SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
Vero Beach, Florida 32963
October 1, 2023
Dear Summerplace Neighbor,
This is your notice that the SIA annual meeting will take place on Saturday, November 4, 2023 at 10:00am at 1995 W. Barefoot Pl. A light lunch of snacks and sandwiches will be provided. Please bring your own chair.
In preparation for the 2023 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. The annual meeting is required in our bylaws and requires a quorum of members to attend, either in person or by proxy. Of particular importance is the return of the following documents enclosed in this packet:
- Election ballot
- Voting certificate
- 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 relevant SIA documents, at:
www.summerplaceflorida.com
Board Structure Activities 2022-3: The 2022-3 Board of Directors (BOD) consisted of John Lehnhardt – President, Steve Melchiori – Vice President, Mary Beasman – Secretary, Walter Garrard and Matt Quickel. John Lehnhardt was acting Treasurer. Mary Beasman resigned from the Board effective September 18, 2023 with the sale of her home in Summerplace.
We want to thank Mary for 12 years of dedication and thousands of hours of work on the SIA Board, serving as Board Secretary and as the SIA primary contact with our lawyers in the ongoing lawsuit. Her efforts were appreciated and her presence will be missed both on the Board and in the neighborhood.
Legal Activities: The lawsuit by one of the association members against the association has continued. Originally filed in 2014, the suit was last scheduled to go to trial in Sept. 2022. However, the trial was postponed when the plaintiff filed an appeal in early September. Once this appeal was filed, the trial was halted pending a ruling on the appeal. SIA was served an Injunction in September 2022 requiring the removal of all obstructions within the SIA cul de sac on E. Barefoot Pl., which was completed in December 2022 There is no further progress to report as various appeals have prevented a trail date scheduling.
New SIA Members: It was a relatively normal year for new members with 3 properties changing hands.
Robert Connolly, from Colleyville, TX, SIA member and owner of 1900 W. Shell, purchased the Beasman house at 1905 W. Barefoot and hopes to be moving into the house as a full time resident sometime next year.
Melissa Meadows from Vero Beach purchased the Cote house at 1980 W. Shell and is a full time resident.
Kevin and Dominika Vizzarri from Oviedo, Fl purchased the Downey house at 1860 E. Pebble Path and will be moving in as full time residents
Alex Collazo finished construction of his new home at 1981 W. Shell and is now a full time resident.
The Stalford house at 1920 W. Shell is under sale contract.
Rental Properties: 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 distribute the current SIA General Rules and Guidelines to each renter. We feel we had a good response to this new rule and received registrations for all rentals that we were aware of in 2023.
Maintenance:
1.Repairs were done on all stairs in January 2023 after hurricane Nicole did major damage. Thanks to volunteers Phil Glade, Chuck Pickard, Jr and Jerry Beasman and a carpenter provided by John Essick, we were able to do the repairs in reasonable time and well below the projected costs approved at the last annual meeting.
2. Roads – some additional gravel and regrading of all the roads helped some drainage and pothole issues. Another grading is planned after hurricane season.
3. A landscape trimming was completed along our roads in July. There will be another trimming after hurricane season.
4. Fences were installed along the south sides of the E. Barefoot and E. Pebble Path walkways to the beach.
2024 Annual Dues: An invoice for the 2024 annual dues will be mailed to each member after the annual meeting. Dues are payable by January 1, 2024. The 2024 dues remain at $300 per lot as they have been for the last few years. We did not include an invoice in this election package this year but elected to make that a separate mailing so as not to confuse the voting process.
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 4, 2024, at 10:00 a.m. at 1995 W. Barefoot Place. Please bring your own chair.
Sincerely,
John Lehnhardt, President
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 – designating one (1) voting representative for each SIA Property
NOTE: A ballot is null and void without the required voting certificate
- Election ballot
- if you are not attending the Annual Meeting, Proxy Form
Instructions for Returning the Annual Meeting Documents
Step 1:
- Complete your Voting Certificate – designating one (1) voting representative for each SIA Property
- Place your Voting Certificate in the large stamped, addressed return envelope
Step2:
- Complete your Election Ballot
- Place your Election Ballot in the small BALLOT ONLY envelope and seal this envelope
Step 3:
a. Place the small 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 are not attending the Annual Meeting
a. Complete a Proxy (included at the end of this section) to ensure your
vote will count
b. Place the completed Proxy in the large stamped, addressed return envelope
with both your completed Voting Certificate and your Ballot sealed in
the small Ballot Only envelope.
*Please mail your Voting Certificate and Election Ballot by October 28, 2023*
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2023-4 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 as 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 ___________2023.
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 large stamped addressed envelope with the small sealed Ballot Only envelope containing your Ballot.
****PLEASE MAIL BY OCTOBER 28, 2022****
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
ELECTION OF THE 2023-4 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
_______ Dr. Michael Flax
_______ Walter Garrard
_______John Lehnhardt
_______Steve Melchiori
_______Matt Quickel
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 small 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 large stamped addressed envelope provided for your convenience.
2023 SIA Board Nominee Bios
Dr. Michael Flax – Michael and Sandra purchased their home in Summerplace in 1991, commuting on weekends from Boca Raton until May of this year when they became full time residents when Michael retired. Michael was the driving force behind the construction of the Seawall and oversaw its design, permitting and construction along with then SIA President Bill Glynn. MIchael coordinates repair and maintenance of the Seawall within SIA boundaries every 5 years. He has attended all SIA annual meetings since 1991 except for 2 in the last 3 years, which had schedule conflicts. He is the maintenance contact person for E. Shell Lane, keeping the beach pathway clear of leaf matter. Michael has been in all executive roles over many years in the East BelleTerre Condo Association in Coral Springs, which is made up of about 30 professional offices. Michael was a practicing dentist for 30 years, 25 years in Endodontics, and was Program Director of Endodontics at Nova Southeastern School of Dentistry for 11 years. He has been CEO of Solstice Benefits, an health insurance provider, and of Nutra Pharma Associates, and spent his last two working years with United HealthCare. Michael wants to help manage the association and work with others to ensure Summerplace is a wonderful place to live.
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 13 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.
John Lehnhardt – John and Kathy purchased their home in Summerplace in 2009 and moved here full time in 2014. John has attended 8 of the last 9 SIA annual meetings and chaired the SIA Nominating committee from 2015 to 2018. He was elected to the SIA Board of 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 totaling 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 occurred in 2018 and was elected to the SIA Board for the 2019 term. Steve has served on a number of Homeowners 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.
Matt Quickel – Matt and his wife Corine purchased their home in Summerplace in 2010 and moved here full time in 2012. Matt has attended all the annual meetings since moving here in 2012. Matt was elected to the SIA Board in 2022. Matt has been the W. Barefoot Pl. maintenance street coordinator and helped in maintenance projects including pothole filling and repairs of the E. Shell Lane beach access stairs. Matt is a licensed plumber and has his own plumbing company which he runs full time with his son, Matty. Matt and Corine have two Chihuahua rescue dogs and can be seen walking through the neighborhood and to the beach daily. As a Board Member Matt wants to continue to ensure that our Association rules are maintained and applied equally to all members.
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
***(If you are not attending the Annual Meeting***)
Instructions for completing the Proxy form
If you cannot attend the SIA Annual Meeting on November 4, 2023, please complete and enclose the attached Proxy together with your completed Ballot and Voting Certificate in the addressed, stamped envelope. Please mail these documents by October 28, 2023.
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 are not attending the
Annual Meeting on November 4, 2023.
Summerplace Improvement Association, Inc.
Annual Meeting
November 4, 2023
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 President 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 November 4, 2023 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 mail items by October 28, 2023
8
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
SATURDAY NOVEMBER 4, 2023, 10:00AM
1995 W. BAREFOOT PL.
SECTION III – AGENDA
- Introduction of Board members and new association members
- Calling of the Roll
- Submission of proof of notice of meeting
- Report of Officers:
a. 2023 financial report and 2023-4 budget and dues – President John Lehnhardt
b. 2023 update – President John Lehnhardt
5. Committee reports:
a. Architectural Review Committee
b. Maintenance Committee
c. Nominating Committee
6. Old business:
a. Status of the ongoing lawsuit against SIA
7. New business:
a. Discussion of new business
b. Nominations to the Architectural Review Committee and board vote of approval
c. Counting of the ballots for the 2023-4 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 NOT INCLUDED IN THIS PACKET FOR THE 2022 SIA ANNUAL MEMBERSHIP DUES. YOUR INVOICE WILL BE MAILED SEPARATELY AFTERTHE ANNUAL MEETING
INFORMATION FOR MAILING YOUR DUES PAYMENT WILL BE INCLUDED ON THE INVOICE.
NOTICE
THE BUDGET OF THE ASSOCIATION PROVIDES FOR LIMITED VOLUNTARY DEFERRED EXPENDITURE ACCOUNTS, INCLUDING CAPITAL EXPENDITURES AND DEFERRED 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. | |||||
| PROPOSED 2023-4 BUDGET | |||||
| I. OPERATING EXPENSES: | |||||
| A. Roads and Ground Maintenance | |||||
| Roads – grading -twice a year | $ 2,000.00 | ||||
| Landscape -monthly mow and trim on A1A | $ 4,200.00 | ||||
| Landscape – annual trim – twice a year | $ 2,500.00 | ||||
| B. Beach Access Maintenance | E. Shell | platform planking | $ 500.00 | ||
| E. Shell | stair repairs | $ 1,500.00 | |||
| sea wall painting | $ – | ||||
| C. Corporate Expense – SIA non-profit Registration | $ 70.00 | ||||
| D. Postage – mailings June and October, bills, mailbox fee (250 etc | $ 750.00 | ||||
| E. Insurance | $ 1,450.00 | ||||
| F. Office supplies – envelopes, paper, print cartridges etc | $ 500.00 | ||||
| G. Annual Meeting Expense | $ 500.00 | ||||
| H. Legal Expenses | $ 750.00 | ||||
| I. Bank fees | $ 100.00 | ||||
| J. Website host annual fee | $ 250.00 | ||||
| K. Contingency | $ 7,130.00 | ||||
| TOTAL OPERATING EXPENSES | $ 22,200.00 | ||||
| II. CAPITAL IMPROVEMENTS: | |||||
| TOTAL CAPITAL IMPROVEMENTS | TOTAL | $ – | |||
| TOTAL BUDGET | $ 22,200.00 | ||||
| INCOME | DUES: 74 LOTS @ $300.00 | $ 22,200.00 | |||
| Summerplace Improvement Association, Inc. | |||||
| Income Statement for FY2022-3 Ending September 30, 2023 | |||||
| Opening Balance October 1, 2023 – Limited Voluntary Deferred Expenditure Account | $ 76,870.02 | ||||
| Income | Road deposit – new house construction | $ 2,000.00 | |||
| Aplication/Transfer Fees | $ 500.00 | ||||
| Dues Late fees & Penalties | $ 171.00 | ||||
| Annual Dues | $ 22,050.00 | ||||
| Total Income | $ 24,721.00 | ||||
| Expense | Administration | ||||
| Insurance | $ 1,177.08 | ||||
| Mailings – admin costs – stamps. paper, envelopes, printer ink etc | $ 529.59 | ||||
| Website fee | $ 152.05 | ||||
| mailbox rental | $ 212.00 | ||||
| state non-profit renewal | $ 70.00 | ||||
| annual meeting | $ 313.75 | ||||
| bank fees | (includes returned check) | $ 47.00 | |||
| legal | $ 626.00 | ||||
| road deposit return – pool completion | $ 1,000.00 | ||||
| Maintenance | |||||
| Landscape Maintenance | $ 5,100.00 | ||||
| Road Improvements | $ 1,242.47 | ||||
| New fencing | $ 2,338.85 | ||||
| Injunction cost | $ 7,003.55 | ||||
| Total Expense | $ 19,812.34 | ||||
| Net Income | $ 4,908.66 | ||||
| Stair repair approved from Limited Voluntary Deferred Account | $ 5,255.70 | ||||
| Closing | Balance | September 30, 2023 | $ 76,304.98 | ||