DEWEES ISLAND PROPERTY OWNERS ASSOCIATION · Web viewKim Knight reported on several matters: (1) the ferry fleet status report (2) the rebidding progress on the repairs to the ferry

DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MEETING MINUTES. SEPTEMBER 27, 2014

DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC.Regular Meeting of the Board of Directors

Meeting MinutesSeptember 27, 2014

Landings Building, Dewees Island SC.

Board Members Present: McIntyre, Anderson, Duncan, Easterlin, Hines, Plemmons, Zitzman Board Members Absent. McDevitt and Schwaibold.Others Present: Kim Knight and Joan Marchetti

I. President David McIntyre began the meeting at 8:32 a.m. with the Open Forum where owners may speak to the board about questions and issues of concern. There was discussion on several topics for deliberation of the Board.

II. After no further comments from members, the President called the official board meeting to order at approximately 8:56 am. The Secretary stated there was a quorum.

III. Upon motion duly made and seconded, the Minutes of the regular meeting of the Board of Directors dated July 19, 2014 were approved.

IV. Committee Reports were presented from 1) Anne Anderson for Communications, Social Committee and the Arts Council, and 2) Bill Duncan for the EPB. These and other reports were submitted in writing. Copies of the written reports are attached as Attachment A. Discussion followed.

An extensive EPB report was presented by Bill Duncan followed by Wade McPhee who further clarified the report titled “The role of the Dewees Island Environmental Program Board”. Bill Duncan requested a change to the name of the EPB to the Environmental Resource Board.

Upon a motion duly made and seconded, the Board approved that the current name of the Environmental Program Board be changed forthwith to the Environmental Resource Board.

V. The Treasurer then gave his report

a. POA Financial Reports

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2014 Budget

October -August Budget

October - August Actual POA

Public Safety HH Marina MV Cottage

IncomeFerry Service 100,000 91,667 124,663 124,663 Miscellaneous 18,800 18,400 15,189 15,189 -1Sale of Foreclosed Lots - - 112,737 112,737 Interest Income 9,000 8,333 6,646 5,570 1,076 Labor 300 300 320 320 Skiff 1,500 1,375 300 300 Cart Rental 4,000 3,667 15,600 15,600 Equipment 8,000 7,333 5,687 5,687 Room Rental 40,000 36,667 70,487 40,522 29,965 -4Slip Rental 97,596 89,463 85,400 85,400 Slip Rental/Parking 18,000 16,500 16,500 16,500 EPB Contribution to Public Safety 4,019 3,684 3,684 3,684 Utility Contribution to Public Safety 22,106 20,264 20,264 20,264

Total Income 323,321 297,653 477,477 280,066 23,948 40,522 102,976 29,965

ExpensesWages 630,468 577,929 590,290 397,578 130,492 37,839 24,382 - Administrative 49,227 45,254 49,795 40,548 1,267 5,938 2,042 - Insurance 207,768 190,454 198,473 94,599 14,336 45,129 36,589 7,821 -2Expenses on Acquired Properties - - 47,281 47,281 - - - - -3Commission Expense 10,000 9,167 19,684 - - 12,193 - 7,491 -4Legal 45,000 41,250 10,986 10,986 - - - - -5Utilities 74,500 68,292 75,437 28,493 15,731 20,730 3,541 6,942 Housekeeping 7,500 6,875 14,650 - - 12,195 - 2,455 -4Equipment/Supplies 25,213 23,654 14,316 10,157 761 1,095 840 1,463 Fuel 72,745 66,683 80,542 78,149 2,393 - - - R&M 127,932 116,979 96,897 74,424 7,119 8,533 5,273 1,547 Other 33,050 30,296 35,797 35,797 - - -6Marina Reserves 41,400 37,950 37,950 - - 37,950

Total Expense 1,324,803 1,214,782 1,272,097 818,012 172,099 143,651 110,616 27,719

POA Total Ordinary Income(Loss) (1,001,482) (917,129) (794,620) (537,945) (148,151) (103,129) (7,640) 2,246

EPB 2014 Budget

October - August Budget

October - August Actual

Income 35,374 32,457 56,014 Expenses

Payroll 81,432 74,663 75,764 Admin 11,908 11,077 9,520 Operating 20,949 19,203 17,498

EPB Total Expense 114,289 104,942 102,783

EPB Income (loss) (78,915) (72,485) (46,768)

Total Income (loss) (1,080,397) (989,614) (841,388)

-1 Annual meeting budgeted $14,000 Actual $4,825-2 increase in Marina bulkhead and docks-3 paid taxes on 6 lots not budgeted for-4 Rental Income is up which reflects increase in Commission and Housekeeping expense-5 reflects change in collection attorny's-6 Annual meetin expense higher than budgeted

Budget to ActualFiscal Year 2014

Detail By Funds

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Delinquencies

Dewees Island POA as of June 30, 2014Amount Name Lot #234,738 IPP 104/137/27/28/29/98

34,123 Burns 58 Purchased by Peter Spitz45,942 Knott 9039,123 Aden 3021,784 Tinkler 8110,720 Gomez 87

386,430

11 delinquents5 POA 116/117/99/107/106

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VI. Kim Knight reported on several matters: (1) the ferry fleet status report (2) the rebidding progress on the repairs to the ferry shelter and replacement of the 100ft. floating dock on Dewees (3) the disaster cleanup monitoring contract (4) Public Safety liability insurance (5) and the Huyler House kitchen air conditioning unit replacement. A copy of the managers’ report is attached in Attachment B.

VII. Kim Knight discussed the potential impacts to parking and congestion of the City of Isle of Palms Marina development, which includes the replacing and upgrading the floating docks, utilities, and drystack boat storage.

VIII. The Board reviewed the effect to POA Ferry Income of the May 29, 2014 Renter Ferry Fee Policy. The Board was pleased with the results in ferry income between the new flat rate policy and the old per person per trip policy.

Upon a motion duly made and seconded, the Board unanimously passed, approved and extended the current Renter Ferry Fee policy through and including March 31, 2015 at which time the Policy will be subject to further review by the Board.

Discussion ensued relating to charging schoolchildren who live on Dewees Island ferry ridership fees during the school year.

Upon a motion duly made and seconded, the Board unanimously passed and approved with regard to ferry fees, that commencing October 1, 2014 Dewees resident children from grades K through 12 receive one free round trip during the school year during the days school is in session.

IX. The Board further discussed the Referendum to the members of Dewees Island POA for the purpose of calling a vote of the membership to approve the transfer of Lots and the sale of the Marsh View Cottage.

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Upon a motion duly made and seconded, the Board unanimously passed and approved its intent to acquire a Lot to be dedicated as Common Property, in order to reinstate Lot #132, the site of the Marsh View Cottage, as one of the 150 Dewees Lots.

Upon a motion duly made and seconded the Board unanimously passed and approved that the POA Board, as soon as practicable, mail a Notice of Special Meeting to the members of Dewees Island POA for the purpose of a vote to approve the acquisition of a Lot and the sale of the Marsh View Cottage in accordance with the documents prepared by the POA attorney attached hereto as Attachment C.

X. Cecily Hines submitted her proposed final draft of the POA restated Dewees Island Covenants and Restrictions, and the Amended and Restated Bylaws, to the Board for review and discussion. The Board engaged in an extensive discussion of both documents, and agreed on a few final changes to be made prior to submitting them to the membership for final review. Ms. Hines committed to make the changes and get them out to the Board for review within several weeks. The Board agreed that the timetable for membership approval would be the annual meeting in March 2015.

Upon motion duly made, the public portion of the meeting was adjourned at approximately 2:30 pm, and the Board moved into executive session to discuss upcoming litigation and D&O insurance issues.

Upon motion duly made, the meeting was adjourned at approximately 3:13 pm.

Respectfully submitted,

Kim KnightSecretary

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Attachment A.

XI. REPORTS OF COMMITTEES

A. ARB Report

B. EPB Report

The Role of the Dewees Island Environmental Program BoardWhat It Is, What It Should Be

September 22, 2014

Summary

In 1992, just before lot sales began, the legal documents that established the preliminary organization of community governance for Dewees had their last major revision. These documents reflected a developer’s dreams, aspirations and convenience rather than the real life of a community.

Since then our experience has been one of coping, reaction and evolution, taking such chances as we can to design plans better suited to our real circumstances as they have emerged. The current effort to revise the POA covenants and by-laws is a watershed point among these opportunities.

The importance of such a body as the EC/ EPB has been recognized since early on and its status has gradually been officially upgraded as the documents defining community relationships and responsibilities have evolved, including the current draft of the proposed 2014 amendments to the covenants and by-laws. However, no document has ever specified that a particular body in the organization of Island government has oversight of the management of the natural environment of the Island beyond the comprehensive responsibility of the POA Board.

Further, aside from some specifics concerning tree removal and details concerning home construction, no document has made it clear that private property (a category comprising most of the maritime forest of the Island) is subject to ongoing environmental controls, and that this is necessary to meet obligations covenanted in perpetuity with the state.

Lacking such clear assignment of responsibilities, we suggest a re-thinking of the organizing principles regarding environmental management. This should be expected to bring clarity and collaboration, not revolution. The first step would not be laden with detail but should establish an organizational framework for environmental policy that could be valid for ten to twenty years.

To this end the Dewees Island Environmental Program Board forwards the following recommendations to the Property Owners’ Association Board of Directors. These recommendations are supported by the EPB’s analysis of the history of environmental management which follows, with related appendices.

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Attachment A.

Our thanks to Margaret Errington, the “I” in this analysis.

Recommendations of the EPB to the Dewees Island POA Board

The EPB recommends that the following definitions and implicit structure of environmental management be adopted by the community. We believe that the importance of these measures in assuring our ability to meet our obligations to the State of South Carolina and in meeting our community’s accepted aspirations of stewardship warrants consideration of their inclusion in the Covenants and By-Laws of Dewees Island. Such incorporation would be for the sake of durability and clarity in the conduct of environmental management, but our practices are more significant than our documents, and the suggestions described could be implemented immediately.

Foundations

Define a comprehensive organization of management of the whole environment of Dewees Island and its waters in two parts: the built environment and the natural environment.

o Establish responsibility for overseeing the management of the built environment and making recommendations to the POA Board therefor with the Architectural Resource Board.

o Establish responsibility for overseeing the management of the natural environment and making recommendations to the POA Board therefor with the EPB (see below).

o The built environment should be defined to include buildings, roads & infrastructure, landscape improvements and other constructed features, whether privately or commonly erected or owned.

o The natural environment should be defined as the whole natural environment of the Island, whether or not altered or managed by man and whether privately or commonly owned. It would not include landscaped areas as defined by the Dewees Island Architectural and Environmental Design Guidelines and submitted to and approved by the ARB.

Convey authority appropriate to their responsibilities to these two Boards, including the authority to administer procedures, rules, limits and guidelines, to inspect private property to ensure compliance, and to recommend penalties or remediation for failure to comply. To ensure consistency and single-point responsibility the authority to determine and levy any such penalties or requirements for reparation should remain solely with the POA Board.

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Attachment A.

Rename the EPB the Environmental Resource Board to match its counterpart and to avoid any confusion of role or limitation that might be inferred from the word “program”.

Implementation

On matters related to these recommendations the EPB also suggests that the following be adopted as policy by the POA Board:

All committees with responsibilities in the two environmental areas should report to the appropriate one of the established boards. Any committees designated by the POA Board to report directly to the POA Board should copy the corresponding board with minutes and other reportage for information and coordination with other plans. Such direct reporting should generally be limited to particular tasks for which a streamlined time frame is required, and should always be subject to specific sundown clauses tailored to charge and timeline.

We recommend that a temporary joint subcommittee made up of members of the EPB, the ARB and a POA Board representative draft the details of the proposed arrangement, with particular emphasis on areas of current or potential overlap and areas not currently covered adequately. Such committee’s charge should include the subject of enforcement, penalties and remediation. This subcommittee should present its conclusions to the two boards for comment and then final recommendations to the POA Board for action.

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Attachment A.

Environmental Management on Dewees IslandMargaret Errington for the EPB

August 16, 2014

Towards our goal of identifying, and possibly revising, the role of the EPB, I undertook to review the available documents that address protection and management of the environment on and around Dewees.1

What I found is that (1) the EC/EPB was not in the forefront of any administrative planning until the recently Amended By-Laws were created; (2) the ARB’s role has evolved over time – whether by design or by chance - from dealing with the environmental ramifications of construction to a broader scope of environmental concern; and (3) there is little, if any documentation, regarding the establishment or role of the Wetlands Committee. Overall, as currently designed, the ARB is primarily responsible for management of vegetation on the island and the EPB is, by inference at least, primarily responsible for management of wildlife.

What I’ve attempted to provide here is a summary of the relevant portions of the relevant documents, together with my conclusions.

Dewees Governing Documents

All our governing documents derive, directly or indirectly, from the Conservation Agreement of 1975, which conveyed the Dewees conservation easement to the SC Wildlife and Marine Resources Department, the Dewees Island Land Plan of 1976, with amendments through 1992, and the Wildlife Management Plan prepared for IPP in 1992.

With guidance from these fundamental documents, management of the island is primarily directed by the Amended and Restated By-laws for Dewees of 2014 (approval pending) and the POA Declaration of Covenants and Restrictions, By-Laws and Declaration of Rights, Restrictions, Affirmative Obligations and Conditions, a single document recorded in July 1992. Management is secondarily guided by the ARB Guidelines, last revised in 2013, and the EPB Guidelines, dated April 2011. There’s also the Dewees Constitution, which is little more than a statement of principles found elsewhere.

What troubles me the most about the POA documents, for EPB purposes, is that they say a lot more about the principles of environmental protection than they do about how or by whom they’re to be accomplished. They also say a lot more about the ARB than about the EPB. The original documents don’t mention the EC/EPB at all. Happily, this is remedied somewhat by the

1 I reviewed the following documents: the Conservation Easement of 1975; the Dewees Island Land Plan of 1976; the Wildlife Management Plan prepared in 1992; what appears to be John Knott’s Master Plan (undated); the POA Declaration of Covenants and Restrictions, By-Laws and Declaration of Rights, Restrictions, Affirmative Obligations and Conditions recorded in 1992; the 2014 Amended and Restated By-laws; the Dewees Constitution; the ARB Guidelines; the EPB Guidelines; Goals for the EC 2003; the EPB Mission & Goals (undated).

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Attachment A.

Amended By-laws, which for the first time establish standing committees, including the ARB and the EPB. (Art. XI)

The Amended By-Laws state that the ARB is responsible for:

review of all plans for construction, landscaping and external improvements to Property, and any changes to same, and shall have the functions, responsibilities and authorities as provided in the Covenants and as otherwise determined by the Board. The ARB shall also have responsibility for developing and administering, subject to Board approval, the policies and procedures set forth in the Association’s ARB Policies & Procedures for Residential Development, and to impose monetary or other sanctions for violations thereof. (Art. XI, Sec. 11.1)

Pursuant to the amended by-laws, the EPB is now officially a standing committee which

shall advise the Board on matters relating to the beach trust area, revetments, wildlife, plants and trees, marshes, lakes and other matters relating to the environment. It shall develop and recommend to the Board policies for environmentally sensitive areas. It shall participate in other activities that fall under to the jurisdiction of the United States Environmental Protection Agency, and its Bureau of Ocean and Coastal Resource Management, the South Carolina Department of Health and Environmental Control or other such governmental agencies as may have jurisdiction over the environment of the Association. The EPB shall also develop and implement educational programs for Property Owners and their guests. Notwithstanding any other provision in this Article

XI, the EPB shall answer to and be supervised by the Board, and the activities and operations of the EPB shall be subject to all applicable guidelines adopted by the Board. (Art. XI, Sec. 11.2)

The Declaration of Covenants and Restrictions from 1992 are still effective. They specifically address the creation of an Architectural Resource Board (Article VII) but don’t say anything about the EC. They enumerate six express objectives for the ARB, all related to assuring that construction is in compliance with the guiding environmental principles and that buildings and landscaping are visually harmonious with the environment.

The Declaration of Rights, Restrictions, Affirmations, Obligations and Conditions expands on this, setting out specific provisions for architectural and design review (Art. III, Sec. 3). Other Articles also assign certain actions that qualify as environmental management, such as supervising tree removal, to the ARB. The remaining Articles in the Declaration of Rights expressly reserve environmental management - eg. the right to manage places designated as open space areas, wildlife study, erosion control, and habitat preservation - to the Company and its successors.

In other words, the governing documents describe an ARB that is responsible only for regulating construction on the island, and the effects of that construction on the island environment.

Attachment A.

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ARB Guidelines

The ARB Guidelines, last amended in 2013, state that their purpose “is to inform the homeowner, architect, landscape architect and the contractor, on environmental issues relevant to building on Dewees Island. Regulations or construction, design and materials were developed to ensure compatibility with the various DI covenants, with environmental protection, and with the island’s natural landscape.” The objective of the guidelines is “objective, harmonious integration of the built environment with Dewees Island’s native environment.”

Appendix 5 of the guidelines addresses violations and enforcement, mostly in the context of construction violations. It empowers the ARB to assess fines and includes a schedule of fines for various violations, including for damage to natural areas outside an approved disturbance area. The appendices also include a Dewees Island Vegetation Management Plan and a Dewees Island Tree Preservation Policy, again including stringent fines for violation.

Attached to the ARB Guidelines, sort of as a final appendix, is the Dewees Island Vegetative Management Plan, dated February 11, 2013 (not to be confused with the aforementioned Vegetation Management Plan). Of all the documents I read, this is the one that most seems to slide general responsibility for environmental management to the ARB. This Plan states that it was created as a resource for property owners and based on the 2009 ARB Guidelines, “the Wildlife Management Plan, Conservation Easement and Land Plan.” It expressly states, “[w]hile this document does not directly address management practices on private property, its principles are symbiotic with those of the Dewees Island Architectural and Environmental Guidelines.” It divides the island into management units and recommends action to accomplish stated goals, including appendices on “vegetation of concern,” a “Sweet Grass Harvest Map,” guidelines for Impoundment Management and guidelines for management of Saline Wetlands.

EPB Documents The EPB Guidelines of 2011 further blur the role of the ARB and ERB, stating that their purpose, “along with the Architectural Design Guidelines” is the “harmonious integration of the built environment with Dewees Island’s native environment.” The goal, they state, is “to maintain and enhance the Island’s integrity, to preserve the ecosystems and indigenous landscape, and to reduce dependence on non-renewable resources.” Substantial portions of these guidelines repeat wholesale language found in the ARB guidelines. They also set out a series of objectives – the same ones that are articulated on our agenda for each meeting.

The appendices do contain some specific rules for conduct on the island, eg. stay away from birds, don’t take too many crabs or fish, keep dogs under control, manage waste, etc. They also contain a schedule of fines for violations. As with the ARB, they state that the EPB will assess the fines “on a case by case basis and may pursue legal action if necessary in accordance with POA bylaws and covenants.” The amounts also “are subject to periodic increase and may be amended at sole discretion of EPB.” (Appendix 2) (Query, however, whether this is effective

Attachment A.

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given that the power to assess fines was omitted from the description of EPB in the Amended By-Laws.)

In addition to the EPB Guidelines, I was able to review a statement of the EC’s Goals from September 1, 2003 and the EPB Mission Statement, undated The 2003 Goals articulate four broad objectives: education, developing financial resources, environmental protection/management, and broadening community support for the EC. The Mission Statement reiterates and expands on these goals.

Wetlands Committee

I have not seen any documents regarding the formation or function of the Wetlands Committee. Anecdotally, it originated in 2005 as the Water Subcommittee of the EPB to aid in the solution of three water problems on Dewees: the rice trunk, six pipes, and the impoundment canals. This working group reported to the EPB. In order to facilitate communication and decision making with the POA, it began reporting directly to the POA in 2010. This was motivated primarily by the need to make decisions required for the NOAA Grant being sought for restoration of Lake Timicau. At around the same time, the name was changed to the Wetlands Committee. Its original job description was similar to the one formally adopted in September 2013:

PURPOSE:The Wetlands Committee serves the POA Board as a research and assessment team for the management, restoration and conservation of Lake Timicau, the Impoundment, and the freshwater conservation areas, and recommends possible solutions.SCOPE OF RESPONSIBILITY:It is the responsibility of the Wetlands Committee to support the POA Board of Directors in carrying out its responsibilities regarding Lake Timicau and The Impoundment and the freshwater conservation area.

Conclusion

The division of labor between the ARB and the EPB is clearly set out in the proposed Amended By-Laws. The ARB’s job is to enforce island policies regarding residential development, and it has the power to enforce violations with monetary fines. The EPB’s job is to advise and make recommendations to the POA Board on matters relating to the beach trust area, revetments, wildlife, plants and trees, marshes, lakes and other matters relating to the environment, and to develop educational programs for property owners and their guests. The Amended By-Laws are silent regarding the Wetlands Committee, although it also functions as a committee of the POA.

The new description of the EPB’s role omits most of the environmental protection tasks that are enumerated in the founding documents as functions reserved to the Company and its successors, eg. habitat management, nature trails, scientific study and erosion control. Presumably these

Attachment A.

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tasks fall to the POA Board as successor to IPP. Arguably it is therefore the EPB’s role to advise the Board on these issues and make recommendations as needed.

APPENDIX AEC Goals 090103

GOALS FOR THE EC- September 1, 2003

I. Continue and expand educational efforts to help us live in a nature preserve through:

A. Programs that increase adults’ knowledge, participation and appreciation of Dewees and its habitat. 1. Continue current level of educational programming.2. Locate an EC bulletin board at a central spot for educational tidbits &

up-to-date environmental news.3..Develop short (one-hour) topical informational talks and schedule at a regularly posted times.

4. Explore possibility of training adult docents to assist naturalist.

B. Programs that expand children’s knowledge and appreciation of island and its habitat.

1. Plan specific activities for Dewees children.a. Recruit interested parents for subcommittee to plan and help

implement on-island children’s activities. (Summer nature camp etc.).

b. Explore possibility of training Dewees children as docents to assist naturalist.

2. Encourage recreational coordination and work with planning committees

3. Post “hot opportunities” (turtle inventory etc.) on EC Bulletin Board.

C. Effective use of the Nature Center and wet lab as the core of our community at Huyler House.

1. Post regular hours when Naturalist will be in Center on door.2. Develop procedure to tally number of visits for further planning.3. Complete wet lab and disseminate information regarding its use.

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II. Develop financial resources to support naturalist and programs on islandA. Incorporate and pursue tax exempt status for foundation

1. Communicate effectively with POA Board and Dewees Community.

Attachment A.2. Launch fund drive and celebrate Deedee’s gifts to our

community.

B. Live within a realistically developed budget.1. Regular reporting by Island Manager re: financial status at each

EC meeting including current investment performance.

C. Develop further fund raising sources and analyze effectiveness of present ones.1. Evaluate soft drinks issues: time vs. profit2. Continue to expand T shirt and appropriate retail opportunities3. Be open to other fund-raising opportunities, staff-time being a

consideration.

III. Participate in land and maritime management to preserve Dewees Island’s natural beauty and protect its habitat and creatures consistent with conservation easement and covenant requirements.A. Develop, update and implement management plan to maintain,

protect, and enhance the health of the island ecosystems. (ie: impoundment, Lake Timicau, maritime forest, beach/dunes, wildlife etc.)1. Continue current environmental management activities.2. Coordinate with agencies, professionals and owners.3. Facilitate permitting

B. Respond proactively when issues of concern are raised. (Rogue gator etc.)

C. Develop information and policies in areas of concern for POA Board approval. (I.e. management of flora, fauna, rats, coons, etc.)

1. Policy notebook to be readily accessible in Nature Center with approved policies, date of approval and index in front.

2. Policies should be reviewed by EC with any needed changes recommended to Board on regular basis.

D. Collaborate with on and off-island groups and educational institutions

to provide research opportunities, subject to Board approval.

E. Provide leadership and facilitate relevant research.

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IV. Develop strategies to broaden base of community support for EC and Naturalist position through: A. Regular communication with owners.

1. Continue emails on matters of community interest2. Use bulletin board and develop other strategies3. Plan to be a present at property owner gatherings & annual

meetings

B. Improved channels of two-way communication with POA Board.1. Request that chair of EC and ARB become ad hoc members of

Board.

Attachment A.

C. Encouraging wider participation in programs, committee and subcommittees.1. Develop two broad-based committees for interested community

members to join:a. Exploring Dewees (ways to enjoy the island)b. Living on Dewees (ways to live compatibly on the island)

D. Surveying Board and property owners regarding their preferences before developing policies.1. Use this contact as an opportunity to explore new ideas,

communicate current programming.

E. Establishing protocols for dealing effectively vs. punitively with noncompliance.1. Develop and clarify how to: educate and intervene when guests or owners behavior is at odds with approved public policies formulated to protect the island environment.

APPENDIX BUndated EP Mission and Goals

Dewees Island Environmental ProgramMission & Goals

Mission:

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The Mission of the Dewees Island Environmental Program is to preserve and protect our fragile barrier island ecosystem through wise habitat and species management, while fostering stewardship among all island owners and visitors through a diversity of educational experiences.

Goals:

I. Practice species-driven habitat management—consistent with conservation easement and covenant requirements—to preserve the fragile environmental resources of Dewees Island

a. Develop, maintain, and implement management plans to protect and preserve the health of the island ecosystems:

i. Vegetation Management Planii. Post-Hurricane Restoration Planiii.Wetlands Management Plan (i.e. Impoundment, Lake

Timicau)iv. Fire Protection Policyv. Beach Management

Attachment A.vi. Wildlife Management (i.e. deer, alligators)vii. Invasive Species Management (i.e. fire ants, Chinese

tallow, phragmites, tamarisk, pampas grass)b. Develop a Post-Hurricane Restoration Plan, considering the

necessary re-growth of species to restore the maritime forest in the event of a major storm event

c. Serve as an advisory committee to the POA Board on all Dewees Island habitat management issues and agendas; develop information and policies for POA Board approval

d. Establish and utilize protocols for dealing effectively vs. punitively with noncompliance

e. Seek to deliver the results of management strategies through publications, speaking events, and collaboration with like-minded organizations

f. Provide research opportunities, subject to Board approval, to students, non-profit organizations, an institutions

Update/publicize the list of species-driven habitat management projects

Update or evaluate management practices Communicate all “action” plans for species

o Develop card-sized flora and fauna ID’s with species photos/facts, Dewees guidelines, how environmental decisions are made on-island

Establish a native plant nursery Establish a community garden Develop a 5-year species-driven habitat management plan

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II. Continue and expand educational efforts to help Dewees Island residents and visitors live in a nature preserve.

a. Foster a strong sense of stewardship for Dewees Island and the surrounding region

b. Programs that increase adults’ knowledge, participation, and appreciation of the fragile island ecosystem and the stewardship role of the Environmental Program

c. Programs that expand children’s knowledge, participation, and appreciation of the fragile island ecosystem and how it is protected

d. Continue to develop a centrally-located community environmental education center suitable for hosting environmental forums, class visits, and on-island education programs

e. Encourage sustainable living and provide community forums and resources to assist owners in this endeavor

f. Continue to collaborate and strengthen ties with the Barrier Island Trust so that Dewees Island will be a model for protection and preservation of barrier island ecosystems

More opportunities for summer camps and education programs More education focusing on native flora

Attachment A. Establish a connection with local like-minded institutions, like the SC

Aquarium, Cypress Gardens, etc. and coordinate field trips for Dewees owners/visitors

Provide an improved Nature Center Develop access to conservation areas, trails, interpretive signage,

etc. Create more self-guided interpretive opportunities Schedule guest speaker events in coordination with social activities

(i.e. sustainable seafood dinner)

III. Develop strategies to broaden base of community support for EC and Naturalist position through:

a. Regular communication with ownersb. Improve channels of two-way communication with POA and have

a representative of the EC and the ARB be ad hoc members of Board.

c. Encourage wider participation in programs, committees, and subcommittees

d. Survey property owners regarding their preferences before developing policies.

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Work with the POA Board and ARB to establish parameters and guidelines for how the island is managed, so that the Environmental Program is involved

Collaborate with the POA Board and the ARB to host a joint-venture community learning event, “Living the Vision,” over Labor Day weekend

Establish a “blog” or online resource which allows the Dewees ownership to discuss electronically issues relevant to the island

Continue the Island Stewardship Program Improve the visibility of the Environmental Program

o Consider the relocation of the Nature Center Explore improved ways to communicate to Dewees owners (email

vs. website) Host an environmentally-oriented party (i.e. sustainable seafood

event) Collaborate in the decision-making process with the POA Board and

the ARB Change the title “Environmental Committee” to the “Environmental

Program Board” with the following (but not limited to) subcommittees:o Sea turtle patrolo Invasive species committeeo Bird-watching committeeo Post-hurricane restoration planning committeeo Trails and maintenance committee

Designate a “Finance Representative” for the Environmental Program Board (EPB)

IV. Develop financial resources to support Naturalist and programs on-island.

a. Create a budget that reflects the mission of the EC and supports the programs and goals of the committee

b. Develop further fund raising sources and review effectiveness of present ones

Attachment A.c. The EC should discuss the following year’s goals in programs in

April for final approval with the budget in June

Environmental staff salarieso Remain funded by 1.5% of sales?o Become POA dues?

Identify/utilize outside funding sourceso Barrier Island Trust

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o Grants Classroom students and community groups (i.e. Audubon, SC

Aquarium) participating in environmental programs continue to pay ferry fees ($6 and $12, respectively), but funds should go into the Environmental Program fund

The Environmental Program should seek approval for the use of suites at the Huyler House, to promote multi-day visits from off-island environmental officials, guest speakers, enthusiasts

Utilize a “Finance Representative” for the Environmental Program Board (EPB)

V. Community Outreacha. Conduct joint programs with off-island organizations, academic

institutions, etc.i. Fly-over program; collaborative data-gathering effort with

C of Cii. Birding w/a regular expert/group (Audubon)iii. Invasive species assessment and controlsiv. Continue the geomorphology study in collaboration with C

of Cb. “Spread the word” about the Dewees Environmental Program and

community philosophyi. Turtles on the Townii. Southeastern Wildlife Expositioniii. College of Charleston environmental course (panel)

c. Develop standards-based curriculum, at various levels, as the basis for on-island school programs

i. Plan for the eventual repair/replacement of the tour vehicle and trailer

d. Apply for the “Best Beach” award given by Dr. Beache. Create or participate with a public relations committee or staff

personf. Co-sponsor Master Naturalist/Gardener training programs with

Mark Madden

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Attachment A.

C. Archives Report D. Arts Council ReportE. CommunicationsF. Social Committee

Sep 27 Dewees downtown with McAlhany, Winstead/Banks?Oct 11 Progressive dinner? Dewhirst, Miller, McDevitt, McAlhany ……Oct 25 Evening Callinectes to Capers (or Nov 8)Nov 15 Fish fry. Savage, EasterlinNew Years eve

Maybes later or early 2015Saigon cooking class and dinner (McIntyre/Moser?)Tennis? Ask Claudia, LornaMoser stargazingCroquetBlindfold cart raceFour notes againLara Wilson again on Feb 14?

G. Wetlands

Wetlands Committee Report:

I have copied an email from Jamie Rader, Biologist for of Ducks Unlimited, updating us on the Lake Timicau grant. We are awaiting the initial plans for the water control devices; however they will not be designed until fall of 2015.

Faith,No developments at this point in time. We are going to be starting to budget next FY in November and December which will include the survey and design for the Dewees Island project. I will probably talk to Lori this fall concerning some permitting actions. There is a new Managed Tidal Impoundment General Permit that is recognized by USACE and DHEC/OCRM. Part of the utilization of this permit requires a field certification process. This process addresses current infrastructure and determination of field eligibility. I want to complete this eligibility prior to the initiation of our survey and design phase next year. Please let me know if I can provide any other information.

James A. RaderRegional BiologistDucks Unlimited South Atlantic Field Office

Respectfully submitted,

Faith Schwaibold

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Wetlands Committee - Chair

Attachment B.

A. Manager’s Report

Ferry Fleet Status Report 9-14-2014.

The Dewees Islander suffered some bow damage recently while training one of our new captains. I have started the process of getting Coast Guard approval for the changing of the generator. Once I have received approval I will take the Islander to the boatyard for annual service, repair of the bow and replacement of the generator. I have no plans to swap the Yamaha engines out at this point as the Breeze has really taken the load off of the Islander. It is my hope that we can swap motors every two years instead of annually.The Dewees Breeze has made well in excess of 3000 round trips to the Island with only two minor service issues. This past week I took the Breeze to Coastal Canvas on Shem Creek where the owner and I water tested and modified the canvas enclosure with hopes of stopping water intrusion. Several changes were made and we believe the problem has been addressed but only time and inclement weather will tell. Coastal Canvas continues to stand behind their work and will make more modifications if necessary.I am making some changes within the ferry staff in the hope that I can offer the passengers a better experience as well as a staff that will maintain the boats to the level that I know the Island expects. We have welcomed new captains Shawn Marsh and Lisa Carter to our team; they both seem to be a good fit and are elevating our service level. We have also welcomed a couple of new mates to replace mates that were failing to accurately use the ferry access system. Failure to use the system correctly was resulting in large amounts of lost revenue as well as inaccurate billing. We have a very good fleet of boats now and my focus has changed to insure that we have a well-trained and service oriented staff.

Regards,Captain Tripp Hanna

SUMMER HOLIDAY SEASON VERY BUSY

The summer holiday season was very busy on Dewees this year. The Utility ran at peak demand and trash removal barges from the island were at four times the winter rate. The staff did an excellent job in servicing the demand.

MAIN DOCK FERRY SHELTER & 100 FOOT FLOATING DOCK

Rebidding is underway on the repairs to the ferry shelter and replacement of the 100ft. floating dock on Dewees. Cape Romaine Marine Contractors and Salmons have submitted a bid and we are waiting for Morrison to complete his bid. The permit applications have been submitted.

DISASTER CLEANUP MONITORING CONTRACTOR

FEMA now requires that our hurricane cleanup contractor is monitored during the term of their cleanup deployment by an independent engineering firm for us to qualify for federal aid. I have signed a contract with PDA LLC a South Carolina based company to do this work when needed.

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Attachment B.

AIRCONDITIONING

The kitchen air conditioner in the Huyler House has been replaced.

DEWEES ISLAND PUBLIC SAFETY LIABILITY INSURANCE

We are currently working with our insurance company to see if we can insure the DIPSD in another way to make sure we are adequately covered in the event of an off island emergency .

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Attachment C.

NOTICE OF SPECIAL MEETING

Pursuant to Article II, Section 2 of the Bylaws of Dewees Island Property Owners Association, Inc. ("Bylaws"), the Board of Directors (the "Board") of the Dewees Island Property Owners Association, Inc. ("DIPOA") calls a special meeting of the DIPOA to consider the Board's proposed sale of a portion of the Common Properties, i.e. that property known as existing Lot #132, the site of the “Marsh View Cottage”, and a portion of the existing “Public Works Lot” in accordance with Article IV, Section 4(i) of the Declaration of Covenants and Restrictions of DIPOA (the "Covenants") and the related acquisition of Lot 88 for dedication as Common Property, all in accordance with the provisions described below. The meeting shall be held on December 20, 2014 at 10.30 am at Huyler House Dewees Island SC 29451.

The purpose of the Special Meeting is to consider approval of a proposal including the purchase and sale of real property on Dewees Island as described below (the “Common Property Sale Proposal”):

(a) Acquisition by the DIPOA of Dewees Island Lot 88 and its designation as Common Property to be added to expand the maritime forest along Old House Lane;

(b) Sale by the DIPOA of existing Lot #132, the site of the “Marsh View Cottage” and a portion of the existing “Public Works Lot”, in order to create a reconstituted Lot #132, to be thereafter held by the owner as Residential Lot #132, subject to the Covenants, Bylaws and all instruments and regulations governing Residential Lots on Dewees Island.; and

(c) The acquisition and sale terms shall be negotiated by the DIPOA Board.

CHOOSE ONE OF THE FOLLOWING:A copy of the proposed subdivision of the Public Works Lot to form the reconstituted Lot #132 is attached (which may be subject to change when presented to Charleston County for approval).

NOTE: THE PROPOSED TRANSACTION WILL NOT RESULT IN A CHANGE IN THE TOTAL NUMBER OF RESIDENTIAL LOTS ON DEWEES ISLAND.

The Common Property Sale Proposal must be approved in toto in order to proceed.

The Board recommends that Members vote in favor of this proposal.

To approve the Common Property Sale Proposal, there must be a quorum at the meeting. A quorum is achieved with the presence, either in person or by proxy, of sixty percent (60%) of the total votes within DIPOA. The Common Property Sale Proposal will be approved if sixty percent (60%) of the votes cast at the meeting where a quorum is present vote in favor.

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PROXY

Special Meeting of Dewees Island Property Owners Association, Inc.

Please return this Proxy promptly, even if you presently plan to attend the special meeting in person. You will be able to retract the Proxy in that event, but a quorum is essential to transact business at the special meeting. Your Proxy will help assure the presence of a quorum.

The undersigned designates Janet Kennedy and Patrick O'Leary or either of them (each with power to appoint a substitute) as his/her proxy to vote as indicated below with respect to the Common Property Sale Proposal. In the absence of such indication, you understand that your proxy will vote FOR the Common Property Sale Proposal. You may designate someone other than the proxies named above by indicating the identity of a different individual property owner proxy in this space: _____________________.

I. Approval of the Common Property Sale Proposal

For Against Abstain □ □ □

Property(ies) Owned:

________________________________

________________________________

________________________________

Name: __________________________ Witness: _________________________

Signature: _______________________

Date: ____________________________

Please return to DIPOA office in the enclosed envelope TODAY or at the latest by December 12 , 2014. We will notify your proxy.

If you own more than one lot please note all the actual lots you own on this form only .

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BALLOT

Special Meeting of Dewees Island Property Owners Association, Inc.

(For Use at Special Meeting in the Event a Member Has Not Executed a Proxy or in the Event the Member Revokes His/Her Proxy and Wishes to Vote at the Special Meeting)

I. Common Property Sale Proposal.

For Against Abstain □ □ □

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