Just wanted to let everyone know that we will be calling Gateway Controls tomorrow morning as we have noticed that the back gate has been getting stuck in the open position. Thanks!
Just wanted to let everyone know that we will be calling Gateway Controls tomorrow morning as we have noticed that the back gate has been getting stuck in the open position. Thanks!
HOA Board Meeting Minutes
October 21st, 2024 5:45 pm
7961 W Golf Course Dr.
Board Members in Attendance / Quorum Established: Myra Whiting (President), Donna Chavarro (Secretary) and Christine Ordal (Treasurer). Missing: Darrel Hildebrand (Vice President) and Diana Fisher (Member at Large)
Begin Meeting:
Committee Chair assignments
Transition / Next Steps / New Business:
Adjourn
Meeting adjourned at 6:37 pm. Donna (S) motioned and Richard (AO) second it.
HOA Board Meeting Agenda 11.9.24
The HOA Board will hold their next meeting of 2024 on Saturday, November 9th 2024, at 9:00 am at the home of Myra Whiting (President) at 7961 W Golf Course Dr.
Agenda:
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.
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.
Just wanted to let everyone know that a tree service will be out on Saturday, October 26th, to see what can be done about the uprooted tree. The tree is on the left hand side, about midway down, if you are driving down Sea Links Drive towards the front gate. Thanks!
Please, if everyone could help with clean up! Keeping the leaves and grasses out of the street drains near your house – will help with potential flooding issues. We are aware of the problem with water coming down from Latitude 49, and will be in contact with their HOA to help solve similar problems from arising in the future. Thanks in advance for your assistance! We work better together!
HOA Board Meeting 10.21.24
The HOA Board will hold their next meeting of 2024 on Monday, October 21st, 2024, at 5:45 pm at the home of Myra Whiting (President) at 7961 W Golf Course Dr.
Agenda:
Sea Links 2024 Annual General Meeting 10.12.24
The HOA Board will hold the next Annual General meeting of 2024 on Saturday, October 12th, 2024, from 10:00-12:00 pm at the Birch Bay Bible Community Church – 4460 Bay Road, Birch Bay, WA. 98230
Agenda:
Board Meeting Minutes
August 14, 2024 at 5:45 pm
7961 W Golf Course Dr.
Board Members in Attendance / Quorum Established: Myra Whiting (President), Darrel Hildebrand (Vice President), Donna Chavarro (Secretary) – Via FaceTime, Christine Ordal (Treasurer) and Diana Fisher (MAL – Member at Large)
Begin Meeting
⦁ Initial proof of notice of meeting and the meeting agenda was posted on Sea Links website August 12th, 2023.
⦁ Called to order at 5:55 pm – Myra (P) motioned it and Donna (S) second it.
⦁ 1 resident attended
⦁ Minutes from last meeting were approved and posted.
Old Business
Water Issues Update – Darrel (VP)
⦁ They used a camera attached to a big pressure hose to see into the pipe and see what the problem is. They did spray quite a bit of silt out.
⦁ What we learned is that the 2 other divisions above us have bigger pipes and then it gets backed up when it hits our smaller pipe.
⦁ We found out that the pipe is not crushed like we thought – just has a bend in it – BUT it still cannot take all the water fast enough. It was a bad design – even with more drains – the pipes still could not handle it.
⦁ Jane (resident) will talk to the lead engineer, Craig, at BBWarm in October – to email the report that concerns the drains and lagoons here in Birch Bay. We may need to pay an engineer firm to propose a solution to our water issues.
⦁ Also have some concerns of standing water and erosion on East.
Street Repairs – Darrell (VP)
⦁ Darrell will call WRS for them to give us a quote – mostly for Sawgrass issues with the roads and curbs.
⦁ Asphault Northwest – meeting is scheduled for 8/22 at 9:00 am.
Garage Sale – Diana (MAL)
⦁ It went well! Thank you for all your help, Richard! You were so great!
⦁ Before the gates were opened at 8:00 am – there were cars lined up and around the corner! There was a steady stream for most of the day!
⦁ We also noticed that over 20 houses partook in the sale!
⦁ With all of the positive feedback – we will host another Community Garage Sale again next year! The times from 8-1 were well accepted.
⦁ Suggestion for next year from many of the guests/buyers: for their to be drinks available to buy. Maybe have kids set up drinks and snack stands to sell lemonade. water, chips, etc…
Violations – Myra (P)
⦁ Political Sign – was out but it was taken down. (Political signs are allowed – within the size limits – can be up 30 days prior to an election and taken down the next day)
⦁ Mowing – on Sawgrass
⦁ Garbage Can – left out on curb until Wednesday. Myra assisted and took care of it for the resident. Just a reminder that being nice and neighborly can go a long way.
⦁ There was a young guy (Pest Control) trying to solicite new business and go around to residents. Soliciting is not allowed in Sea Links. Myra let him know that he can only work on referrals.
⦁ All violations reported have been taken care of.
Design Approvals – Myra (P)
⦁ There have been many approvals for roofs, house painting, lawns, decks, tree removal, and new builds.
⦁ Please remember to fill out the Design Control form on the website for approvals.
New Business
4th of July
⦁ Concerned about the parking on both sides of the road.
⦁ Myra will look for any parking signs that might be in storage that will help keep people from parking too close to the back gate.
⦁ We had a lot of people entering Sea Links when the back gate opened for residents. And then they were stuck – as they did not know why the back gate did not open for them to leave.
⦁ We will post something on the website next year to remind residents to wait for the gate to start closing before leaving and letting strangers in.
Board Positions
⦁ There may be a few positions open for next year: two – 1 year terms and one – 2 year term.
⦁ Board Meetings – are almost ready to go to meeting every other month or even quarterly meetings.
Fall Clean Up
⦁ Our last Community Clean Up was such a great success… we are going to hold another one this Fall to get ready for the Winter.
⦁ Save the date: it will be Saturday, October 19th, 2024. Followed by a “Fall Pot Luck” in the Wedgewood Court cul-de-sac. More info to follow.
⦁ Darrell (VP) was so gracious last time to go around and spray treat all of the grass and weeds growing up between the road and the curb with his nature friendly weed killer concoction. That made the clean up so much easier! Now he is sharing the special recipe with us! Epsom salt, Vinegar and Dish Soap.
Maintenance Contract
⦁ Myra (P) and Darrell (VP) will meet with “Innovative Solutions” – they do lawn care and snow removal. They are going to get a quote to see if it would be worth it. Our current contract is up in March.
General Meeting
⦁ The Annual General Board Meeting will be held on Saturday, October 12th, 2024 from 10:00 am to 12:00 noon, at Birch Bay Bible Community Church on 4460 Bay Road in Birch Bay.
⦁ The current Board will take a minute to introduce themselves and their position, and what they have done so far this year.
⦁ There will be packets mailed out with an Agenda, Proxy handout, Copy of Financials, Sea Links Rules and Regulations/ Fines, and 3 Board Positions to be filled for 2025.
⦁ We will ask Ironborn Inc. (the Canadian company that bought the golf course) to speak and give a 5 min presentation on their vision for the property. There will be no Q&A or comments at this meeting. If residents have questions or comments – they can send them to the Board through the Sea Links email.
Next Meeting
⦁ Wednesday, September 18th at 5:45 pm – 7961 W Golf Course Dr.
Adjournment of Meeting
⦁ Meeting adjourned at 7:08 pm. Myra (P) proposed and Diana (MAL) second it. All approved.
Thank you to ALL who participated in our 1st Community Clean Up & Barbecue!!
