Dutch Island Board Meeting Minutes

6pm November 13, 2025

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