Summerplace Improvement Association, Inc.
PO Box 700160, Wabasso, FL 32970-0160

2019 ANNUAL MEETING DOCUMENTS

Home 2019 ANNUAL MEETING DOCUMENTS

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2019 ANNUAL MEETING PACKET ENCLOSURES

Dear SIA Member,

Enclosed are the following documents relating to our November 16, 2019 Annual Meeting:

SECTION I
Notice of 2019 SIA Annual Meeting and Letter from John Lehnhardt, SIA President
Agenda for the SIA 2019 Annual Meeting

SECTION II
SIA Income Statement as of September 30, 2019
SIA 2020 Budget and 2020 Annual Dues
Notice regarding Budget of the Association
INVOICE for 2020 SIA Annual Dues

SECTION III
1. Voting Instructions
2. 2019 Voting Certificate
3. Nominating Committee Slate of Board Candidates and Voting Ballot for 2020 term
4. 2020 Board Candidate Information
5. Instructions for completing the 2019 Proxy – If you cannot attend the 2019 Annual Meeting
6. 2019 Proxy Form

PLUS the following items:
1. Overview of SIA 2020 General Rules and Information
2. Ballot Envelope
3. Stamped Addressed Return Envelope for Voting Certificate and Ballot, and as necessary,
the Proxy Form if you cannot attend the 2019 Annual Meeting

I look forward to seeing you at our Annual Meeting on November 16, 2018. We will meet at
1995 W. Barefoot Place beginning at 10:00 a.m. Please bring your own chair.

Sincerely yours,

John Lehnhardt, SIA President

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
Vero Beach, Florida 32963

October 15, 2019

Dear Summerplace Neighbor,
This is your notice that the SIA annual meeting will take place on Saturday November 16, 2019 at 10:00am at 1995 W. Barefoot Pl. Please come and bring a chair!
In preparation for the 2019 SIA annual meeting and the election of officers of the Summerplace Improvement Association Inc., please find enclosed the documents necessary for our meeting and election. Of particular importance is the return of the following documents found in Section III of the annual mailing documents:
Voting certificate
Election ballot
Proxy, if you cannot attend the SIA Annual Meeting

On behalf of the SIA Board, the following is an overview of important matters the Board dealt with this year. Details of these actions are reflected in the Board Meeting Minutes which are available on our website, along with all relevent SIA documents, at www.summerplaceflorida.com

Board Structure Activities 2019

The 2019 Board of Directors (BOD) consisted of Walter Garrard – President, Bart Heikes – Vice President, Mary Beasman – Secretary, John Lehnhardt and Steve Melchiori. Sue Harvey (non-board member) was Treasurer.

In Feb. 2019 Walter Garrard stepped down as President after 7 years and John Lehnhardt was elected President by unanimous vote of the BOD.

In July Ronnie Lawn was appointed to the BOD by unanimous vote of the BOD to fill the board position vacated by John Lehnhardt assuming the office of SIA President.

Legal Activities

Final resolution was reached on the mediated settlement from 2011 regarding exterior non-wood-like appearance of 1841 E. Shell Lane. The Architectural Review Committee recommended the board accept hardie-board on the upper floor street facing side of the house as meeting the wood-like appearance standard, rather than residing the whole house as was required in the original settlement. This recommendation was based on a review of how the standard had been applied to structures built since 2004. The BOD, property owner and SIA Legal counsel approved the agreement, resulting in a saving of tens of thousdans of dollars for the owner.

New SIA Members

Carol Jaskula – 1930 W. Shell Lane – March 2019
Alan and Wendy Kelley – 1951 W. Barefoot Pl. – July 2019

Rental Property issues

1860 E. Shell Lane – renting for only 7 days on VRBO and AIR B&B – property owner was contacted and agreed to change their ads to meet the SIA 30 day minimum rental standard.

1930 W. Shell Lane – renters not abiding by neighborhood rules – loud, multiple groups rotating in, work trailers on site and subleasing the property to transient roofers. After much back and forth with the property owner, the owner agreed to raise the per night price and the renters did not renew for additional months requested.

1821 E. Barefoot Pl. – renter not picking up after their dog. The owner and property manger were contacted and the renter promised to pick up after their dog for the remainder of their 2 month stay.

On July 1, 2019 the Board instituted a renter registration policy requiring all property owners to register their renters with the SIA Board 2 weeks in advance of the rental start. The property owners must also distribribute the current SIA General Rules and Guidelines to each renter.

Parking Signs

In 2014 ,due to construction vehicle congestion on some of our streets, SIA initiated street parking regulations and installed signs advising that violaters would be towed. The parking challenges have continued so this spring the Board approved purchase and installation of 15 new signs to clarify the parking regulations for workers and residents alike. Board members have approached violaters explaining the restrictions and consequesnses of non-compliance, resulting in a decrease in complaints.

Maintenance

1. Washout of E. Shell stairs in unnamed storm – March 2019 – The replacement required FDEP and County permits due to start of turtle nesting season and the project had to be completed by May 1 or the job would have to wait until November. Only one contractor was willing to take on this permitting effort. Other contractors refused to bid due to timeline and permit requirements. The BOD voted to replace the stairs immediately so residents could have convenient beach access during the next 7 months.

2. Hurricane Dorian stair damage – E. Pebble Path and E. Shell Lane stairways were slightly damaged by the high tides and surf from hurricane Dorian. We had removed the aluminum hand rails from all the stairways prior to the storm to prevent their loss as they cost about $5000 to replace. Because the storm was named and the Governor of Florida had declaired a state of emergency, we were able to get emergency repair permits from the county without the need for FDEP approval. Repairs will be done as soon as a contractor is identified and the high tides and rough surf diminish enough to allow the work to be done.

3. E. Shell Lane cul-de-sac planting – an agreement was reached with Dr. Flax for the BOD to purchase and plant a tree in the E. Shell cul-de-sac (cost $300) to replace one that had been removed in 2015 and also plant some beachberry cuttings. The rest of the planting enhancement and watering would be the responsibility of residents on E. Shell Lane. Thanks to Dr. Flax and Dave Wolfram, many plantings have been added to the cul-de-sac and watered and it is looking very nice.

4. Annual landscape trimming – Cabrera Lanscaping was the only one of 4 contacted landscapers to opt to bid on the annual trimming job. The trim was scheduled for Sat. Oct. 19 and Sun. Oct. 20. Total cost for trim – $2250.

5. Roads – The roads will be graded later in the year once a solution is found for drainage issues on E. Shell Lane.

2020 Annual Dues
An invoice for the 2020 annual dues is enclosed is Section II. Dues are payable by January 1, 2020. Please consider sending your dues when you return your ballot, voting certificate, and proxy.
On behalf of the SIA Board, thank you for your continued support. We look forward to seeing you at the Annual Meeting on Saturday November 16, 2019 at 10:00am at 1995 W. Barefoot Place. Please bring your own chair.
Sincerely,

John Lehnhardt, President

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.

NOTICE OF 2019 ANNUAL MEETING

SATURDAY NOVEMBER 16, 2019 10:00AM
1995 W. BAREFOOT PL.

AGENDA

Introduction of Board members and new association members

Calling of the Roll – Secretary Mary Beasman

Submission of proof of notice of meeting

Report of Officers:

a. 2019 financial report and 2020 budget and dues – President John Lehnhardt
b. 2019 update – President John Lehnhardt

5. Committee reports:

a. Architectural Review Committee
b. Maintenance Committee
c. Nominating Committee

6. Old business

7. New business:

a. Discussion of new business
b. Counting of the ballots for the 2020 SIA Board of Directors and announcement of election results.

8. Adjournment

Notice of an organizational Executive Board Meeting of the newly elected directors immediately following the annual meeting.

** IMPORTANT** AN INVOICE IS INCLUDED IN SECTION II OF THIS PACKET FOR THE 2020 SIA ANNUAL MEMBERSHIP DUES.

INFORMATION FOR MAILING YOUR DUES PAYMENT IS INCLUDED ON THE ENCLOSED INVOICE.

NOTICE

THE BUDGET OF THE ASSOCIATION PROVIDES FOR LIMITED VOLUNTARY DEFERRED EXPENDITURE ACCOUNTS, INCLUDING CAPITAL EXPENDITURES AND DEFFRRED MAINTENANCE. SUBJECT TO LIMITS ON FUNDING CONTAINED IN OUR GOVERNING DOCUMENTS, BECAUSE THE OWNERS HAVE NOT ELECTED TO PROVIDE FOR RESERVE ACCOUNTS PURSUANT TO SECTION 720.303 (6), FLORIDA STATUES, THESE FUNDS ARE NOT SUBJECT TO THE RESTRICTIONS ON USE OF SUCH FUNDS SET FORTH IN THE STATUES, NOR ARE RESERVES CALCULATED IN ACCORDANCE WITH THAT STATURE.

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
P.O. BOX 700160
Wabasso, FL 32970-0160
2020 ANNUAL DUES
1 LOT………………………………….……………………….$300.00
1 1/2 LOTS……………………………………………………$450.00
2 LOTS…………………………………………..…………….$600.00
DUES ARE PAYABLE BY JANUARY 1, 2020
Dues are in arrears after January 1, 2020
Dues received after January 1, 2020 will be subject to late charges of $25.00 and 1.5% a month from January 1, 2020. After 90 days property owners may be subject to lien and collection procedures plus legal costs incurred.
PLease mail your check to:
Summerplace Improvement Association, Inc.
P.O. Box 0160
Wabasso, FL 32970-0160

THANK YOU!
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
BOARD OF DIRECTORS

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2019 ANNUAL MAILING

SECTION III
SIA 2019 Voting Documents

Voting Instructions

2019 Voting Certificate

2020 Board Candidate Information

4. Nominating Committee Proposed Slate of 2020 Board
Candidates and Voting Ballot

5. Instructions for completing Proxy Form – If you cannot
attend the 2019 Annual Meeting

6. 2019 Proxy Form

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
VOTING INSTRUCTIONS

Your Summerplace property is not only a home, but an asset and investment. To assure you have a voice in the welfare and direction of our SIA community, it is important to complete and return the following documents:

Voting certificate – required of all SIA members casting a ballot
Election ballot
Proxy, if you cannot attend the Annual Meeting

Instructions for Returning the Annual Meeting Documents

Step 1:

Complete your Voting Certificate – required of all SIA members casting a ballot
Place your Voting Certificate in the stamped, addressed return envelope

Step2:

Complete your Election Ballot
Place your Election Ballot in the BALLOT ONLY envelope and seal this envelope

Step 3:

a. Place the sealed BALLOT ONLY envelope (containing your completed Election Ballot in the stamped, addressed return envelope with your Voting Certificate.
b. Mail the stamped, addressed return envelope

Step 4: Only if you cannot attend the Annual Meeting

a. Complete a Proxy (included at the end of this section) to assure your vote will count
b. Place the completed Proxy in the stamped, addressed return envelope with both your completed Voting Certificate and your Ballot sealed in the Ballot Only envelope.

***Voting Certificate and Election Ballot are due by November 13, 2019***

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2020 VOTING CERTIFICATE

TO: Secretary, Summerplace Improvement Association, Inc.
P.O. Box 700160, Wabasso, Florida 32970-0160

IMPORTANT: Complete both sections:

KNOW YE ALL PERSONS BY THESE PRESENTS, that the undersigned is the record owner of that certain parcel in Summerplace, Unit #1 and/or Unit #2, shown below, and hereby certifies (enter your name*) ________________ ______________ is the voting representative for the parcel owned by said undersigned pursuant to the By-Laws of the Association.

*Enter your name as the owner of your SIA Property and the one designated voting representative for this property

Complete this entire section: The forenamed voting representative is hereby authorized and empowered to act in the capacity herein set forth until such time as the undersigned otherwise modifies or revokes the authority set forth in this voting certificate. Dated this ______day of ___________2019.

Parcel Owner:_________________________________
(SIGNATURE)
Parcel Owner:_________________________________
(PLEASE PRINT)

Summerplace Street Address:__________________________________

Telephone Number:______________ E-Mail:_____________________

Seasonal non-Summerplace Address: ___________________________

_____________________________________________________________

Complete and return the Voting Certificate in the stamped addressed envelope with the sealed Ballot Only envelope containing your Ballot by

****PLEASE RETURN BY NOVEMBER 13, 2019****

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
ELECTION OF THE 2020 BOARD OF DIRECTORS

BALLOT

Please vote for ONLY FIVE (5) candidates, including Write-in candidates you might add to your ballot. Ballots with more than five (5) votes will be disqualified.

NOMINATING COMMITTEE CANDIDATES

_______ Walter Garrard

_______ Bart Heikes

_______ Ronnie Lawn

_______ John Lehnhardt

_______ Steve Melchiori

WRITE-IN CANDIDATES
(Any write-in candidate must be a property owning member of SIA)

_________________ _________________ _________________

_________________ _________________

Instructions:

Complete the Ballot voting for ONLY FIVE (5) candidates.

Place the Ballot in the envelope marked BALLOT ONLY and seal. Do not place other items in the Ballot Envelope.

Return the sealed Ballot Envelope with the other requested Annual Meeting items in the stamped addressed envelope provided for your convenience.

2020 SIA Board Nominee Bios

Walter Garrard – Walter and his wife Patty moved to Summerplace as full time residents upon their retirement in 2009. Patty’s family purchased one of the first lots in Summerplace in 1960. Walter and Patty acquired the original house on that lot in 1991. Walter has been on the SIA board since 2010 and chaired the Architectural review committee from 2010 through 2017, was Vice President in 2010 and served as President from November 2012 to February 2019. He has attended the last 10 annual meetings. He previously served the Cooper Village Lake Homeowners Association as board member, Vice President or President for 10 years. Walter worked for the City of Sunrise, Florida for 35 years as chemist, facilities manager and Director of Plant Operations. Walter likes living in this neighborhood and wants to see it maintained as it has been in the past.

Bart Heikes – Bart is a full-time resident of Summerplace. His family was one of the original land owners here in the 1960’s and Bart has owned property in Summerplace since 1998. His mother served as SIA Secretary for many years. Bart has served on the SIA Board for the last 8 years and as Vice President for 6 years. He has attended each of the last 8 annual meetings and assists with maintenance trimming and filling of potholes on W. Barefoot as needed. As a business owner since 1991, Bart stresses the importance of the SIA Board’s fiduciary responsibilities, especially in following current best practices. Bart truly appreciates the historical character and charm that makes Summerplace special.

Ronnie Lawn – Ronnie and his wife Sharon purchased their lot in Summerplace in 2016. They completed their new home on W. Barefoot Pl. early this year and are now full time residents along with their Australian Shepard, Poppy. Ronnie is a practicing Trusts & Estates (wills, trusts, probate, etc.) / Tax / Business Attorney with a BA from Eckerd College, a JD from Southwestern University School of Law, and a Master of Laws in Taxation from the College of William & Mary, Marshall-Wythe School of Law. He is a partner in the firm Lawn & LeBlanc here in Vero Beach. Ronnie has been very active in community service as past President of the Indian River Estate Planning Council, Board Member of the Boys & Girls Clubs Foundation of Indian River County, a member of the World Affairs Council, and a member of several other boards. Ronnie is also an active member of a wide range of local groups including the Cleveland Clinic Indian River Hospital Professional Circle, Advisory Board of the Vero Art Museum Planned Giving Committee, Surfrider Foundation, and others. Ronnie was appointed to the SIA Board of Directors in June 2019. Ronnie was raised in Florida, and spent a considerable amount of time in Maine where he and Sharon raised their 3 children, and then returned Florida where he currently practices law.  After hours, conditions permitting, Ronnie can be found surfing.

John Lehnhardt – John and Kathy purchased their home in Summerpalce in 2009 and moved here full time in 2014. John has attended 5 of the last 6 SIA annual meetings and chaired the SIA Nominting committee from 2015 to 2018. He was elected to the SIA Board fo Directors in November 2018 and elected SIA Board President in February 2019. He has served in executive positions on three non-profit boards of directors totalling over 20 years of service. John retired from Disney in 2011 after 35 years as an animal care professional. He and Kathy did sea turtle nest monitoring for 10 years on our beaches from Summerplace to John’s Island. John and Kathy love living in Summerplace because of the beach, the greenery, the dog friendliness and the great neighbors. John would like to help maintain our roads, pathways and crossovers in good condition for all members use and help to keep our community a friendly, welcoming and neighborly place to live.

Steve Melchiori – Steve and his wife Holly purchased a cottage in Summerplace as second home in 2015. In 2019 they purchased a larger home in Summerplace and now live here full time. They attended their first annual meeting in 2016. Steve joined the SIA Architectural Review Committee in 2017. He was appointed to the SIA Board of Directors when a vacancy occured in 2018 and was elected to the SIA Board for the 2019 term. Steve has served on a number of Home Owners Association (HOA) boards including the Collier Club, Pointe West and Arbor Trace. He currently holds licenses as a Florida Community Association Manager and as a Florida Professional Surveyor and Mapper. Steve has been involved in civil engineering, surveying and land development in Indian River County for the last 35 years and is very familiar with HOA board functioning and documents.

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
Instructions for completing the Proxy form
***(If you cannot attend the Annual Meeting***)

If you cannot attend the SIA Annual Meeting on November 16, 2019, please complete and enclose the attached Proxy together with your completed Ballot and Voting Certificate in the addressed, stamped envelope. Please return these documents by return November 13, 2019.
This will ensure your voice as a property owner in Summerplace will be heard in matters voted on at the Annual Meeting.

ONLY complete and return the attached Proxy if you cannot attend the
Annual Meeting on November 16, 2019.

Summerplace Improvement Association, Inc.
Annual Meeting
November 16, 2019
PROXY

To: Secretary, Summerplace Improvement Association, Inc.
P. O. Box 700160, Wabasso, Florida 32970-0160

KNOW YE ALL PERSONS BY THESE PRESENTS, that the undersigned hereby appoints the Secretary of the Association, his or her designee, or the following (name of proxy) _________________________________________, attorney and agent with the power of substitution for and in the name, place and stead of the undersigned, to vote as proxy at any Board meeting held during the following date January 17, 2017 and any adjournment thereof, according to the number of votes that the undersigned would be entitled to vote if then present in accordance with the specifications hereinafter made, as follows:
General Powers ______________ I hereby authorize and instruct
my proxy to use his or her best
judgment on all matters which
properly come before this meeting.

Limited Powers ________________ I hereby specifically authorize and
instruct my proxy to cast my vote in
reference to the following matters
only as indicated below:

____________________________________________________________________
The undersigned ratify and confirm any and all acts and things that the proxy may do or cause to be done in the premises, whether at the meeting referred to above or at any change, adjournment, or continuation of it, and revoke all prior proxies previously executed.
Dated: ______Signature of Parcel Owner of Record:____________________________
Summerplace Parcel Address: ______________________________________________

IMP: If you cannot attend the Annual Meeting. complete and enclose this Proxy together with your completed Ballot (sealed in the Ballot Only envelope) and your Voting Certificate in the stamped, return address envelope. Return these items by November 13, 2019.

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2020 General Rules and Information

1. USE OF RESIDENCE BY NON-MEMBERS: Members leasing, renting, entertaining guests, or lending their homes to non-members shall be responsible for the conduct of such non-members. It is the responsibility of all owners to make sure that each renter or non-owner shall be familiar with our Rules and abide by them. As stated in our by-laws, no home may be rented for less than 30 days nor in excess of 6 months each calendar year. If a guest or renter violates or ignores our Rules, they will be expelled and no longer be allowed to rent an Association home. No rented property can be sublet by the renter.
2. TRASH DISPOSAL: Homeowners must arrange for TRASH pick-up prior to the arrival of guests or renters. Garbage must be bagged and placed in the gray cart; recyclables should be placed in the blue cart. Both carts will be emptied early each Friday a.m. The carts should be placed at the end of the driveway, on the opposite side of the mailbox. All yard waste, except palm fronds, must be placed in separate containers, bundled or neatly stacked for pick-up on Friday a.m. as well. Branches should be no more than 4 feet in length and 3 inches in diameter. Do not bag recyclables or yard waste. Place carts and any yard waste containers or bundles at roadside the night before pick-up and remove the empty carts/containers in a timely manner after pick-up.
3. GENERAL PROPERTY APPEARANCE: Property owners must not let trash, clippings, limbs, etc. accumulate on their property, since it can be a fire hazard. The Association has the right to remove such debris (including pepper trees), and will bill the owner following notice by the Board.
4. VEHICLE PARKING: No overnight parking is allowed on SIA streets nor in SIA cul de sacs by members, renters or guests. During the daytime, vehicle parking is permitted only on the South side of SIA streets. Vehicles in violation of these parking restrictions shall be towed at the owner’s expense. Members, renters and guests are requested to walk to our beach entrances.
5. VEHICLE SPEED: Please observe the 10 miles per hour speed limit.
6. TRAILERS, MOTOR HOMES AND CAMPERS: No recreation vehicles or non-boat trailers shall be parked within Summerplace boundaries unless they are placed under or in a permanent enclosed structure. Boats and boat trailers must be parked off our roadsides and must be fully covered. Occupancy of RV’s is forbidden. No vehicles over two axles are permitted on our roads except for deliveries, repairs, or construction purposes.
7. BEACH MAINTENANCE: Please keep our beaches as clean as possible. Anything taken to the beach must be removed when you leave. No personal property may be left on the beach or on our beach walkways overnight. Keep beach access gates closed and bolted at all times. PLEASE DO NOT TRESPASS ON THE SEAWALL OR THE ADJACENT PRIVATE PROPERTIES.
8. PETS: Pets must be leased or otherwise restrained at ALL times within Summerplace boundaries. Droppings MUST be removed from our streets and our beach, not buried. County ordinances prohibit unleashed dogs or cats in the County, including all beaches. Violators are subject to arrest, fines, and/or confiscation of the animal by the County.
9. OPEN FIRES, FIREWORKS: No open fires or burning trash is allowed within Summerplace boundaries. Illegal fireworks are not allowed within Summerplace boundaries.
10. GOLFCARTS: The use of golf carts for business purposes on Indian River County roads and/or Summerplace streets is illegal and prohibited.
Additionally, SIA is a quiet residential community. Please show courtesy to your neighbors with no excessive noise and respect hours for activities. Indian River County has a 10:00 p.m. curfew on loud noise or music within a residential community.