6pm December 11, 2025
Dutch Island Board Meeting Minutes
6pm December 11, 2025
• The meeting began at 6:12 PM with a quorum achieve
1. Call to Order & Approvals
– Quorum confirmed
– Agenda and prior minutes approved unanimously
2. Public Comment – Ben Perkins
– Thanked board; raised August barcode deactivation without prior call/email
– Website still shows old towing rule while enforcement has changed
– Asked for immediate website updates and phone-call notice before discipline
– Noted resident perception of slow repairs affecting property values
Board acknowledged issues and committed to better communication.
3. Financials – Chris
– 2025 YTD favorable (~$359k net income vs. $250k budget)
– Dock emergency repair in progress (urgent)
– $61 dues increase previously approved in Executive Session; notices mailed
– Motion to ratify $61 increase and send explanatory email: Approved
-Motion made via email on December 19, 2025, to approve amendments to the 2026 budget incorporating the dues increase: Approved
4. 2026 Budget
– Targeting $1.1M pool loan @ 6.5–6.75 %
– Preference to borrow rather than spend reserves
– Narrow margin acknowledged; future assessment or larger increase possible
5. Covenants – Denise
– Only 10 votes remaining; goal to pass before annual meeting
6. Generator – James
– On budget ($15k), propane tank rental chosen, completion by year-end
7. Contractor Process
– Recent uninsured subcontractor issue identified
– Going forward: proof of insurance + signed short-form contract/W-9 required before any work begins
– Liz to create one-page standard form
8. Boat Dock Enforcement Policy
– Revised to require phone call + ticket/email on 4th day before barcode deactivation
– Website to be updated immediately
9. Policy Updates – Tania/Liz/Susan
Approved (with minor edits) and will be posted to website:
– ARC Process Overview
– Resident Access Prohibition
– RFID/Resident Pass
– Frequent Visitor/Contractor Misuse
– HOA Violation Enforcement (adds mandatory phone call)
– All appeals now use single email address
Motion to approve package: Unanimous
10. Signage
Final designs approved; order placed
11. Pool Rebuild – Casey
– Full permit required; chemical storage building to be added
– Motion to include storage building in main pool contract: Approved
– Pre-qualification of contractors starts immediately; permit submission targeted before 1/1/2026
12. Management Report – Liz
– Pool light timer repair scheduled
– USDA contract renewal Feb 2026
– Holiday guard bonuses being collected
– Dangerous playground benches to be removed
13. ARC Committee
– Workload too high; considering extending approval timeline to 90 days or recruiting non-board volunteers
Meeting adjourned at 8:02 PM