Meeting of the Summerplace Improvement Association Board of Directors
November 15, 2014
The newly elected SIA, Inc. Board of Directors met at the home of David Courage following the annual meeting on November 15, 2015. Present were Mary Beasman, Walter Garrard, Bart Heikes, Chuck Pickard, and Dave Wolfram.
The purpose of the meeting was to elect Board officers for the coming year. After a brief discussion, a vote was taken to retain Walter Garrard as President and Bart Heikes as Vice-President and Mary Beasman as Secretary of the SIA Board of Directors.
Bart and David Wolfram volunteered to handle interviews for those seeking to purchase a home within SIA, Inc. Mary volunteered to handle the paperwork associated with this process and will meet with Walter to review the various documents.
The Board discussed possible candidates to join the Architectural Review Committee to engage more SIA members into that process. Walter had several thoughts on who he would like to approach for this and will follow-up on this early in the New Year.
With no further business, the meeting was adjourned.
Respectfully submitted
Mary Beasman, Secretary
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SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Minutes of Annual Meeting
November 15, 2014
The annual meeting of the Summerplace Improvement Association, Inc. was held at 10:00 a.m. on Saturday, November 15, 2014 at 1820 E. Barefoot Place, the home of David Courage.
The meeting was called to order at 10:05 a.m. by SIA, Inc. President Walter Garrard who welcomed those present.
Calling of the Roll
Secretary Mary Beasman called the roll and announced a quorum to be present either in person or by proxy and certified all proxies for voting. Proof of Notice was presented to President Walter Garrard.
Walter welcomed new SIA members: Rene Hall and Jim Chalkley, Anne Horkin, Michael and Lori Kinder, Robin Kinder and Ed Schuetz and Beth Darragh, who purchased a home in Summerplace in August 2013 and was attending her first SIA annual meeting.
Walter recognized and thanked SIA Board members Mary Beasman, Bart Heikes, Chuck Pickard, Dave Wolfram and Treasurer Sue Harvey for their time and commitment to our community.
Report of Officers
a. Treasurer’s Report
Treasurer Sue Harvey was unable to attend the annual meeting due to a family medical emergency. Walter summarized the SIA financial statements distributed with the annual mailing and reviewed the projected budget for 2015.
Discussion followed regarding the expenses legal expenses incurred during the 2014 fiscal year. Walter advised that legal costs fell two separate categories: the updating of the SIA, Inc. governing documents and the expenses associated with addressing issues raised by the property owner at 1802 E. Barefoot Place who continues in efforts to close the E. Barefoot Place deeded beach access. Walter noted that by law, SIA, Inc. is required to respond to the demands for mediation, legal correspondence, records requests, etc. initiated by this owner through his attorneys.
Several questions were raised regarding possible options for dealing with these legal issues. Various members noted the Board is not spending money frivolously and spoke in support of the Board continuing to address SIA legal issues in the manner they have been doing.
At the conclusion of the discussion on finances and the 2015 budget, a motion was made and seconded to accept both the 2014 financial statement and the 2015 budget. In a voice vote, this motion was approved by the majority of the members present.
b. President’s Report
Walter extended his appreciation and gratitude to the many SIA members who volunteer their time on behalf of our community. In particular, he noted Dave Courage who is a right hand to Walter regarding the responsibilities of the office of SIA President and Chuck Pickard who, as chair of the Maintenance Committee, works tirelessly on the upkeep of our community common property areas and roads.
Committee Reports
a. Architectural Review Committee
As chair of the ARC, Walter reported that various SIA members undertook numerous small projects in the past year to improve their homes and property. These included replacing current siding with hardy board, adding a fence, etc.
Larger projects during the year were all located on E. Shell Lane. These included major interior renovations and yard landscaping by Michael and Sandra Flax at 1801 E. Shell Lane, continued progress with construction by Joel Graff at 1841 E. Shell Lane and a new addition to the home of David and Diane Wolfram at 1820 E. Shell Lane.
Walter advised the following will build new homes in our community during 2015: Jim and Carol Lewin at 1821 E. Shell Lane, Ron and Tammy Lowe at 1940 W. Barefoot Place and Angelo and Carmella Zaffuto at 1811 E. Pebble Path.
Additionally, Robert and Julia Jaffe have submitted plans to the ARC to construct a portico over their driveway.
b. Maintenance Committee
Chair Chuck Pickard expressed thanks to the volunteers who assisted with the trimming at each SIA beach access and other common areas throughout the year. He noted there would be another opportunity coming up soon for volunteers to help with the trimming
Chuck reported that all SIA roads were bladed and crowned last month. This project had been delayed due to the heavy rains throughout the summer into September.
c. Nominating Committee
Walter expressed thanks to the Nominating Committee for their work this year. The Committee was chaired by Lil Miller Fox and included members Jean Etzel, Van Gainious and Mary Kirby. He noted that Lil rescued herself from the committee’s deliberations when Gary Fox expressed interest in being a candidate for the Board. Van then headed the committee’s work to recommend a slate of candidates for the 2015 SIA Board of Directors.
Walter encouraged SIA members interested in serving on the Board in the future to contact a member of the Nominating Committee.
Unfinished Business
a. Update on proposal to install sewers throughout Summerplace
Walter acknowledged the support of Indian River County Commissioner Joe Fletcher in helping to derail a proposal by the county to install sewers in Summerplace. The proposed sewer plan lacked scientific study to substantiate that septic systems in Summerplace were responsible for polluting the Indian River Lagoon. Additionally, the proposal ignored the significant impacted the recommended sewers would have on our community in requiring our current shell roads to be paved and, roads as a result, decimate many of the old growth trees along our roads.
The Environmental Learning Center is conducting a study of ponds in different local neighborhoods, plus the Lagoon along these areas to help determine the level of pollution and the role, if any, septic systems have in contributing to this problem.
Water urged SIA members to help protect the Lagoon by ensuring their septic systems are in good working and having them checked and cleaned regularly.
b. County Fertilizer Ordinance
Walter advised members of the importance of following the Indian River County General Fertilization Requirements regarding the use of fertilizer including the restrictions on fertilizing between June 1st and September 30th. For easy reference, an overview of the County’s ordinance on fertilizing is available at the end of these minutes.
Additionally, members are reminded of:
• The state-wide ban against planting and cultivating non-native species and the requirement to remove any invasive species already growing on individual properties. Information on native plants and Florida-friendly landscaping is available online or from the Environmental Learning Center.
• Being mindful to keep trash and pollution from going into the Lagoon or any waterway.
• And for dog owners, picking up after their pets is essential to help preventing pollution in the Lagoon and our waterways
New Business
a. Updating of SIA, Inc. governing Documents
Walter reported that the Board is continuing the process of updating all SIA Inc. governing documents that began last year with the reviving of these documents. He noted our current SIA documents date to 1961. Updating these will incorpate the requirements of Florida Statute 720 and will provide for self-generating updates to this statute. Additionally, the Board seeks to have the documents written in modern terminology that is laymen friendly.
To date the Board has reviewed the first draft of the updated document. Review of the second draft is pending. Once a final draft of the documents is available, the Board will seek input from all SIA members on the suggested updates and revisions. At the conclusion of this process, a vote of the membership is required to approve and accept the newly amended documents.
b. Special Assessments
A discussion was held on how best to proceed should a special assessment become necessary during the next year. Various suggestions were made by several members regarding special assessment for different purposes.
A motion was made and seconded giving the Board the authority to levy a special assessment as necessary. The discussion that followed focused on limiting special assessments to no more than two a year, each in the amount of $175 (total of $350 a year per member) and each special assessment restricted to a defined purpose such as beach access repair, legal expenses or maintenance projects.
Following discussion, the motion was revised and seconded authorizing the Board to levy a special assessment as necessary, not to exceed $500 per member annually, for any expenses the Board deemed necessary for the well being of SIA, Inc. and its members.
At the conclusion of the discussion, a voice vote was taken and this motion was approved by the majority of the members present.
c. Ballot Count
A ballot count was conducted and the following SIA Board Directors were elected for 2015: Mary Beasman, Walter Garrard, Bart Heikes, Chuck Pickard and Dave Wolfram.
d. Appreciation
On behalf of the SIA membership, Dave Courage recognized SIA President Walter Garrard:
“The Board and the membership of Summerplace recognize your leadership and tireless effort and endeavors on behalf of our community. In appreciation of such, your friends and neighbors wish to present to you and Patty this gift certificate to one of your favorite dining establishments.
Now there was consideration to giving you a plaque or trophy. But knowing you had numerous good citizens plaques from Cooper City and a trophy or 2 from your bowling league, that would be overkill. However, under consideration, it was decided there would be a trophy presentation. The trophy is the MVP or Most Valuable Player award and the Summerplace Most Valuable Player Award goes to: Mary Beasman.”
With no further new business, the meeting adjourned at 12:15 p.m.
Respectfully submitted,
Mary Beasman, Secretary
A reminder to SIA members:
SIA Inc. information and minutes are posted on our website at www.summerplaceflorida.com
General Fertilizer Requirements (adapted from IRVgov.com)
1. Fertilizer cannot be applied:
• Between June 1 and September 30
• To saturated soils, or when rainfall greater than 2 inches in a 24 hour period is likely
• When a Flood/Tropical Storm/Hurricane Watch or Warning is in effect for any part of the County
2. Fertilizer shall not be applied within ten feet of any wetland or water body or from the top of a seawall
3. No phosphorous shall be used without the proper soil or plant tissue test showing a deficiency.
4. Until May 31, 2014, fertilizer with nitrogen shall contain at least 25% slow release nitrogen. Beginning June 1, 2014, fertilizer with nitrogen shall contain at least 50%slow release nitrogen.
5. Packaged fertilizer must be applied in accordance with the requirements on the labels.
6. Fertilizer shall not be applied before seeding or sodding a site or within the first 30 days.
7. Spreader deflector shields are required when using rotary spreaders.
8. Fertilizer shall not be applied, spilled, or otherwise deposited on any impervious surfaces.
9. Fertilizer shall not go into stormwater drains, ditches, conveyances, or water bodies.
10. Grass clippings, vegetative material or debris shall not go into stormwater drains, ditches, conveyances, water bodies, wetlands, sidewalks or roadways.
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SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Board Meeting
May 17, 2014
Minutes
Attending
Board President Walter Garrard, Vice-President Bart Heikes, Directors Mary Beasman, Chuck Pickard, Martha Powers and Dave Wolfram
SIA members: Dave Courage, Lil Miller-Fox, Carol and Phil Glades, Susan and Scott Windham
A meeting of the Summerplace Improvement Association, Inc. Board was held on May 17, 2014, at the home of SIA Board President Walter Garrard who called the meeting to order at 10:03 a.m.
Secretary’s Report
Mary Beasman reported a mailing will be sent to SIA property owners within the week. The mailing will include information on both the SIA short-term rental policy and SIA street parking restrictions which were recently updated and approved by the Board; and a memo from Lil Miller- Fox, chair of the 2014 Nominating Committee, regarding the 2014 Nominating Process for SIA Board of Directors and Call for Nominations. The information in the mailing will also be posted on the Summerplace website and community bulletin board.
Mary thanked Lil, Van Gainous and Bart Heikes for their assistance with preparing this mailing.
There were no other reports from SIA officers.
Action Items
Walter advised the SIA Board will be working with attorney Jeffery Rembaum, an HOA specialist. Mr. Rembaum will review SIA, Inc. covenants and update these as necessary to ensure compliance with current state laws.
Following discussion, the Board unanimously approved moving forward with updating the SIA governing documents.
With no further business, the meeting was adjourned.
Respectfully submitted
Mary Beasman, Secretary
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SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Board Meeting
April 24, 2014
Minutes
Attending
Board President Walter Garrard, Vice-President Bart Heikes, Directors Mary Beasman, Chuck Pickard, Martha Powers and Dave Wolfram
SIA members Craig Cyr and Dave Courage
A meeting of the Summerplace Improvement Association, Inc. Board was held on April 24, 2014, at the home of SIA Board President Walter Garrard who called the meeting to order at 10:00 a.m.
Maintenance Committee Report
Maintenance Committee Chair Chuck Pickard reported the common property areas on East Barefoot Place and East Shell were trimmed and cut back as needed. He expressed thanks to the seven volunteers who worked for two-and-one-half hours to accomplish this.
Chuck encouraged all SIA members to cut back any abundant spring growth on their properties, especially in the areas along A1A and bordering SIA streets.
Upcoming maintenance projects include the blading of SIA roads and tightening the bolts on all SIA beach access stairs.
Treasure’s Report
Walter Garrard reported for Treasurer Sue Harvey a balance of approximately $23,000 with all bills paid to date. Three SIA members have annual HOA dues that remain outstanding. Of these, one will complete a second installment payment by June 1, 2014, and a second is paying via an approved payment schedule. The third has not responded to the standard follow-up dues payment reminders. The Board agrees that a certified letter be sent regarding the non-payment of these dues.
Action Items
1. At the request of the property owner at 1811 E. Barefoot Place, the Board unanimously approved an affidavit statement regarding the footprint of the house originally built on this property.
2. Craig Cyr presented construction diagrams to build a one-car garage on his property at 1881 E. Shell Lane. The construction will require a variance to the County’s standard 20 foot set-back as the result of the property owner having donated a section of his property to the County for the sewer pipes that was installed on E. Shell Lane. This sewer was installed by the County in 2009 to service the buildings at Wabasso Beach.
The Board unanimously approved this set-back variance to build a one-car garage at 1881 E. Shell Lane.
3. The Board discussed signs that are allowed on private property within SIA – other than real estate for sale or for rent signs. At the SIA annual meeting in 2006, the membership approved the Board’s decision to allow SIA members to have a single private sign on their individual property, other than a sign for real estate purposes, as long as the size and content of the sign received prior approval from the Architectural Review Committee.
Following this discussion, the Board unanimously confirmed this 2006 decision by the SIA membership.
The Board noted that signs on SIA common property and roadways can only be placed there by a vote of the Board. These signs include, but are not limited to, signs indicating the speed limit, no parking, private property, children playing, etc.
4. Walter advised a six (6) foot custom wood privacy fence has been approved at 1961 W. Shell Lane.
5. SIA 2014 Nominating Committee: At the 2013 SIA annual meeting Walter advised that going forward the SIA Nominating Committee would remain in place throughout the year to allow the committee additional time for discussion with those interested in becoming candidates for the SIA Board of Directors. Lil Miller-Fox serves as Chair of the Nominating Committee and serves alongside Van Gainous, Jean Etzel, Carol Glade and Mary Kirby. Lil encourages SIA members to contact her, or any member of the committee, if they’d like to serve on the Board or nominate a neighbor. Lil’s cell is 772-532-0335 or email at: Lil@PrivateCommunities.com
Unfinished Business
1. The Board reviewed the placement of the No Parking/Tow Away signs at the entrance to each SIA roadway. Walter noted Florida state law requires placement of any HOA sign regarding no parking zones to be within 25 feet of the entrance so that drivers can see the sign as they enter each street.
The Board will send a letter to SIA members with a notice regarding SIA parking regulations. In addition, this information will be posted on the community billboard, as well as the Summerplace website.
New Business
1. North Beach Civic Association: The Board will post a notice on the Summerplace website and the community bulletin board encouraging SIA members to attend the April 26, 2014, annual meeting of the North Beach Civic Association (NBCA). The NBCA provides a voice for residents of Vero Beach’s barrier island regarding issues that impact all of us who live here. Of special note is NBCA played a critical role in terminating the proposed septic system-sewer conversion project for Summerplace/Oceanaire Heights. They alerted us that the feasibility study was rapidly moving through the County Commission and provided critical information and support for our efforts.
Current NBCA efforts are focused on beach preservation, the potential of large increases in flood insurance, the health of the Indian River Lagoon and issues concerning the ALL Aboard rail plan.
Additional information regarding NBCA is available at: northbeachcivicassociation.org
2. SIA Property Rentals: The Board reviewed the SIA policy regarding the length of short-term property rentals within the SIA community. Following discussion the Board unanimously approved updating SIA rental policies to the following:
Rental of individual properties within SIA is limited to a minimum period of not less than thirty (30) days and to a maximum period of a total of six (6) months within each calendar year of January 1st- December 31st.
This information will also be included in the board letter to SIA property owners and be posted on the community billboard, as well as the Summerplace website, to alert all members to this update of the rental policies.
With no further business, the meeting was adjourned.
Respectfully submitted
Mary Beasman, Secretary
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SIA Property Rentals
To: SIA Members
From: SIA Board of Directors
Date: May 22, 2014
Re: SIA Property Rentals
At the SIA Board meeting held on April 23, 2014, SIA Directors reviewed the policy regarding the length of short-term property rentals within the SIA community. The Board unanimously approved the following update to the current SIA rental policies:
Rental of individual properties within SIA is limited to a minimum period of not less than thirty (30) days and to a maximum period of a total of six (6) months within each calendar year of January 1st- December 31st.
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Summerplace Street Parking Restrictions
To: SIA Members
From: SIA Board of Directors
Date: May 22, 2014
Re: Summerplace Street Parking Restrictions
The SIA Board of Directors has discussed the growing problem of vehicles parked in the Association’s cul de sacs. Parking in the cul de sacs hinders or completely blocks traffic, including emergency vehicles, presenting a significant safety issue to Summerplace residents. Numerous attempts to secure the cooperation of those parking in the cul de sacs have proven unsuccessful in curtailing this. Having exhausted other options, the Board unanimously agreed that vehicles are prohibited from parking in any SIA cul de sac.
In addition to no parking in SIA cul de sacs, the Board approved the following regulations regarding parking on SIA streets:
1. Loading and unloading on SIA streets is permitted for thirty (30) minutes only. Prior authorization from the Board is required if additional time is required for loading or unloading (i.e. moving vans).
2. All individual, construction and service parking is permitted only on the South side of SIA streets, except for loading and unloading (as noted above).
3. Driveways shall not be blocked without the expressed permission of the property owners affected.
4. Overnight street parking is not permitted on SIA streets
No parking tow zone signs are posted at the entrance to each SIA street. A vehicle violating any of the parking codes stated above will be towed at the vehicle owner’s expense. Please note: Only Board members are authorized to contact the towing company regarding a vehicle violating an SIA parking regulation. Any such vehicle should be reported to a Board member who will contact the towing company to remove the vehicle. Below are the names and the telephone numbers of current SIA Board members.
• Walter Garrard phone: 772-918-8063
• Mary Beasman phone: 772-228-8475
• Bart Heikes phone: 772-589-4593
• Chuck Pickard phone: 772-589-2758
• Martha Powers phone: 772-589-4951
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SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Board Meeting
March 11, 2014
Minutes
Attending
Board President Walter Garrard, Vice-President Bart Heikes, Directors Mary Beasman, Martha Powers and Dave Wolfram
The Board of the Summerplace Improvement Association, Inc. held an emergency meeting on March 11, 2014, to consider approval of the fence erected on the property at 1960 W. Barefoot Place. This original six foot fence was approved by the SIA, Inc. Architectural Review Committee (ARC). Subsequently, a question was raised regarding the setback of the fence.
The Board voted to write an approval letter for the fence upon receipt of a legible copy of the permit information from the county verifying the fence meets county code height restrictions and setback restrictions.
The Board also reviewed the request from Farrow Construction Company for after-the-fact approval for eight construction projects completed at 1802 E. Barefoot Place. Of the items presented for review only the fence had been submitted to the ARC prior to construction and received approval.
The remaining projects for which after-the-fact approval is being sought were undertaken and completed without being submitted to the ARC. These projects do not meet the established SIA architectural guidelines and because of this, the Board agreed unanimously it was not possible to grant after-the-fact approval for these projects.
With no further business, the meeting was adjourned.
Respectfully submitted
Mary Beasman, Secretary
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SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Board Meeting
January 26, 2014
Minutes
Attending
Board President Walter Garrard, Vice-President Bart Heikes, Directors Mary Beasman, Chuck Pickard, Martha Powers and Dave Wolfram
SIA Members: Dave Courage, Corrine and Matt Quickel, Trish and Peter Worthy
A meeting of the Summerplace Improvement Association, Inc. Board was held on January 26, 2013, at the home of SIA Board President Walter Garrard who called the meeting to order at 2:00 p.m.
Treasurer’s Report
Walter Garrard reported for Treasurer Sue Harvey a balance of $16,000 with all bills paid to date. As of January 23, 2014, a total of 21 SIA members had outstanding annual HOA dues payments. Walter noted that it is customary to send a reminder letter in January to those members with unpaid dues. The Board authorized a reminder notice be sent indicating payment of annual HOA dues by February 15, 2014 would avoid incurring a late fee and accruing interest.
Maintenance Report
Maintenance Committee Chair Chuck Pickard advised the drainage problem at the east end of Shell Lane is being addressed and the SIA community billboard, damaged by the recent heavy rains, would be replaced. Additionally, Chuck announced the northeast corner of the East Barefoot Place cul de sac would be removed on Monday, January 28, 2014. This follows the work by Dave Courage to trim back plantings in the cul de sac. The Board expressed appreciation to Dave for his efforts in improving the appearance of the cul de sac.
Action Items
1. Discussion regarding the number of lots in the Association: The Board again reviewed a request for an adjustment in the 2014 annual HOA dues based on the property owner’s contention that the house on the property was built in the “middle of an “oversized lot, “not a double lot on which the assessment has been based in all previous years. As originally platted, the lot in question is a double lot and SIA, Inc. governing documents prohibit any change from the original number of 74 platted lots.
The historical precedent of annual HOA dues assessments is based on a total of 74 lots as originally platted in Summerplace. This applies to SIA property owners who own separate lots, as well as those property owners who own more than one contiguous lot.
Based on these considerations the Board unanimously reaffirmed its opinion that SIA governing documents do not permit an adjustment in the annual HOA assessment of the property which consists of two distinct lots as originally platted.
2. Discussion regarding promulgation, authority and enforcement of SIA community rules: The Board reviewed the SIA By-Laws which state in Article IV Section S the Board “shall take action and conduct hearings on charges made against members of the Association or default in payments called for under these By-Laws, or for misconduct, and it shall determine the penalty therefore.”
a) Parking within the cul de sacs: The Board discussed the growing problem of vehicles parked in the Association’s cul de sacs. Parking in the cul de sacs is hindering or completely blocking traffic, including emergency vehicles which presents a significant safety issue to residents. Numerous attempts to secure the cooperation of those parking in the cul de sacs have been unsuccessful in curtailing this. Having exhausted other options, the Board unanimously approved a motion to establish no parking tow zones for all SIA cul de sacs. Prior to implementing this, the Board will send a letter to SIA property members and a notice regarding this will be posted on the community billboard, as well as the Summerplace website, together with the following parking reminders:
– Construction and service parking is permitted only on the South side of SIA streets, except for loading and unloading
– Loading and unloading on SIA streets is permitted for thirty (30) minutes only. Prior authorization from the Board is required if additional time is required for loading or unloading (i.e. moving vans).
– Driveways shall not be blocked without the expressed permission of the property owners affected
– Overnight street parking is not permitted on SIA streets
b. Trailers, motor homes and campers: The Board has received several complaints regarding parked trailers which are visible on properties. SIA, Inc. governing documents are ambiguous in regard to specific types of trailers other than boat trailers. However, by historical precedent the Association’s rule pertaining to trailers, motor homes and campers has applied to all types of trailers in the past, requiring that these be fully covered or placed under or in a permanent structure.
The Board discussed several feasible options with the property owners of larger trailers which are currently visible as parked. A mutual agreement was reached that this situation would be attended to within 30 days.
Unfinished Business
There were several questions regarding how many sets of plans should be submitted to the SIA Architectural Review Committee for review of proposed construction. Walter advised the Committee requires five (5) complete sets of plans, with one (1) set having an official seal by the engineer of record.
With no further business, the meeting was adjourned.
Respectfully submitted
Mary Beasman, Secretary