SUMMERPLACE IMPROVEMENT ASSOCIATION, INC
Minutes of Annual Meeting
November 14, 2020
The annual meeting of the Summerplace Improvement Association, Inc. took place at 10:00 a.m. on Saturday, November 14, 2020 in the driveway of John and Kathy Lehnhardt.
1. Call to Order: The 2020 annual meeting was called to order at 10:10 a.m. by SIA Inc. President John Lehnhardt who welcomed those SIA members present. John thanked those attending for wearing masks and social distancing as necessary due to covid-19.
John recognized the Board members joining him at the meeting: Mary Beasman, Walter Garrard and Steve Melchiori. Next, he introduced those who became residents of SIA during 2020:
Vic and Dhana Abbey: 1841 E. Shell Lane
Gina Bruce and Mike Baird: 1860 E. Shell Lane
Dave and Kelly Koury: 1910 W. Shell Lane
Kate McGough and Rick Andres: 1880 E. Shell Lane
Gary and Densie Pinto: closing on the lot at 1905 W. Shell Lane in December 2020
2. Calling of the Roll: Secretary Mary Beasman called the roll and announced a quorum to be present either in person or by proxy, advising all proxies were certified for voting.
3. Proof of notice of meeting: Proof of Notice of the Meeting was presented to President John Lehnhardt by the Secretary.
4. Report of Officers:
2020 financial report: Income and Expense Statements: John Lehnhardt
2020 Budget Review:
John reviewed the SIA financial statements distributed with the annual mailing in October. He noted SIA expenditures during 2020 included the monthly trimmings and the annual trimming, comprising a significant amount of the maintenance budget. Additionally, the cost to address road SIA road issues during 2020 was approximately $5,800. This included dealing with the drainage and flooding areas on E. Shell, the drainage problem on E. Barefoot and the grading of all SIA roads. John advised the annual cost of our SIA insurance was reduced for the upcoming year; and SIA legal fees were approximately $700 for the year with less than half of this amount attributed to the lawsuit against SIA. Total SIA expenses for the year were approximately $8,600 under budget.
2020 Capital Expenses and Improvements: John indicated substantial savings were realized in 2020 with most SIA maintenance work done in-house with volunteer labor and, as often as possible, at a minimal cost with donated or repurposed materials. During this budget year, there was repeated damage to the E. Shell beach stairs as storm after storm battered the stairs. Each time the repair work to get the stairs through hurricane season was done by volunteers with minimal or no cost for materials. The E. Barefoot stairs also sustained some storm damage that was addressed by volunteers, as well. Due to this, it was not necessary to tap into the SIA Limited Voluntary Deferred Account. This account was approved by SIA members in 2015 and is available to fund unanticipated expenses, in place of levying an assessment from SIA members. John expressed appreciation to the membership for their continued approval and support of this fund, especially with stronger hurricanes than in the past and more frequent high waves and tides over a period of days, or weeks, as we experienced at least twice during 2020.
2021 Annual Budget and Dues
2021 Annual Budget:
John advised the 2021 budget is based on expenses incurred during 2020. Of note is the proposed 2021 budget includes funding for the replacement of the E. Shell beach stairs that have sustained continued damage over the past two hurricane season. Additionally, the 2021 budget includes funding for the following road work:
An annual scraping grading of all SIA roads. The scraping should provide enough fill from the sides of each street to fill potholes that inevitably result during the rainy season.
Additional work on both E. Shell and E. Barefoot to further address the flooding issues on those two SIA roads.
2021 SIA Annual Dues:
John announced SIA annual dues would remain $300 per SIA property for 2021. This is the fourth year in which it has not been necessary to increase SIA annual dues. An invoice for the 2021 annual dues was included in the 2020 Annual Mailing, Section II (Financial information) provided to all members in October.
All dues are payable by January 1, 2021. On behalf of the SIA Board, John thanked those members who have already paid their 2021 annual dues.
Approval of 2020 SIA Budget:
Following the presentation and discussion of the 2021 proposed budget, a motion was made and seconded to approve the 2021 SIA budget. The Board voted unanimously to approve the budget for the fiscal coming year.
President’s Report: John Lehnhardt
Parking Issues:
John discussed the parking problems caused by two major renovations that took place within the E. Barefoot cul du sac as construction workers, subs and outside construction-related service workers jockeyed for parking in this restricted parking area. As is the practice, Board members were contacted by concerned SIA members to deal with these parking concerns either by having parking violators move their vehicles out of the right of way; or if no workers could be found, placing a violation notice on any offending vehicles indicating these would be towed if not moved. John advised in each of these situations, the parking concerns were resolved. He noted per the County requirement our cul de sacs must always be kept clear of all vehicles and our streets must have at least one lane of clear passage for emergency vehicles such as fire trucks and EMT vehicles.
Legal Update:
John requested Mary Beasman, SIA liaison with our defense attorneys and our insurance company, provide an update on the lawsuit initiated by an SIA property owner against SIA, the SIA Board, and several SIA individual property owners. Mary noted the Board has been working with our defense attorneys since January 2014 regarding this lawsuit as it has slowly progressed through the civil court in the County. However, this was complicated in 2020 by covid -19 which closed the Indian River County courts for several months. This resulted in a backlog of cases within all divisions of the court system. With the courts now reopened our SIA defense attorneys plan to pursue all options to move the lawsuit forward. They will continue to keep the Board informed of the status of the case as they work to resolve the issues raised in the lawsuit.
Mary reminded all SIA members that the defendants in the lawsuit are not able to discuss any details of this matter outside of those also named in the lawsuit. Further, on the advice of our defense attorneys all SIA members are strongly cautioned to avoid any contact and/or communication with the plaintiff or any workers at his residence. Our attorneys advise this to prevent other SIA members from being threatened with, or becoming engaged in a lawsuit, with the plaintiff. Of particular importance is Individual actions by SIA members regarding the plaintiff that are not Board approved will NOT covered by SIA liability insurance.
John advised should there be any issues regarding the plaintiff or workers at his property, Mary should be contacted regarding this and she will contact our attorneys.
5. Committee Reports:
ARC Committee: John Lehnhardt
John noted that in addition to him, the ARC is comprised of Lil Miller-Fox and Steve Melchiori. The ARC reviews construction or renovation plans as required by the ARC guidelines. If there is an issue or question regarding plans submitted to the ARC, John is the liaison with the SIA property owner who submitted the plans and works with them to resolve any concerns. Once the plans are approved by the ARC, the Board reviews the plans and information from the ARC before a final vote on approval of the plans.
During 2020, the following were approved:
a playhouse constructed on a W. Barefoot property
a tool storage structure constructed to match the style of the house on a W. Barefoot property
the addition of a pool on three SIA properties
Currently, plans for two additions within SIA are pending submission to the ARC.
Maintenance Committee: John Lehnhardt
SIA Beach Stairs: John reported that each set of SIA’s three beach stairs were damaged at some point during this past hurricane season. Thanks to SIA volunteers and donated materials, all the stairs were able to be repaired for a total cost of $250. However, the E. Shell stairs were damaged repeatedly and though, repaired each time, now need to be completely replaced. The cost of this project is included in the 2021 budget as noted above.
SIA Roads: John discussed the extensive work done during 2020 on E. Shell to abate the significant flooding issues there. However, these flooding problems will require additional work in 2021 to hopefully resolve the issue permanently. This will include installing a drain at the source of the flooding and changing the sub-strait in the cul de sac to provide efficient draining.
SIA Annual Trimming: John reviewed the annual trimming of SIA common areas that was done last month. He noted most of the work was on removing landscaping overhanging the 13 feet 6 inches of height clearance on SIA roads. This was caused by excessive growth in 2020. If this growth rate continues, John suggested it may become necessary to have these areas trimmed twice a year in the future.
Nominating Committee: Nominating Committee chair Ed Seeman advised this year’s committee sought to encourage new candidates for the Board from throughout SIA. John thanked the members of the committee, for their effort to raised awareness of this volunteer opportunity that is available to all property owners within SIA. Hopefully this will result in additional candidates for the SIA Board in the future.
6. Old Business
Approval for fence at 1880 E. Shell Lane: John was contacted by the County with a request for SIA approval of a fence at 1880 E. Shell Lane. The County requires HOA approval of all fence plans prior to issuing a County permit. The proposed fence would be constructed of PVC and located in the back of the property and include gates connecting to the current fence on the side of the property. After review of the plans for the fence, a motion was made, and the Board voted unanimously to approve the addition of this fence at 1880 E. Shell.
7. New Business
E. Barefoot cul de sac: A question was raised about the use of the cul de sac by large trucks. It was clarified that the cul de sac meets the County’s width requirements for emergency vehicles, including the larger fire vehicles. For other drivers of large vehicles who are unfamiliar with our cul de sacs it may be necessary for them to backup to navigate SIA cul de sacs.
E. Barefoot beach access: John thanked the SIA residents who keep the E. Barefoot beach pathway clear of debris and who have added some décor to the fence and the area inside the pathway gate.
Additional parking spaces: The property owner at 1841 E. Barefoot advised there are two extra parking spaces on a portion of their lot that are available for use for extra parking as needed by SIA residents.
SIA rental policies: John expressed thanks to the SIA residents who rent their properties for following the SIA Rental Policies implemented in 2019. Their cooperation has led to a drop in rental issues through SIA and is appreciated by all members of our community.
Election of 2021 Board of Directors: Three SIA volunteers counted the ballots returned by SIA members and the following were elected to the 2020 SIA Board Directors: Mary Beasman, Walter Garrard, Bart Heikes, John Lehnhardt and Steve Melchiori.
With no further new business, the meeting adjourned at 11:00 a.m.
Respectfully submitted,
Mary Beasman, Secretary SIA, Inc.