisit that issue as the accounting firm does
an audit every year. There is no need to do one at the moment – unless someone has a
concern. Zero residents raised their hands for an audit in 2025
Committee Reports
Maintenance
Darrel (VP) reported on the street and yard clean up – and the yard trimmings that were hauled away (thanks Corrie and Myra). He mentioned having each homeowner care for the grass that comes up between the street and curb in front of their houses.
Lawncare: We renewed Birch Bay Lawn for $10 more per month until March 2025 – they will trim all of the trees on the way into the neighborhood. Grass cutting of the empty lots – the owners can do it themselves – or we will have it done and bill them for it.
Wedgewood Court: in regard to the flood issues – we had the drains cleaned out
and inspected. The biggest problem is that the bottom drain is smaller than the pipes
above.
Upper Gate: the exit gate was repaired in the spring – the sensor wire needed to
be replaced. The gate was open earlier this month as the sensor box was broken off – it
has since been repaired.
Snow removal: Darrel (VP) asked if anyone knows someone. We had a bid for
snow removal – $5000 for one time. Too expensive
Keypad: We are looking into enhancing our security. Also adding long distance as
an option to using cell phones without the (360) numbers as your phone contact. The
walk through gate below is only the number and the above you have to press * star first.
Miscellaneous: The building / shed down by the lower gate – with the broken in door – does not belong to us.
Note: We had a few homeowners: Mark, Mike and Gene – offer to assist with the
maintenance committee. Thanks, fellas!
Design Control
There have been lots of changes this year – with new roofs, new decks,
landscaping, tree removals, new builds. All of the changes really have enhanced the
look of the neighborhood. There will be 2 new builds next year.
Covenants
We had 64 1st offense violations mailed out – no fines as the homeowners took
care of them. A few homeowners did not know what their violation was, so next time, the violations will be more specific (ie. garbage can, etc).
New Business
Updating CCR’s
Our original CCR’s are from 1984.They are outdated and some things have
changed. Myra (P) spoke with our attorney and we have 3 options:
1.) Update the existing CCR’s – attorney meets with the Board to work on a draft
that is presented to homeowners. It would need a 90% affirmative approval
(134 approve)
2.) Discard the CCR’s and submit new ones with a special meeting. It would
need 75% approval.
3.) Amend our Bylaws – it doesn’t take 75%. A new rule went into effect in June – not in our records.
We decided to table the CCR’s update for this year and revisit it next year for the 2026
Board.
Adjournment
Before the adjournment – the assembly took a moment to bow our heads in
remembrance of those residents who passed away this year. Afterwards, Diana
motioned to adjourn the meeting at 11:30 am and Kelly second it. All in favor.