SIA Open Board of Directors Meeting
11am 1-10-25 at 1991 W. Barefoot Pl.
Minutes
Attending: President Michael Flax, Vice President John Finn, Sec./Treas. John Lehnhardt, Board members Steve Melchiori and Walter Garrard, Association members Andy Duglosz, Ed Seemann, Robert Wilson and Linda Sopp. Non-member Ali Qizilbash, from Cemco builders representing the interests of member Loren Smith
- Review, discuss and vote on ARC recommendation to accept Smith house designs.
The ARC recommended the Board accept the plans as submitted by Cemco for the house to be built at 1990 W. Barefoot Pl. for Loren Smith, who purchased the vacant lot last year. The submission requested a variance to the 25ft setback for this house. The SW corner of the garage in the house plan infringes 5 feet into the 25ft setback line from the cul de sac border required by our Declarations and ARC Guideline documents. President Flax allowed Mr. Qizilbash to speak on behalf of the owner who could not attend as a courtesy even though non-members are generally not allowed to speak at SIA Board meetings. Mr. Qizilbash argued that other variances were granted in the past for setbacks on two homes he built in Summerplace in 2011 and 2016 that were on cul de sacs and the ARC Guidelines allow for that. In rereading the ARC Guidelines it appeared that the variances for the 25’ setback were only allowed for homes that are on the seawall and cul de sac due to property lost over time through erosion and the limits the seawall installation imposes on building on those lots. We could find no record of the two variances being approved by the Board. Board members raised concerns that this lot is the largest in Summerplace and should not need a variance in the setback. Legally, there is no real option for variance in the 25ft setback as it exists with the word “shall” in the original Deed Restrictions and has throughout all amendments of those documents. Board members suggested several modifications to the orientation of the house on the lot that would not change the house plans but would meet the 25ft setback requirements. No agreement was reached between the Board and Mr. Qizilbash.
Board members and attendees also raised concerns about the planned removal of a large oak tree at the front of the lot that is part of a continuous canopy over the north side of the cul de sac, which is SIA property. To the credit of the design of the house, 14 of 20 mature oak trees on the lot were saved in the original plan. Mr. Qizilback argued that the tree impeded the layout of the proposed driveway. Mr. Qizilbash felt that he did not have clear direction from the website that trees were under the oversight of the ARC and the SIA Board. It was pointed out on the website where that information was available. Once again members offered several options to reorient the driveway to save the tree were by members but no agreement was reached with Mr. Qizilbash.
A motion was made and seconded to vote on approval of the plans for the lot as submitted. The motion was defeated unanimously by the SIA Board. Specifics of the Board’s expectations that the lot setback of 25’ be maintained and that the tree in question be saved were sent out to the builder and owner after the meeting so they can be properly met in the next plan submission.
2. Financial update: Sec. Treasurer Lehnhardt provided the update.
Dues collection for 2025 have gone well. 65 of the 69 members paid their dues on time before Jan. 1, 2025. One member paid a few days late including the $25 late fee. Three members have not paid. They all received invoice letters and reminder emails prior to the deadline. These dues are now delinquent and subject to fines and interest. The treasurer will be emailing and mailing delinquency notices Jan. 15.
From a spending perspective, we have spent about $3000 of our $22,200 budget in the first quarter of the fiscal year which started October 1, 2024. So we are well under budget. Stair repair will hopefully begin soon so we will be dipping into the approved use of reserve funds for those repairs. We currently have balances of over $86,000 in the reserve fund and over $18,000 in annual budget fund. A detailed income statement is attached to these notes.
Followup items from the Annual Meeting 11-9-24
1. Set in motion review of ARC guidelines
– establish committee – Andy Dlugosz, Steve Melchiori, Lil Fox, John Finn and Beth Darragh volunteered. President Flax will be an adjunct committee member.
– select committee chair – Beth Darragh
– establish scope – The scope is to review the entire existing ARC guidelines and edit out or add what seems needed. It was decided to solicit input from members through the website. The committee will receive and consider the suggestions and develop the revised guidelines.
– set timeline for completion – the committee will provide the proposed guidelines to the Board for review by August 1, 2025. The Board will review and modify as seen fit and distribute to the membership in the annual October mailing. At the annual meeting the guidelines will be discussed and modified if needed, then voted on by the members present for immediate adoption if passed.
2. review current contract for mowing
The current mowing contract with Panta Cabrera has been in place for over 7 years. The contract covers mowing the parkways and streets and cul de sacs once a month during the dry season Nov. – March and twice a month during the wet season, April – Oct. It was discussed that we should look into expanding the scope a bit and consider inclusion of beach access areas cleanup, trimming around mail boxes and cleaning up the cul de sac planting areas. Two other landscapers who work locally a lot were suggested as other potential bidders for the contract, Javier and Jose.
President Flax will call the three landscapers to solicit bids.
3. sign system for folks driving to the beach crossovers to drop folks off
– Sec. Lehnhardt will research easy print options for an inexpensive dashboard “SIA RESIDENT” sign or rearview mirror hanger that can have the address added and get back to the Board with options.
4. Compliance for Commercial building for vegetative screening issue
– according to county code the commercial building at 510 and A1A has insufficient landscape visual barrier on its parking lot back facing W. Shell Lane. A 4 ft barrier is required. There is a small 2’ high planting row there now. A member of SIA made the observation.
President Flax will contact the owner about the issue.
5. Clearing up of vacant lots
– there are two vacant lots in need of clearing to meet county code and to reduce fire risk and vermin problems. This should also be addressed as to a standard for the ARC Guidelines.
President Flax will contact the owners about cleaning up the lots.
6. Maintenance
– stairs update – a contractor has finally agreed to do the stair repairs on E. Barefoot and E. Shell and should be starting the work as as permitted, hopefully by the end of this month.
– pot hole filling – there is spare gravel for pot hole filling at the west end of the E. Shell cul de sac plantings.
7. Board certification requirement
– 4 hours on line training required by ninety days in office – FEB. 9.
Sec. Lehnhardt will arrange registration for the 4 board members needing certification for the online course at SIA expense. President Flax has already completed the course and will be reimbursed for the cost.
The meeting was adjourned at 12:45pm.
| SUMMERPLACE IMPROVEMENT ASSOCIATION, INC. | ||||||
| Income/ Expense Statement FY 24-25 | ||||||
| Reserve Fund | balance 9-30-24 |
86,515.07 |
||||
| I. OPERATING EXPENSES: | approved | spent 1-9-25 | ||||
| A. Roads and Ground Maintenance | ||||||
| Roads – grading -twice a year | $ 2,000.00 | $ 244.75 | ||||
| Landscape -monthly mow and trim on A1A | $ 4,200.00 | $ 1,050.00 | ||||
| Landscape – annual trim – twice a year | $ 2,500.00 | |||||
| B. Beach Access Maintenance | E. Shell | platform planking | $ 2,000.00 | $ 1,003.85 | ||
| C. Corporate Expense – SIA non-profit Registration | $ 70.00 | |||||
| D. Postage – mailings June/October, bills, mailbox fee | $ 500.00 | $ 132.05 | ||||
| E. Insurance | $ 1,500.00 | |||||
| F. Office supplies – envelopes, paper, etc | $ 500.00 | |||||
| G. Annual Meeting Expense – food etc | $ 500.00 | $ 325.99 | ||||
| H. Legal Expenses | $ 750.00 | |||||
| I. Bank fees | checks |
37.67 |
||||
| J. Website host annual fee | $ 170.00 | $ 284.21 | ||||
| K. Contingency – stair repairs | $ 7,510.00 | |||||
| TOTAL OPERATING EXPENSES | $ 22,200.00 | $ 3,078.52 | ||||
| II. CAPITAL IMPROVEMENTS: | ||||||
| A. resurfacing roads | reserve fund | $ 20,000.00 | ||||
| B. beach stair repairs | $ 20,000.00 | |||||
| Total capital improvement | $ 40,000.00 | |||||
| IIII. INCOME | DUES: 74 LOTS @ $300.00 | $ 22,200.00 | $ 21,300.00 | |||
| membership applications 3 x 100 | $ 300.00 | |||||
| road deposits | 1 x 1000 | $ 2,000.00 | ||||
| dues late fees | 4 x $25 | $ 125.00 | $ 25.00 | |||
| Total | $ 24,625.00 | $ 21,325.00 | ||||
| Balance 1-9-25 |
104761.55 |