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