Summerplace Improvement Association, Inc
Board Meeting Minutes
March 29, 2019, 2019
Note: Notice of this SIA Board meeting was posted on the SIA community bulletin board 48 hours in advance of the meeting as required. There were ongoing technical issues with the Summerplace website which prevented posting information on the website until these issues were corrected.
John Lenhardt called the meeting to order at 4:05 p.m.
1. President’s Report:
a. The SIA Architectural Review Committee (ARC) Recommendations on the Graff house: John Lehnhardt reported the ARC met on March 19, 2019 to discuss recommendations for the Graff house at 1841 E. Shell Lane that would meet the required standard that homes in SIA have an exterior with a wood-like appearance. These recommendations would be directed at fulfilling the 2011 Mediation Settlement Agreement between SIA and the late Joel Graff.
i. ARC Committee member Lil Fox presented research on the houses located on E. Shell that meet the requirement of a wood-like appearance on the exterior. This information showed a variation of wood-like appearances on the exteriors of the homes. These include a total wood-like exterior on some homes. Other homes have a wood-like exterior only on the second story of the home. Following discussion of the current and historic interpretation and implementation for the ARC Guideline for an exterior wood-like appearance, the ARC made the following recommendations to the Board on the Graff residence:
Option 1: Reside the entire house with hardie board or wood appearing stucco as shown on the original building plans and was approved in 2011 by the SIA ARC.
Option 2: Reside the house with hardie board or wood appearing stucco only on the entire front of the house facing the street.
Option 3: Reside, at a minimum, with hardie board or wood-like appearing stucco facing on the second story of the house fronting the street, except for the center two-story bay window like structure comprised of tall arched windows.
The ARC further recommended, if Option 3 is chosen by the current owner, which seems likely, the owner have the latitude to increase or adjust the siding coverage of the house to meet their own aesthetic preference, without having to come back to the ARC or SIA Board for approval, as long as the plan meets the minimum requires stated in Option 3.
John noted in reaching these options, the ARC followed the trail of what has been done previously to meet the required wood-like appearance on homes within SIA. A survey of the 61 houses in SIA revealed that 21 houses do not have a full siding wood like appearances. Based on this, the Committee discovered since the hurricane of 2004 the norm has been approval of hardie board on the upper story of the front or side of houses facing SIA streets.
ii. A motion was made and seconded for Board approval to accept the three recommendations from the ARC that would meet the guideline for a wood-like exterior on the Graff house. Following discussion, the Board voted unanimous approval to accept the ARC options. On behalf of the Board, John thanked the ARC for their work on this issue.
iii. John has worked closely with the current owner who reached out to the Board in January asking how best to address the issue of the Graff house not following the standard of a wood-like appearance on the exterior. John has three quotes from contractors on Option 3 which would offer the most economical way to add a wood-like appearance to the exterior. After discussing these with the owner, a decision will be made to proceed as soon as possible.
b. East Shell Beach Stairs: John advised the Board is addressing the emergency of the East Shell beach stairs which were destroyed on March 20, 2019 by the spring full moon high tides which this year, came with excessively strong winds. John praised the group that came together to deal with this situation. He indicated with this assistance, we quickly had information to expediate the permitting process and had filed for both the necessary FDEP and a County permit. Additionally, we have arranged coordination with the Sea Turtle program and oversight of any turtle nesting during the construction period. Most importantly, under the emergency of losing the E. Shell beach stairs, the Board was able to hire Quality Home Repairs, at a very competitive price to rebuild the E. Shell Stairs.
i. In answer to a question about Quality Home Repairs, John advised this company is both a FDEP and County approved contractor. As such, SIA hired them a year ago in the emergency to bring our three sets of SIA beach stairs up to current code. Following the work to meet each requirement to bring all beach stairs up to code, there were numerous compliments from SIA members on the quality of the work that was done. Additionally, Quality Home Repairs was the contractor for the E. Barefoot beach access privacy fence. In answer to a question on securing bids, John noted Florida Statue 720 allows the Board to contract with “a known contractor” without securing bids. 720 also allows the Board to hire a contractor in an emergency without asking for three bids. John did contact three (3) other contractors, but none were willing to bid due to concerns over FDEP permitting and the time line to get the work done.
John stressed the urgency to proceed as quickly as possible with the E. Shell stairs in order to have the construction completed by May 1st, when the most active part of the turtle nesting season begins. If the work to replace the stairs is not finished by then, the rebuilding of the stairs will be placed on hold until the end of turtle season on October 31st. This would leave all residents on East and West Shell without use of these beach stairs.
ii. John stated Quality Home Repairs worked with FDEP to secure a permit required before the County could consider our request for a permit to rebuild the E. Shell beach stairs. We will receive the FDEP permit early next week. In the meanwhile, our contractor has spoken with the County in anticipation of receiving the FDEP permit and is gathering the information the County will require to consider our permit.
iii. A suggestion was made to replace the E. Shell beach stairs with metal, retracting stairs instead of wooden stairs. An SIA member has contacted a metal fabrication company who could provide these metal stairs. The Board discussed the numerous concerns with metal stairs from the weight of these being prohibitive in raising and lowering them to the danger of metal stairs when they get wet, as well as the considerable cost of metal stairs, including new engineering drawings needed, with no guarantee a significant storm would not wash destroy these as easily as wooden stairs. . With the urgency to have the E. Shell beach stairs completed by May 1st, this suggestion was tabled for future consideration. John will ask for volunteers to look into the specifics of metal stairs to allow for an informed discussion and decision on these.
iv. A motion was made and seconded to hire Quality Home Repairs to rebuild the E. Shell beach stairs. With no further discussion, the vote was called. The Board unanimously approved this action.
2. New Business
a. SIA 2019 dues: John shared the good news that all SIA members have fully paid their 2019 dues.
b. New SIA member: John indicated the sale of 1930 W. Shell Lane should close shortly.
c. Rental issue: There was a short-term rental issue at 1841 E. Shell Lane. This was resolved with the last renter scheduled for April 22, 2019. The website listing on this property has been changed to reflect the SIA rental policy of a one- month minimum rental. To avoid any further misunderstanding of the SIA rental policy, the Board is considering a requirement that any SIA member who rents their property provide SIA with names, dates and contact information for the renters. This will ensure SIA is able to track the amount of time properties are rented.
3. Old Business
a. Michael Flax has requested the Board revisit the issue of landscaping the E. Shell cul de sac. John will follow up with Dr. Flax to discuss this area. A critical question is getting water to the E. Shell cul de sac to sustain anything planted there.
With no further business, a motion was made and seconded to adjourn the meeting.
Respectfully submitted,
Mary Beasman, Secretary