SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
Vero Beach, Florida 32963
October 7, 2024
Dear Summerplace Neighbor,
This is your notice that the SIA annual meeting will take place on Saturday, November 9, 2024 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 2024 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 state law requires at least thirty percent of the members to attend, either in person or by proxy. 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 relevant SIA documents, including all our governing documents, rules and guidelines, at:
www.summerplaceflorida.com
Board Structure Activities 2023-4: The 2023-4 Board of Directors (BOD) consisted of John Lehnhardt – President and Treasurer, Steve Melchiori – Vice President, Michael Flax – Secretary, Walter Garrard and Matt Quickel. Matt Quickel resigned from the Board 8-28-24.
Legal Activities: The lawsuit by one of the association members against the association has been settled. Details of the settlement were mailed to each member in June of this year. Due to disclosure limitations agreed to by the parties, the terms of the settlement were outlined in a letter sent in June to all SIA members and will not be posted on our website.. It is the desire of all parties to put all differences aside and move forward amicably as a community.
New SIA Members: It was a fairly quiet year for new members with three properties changing hands.
1905 W. Barefoot was sold by Mary and Jerry Beasman to Robert Connolly, who also owns 1900 W. Shell Lane. The Connolly’s will be part time residents and rent it out part time.
The vacant lot at 1990 W. Barefoot Pl. was sold by the Klubes to Loren Anne Smith of Southfield, MA. She is planning to build a house on the lot and live here at least part time.
Christine Winiker and Raul de Lima of Toronto, Ontario, Canada have purchased Christine’s parents home at 1998 W. Shell Lane and will be regular visitors.
Trish and John Essick ’s house at 1881 E. Pebble Path is up for sale after extensive renovations over the last 18 months or so.
Eddie and Jonelle Dean have begun construction of their new home at 1941 W. Barefoot Pl.
Proposed changes to the Architectural Review Committee Guidelines: The SIA ARC committee has proposed and the SIA Board has approved the following additions to the ARC Guidelines. “Metal cladding or siding are prohibited. Metal or steel structures and garages are prohibited.” This proposal will be discussed at the annual meeting and put to a vote of the membership present. If a majority approves, these lines will be added to the ARC Guidelines effective the date of the vote.
Maintenance:
1. Repairs were done on the E. Shell and E. Barefoot stairs in January 2024 to replace the posts, rails, stair steps, runners. etc damaged by hurricane Nicole in late October 23’. We had budgeted $20,000 from the reserve fund to hire folks to do the repairs, but none could be found that could repair the stairs within a 4 to 6 month timeframe. Thanks to Chuck Pickard Jr. and Dean Etzel who helped out and made this repair possible. Our costs were about $2,625 for materials and nothing for labor. We were able to cover those costs from our annual budget and no reserve funds were used.
2. Road grading – The roads were graded in December and June. We decided to look into adding substate to all the roads. However, due to a lack of availability of substate that matches our current roads and people to do the road work it was decided to spot repair the roads with road base and small gravel as needed until a better substate and labor is available.The grading done came in under budget.
3. The second of two landscape trimmings budgeted for 2024 was completed along our road at the end of August and the beginning of September. Two trimmings will be budgeted again for 2024-5.
2025 Annual Dues: An invoice for the 2025 annual dues will be mailed to each member after the annual meeting. Dues are payable by January 1, 2025. The 2025 dues remain at $300 per lot as they have been for the last few years.
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 9, 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:
– Election ballot
– Voting certificate – designates (1) voting representative for each SIA Property
NOTE: A ballot is null and void without the required voting certificate
– Proxy form – use only if you are not able to attend the meeting
Instructions for Returning the Annual Meeting Documents
Step1:
- Complete your Election Ballot
- Place your Election Ballot in the small BALLOT ONLY envelope and seal this envelope
Step 2:
- Complete your Voting Certificate – designate one (1) voting representative for each SIA Property
- Place your Voting Certificate in the large stamped, addressed return envelope along with the sealed BALLOT envelope
Step 3: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
withboth your completed Voting Certificate and your Ballot sealed in
the small Ballot Only envelope.
Step 4:Mail the envelope
OVER
Fill out the Voting Certificate on the back of this page
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2025 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 representativefor 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. Datedthis ______day of ___________2024.
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 NOVEMBER 2, 2024****
Turn this page over for voting instructions
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
ELECTION OF THE 2025 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
_______ John Finn
_______ Michael Flax
_______ Walter Garrard
_______ 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 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.
Over
see the candidate bios on the back of this page.
2025 SIA Board Nominee Bios
John Finn – John and his wife Beth purchased their first Summerplace home in 2013 At 1881 E. Barefoot Pl. while living in Brooklyn, New York.They purchased their second Summerplace home at 1840 E. Shell Lane in 2021 and continue to work on renovations to both properties. They moved to Summerplace as full-time residents in 2023. John served briefly on the condo Board for their residence in Brooklyn. He has attended 3 of the last 5 SIA annual meetings. John has been a private business owner for over 15 years, is a fourth level blackbelt and recently opened his own Brazilian Jiu Jitsu and Ginastica Natural facility in Vero Beach. He is also a finish carpenter. Beth has her own interior decorating company. John would like to be a member of a team that can steer the whole neighborhood through our diverse challenges East and West of A1A.
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 theSeawall 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 EastBelleTerre 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 12 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 7 of the last 8 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.
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 12, 2022, 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 November 2, 2024.
This will ensure your voice as a property owner in Summerplace will be heard in matters voted on at the Annual Meeting.
ONLYcomplete and return the attached Proxy if you are not attending the
Annual Meetingon November 9, 2024.
OVER
See the Proxy form on the back of this page
Summerplace Improvement Association, Inc.
Annual Meeting November 9, 2024
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 person
(nameof proxy)__________________________
as 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 9, 2024 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:____________________________
SummerplaceParcel 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 November 2, 2024
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
SATURDAY NOVEMBER 9, 2024, 10:00AM
1995 W. BAREFOOT PL.
AGENDA
- Introduction of Board members and new association members
- Calling of the Roll – Secretary Michael Flax
- Submission of proof of notice of meeting
- Report of Officers:
a. 2024 financial report and 2024-25 budget and dues – President John Lehnhardt
b. 2024 update – President John Lehnhardt
5. Committee reports:
a. Architectural Review Committee
– review and vote on proposed ARC Guideline additions
b. Maintenance Committee
c. Nominating Committee
6. Vote on revision to the Architectural Guidelines:
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 SIA Board of Directors and announcement ofelection results.
8. Adjournment
Notice of an organizational Executive Board Meeting of the newly elected directors immediately following the annual meeting.
SUMMERPLACE IMPROVEMENT ASSOCIATION, INC.
2024 ANNUAL MAILING
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. | ||||||
| Income/ Expense Statement FY 23-24 | ||||||
| Reserve Fund | balance 9-30-23 |
$76,304.98 |
||||
| I. OPERATING EXPENSES: | approved | spent 9-30-24 | ||||
| A. Roads and Ground Maintenance | ||||||
| Roads – grading -twice a year | $ 2,000.00 | $ (774.77) | ||||
| Landscape -monthly mow and trim on A1A | $ 4,200.00 | $ (4,200.00) | ||||
| Landscape – annual trim – twice a year | $ 2,500.00 | $ (900.00) | ||||
| road deposit returns | $ (3,000.00) | |||||
| B. Beach Access Maintenance | E. Shell | platform planking | $ 500.00 | see stairs in | ||
| E. Shell | stair repairs | $ 1,500.00 | contingency | |||
| C. Corporate Expense – SIA non-profit Registration | $ 70.00 | $ (70.00) | ||||
| D. Postage – mailings June/October, bills, mailbox fee | $ 750.00 | $ (532.73) | ||||
| E. Insurance | $ 1,450.00 | $ (1,244.33) | ||||
| F. Office supplies – envelopes, paper, etc | $ 500.00 | $ (128.87) | ||||
| G. Annual Meeting Expense – food etc | $ 500.00 | $ (183.71) | ||||
| H. Legal Expenses | $ 750.00 | $ (710.00) | ||||
| I. Bank fees | $ 100.00 | |||||
| J. Website host annual fee | $ 250.00 | $ (32.36) | ||||
| K. Contingency – stair repairs | $ 7,130.00 | $ (2,642.17) | ||||
| TOTAL OPERATING EXPENSES | $ 22,200.00 | $ (14,418.94) | ||||
| II. CAPITAL IMPROVEMENTS: | none | |||||
| IIII. INCOME | DUES: 74 LOTS @ $300.00 | $ 22,200.00 | ||||
| membership applications 3 x 100 | $ 300.00 | |||||
| road deposits | 2 x 1000 | $ 2,000.00 | ||||
| dues late fees | 5 x $25 | $ 125.00 | ||||
| insur. refund | $ 4.03 | |||||
| Total | $ 24,629.03 |
$24629.03 |
||||
| Reserve Fund | balance 9-30-24 |
86515.07 |
| SUMMERPLACE IMPROVEMENT ASSOCIATION, INC. | |||||
| PROPOSED 2024-5 BUDGET | |||||
| I. OPERATING EXPENSES: | |||||
| A. Roads and Ground Maintenance | |||||
| Roads – grading | $ 2,000.00 | ||||
| Landscape -monthly mow and trim on A1A | $ 4,200.00 | ||||
| Landscape – annual trim | $ 2,500.00 | ||||
| B. Beach Access Maintenance | replace | platform planking | $ 2,000.00 | ||
| $ – | |||||
| C. Corporate Expense – SIA non-profit Registration | $ 70.00 | ||||
| D. Postage – mailings June and October, bills, etc | $ 500.00 | ||||
| E. Insurance | $ 1,500.00 | ||||
| Administrative costs – office supplies, PO BOX, etc | $ 500.00 | ||||
| G. Annual Meeting Expense | $ 500.00 | ||||
| H. Legal Expenses | $ 750.00 | ||||
| I. Bank fees | |||||
| J. Website host annual fee | $ 170.00 | ||||
| K. Contingency | $ 7,510.00 | ||||
| TOTAL OPERATING EXPENSES | $ 22,200.00 | ||||
| II. CAPITAL IMPROVEMENTS: | |||||
| Resurfacing of roads – $20000 from reserve fund | $ 20,000.00 | ||||
| TOTAL CAPITAL IMPROVEMENTS | TOTAL | $ 20,000.00 | |||
| TOTAL BUDGET | $ 42,200.00 | ||||
| INCOME | DUES: 74 LOTS @ $300.00 | $ 22,200.00 | |||