Esmann Island   

Board Meeting Agenda  

Date: 10/18/2025   

Time: 8:00am – _9:20am___   Location: Esmann Office   

Facilitator: Josh Geistkemper (President)  Meeting was called to order at 8am by Josh

Note taker: Nikki Lynch (Secretary)   

ATTENDEES     

Board members: Kate Hoffman, Tim Plagge, Tom Stueck, Brett Flickinger, Gail Scherr, Terry Denner. Treasurer: Cindy Lynch  Owners: Becky Shaffer, Tim Hoffman, Linda Lampe, Tom Nagel, Dan Vegter, Carol Brown, Mike Lynch, Tom Lynch, Ken Brandel, Doug Hintzman, Cindy Miller, Jeff Evans, Doc Rolfe, Jeff Brown, Chris Miller

Motion to approve the previous months minutes by Kate and seconded by Josh

REPORTS  

Report #1: Treasurers report of income/ expenses/ investments, etc

Bills paid: Alpine $100 (monthly)

Alliant $139 (monthly)                                                                                      

Roadway $789 18’ (Rail and tax)

BiCounty $2550 (Oct-Dec)

Laurie Helling (Annual Web Expenses) $275.63

Amazon (Yield Signs) $100.48

Dollar General (2 batteries for door) $10.81

Expected Income: Farm Ground $1850  

Bank balance(s): $28,362.65

TCD: $197,000

Total Assets: $225,390.65

Motion to approve the expenses and pay bills through April was approved by Josh and seconded by Kate

Report #2: Building Permits/Ownership Changes   

Details:  Per Doc, he is awaiting follow up from Tony Reyerson regarding his permit and has been in contact with Green’s who plan to wait to do any work until spring

Report #3: Committee Discussions   

Details: Are there any updates from any of the committee members?   Per Tom Lynch, boat storage is full and all spots are paid in full.  Terry stated he will be taking down the slide soon in prep for the new playset that will be installed in the spring.

Report #4: Roads 

Details: Based on the road work completed on Abel, the board will review again next year and make a decision to re-do the roads or wait an additional year

UNFINISHED BUSINESS  

Item #1: Tree Trimming in general areas. Kate sent out requests for estimates.

Details: 3 bids were secured by Kate.  Upon review, the board has approved John Keppler to do the tree trimming. His estimate was $3500 ($2200 for the main island & $1300 for Timberlane gate to gate) Start time will be after a hard freeze and will take a few days. There were some concerns that the Keppler bid was significantly lower than the others but Josh and Terry agreed that John would stand by his estimate, as they know him. A vote was taken to decide between Moser and Keppler and Keppler received the most votes.  A motion was made to approve the bid from Keppler by Josh and was seconded by Tom

Item #2: Pay HOA Doug Hintzman is here to answer any questions. Work has begun, getting all files organized in QB and Cindy and Nikki have had a meeting with our contact at Pay HOA.  

Details: There was a discussion regarding who would have access to the new system.  Terry suggested that only elected officials should have access and not the paid employees since the elected board members are the ones that are responsible for making decisions regarding what is best for the owners.  Becky Shaffer stated that she thinks that the paid employees should have access since the treasurer and secretary will need to be able to send invoices, reconcile bank accounts and also post minutes.  Carol Brown stated that she feels the board should have view access and the treasurer and secretary should have “do” access, in order for the job to be completed properly.  Doug Hintzman stated that he would be willing to help Cindy and be an additional point of contact for a year to assist with getting things up and running.  Josh discussed when the change should take place, as there is a free 30 days and the goal would be to begin payments starting Jan1 as Quick Books will be used until the end of the year.  Terry stated that he will take the board computer and finish out the year.  Cindy stated that she generally takes the computer with her and she finishes out the year remotely.  After discussions with the board and owners present, it was decided that Cindy should continue to do the job of treasurer and take the computer and work with Dave Wagner when the time comes for taxes.  Becky Shaffer mentioned an external audit and it was decided that when Dave reviews all of the items for taxes that it is essentially an audit. Doug recommended that the board pay Pay HOA yearly for a 10% discount. Per Doug, a welcome letter will be sent out on Jan 1 to welcome all owners to the new system. Doug also recommended that a new email should be created so that it is obvious when owners receive communication regarding the system and to ensure people do not think it is spam.  He suggested esmannhoa@gmail.com  Josh made a motion that the point of contact for Pay HOA will be Cindy and Doug Hintzman, who will have full access, the board to have view access and back ups will be the signatories on the bank accounts (Kate, Josh, Cindy and Nikki) Josh will be the key board member contact. Access will begin Dec 1 and approved to also pay for the full year in advance and create a new email.  This was seconded by Kate. 

Item #3: Signage In 2024, it was recommended that additional signs were added to the pond area. Examples. 5mph, No Carts in the Pavillion, Yield sign at causeway area and cart path to pond. Also, a stop sign at Timberlane and Hickory. 

Details: Cindy purchased 2 yield signs and discovered some in the shed.  There is a stop sign and a few others that just need to be cleaned. These will be installed in the spring.

Item #4: Trail Cams:   Trail cams were approved to be purchased at the Sept 2024 meeting to put up in the pond area. 

Details: Brett did research and recommended a 360 degree mount model that will send details directly to a cell phone.  This model does not require wi-fi, works off cellular which is estimated around $10/month.  This model is sold at Scheel’s and they do offer a price match and all accessories are available as well.  Brett suggested a solar panel vs batteries for an additional $35-50.  The cam would cost roughly $150-200.  Josh made a motion to approve that Brett will make the purchase over the winter for installation at the pavillion/park area in the spring.  Kate seconded the motion.  Doug Hintzman recommended a future discussion about also having a camera placed at the main office building.

Item #5: Nuisance Letters: Any update on letters? What are the next steps?

Details: The board will follow up in spring regarding any trees that are not removed this fall.  

NEW BUSINESS  

Item #1:Josh spoke with Beth Greene and she supplied him with a number for a contact for the Mediacom project manager.  He inquired about the poles and when they will attempt to go underground on the island.  He stated that the goal is to have all of mediacom fiber underground by 2026 but that there is currently not enough fiber to do the entire island.  It is not 100% approved now but in the works.  Josh also asked who is responsible for the poles at this point.  Alliant owns the lines but Mediacom has wires hanging.  Should know more in the spring.

Member Comments/Discussion  

Details:  Cindy Miller brought up the fact that it has been a nice summer with no big issues.  However, there is a family that has young boys that continue to speed around the island with no regard for the rules.  This family resides on Abel and numerous Esmann owners have made attempts to slow them down but the response is inappropriate and rude.  Some have attempted to discuss with the parents, who are also apparently using the Esmann dock, as well.  She asked what the next steps should be.  The board unanimously stated that if all other steps have been exhausted, the next step is to call the sheriff.  

Tim Hoffman suggested that the board work to get 3 bids for the main ramp.  This is an issue that is not going away and instead a yearly spot fix, maybe it is time to just redo completely.  Josh stated that he would work this winter to get 3 bids for discussion in the spring.

Becky Shaffer is looking for a way to reach out to those that remain on the island through the winter.  She is hoping there is a way to communicate as the winter can get long.  She will reach out via facebook.

Gail would like to remind people to take leaves to the cart path down by the pond instead of burning.  This will help to alleviate invasive weeds and other grasses.  It is also great compost and good for the environment. 

Kate made a motion to adjourn at 9:20am and was seconded by Josh.  

The next meeting will be April 18, 2026 @ 8am 

Esmann Island   

Board Meeting Agenda  

Date: 10/18/2025   

Time: 8:00am – _________   Location: Esmann Office   

Facilitator: Josh Geistkemper (President) 

Note taker: Nikki Lynch (Secretary)  

ATTENDEES  

REPORTS  

Report #1: Treasurers report of income/ expenses/ investments, etc

Bills paid:

Income received: 

Bank balance(s):

Report #2: Building Permits/Ownership Changes   

Details:  

Report #3: Committee Discussions   

Details: Are there any updates from any of the committee members?   

Report #4: Roads 

Details: 

UNFINISHED BUSINESS  

Item #1: Tree Trimming in general areas. Kate sent out requests for estimates.

Details: 

Item #2: Pay HOA Doug Hintzman is here to answer any questions. Work has begun, getting all files organized in QB and Cindy and Nikki have had a meeting with our contact at Pay HOA.  We plan to begin the 30 day trial on November 1.

Details: 

Item #3: Signage In 2024, it was recommended that additional signs were added to the pond area. Examples. 5mph, No Carts in the Pavillion, Yield sign at causeway area and cart path to pond. Also stop sign at Timberlane and Hickory. Cindy was going to research this and update.

Details: 

Item #4: Trail Cams:   Trail cams were approved to be purchased at the Sept 2024 meeting to put up in the pond area. Brett was going to research this.

Details: 

Item #5: Nuisance Letters: Any update on letters? What are the next steps?

Details: 

NEW BUSINESS  

Item #1: 

Member Comments/Discussion  

Details:   

Date: 09/20/2025   

Time: 8:00am – 9:33am Meeting called to order at 8:00am by Kate Hoffman

Location: Esmann Office   

Facilitator: Kate Hoffman (Vice President) 

Note taker: Nikki Lynch (Secretary)  

ATTENDEES  

Kate Hoffman, Vice President; Brett Flickinger, board member; Tim Plagge, board member; Terry Denner, board member; Josh Geistkemper (on phone), president; Gail Sherr not in attendance, board member; Tim Stueck not in attendance, board member.

Owners: Dottie Reimer, Dick Downes, Tom Nagel, Linda Lampe, Wayne Jensen, Tim Hoffman, Mike and Lavonne Burke, Kari Winders, Cindy Miller, Ken Brandel, Shawna Barton, Kris Plagge

Motion to approve previous minutes by Terry and 2nd by Brett

REPORTS  

Report #1: Treasurers report of income/ expenses/ investments, etc

Bills paid:

Alpine (set up for service) $420.95

Alliant $139.00

Friedlein $221.44 (Clean Rock)

Tyler Schieltz $5,136 (Concrete at park)

Income received: 

Assessments $5,267

Assessments $900

Interest on late ckg  $21.45

Expected Income:

Boat Storage $2,100

Farm Ground $1,850

Bank balance(s):

Bank Balance $33,483.36

TCD $197,000

Total Assets:

$230,483.36

Report #2: Building Permits/Ownership Changes   

Haar to Denner

Report #3: Committee Discussions (Kari Winders)

Account as of Aug 30 is $9,754.38   Payment to the board for the concrete for the memory benches to be written for $2,568.00. A donation was made by the Schneider family for a new playset to be set by Memorial Day next year.  The wood set will be removed, if you are interested in any part of that set, please contact Kari or anyone on the park committee.  The slide will also be removed, if anyone is interested. 

Report #4: Roads 

No update to roads

UNFINISHED BUSINESS  

Item #1: Tree Removal Letters, Camper and Nuisance Letters   

All letters have been sent and all responses have been communicated.  Some have reached out to state that not all work will be done by fall but most have noted that they will get all property cleaned up and that all trees will be removed.  Linder’s stated that they will have their tree down as soon as they are able, per Wayne Jensen

Item #2: Condensed Building Checklist   

The new checklist has been added to the website.  There is still a question regarding the “Shouse” definition.  There are numerous ways to define this.  Terry Denner has discussed with Patty, who is with the county but she is no longer in that role.  Josh stated, we do not want a bunch of garages being built on the island that do not have living quarters.  The next step is between now and April, the board will work to put together a committee to discuss this so that they can have a set definition to then present at the annual meeting to vote to update the by-laws. Josh mentioned discussing this with Earle Burkle and Jeff Brown, as they have recently built such buildings and have knowledge of the process. See attached, new list.

Item #3: Tree Trimming in general areas. 

Josh and Kate agree that there is just not time for owners to take this responsibility on their own.  Kate made a motion to take the lead to get bids to do a one time clean up and then annual up-keep.  Terry Denner 2nd the motion.  

Item #4: Pay HOA 

Pay HOA is a secure all in one software that would take the place of the Esmann website and Quickbooks.  See the cost breakdown below:

                                                Current:                           Pay HOA

Web Fees                                $115.00 Annual                         

Mailing                                     $150.00 Annual

Printing                                    $170.00 Annual

Tax Prep                                  $700.00 Annual

Paper/Ink                                 $35.00 Annual

Treasurer                                 $1,000 Annual                $500 Annual

Annual Fees                                                                    $2,025/Annual or $169/ month

Total                                        $2,170                             $2,528

Kate made a motion to move forward with implementing Pay HOA and Terry 2nd the motion. 

There will be a 30 day free trial that will begin after Cindy and Nikki have a chance to ensure all of Quickbooks is cleaned up and ready to merge with the new system.  At that point, everything will be implemented over the winter months so that it is ready to go by next season. Link for review:  https://www.payhoa.com/

Item #5: Signage In 2024, it was recommended that additional signs were added to the pond area. Examples. 5mph, No Carts in the Pavillion, Yield sign at causeway area and cart path to pond. Also a stop sign at Timberlane and Hickory. 

Cindy has offered to get new signs ordered for installation next Spring

Item #6:  Gate closure at the pond.  Who has the keys and who makes the call to close and what are the times/dates? etc

Details: Per Kate: For the gate closure at the pond, Tim Hoffman has one key and another key is at the office. The general agreement is that Tim would close the gate for holiday weekends, like Memorial Day, 4th of July, Labor Day, and other busier weekends as needed. The target time is 9-10pm with the exception of the night we have fireworks during 4th of July. The intent is to eliminate the mis-use of golf-carts in that area since traffic is much higher and we have had problems in the past. It does seem the gate closure has helped manage the traffic and reduce issues we previously have had at the pavilion area and field. I have heard similar feedback from members as well.

These details will be added to the rules

Item #7: Trail Cams:   Trail cams were approved to be purchased at the Sept 2024 meeting to put up in the pond area. Were these purchased?  Were they installed? Who monitors?  There was firework debris that was left numerous nights this July that others had to clean up.  This could have assisted with this issue.  Also, could assist in any damage or speeding in the pond area.

All board members and owners in attendance agreed that this year seemed to be much calmer than past years.  However, there are still some instances where the equipment up at the pavilion have been tampered with.  The pond aerators have been turned off, etc.  On the weekend of July 4, there was also notes of a mess left behind after individuals set off fireworks.  In order to discourage this, the board will move forward with installing trail cams in the pavilion, park area.  Brett has offered to research some rate and best options to present to the board.

NEW BUSINESS  

Item #1: Bill for the dock installation and pick up

Terry Denner submitted a bill for the installation and pick up of the new dock.  He was very heated and stated that he was being questioned regarding the payment of the new dock.  He called out Cindy Lynch stating that she threw him under the bus and was upset that he was being called into question about a check by email payment.  He stated that Cindy did not understand what a check by email was and accused her of trying to “get to the bottom” of this issue.  Per Cindy, she stated that a deduction was made from the bank account for an unknown vendor.  She was unaware that there was a check by email in process and she spent time  trying to determine what this withdrawal was for.  She called the bank numerous times and she also had to reach out to the company that received payment to attempt to rectify the situation.  Terry stated that he had sent her an email and that she should not have been confused.  However, it appears this email was sent to a personal email address and not to the Esmann Island email address so it was overlooked for 6 weeks.  Cindy stated she did not see the email as she monitors the Esmann email daily but not her personal email.  Cindy then requested to have the email resent and this upset Terry because he felt he had already provided the necessary information and was upset that Cindy was questioning the purchase.  Terry stated that he is upset because he was called into question and Cindy stated this was not a personal attack but she was questioning the processes.  Dottie Reimer and Cindy Miller then questioned how this check by email process, asking why the standard 2 party sign off was not followed and what is to stop others from accessing the account as Terry is not currently on the bank account. Josh stepped in and stated that this was a one time situation and that going forward the process of 2 party sign off will be implemented.  Josh also stated that he takes responsibility regarding the communication issue.  The issue appears to be resolved and Terry lowered his invoice to $2,950 for his time and travel.  Tim made a motion to pay Terry for this invoice and Josh 2nd the motion.

Item #2 Additional Ramp for New Dock

Terry submitted a bill (attached) for an additional ramp (walkway)  to help make the new dock handicap accessible.  The bill is for $5250.00, which is still well under the $25,000 mark that is approved to be spent without additional approval.  However, all were in agreement that making the new ramp handicap accessible is very important. Josh made a motion to move forward to purchase this ramp and Terry 2nd the motion.

Comments/Discussion with members in attendance

 Kari asked where the old dock will go or what will be done with it.  Terry stated that it will be put in the pond to see if it will work there.  If not, there is an offer to buy it but all attempts to use it for the island will be tried first.

Tom Nagle asked about incorporating a bumper system on the new dock.  Per Terry, there is one on the dock but Josh also commented that there may need to be additional padding.  Kate stated that users of the dock may need to use their own bumpers instead of the island spending more $ to beef up the padding.

Terry mentioned that he got a quote for a new ramp and that it was $36,500.  This will be tabled and added to be voted on at the annual meeting to see if there is any interest in looking into this further.  Right now, it is about $1,000 a year to maintain the current ramp.

Terry mentioned that there was a discussion with Dale Hoffman that he was no longer wanting to mow so he asked Tim if that was the case.  Per Tim and Kate, Hoffman’s will continue to mow indefinitely. 

Dick Downes asked about the alliant energy poles and who will be responsible for removing the poles eventually.  Josh stated that the poles are still being leased out to Mediacom so we do not know when that lease will expire and who will then be responsible for the removal.  Dick suggested talking to the attorney to see who is responsible so that it does not end up being something the island is responsible for.  Josh stated that he has emailed mediacom at least 7-8 times with no response.  He is going to call his Alliant contact and see if he can get some answers regarding this issue.

Assessment increase was briefly discussed but this would need to be on the annual ballot to be voted on so nothing further was discussed.

General reminder: Please be sure that you are cleaning up after yourself on the island.  There has been an increase of litter around the island.  Be sure that we are all working together to keep our island clean!

Motion to adjourn @ 9:33am by Terry and 2nd by Brett

Respectfully submitted by Nikki Lynch, Secratary

Esmann Island   

Board Meeting Agenda  

Date: 09/20/2025   

Time: 8:00am – _________   Location: Esmann Office   

Facilitator: Josh Geistkemper (President) 

Note taker: Nikki Lynch (Secretary)  

ATTENDEES  

REPORTS  

Report #1: Treasurers report of income/ expenses/ investments, etc

Bills paid:

Income received: 

Bank balance(s):

Report #2: Building Permits   

Details: Are there any new permits to discuss?   

Report #3: Committee Discussions   

Details: Are there any updates from any of the committee members?   

Report #4: Roads 

Details: 

UNFINISHED BUSINESS  

Item #1: Tree Removal Letters, Camper and Nuisance Letters   

Details: All letters were sent.  I have sent all responses to the board. 

Item #2: Condensed Building Checklist   

Details: Terry, any update on this?  

Item #3: Tree Trimming in general areas. It was suggested back in 2024 that the board hire someone to do any tree trimming that affects the main roads.  Kate suggested 3 companies but Josh stated that this could be done without hiring outside companies.  Do we hire or we need a commitment to when this will be resolved.  This is still an issue.

Details: 

Item #4: Pay HOA Doug Hintzman has suggested this company in place of Quickbooks.  This is a secure site and appears to have a lot to offer for a fair price.  Attached are 2 short videos showing the benefits and ease of use.  Doug is willing to field any other questions. Estimated cost would be $169 monthly or $2028 annually. 

Details: Thoughts on this?

Item #5: Signage In 2024, it was recommended that additional signs were added to the pond area. Examples. 5mph, No Carts in the Pavillion, Yield sign at causeway area and cart path to pond. Also stop sign at Timberlane and Hickory. 

Details: Any update on this?  

Item #6:  Gate closure at the pond.  Who has the keys and who makes the call to close and what are the times/dates? etc

Details: Per Kate: For the gate closure at the pond, Tim Hoffman has one key and another key is at the office. The general agreement is that Tim would close the gate for holiday weekends, like Memorial Day, 4th of July, Labor Day, and other busier weekends as needed. The target time is 9-10pm with the exception of the night we have fireworks during 4th of July. The intent is to eliminate the mis-use of golf-carts in that area since traffic is much higher and we have had problems in the past. It does seem the gate closure has helped manage the traffic and reduce issues we previously have had at the pavilion area and field. I have heard similar feedback from members as well.

Item #7: Trail Cams:   Trail cams were approved to be purchased at the Sept 2024 meeting to put up in the pond area. Were these purchased?  Were they installed? Who monitors?  There was firework debris that was left numerous nights this July that others had to clean up.  This could have assisted with this issue.  Also, could assist in any damage or speeding in the pond area.

Details: 

NEW BUSINESS  

Item #1: 

Member Comments/Discussion  

Details:   

Monthly board meeting for August, 2025 called to order by President Josh Geistkemper at 8 AM. Board members present were, Josh, Kate Hoffman, Terry Denner, Bret Flickinger, Tom Stueck, Tim Plagge. Absent, Gail Scherr. 
Kate made motion to accept minutes from July meeting, seconded by Terry and motion carried. 
Brief discussion of income and expenses for the month. There are just 3 outstanding annual assessments due.  Invoices with late fees were mailed. We hope to have resolved by next meeting.   Terry made motion, seconded by Bret to have a new CD purchased leaving approximately $50,000 for expenses through winter. This should result in an investment of approximately $197,000, 9 mo CD at 4.2% at Fidelity Bank.  As an aside, at request of a member Cindy did check with other local banks to be sure we were getting a competitive rate….we are getting the best rate around. 
Two new building permits were presented for Ed Morehouse garage and Buc Lampe.  
Pond and rec committee reported that concrete for 5 new benches has been completed.  The committee would like to see more trees planted for shading the area. Kate mentioned that there should be consideration for tree placement, etc so as not to interfere or make mowing more difficult. 
In discussion from members it was noted that the lights and fans were being left on in the pavilion and pond aerators were turned off.  A member stated that this was being done by teens in the area.  Terry suggested that the box could be locked so there was no access. This will be done.
Road committee discussed the road surfacing project just completed on Abel Island by Prairie Road Builders. Overall feedback was good, still some dust but not bad. This will likely be the company we use next time we do roads. 
Board members will be doing  “drive around” to complete assessment of campers in yards, dead trees and identify other nuisance properties.   This information will be passed to Nikki (secretary) for letters to be mailed. 
There was a spirited discussion of the new dock at the boat ramp. Members were concerned that the topic was not presented at the annual meeting. Board members noted that this has been a topic of discussion for the past 2 years and information has been presented and reported in minutes periodically over this time.   Josh apologized for not presenting at the annual meeting but noted that the Board has authority to spend up to $25,000 and had been successful in negotiating the cost below that level.   Transparency seemed to be the concern of members and we are hopeful that this can be achieved to the satisfaction of the majority.  Ideas are welcome.  
The Board will be more aware to bring these types of things up at the annual meetings.  Members are reminded that monthly meetings are open and that board minutes are published on a regular basis.   The membership does have a responsibility to make their wishes known. A board member can be contacted at any time.   Agenda items for the annual meeting are sent in the annual mailing and members can speak up if they wish to add something. 
There was again discussion of the condition of the north boat ramp.   This is something that has been discussed and recognized as a problem. Josh will have another reciew of the ramp condition with Jeff Friedlein to see what can be done. 
Doug Hinzman gave a presentation of a software he is familiar with for management of our association.  This software would replace QuickBooks and may take the place of a website.  We would continue our Facebook social media presence. 
 Currently our version of QB is not supported. Our website is not secure.  This software, PayHOA (check it out online) is a communication tool as well as an accounting tool.  It is a web-based system we could use to bill our members, communicate via email or text and make our financial information readily available to all. This would be closed to only island residents who would all have an “account” to login and see all of their own information as well as whatever else is deemed “public”. In this case public means island members.   
Of course, there is a cost. For our size we estimate the cost to be $200 per month….$2400 annually.   Management of the software would still require an administrator to manage the information, reconcile the accounts, etc. 
All agreed it seemed like something we might want to check out. It was also acknowledged that it was a considerable annual expense and more input from members should be invited.   This cost does include support from PayHOA in setup and ongoing. 
Doug said that in his experience the learning curve was relatively short and is somewhat dependent on experience with basic computer skills.   A big benefit is with communication and may help with the transparency issue discussion of earlier. 
Our fee does depend on the number of ‘units’. We would have to determine what denotes a unit for our association.   Josh made the motion, seconded by Kate to let membership know about PayHOA to get a feel for support.   A social media post will be crafted. (Who)   Motion carried. 
Gail requested through Kate that we discuss yield signs as you leave the island on Timberlane and the causeway road.   Josh will check to see if we have any signs and if not, will research purchase of same. 
Member Alan Johnson presented the board with an updated survey showing his land extends from his west lot line and between the road to the pond.  He is asking the board to sell him this property because he claims he was given improper information, which indicated this was his property, at the sale date.  The board is not for selling common ground and setting a precedent for the future.   However, they will look over the property. Members are encouraged to voice their opinions. 
 Johnson has large rocks placed in his yard at the intersection of River View Road and the road going to boat ramp. He wondered if he could move further into the road since he would still be on his property. All agreed there is a utility easement that prohibits this and it would also be dangerous.   
The trees and shrubs at that intersection were also mentioned as hazards.  (South of Johnson’s). The board will address at their review of property.   Wayne Jensen has not cleaned up the trees he cut down last fall along the pond road.  Notice will be sent. 
Kate motioned to adjourn, seconded by Josh and motion carried. 
Cindy Lynch, Treasurer
Esmann Island Owners Association

Esmann Island  

Board Meeting Agenda 

Date: 08/16/2025  

Time: 8:00am – _________   Location: Esmann Office  

Facilitator: Josh Geistkemper (President)

Note taker: Nikki Lynch (Secretary) 

ATTENDEES 

__________________________________________________________________________

_________

__________________________________________________________________________

_________

__________________________________________________________________________ _________   

REPORTS 

Report #1: Treasurers report of income/expenses/ investments, etc

Bills paid

Income received 

Bank balance(s)

Report #2: Building Permits  

Details: Are there any new permits to discuss?  

Report #3: Committee Discussions  

Details: Are there any updates from any of the committee members?  

Report #4: Roads

Details: Abel refinished their roads.  Any comments on how they turned out?   

UNFINISHED BUSINESS 

Item #1: Tree Removal Letters, Camper and Nuisance Letters  

Details: All letters are ready to be sent out.  Do we have a list so we can get them out?

Item #2: Condensed Building Checklist  

Details: Terry mentioned in the last meeting that he was working on a condensed version of the  building permit. Where are we will this and when can we expect to have this to upload onto the  website?   What other documents need to be updated to get website up to date?

Item #3: Late assessments

Details: Do we have any late assessments that need to be addressed?

NEW BUSINESS 

Item #1:

Member Comments/Discussion 

Details:  

__________________________________________________________________________

_________

__________________________________________________________________________ _________ 

Esmann Island  

Board Meeting Minutes

Date: 07/19/2025  

Time: 8:00am – _9:30  

Location: Esmann Office  

Facilitator: Josh Geistkemper (President) Called meeting to order at 8:00am

Note taker: Nikki Lynch (Secretary) 

ATTENDEES 

Tim Plagge, Tom Stueck, Kate Hoffman, Terry Denner, Cindy Lynch (Treasurer)

REPORTS 

Report #1: Monthly Expenses Report  

Details: Freedline $300.00, Alliant $15.79, Insurance $303.00, Bi-County $4,500.00

Motion to approve by Josh and 2nd by Kate

Report #2: Building Permits  

Details: Mark Moser is replacing a 12×24 building with a 24×24 building with concrete  

Josh signed off on this project.

Report #3: Committee Discussions  

Details: Kari Winders representing the Pond Committee discussed the newly donated hand washing station at the pavilion. Thank you to Buddy Martens Lot 328. 

Kari planted 2 new trees up at the recreation area, an apple and a shade tree. The cost was $80 for both trees.  Everyone is encouraged to plant trees if they want up at the rec area but please talk to Kari to determine the correct location and plan to also stake. 

Terry mentioned that there are 5 memory benches that need to be placed.  If anyone is able to help with pouring the cement pads, please let Terry know or we will need to discuss hiring someone. 

Kari also mentioned that the pond is quite covered in algae, etc. due to backwater from Buck Creek.  Once things settle, she will spray again. There is also another aerator that needs to be placed, just waiting for electrical help.

Report #4: Roads

Details: Based on feedback from the annual meeting we will continue to sealcoat. Abel will be resurfacing their roads this year but we will wait to observe to see how their roads look and then make a decision as to when Esmann will resurfacing. 

UNFINISHED BUSINESS 

Item #1: Tree Removal Letters  

Details: Josh stated that everyone did a great job last year removing old trees but we still have many that need to come down.  Letters will be going out to those who need to remove trees.

Item #2: Website

Details: Josh has reached out to discuss building a new secure site.  In the meantime, we will continue to update the old site in an attempt to make it more user friendly.  

Doug Hinzman suggested an online portal called “Pay HOA” that would allow owners to pay for yearly dues online.  Please take a look at this portal as we will discuss further at the next meeting.

Item #3: Condensed Building Checklist  

Details: Terry is working on a condensed building checklist.  We will also be updating all forms on the website to ensure accuracy. 

Item #4: New Dock  

Details:  A new document was sent from Roadway Sport-N-Trailer, breaking down the charges. (see attachment) Estimated total is $11,775.00.  Josh went over the drawing and the major details of the new dock.  Terry stated that with this price, he can pick up once it is paid for and have it installed fairly quickly.  Hoping to be installed by fall.  Terry made a motion to move forward with the new dock and Tom 2nd the motion.

There was also discussion of trying to sell the old dock and also addressing the issues with the current ramp and what needs to be done to improve it.  More discussion to follow.

Item #5: Garage Ownership Without Living Quarters  

Details: Tami Haars was in touch with the board and was giving the details regarding the by-laws and has decided to place her garage up for sale.

Item #6: Campers

Details: Letters will be going out to address owners that have campers on their property.  The board is requesting proof that the camper is registered in their name.  Anyone that has a camper on their property that is not registered to them will be asked to remove the camper within 30 days or there will be consequences. Kate made a motion to proceed with sending letters and Tim 2nd.

NEW BUSINESS 

Item #1: Guttenberg Island Gas Work  

Details: Patrick from Black Hills Energy was here to discuss natural gas pressure upgrades on the island to  eliminate the regulating station located at the front entrance. Also, the installation of additional valves  across the island to improve the ability to isolate sections as needed.  This project seems to be going well.  If anyone has any issues with their gas being shut off, please contact Black Hills at any time and they will move quickly to get the gas turned back on.

Member Comments/Discussion 

Details: Terry mentioned that he is trying to get someone from the DNR to discuss how changes to Busse Lake and to the main channel will affect the island.  More details to follow.

Kate made a motion to dismiss at 9:27am and was 2nd by Time

Meeting Dismissed. Next meeeting will be Aug 16, 2025 @ 8:00am

Esmann Island
Board Meeting Agenda

Date: 07/19/2025
Time: 8:00am – _________
Location: Esmann Office
Facilitator: Josh Geistkemper (President)
Note taker: Nikki Lynch (Secretary)

ATTENDEES

___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________
REPORTS

Report #1: Monthly Expenses Report
Details: What bills were paid this past month?
Report #2: Building Permits
Details: Are there any new permits to discuss?
Report #3: Committee Discussions
Details: Are there any updates from any of the committee members?

Report #4: Roads
Details: Based on the feedback from the annual meeting, it appears the preference is to continue to seal coat the roads.
UNFINISHED BUSINESS

Item #1: Tree Removal Letters
Details: Tree removal letters were discussed in the last meeting. Do we have a list that needs to go out?

Item #2: Secure Website
Details: There was a discussion to update the website to provide a secure site. The current site is not user friendly and is very hard to access since it is not secure. Where are we at with this issue?

Item #3: Condensed Building Checklist
Details: Terry mentioned in the last meeting that he was working on a condensed version of the building permit. Where are we will this and when can we expect to have this to upload onto the website?

Item #4: New Dock
Details: As discussed, the new island dock is getting closer. A new document was sent from Roadway Sport-N-Trailer, breaking down the charges. (see attachment) Estimated total is $11,775.00. A detailed drawing is to come.
Item #5: Garage Ownership Without Living Quarters
Details: Tami Haars reached out regarding her selling her residence on the island but maintaining the garage on a different lot. She was planning to keep the garage to possibly use the lot later to develop. How should this be resolved?

Item #6: Campers
Details:  Need to discuss who falls within the 30 day by-law and if we should send out letters.

NEW BUSINESS

Item #1: Guttenberg Island Gas Work
Details: Patrick from Black Hills Energy is here to discuss natural gas pressure uprate on the island to eliminate the regulating station located at the front entrance. Also, the installation of additional valves across the island to improve the ability to isolate sections as needed.

Member Comments/Discussion
Details:
___________________________________________________________________________________ ___________________________________________________________________________________

The first order of business was to elect the next President and Vice President. Terry Denner made a motion to keep Josh as our sitting president which was seconded by Kate Hoffman.
Brett Flickinger made a motion for Kate Hoffman to be our sitting Vice President, which was seconded by Gayle Sheer.
BILLS: Alliant $139.00
Flags: $369.00
Fireworks: $3700. In past years, The Denner’s and Geistkemper’s paid for the fireworks out of
pocket and then collected money to reimburse. This year, the Island fund has covered the
initial expense and the collected donations will go back to replenish the Island account. If you
would like to make a donation, please contact a board member, Cindy or Nikki.
Printing: $161.00
Hoffman Lawn Care: $1635.00
Internet Set Up: This office is now equipped with internet. $213.00 was the initial set up cost
and the monthly cost will be $100.00
Office Supplies: $150.74

The board confirmed that if you have a camper on your property, you are able to store it on your property as long as you are the owner of the camper and it is maintained properly. Non- residents will have to move their campers after 30 days.

Tree removal letters will be sent if owners of dead trees do not take down on their own. If you have a dead tree, make sure you get it removed. It is a safety issue.

BUILDING PERMITS: Recker remodel and Halfhill addition. These have both been approved by Doc and Josh.

We will not be suing Mediacom. This is a nonstarter issue per the board.

Terry Denner is working on a condensed building checklist to have on our website so that everyone can make sure all necessary steps have been taken, prior to reaching out to the building committee. He spoke to Patty Ruff and she stated that any changes made to an existing or new structure has to have the following, a bed, bath and a place to cook. This is any
new “garage” or dwelling, not existing. This will be updated in the bylaws.

Work on getting a new Island dock is getting closer. Josh and Terry are working with a company that builds a quality aluminum dock that is more affordable than past quotes and they are in negotiations.

The next meeting will be Saturday, July, 19 @8:00am with can sorting to follow.

President Josh Geistkemper called the annual meeting to order at 9 AM.

Terry Denner motioned to approve minutes as published. Seconded by Gail Scheer and motion passed with all in favor.

ROADS Josh reminded members that the road deposit for building on the island was increased to $1000 on April, 19, 2025. This is due to rising costs associated with fixing any damage. Remember, this repair is the responsibility of the owner. To date most have complied and there will be a review of the deposits we are holding and members will be notified when they are destroyed. If any member wishes to have their check returned, please contact Treasurer Cindy Lynch. There followed a discussion regarding potential roadwork to blacktop the island roads. Josh has received estimate for blacktop and it amounts to $800,000 -900,000. It is estimated the road would have a life of 18-20 years. In order to pay a special assessment would be required in the amount of approximately $4,200 per LOT. Cost for the current chip and seal process is approximately $140,000 with a lifespan of 5-7 years. This cost would be paid through our island account reserves. No special assessment would be needed. Doug Hintzman raised the issues regarding maintenance saying in his experience blacktop roads do require a fair amount of upkeep. Bob Preston expressed concern on the previous contractor who did not used washed rock and dust problems resulted. Josh said he is working with a different contractor (Prairie Road Builders) for any new work. There was discussion about interest in the project to blacktop or is it a waste of time getting costs, etc. Cindy Miller suggested a quick show of hands from those interested. Eight people raised their hands in favor. Jane Ertl suggested that maybe some mix of blacktop/chip with only certain roads having blacktop. End of discussion for now. We encourage residents to speak to their board members to express their preferences and/or concerns.

RECREATION AND POND Kari Winders gave a financial report stating the bank balance is approximately $9,000. Most of these funds come from our can collection efforts. Can sorting will be conducted every 5-6 weeks, as needed, sometimes coordinating with regular board meetings. Notification on the FB page. New faces are welcome. We are planning to be regular enough to keep our time at around 60-90 minutes, max Kari reported she is still chemical treating the pond to get algae under control. Aerators are also helping. She asked that if anyone catches a grass carp, please throw it back. They help with cleaning water. New committee members are welcome. Please contact Kari or Teri Denner. Suggestions from member Helen Schwietert included shading for playgrounds area and more toddler equipment. Teri Denner suggested memorial benches would be a nice idea.

BOARD MEMBER ELECTIONS/Bylaw CHANGE Thank you to Linda Lampe and Tim Ahlers who resign today at the end of their terms. Tim Plagge and Tom Stueck are new folks running and Josh Geistkemper is up for re-election. These are all three year terms. Ballots were counted and all three were elected with a few write-in candidates with no one person getting any significant number of votes.

MEMBERSHIP votes to change by-laws to allow a $100 flat fee charge for late dues payment. Past due payment is after August 1

FINANCIAL INFORMATION Cash flow and balance sheet for 2024 included in packet. TCDs due in July and will be reinvested. There has been an increase in taxes and some services. This may require an annual assessment adjustment in the next year. OLD BUSINESS Alliant still working on the island. No firm completion date. Gary Gansen expressed concern about poles still left and if they will be removed. It seems there is no firm answer because MediaCom shares poles and have not finished their work. Mediacom is generally non-responsive. Since there is a TMobile purchase in the works it is doubtful we will get much in the way of response until that is completed. Josh touched on safety rules for carts, etc. Also included in packet. Flags are flying. New Esmann Island flags were ordered.

AED AND CPR updates. Two AEDs, with instructions, are available at Eulberg property on River View Road and at Morris property on 2nd Ave. 3rd will be installed at Denners near boat ramp. Anyone wanting CPR TRAINING should contact Tim who will get you hooked up with the hospital for Heart Association certified training. THANKS TO ALL WHO took care of needed tree removal, this helps keep us all safe. Josh is looking to trim trees along back road in July or August. Please trim at any corners you see may be dangerous. Boat ramp is now available for use and there may be more work in July by Jeff Friedlein. There will be further discussion of boat dock for the common area. Josh and Terry are working on bids for this. Please attend monthly meetings or contact a board member if you have input. Building committee is working to see that all information is available To members.

NEW BUSINESS Welcome to new residents, Wayne & Michelle Ahern, Steven Brauer, Craig Lubbers, Landon and Nicole Geater, Patrick & Lana McDermott, Ahern & Danielle Dull. FIREWORKS will be July 5 this year. Your 2025 invoice had room for donations rather than having ‘door knocking’ for donations. This seems to be received positively. THERE WILL BE KARAOKE at the Garage Mahal! Please keep an eye on the community calendar of events to see fun things planned for the island. The Facebook page also will have this stuff! Non compliance for campers was discussed. There will be further review of the bylaws and potential addresses that don’t comply. If you have questions, please contact a board member. Basically, nonregistered campers, trailers, etc are in question. Further discussion at next board meeting. Resident Ken Root brought up changes in the island environment and encouraged all members to be aware of need to keep septic and water systems up to date and to be aware of projects conducted by the DNR and the Army Corps of Engineers. Members may consider voting in Clayton county to help insure representation with our local government.

NEW SECRETARY As mentioned in previous meeting, Laurie Helling has resigned after 11 years of service to the board and residents. Nikki Lynch was hired for this paid position and will begin immediately. We will be discussing the state of the website and whether and how it should be updated. There are several who have said they are unable to get onto the site. Please be patient as we work through these issues. In the meantime, please contact Cindy or Nikki with issues or questions. Anyone who would like to serve on any of our committees should contact a Board member. Kate motioned to adjourn, seconded by Linda and motion carried!

Go out there and have a great summer!

Respectfully submitted by Cindy Lynch, Treasurer Esmann Island Association