Dutch Island Board Meeting Minutes

6pm April 9, 2026

6pm April 9, 2026

The meeting began at 6:04 PM with a quorum achieved.

Call to Order & Approvals
– Quorum confirmed
Members reviewed the agenda.
– A motion to approve the agenda was made, seconded, and approved unanimously.
– A motion to approve the previous meeting minutes was made, seconded, and approved unanimously

Motions Ratified

That the pool project architect be respectfully requested to keep the full board informed by including all Board members in (or copying them on) any correspondence between the architect and the Board or individual Board members.
For Chris Cribbs to continue a discussion towards a possible loan with United Community Bank to finance the pool project
To deny the appeal for a garage addition to 4 Terrapin Court

Guests and Tree Planting Proposal

Caroline and Joe Mercer presented a proposal to plant three ginkgo trees in Carlos Celeya’s honor in the front median. Board discussed irrigation needs, tree characteristics, root concerns, and placement. Action assigned to research irrigation, water requirements (including gator bags), spacing, and prepare a written proposal.

Dock House and Infrastructure

Discussed $52,000 estimated repairs. The board will coordinate evaluation of dock structure (pilings and roof) and get additional competitive bids.

Financial Updates

Year-to-date financials within 5% of budget. 24 past-due accounts remain. Board will send reminder emails before May 15 and disable gate barcodes for unpaid accounts.

Pool Project & General Contractor

Focus on selecting a qualified General Contractor (GC). The board decided to reissue bids for the GC role (deadline April 27). Bids to be reviewed and GC selected by April 30.
A line-by-line review meeting will be scheduled with architect Todd, Martinez Brothers, and interested board members to address bid gaps.

Policies and Governance

Discussed voting requirements for financial decisions; agreed to maintain current majority vote rule.
Draft policies on email voting and delegated spending authority to be sent to association attorneys for review.
Emphasized need for legal counsel review of contracts, clear communication, and proper ticket handling.
Committee assignments and officer roles to be finalized.

Action Items

Finalize and hold a meeting between the pool project architect Todd, the Martinez Brothers contractor, and interested board members to walk through the pool project bid line by line and address any remaining coverage gaps.
Work with Alyssa Harvey to configure her user access in the online ticket system and have her begin assisting with managing ARC tickets, including helping to print tickets and respond to inquiries on behalf of the board.
Send the drafted policy language defining how and when the board may vote by email (and clarifying delegated authority limits) to the association attorney for review and to assist in drafting a formal written policy.
Obtain multiple bids for dock evaluation.
Confirm gate license plate access after RFID changes.
Send delinquent account reminders before May 15.
Document approved fence styles and guidelines with Alyssa Harvey.
Gate system access (license plate recognition after RFID deactivation) to be confirmed with the property technology team.

Meeting Adjourned.