Call to Order: Jane Root called meeting to order at 8:00 am.
Board Members present: Jane Ertl Root, Tony Reyerson, Andrew Phelps, Josh Geistkemper, Nikki Lynch Absent: Tim Ahlers Also present: Helen Schwietert and Laurie Helling
Members present: Bob Sims, Terry Denner, Tom Nagel, Don Niosi, Ken Root, Ken “Doc” Rolfes, Shauna Barton, Cindy Lynch
Minutes: Jane asked Board if there were any questions regarding the April minutes. None raised. Jane asked for motion to approve. Chip made motion to waive reading & approval of minutes. Josh G. 2nd , all in favor. Motion passed.
Treasurers Report:
- Monthly Balance Sheet & Income Statement distributed to Board Members.
- Dave Wagner provided new depreciation schedule for the Board
- Taxes are signed and paid.
Bills Presented:
- Alliant Energy (even pay) $78.00
- Bi-County Garbage Disposal
- Checking has sizeable balance (to pay Road Reseal project)
- $600 Tax Prep and Federal & State Taxes also paid.
- $160 Reimbursement Tony Reyerson for river & island map lamination.
- $100.05 Reimbursement Laurie Helling (Sect) for Esmann Website Domain Renewal Fees
Jane asked for motion to approve Treasurer Report & Bills submitted. Tony R. made motion to approve Andrew P. 2nd, Motion approved. Motion passed.
Building Permits:
- Couple of inquiries from the floor. (Helen S. Tom N.)
- No formal permits submitted or signed off
Property Changes:
- Lot 82- 352 River View Rd Duffy to Winters Chris A & Billie
- Jane recommended introducing new members at the Annual Meeting and the Board thought that was a good idea.
- Board also resurrected the New Member Welcome Packet. Make sure the information is up to date.
** PERMIT REMINDERS: Please contact Board Member or Building Committee Member PRIOR to starting BUILDING projects! Review setbacks (structures need to include roof overhangs into setbacks)
OLD BUSINESS:
- Newt Marine & Corps appear to still be using north ramp area to park.
- Terry Denner provided update
- Definitely have stayed much longer than the original 3 months
- Newt did provide a dozer but did not provide anyone to actually operate the dozer or pond dredging
- Esmann members Terry Denner and Scott Kainz operated the dozer and added roughly 15 hours on the Newt Marine excavator in the pond.
- Terry suggested the Board should call Artie as a courtesy but recommended keeping their deposit check for the “overstay” of their time on island and not doing the dredge work we requested and having to do it ourselves.
- A BIG Thank you to the volunteer efforts by members Terry Denner & Scott Kainz for their work at pond.
- Motion was made by Josh Geistkemper to retain the Deposit check from Newt Marine. 2nd was made by Nikki Lynch. Motion passed.
- Terry Denner provided update
- Pavilion Repair from 2020 damage. The siding needs to be replaced on the damaged area of pavilion but appears those responsible for damage have paid for materials. Need to get that siding replaced.
- Road Reseal Update
- Terry Denner said last contact with BlackTop Services, Esmann Island is on the top of the list.
- However, the weather is not cooperating at this point.
- Still a goal for June completion, weather permitting!
- Jane R. applied for a Tax Exemption for the road project but was denied. Will revisit.
- A few people still are interested in having some additional driveway work done with the reseal.
- Please Contact Blacktop Services personally. (515) 332-4208 *Refer to Esmann Island Project
- Farm Acreage Lease: Tony said he has received partial payment $1850 for the farm acreage. No contract signed at this time.
- Nuisance letters sent to 2 properties. Compliance by June 15 or Board will complete cleanup and place lien on properties. Discussion on north end lot and if there are more options for regular maintenance of dead trees and overgrowth. Tabled.
- ESMANN FLAGPOLE PROJECT:
- Plans are for ordering and placement of 3 Flagpoles at island entrance.
- Solar lighting at bases.
- Small concrete strips for pole placement.
- Budget set not to exceed $3500
- Attorney Response(s)
- Discussion reopened by Jane R. (Andrew Phelps) on north end cul-de-sac options proposed by lot owners.
- A discussion on pros vs cons on potential outcomes; both immediate and long term ramifications. Josh G. voiced his concerns of not being prepared to deal with other similar situations should they arise in the future.
- Being this potential change is something that would need to be addressed before the road reseal starts added additional concern from board members.
- No consensus reached at this time.
- REMINDER–Dog Ordinance: As recorded in past 2018 & 2019 Board Minutes, a dog ordinance has been posted for all members. Dogs need to be kept in control, leashed, not free running of the island, and have their proper shots etc.
- It is Members’ responsibility to maintain control of dogs & pets, clean up after them, and make sure they are not a nuisance on the island. Any damage from pets would need to be the owner’s responsibility.
- If someone’s dog bites anyone on the island, the dog (or pet) will need to leave the island immediately.
NEW BUSINESS:
- A member from Abel Island (Chris Zearley) asked for time on the agenda and presented a proposal to the Board asking for a potential easement for entrance to new residential lots he would like to develop in the future.
- The Board listened to Mr. Zearley and did not discuss anything further at this time.
- Annual Meeting –June 26, 2021 10:00am
- Jane R. will be finalizing Agenda & Ballot (Open Board positions, Dues discussion)
- Need to compile Dues Assessments, Financial Statements for Annual Meeting Mailing.
- Mailing needs to go out minimum 10 days prior to meeting.
- OPEN BOARD POSITIONS. Please pass the word so we can try and verify before annual meeting mailing is sent.
- MEMBERS!! PLEASE CONSIDER TAKING A TURN ON YOUR BOARD! This is your Island community, and taking an active part in our Owners’ Association keeps our community growing, improving and continually keeping Esmann a great place to be! Contact a current board member for details on submitting candidacy.
- Both Laurie Helling (Secretary) and (Treasurer) Helen Schweitert, have expressed their desire to resign from the board this year. Positions will be posted to Esmann members first. If no interest, will be advertised positions. If you are INTERESTED in either position, please contact Assoc. President Jane Root.
- SECRETARY Position Duties (paid position)
- Attend monthly Board Meetings and take notes/record minutes for each meeting.
- Answer questions relating to past meetings & minutes
- File appropriate print documents, maintain paper files.
- Maintain digital files & documents. Make sure regular digital back up is performed.
- Keep accurate records regarding correspondence
- Send or answer correspondence at the direction of Board (i.e. Nusiance letters, business letters etc.)
- Compile minutes after each meeting using Microsoft Word. Email President & VP for review.
- After approval, email to board.
- Post minutes to website and print copy for Island bulletin board and/or office door.
- Help maintain membership lists, current addresses, emails, phone numbers.
- Assist in preparing Annual Meeting Mailing
- Assist with Annual Meeting, taking in dues, updating member information, taking the minutes, oversee collection and counting of ballots with the treasurer.
- Purchase supplies for office duties. (printer paper, postage, staplers, folders, printer toner, etc.)
- Strong organizational skills
- Prior administrative assistant experience a plus, strong experience with Microsoft Office, email, (Word & Excel) highly preferable.
- TREASURER Position Duties (paid position)
- Issue & co-sign checks
- Compile & Print financial records for Board & meetings
- Compile Year-End tax information & reports with delivery to Tax Preparer.
- Maintain and collect annual assessments (QuickBooks)
- Deal with past due assessments
- Responsible for correspondence regarding financial issues
- Attend monthly and annual meetings, answer financial questions that arise.
- Help with Annual Meeting preparation
- Assist secretary (vice versa) maintain membership lists, dues, addresses, emails etc. in Association computer.
- Pay Invoices & mail on time
- Make Bank deposits
- Maintain various financial reports/records for Association
- Check mailbox for Invoices and financial correspondence.
- Prior financial experience a plus, strong experience with Excel & QuickBooks highly preferable.
- Strong organizational skills
- *Background check may be performed because of financial security
Adjournment: Jane asked for a motion to adjourn. Andrew P. made motion to adjourn, Josh G..2nd and meeting was adjourned at 9:30.
Next Board Meeting June 26, 2021 *Immediately following Annual Meeting
Respectfully submitted,
Laurie Helling, Secretary