A meeting of the Summerplace Improvement Association, Inc. Board was held on Tuesday, June 20, 2017. The meeting took place at the home of SIA member Dave Courage.
Attending: SIA Board President Walter Garrard, Board members Mary Beasman, Dave Courage, Bart Heikes and Chuck Pickard.
SIA members: Nancy Beeh, Lil Fox, Van Gainous, George and Bobbi Geier, Carol and Phil Glade,
Joel Graff, Debbie Kelcey, John Lehnhardt, Joe Nutt, Matt and Corine Quickel, Billie Thompson, Haidee Williams, Dave and Diane Wolfram.
SIA President Walter Garrard called the meeting to order at 3:35 p.m. He welcomed those present to the SIA summer meeting, noting the SIA has held a summer meeting in each of the past 5 years to update members. Previous summer meeting meetings were held in 2012 on 5/30, 2013 on 5/17, 2014 on 5/17, 2015 on 7/13 and 2016 on 6/13. Minutes of previous summer meetings are available on the SP website: Summerplaceflorida.com
President’s Report
New SIA residents: Walter announced the following new residents have recently purchased homes in SIA:
Debbie Kelcey and LeeAnne Philips at 1940 W Shell Lane (Walter introduced Debbie who was at the meeting.)
Amanda and Richard Stalford at 1920 W Shell Lane
Diane and Doug Yelencsics at 1860 E Shell Lane
Walter introduced the following residents attending their first SIA meeting:
Bobbie And George Geier who moved to 1880 E Shell Lane at the end of last year following extensive renovations.
Joe Nutt, who together with his wife Nastia and their daughter Elisa, looks forward to moving permanently into their home at 1921 W Barefoot Place at the end of this year.
Legal Update
- As mentioned at every Board meeting, Walter reminded those at the meeting our defense attorneys continue to advise us of the confidential nature of the lawsuit against SIA and named defendants. This confidentiality remains in place. Please be advised accordingly.
- Walter noted it is public record that all 18 counts of the 3rd amended complaint in the lawsuit against SIA and named defendants were dismissed by the judge. However, the plantiff filed a 4th amended complaint. Our attorneys have filed a motion to dismiss this 4th amended complaint.
- Walter addressed the concern among some SIA members about the cost of the lawsuit against SIA. He explained that in December 2014, our defense attorneys were appointed to represent SIA and the named defendants by our insurance company. Since that time, SIA has not incurred any costs related to our defense attorneys. Our insurance has covered all our attorney fees and their expenses – and will continue to do so. This covers all communication with our defense attorneys. SIA has not and will not have to pay our defense attorneys for any work on our behalf including all attorney-client conversations.Board Fiduciary Responsibility
- Walter advised SIA has had an informal process for estimates, invoices and payments. In January, the Board adopted a formal system of documentation for all SIA financial transactions. This process is in keeping with current best practice accounting standards.As part of the Board’s fiduciary responsibility, the Board agreed to establish a uniform process for all SIA expenditures as follows:i. Written proposals for all SIA estimates, invoices and payments, making for easier accounting and accountability as per Florida Statue 720 (see handout at the end of these minutes.)
ii. Additionally, all major contracts with SIA require 3 written bids and a copy of the contractor’s insurance certificate. The Board functions in a fiscally conservative manner, thus 3 written proposals are required for all major projects to ensure quality.
iii. Per SIA bylaws, all SIA estimates, expenditures, contracts and payments require authorization and approval by the Board. (See handout for details).
Visit the updated SIA website: Summerplaceflorida.com
- Walter indicated the SIA website has been updated to allow compatibility with the latest internet browsers and to provide greater storage space. Included on the website are announcements on the Home page, separate listings for all required SIA governing documents, deed restrictions, ARC guidelines and an archive of Board Meeting minutes since 2012.Located on the right side of the Home page is a section called “Subscribe.” Simply provide your email address as indicated and send via the Subscribe button to receive an email whenever there is a new posting on the website
Our thanks to Lil Fox who has volunteered her expertise to maintain the SIA website since it was established. Lil again volunteered her knowledge and proficiency with technology to assist with updating the website.
Other – President’s Announcement
Walter observed there have been few SIA members interested in being on the Board of Directors in the past few years. Because of this, he has served both as a Board member, per the SIA By-laws requirement of a 5-member Board, and as President of the Board.
Now, several SIA members have expressed interest in serving on the Board of Directors. Due to this, Walter announced he was stepping off the Board, effectively at the end of this meeting. This opened a vacancy on the Board – and the opportunityfor the remaining Board directors to appoint a new director. Walter will continue as President of the Board and Ex-Officio Chairman of the Board, through the end of his term in November.
Walter explained the Board directors and he, as President and Ex-Officio Chairman of the Board, would meet in Executive Session following this meeting to review the qualifications of those members who have expressed an interest in being on the SIA Board. Following discussion, the current Board will vote to appoint a new director to the Board.
Only the current board directors participate in this process; unlike the nominating process and election in the fall. Per our by-laws, when filling a vacancy on the Board there are no nominations other than those SIA members who have already expressed their interest in serving on the Board: In the event of a vacancy occurring in the Board of Directors for any reason whatsoever, the remaining directors shall appoint a member to serve as director for the unexpired term. (Article IV Section II)
Treasurer’s Report
Reserve Funding
- Walter advised that with the SIA reserve funding, a special assessment was not necessary to repair SIA beach stairs after Hurricane Matthew. Additionally, the reserve funding made it possible to have the beach stairs repaired quickly, in contrast to a special assessment that would have taken weeks to have the funding for this emergency expense. Dave Courage noted that SIA was able to finalize a contract to repair the beach stairs within 2-3 days of Hurricane Matthew as the SIA reserve fund provided the necessary deposit for the repair work to begin.
- Additionally, the reserve funding allowed for updating the SIA website. This was an unanticipated expense. Without the reserve funding, we would have been unable to continue to add information to the SIA website due to lack of storage space.
SIA Budget process:
- At this point in the fiscal year, the budget is in very good shape. Barring any unforeseen circumstances, we should finish this fiscal year without a deficit.The SIA annual budget planning process consists of the following:
- Review all reoccurring SIA annual expenses such as the annual SIA insurance payment, monthly trimming of common areas, annual registration with the state, maintenance expenses, supplies and mailing expenses for June and October mailings, etc.
- Seek input from SIA Board members on anticipated expenses and/or any proposed additional expenses for the upcoming fiscal year.
- Review SIA budgets for the previous two years.
- The budget is drafted factoring in all above information. Then, the budget is included in the October annual mailing for all members to review.
- At the annual meeting each November, the budget is discussed and questions addressed. Following discussion, the SIA Board votes on the budget.
Committee Reports
Maintenance Committee – Chuck Pickard - Chuck advised the beach accesses are in good shape with trimming completed along each beach pathway. More signs have been added to the beach accesses as necessary. Additionally, he noted the cul de sac on E. Shell has grown in nicely with plantings that do not require irrigation.
- Chuck indicated that significant additional fill was added to the SIA roadways last fall, raising the level of the roads 2-3 inches. This has significantly helped with runoff after heavy rains. However, the recent weeks of rain has caused a number of potholes to develop along our streets. W. Shell, W. Barefoot and W. Pebble are the most effected by potholes following the heavy rains. Chuck explained having the roads graded is the best option to take care of these potholes. But with the rainy season just beginning, if the roads are graded now, a second grading will be necessary in the fall at the end of the rainy season.
The alternative is to repair the current pot holes by overfilling these with fill from the sides of the roads and tamping down the fill to help it hold better. Dave Courage concurred with this option, but asked the members present for their input on dealing with the roads this early in the rainy season.
Following discussion, it was decided to hold off on grading SIA roads at this time. Members agreed to fill the current potholes on their streets. The condition of the SIA roadways will be reevaluated in a month to determine whether it is necessary to grade the roads to get through the rainy season.
Nominating Committee- John Lehnhardt
- John advised the members of the 2016 Nominating Committee have agreed to serve once again this year: Jim Chalkley, Jean Etzel, Carol Glade and Mary Kirby.
- The June mailing will be mailed by the end of the month and includes a memo from John detailing the nominating process for candidates interested in serving on the SIA Board of Directors. This memo indicates the qualifications to serve on the Board, the deadline for filing an application and the candidate questionnaire. Additionally, contact information is provided for the committee members.
Old Business n/a
New Business
– Walter announced Steve Melchiori has been appointed to the SIA Architectural Review Committee. Steve brings a strong background in construction management to the ARC. He and his wife Holly reside on W Shell Lane.
– Phil Glade requested time to speak at this Board meeting regarding the lack of specific ARC guidelines on fences constructed within SIA. He asked that the ARC review this and address the issue of having the finished side of wooden fencing face outward.
Walter asked the ARC to review this suggestion and make a recommendation to the Board. The Board will take the ARC recommendation under advisement. If approved by the Board, the ARC recommendation would be a proposed amendment to the current ARC Guidelines. Information on this proposal would be sent to the SIA membership in the annual mailing in October for a membership vote at the annual meeting in November.
NOTE: Current Fencing in SIA
- If the ARC policies regarding fences are changed, none of the current fences on individual SIA properties will be affected by this. These fences are automatically grandfathered. Any changes recommended by the ARC, approved by the Board and then, ratified by a vote of the SIA membership will apply only to new fences constructed in the future.
Other -SIA membership list
- Chuck Pickard stated an SIA membership list had been made available to all members previously. He indicated this list included the names, addresses, phone numbers and email addresses for all members. Chuck requested a similar list be made available as soon as possible. He indicated this was essential in order to contact SIA members in the event of a hurricane.
- Several Board members as well as some members present advised that Florida Statute 720 includes specific requirements regarding what information can and cannot be published publicly in membership lists. Most importantly, individual phone numbers and email addresses are not public information and cannot be made public in a membership list unless the governing guidelines in Stature 720 are followed.
- This information will be researched and addressed at the annual meeting in November.
NOTE: Hurricane Information
- Most SIA members already leave contact information with neighbors and/or friends when they are away for an extended time. All members are encouraged to take this simple step, especially during hurricane season. This provides assurance that members away from SIA will be able to receive relevant information regarding their property when they are not here.
- SIA members are encouraged to download the IRC Disaster Preparedness Guide. This helpful guide is available at the Indian River Emergency Services website: www.ires.com . Additionally, this website includes comprehensive information, including information on hurricane preparedness, provided by the IRC Emergency Management Division.
Adjournment
Walter announced the Board would take a short break before meeting in Executive Session to appoint a new Director to the Board as discussed in his President’s Report.
With no further business, the meeting adjourned at 4:30 p.m.
Respectfully submitted,
Mary Beasman, Secretary