Dear Homeowners,
We are once again reaching out to address a number of recurring concerns. Many of the questions and complaints the Board has recently received could have been answered through a brief review of the documents available on our website. To that end, this letter is intended to provide clarification and guide you to the relevant resources.
Website & Access to Documents
The Sand Key Club website exists to support transparency and compliance with Florida Statute 718. It is owned and maintained by the Board—not by our management company, RPM. While RPM’s portal offers access to some materials, it is not under our control and could become inaccessible if we change management companies.
While many documents are now conveniently available online thanks to the volunteer efforts of Board members, any official document request must still be submitted via USPS certified mail with return receipt, as required by law.
This website costs the Association approximately $150 per year to operate. Hiring a professional service would cost tens of thousands of dollars.
Contracts related to hurricane recovery, the plaza deck, roof, lobby, elevator, and insurance are all available on the site. You can easily find these documents using keyword searches such as “plaza,” “roof,” or “insurance.” There are no hidden documents; it is every owner’s responsibility to stay informed by reviewing them.
From the Board
Please remember that your Board is composed of unpaid volunteers. By law, Board members are prohibited from receiving any compensation related to vendor services. Allegations or insinuations to the contrary—whether through social media or other means—are entirely false.
All Board meetings are open and properly noticed via building postings, emails, and the website. Unfortunately, many who publicly question the Board do not attend these meetings. In one recent instance, a former Board member who helped approve a contract later criticized that same agreement online.
Any request for information is shared among all board members, this is to ensure that all board members are aware of ongoing items. That way the board and its members are being fully transparent with all things board related.
The information contained in this email is already available in meeting minutes or via documents on the website. Statements demanding “more transparency” are often misinformed or inaccurate.
Board members are elected annually. Every homeowner has the right to run and participate in governance.
Owner Responsibilities & Assessment Policy
Owners are expected to attend Board meetings, either in person or remotely, and to stay informed about Association matters.
Owners are legally obligated to pay all assessments. Under Florida Statute 718.116:
- Unpaid assessments may result in a lien on the unit.
- The Association may foreclose on the lien to recover owed amounts.
Delinquency Collection Process Summary:
- After a 20-day grace period, a reminder notice is sent, including a $25 late fee and applicable interest.
- If unpaid, a “Notice of Intent to Lien” follows after 30 days, adding a $50 fee and certified mailing costs.
- If the account remains unpaid after another 45 days, it may be turned over to legal counsel. Additional legal and collection fees will be charged.
- Legal counsel will recommend potential remedies, including foreclosure, based on each situation.
Interest of 18% APR is assessed on accounts over 60 days past due.
Elevator Modernization
The TKE elevator modernization contract has always been available on the website. Recent questions originated from a former Board member who was part of the contract’s approval.
Delays in the project are due to:
- TKE supply chain issues (before and after Hurricane Helene)
- Hurricane-related damage
- Labor shortages from project backlogs
All related documents and updates have been shared during Board meetings and are searchable online under the term “elevator.”
Payments to TKE:
- 2023 Deposit: $238,324.00
- 7/1/2024: $86,211.16
- 8/24/2024: $97,663.73
- 4/16/2025: $41,381.00
- 5/15/2025: $27,587.57
Approximately 72% of the contract has been paid. We are currently working with TKE regarding their responsibility for parts damaged in Hurricane Helene, as outlined in the contract.
Plaza Deck Project
This project began prior to September 2021.
- Phase I: Initial estimate (Biller Reinhart) – $1.5M
- Phase II: Initial estimate (Brightview) – $2.62M; current cost – $2.15M
- All decisions align with recommendations from the Plaza Deck Committee.
Contractor Bidding Process:
- First round: 4 bids ranging from $8.4M to $11.2M, with timelines of 700–900 days.
- Valcourt’s bid: $6.55M, duration 440 days—saving the Association $1.8M and reducing project length.
- Final contract was reviewed by legal counsel. Both original and revised versions are on the website.
- Scope of work was defined in a bid manual. All items are executed per the contract— no additional committees are required.
Assessments and Contracts:
- Assessments are based on unit square footage and must be rounded. Therefore, total assessments slightly exceed contract amounts.
- The Plaza Deck Committee selected Miami-Dade hurricane-grade shade structures, purchased directly to reduce costs.
Fees & Oversight:
- Engineering Fee: 10% (industry standard). Contracts for Biller Reinhart and Tom Mead are on the website.
- Contingency Fee: 10% to cover unforeseen overages.
- Oversight:
- Phase I: Biller Reinhart (structural engineer)
- Phase II: Tom Mead (architect)
- Two full-time resident Board members are monitoring progress onsite.
Assessment Decision Process:
- Three public meetings were held:
- The Board voted to avoid construction financing in favor of direct assessment.
- 30% down payment with 11 monthly installments was approved.
- The total assessment was finalized.
If structural damage exceeds contingency, an additional assessment may be required. By law, the Board must maintain adequate reserve funding.
Owners are responsible for their own financial management; the Board cannot waive or defer payments without jeopardizing the Association.
This project has been in planning for over four years. Early estimates were in the $4M–$5M range. We now have precise figures and contract terms.
Transparency & Fund Management:
- Assessment funds will be held in dedicated accounts.
- By law, these funds can only be used for the plaza deck project.
- The Board is developing a public-facing budget tracking page, which will show real- time expenses, budget status, and payment history for full transparency. More details will be shared in upcoming meetings.
In Conclusion
The Board remains committed to responsible, transparent governance. We encourage all owners to participate, review the resources available online, and attend meetings. Please make use of the information already at your fingertips before submitting questions that have already been answered.
Sincerely,
The Sand Key Club Board of Directors