Author: Liz Stephens

Board members present: Susan Dailey, Denise Wilson, Chris Cribbs, Casey
Smith, Fitz Hiltzheimer, James Garrett, Randy Peacoc

The meeting covered several key points: the approval of the last meeting’s
minutes, introductions of new members, and updates on event planning. A
resident proposed a pool house project, which was discussed for board approval.
The board discussed policies on RFID household limits, guest passes, and
non-responsive tickets, emphasizing the need for consistent enforcement and
documentation. Maintenance issues, including pothole repairs and landscape
management, were also addressed, with plans for a site survey and potential
parking space expansion at the gate.

Action Items

• [] Draft a simple, bulleted policy for RFID access and communicate it to the
  community.
• [] Review and close out old tickets in the system, coordinating with the gate
  staff.
• [] Get bids for repairs and maintenance on the dock and provide a punch list.
• [] Follow up with the landscape contractor on specific maintenance items like
  trimming the causeway and maintaining the common area.
• [] Investigate options and costs for addressing the issues with the generator and
  sewage lateral at the pool
  The meeting was called to order at 6:02pm and a quorum was met.
  The motion to approve the August meeting minutes was made, seconded, and
  passed with all in favor

Event Planning and Community Engagement

• different event ideas planned for the year were discussed, including the
  upcoming crabbing tournament
• Amanda Mansour, has volunteered to organize and lead a committee to plan
  events for Dutch Island
  •Mason Heidt- 836 Meriweather, presented a home addition plan proposal to be
  voted on by the board
  Financial Statements and Budget Update
• Chris Cribbs provided an update on the budget
• Motions were made and approved for the billing and collection policy and the
  pool design concept
• Longshore Contract Renewal will be discussed during the executive session
  Policy discussion
  •RFID limit per household- 4 complementary
• The board discussed ways to document and follow-up on non-responsive
  tickets
  Signage and Maintenance Updates
• new signage and the use of metal signs for cost-effectiveness
• Randy Peacock provided an update on the management report, including the
  execution of an encroachment agreement and the status of various repairs and
  maintenance tasks
  Committee Reports and Landscape Updates
• updates on the dock punch list were given and the need for additional bids for
  landscape maintenance
• details were given on the guard gate’s need for sewage lateral repairs and the
  impact on the generator project along with the need for a site survey and the
  potential cost differences between adding parking and cutting the road
  Speed Bump Concerns and Community Communication
• The board discussed the challenges of addressing speed bumps added to
  Waite Drive and the need for community involvement
• The board has reached out to various Chatham County officials to address
  community concerns regarding the new speed bumps and will post contact
  information for residents to do the same
  Adjournment:
• The meeting was adjourned at 7:45

Board Meeting August 14, 2025 6pm

The meeting was called to order at 6:03pm. Confirmed quorum. 

Agenda was approved

Minutes from the May meeting were approved.

July meeting minutes.pdf

Community Comment – Limited to 3 minutes per person

Kevin Kelly  – Fence

Joshi L Clare – Pool

Financial Statements – were reviewed

Billing and Collection Policy – Daily Passes

1. Billing and Collection Procedures – Daily Passes and Annual Dues.pdf

Unfinished Business 

• Longshore CMS Contract Renewal
  • Current contract expired 6/30/2025 – Nothing prepared to present by BOD
• Pool – Increase in communications
• Policy discussion
  • RFD limit per household – 4 complementary
  • Resident access to Gate House
• Covenants
• Community Signage – In process
• Management Report
• Committee Updates
• Pond Management
• ARC Committee
  • To discuss in executive session
• Dock Committee – Nothing to report
• Events Committee – Nothing to report
• Landscape Update – Nothing to report
• Roads and Drainage
• Pothole repair plan – In Process 
• Security Committee 
• Gate Update -In Process
  • Work at the gate to cut up the concrete for wiring and plumbing – Pending
• Adjourn

6pm July 10, 2025

Dutch Island Board Meeting Minutes

6pm July 10, 2025

Board members present via Zoom: Susan Dailey, Denise Wilson, Chris Cribbs,
Casey Smith, Fitz Hiltzheimer, James Garrett

The meeting began with the confirmation of quorum and approval of the June 12
meeting minutes. Jerry Blackburn from IQ Fiber presented a proposal to provide
fiber optic services to Dutch Island, highlighting a 4.8 Google rating and minimal
disruption during construction. The board approved the contract with a 6-month
timeline for completion. Kathy Dole and Robert Gitelman raised concerns about
fence height and tree removal, which will be addressed separately. The board
discussed a new billing and collection policy for daily passes and the ticket
process for the speeding policy. The pool design contract with Wilton Partners
was also approved.

Action Items

• [] Send the final speeding policy to the board for email approval.
• [] Coordinate with Randy and Gary to develop a specific plan and timeline for
  the front gate project.
• [] Work with Casey to review and update the architectural review forms to
  simplify the process.
• [] Follow up with Kathy Doyle within 5 days regarding her fence appeal.
• [] Remove the vendor restriction on Mr. Gitelman’s property to allow stump
  grinding.
• [] Review and respond to the remaining items in Mr. Gitelman’s request within 5
  days.

Quorum Confirmation and Meeting Start

• Susan Dailey confirms quorum and mentions that Gary, Randy, and Tania will
  not attend.
• Susan Dailey calls the meeting to order and confirms the agenda.
• The meeting minutes from June 12 are approved without changes.
  Fiber Update by Jerry Blackburn
• Jerry Blackburn introduces himself and Jason Monroe from IQ Fiber.
• IQ Fiber provides fiber optic services for Internet and broadband, with a focus
  on customer satisfaction.
• The company has grown to 27,000 clients across multiple markets, including
  Jacksonville, Gainesville, and Charleston.
• IQ Fiber offers a future-proof product with up to five gigabits of bandwidth,
  expandable to 10 to 25 gigabits.
• Construction for IQ Fiber in Dutch Island would not incur any fees for the HOA
  or homeowners.
  Discussion on Fiber Update
• James Garrett asks about the timeline for construction and service availability.
• Jerry Blackburn estimates construction could begin within 30 days of contract
  signature and be completed in six months.
• James Garrett mentions positive feedback from residents and a favorable
  comparison to other providers like Comcast and Verizon.
• Fitz Hiltzheimer confirms positive experiences with IQ Fiber in Jacksonville and
  Gainesville.
• Susan Dailey asks if the board is ready to move forward, and James Garrett
  makes a motion to approve the contract.
  Community Comment Section
• Kathy Dole explains her extended fence height due to a neighbor’s bird aviary
  and requests an appeal process.
• Susan Dailey suggests having board members visit the site to assess the
  situation and make a recommendation.
• Robert Gitelman discusses a lightning strike incident and requests the removal
  of vendor restrictions and an expedited process for safety-related situations.
• Susan Dailey agrees to address Gitelman’s requests separately and within five
  days.
  Financial and Billing Update
• Chris Cribbs reports on the audit with Coomer and Rother, noting only one
  suggestion for a no-cash policy at the gate.
• Pam presents a billing and collection policy for daily passes, recommending
  Option C with an admin fee for unpaid passes.
• James Garrett supports Option C and makes a motion to approve it via email.
• The motion is seconded, and the policy is approved.
  Pool Update and Survey Results
• Casey Smith proposes approving Wilton Partners for program and concept
  design for the pool replacement.
• The motion is seconded, and the proposal is approved.
• Fitz Hiltzheimer and James Garrett discuss the survey results, highlighting
  popular requests like zero-entry pools and shade structures.
• Casey Smith explains the next steps for incorporating survey results into the
  design process.
  Covenants and Ticket Process
• Denise Wilson updates on the covenants, noting progress with RFIDs and the
  need for 112 more yes votes.
• Casey Smith discusses improvements to the ticket process, including canned
  responses and streamlining communication.
• James Garrett emphasizes the importance of clear and polite communication
  with residents.
• Susan Dailey suggests reviewing and simplifying the forms for the ARC.
  Management Report and Committee Updates
• Liz Stephens provides a management report, noting the success of warnings for
  boat dock violations and the ongoing rework of the rules and regulations.
• Casey Smith updates on the pothole repair, mentioning temporary patches and
  ongoing discussions for a more permanent solution.
• James Garrett discusses the speeding policy, proposing a friendly warning
  approach with no monetary fines for first offenses.
• Susan Dailey suggests sending the speeding policy via email for a final vote.
  Final Discussions and Actions
• Susan Dailey summarizes the meeting’s key points, including the approval of
  the fiber update, the pool design contract, and the billing collection policy.
• The board agrees to address Robert Gitelman’s requests separately and within
  five days.
• The meeting concludes with a plan to follow up on outstanding items via email.
  Adjournment:
• The meeting was adjourned at 7:00pm

Dutch Island Board Meeting Minutes

6pm June 12, 2025

Board members present: Gary Allen, Susan Dailey, Denise Wilson, Chris Cribbs,
Tania Groover, Casey Smith, Fitz Hiltzheimer
Dutch Island Board Attorney, Matt McCoy was present
The meeting was called to order at 6:02pm and a quorum was met.
The motion to approve the May meeting minutes was made, seconded, and
passed with all in favor.
Legal Updates on the Pool Issue

• Matt emphasized the need to preserve evidence and schedule an inspection
  with an expert witness.
• Matt discussed the upcoming inspection with a structural engineer, and
  potential mechanical engineer involvement.
  Insurance Claim and Engineering Consultations
  -Matt detailed the process of providing documentation and evidence to Coastal
  Pool Management.
  Concerns from Residents and Board Members
• Concerns were expressed about the pool issue’s impact on property values and
  Dutch Island’s attractiveness, along with the need for a timely resolution
• The board emphasized the need for community feedback in planning for pool
  replacement
• Before making any major decisions, the insurance company needs to evaluate
  the claim to give a better understanding of what’s to come
  Discussion on Litigation and Community Communication
• Matt agreed that a demand letter needs to be sent to set a definite timeline for
  construction plans but emphasized that the litigation process is slow.
• the board agreed to start community discussions on pool replacement plans
  and gather resident feedback via an online survey
• “ loss of use” of the pool amenity will be quantified considering various factors,
  along with the need for a clear understanding of what the HOA is seeking.
  Next Steps and Timeline for Pool Replacement
• DI legal counsel will work to set a timeline for the inspection and the preparation
  of the report so that demolition can begin
• the board set a goal date of the pool opening on May 1, 2026
  Roads and Drainage
• Bill Simmons requested to fill in his ditch and add piping for drainage. Casey
  explained how this action would contribute to drainage issues.
• Randy is identifying potholes needing repair and requested approval for up to
  $75,000 for pothole and asphalt road work maintenance to be voted on at the
  July meeting.
  Covenants Report
  -The ongoing effort is continuing by collecting votes to pass the new covenants.
  This effort will be paired with the distribution of the new RFID decals by
  encouraging homeowners to vote when picking up their decals.
  Dock Report
  -several pilings need to be repaired and replaced
  Financial Report
• Chris Cribbs updated the status of homeowners who haven’t paid their yearly
  dues, noting they have lost gate access and must enter through the guest gate.
  Management Report by Liz Stephens
• Liz will send a reminder to residents about dock rules.
• Lights in the pool parking lot are not working properly and will be fixed.
  Security
• 80 RFID decals have been issued and are being used successfully.
• An upcoming plan includes adding a generator at the guard gate to operate
  gate arms during power outages.
• The new security system, Proptia, will eventually be used at the pool, tennis
  courts, and playground.

Architectural Review Committee (ARC)

• Discussion took place on the best practices for handling ARC tickets, including
  deferring to other board members if unsure.
  Causeway Trimming and Landscaping
  -causeway trimming has been completed
  Action Items:
• Gather community feedback on desired features for the new pool through a
  survey.
• Schedule a virtual town hall meeting to hear resident feedback on the pool
  replacement.
• Provide the insurance company adjuster with the latest pool replacement cost
  estimate
• Determine the fair rental value of the pool as a way to quantify the “loss of use”
  for the community.
• Compile data on the average cost for families to join other pools in the area as
  part of the “loss of use” calculation.
• Conduct a two-week survey to gather resident feedback on pool features and
  design, followed by a board meeting discussion

Adjournment:

• The meeting was adjourned at 7:45

Dutch Island Homeowners Association
Board Meeting Minutes
Date: May 8, 2025
Time: 6:00 PM
Location: 2 Dragonfly Point / Zoom

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I. Call to Order and Quorum Confirmation

The meeting was called to order at 6:12 PM.
A quorum was confirmed.

Board Members Present:

• Gary Allen
  
• Chris Cribbs
  
• Casey Smith
  
• Fitz Hiltzheimer
  
• Taina Groover (via Zoom)
  

Residents in Attendance via Zoom:

• Edward Klatt
  
• Bob Shelley
  
• Bob Akin
  

---

II. Approval of Agenda

The agenda was reviewed and approved.

III. Approval of Previous Meeting Minutes

The minutes from the March 2025 meeting were reviewed and approved.

---

IV. Financial Report

The financial statements were reviewed.

• Billing and Collection Policy – Daily Passes:
  The board has not yet met to finalize this item. A follow-up meeting is expected.
  
• Delinquent 2025 HOA Dues:
  22 homeowners remain delinquent. If payment is not received by May 16, 2025, gate and amenity access will be suspended.
  

---

V. Pool Update

• Insurance:
  Awaiting contact from the insurance company. A demand letter may be issued. More information is expected within 1–2 weeks.
  
• Access and Security:
  
  • Pool bathroom codes will be re-implemented. (Action: Fitz)
    
  • The temporary fence will be moved for exit button access. (Action: Gary/Randy)
    
  • A second pool closure sign will be ordered. (Action: Susan)
    
  • Security guards will be instructed to monitor pool and dock cameras at night. Motion sensors to be activated. (Action: Gary and Fitz)
    
  • A communication will be sent to residents explaining the return of pool access codes, citing safety concerns and enforcement of rules. (Action: Susan/Liz)
    
• Furniture:
  New pool furniture to be delivered Thursday, May 17. Supervision by Gary, Casey, Fitz, and Randy in shifts for unloading and storage.
  

---

VI. Surveillance Signage

The board agreed to order new video surveillance signs, though the number and placement are to be determined. (Action: Susan)

---

VII. Covenants

No updates reported.

---

VIII. Facebook Posting Policy

• Commenting will remain disabled.
  
• Liz will be granted administrator login access. (Action: Susan)
  

---

IX. Management Report

The April–May 2025 Management Report was reviewed.

---

X. Committee Updates

• Pond Management:
  Electrofishing reports were reviewed. Consensus to take no action on the catfish pond for now. Further discussion pending more board attendance.
  
• Architectural Review Committee (ARC):
  Progress has been made on outstanding tickets.
  
• Dock Committee:
  Budgeted items discussed. (Lead: Kris)
  
• Events Committee:
  No updates.
  
• Landscape:
  Causeway maintenance is complete. Tree trimming by Herrington on the 13th and 14th.
  
• Roads and Drainage:
  
  • Pothole Repairs:
    
    • Quote from Platinum Paving: $65,000
      
    • Quote from Crosby: $200,000
      
    • Casey requested additional details on scope and approach before proceeding.
      
• Security Committee:
  
  • Gate updates discussed.
    

---

XI. Old Business

• Annual Raises:
  Approved as part of the 2025 budget.
  
• Security Options:
  Document reviewed. Board approved distribution in the same manner as the previous year.
  
• Longshore CMS Contract Renewal:
  The board acknowledged receipt of the renewal document. Review is pending and expected shortly.
  

---

XII. Resident Comments

• Memorial Plaques Discussion:
  Resident Scott Vaughn requested time to speak to the board about the possibility of memorial plaques on Dutch Island. Suggested locations included the dock area and potentially commemorative bricks at the pool. The board acknowledged the request, and discussion is expected at a future meeting.
  

---

XIII. Future Agenda Items

The following items were added for discussion at future meetings:

• Golf cart registration
  
• Long-range plan for road paving
  
• Generator for the gate system
  
• Policy on bounce houses on HOA common property
  
• Basketball court surface deterioration and options for repair
  

---

Adjournment
The meeting concluded without formal adjournment time noted.

Dutch Island Board Meeting Minutes 

6pm March 13, 2025 

Board members present: Gary Allen, Susan Dailey, Denise Wilson, Chris Cribbs, James Garrett, Tania Groover, Casey Smith, Randy Peacock 

The meeting was called to order at 6:04pm and a quorum was met.

● Approved meeting minutes from previous meeting. 

Board Member Updates 

● Fitz Hiltzheimer nominated and approved to fill vacant board position left by Paul Painter 

● Term will complete current year and next year 

● Unanimous approval from board 

Financial Report 

● February expenses below budget 

● Revenue remains above year-to-date projections 

● Transferred $178,000 from First Chatham money market account to Merrill account for higher interest rates 

● Investment policy review completed and approved 

Insurance & Policy Updates 

● Board ratified email vote on insurance renewal policy (5% increase)

● New pool rules approved by unanimous vote Pool Rules 

Infrastructure & Maintenance 

● City repairs ongoing at Marsh Point 

● Water line incorrectly marked, Platt and Peyton contracted for repairs

● 200-year-old live oak tree damage by city workers being addressed by Herrington Tree Service 

● Drainage project mobilizing next week, weather permitting

● Gate system updates delayed due to vendor issues 

● Considering alternative Hilton Head vendor for one-time installations

● The board discussed the pond located on Wild Thistle and Hedge Nettle, focusing on the excess catfish population and exploring various strategies to address it in order to promote the growth of other fish species. 

Covenant Updates 

● Current voting status: 93 votes received 

● Target: 70% approval needed 

● New strategy for gathering votes: 

○ Coordinate with RFID decal distribution 

○ Board members to personally contact residents 

○ Focused outreach to non-voters 

● List of current votes to be distributed to board members for follow-up 

Action Items 

● Board members to receive list of covenant voters for follow-up ● Follow up on Marsh Point repairs with city 

● Coordinate with Harrington on tree service completion 

● Review drainage project timeline once weather permits mobilization Meeting was adjourned at 6:47pm

6pm February 27, 2025

Board members present: Gary Allen, Susan Dailey, Denise Wilson,Chris Cribbs, James Garrett, Tania Groover, Casey Smith, Randy Peacock 

The meeting was called to order at 6:09pm and a quorum was met.

    Board Administration & Governance

• Approved meeting minutes from previous meeting.
• Open board position to be filled – will discuss at the March meeting.
• Looking for candidates with IT/technology background to replace James, who is rolling off.
• Fitz Hiltzheimer is willing to help with specific projects like RFID gate rollout.
• Appointed Chris Cribbs as treasurer to fill Sarah Hunt’s vacated 2-year term.
• Dave Fletcher and George Groover were added to ARC committee.
• James Garrett will conduct training session on ticket system for new members.

Financial Update

Chris Cribbs presented the 2025 budget overview:

• Net income $6,000 ahead of budget for January
• Key expenses breakdown:
  • Security & pool: 50% of expenses
  • Landscaping, maintenance, management fees: 35% of expenses
• Need to evaluate revenue options due to operating deficit.
• Discussing investment strategies for $1M+ in reserves.
  • Considering line of credit as safety net.
  • Exploring index fund options with 3-year withdrawal buffer.
  • Current CD rates dropping from 6% to 3%.

Security & Access Control

James Garrett presented updates on the new gate access system: 

• Gate arms installation completed.
• PropTEA software rollout in progress:
  • Hardware at installer location for testing.
  • Installation scheduled within 3-4 weeks.
  • Will run parallel with current barcode system.
  • New features include:
    • License plate readers
    • Call box functionality
    • Automated contractor access options
    • Guest pass tracking
• Discussing purchase of security vehicle vs current $1,200/month rental.

Infrastructure & Maintenance

Randy Peacock, Casey Smith, and Gary Allen reported on road and drainage issues:

• Identified approximately 50 areas needing road repairs.
• Randy creating detailed assessment with photos and locations.
• Drainage project update:
  • Additional $29,500 approved for Mulberry Bluff repairs
  • Includes pipes being reset within the sloped retaining wall
• Pool maintenance items:
  • New auto-fill system proposed ($2,500)
  • LED light replacement needed ($1,650 per light)
  • Discussing future pool deck replacement

Architectural Review Committee (ARC)

• New members added to committee.
• James Garrett will conduct training on ticket system.
• Discussed paint color approval process 

Legal Matters

• Received demand letter regarding house paint color dispute.
• Board discussing response options:
  • Consulting with insurance company
  • Evaluating legal representation options
  • Considering response strategy

Community Management

• Discussing wildlife management program:
  • Annual deer culling program details
  • Need for better communication with security about contractor access
• Estate sale policy established:
  • $250 flat fee for companies
  • Must coordinate with security
  • Time restrictions to be enforced

Projects & Planning

• Evaluating landscape improvements:
  • Pool area upgrades with landscaping and annual maintenance 
  • Tree trimming along causeway and around street lights 
  • Streetlight clearance work ($10,000-12,000 estimate)
• Golf cart registration program under consideration.
• Reviewing security camera implementation and speeding enforcement policies.
• Covenants- An online push along with a mailed letter explaining the importance of passing the new covenants will be done. 

Meeting was adjourned at 8:25pm

February 2025

https://drive.google.com/file/d/1NkYPFjzlrWPYghOz9bjkVqahYLEdXSW8/view?usp=sharing

Minutes for the Dutch Island Board Meeting 

October 10, 2024

1. Call to order 

a. Susan Dailey called meeting to order via zoom.  Board members present were Gary Alan, Sarah Hunt, Susan Dailey, James Garrett, Tania Groover and Paul Painter. 

2. Approval of agenda 

a. Motion to approve agenda with changes approved. 

3. Approval of August  minutes 

a. Motion made to approve August 22, 2024 minutes, approved. 

4. Front Gate/Security Update

a. Hurricane Response Plan to be prepared once we have the new gate system in place. 

b. James Garrett presented a detailed presentation on a new gate system to be ordered. The current gate is obsolete and replacement parts are no longer available. The new system will operate on a magnetic system. New software will be purchased to integrate cameras, bar codes, contractor passes, etc. Motion to spend up to $125,000 on new gate entry system, software, new computer system going to MAC, and new phones. Motion passed. Likely completion will be first quarter of 2025. 

5. Financial Report 

a.Sarah Hunt presented financials. Monthly Reports for both August and September  approved. 

b.Collection of Unpaid HOA and contractor pass balances: Sarah Hunt made a motion to write off non-collectable daily passes for  2022 and 2023. Motion approved. 

c.Policy will be followed for non-payment of HOA dues and liens will be placed for late payments in November/December. 

c. Further discussion carried forward on how to collect future dailey passes. 

d.Preliminary 2025 Budget was presented by Sarah Hunt. A budget workshop for board members will be held on October 22, 2024. 

6. Policy on Limited Covenant Enforcement

a.This discussion will move to November. 

7. Rules and Regulations Discussion

a.Sarah Hunt presented an updated Rules and Regulations handbook which integrates updated policies from our previous version in 2019. Board members to send any edits to Sarah to be presented at November board meeting. 

b.Sarah Hunt made a motion to approve changes to ARC Rules as follows:  Motion passed

1. ARC approvals are valid for 12 months from the date of the approval issuance. If work

has not commenced within 12 months from the date of approval, then a new request must

be submitted.

2. Solar Panels – Installation of solar panels requires ARC approval. Solar panels need to

be installed in an inconspicuous space on either the resident’s home and/or property.

Solar panels will not be allowed to be visible from a street view of the property. The

resident requesting solar panel installation will be required to provide a letter from all

neighbors surrounding the residences indicating approval. It will be necessary to provide

a drawing representing the proposed location of the panels along with a picture of the

solar panels to be installed. If a batter storage system is to be installed, resident needs to

also include information on the location of the storage system, including pictures.

3. Commercial Vehicles will not be permitted onto the Island to deliver:

a. Cement/Cement Trucks

b. Dumpsters

c. Large Equipment – bulldozer, excavator, cranes, lifts, etc.

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.