Minutes for the Dutch Island Board Meeting
August 22, 2024
Minutes for the Dutch Island Board Meeting
August 22, 2024
1. Call to order
a. Ben Perkins called meeting to order at the Dutch Island Pool. Board members present were Gary Alan, Sarah Hunt, Susan Dailey, James Garrett, Chad Barrow and Paul Painter.
2. Approval of agenda
a. Motion to approve agenda with changes approved.
3. Approval of June minutes
a. Motion made to approve June 13, 2024 minutes, approved.
4. Financial Report
a.Sarah Hunt presented financials. Monthly Reports approved. Sarah reported that the swimming pool is over budget due to repairs.
b.Collection of Unpaid HOA and contractor pass balances: a new policy for collections will be presented at the September meeting.
5. Public Comments
Several residents in attendance spoke regarding speeding along Herb River Drive from the area around Buccaneer Bend to the pool. Another resident spoke about speeding is an issue along Mulberry Bluff back towards Settlers Point.
6. Speed Detection Devices
a.Ben Perkins presented information regarding concern for speeding on the island and the risk and liability for the HOA not to act.
b.He and James Garrett presented a proposal to approve traffic safety devices from TrafficLogix to install 1 (one) speed detection device at a cost up to $16,000 to be used around the island.
c.There was discussion among the board about how this was to implemented, where this was to be used and how it would be used to enforce speeding.
d.A motion was made to approve the proposal to spend up to $16,000, Motion carried, with Gary Alan opposed. e. Motion was made by Paul Painter to have the Traffic Committee present how the back end process would work and how it will be used to be presented at the October meeting. Motion carried.
7. Management Report
a. Longshore presented a monthly management report. The HOA will consider different format for future reports.
8. Covenants
a. The board decided to defer this discussion to email communication on how and when to roll this out to the residents.
8. Maintenance Items
a. Discussion regarding the speed bump painting. The board agreed to get another quote for a second coat of paint as it was not done well.
9. Committee Updates
a. ARC Committee
a.Sarah Hunt asks that the HOA board create a policy for solar panels as we do not currently have one.
b.Dock Committee
a.New cleats and repairs are completed.
c.Events Committee
a. Annual Crabbing Tournament is scheduled for Saturday August 24th. Resident party to follow at 6pm at pool.
d.Landscape Committee
a.Gary Alan would like to look at the fence area by the pool to possibly be extended to help protect the gas line.
e.Pool Committee
a.Pool lighting has been installed at the parking lot.
b.Cindy Malone discussed considering new lifeguard role and duties for next summer. They are a big part of our budget and are we getting enough out of them. Perhaps consider using just gate attendants instead. Pool Committee will discuss and make recommendations for next summer.
c. Pool deck is slippery, mats or slip resistant surface needed under pavilion and pool deck. d.Longshore will work on getting estimates to replace our pool deck with pavers to be considered in our budget for replacement since we were cited by the county for the coping and pool deck becoming unlevel. Gary Alan offered to get an estimate also.
f.Roads and Drainage Committee
a.Chad Barrow updated that island faired pretty well after our last rain of 12”. There are still some issues on Wild Thistle and Terrapin and areas that need to be excavated.
b.Chad made a motion to approve Herrington Tree up to $12,500 for tree removal at Terrapin Trail to provide access to the lagoon for future dredging.
c.. The HOA will send email to residents about their duty and responsibility to clean their drainage ditches. Also include keeping curbs clean from debris going down the drains.
g.Security Committee
Discussion for the need for a board member over security to update the policies, processes and SOP. a.Agenda included discussion regarding Commercial Pass Registration, how best to take electronic payments at the gate and IT support- this discussion to be carried over to September board meeting. b.Unmanned Gate Protocol- Longshore will research other policies for a Hurricane Response Protocol and Policy and present at the October HOA meeting.
10. Community Center- Status?
Nothing to report.
11. Vacant Board Positions
Gary Alan made a motion for the board to appoint Randy Peacock to the board to fill the vacated position held by Jason Pierce which expires in December. Motion carried.
Meeting Adjourned
Unfinished Business/ Action Items
● Collection of Unpaid HOA and contractor pass balances: a new policy for collections will be presented at the September meeting.
● Traffic Committee to present at October meeting how the back end process would work for the speeding detection device agreed upon.
● Covenants- how to roll out to community and voting procedures.
● Longshore to get quote for second coat of paint for speed bumps.
● Solar Panel policy to be created for ARC amd presented to the board for vote.
● Landscape Committee to look at fence in front of pool to see if it should be moved to protect the gas line. ● Pool- Longshore to get quote for replacing pool deck with pavers. Cindy Malone to present new lifeguard proposal for next summer.
● Roads and Drainage committee to draft communication to go out to residents about their responsibility to
clean their drainage ditches and also keep gutters free of debris and out of drains. ● Commercial Pass Registration, how best to take electronic payments at the gate and IT support- ● Unmanned Gate protocol and Hurricane Response Plan to be researched by Longshore and presented at October meeting.
● Policy needed for boat, trailer and car penalties for towing, warnings etc.