Community Maintenance

HOA Board Meeting Agenda 5.13.24

HOA Board Meeting Agenda 5.13.24

The HOA Board will hold their next meeting of 2024 on Monday, May 13th, 2024, at 5:30 pm at the home of Myra Whiting (President) at 7961 W Golf Course Dr.

Agenda:

Meeting Minutes Approved
 
Treasurer Status Report and Cash Flow
 
Wedgewood Court Storm Drain
 
Sawgrass Asphalt
 
New Build Lot 13
 
Violations
 
Community Clean Up
 
Garage Sale
 
New Business
 
Welcome Packet
 
Committee to update Governing Documents
 
Website Cleanup
May 9, 2024 in Board of Directors, BOD Meeting notices, Community, Community Activities, Community Maintenance, Design Control Committee

Sea Links at Birch Bay – Second Quarter 2024 Newsletter

First Quarter is behind us, and we are looking forward to some community activities planned for this summer.

Upcoming Events:

Community Cleanup and BBQ – Saturday June 22nd 10am-Noon

    • Since we are unable to find a company to sweep our streets, we are proposing a Community Clean Up followed by a Community BBQ.  
    • Clean up Saturday June 22nd 10am-Noon Asking residents to sweep curb  and street in front of their homes and assist neighbors who are unable to participate. Dump Trailer will be available to dispose of yard debris.
    • Board hosted BBQ of hot dogs and chips from Noon-2pm Wedgewood Court. Bring your chair and beverage and get to know our neighbors.

    Community Garage Sale – Saturday July 27th 8am-1pm.

      • If you are interested in serving on the planning committee, please email the board at sealinksboard@gmail.com

      Pat Achey resigned as Treasurer effective April 1, 2024. Chris Ordal will be the interim Treasurer until the General Meeting in October 2024. Welcome Chris and thank you for volunteering to fill this volunteer position.

      The Board did a neighborhood drive around observing properties for possible violation to our CC&Rs and Rules and Regulations.  We saw a potential 43 violations, the violations mainly consisted of Parking, Storage, Maintenance of Lots, and animals. Homeowners and renters are being given time to resolve the issues before warning letters are sent.  We will do another review of the neighborhood and any violation after May 17, 2024, will receive a warning letter followed by possible fines. All Sea Links Governing Documents can be found at Sealinksbirchbay.org or feel free to contact the board with questions.

      Spring is here, just a few friendly reminders to keep our community looking GOOD!!!

      • Maintenance of Lots – Developed lawns must be mowed 2 times a month. Brush and grass clippings must be removed from Sea Links or deposited in SSC Yard Waste bin. No grass clippings on the street. No plants, lawns, weeds extend beyond the road curb. Sweep debris from roadside curb.
      • Parking – Curbside parking is intended to be used solely for visitors.  Automobiles shall not remain parked curbside for more than 24 consecutive hours and shall not be moved from curbside location to another curbside location. No resident should be parking curbside on a regular basis. Boats, trailers, RVs of any type and inoperable vehicles are not to be parked on the street or driveway at any time.
      • Storage – Inoperable or non-licensed vehicles, appliances, refuse, garbage cans, recreational vehicles, including boats, trailers, motor homes shall not be kept, maintained or stored on any lots unless they are enclosed in a garage, or other screened areas.
      • Fires – Outdoors fires, including wood, trash, debris burning fire pits are not permitted. Outdoor barbecues are permitted in appropriate devices. There will be no initial warning, and the local Fire Department will be called.
      • Animals – Dogs shall be on a leash outside the limits of the dog owner’s lot. Dogs may not be allowed to roam loose, run on other owner’s property or Golf Course property. It is unlawful to keep a dog that frequently, or habitually howls, barks, or otherwise produces loud noises that annoy or disturb other residents. Property owners should contact Whatcom County Humane Society to report owners who have dogs that violate this law.
      May 5, 2024 in Board of Directors, Community, Community Activities, Community Documents, Community Maintenance, Design Control Committee, Safety

      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

      HOA Board Meeting 4.1.24

      HOA Board Meeting 4.1.24

      The HOA Board will hold their next meeting of 2024 on Monday, April 1st, 2024, at 5:30 pm at the home of Myra Whiting (President) at 7961 W Golf Course Dr.

      Agenda:

      • Open meeting
      • Last meeting minute approval
      • Treasurer Position
      • Storm Drain Issue – Wedgewood Court
      • Asphalt Issue – Sawgrass
      • New Build – Lot 13
      • Tree Removable
      • House painting
      • New Roofs
      • Mowing contract
      • Liability Insurance Approval
      • Violations
      • Gate Codes
      • New Business
      March 29, 2024 in Board of Directors, BOD Meeting notices, Community, Community Activities, Community Maintenance, Design Control Committee

      Fall Cleaning Tips

      Autumn fall clip art dr odd

      Everyone’s heard of Spring Cleaning—but what about those little (and not-so-little) things that we can do to keep our properties in tip-top shape for the autumn. With Labor Day now firmly in the rearview mirror, the time for that fall sprucing up is now! 

      • Clean your gutters. In the Pacific Northwest the gutters are really put through their paces during the fall months, when all manner of leaves and debris can get into them. You might as well get into the routine of regularly cleaning them now—and make sure they are in prime condition before the autumn begins in earnest.
      • Don’t forget to clean up after your trees, leafs and needles can quickly clog the gutters on your home along with the street drains and cause flooding. 
      • Take now as an opportunity to check the batteries in all of your smoke and carbon monoxide detectors, replacing them as needed.
      • If you are going to be using your fireplace during the winter months, it is highly recommended to have it professionally inspected and cleaned at the start of each fall, to avoid the risk of fire or other fiasco.
      • Inspect the exterior of your home—especially around doors and window frames—and use caulk to plug any holes or cracks that have developed. This will boost the energy efficiency of your home.
      • When the time finally comes to store your lawn equipment for the winter, drain the gas, to prevent engine damage.
      • Turn off any and all exterior wall faucets, which will help prevent them from freezing.
      • Finally, fall is a great time to do any touch-up painting that you need to do on the outside of your home!
      October 5, 2023 in Community, Community Maintenance

      Speed Bump/Road Painting 5/26/2023

      NW Asphalt just notified the board that they will be in our neighborhood tomorrow finishing the speed bump painting and removing the paint that was previously driven through.  Please be cautious around wet paint and coned off areas. 

      Thank you for your patience as we try to wrap up this project.

      Sea Links Board of Directors 

       

      May 25, 2023 in Community, Community Maintenance