Dutch Island Homeowners Association
Board Meeting Minutes
Date: May 8, 2025
Time: 6:00 PM
Location: 2 Dragonfly Point / Zoom
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)
- Pool bathroom codes will be re-implemented. (Action: Fitz)
- 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.
- Quote from Platinum Paving: $65,000
- Pothole Repairs:
- Security Committee:
- Gate updates discussed.
- 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.