Category: Board Meetings

6pm April 9, 2026

Dutch Island Board Meeting Minutes 

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.

Dutch Island Board Meeting Minutes 

6pm February 12, 2026

•  The meeting began at 6:10 PM with a quorum achieved 

1. Call to Order & Approvals  

• Quorum confirmed  

Members reviewed the agenda.  

• A motion to approve the agenda was made, seconded, and approved unanimously (all in favor).  
•  A motion to approve the minutes from the December meeting was made, seconded, and approved unanimously (all in favor).  

The meeting proceeded to financial statements.

 2. Financial Statements

• Collections are beginning to come in for the month.
• Review of construction loan options 

 3. Boat Policy Discussion

• Discussion was held regarding the boat policy.  
• It was suggested that rules currently in effect during peak season should be extended to apply year-round.  
• Consideration was given to implementing a notification system for boat owners if boats are left overnight at the dock.   
• The boat policy will be reviewed during peak season to ensure effectiveness.  
• It was recommended that the updated policy be documented in writing and posted on the association website for resident access and transparency.

 4. Maintenance Report and Tennis Court Bench Replacement

Maintenance activities were reported, including:  

•  Placement of signs throughout the property.  
• A request submitted to the playground company for a sound pipe for the playground area.  
• Discussion occurred regarding vandalized benches at the tennis court, which require replacement.  
• Aluminum benches were recommended as a more durable and cost-effective solution.  
• Budget availability for the bench replacement was confirmed.

 Adjournment

The meeting was adjourned at 6:34 PM, with an executive session to follow to discuss pool contractor bids.

Action Items:  

– Follow up on the status of the sound pipe request from the playground company.  

– Proceed with sourcing and installing aluminum benches at the tennis court.  

– Review and update the boat policy (consider year-round application, notification/tracking system).  

– Document the finalized boat policy in writing and publish it on the association website.  

– Hold an executive session to evaluate pool contractor bids.

Dutch Island HOA
Annual Meeting Minutes
January 15, 2026

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1. Call to Order
The Annual Meeting of the Dutch Island Homeowners Association was called to order at 6:07 p.m.

2. Approval of Agenda
The meeting agenda was presented to the membership. A motion was made and seconded to approve the agenda as presented. The agenda was approved.

3. Appointments
The following individuals were appointed:

• Tania Groover
  
• Alex Canfield
  
• Lance Paulick
  

4. Adjournment
There being no further business, the meeting was adjourned.

6pm November 13, 2025

Dutch Island Board Meeting Minutes 

6pm November 13, 2025

•  The meeting began at 6:06 PM with a quorum achieved.

Approval of Previous Minutes

• Agenda & corrected October 2025 minutes approved unanimously.

Pool Project

• Residents requested transparency, community involvement, and a milestone plan.

• Casey Smith confirmed design professional engaged and legal counsel guiding process; updates limited by legal constraints.

Financials

• Small surplus reported due to zero pool maintenance (pool closed).

      • 2026 budget tight; Board input for 2026 dues increases will consider Employment Cost Index and Consumer Price Index to ensure that the budget remains adequately funded to maintain community standards for the upcoming year.

Delinquencies

• Legal action proposed against two owners delinquent in annual dues.

• Immediate 2026 dues notification to the community.

Daily Passes and Dues

• $4,400 still outstanding in dues payments. 

• Daily passes- Homeowners have been consistently paying for passes with fewer delinquencies. 

• Enhanced billing processes improving compliance.

Covenants and Management

• Only 36 additional votes needed to pass updated covenants. 

• Coordinating hard-material community signs to replace old wooden ones. 

• FEMA managing tornado siren maintenance and policy updates. Siren is fully operational. 

• Georgia Power to audit street-light infrastructure.

• Ongoing enforcement of commercial vehicle and boat parking rules.

• Benches are on back order for pickleball court; squeegees replaced on tennis courts

Gate & Tech

• Quote from Remote Technologies for magnetic gates; fiber run required for cameras and gate.

• Vandalism risks at launching dock, and tennis courts discussed. Fiber installation at these sites will allow for cameras to be added for security.

Policies

• Drafts pending: resident gate access prohibition, ARC submission process, RFID limitations, resident non-response to violations.

Roads & Drainage

•  A motion was made to approve up to $65,000 for road repairs and was unanimously approved. 

• Coordination with Georgia Power for street-light fixes.

• Quote pending for dock pylon and cross-bracing repairs.

Gate Repairs

• Plan: saw-cut concrete, drain-field repair, sewage lateral fix (weekend execution recommended).

• Proposals: speed table at entrance and gate-arm reconfiguration for safety and aesthetics.

Events & Website

• Christmas movie night proposed for December 5. 

• A discussion was held on transitioning the Dutch Island website to professional management; outdated plugins being removed.

Action Items

• [] Finalize gate access, ARC, RFID, and violation response policies

• [] Schedule weekend sewage lateral repair with plumber/contractors

• [] Develop gate arm redesign and enhancement plan

• [] Send movie night details to Liz for community distribution

Adjournment

• Meeting adjourned at 7:05PM

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

6pm October 9, 2025

Dutch Island Board Meeting Minutes

6pm October 9, 2025

• Meeting began at 6:04 PM with quorum achieved.
  Approval of Previous Minutes
• Motion to approve September minutes and Financial Statements passed
  unanimously.
  General Business
• Approved addition at 836 Merriweather.
• Ratified prior board decisions.
  Financial Update
• Reported year-to-date surplus.
  Pool Project
• Noted challenges with underinsured pool company, considering lawsuit.
• Explored loan options and cost-saving designs/bids.
• Decided to seek legal advice and additional bids for project.
• Stressed need for competitive bid documents.
• Favored local designer familiar with community.
• Raised cost concerns with budget suggestions and potential overruns.
• Considered reserves and insurance for overruns.
  Budget and Infrastructure
• Chris confirmed financials align with budget despite higher expenses.
• Proposed budget workshop for pool, road, and drainage costs.
  Camera Issues and Security
• Planned camera addition at boat ramp for damages in parking lot.
• Suggested conduit installation during dock work.
  Gate Project
• Gary gave an update on the gate project (concrete cutting, line reconnection).
• HOA to notify residents of construction slowdowns.
  IQ Fiber and Utility Work
• Fitz updated on IQ Fiber progress and utility impacts.

Financing Options for Pool

• Considering loans, reserves, or long-term loan for pool.
• Agreed to seek multiple bids for best pricing.
• Suggested exploring alternatives and multiple bids.
• Emphasized design for cost savings.
• Stressed informed decisions on pool and legal action.
  Signage Assessment
• Planned review of signs for non-wood replacements.
  Community Comments
• No community comment tickets submitted (Longshore Solutions).
  Action Items
• [] Contact attorney Matt for pool company lawsuit options.
• [] Coordinate with IQ Fiber on resident utility updates.
• [] Secure additional pool project bids.
• [] Meet IQ Fiber manager to review fiber scope/timeline.
• [] Review signage designs and provide feedback.
• [] Assess existing signs for replacements.

Adjournment

• Meeting adjourned at 6:55 PM.

6pm November 13, 2025

Dutch Island Board Meeting Minutes 

6pm November 13, 2025

•  The meeting began at 6:06 PM with a quorum achieved.

Approval of Previous Minutes

• Agenda & corrected October 2025 minutes approved unanimously.

Pool Project

• Residents requested transparency, community involvement, and a milestone plan.

• Casey Smith confirmed design professional engaged and legal counsel guiding process; updates limited by legal constraints.

Financials

• Small surplus reported due to zero pool maintenance (pool closed).

      • 2026 budget tight; Board input for 2026 dues increases will consider Employment Cost Index and Consumer Price Index to ensure that the budget remains adequately funded to maintain community standards for the upcoming year.

Delinquencies

• Legal action proposed against two owners delinquent in annual dues.

• Immediate 2026 dues notification to the community.

Daily Passes and Dues

• $4,400 still outstanding in dues payments. 

• Daily passes- Homeowners have been consistently paying for passes with fewer delinquencies. 

• Enhanced billing processes improving compliance.

Covenants and Management

• Only 36 additional votes needed to pass updated covenants. 

• Coordinating hard-material community signs to replace old wooden ones. 

• FEMA managing tornado siren maintenance and policy updates. Siren is fully operational. 

• Georgia Power to audit street-light infrastructure.

• Ongoing enforcement of commercial vehicle and boat parking rules.

• Benches are on back order for pickleball court; squeegees replaced on tennis courts

Gate & Tech

• Quote from Remote Technologies for magnetic gates; fiber run required for cameras and gate.

• Vandalism risks at launching dock, and tennis courts discussed. Fiber installation at these sites will allow for cameras to be added for security.

Policies

• Drafts pending: resident gate access prohibition, ARC submission process, RFID limitations, resident non-response to violations.

Roads & Drainage

•  A motion was made to approve up to $65,000 for road repairs and was unanimously approved. 

• Coordination with Georgia Power for street-light fixes.

• Quote pending for dock pylon and cross-bracing repairs.

Gate Repairs

• Plan: saw-cut concrete, drain-field repair, sewage lateral fix (weekend execution recommended).

• Proposals: speed table at entrance and gate-arm reconfiguration for safety and aesthetics.

Events & Website

• Christmas movie night proposed for December 5. 

• A discussion was held on transitioning the Dutch Island website to professional management; outdated plugins being removed.

Action Items

• [] Finalize gate access, ARC, RFID, and violation response policies

• [] Schedule weekend sewage lateral repair with plumber/contractors

• [] Develop gate arm redesign and enhancement plan

• [] Send movie night details to Liz for community distribution

Adjournment

• Meeting adjourned at 7:05PM

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