SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Board Meeting
July 17, 2017
Minutes
A meeting of the Summerplace Improvement Association, Inc. Board was held on Tuesday, July 17, 2017. The meeting took place at 1820 E Barefoot Place, the home of SIA member Dave Courage.
Attending: SIA Board President Walter Garrard, Board members Mary Beasman, Craig Colligan, Dave Courage, Bart Heikes and Chuck Pickard.
SIA President Walter Garrard called the meeting to order at 4:00 p.m.
Presidents Report
1.Complaint regarding unleashed dogs:
Walter announced SIA was notified by the IRC Sheriff’s Office of a compliant regarding dogs who are unleased on County property, including the beach. Per County Code Ordinance Section 302.05 all dog and cat owners are required to comply with the following:
Responsibilities of dog and cat owners: It shall be unlawful and subject to all penalties provided in this chapter for the owner of any dog or cat to fail to comply or cause compliance with any or all of the following obligations:
(a) Keep each such animal under restraint.
(b) Keep each such animal collared or harnessed.
Walter advised SIA members were made aware of this situation through postings on the SIA website (Summerplaceflorida.com) and the community bulletin board. Additionally, several members were contacted regarding the County Code Ordinance concerning leased dogs.
2. Walter addressed several questions regarding how Florida 720 applies to the SIA the process for securing bids and estimates as per Florida 720 and is in keeping with best practice accounting standards:
(a) As is our practice and required by Florida 720: All bids or estimates for materials and/or services are in writing in order to verify the details should an issue arise regarding the work.
(b) Florida 720 does not require a lower bid to be accepted. The Board’s decision to accept a bid is based on the best quality of work for the price.
(c) Regarding SIA contract work for the beach stairs, the annual trimming and the road fill and grading, Florida 720 states “If a contract was awarded under competitive bid procedures, any renewal of the contract is not subject to competitive bid requirements provided the contract has a 30-day termination clause.” Based on this, the Board is not required to go through an annual competitive bidding process to renew these contracts.
However, before any work is done by the current contractors for our beach stairs, the annual trimming or the road fill and grading, the Board secures a bid from these contractors. All bids are reviewed and discussed by the Board prior to making a decision as to whether or not to proceed with a contract.
(d) Additionally, Florida 720 suspends all bidding requirements in the case of an emergency, such as a hurricane: “Nothing contained in this section is intended to limit the ability of an association to obtain needed products and services in an emergency.”
(e) Lastly, the Board and our HOA insurance coverage requires contractors to provide a copy of their own insurance coverage prior to any contract being finalized.
3. Board review and discussion of bids to replace the damaged SIA fence located behind 1860 E Pebble Path:
(a) Dave Courage advised the Board the owner of the empty lot behind 1860 E Barefoot has given permission to SIA to use his lot to access the damaged SIA fence bordering 1860 E Pebble Path to the north. This permission is contingent upon the following:
– SIA assumes all liability for any damages or injuries occurring on the property while repairing the perimeter fence.
– The old fence will not be dragged across the empty lot.
– SIA will return the lot to pristine condition when the work is completed.
(b) Dave presented two bids he has received in writing to replace the damaged SIA fence at 1860 E Pebble Path. There is a third bid from another fencing contractor Chuck Pickard has spoken with regarding this job. This third estimate is pending written confirmation, a description of the work to be done, including not dragging the old fence across the lot behind 1860 E Pebble Path. Dave has tried for several days to reach this contractor via phone calls and email, but has received no response to date.
(c) Following discussion, it was agreed that Chuck would try to reach the third contractor over the next week or two. The Board will address this issue again at that ti
Committee Reports
(1) Architectural Review Committee – Walter Garrard for Van Ganious
(a) The Board unanimously approved Crary Lauer as a new member of the ARC.
(b) The Board requests that the ARC review and make a recommendation to the Board re: the current $1,000 road deposit to cover both damage to the SIA road and completion of the construction
(c) Additionally, the Board requests the ARC review and make a recommendation to the Board regarding a $1,000 deposit to cover both damage to the SIA road and completion for any renovation project that involves new construction as in a new addition, a new garage, a swimming pool, etc.
(2) Maintenance Committee – Chuck Pickard
(a) Chuck advised that the SIA roads are holding up during the rainy season. He indicated that residents can address any potholes that may develop during the rainy season by taking fill from the side of the road following a rain that softens the fill and makes it easier to access. This extra fill can then be put in potholes and tamped down.
(b) The Board discussed the SIA roads. Based on the current condition of the roads, it was agreed to wait until the fall, after the rainy season, to determine whether the roads should be graded and additional fill added as necessary.
(c) Chuck noted there is significant overgrowth on E Shell Lane that cannot wait until the annual trimming to be addressed. He asked Dave Courage to contact Panta Cabrera to have this area trimmed trim as soon as possible.
(d) Looking ahead to the annual trimming, Dave will discuss this with Panta and schedule this work for early November.
(3) Nominating Committee – Walter Garrard for John Lehnhardt
(a) The June mailing was delivered on June 29 and 30, 2017. This mailing included detailed information regarding the nominating process from John Lehnhardt, Chair of the Nominating Committee.
(b) On behalf of John, Walter encourages any SIA member interested in being a candidate for the SIA Board to complete the paperwork provided in the June mailing and return this to him by the August 15, 2016 deadline.
Old Business
Under Old Business, the Board discussed a legal issue.
New Business
There was no New Business.
Adjournment
With no further business, the meeting adjourned at 4:55 p.m.
Respectfully submitted,
Mary Beasman, Secretary