Minutes

HOA Board Meeting Minutes 4.1.24

Board Meeting Minutes – April 1, 2024 at 5:30 pm – 7961 W Golf Course Dr.

Board Members in Attendance / Quorum of 4 Established: Myra Whiting (President), Darrel Hildebrand (Vice President), Donna Chavarro (Secretary), and Diana Fisher (Member at Large) Absent: Pat Achey (Treasurer) 

Begin Meeting

  • Initial proof of notice of meeting posted on Sea Links website March 29, 2023. 
  • Called to order at 5:33 pm – Myra (P) motioned it and Donna (S) second it.
  • Sign in sheet for those 3 residents who attended.

Treasurer Report

  • Pat’s (T) resignation from the Board – effective today – Myra (P) will be the administrator at Bank
  • Treasurer position: Michelle takes care of billing. 
  • Pat also took care of 2 committees:
    • Design Committee – Myra (P) will take care of this
    • Covenant Committee – Diana (M) and all of us together – will take care of this as a group

Wedgewood Court

  • Storm drain – figured out the problem – a section of the pipe is crushed and the slope goes the wrong way.
  • Darrel (VP) will follow up to get the quote to fix it – he is still in charge of the Maintenance Committee.

Sawgrass Asphalt Repair

  • Donna (S) will ask Michelle who we paid to do the last asphalt jobs and give info to Darrel (VP) to follow up and get bid.

New Build – Lot 13

  • Myra (P) and Darrel (VP) will meet with Builder tomorrow – with all of the paperwork for him to fill out – and the expectations, deposits, fees and regulations that need to be met before any construction can begin.

Design Control  

  • Tree Removal , House Painting, New Roof: All improvements or changes – residents need to fill out the Design Control Form on the website – that includes all information regarding color swatches for paint, roof materials for construction, and companies hired / used for the job (must be licensed, insured and bonded), etc.
  • Design Control Jobs in the works:
    • Tree Removal – completed – County confirmed that Sea Links does not need county’s approval as we are in our own gated community.
    • New Roof – waiting on paperwork
    • House Paint – waiting on paperwork
    • New Build – waiting on paperwork
    • New Deck – waiting on paperwork
    • New Flagpole – waiting on paperwork

Mowing Contract

  • We have a new contract with Birch Bay Lawn Care – same company as last year. Their prices were reasonable and it is good until March 2025. 
  • We will request that they pick up garbage before they mow.

Board Member Liability Insurance Approval

  • State of Washington requires insurance coverage.
  • Received quotes for $500,000 coverage ($1,058/yr.) and $1,000,000 coverage ($1,323/yr).
  • Same insurance company that covers all Sea Links and sends bills to Michelle.
  • Myra (P) proposed and Diana (M) second it for $1,000,000 coverage – all voted and agreed.

Violations

  • Newsletter- there will be a newsletter emailed and mailed as a reminder as to what a violation is according to the Sea Links’s CCR’s and R&R’s.
  • Reminders – will give residents a chance to fix the violations until Mid-April.
  • Right now the main violations are:
    • Garage Receptacles and Recycle Bins – they must NOT be seen from the street.
    • On Street Parking – not longer than 24 hours.
    • No construction materials should be seen from the street when not being used.
  • The Board will do another drive around and take pictures – and give warning letters regarding violations.
  • Dog Ownership – Address leash law, roaming dogs, courtesy and picking up after your pet: scoop it, bag it, toss in the garbage

Gate Codes

  • Donna (S) learned from Tamara (past S) how to update the gate codes for Sea Links. (Thanks, Tamara!)
  • Donna will train the other Board Members how to update the gate codes at another meeting.

New Business

  • Garage Sale – Diana (M) brought up the idea that we have a garage sale July 27, 2024 (from 8 am -1 pm) and not charge the $5 fee. Myra (P) proposed and Darrel (VP) second it. 100% approved. We will have a Sea Links neighborhood Garage Sale on 7.27.24 from 8-1 (no charge).
  • Sea Links Neighborhood Clean Up & Wedgewood Court BBQ – Myra brought up the idea of a neighborhood clean up and BBQ. The goal is to take care of things in our neighborhood. Diana (M) proposed and Myra (P) second it. 100% approved. We will have more about the Sea Links Neighborhood Clean Up (from 10-12) and Wedgewood Court BBQ (from 12-2) on June 22, 2024.
  • Newsletter and Flyers – coming out this month to remind residents about the rules, regulations as well as violations to avoid.
    • Trash and Recycle receptacles – NOT in sight from street.
    • Reminders about mowing during March-October months.
    • Furry friends in the neighborhood – Reminder: Washington leash law, picking up after your pet, and being courteous to your neighbors with regard to where your dogs relieve themselves (your neighbor’s lawn and/or flower beds are not your dog’s bathroom).
    • On street parking – NOT longer than 24 hours
  • Cascade Natural Gas – more info will be in the newsletter. They will fill attics with more insulation for free – just need to pay the tax.
  • New Treasurer: Christine Ordal, who has attended our HOA meetings, has volunteered to take over the position of Treasurer for 2024 (finishing Pat’s term this year). Myra (P) proposed and Diana (M) second it and all voted in agreement -100% approve. Welcome aboard, Christine!
  • Next Meeting: Monday, May 13th at 5:30 pm – 7961 W Golf Course Dr.

Adjournment of Meeting

  • Meeting adjourned at 6:30 pm. Donna (S) proposed and Myra (P) second it. All approved.
April 9, 2024 in Board of Directors, Community, Community Activities, Community Documents, Community Maintenance, Design Control Committee, Minutes

Board Meeting Minutes 3.4.24

Board Meeting Minutes – March 4, 2024, at 5:30 pm – 7961 W Golf Course Dr.

Board Members in Attendance / Quorum of 4 Established: Myra Whiting (President), Donna Chavarro (Secretary), Pat Achey (Treasurer) and Diana Fisher (Member at Large) Absent: Darrel Hildebrand (Vice President)

Begin Meeting

  • Initial proof of notice of meeting posted on Sea Links website January 26, 2023. 
  • Called to order at 5:30 pm – Myra (P) motioned it and Donna (S) second it.
  • Sign in sheet for those who attended.

Treasurer Report

  • Insurance – Per state law, we need liability insurance for the Board. Pat is getting a quote, and it will be presented at the next meeting. 
  • Cash Flow – nothing new – rely on accountants.
  • Current balance – none at the moment.
  • There was one lien removed.

Secretary Report

  • Minutes from last meeting (1.29.24) – Myra (P) approved and Diana (M) second it.
  • Emails – Donna (S) forwarded all emails to the other Board Members to be in the know.

Design Control Committee

  • Storm Water / Storm Drains – 
    • The schematics going North to the big pipe are correct. 
    • Manhole cover in Wedgewood Ct – is empty – concrete.
    • Pat contacted and looked at a couple of people and quotes – need to know – how will it work with elevation difference? How will drain under stress conditions work? What is the issue with the flooding in Wedgewood?
    • Need to determine if the pipe is clear – using a camera.
    • Evidence – there may be a collapsed pipe in the middle. 
    • Need to evaluate and scope the drains for the flooding issues.
    • Estimate: $600 just to check (maybe less $$) to look
    • Depending on the findings and materials needed we need to allocate money to finding the issue and fixing the problem.
    • Pat moves to allocate $3000 to the flooding issue – Myra approves and Diana seconds it.
  • Gate – 
    • the outside is repaired. Seems slower but is operating normal. It was not $6K only $4K – the gate company has probably submitted the invoice by now. 
    • On the entrance side – we need to follow up and let them know.
  • Pending Design Requests –
    • There was a new drawing for a deck extension.

Maintenance Committee

  • Mowing Contract –
    •  our contract is up. For $6000/yr. – we need more bids – try out a service for 1 month before signing a contract to make sure they do what we need them to do.
  • Sawgrass Asphalt –
    • needs to be done. It was not included in the 2021 paving. We will give this to Darrel – to get a bid to replace it and check if there is also an issue with drainage.

Covenants Committee

  • Current Violations – 
    • None at the moment
    • Board will do a walk around in nice weather and take pictures.
    • Recommendations according to the R & R’s

Newsletter

  • Dog Ownership – Address leash law, roaming dogs, courtesy and picking up after your pet: scoop it, bag it, toss in the garbage.
  • On Street Parking – not more than 24 hours
  • Yard and Street Clean Up – in the Spring – will plan a spring clean-up.
  • Trash & Recycle Bins – should not be visible from the street.
  • Committees – get some names (can put it in the newsletter)

Update: 

  • CC+R’s & Bylaws – 
    • Myra (P) met with the Attorney regarding updating the CC+R’s and Bylaws
    • The Attorney will need to meet with the Board to do it – it will cost $6000 and take 1 year to update.
  • Rules & Regulations –
    •  Attorney verified that the Board could approve and does not need homeowners to approve additions to the R+R’s.
  • Welcome pack – 
    • We would like to get this started again to welcome new residents to Sea Links. (Maybe a Welcome letter with links to the website, and email, R+R’s, CC+R’s and Bylaws)
  • Flags – At the moment the R+R’s say:  only the US Flag can be flown, and the flagpole has to meet certain guidelines. For example:
    • Flags/Poles: Flagpoles must be approved by the Design Control Committee prior to construction. Flagpoles must be metal (bronze colored or white aluminum), placed in front or rear yards only, located within the building envelope (i.e. outside of setbacks), are not to exceed 25 feet in height and must have an internal halyard. 
    • We are changing it to include: “Only flags of national origin are allowed”. If you have a flag from your country of origin – you may fly it. This will be posted on the website effective immediately. Diana (M) motioned to approve and Pat (T) second it. All agreed.

New Business

  • Pat (T) is resigning due to moving. His house will be listed soon. We may need to post for a new treasurer. May need to have a special meeting with volunteers.
  • Community work party in the Spring – clean up the front of our houses on the street.
  • The Golf Course property – Pat was looking into what it would be for Sea Links to take over that land for our community. BUT it has 2 ponds on the property that could be a liability with children, etc.
  • Next Meeting: Monday, April 1st, 2024, at 5:30 pm

Adjournment of Meeting

Meeting adjourned at 6:23 pm. Myra (P) motioned & Diana (M) second it.

April 3, 2024 in Board of Directors, Community, Community Activities, Community Maintenance, Design Control Committee, Minutes

Board Meeting Minutes 1.29.24

Board Meeting Minutes – 1.29.24 6:00 pm – 7961 W Golf Course Dr.

Board Members in Attendance / Quorum Established: Myra Whiting (President), Darrel Hildebrand (Vice President), Donna Chavarro (Secretary), Pat Achey (Treasurer) and Diana Fisher (Member at Large)

Begin Meeting

  • Initial proof of notice of meeting posted on Sea Links website January 26, 2023. 
  • Called to order at 6:00 pm – Myra motioned it and Diana second it.

Flag – Compliance

  • 2 homeowners spoke on the flying of flags other than just the US flag. They would like to fly their country-of-origin flag. They mentioned that the previous HOA Board changed the wording and rewrote the rules as it said any flag in the 2015 meeting. 
  • Some meeting minutes (regarding the flying of flags) cannot be found online.
  • Myra (President) said that we will look into all of the past issues and history. We asked the homeowners to NOT fly their country’s flag for 30 days while we research and check with our HOA attorney. To be discussed at the next meeting.

Gate Repair

  • Gateway controls our gate maintenance.
  • There are 3 sensor pads buried in the asphalt – there are 3 loops on the outgoing side: 2 you hit to open the gate and the 3rd keeps it from closing on a vehicle.
  • 1 sensor loop was completely dead and 2 were broken.
  • The cost to repair= $1800 per loop – estimate $5500 – should be good for years 
  • Board 100% approved to allocate $6000 for the Front Gate. To test and evaluate the whole gate (gate sensors in the ground) repair and test the outgoing loops and to test the incoming loops.

Committees

  • Pat (Treasurer): Design and Control – house colours and roofs
  • Pat (Treasurer): Covenants 
  • Darrell (VP): Maintenance – Drains and contracts for lawn care and snow plowing.
  • Myra (Pres) & Diana (Member) will assist both Pat & Darrel with the committees.
  • Communication is critically important between Board and Community

Other Business 

  • Director’s Insurance: Insurance for whole Board – all members – Country Financial $1000+
  • Follow up on drain issues with storm waters (sandbags, grates, trenches, sump pumps
  • Flag issue – discuss US Flag vs. Country of Origin, etc. 
  • Plowing – get 3 bids (like Ruben’s Landscaping & a couple of others)
  • Lawn Care – get at least 3 bids (like Augusta, Borderview, Birch Bay Lawn, North Country) also to clean up trees and weeds.
  • Residents interested in Committees – will provide a sign-up sheet at the next meeting.
  • Projects: possibly form subcommittees for projects like – updating the Bylaws, snow plowing, storm drains project, etc.
  • Try to find the missing meeting minutes (from previous years) to post online.

Adjournment of Meeting

  • Meeting adjourned at 8:10 pm. Pat motioned it and Myra second it.
March 13, 2024 in Board of Directors, Community, Minutes

March 9, 2023 BOD Meeting

1. BOARD OF DIRECTORS MEETING

March 9, 2023

START – 6:03pm 3/9/2023

Board Members in attendance: Karla Savage (P), Pat Achey (T),Tamara Addis (S), Shannon Dunn (MAL).

Board Members not in attendance: James Danger (VP)

● Proof of Notice and Determination of Quorum (4.8.7; 5.2.4; 5/2/5)

There will be a Board Meeting on March 9, 2023 at 6:00pm at the residence of Karla Savage, 7909 West Golf Course Dr.

■ Posted: March 6, 2023in BOD Meeting Notices & Community

○ Motion to Move to relaxed rules of order (Roberts Rules – 4.8.8)

■ President Karla Savage(P)ions for relaxed Roberts Rules as always, Tamara Addis (S)seconds the motion.

● Approval of Agenda (4.8.7)

○ Agenda approved by entire BOD

● Approval of Minutes from last meeting (4.8.7)

○ minutes approved by entire BOD

  • Karla does brief introductions to the 2 homeowners in attendance and motions to go into closed executive session and all attendees were dismissed, entire board votes yes to enter into executive session at 6:08pm.
  • Private matter discussed in executive session until 6:15pm and the excutive session is adjourned.
  • Meeting is reopened to all attendees at 6:16pm

○ Reports of Board, Officers & Committees

○ CC&R (5.2.7)

  • Tamara Addis
  • Nothing to report at this time

○ Finance & Maintenance

■ Pat Achey (T), Tamara Addis (S)

  • Reserve Study was scheduled with Joel Tax and Completed on March 9th. Invoice reviewed by the BOD and approved to be sent to Nissen Acct. for payment
  • Past due HOA invoice/ letters sent out by Nissen accounting. 
  • Pat Achey has been add as a new signer on the Sea Links Accounts.
  • Discussion on the remaining speed bumps that need to be painted, Karla to reach out to NW Ashphalt.

■ New Business

  • Snow removal services were discussed. Karla met with Blueline on TueBday, March 7th and drove entire neighborhood to see if they could meet the community needs.
  • Mt. Baker Blues Festival is being advertised to happen on the golf course property in August 2023. This is strictly against the rules for use stated in the CC&R’s.
  • The CC&R’s are very clear the golf course can be utilized as a functioning golf course or a green space and for no other commercial purpose.
  • The BOD is very concerned with having 1000 people at the mouth of our community. Where will they park, dispose of trash, beer garden, loud music. Do they have permits, are they following the laws to host such an event?
  • The BOD has many questions for RHINO Development (Owners of the Golf Course)who volunteered use of the golf course. Tamara will reach out to Assocation Attorney Greg Thulin to have letter sent to RHINO regarding the permitted use of the Sea Links Golf Course.

  ■ Close Meeting – Motion to adjourn made by Karla Savage (P)seconded by Pat Achey (T) 3/9/2023 7:12pm.

June 26, 2023 in Minutes