A meeting of the Summerplace Improvement Association, Inc. Board was held on Thursday, September 28, 2017. The meeting took place at 1820 E Barefoot Place, the home of SIA member Dave Courage.
Attending: SIA Board President Walter Garrard, Board members Mary Beasman, Craig Colligan, Dave Courage, Bart Heikes and Chuck Pickard.
SIA President Walter Garrard called the meeting to order at 3:00 p.m.
President’s Report
- Architectural Review Committee Recommendations:
At the request of the Board, the ARC reviewed several suggested updates to the SIA Architectural Guidelines. The ARC unanimously recommended to the Board that each of the suggestions be adopted. The Board discussed the recommendations of the ARC and unanimously approved the following additions to the current SIA Architectural Guidelines, effective January 1, 2018.
- Fences: The Board unanimously accepted the recommendation of the ARC effective January 1, 2018, that all new fences constructed in SIA should have the finished side facing the neighboring property or properties. Note: Fences already in place within SIA will be grandfathered.
- New Construction and Road Deposits: The Board unanimously accepted the recommendation of the ARC that the current road deposit of $1,000 include completion of new construction. Effective January 1, 2018, as approved by the Board, the $1,000 the deposit will cover completion of new construction and Board approval of the road condition following construction. This deposit will be refunded following the Board approving the conditions of the road and receiving a copy of the County’s Certificate of Occupancy (CO).
- Road Deposit for Major Exterior Renovation or Repair of an SIA Structure: The Board unanimously accepted the recommendation of the ARC effective January 1, 2018, that a $1,000 road deposit will be required for any major exterior renovation or repair construction to an existing SIA property or structure. Examples of this include, but are not limited to, a new addition, a new garage, the addition of a swimming pool, a new roof (excluding replacement of current roof covering), etc. As approved by the Board, as of January 18, 2018 the refund of this deposit would be contingent on the property owner providing the Board with a copy of the County inspection and approval of the renovation or construction and the Board approving the condition of the road following the renovation or repair to the exterior of an existing structure or property.
2. Draft of SIA 2018 Budget:
Walter presented a draft of the 2018 budget and discussed with the Board the process for drafting the budget. This included review of the previous 2 years of income and expenses, estimating expenses for the remainder of this fiscal year, review of expenses before the SIA 2018 annual dues are received and anticipating deferred maintenance expenses. Walter further explained that the draft of the annual budget is sent to all SIA members in the annual mailing for discussion at the 2017 Annual Meeting, prior to a Board vote on the 2018 budget.
- Update on Hurricane Irma Clean-Up:
Walter advised the County would not be picking up hurricane yard debris on private roads until receiving FEMA funding to do so. With the timing of this clean-up unclear, the Board authorized Dave Courage to initiate discussions with our contractors for the 2017 annual trimming and the fall grading of SIA roads plus additional treatment as recommended due to the damage caused by the excessive rain this season.
2017 Annual Trimming
Before discussing the 2017 Annual Trimming and the 2017 Fall Grading of the roads, Dave Courage reminded the Board it is not required to secure bids for these projects per Florida State Statute 720. This was discussed at the July 17, 2017 Board meeting as follows:
Regarding SIA contract work for the beach stairs, the annual trimming and the road fill and grading, Florida 720 states “If a contract was awarded under competitive bid procedures, any renewal of the contract is not subject to competitive bid requirements provided the contract has a 30-day termination clause.” Based on this, the Board is not required to go through an annual competitive bidding process to renew these contracts.
However, before any work is done by the current contractors for our beach stairs, the annual trimming or the road fill and grading, the Board secures a bid from these contractors. All bids are reviewed and discussed by the Board prior to making a decision as to whether or not to proceed with a contract.
Dave will contact Cabrera Landscaping to determine the scope of work for this year’s annual trimming and an estimate for this job.
2017 Fall Grading of SIA Roads
The Board discussed the damage to the SIA roads following Hurricane Irma and the “no name” storm earlier this month. Both these storms brought excessive rain to our area. As a result, the SIA roads have taken a beating. Walter expressed thanks to those residents who have filled the potholes on our roads. In discussion, the Board agreed the conditions of the roads warranted grading this fall. Dave was authorized by the Board to contact Tropical Island Breeze Grading and arrange for an inspection of the SIA roads, the damage they have sustained and an estimate for the fall grading. Additionally, the Board asked Dave to determine with our road contractor the need for additional fill on the roads and if necessary, how much fill per road and the cost of this.
The Board will meet again to discuss the annual trimming the fall grading of the roads once estimates and additional information is available.
Adjournment
With no further business, the meeting adjourned at 4:05 p.m.
Respectfully submitted,
Mary Beasman, Secretary