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

Minutes 2016

November 19, 2016
The newly elected SIA, Inc. Board of Directors met at the home of David Courage following the annual meeting on November 19, 2016. Present were Mary Beasman, Dave Courage, Walter Garrard, Bart Heikes and Chuck Pickard.

The purpose of the meeting was to elect Board officers for the coming year. Dave Courage nominated Walter Garrard as President for another term. Those presents approved this nomination in a unanimous vote of support. Walter appointed Bart Heikes as Vice-President and Mary Beasman as Secretary of the SIA Board of Directors.

The Board briefly discussed the following: the process of approving the return of road deposits required during construction or major renovations; and follow-up on an outstanding receivable.

Chuck confirmed his decision to step down from the Board following this term and suggested the Board actively encourage other SIA members to consider serving on the Board.

With no further business, the meeting was adjourned.

Respectfully submitted
Mary Beasman, Secretary

SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Minutes of Annual Meeting, November 19, 2016

The annual meeting of the Summerplace Improvement Association, Inc. was held at 10:00 a.m. on Saturday, November 19, 2016 at 1820 E. Barefoot Place, the home of David Courage.

  1. The meeting was called to order at 10:15 a.m. by SIA, Inc. President Walter Garrard who welcomed those present.Walter recognized and thanked SIA Board members Mary Beasman, Bart Heikes, Chuck Pickard and David Wolfram for their commitment to the SIA community.Walter welcomed new SIA members:
    .Lisa Ali and her family closed last summer on 1821 E Barefoot Place.
  • Bobbi and George Geier will are the new owners of 1800 E Shell Lane and will become permanent residents at the end of this year.
  • Sharon and Ron Lawn purchased the lot at 1971 W Barefoot Place.
  • Additionally, Walter noted that Nancy Beeh and Mary Kirby are now co-owners of the lot at 1921 W Shell Lane.

 2. 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.

3. Proof of notice of meeting
Proof of Notice of the Meeting was presented to President Walter Garrard.

4. Report of Officers
     SIA Financial Statements

  • Walter summarized the SIA financial statements distributed with the annual mailing and reviewed the updated income statement of expenses and income through October 31, 2016. Recent expenses in October included the annual mailing, a deposit for repair of the three sets of SIA beach stairs following Hurricane Matthew and the monthly trimming expenditures for September and October 2016.
  • Walter advised the financials reflect that funds set aside made it possible to repair the SIA beach stairs without a special assessment for this unexpected expense of approximately $7,000. In addition, the financials include funds for the annual trimming (now rescheduled following the completion of the County pick-up of landscape debris due to Hurricane Matthew) and for ­­­the fill and grading of all SIA roads once the annual trimming is completed.Discussion of 2017 Budget
    . Walter reviewed the 2017 Budget including information regarding the upcoming maintenance of the sea wall as required by the DEP every 5 years. Walter indicated the DEP recently cited a homeowner north of SIA for not maintaining the seawall along their property after finding extensive rusting in their portion of the sea wall. Walter indicated that Michael Flax, SIA property owner at 1801 E Shell Lane, will contact those SIA members who also own property along the seawall regarding their individual cost of this maintenance. SIA owns a section of the seawall and will be billed accordingly. The cost of this maintenance has increased approximately 30-50% since it was last done last done in 2012. The final amount owed is still pending. Completion of the seawall maintenance will hopefully be done before the start of turtle season on March 1, 2017.
  • Based on the anticipated expenditures in 2017, annual dues for 2017 are $400 per SIA property.
  • Additional discussion regarding the 2017 Budget concerned legal costs which Walter addressed in his President’s Report.

President’s Report 2016 Update

  • Walter advised the lawsuit filed against SIA and several SIA members by an SIA property owner is ongoing. He read the following statement from our SIA defense attorneys addressing this: “As you know, there is an ongoing lawsuit with a property owner who sued SIA, Inc. and several SIA members two years ago. This case is still pending. Once again, we have advised that the Board members and the other individuals who have been sued in this case to not speak about this situation or discuss the nature of the lawsuit.”Walter thanked SIA members for their understanding and patience regarding this.

SIA Volunteers
Walter acknowledged the support of the many SIA members who volunteer their time on behalf of our community. In particular, he cited Dave Courage for his ongoing support of SIA, Inc. and Chuck Pickard as chair of the Maintenance Committee. Both Chuck and Dave are out on a regular basis working tirelessly on the upkeep of our community common property areas and roads.

Committee Reports
Architectural Review Committee
Walter announced that Van Gainous who joined the Architectural Review Committee in September has accepted the position of Chairman of the ARC. Other members of the ARC include Tim Lauer, Lil Miller-Fox and Bill Powers, with Walter representing the Board as an ex officio member of the Committee.

  • During 2016, three SIA property owners completed new home construction: Carol and Jim Lewin at 1821 E Shell Lane, Tammie and Ron Lowe at 1940 W Barefoot Place and Carmello and Anthony Zuffatio at 1811 E Pebble Path. Additionally, major renovation was completed by Annie Horkan at 1995 W Barefoot Place.
  • George and Bobbi Geier are in the final stages of renovations at 1880 E Shell Lane. And the major renovations underway by Craig and Terri Colligan at 1910 E Shell Lane are anticipated to be completed in February or March 2017
  • The ARC has approved new construction by Andrew and Roseanne Dlugosz at 1999 W Shell Lane.
  • Maintenance Committee
  • Maintenance Chair Chuck Pickard reported he and Dave Courage have kept up the regular maintenance of trimming as necessary, filling the roads including having all SIA roads graded prior to the rainy season, and up keep to the beach stairs, including the gates at each beach access, with new gates at both E Barefoot and E Shell beach accesses during 2016.
  • Chuck indicated Panta Cabrera has taken over the monthly maintenance landscaping of the SIA common areas, easements and cul de sacs.
  • Chuck requested individual property owners to remove any landscape debris remaining from Hurricane Matthew so the annual trimming can be scheduled as soon as possible. He noted there was major growth during 2016 and the annual trimming will address this. The fill and grading of SIA roads will be scheduled following the annual trimming.Additionally, Chuck advised individual property owners are responsible for the growth of their landscape into SIA roadways and asked that members be attentive to this.
  • Chuck noted the new homes within SIA with non-porous driveway pavers are causing runoff issues on each of the east side SIA streets. The Board will explore options to discuss with the owners of these homes regarding how best to address this situation.
  • Chuck announced that while he will remain active on the Maintenance Committee, he will step down from the Board at the end of his term next year and encouraged interested members to step-up to fill this anticipated vacancy on the Board.
  • Dave Courage observed SIA was very fortunate in avoiding significant damage from Hurricane Matthew, saving us from extensive repairs and major expenditures. He advised James Gray of the County granted SIA an emergency permit for the repair of all SIA beach stairs following the hurricane. This allowed us to hire a contractor in a timely manner. Dave advised SIA has established good relationship with contractors who do excellent work at fair pricing.

Nominating Committee

  • Nominating Committee Chair John Lehnhardt thanked the Committee for their work this year. He noted the addition of candidate bios in the annual mailing provided SIA members with important information on the skills, experience and commitment SIA Board candidates offer the community. John indicated he found this of interest and enjoyed the opportunity to learn more about those who were candidates for the Board this year.
  • John informed SIA members that due to an anticipated move to his new home being constructed north of SIA, Dave Wolfram had chosen not to be on the Board for another term; provided the Committee someone else would be available to fill his position on the Board. John reported that Dave Courage expressed interest on returning to the SIA Board and as a result, Dave Wolfram was stepping down from the Board.
  • On behalf of the SIA membership, Walter expressed thanks to Dave Wolfram for his time and commitment as a Board member.

Unfinished Business

  • Chuck expressed appreciation for those SIA volunteers that served on various maintenance crews throughout the year.

New Business

  • Ballot Count: A ballot count was conducted and the following SIA Board Directors were elected for 2017: Mary Beasman, Dave Courage, Walter Garrard, Bart Heikes, and Chuck Pickard.
  • East Shell cul de sac: Jim Lewin expressed concern regarding the appearance of the E Shell cul de sac. After discussion, Chuck will meet with Jim on site to resolve this issue.
  • Annual Meeting Refreshments: Walter thanked Patty Garrard and Lorraine Pickard for providing the refreshments at the meeting. Additionally, he thanked Dave Courage for once again hosting the annual meeting.With no further new business, the meeting adjourned at 11:35 a.m.
    Respectfully submitted,
  • Mary Beasman, Secretary

SIA ARC & Board Meeting, September 14, 2016 Minutes

Attending:  SIA Board President Walter Garrard, Board members Mary Beasman and David Wolfram.  SIA members: Dave Courage, Van Gainous, Carol and Phil Glade

A meeting of the Summerplace Improvement Association, Inc. Architectural Review Committee (ARC) and the SIA Board was held on Thursday, September 14, 2016. The meeting took place at the home of Dave Courage, SIA member.

SIA President Walter Garrard called the ARC meeting to order at 4:00 p.m.

ARC Meeting
Walter advised that long-time SIA resident Van Gainous has been appointed to the ARC and accepted this position.

The members of the ARC received plans from Andrew and Roseanne Dlugloz for the construction of a new home on their property located at 1999 West Shell Lane. Reporting for the ARC, Walter noted 4 of the 5 members of the ARC had responded regarding this proposed construction. All those replying indicated their approval of the plans that meet the ARC guidelines for setbacks, gutters, dry wells, a wood look on the front of the house, etc.­­­­­­ The ARC recommended Board approval of the construction plans for the Dlugloz house.

SIA Board Meeting

Action Items
1. Board Approval of ARC Recommendation: Based on the recommendation of the ARC, the Board unanimously approved the construction plans for the home to be built by Andrew and Roseanne Dlugloz at 1999 West Shell Lane

2. 2016 SIA Annual Trimming: On behalf of the Maintenance Committee, Dave Courage recommended the 2016 SIA annual trimming be done by Cabrera Landscaping as follows:

  • Trim and remove cuttings from 5 SIA roads. To include road sides and overhead growth as needed.
  • Trim, clean and rake beach access paths. Remove cuttings
  • Trim and rake 5 cul de sacs. Remove cuttings
  • Trim and remove cuttings and any debris along SIA/A1A boundary lines
  • All work is to be completed by October 15, 2016, pending inclement weather.

Following discussion of the excellent quality of work by Cabrera Landscaping, the Board unanimously approved the recommendation of the Maintenance Committee for the 2016 annual trimming at a cost of $2,200.

3. Roadway Shell and Grading: Reporting for the Maintenance Committee, Dave Courage noted the SIA roads have not been treated with shell fill and graded since 2011, due to budgetary constraints. This year, the Board approved the expenditure for project. On behalf of the Maintenance Committee, Dave presented a recommendation to the Board that for this road work be done by Tropical Breeze Grading who is able to provide a shell fill similar to that used previously on the SIA roads. The estimate includes 22 loads of fill, leveling and grading of all roads at a total cost of $9,900. This roadwork would begin the week of October 17, 2016 and take two days. In the event of inclement weather, the road work would be rescheduled with completion no later than October 28, 2016. Additionally, SIA reserves the right to request additional fill per road as needed at the same estimated cost per load and including leveling and compacting.

Following discussion, the Board unanimously accepted this recommendation from the he recommendation of the Maintenance Committee Maintenance Committee.

4. Discussion of planned expenses and budgeting for 2017: Walter noted that in 2017, the sea wall will be due for 5-year maintenance. Additionally, with the new fill on SIA roadways, the roads will be graded at least once, possibly twice to help maintain the shell fill. And, as every year, the 2017 budget will cover SIA expenses during the months of October, November and December until SIA annual dues are received January 1, 2016.

New Business
Phil and Carol Glade asked about the drainage problems that have become a concern during the rainy season. Walter noted these drainage issues have come to the attention of the Board in regard to the fill and grading of SIA roadways following the rainy season. The Board will be looking into solutions to recommended for addressing these drainage problems that affect both SIA roads and neighboring properties.

With no further business, a motion was made and seconded to adjourn the meeting.

Respectfully submitted
Mary Beasman

SIA Board Meeting, June 16, 2016 Minutes

Attending:  SIA Board President Walter Garrard, Board members Mary Beasman, Bart Heikes, Chuck Pickard and David Wolfram.

SIA members: Dave Courage, Lil Miller-Fox, Corine and Matt Quickel

A meeting of the Summerplace Improvement Association, Inc. Board was held on Thursday, June 16, 2016. The meeting took place at the home of SIA Board President Walter Garrard, who called the meeting to order at 4:30 p.m.

Prior to the meeting, the Board met with prospective SIA members Sharon and Ronnie Lawn of Vero Beach to review SIA by-laws, governing documents, SIA annual dues, etc. and answer questions pertaining to these or the SIA community. The Board welcomed Sharon and Ronnie to SIA. pending closing on the lot at 1971 W. Barefoot Place,

Walter than called the Board meeting to order and opened the meeting with the following committee reports:

Architectural Review Committee

Walter reviewed construction projects within SIA. He noted

  • Angelo and Camelia Zaffuto have completed construction on their ocean front home on E. Pebble Path.
  • Jim and Carol Lewin will complete construction on their E. Shell Lane home when their swimming pool is done.
  • Also on E. Shell Lane, Joel Graff’s house is listed for sale by owner.
  • On W. Barefoot Place, the new house under construction by Ron and Tammie Lowe is scheduled to be finished in July.

Walter discussed the ARC guidelines for exteriors requiring wood or a wood-like appearance. Exterior material can be actual wood, stucco made to look like wood through formed lapsiding, hardy board, or other materials that meet this requirement.

NOTE: By historical precedent, the ARC permits the wood-like appearance to be limited to the front of a house and to the second story of homes that have garages or covered ­parking on the first level.

Maintenance Committee

Chuck Pickard noted the condition of the SIA roads will be addressed during the upcoming months. The Board discussed options for dealing with the current potholes on all streets with the rainy season upon us. A motion was made that all 5 SIA roads be graded within the upcoming month and then, adding shell fill to the roads after the rainy season.

The Board unanimously approved this motion.

Dave Courage will schedule the road grading for all SIA roads in mid-July. Additionally, Dave will walk the SIA streets with the road contractor to secure a written proposal on the number of loads of fill each street will require. Due to budget constraints, it has been 5 years since the roads received fill. As a result, our roads are now down to the bare surface and will require significant fill.

Dave showed the Board members 2 different fill options. He will meet with the road contractor to discuss a proposal including the recommended fill, the number of loads necessary per road and compacting the fill after it is added to each road. The proposal will be reviewed by the Maintenance Committee and sent to the Board for approval.

Additionally, the annual trimming in the fall was discussed. The Board agreed that an annual trimming in the late fall is sufficient as any other trimming is handled with the assistance of SIA volunteer crews several times a year. Dave noted the last call for volunteers resulted in 11 SIA members who made quick work of taking care of the necessary trimming.

Dave will seek written bids from 3 different landscaping companies for the annual trimming of the roads, the beach accesses and as needed, the cul de sacs. These bids will be reviewed by the Maintenance Committee and sent to the Board for approval.

SIA Legal Representation.

Walter reported on 2016 SIA legal representation, noting that our SIA insurance covers the majority of expenses associated with the Jaffe lawsuit against SIA and named SIA defendants. As needed, SIA consults with Warren Dill our general counsel. Attorney Dill is not on a retainer, but bills SIA for services as they are rendered.

Additional Planned Expenses for 2017

In anticipation of the SIA 2017 budget, Walter noted that the 5-year maintenance of the seawall will be due again in 2017.

With no further business, a motion was made and seconded to adjourn the meeting.

Respectfully submitted,

Mary Beasman, Secretary

Minutes of SIA Board Meeting, February 4, 2016

The board meeting of the Summerplace Improvement Association, Inc. was held on Thursday, February 4, 2016 at 1820 E. Barefoot Place, the home of David Courage.

The meeting was called to order at 2:00 p.m. by SIA, Inc. President Walter Garrard who welcomed those present.

Officers’ Reports

  1. Walter reported that as of January 31, 2016, there were four SIA property owners with outstanding annual dues. Within the week, each of these property owners will receive a letter indicating payment is due within 30 days and the resulting penalties for unpaid dues, including legal action.
  2.  Chuck Pickard advised the Maintenance Committee had replaced an SIA fence that had disintegrated on E. Pebble Path. There was a question about adding shell and fill to SIA roads during 2016. This has not been done for 4 years due to both the lack of funding in the budget and more recently, the major construction projects in SIA with heavy trucks on our roadways. As construction slows down, shell and fill will be added to the roads in the fall of 2016 following the rainy season.
  3.  Walter indicated that John Lehnhardt is chairing an ad hoc committee to discuss the question of adding qualifications for prospective Board members to the annual mailing with the ballot listing candidates for the SIA Board. The committee will begin meeting next month and anyone interested in participating on the committee should contact John.

Action Items
1. Walter advised SIA insurance coverage is covering the expenses for SIA, Inc. and the named defendants in the Jaffe vs. Summerplace lawsuit.

2. Construction of a non-permanent lamppost in the SIA common area at 1801 Shell Lane: The property owner at 1801 Shell Lane presented a request to add a non-permanent lamppost/gate to the front of his property. This would be located in the SIA common area in front of the property. Walter described this common area and explained that non-SIA construction in a common area requires a majority vote of SIA members to be approve by a majority vote of the SIA membership.

3. There was a lengthy discussion regarding the pros and cons of this request during which the property owner clarified that the request was specifically for a temporary lamppost.

Following discussion, Walter advised there were not enough members present at the meeting to constitute a majority of the membership for this vote. Therefore, those present would complete a voting certificate and cast their ballots at the end of the meeting. Then, the meeting would be held open during which time the rest of the membership would receive information on this request along with voting certificates and ballots to cast their vote in this matter. This process would continue until there was a vote by the majority of the membership to resolve this issue.

4. Trailer located at 1980 Barefoot Place: Walter reviewed the on-going issue of a trailer parked in the front yard at 1980 Barefoot Place and the various attempts the Board had made to work with the property owner to resolve this – all to no avail. The adjacent property owner at 1960 Barefoot Place indicated there was a compliant regarding this issue presented at the annual meeting including the concern the trailer at 1980 Barefoot Place is effecting property values. It was requested the annual meeting minutes be amended to include this compliant.

Walter explained the process necessary to bring legal action in this situation. A motion was made and agreed to unanimously to proceed with this process and legal action as necessary.

Unfinished Business
1.  There was a discussion regarding the cul de sac on E Shell Lane and whether a palm tree could be added to the cul de sac to replace the Australian pine removed from this area. The landscaping along the west side of the cul de sac was also discussed. It was noted that approval from DEP would be required if it was necessary to remove any sea grapes from this location or the cul de sac. Chuck advised the cul de sac situation would be reviewed and appropriate steps taken as necessary as large vehicles, such as the Waste Management trucks could no longer negotiate the cul de sac.

With no new business, those present voted on the request to add a non-permanent lamppost on SIA common area located in the front of the property at 1801 Shell Lane. Following voting, the meeting was continued until 2:00 p.m. February 18, 2016 at 1860 Shell Lane.

Respectfully submitted,
Mary Beasman, Secretary

ADDENDUM: This meeting was held open and those SIA members not present received information, voting certificates and ballots providing the opportunity to vote on the request to add a non-permanent lamppost on SIA common area on the front of the property at 1801 Shell Lane. On February 18, 2016, a majority of members had returned completed voting certificates and ballots. Members of the Summerplace Improvement Association, Inc. voted to approve construction of a non-permanent lamp post in the common area of the association in front of 1801 Shell Lane.