Esmann Island Owners’ Association Annual Meeting Minutes June 13, 2020

EIOA

Call to Order:  The Annual Meeting was called to order at 10:01 a.m. by President Terry Denner. Terry made note that the Annual Meeting notice was mailed two weeks prior to meeting. The meeting was held outside due to Covid concerns.

Board Roll Call:  Present were President Terry Denner. Vice-President Jane Ertl Root
Board Members: Chip Flory, Tony Reyerson, Josh Geistkemper, Andrew Phelps, and Bob Buhrow. Treasurer: Helen Schwietert and Secretary Laurie Helling.    
Annual Meeting Minutes: Terry Denner asked to forgo the reading of last year’s minutes. There were no requests or questions regarding minutes by members present, so therefore a motion was made to waive reading of minutes aloud. 2nd, and all approved.

Treasurer’s Annual Report:  Cash Flow and Balance Sheet presented by Terry Denner. 

Cash Flow and Balance Sheet presented by Terry Denner. 

  • The Association is sitting in a good place for cash on hand as well as 2 CD’s growing in the bank.
  • The Island Farmland contract is still in process of being worked out and renewed.
  • The Can/Pond Fund is just shy of $4400 with more cans ready for redemption. Thank you for embracing this fund, as it has greatly contributed to the Pond, beach, playground and Pavilion.
  • Motion to approve the financial report, 2nd and all approved.

Committee Reports:

  • Boat Storage: Don Niosi –The shed is now open for summer trailer storage. Flat fee for summer months. As always first come, first serve.  Room for up to 10 trailers for summer months, immediately following annual meeting.  3 trailers already parked and 3 more ready to be placed in shed. For Winter Storage there is usually a waiting list so please contact Don with any questions or to be placed on list.
  • Road Report: 
    •  *Road Seal Project on Ballot- *To be discussed under New Business
  • Pond Committee:  Kari Winders recognized and thanked all the members who volunteered their time, talents and materials at the pond this past year.
    • Scott Kainz for his electrical work at the pavilion and prepping for the aerator.
    • Tom Nagel and many others for helping with Pond Raking efforts
    • Kent “Doc” Rolfes for building wooden guard rail along pond cart path.
    • Paige Coon who started the ESMANN ISLAND ROCKS project! Everyone loves finding and hiding the rocks!
    • The Denner family for all their work to finish pavilion last summer.
    • Kari brought up that some members have expressed interest in having Memorial Trees planted in memory of a loved one. Members would donate the money to buy the tree and the beautification committee would plant them on common ground.
    • Keep in mind anyone can make a donation to the Pond Fund at any time!
    • Please remember to pick up your trash at beach/pond (no trash can there this summer) Remind guests as well.
    • Don’t overfish pond. Follow DNR rules for limits.
    • No boats with motors in pond. Canoes, kayaks, small oar boats allowed.
  • *Reminder: Can Collection Area
  • Do Not Crush Cans—they don’t get accepted at redemption center
  • No Plastic –  No Glass  –   No Garbage
  • Use Clear plastic bags provided

Beautification Committee:  Gail Scherr, Cindy Miller, Mary Eulberg

  • Cindy Miller wished tothank everyone who continues to donate plants, flowers, and decorative rocks to be planted and placed along the cart path or back road. We really appreciate it.
  • We can also use GRASS CLIPPINGS or Compost to be used as mulch in the Island Community Garden.  The garden is located in the northwest corner above the pond on common ground.
  • Mulch needs to be spread out in the areas around plants along the cart path to beach.
  • Be careful, there may be some poison ivy starting to grow again, mulch/wood chips will help keep it down.
  • Cindy piggybacked on Kari Winders idea about having Memorial Trees planted in memory of loved ones. These would be donated by the member and then the committee would plant them in a designated area on common grounds.
  • Please work through the Beautification Committee if interested.
    If you have a “Wish List”, ideas or suggestions for island beautification or the Pond Recreation area, please reach out to Cindy Miller or Kari Winders.

EVENTS CALENDAR:  Please read through the Events calendar when you receive them as many events are not being held this year due to ongoing social distancing concerns.

  • The Annual Labor Day Golf cart parade will go on as planned at this time. More info to follow in August.
  • **July 4th  Fireworks discussed below under New Business.


ELECTION of Board Members: (BALLOT ITEM)

Terry Denner explained there are 3 open Board positions, three 3-year positions. Jane Root’s term is up but she is running for reelection. Terry Denner and Bob Buhrow’s terms have expired and not seeking election. We thank both of them very much for their committed service to the Board the last few years.

  • Jane Ertl Root: Has enjoyed Esmann Island since 1970 and now a permanent resident. Volunteering on the board is a wonderful way to meet new people, and a great way to give back time & talent to the Board.
  • Nikki Lynch: Has enjoyed the island for about 20 yrs through family, and now have their own home they enjoy very much. Great opportunity to meet people and give back to the Association.
  • Tim Ahlers- New resident & member in 2019 and is CEO of Guttenberg Hospital. Looking forward to meeting new people.
  • Ballots were collected and Jane, Nikki, and Tim were elected to the Board! We thank all the nominees for stepping up to participate on the board!  Please consider taking your turn in the future! 

OLD BUSINESS:

SAFETY CONCERNS:

  • ALL VEHICLE DRIVERS: PLEASE abide by the 15 MPH Speed Limit. This is for ALL vehicles, golf carts, 4 X 4’s, ATV’s, mopeds, motor bikes, mini bikes!  If you have guests, please inform them of the island road rules.
  • Speed Bump(s):  Terry Denner brought up the speed bumps placed on Timber Lane Road. A few weeks ago, owner Tim Harbaugh approached Terry to ask if a speed bump could be placed on the road in front of his property. He explained the speeding was getting out of hand, with reports of some vehicles entering the island from the back road at 45-50 mph and then slowing down, but not to 15 mph. Terry gave permission for the speed bumps to be placed on the road and oversaw their placement. 
  • Some members voiced displeasure, while other members asked if we could add more speed bumps or deterrents.  
  • *With the road seal project in the future and not wanting to damage the new seal with permanent type bumps, the Board is exploring purchasing temporary rubber speed bumps to be placed in various locations on the island prone to speeding.  (*See also in Road Seal Proposal under New Business)
    As an Island Association we have rules & the responsibility to ensure the safety of our members, our neighbors, and our guests.
    Terry expressed that we, as owners/members, should be able to “self-police” by stepping up to educate our families and guests of the speed limit.
  • If someone is speeding and acting irresponsibly, we should be asking questions and have respectful conversations with the parties involved to make sure they know the 15 mph speed and our goal is always safety first. Member Ken Root voiced a concern of very young children driving carts unaccompanied by adults or permitted drivers. Children so young they have to stand to keep foot on gas pedal. Often times, with other young children as passengers. When Ken asked the rest of the members what is the recommended age, someone yelled, “12.”  He said that was probably right, if you added up the ages of all three kids on the cart!  Ken is concerned someone is going to get hurt.
  • Another member said she felt her 10 yr old was a more responsible driver than some 16-17 year olds. That may be true–you know your children, their maturity and level of responsibility.
  • 12+ is “recommended age”. Golf carts and other recreational vehicles mentioned above are member’s responsibility in case of accident. Make sure your insurance has the right coverage for safety on the roads with golf carts and other recreational vehicles.
  • Please place your Lot Number on your cart (sticker-decal) so it is visible.

SIGNAGE: We have additional new Speed Limit Signs that will be hung up at various spots on the island.

  • Additional signage needs to be hung around the pond area. Members Only, Swim at Own Risk, AeratedPond, etc.  
  • *More discussion Pond Signage under New Business.

NEW BUSINESS:

  • Terry Denner wished to publicly thank & recognize Scott Kainz for his volunteer hours of electrical work, Hoffman Lawn Care for stepping up and doing a great job of mowing and keeping the common grounds looking great. He also thanked Paige Coon for the Esmann Island Rocks fun project!
  • Newt Marine Service: The Board has allowed Newt Marine Service to temporarily park equipment at the south end of the sand pit and boat near north ramp. The sand is not being piped across the island; it is going north around island. They will not tie up their boats to our dock. Please respect their property as they respect ours.
  • They have given us a $2500 road deposit and have been very accommodating. They will donate 12 hours of dredging in the pond.
  • CORPS OF ENGINEERS will be at the July Board meeting to discuss future plans to modify Pool 10.
  • AERATOR for Pond: PLEASE NOTE: Once the aerator is installed in the pond, and after dredging, there cannot be any boats with motors.
  • Regarding ice fishing, there will need to be abundant signage about it being an aerated pond which can cause air pockets which weaken the ice.( i.e. Posted- Warning Aerated Pond-Weak Ice Spots)
  • Concerns were raised about the bass/fishing boats that enter the pond in spring from Buck Creek. Discussion on more signage in various locations to address these situations.

Building Committee: Board asked for a couple of new volunteers to join the building committee, as we need to have two sets of eyes on every permit. With two committee members it is a benefit in making sure everyone is on the same page.

  • Kent “Doc” Rolfes volunteered to join the committee. He is a permanent resident of Esmann Island
  • *Mike Burke volunteered after the meeting. (*Amended note)

Road Seal Proposal (BALLOT item) Terry Denner told everyone we have received 2 bids so far: $105,000 and $70,000. Blacktop Services was low bid.

  • We would split the cost of resealing the entrance to the island with Abel.
  • We would double coat the area where people cut the corners
  • Terry Denner, although term as President will be over, acknowledged he would continue to be part of this project as he committed to the sealing company.
  • End of July is the tentative day for resealing to take place.
  • Member Bob Gilkes asked if “sweeping the pea rock off” after sealing was part of the contract?
    • Terry will get a refined bid to include sweeping the road of rock after new seal.
  • Member Gary Gansen asked to make note of an elevation change at Lot 92
  • Aware of some road height problems and inconsistencies.
  • Member Dick Staab brought up the speedbumps again, that they would be defeating the purpose of the road seal if damaged by permanent speed bumps spiked into road.
  • The Board will explore the cost and purchase of temporary rubber speed bumps to be used during busy season on the island.
  • If any lot owners would like their driveways done at the same time as road seal, please contact Blacktop Services- Gary Miller (712) 830-7345
  • Ballots were counted and was passed with member approval to move forward with road seal project.

Proposed Building Guidelines (Ballot Item) (*Note: I did my best to capture the majority of comments, but it was a very active discussion, and if I missed some, it was not my intention.)

  • In 1993, original covenants were established. 1 house per lot. In 1993, most of Esmann were weekend properties only, and garages were not being constructed in large numbers.
  • In 2003, the Association added by-law:  Member could place garage on lot but there were no definitions of what a “garage” should be. Since 2003, more of the permits submitted were for an “extra garage” especially the back lots on Timber Lane Rd, and small, undersized lots. This trend has continued through to 2020.
  • We as an HOA set our own standards/guidelines (especially with building) per the bylaws, but it is still appropriate to revisit guidelines every few years to be aware of changing city, county, & state regulations, and how they may fit with our own unique situation.
  • 2020 Terry Denner went to Clayton County & City of Guttenberg on to get their definitions of what is considered a garage, shed, and “shouse” –which is a shed with full living quarters. 
    • Guttenberg- cannot build any garage or shed at all unless it is at the residence and/or on adjacent owned lot.
    • Cannot have a bigger garage than a house.
    • Clayton County defines a “shouse” as 50% living quarters/50% shed.
  • Residential lots definitions per county–
    • Garage vs. Shed vs Shop  1600+ sq feet is considered a shop 
    • “Shouse” = 50/50 at a minimum of 50% living quarters and 50% shed  (County assessments based on that percentage)
  • Based on these various findings from city and county, the Board discussed at May meeting, how these findings apply to Esmann Island Association. They felt the definition of “garage” and definitions of shed/shouse need to also be more clearly defined than they are at this present time. This is also an important consideration when building on undersized lots.
  • Terry did talk with Abel Island board, but they really do not have the same type of HOA as Esmann, without clear building guidelines and it has caused all kinds of issues for them.
  • Member asked question on what exactly is a “shouse?” Terry explained it is a shed with complete living quarters including kitchen, bedrooms, and bathroom as part of the shed.
  • i.e. Example, the board was comfortable with 2000 sq ft or  60% of your lot size for garage space, especially since boats/pontoons are much larger today than they may have been in 1993.
  • What can we or should be on undersized lots, 50%? Still abide by setbacks, 15 ft from road, and 5 ft from property lines including overhang.
  • A lengthy discussion followed with many member questions and statements.
  • Tom Nagel asked whether a survey was required in order to build a house or garage?
  • Currently, Dues are $200, and $100 for garage on lot.
  • Stacy Zearley brought up several of her personal concerns. She was concerned that ballots had been mailed in before the discussion.  Stacy also felt if she owns a lot it’s her lot and should be able to build on her property without having to be told what and how to build. She said, “Really, it’s none of your business.” She was also upset that, by her interpretation, she could only use 50% of her lot on Timber Lane (undersized lot). 
  • Gary Gansen stated he thought the guidelines proposed are not out of line, but would like to know what is the “standard lot size”  (75 X 25 ft)
  • Surveying was also discussed. Having a survey done can be costly, and was pointed out by many members that sometimes they don’t match up to previous placement of pins.
  • It is acknowledged that over the years pins have been moved. Mohn Surveying now does surveying where everything is done by GPS and these can differ from what the lot owner had previously thought was correct.
  • Board member Tony Reyerson said “I know I’d personally want to have that “insurance” a formal survey gives me before I’d start any new construction.”
  • Mark Moser said he built 10 years ago and the survey was done. The corner pin was not the same as it was years ago on a different deed
  • Again, it was acknowledged by all some pins were/have moved over years, either purposely or accidentally.
  • Phil Lampe had question:  “Is 15 ft set back from road from pins or middle of road?”  It is currently 15 ft setback from the front pins.
  • Terry Denner asked everyone that is considering building or submitting a permit to have common sense and civility. Please, always go to the Board first, with questions, concerns. Communication and transparency are so important.
  • Henry Maartens had question about square footage. His cabin was built in 1968 and has a 1970 garage built on to the house. The Lot is undersized with a septic.  Would he be able to rebuild it in the future?  Answer is yes. He could rebuild, but only (grandfathered) lots/homes could continue with having the septic. House would have to be replaced to the existing size, and not increase the square footage. Again, if you ever have questions, just ask a board member.
  • Jason Winders asked again about definition of house vs. shouse and can you build/have additional building on undersized lot?  (See below)
  • Jane Ertl Root pointed out reference to the Non-Conformities section of By-Laws, Section 11, Article 7.
  • Mark Tarpy also suggested that a survey be required if the neighbor doesn’t agree with pins otherwise get a survey.  Replies included, that what happens then if the property is sold and new owner doesn’t agree with something that was built?   Was stated if that were the case, and as a precaution to have it recorded with the title or deed so it is on public record with the county and property owners.
  • Terry Denner and the Board had agreed the time has come to refine the definitions so everyone is on the same page as far as new construction of garages/shed/ & (possibly) shouses.
  • Terry also asked the question of everyone: “Do we want an island of sheds & garages, or do we want new families to join us and build a residence where lots allow?”
    Also, please think about,  “Just because you can, doesn’t always mean you should.” Be considerate of neighboring properties.
  • The Board also reminded everyone two summers ago, the board proposed building a large storage unit building on the island but it was voted down by the members.
  • Bob Gilkes brought up since this proposal is on the ballot and would be added as an amendment to the By-laws, it needs to pass by 2/3 of the total votes. 187 ballots were mailed out so 124 yes votes are needed to pass.
  • The ballots were counted and while the Yes votes outnumbered the No Votes, 2/3 of the total number of votes needed to pass was not met. 
  • The Building Guidelines will not be adopted at this time.
  • Terry Denner stated that at the very least, a much needed discussion was started, and should continue in good faith, with ongoing input and feedback from members. It will no doubt be revisited by a future Board.
  • Note: Members will still need to abide by current Esmann by-laws/covenants, guidelines & process for building on Island, via the permitting process, working with building committee & Board.

POND SIGNAGE Proposal:

  • During the meeting a proto-type sign was on display for members to view.
  • The Board would like to place a large sign by Pond, explaining the existing rules to be followed when using the pond recreation area. Perhaps not so much for Esmann residents, but definitely as a visual reminder to guests, and others who may be on the property as non-members.
  • Are we going to ask someone from Abel to leave if they happen to be there with their grandchild on the playground? Probably not, we are neighbors, and some Esmann members and Abel members are good friends. If there is a large group of non-members, then perhaps, yes, pointing out the sign would be a good thing. Hopefully this will not be a frequent occurrence.
  • More frequently, members have had to ask complete strangers fishing in the pond if they were members or guests (which they weren’t). Hopefully this will help curtail some of this activity.
  • Still deciding on final size but it will be large enough to read easily.

ESMANN ID TAGS:
The pond signage discussion transitioned into a discussion of creating some form of ID tags that would identify members and guests.

Members discussed various tag options:

  • “Hang on tags”, plastic, in a bright color
  • 2 tags will be given to each Member/Owner. One tag for member and one for guest.
  • Can be hung on vehicle visor, on golf cart, or other vehicle.
  • Tom Lynch “volunteered” his wife Cinda to help design them.
  • Kari Winders made a motion to purchase the ID tags. Donna Gilkes 2nd the motion.
  • Show of hands vote. All approved and motion passed.

Other items:

  • Ken Schmitt brought up the boat/dock sitting on the common ground parking for the north ramp with a reminder there is no long term parking.
  • Terry Denner asked for ideas to make the middle boat ramp more useable? Any ideas, suggestions are welcome. Let Board know.
  • Aluminum walkway was donated to Association.
  • PLEASE NOTE! NO BOARD OR ESMANN SPONSORED 4th of July Fireworks due to Covid.
    • There will be NO music or potluck at pond pavilion this year.  
    • THE BOARD IS NOT SPONSORING FIREWORKS THIS YEAR.
    • There may be some PRIVATE DISPLAYS ONLY.
  • If you were planning on doing your own fireworks, you are allowed set them up and fire them off in the sand pit AWAY from the Newt Marine Equipment. The Board recommends you apply for a Fireworks PERMIT with Clayton County Auditor Office.  Any Board Member can sign off on your Permit from the County.
  • The local law enforcement have been known to drive around the island.
  • Again, the Board is NOT SPONSORING. If you are gathering in the pit area, please use appropriate social distancing. Private displays by members, their families & guests are NOT an open invitation for non-residents to attend.
  • REMINDER: Members, please remind your families & guests that any personal fireworks are your responsibility and to please pick up all paper, leftovers,trash, etc. the next day. 
  • Be mindful & respectful of your neighbors, veterans, (and dogs). Please finish private displays & individual fireworks by 11:00-11:30 pm at night.
  • Labor Day Festivities are still on at this point. Golf Cart parade will be held. More details to follow in August!

Terry Denner opened the floor for questions, suggestions, concerns, etc. There were no new offerings from the members present.

The Board wishes to thank all members who have volunteered their ideas, suggestions, donations, time & materials! With member volunteer cooperation, we again have been able to keep our association dues in line, and are able to continue improving and enjoying our thriving community!

Terry Denner asked for motion to adjourn the meeting. Tony Reyerson made motion to adjourn. 2nd by Chip Flory.  All in favor. Meeting ended at 11:54. New Board commenced to office for monthly board meeting.

Thank you very much for your participation and input at our Annual Meeting. Have an ENJOYABLE & SAFE Summer!

Respectfully submitted,

Laurie Helling, Secretary