A meeting of the Summerplace Improvement Association, Inc. Board was held on Thursday, October 19, 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, Dave Courage, Bart Heikes and Chuck Pickard.
Also in attendance were Phil and Carol Glade, John Lehnhardt, Matt and Corine Quickel and Bob and Billie Thompson.
SIA President Walter Garrard called the meeting to order at 3:05 p.m.
2017 Annual Trimming: Walter Garrard opened the meeting noting the County had removed the heavy hurricane yard debris from SIA roads, but there was still more to be done. The County has not provided information on additional pick-ups of the smaller yard debris.
Walter noted that at the July 17, 2017 meeting the Board asked Dave Courage to schedule a tentative date with Cabrera Landscaping for the Annual Trimming to ensure this would be done in late October or early November. Subsequently at the September 28, 2017 Board Meeting Dave advised the Board that he would discuss with Panta Cabrera the scope of this year’s Annual Trimming following Hurricane Irma.
Dave began his report on the Annual Trimming by once again reminding the Board that under Florida Statue 720 SIA contract work for the beach stairs, the annual trimming and the road fill and grading does not require competitive bids. 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 an estimate from these contractors. All estimates are reviewed and discussed by the Board prior to making a decision as to whether or not to proceed with a contract.
Dave updated the Board on his negotiations with Cabrera Landscaping who has agreed to do the 2017 Annual Trimming for the same amount as last year. Pending Board approval this work would be done on October 21 and 22. If the County has not finished the pick-up of the remaining hurricane yard debris, Dave will discuss with Panta Cabrera removing this debris during the Annual Trimming and advise the Board of the additional cost of this extra work.
A motion was made, and the Board unanimously approved the arrangements made with Cabrera Landscaping for the 2017 Annual Trimming.
2017 Fall Grading and Repair of SIA Roads: Walter advised the Board discussed the condition of the roads at the Board Meeting on July 17, 2017 as the summer potholes were starting to develop as the rainy season got underway. Based on the condition of the roads then, the Board decided to wait until after the rainy season, to determine whether the roads should be graded, and additional fill added as necessary.
Subsequently, the SIA roads sustained significant damage from Hurricane Irma. Based on this, at the September 25, 2017, Board meeting, 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. Since that meeting, the roads were further damaged by the intense rains of the “no name” storm earlier this month.
Following the inspection of the SIA roads, Dave reported the recommendations that our 5 roads required grading and additional fill. The amount of fill recommended ranged from a minimum of 6 loads to a maximum of 14 loads, divided as needed based on the specific condition of each road. Additionally, there are fixed costs for each load and the compacting of the added fill.
A lengthy discussion followed in which it was noted several of the cul de sacs had major damage from heavy trucks, the entrances to each street have sizable pot holes where the County added asphalt. During every rainy season potholes form where this asphalt meets our shell roads, Additionally, there are low spots on several of the roads that would benefit from additional fill.
Phil Glade reminded those present that prior to 2012, the roads had been graded every fall and fill added as needed. However, due to budget constraints, from the fall of 2012 until January 2017, no significant road work was done on our streets. Because of this, SIA is now dealing with 5 years of deferred maintenance on the roads. Phil stated it is a financial necessity to address this deferred maintenance now to prevent our roads from deteriorating further.
A question was raised as to whether the SIA budget has sufficient funds to address this issue of deferred maintenance and repairing damage to the roads. Walter advised there are monies available to do what needs to be done to repair all 5 roads.
After weighing the recommendations and discussing various options, motions were made as to how to proceed with the grading and repair of the roads. By a vote of 3-1, the Board approved the following motion to treat the roads as follows:
- Grade all SIA roads and add 14 loads of fill, dividing the loads among the 5 roads as necessary to address the specific problems and damage to each road. This fill will be compacted on each road as this makes a significant difference in the fill “holding.”
- Adding an extra load of fill to provide for a pile of fill to be placed in an area along the side of each road and used for any necessary pothole repair during the upcoming year.
- After inspecting the roads following grading and adding fill, providing for additional loads of fill if the 14 loads proved to be insufficient. Prior to proceeding with this, the Board would be advised of how many additional loads would be required and the cost of these extra loads. This work would proceed based on Board approval.
New Business
- Towing Signs: Walter noted the towing signs on W. Barefoot and W. Shell were knocked over during the high winds of the “no name” storm. He indicated these signs would be set back in place within the next few days.
- Non-Resident Use of E. Pebble Beach Access: Phil Glade informed the Board that renters from W. Pebble were regularly using the SIA E. Pebble beach access, often in large groups, He requested approval from the Board to place a professionally crafted sign at the entrance to E. Pebble that indicated use of the beach access is for SIA members only. The Board unanimously approved this request.
- Maintenance Committee: Concerns were raised about the deteriorating railroad ties on W. Shell and the condition of the E. Shell cul de sac. Phil suggested SIA return to having a Block Captain for each road as had been the practice previously. The Block Captains would be responsible for handling minor maintenance requests from the residents on their individual street. Additionally, the 5 Block Captains and the ad hoc SIA Maintenance Committee would work with the Board on how best to deal with larger maintenance issues and/or projects. Pending Board approval, Block Captains and the Maintenance Committee would assist the Board in addressing these situation with the help of additional SIA volunteers as needed. (i.e. the rotting railroad ties on W. Shell and the condition of the E. Shell cul de sac)*
A motion was made and unanimously approved by the Board to reestablish the system of Block Captains to work with members on their individual streets to handle minor maintenance issues on SIA common areas and streets.
President Walter Garrard will appoint a Block Captain for each SIA street. Following this, additional information will be provided to SIA members.
*Per SIA Bylaws Article IV Section 5: The Board of Directors shall have control and jurisdiction of all physical properties and facilities of the Association and shall have jurisdiction over the manner in which those properties and facilities shall be used or operated. The Board of Directors shall provide for reasonable maintenance and operation of the Association’s properties. The Board of Directors shall control the purchase and sale of all supplies and all articles used by the Association, and all persons employed by the association; and shall make or authorize the making of all contracts necessary or incidental for any of the purposes deemed by the Board to be necessary 0r expedient for the accomplishment of any of the purposes.
Adjournment
With no further business, the meeting adjourned at 4:05 p.m.
Respectfully submitted,
Mary Beasman, Secretary