Summerplace Improvement Association, Inc.
Board of Director’s Meeting
July 15, 2021
Minutes
Attending: SIA Board President John Lehnhardt, SIA Board Members Mary Beasman, Walter Garrard and Steve Melchiori with SIA Members Bob Acevedo, Jim Chalkley, Craig and Jean Cyr, Ed and Anne Seeman, Billie Thompson, Dave and Diane Wolfram.
The meeting was held at the E. Shell Lane cul de sac near the Beach access
Intrusion of the SIA E. Shell beach access boardwalk onto 1800 property:
John advised the Board that Bob Acevedo, property owner of 1800 E. Shell Lane, had contacted him regarding proposed landscaping plans for the property, including the addition of a privacy fence along a portion of the property line between 1800 E. Shell and the SIA E. Shell beach access. Bob had provided John with a survey of the area for the proposed fence that indicated the SIA E. Shell beach access boardwalk intrudes approximately 18 inches onto the 1800 E. Shell property. John reviewed this survey and a 2006 survey of this area which confirmed the finding of the current survey. Bob indicated he did not have an issue with the SIA boardwalk intrusion and stated he would be willing to provide SIA with a Memorandum of Agreement or deed this area to SIA through an easement. The Board members present observed the area in question. A motion was made and seconded, followed by the Board voting unanimously to secure an easement for the area where the E. Shell boardwalk intrudes onto the 1800 E. Shell property. Following the Board’s vote, John thanked Bob and his wife Theresa for their understanding and willingness to give SIA an easement this area.
Clearing of overgrown vegetation and removal of several obtrusive trees in front of 1800 E. Shell and along the SIA E. Shell beach access pathway:
As part of the landscaping project planned for 1800 E. Shell, Bob explained the overgrowth of vegetation along the property line with the E. Shell Boardwalk and the vegetation on his property along the cul de sac would be cleared. The area along the cul de sac includes two sable palms and a sea grape. Additionally, sea grapes on the property would be pruned and several trees overhanging the house would be removed as they are in danger of falling onto the house. John explained SIA would be responsible for clearing any vegetation on the SIA property along the E. Shell beach access.
Most of the trees and the vegetation under discussion fall within the Coastal Construction Zone and is under the jurisdiction of the FL DEP. John has initiated discussion with DEP regarding the DEP permits both Bob and SIA will need to remove any trees and vegetation in this area. County permits will also be required together with the DEP permits. There was discussion regarding the removal of the sabal palms and trimming the sea grape along the cul de sac. A motion was made and seconded to trim and clear the undergrowth on the SIA property along the E. Shell beach access as part of this year’s annual trimming, and to approve the clearing of the vegetation and trim the sea grape on the 1800 property along the cul de sac, but to leave the two sabal palms in this area for now and revisit this to make a final decision regarding whether these palms would be removed following the clearing of the overgrown vegetation. Bob expressed agreement with this motion and Board voted unanimously to approve the motion.
Board representation at the onging lawsuit vs. SIA trial:
John indicted the ongoing lawsuit vs. SIA is scheduled currently to go to trial sometime in November. In advance of the trial, the Board must designate specific individuals to represent the Board and SIA during the trial. These representatives would be authorized to advise and discuss SIA issues with our attorneys, except for any monetary decisions. Per the SIA Bylaws, any monetary decisions on the part of SIA requires a meeting of the majority of the SIA members to review and discuss before taking a vote on whether to approve this issue. At the request of our attorney, Secretary Mary Beasman and President John Lehnhardt have agreed to attend the full court proceedings as representatives of the SIA Board and membership. A motion was made and seconded that Mary and John be appointed as the SIA representatives for the trial. The Board approved this motion in a unanimous vote. Note: The trial will be opened to the public and SIA members are encouraged to attend. Once the trial date is set, this information will be posted on the community bulletin board and the SIA website.
Discussion regarding ARC and Board approval of hot tubs:
The Board discussed whether the installation of a hot tub on an SIA property requires review and approval from the ARC and the Board. Significant issues raised were the location of a hot tub on an SIA property and awareness of easement boundaries when installing a hot tub. Following discussion, a motion was made and seconded requiring any addition of a hot tub on SIA property to follow the process for ARC review of plans, including the proposed location, and requiring final approval by the Board. This motion was approved by in a unanimous vote of the Board.
Replacement of current no parking signs:
John indicated the current no parking signs date back to 2014 and 2019 need replacement after 7 years of use. There is a total of 15 no parking signs, 3 on each SIA street, including 2 signs on each cul de sac and a no parking sign at the entrance of each street. John suggested new signs be metal. Another suggestion was made to use red lettering on a white background that would be more noticeable. A motion was made and seconded to spend up to $750 to replace and install the current no parking signs on SIA streets. In a unanimous vote, the Board approved this motion. Update: The no parking signs metal replacement signs have been installed. Total cost of the signs and materials to install these was $392.
SIA financial report:
John noted SIA expenses through the 3rd quarter of the fiscal year totaled $11,096 to date of the 2020-2021 budget of $22,200. He reviewed the following projected financial commitments for the 4th quarter including $1,050 for the remaining monthly mowing of SIA common areas, bank fees of $15 and annual mailing supplies, cost of mailing, annual meeting costs of $300.
Additional spending requests for this fiscal year
John presented the following suggested expenditures for this fiscal year, ending September 30, 2021:
Annual trimming of SIA common areas: John recommended the annual trimming, usually scheduled for mid-to late October, be divided into two segments one trimming now for $1125 and another trimming after hurricane season. Also for $1125 (but this would be charged to the FY 2021-2022).
E. Shell stairs: require another boost. This repair will cost an estimated $300.
E. Shell wooden walkway: board replacements. This work will cost for an estimated $300.
E. Shell erosion treatment: 5 yards of non-erosive shell particle in the cul de sac to help the drainage issue on the north side of the cul de sac. The cost for the shell and delivery is $300. Once delivered, this will be spread by a group of SIA volunteers.
Construction of a 30-foot privacy fence along the south side of E. Pebble Path to prevent the trespassing from renters on W. Pebble Path. The estimated cost of this fence is $1000.
Summary of total proposed expenditures for the remainder of the 2020-2021 fiscal year:
First portion of the SIA annual trimming: $1125
E. Shell stairs repair 300
Replacement of board on E, Shell boardwalk: 300
E. Shell erosion treatment 300
Fence along the E. Pebble Path beach access: 1000
Estimate for legal cost of the E. Shell easement: 250
Annual mailing and meeting: 300
Replacing SIA no parking signs: 750
Bank fees: 15
SIA monthly mowing contract: 1050
Total: $5390
Added to current planned expenditures this would total anticipated expenses of $16, 486. With this. $5663.15 would remain in the 2020-2021 annual budget for any unanticipated costs incurred by September 30, 2021.
Discussion followed on each of the additional funding requests listed above, concluding with a consensus these projects were all money well spent. A motion was made and seconded to move forward with the proposed additional expenses. This motion was approved by a unanimous vote of the Board.
With no further business, the meeting was adjourned.
Respectfully submitted,
Mary Beasman, SIA Secretary