Summerplace Improvement Association, Inc.
Board of Directors Meeting Minutes
October 7, 2019
The meeting was called to order at 5PM.
Attending: Board members: Ronnie Lawn, Walter Garrard, Bart Heikes, Steve Melchiori, Mary Beasman
SIA President: John Lehnhardt, SIA Members: Billie Thompson, Diane and Dave Wolfram, Andy Dlugosz
Item 1 – Beach Stair repairs
SIA received 3 bids from contractors to repair the E. Pebble Path and E. Shell Lane crossovers that were damaged by high tides and surf around hurricane Dorian. The E. Barefoot Place crossover is stable and does not need repair. The bids varied and the contractors had different approaches to the repairs. The lowest bid seemed to have the best solution to the repairs. We have received an emergency permit from the county to do the repairs without FDEP input due to the damage having been done by a named storm and a declared emergency by the Governor of Florida.
Walter Garrard moved to accept the lowest bid of $4200, seconded by Bart Heikes. All 5 board members voted to accept the motion. Due to the continued high tides and rough surf, the repairs will be delayed until after November 1. John Lehnhardt will contct the bidders.
Item 2 – Road Maintenance
One bid was received to grade the roads from the same company that has done our road work in the past, last in 2017. No other providers offered bids though several were contacted. The cost would be $650 to grade all five roads plus $450 to roll if we wanted that done. The roads are in pretty good shape and it was agreed no additional material needs to be added. There is a significant drainage issue on E. Shell at the cul de sac and the Wolfram property that needs to be addressed this year before general grading is done. Steve Melchiori will get together with Dave Wolfram on site to look at the problem. Steve Melchiori has extensive experience with grading and drainage problems from his work history. Steve will get back to the board will possible solutions and costs.
It was decided to hold off on approving the grading bid until we get an idea of a solution and cost on addressing the E. Shell drainage problem.
Item 3 – Annual vegetation trimming
Only one bid was received for the annual trimming. Several landscapers were contacted but declined to provide bids. The contractor is the same one who has done the work the last few years and already does our monthly mowing along A1A. The bid was the same price as last year, $2250.
Bart Heikes moved to accept the bid, seconded by Walter Garrad. All five board members voted to accept the motion. The work will be done the weekend of Oct. 26 and 27, starting at 8am on E. Shell.
Item 4 – Annual meeting funding
The annual meeting traditionally costs about $400 for the mailing and $250 for the refreshments. We also need a new coffee pot, which Patty Garrard can purchase for $39.
Steve Ronnie Lawn moved to accept the costs for the annual meeting, seconded by Bart Heikes. All five board members voted to accept the motion.
Motion to adjourn by Bart Heikes, seconded by Mary Beasman.
The meeting was adjoiurned at 6pm.
Respectfully submitted, John Lehnhardt, SIA President
Summerplace Improvement Association, Inc.
Board Meeting Minutes
May 16, 2019
Attending: SIA Board President John Lehnhardt, Board members Mary Beasman, Bart Heikes and Steve Melchiori, SIA member Andy Dlugosz
John Lehnhardt called the meeting to order at 4:05 p.m.
1. Presidents Report
New Business
a. Review of proposed Rental Registration for SIA property owners who rent their properties
SIA Board President John Lehnhardt noted the proposed SIA Rental Registration Form is to provide the Board a means to track rentals within our community; and to ensure both SIA members renting their properties and renters within SIA understand the SIA rental guidelines and the general community rules. Following discussion, the proposed SIA rental registration form was approved by a unanimous vote of the Board. This form will be required for each individual rental within SIA, effective July 1, 2019. Each SIA property owner renting an SIA property will be required to complete and return the SIA Rental Registration form to John two weeks in advance of the start of every rental period. The form will be sent to all SIA members in the annual June Mailing. John will follow up with SIA members who rent property with our community.
b. 2019 SIA Nominating Committee appointments
John announced Ed Seeman will chair the 2019 Nominating Committee. Ed has prior experience as a member and president of an HOA in Atlanta. He and his wife Anne reside seasonally at 1960 W. Barefoot Place. Joining Ed on the 2019 Nominating Committee are Jean Etzel, Carol Glade and Lee Anne Philips. Information on the SIA nominating process and details for any SIA member interested in being on the 2019 slate of Board candidates will be included in the annual June Mailing.
c. Approval of June 2019 membership mailing materials
The Board discussed the June 2019 mailing which will include the following the following three documents:
i. A letter from Board President John Lehnhardt announcing the date of the 2019 Annual Meeting (November 16, 2019) and the 2019 call for nominations, plus information on the SIA Rental Registration Form.
ii. A copy of the SIA Rental Registration Form
iii. A letter from Nominating Committee Chair Ed Seeman with information on the qualifications for candidates interested in serving on the SIA Board, details on the nominating process and a candidate information form to be completed and returned to the Committee by those SIA members interested in being on the 2019 slate of Board candidates.
2. Committee Reports
a. Maintenance Update
As the current SIA Maintenance Chair, John provided the following updates on current maintenance projects:
i. The E. Shell beach stairs are open for use while awaiting the required railings. Pending the fabrications of the railings, work on the stairs is scheduled to be done by June 1, 2019. A required county inspection of the stairs will take place once all work is completed.
ii. The E. Shell cul de sac has been planted with numerous beach berry plantings. A Geiger tree will be added to the cul de sac and complete the landscaping of this area. Both Michael Flax and Dave Wolfram have agreed to water the new plantings until these are established.
iii. The E. Shell walkway and railing to the dune crossover will be painted with deck paint to improve the appearance of these areas.
b. Architectural Review Committee Update
i. John informed the Board that hardie board is being added to a section of the second story of the Graff property at 1841 E. Shell Lane. This follows Mrs. Graff reaching out to the Board for assistance in addressing the requirement of an exterior with a wood-like appearance on homes within SIA. John noted the ARC approved this addition of hardie board as meeting the requirement of an exterior with a wood-like appearance. Additionally, this will fulfill the Mediation Settlement Agreement with the late Joel Graff that had been pending since 2011.
ii. John advised Van Gainous has stepped down as chair of the ARC. The Board expressed appreciation to Van for serving as ARC chair.
iii. John announced Lil Miller Fox will serve as ARC chair. Members of the ARC include Crary Lauer, Steve Melchiori, and John Lehnhardt, ex-offico
c. Repair of the SIA website and Updates of Information on the website
i. John reminded SIA members the SIA website at Summerplaceflorida.com is the main source of Board communication with all SIA members, together with the community bulletin board, centrally located at the A1A end of E. Barefoot place.
ii. Following technical issues with the website, it is now possible to post information from the Board on the Home Page of the website. All SIA members are advised to use the email notification to receive notice of new postings on the SIA website (Summerplaceflorida.com). This notification service is located on the top right side of the homepage of the website under the “Subscribe” heading.
iii. John indicated technical issues remain with the SIA website. The next step is a technical review and renovation as necessary to allow updating of the additional sections of the website. Andy Dlugosz suggested contacting a local college regarding hiring a student trained in technology to assist with this.7.
Other
The Board discussed several complaints received recently concerning parking violations within SIA. A suggestion was made that the Board issue parking stickers to all SIA vehicles. However, in discussion the Board agreed there is generally good compliance with the SIA Parking Guidelines available on the SIA website (Summerplaceflorida.com) under the Update section of Governing Documents. SIA neighbors are usually able to work out any parking problem such as blocking a driveway or parking in the cul de sac. The majority of those in violation of these parking regulations tend to be non-members unaware of the SIA parking guidelines The Board will review the SIA Parking Guidelines and determine if there are reasonable measures that will help address parking concerns.
With no further business, a motion was made and seconded to adjourn the meeting.
Respectfully submitted,
Mary Beasman, Secretary
Summerplace Improvement Association, Inc
Board Meeting Minutes
March 29, 2019
Note: Notice of this SIA Board meeting was posted on the SIA community bulletin board 48 hours in advance of the meeting as required. There were ongoing technical issues with the Summerplace website which prevented posting information on the website until these issues were corrected.
John Lenhardt called the meeting to order at 4:05 p.m.
1. President’s Report:
a. The SIA Architectural Review Committee (ARC) Recommendations on the Graff house: John Lehnhardt reported the ARC met on March 19, 2019 to discuss recommendations for the Graff house at 1841 E. Shell Lane that would meet the required standard that homes in SIA have an exterior with a wood-like appearance. These recommendations would be directed at fulfilling the 2011 Mediation Settlement Agreement between SIA and the late Joel Graff.
i. ARC Committee member Lil Fox presented research on the houses located on E. Shell that meet the requirement of a wood-like appearance on the exterior. This information showed a variation of wood-like appearances on the exteriors of the homes. These include a total wood-like exterior on some homes. Other homes have a wood-like exterior only on the second story of the home. Following discussion of the current and historic interpretation and implementation for the ARC Guideline for an exterior wood-like appearance, the ARC made the following recommendations to the Board on the Graff residence:
Option 1: Reside the entire house with hardie board or wood appearing stucco as shown on the original building plans and was approved in 2011 by the SIA ARC.
Option 2: Reside the house with hardie board or wood appearing stucco only on the entire front of the house facing the street.
Option 3: Reside, at a minimum, with hardie board or wood-like appearing stucco facing on the second story of the house fronting the street, except for the center two-story bay window like structure comprised of tall arched windows.
The ARC further recommended, if Option 3 is chosen by the current owner, which seems likely, the owner have the latitude to increase or adjust the siding coverage of the house to meet their own aesthetic preference, without having to come back to the ARC or SIA Board for approval, as long as the plan meets the minimum requires stated in Option 3.
John noted in reaching these options, the ARC followed the trail of what has been done previously to meet the required wood-like appearance on homes within SIA. A survey of the 61 houses in SIA revealed that 21 houses do not have a full siding wood like appearances. Based on this, the Committee discovered since the hurricane of 2004 the norm has been approval of hardie board on the upper story of the front or side of houses facing SIA streets.
ii. A motion was made and seconded for Board approval to accept the three recommendations from the ARC that would meet the guideline for a wood-like exterior on the Graff house. Following discussion, the Board voted unanimous approval to accept the ARC options. On behalf of the Board, John thanked the ARC for their work on this issue.
iii. John has worked closely with the current owner who reached out to the Board in January asking how best to address the issue of the Graff house not following the standard of a wood-like appearance on the exterior. John has three quotes from contractors on Option 3 which would offer the most economical way to add a wood-like appearance to the exterior. After discussing these with the owner, a decision will be made to proceed as soon as possible.
b. East Shell Beach Stairs: John advised the Board is addressing the emergency of the East Shell beach stairs which were destroyed on March 20, 2019 by the spring full moon high tides which this year, came with excessively strong winds. John praised the group that came together to deal with this situation. He indicated with this assistance, we quickly had information to expediate the permitting process and had filed for both the necessary FDEP and a County permit. Additionally, we have arranged coordination with the Sea Turtle program and oversight of any turtle nesting during the construction period. Most importantly, under the emergency of losing the E. Shell beach stairs, the Board was able to hire Quality Home Repairs, at a very competitive price to rebuild the E. Shell Stairs.
i. In answer to a question about Quality Home Repairs, John advised this company is both a FDEP and County approved contractor. As such, SIA hired them a year ago in the emergency to bring our three sets of SIA beach stairs up to current code. Following the work to meet each requirement to bring all beach stairs up to code, there were numerous compliments from SIA members on the quality of the work that was done. Additionally, Quality Home Repairs was the contractor for the E. Barefoot beach access privacy fence. In answer to a question on securing bids, John noted Florida Statue 720 allows the Board to contract with “a known contractor” without securing bids. 720 also allows the Board to hire a contractor in an emergency without asking for three bids. John did contact three (3) other contractors, but none were willing to bid due to concerns over FDEP permitting and the time line to get the work done.
John stressed the urgency to proceed as quickly as possible with the E. Shell stairs in order to have the construction completed by May 1st, when the most active part of the turtle nesting season begins. If the work to replace the stairs is not finished by then, the rebuilding of the stairs will be placed on hold until the end of turtle season on October 31st. This would leave all residents on East and West Shell without use of these beach stairs.
ii. John stated Quality Home Repairs worked with FDEP to secure a permit required before the County could consider our request for a permit to rebuild the E. Shell beach stairs. We will receive the FDEP permit early next week. In the meanwhile, our contractor has spoken with the County in anticipation of receiving the FDEP permit and is gathering the information the County will require to consider our permit.
iii. A suggestion was made to replace the E. Shell beach stairs with metal, retracting stairs instead of wooden stairs. An SIA member has contacted a metal fabrication company who could provide these metal stairs. The Board discussed the numerous concerns with metal stairs from the weight of these being prohibitive in raising and lowering them to the danger of metal stairs when they get wet, as well as the considerable cost of metal stairs, including new engineering drawings needed, with no guarantee a significant storm would not wash destroy these as easily as wooden stairs. . With the urgency to have the E. Shell beach stairs completed by May 1st, this suggestion was tabled for future consideration. John will ask for volunteers to look into the specifics of metal stairs to allow for an informed discussion and decision on these.
iv. A motion was made and seconded to hire Quality Home Repairs to rebuild the E. Shell beach stairs. With no further discussion, the vote was called. The Board unanimously approved this action.
2. New Business
a. SIA 2019 dues: John shared the good news that all SIA members have fully paid their 2019 dues.
b. New SIA member: John indicated the sale of 1930 W. Shell Lane should close shortly.
c. Rental issue: There was a short-term rental issue at 1841 E. Shell Lane. This was resolved with the last renter scheduled for April 22, 2019. The website listing on this property has been changed to reflect the SIA rental policy of a one- month minimum rental. To avoid any further misunderstanding of the SIA rental policy, the Board is considering a requirement that any SIA member who rents their property provide SIA with names, dates and contact information for the renters. This will ensure SIA is able to track the amount of time properties are rented.
3. Old Business
a. Michael Flax has requested the Board revisit the issue of landscaping the E. Shell cul de sac. John will follow up with Dr. Flax to discuss this area. A critical question is getting water to the E. Shell cul de sac to sustain anything planted there.
With no further business, a motion was made and seconded to adjourn the meeting.
Respectfully submitted,
Mary Beasman, Secretary
Summerplace Improvement Association, Inc
Board Meeting Minutes
February 22, 2019
Attending: Board members Mary Beasman, Bart Heikes John Lehnhardt and Steve Melchiori
Note: Notice of this SIA Board meeting was posted on the SIA community bulletin board 48 hours in advance of the meeting as required. There were ongoing technical issues with the Summerplace website which prevented posting information on the website until these issues were corrected.
SIA Vice President Bart Heikes called the meeting to order at 4:10 p.m.
President’s Report:
a. Vice President Bart Heikes announced that after a long tenure of service to the SIA community, Walter Garrard was resigning as President of the SIA Board. On behalf of the Board and SIA, Bart expressed our thanks, gratitude and appreciation to Walter for his any years of distinguished service on the SIA Board, especially as Board President. We wish Walter and Patty the very best as he steps down as Board President.
b. Bart advised per the SIA by-laws, it is the responsibility of the members of the SIA Board to select a new President. Bart called for nominations for President. A motion was made and seconded nominating John Lehnhardt to this vacancy. John was elected to the office of SIA Board President following a unanimous vote by the members of the Board. Following this, Bart turned the meeting over to John.
2. Committee Reports:
a. Maintenance Committee:
i. John advised for the time being he is willing to oversee SIA maintenance needs. He indicated the current major maintenance needs include the potholes that developed following the recent high rains, the deeply rutted swale caused by vehicles exiting south on A1A from W. Barefoot and W. Shell, preparation of hurricane season including the conditions of the three SIA dune crossovers and stairs and trimming as needed throughout SIA, prior to the annual trimming in the fall.
ii. SIA road maintenance: John will take the lead on filling potholes throughout SIA and addressing the significant bumps at the A1A end of some SIA streets. Volunteers are encouraged to assist with this and should contact John for details. John thanked Jim Chalkley for already attending to the potholes on E. Barefoot and for replacing the broken pavers on the E. Barefoot beach access and cleaning around all the pavers in this location. Various solutions were discussed for the rutted swale areas. At this point, more fill will be added to these areas pending the roadwork the County is undertaking to widen the bike paths adjacent to the north and south swales along A1A. We hope widening the bike paths will solve the rut issues where out streets enter A1A.
iii. SIA Dune crossovers and beach stairs: Before the start of hurricane season, the bolts on the SIA beach stairs will be tightened. Arrangements will be made for a contractor to be on call in the event of a hurricane to deal with any necessary repairs to the SIA dune crossovers and/or beach stairs. The former SIA contractor who replaced the current stairs in 2012 and repaired these in 2016, following hurricanes that damaged the stairs, is no longer available as he is not able to secure the necessary permitting from DEP and the County for this work. John will take this under advisement with the Board.
iv. Trimming in SIA Common Areas: John will oversee any necessary trimming projects in SIA common areas prior to the annual trimming in October.
b. SIA Nominating Committee Chair: John asked that anyone interested in chairing the SIA nominating committee should contact him regarding this.
3. New Business: N/A
4. Old Business
a. Discussion of the SIA ARC Guideline requiring homes in SIA have a wood-like appearance on the exterior: The Board discussed this ARC requirement, compliance with this requirement and whether this requirement should be revisited. As SIA President, John is an ex-officio member of the ARC. John will seek input from the committee regarding this discussion.
b. Graff Estate: John reported Joel Graff’s widow recently contacted the Board on bringing the Graff residence at 1841 E. Shell Lane into compliance with the other homes throughout SIA that have a wood-like appearance on the exterior. Mrs. Graff requested guidance from the Board as to how to accomplish this as she was preparing to put the house and the market and hoped to avoid any impediment from the house selling. The Board consulted SIA’s General Counsel, Warren Dill, for legal advice as to how best to address this issue and meet the legal obligations involved in this situation, resulting from a 2011 mediation settlement. Following discussion of the legal information from Attorney Dill, a motion was made and seconded that the Board reaffirm the ARC Guidelines specifying “an exterior of wood or a wood -like material is required” on homes within SIA. The Board voted unanimously to reaffirm this guideline. John will advise Mrs. Gaff of this and work with her to address this issue on the Graff house.
With no further business, a motion was made and seconded to adjourn the meeting.
Respectfully submitted,
Mary Beasman, Secretary