Esmann Island 

Board Meeting Minutes 

Date: 07/18/2026

Time: 8:13am-9:27am 

Meeting called to order at 8:13am 

Jeff Brown

Location: Esmann Office  

Facilitator: Jeff Brown  (President) 

Note taker: Nikki Lynch (Secretary)  

A closed meeting prior to the monthly meeting was held at 8:00am In this meeting to set the new board, Jeff Brown was elected President and Shauna Koppenhaver was elected Vice President

Jeff made a motion to approve the May minutes without reading, Shauna seconded the motion.

ATTENDEES 

Jeff Brown, President; Shauna Koppenhaver, Vice President;Terry Denner, board member; Tim Plagge, board member; Tom Shieck, board member; Tony Reyerson, board member; Gail Scherr, board member; Dave Wagner, Treasurer 

Owners:Linda Lampe, Mike Burke, Ron Reisner, Ken Root, Doc Rolfe, Mike Scherr, Shelley Ahern, Wayne Ahern, Dottie Reimer, Tim Hoffman, Kate Hoffman, Doug Hintzman, Dale Hoffman, Curt DeBoer, Denise DeBoer, Cindy Miller, Beth Greene, Farl Greene, Tom & Linda McCullick, Kari Winders; Shauna Barton

Online watching the video link: Dick Downes, Linda Baker, Vonda Hoffman, Tom & LaDonna Nagel, Linda Martin

REPORTS 

Report #1:Financials (See PayHOA)

Report #2: Building Permits/Ownership Changes  

Wayne & Shelly Ahern (382 Riverview Rd) submitted additional plans regarding rebuilding their cabin this fall. All surveys are complete and they are just awaiting someone on the building committee to come and check the pins. Terry stated that they will need to put down their deposits via check and Wayne stated that was no problem.  Jeff addressed the changes to the building and permit dollar amount needs to be made online. This will be completed by the next meeting. 

Report #3: Committee Discussions (Submitted by Kari Winders Pond Committee) 

Balance as of June 8,2026 is $ 8,262.18  Can deposit was made: $360.00  There are still some glow sticks and ice cream sandwiches left from July 4 celebrations that will be handed out at the pond on Labor Day

Kari also brought up the idea of a Welcoming Committee should be started to welcome all new members.  This has been discussed in the past but as she stated, people are not going to learn the rules/ways of the island by osmosis, it is our responsibility to welcome new owners and help set proper expectations. Nikki Lynch agreed to head up said committee and will bring some ideas to the next meeting.  Please let me know if you are wanting to help with this committee.  All help is appreciated.

Kari also mentioned that the plan going forward is to sort cans after every meeting to stay on top of them.  Thank you to Terry and Terri Denner for taking back the cans and to everyone who has helped with the cans.  This is a quick job, if we have enough bodies so please consider volunteering.

Also, if in need of additional cart stickers or placards, please contact Nikki Lynch

Report #4: Roads

Jeff mentioned that we do need to think about coordinating a road committee again.  There has been one in the past and feels it would be useful to have again. If you are interested, please contact any of the board members. 

Thank you to whoever filled in the holes on the corner of Timberlane and 2nd. 

UNFINISHED BUSINESS 

Item #1: Pay HOA 

Pay HOA is up and running. There are about 20-25 people who have yet to pay their dues. Please be sure that you get all of your dues paid ASAP. Doug has gotten most of the documents uploaded to the site and he will continue to help but is eventually going to turn this all over to the board and the officers. Nikki Lynch asked who will be handling the emails that will be sent through PayHOA regarding any issues or questions.  Per Doug, he will handle for now but the eventual flow will be that everyone on the board will be notified if items are sent to the general requests. Thank you Doug for all of your hard work getting this set up.

Item #2: Yield Signs

Thank you to Lampe’s for putting up the yield signs that we have been discussing for so long.  There are concerns that additional signage is needed in multiple areas. Many members brought up the intersection that leads to the pond, to Riverview Rd and to the dock area. Trees need to be trimmed at that intersection.  Gail was going to follow up with the owners and see about getting that resolved. The board will also discuss other signage options at the next meeting as there is a concern of safety and also Island responsibility if someone was to get hurt and there were not the appropriate signs.

Item #3: Alliant/Mediacom Poles

At the annual meeting, there was a discussion regarding who would be responsible in the end for removing the poles.  The owners motioned and voted that a lawyer follow-up was needed. Ken Root asked what it is that the members are looking for regarding lawyer involvement.  Terry mentioned that Cindy Miller had brought a letter stating that the poles were Alliant’s responsibility and stated she did not provide that to the board for review.  Cindy stated she would be happy to make copies and give everyone a copy of what she has. She stated that everyone should have this information in their abstract for their lots, on the deed. She provided a copy of the letter referenced.  (See attached) Nikki Lynch asked if it was possible to get the project managers to come to a meeting to answer any questions, as this was mentioned at the annual meeting.  Terry stated he would get the necessary information to the board to make these arrangements.  Kate Hoffman stated that ultimately what is needed is a plan to hold either Alliant or Mediacom accountable moving forward. Tony stated he would contact a lawyer when we get to that point. Terry then gave a number for one of the project managers and Jeff stated we would make arrangements to have them at a meeting to see if we can get clarification and then reach out to a lawyer.  More details will be sent out once there is a date for these continued discussions with the 2 companies.

Item #4 Money in Bank vs CD

At the end of May, the CD that most of the island income was sitting in matured.  The money was transferred out of the CD and into the checking account. The board stated at the annual meeting that once the dues were collected, the money would go back into a CD, leaving enough money to get through the next year. The board will discuss at the next meeting whether they plan to do one large CD or a couple smaller.  Dave is going to make a recommendation as to which option he recommends. Terry stated that we generally keep roughly $21,000 in checking to cover expenses and whatever other budgetary items arise.

New Business:

 Item #1: Insurance 

Per Doug Hintzman, Esmann has received a letter stating that our insurance will not be renewing the policy.  There are not many companies that are wanting to cover HOA’s anymore. He is looking into a couple possibilities and will continue to do research to see what our options are.  Jeff and Doug agreed to meet up and discuss what our next steps will be to ensure coverage.

Comments/Discussions with Members in Attendance:

Tim Hoffman (490 Riverview Rd) made a motion to vote Terry Denner off of the board. Dale Hoffman seconded the motion. Jeff and Shauna both stated that they read the by-laws which state the following:  Removal of Directors: At any annual, regular or special meeting duly called, any one or more of the Directors may be removed with or without cause by a majority of the members and a successor may then and there be elected to fill the vacancy thus created. Any Director whose removal has been proposed by the members shall be given an opportunity to be heard at the meeting. Tim mentioned that he did ask the board for this information at the May meeting and was given no information. Ken Root mentioned that he believed there needed to be a quorum to make the vote.  Cindy Miller stated there was a by-law amendment that stated there did not need to be a quorum due to the fact that there never seems to be a quorum of all members. There were many questions about the way the by-laws read if this issue should have been addressed at the annual meeting or if this type of issue can be brought up at a regular meeting.  Per Jeff, yes, this can be brought up at any meeting but the verbiage is not clear as to how many members need to be in attendance to make a vote.  Kari Winders asked what was the reason for the proposed removal and the answer is no cause is needed. Terry Denner stated that it seems wrong that someone could have an issue with a member and bring 10 friends and make such a big decision.  Mike Scherr stated that if this was the case, why would anyone want to be on the board. Jeff then asked the board for a motion regarding moving forward with this removal.  There was no motion from the board.  

Reckless Vehicles:

Many members asked about the young man on the electric bike that has been driving around and popping wheelies and making a scene.  Many members mentioned that he was tearing up the pond area after it rained and Tony Reyerson caught him in the field doing damage and that is a rented space that provides income for the island. Tony spoke to the parents as did a few others and DeBoer’s attempted to address on the FB page to no avail. Kate Hoffman mentioned that they have dealt with issues with people being disrespectful on golf carts in the past and have called the sheriff  to address. After much discussion, Jeff stated he would send a letter of concern to the Abel Board, he has served on that board and feels it would help the situation. Going forward, if there are issues and the person is causing damage or on personal property, make all attempts to resolve and if possible, get a video of any reckless behavior, then make a call to the sheriff.

Personalized Yard Signage:

Tom Stueck brought up concerns regarding the personalized signs that were recently displayed on the island. He stated that these need to be removed and that he understands that the argument is first amendment rights.  However, upon review of the laws, it is a state by state basis and in Iowa, HOA’s have the right to ban signs. Shauna brought up the fact that all signs are a reflection on the island and that when issues become personal, it has crossed the line. Terry pointed out the fact that using the Esmann Island name in such a disparaging way is also not a good look for the island. Tim made a motion to work to add no personal signage to the by-laws and stated that all personalized signs be removed. Tom seconded the motion and the motion was passed by the board. Dave stated he will work on the verbiage to ensure all bases are covered such as not limiting garage sale signs, for sale signs, contractor signs, etc. 

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 @ 9:27am by Tom and 2nd by Tony

Respectfully submitted by Nikki Lynch, Secretary

Here are the Annual Meeting Minutes. These are not AI and I am not sure who wrote up the minutes but wanted to make sure everyone was able to review. These are also available on PayHOA. If you log in and then click on “Dashboard” and then select “Documents” you can access. July meeting will be July 18th @ 8:00am

Date: 05/16/2026Time: 8:00am – 9:05amMeeting called to order at 8:00am by JoshLocation: Esmann OfficeFacilitator: Josh Geistkemper (President)Note taker: Nikki Lynch (Secretary)ATTENDEES Josh Geistkemper, President; Kate Hoffman, Vice President; Brett Flickinger, board member; Tim Plagge, board member; Terry Denner, board member; Gail Sherr, board member; Tim Stueck not in attendance, board memberOwners: Helen Schweitert, Shawna Koppenhaver, Dottie Reimer, Dick Downes, Steve & Michele VonHandorf, Wayne & Shelley Ahern, Landon & Nicole Geater, Dale Hoffman, Tom Nagel, Linda Lampe, Shauna Barton, Jason Leuken, Doug Hintzman, Curt & Denise DeBoer, Tim Hoffman, Cindy Miller (on phone)No motion to approve April minutes as there were none submittedREPORTS Report #1: Treasurers report of income/ expenses/ investments, etc Bills paid: No bills due Bank balance(s): TCD $197,000Report #2: Building Permits/Ownership Changes Doc has resigned from the building committee and that just leaves Jeff Brown as the only committee member. Josh suggested hiring an outside contractor to approve all building permits. He suggested his brother-in-law and Terry spoke with Moser’s as an option. This will increase the building permit costs to the Island owners but it will be a much easier and cleaner process due to lack of volunteer interest and issues during the winter when fewer people are on the island.Von Handorf’s are planning to extend their concrete driveway out to where the road connects. They will also be building a flood wall. Josh gave suggestions on how he connected his driveway to the road to ensure it is done properly. He stated the standard is generally a 2-3 inch tie into the road. Road deposit was collected. Wayne & Shelly Ahern submitted plans to demolish and re-build their cabin at the end of this season. They are awaiting approval from the building committee.Report #3: Committee Discussions (Submitted by Kari Winders) Balance as of 6/13/25: $9,098.49; Can donations: $1,811.80; Member donations: $100.00; Expenses: $3,108.11; Balance as of 4/25/26: $7,902.18 Over the last year, expenses included the addition of cement to finish the pickleball/basketball court and bench pads. We also purchased a Little Tikes playground set. We also used funds for replacement balls, pond equipment maintenance and golf cart parade prizes. Bussy Lake and high waters have not been helping and we will continue to work and monitor the situation. I have personally purchased a few trees this past year and had two others donated in memoriam. We are so blessed with this community. We have had some VERY generous donations this past year. Buddy Martens donated a hand-washing station for the pavilion. It is operated by a freshwater tank underneath. If you see it is ever low, feel free to fill it from your sink at home(takes a village). Just let your kids know it is not for drinking and only really for washing hands. We also have a state of the art playground set that is being installed. This was donated by Tammy Dillavou. This is in loving memory of Rick and Adam Schneider. It was a dream of Rick’s for his grandchildren and for all children to laugh and play and make wonderful memories. We are so very thankful for this gift to our island family. Again, a special thank you to the volunteering members who dedicate a significant amount of time and energy maintaining and improving the common ground areas, as well as sorting and returning cans. This has been vital to helping with purchases and continued purchases we make to maintain this space. Please continue to discuss the value of respecting these spaces with family and guests so we can continue to enjoy them for generations of Islanders. If you have any ideas for future improvements or have talents or time you feel would add value. Please contact Kari Winders, Mrs. Terri Denner, or Michele VonHandorf. If you would like to be a part of this committee, we would love to have you.Report #4: Roads Per Josh, it looks like we will wait another year before discussing road refinishingUNFINISHED BUSINESSItem #1: Pay HOA Pay HOA will go into effect and will be unlocked in June. Doug Hintzman will be at the annual meeting on June 20 to do a tutorial and answer any questions. This year, there will still be a hard copy mailer sent out to all owners, as well as emails for those who have submitted their emails. Going forward, you will have the option to pay online. All financials will be available for viewing, including the pond fund and all minutes will also be uploaded to this site.Item #2: 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. Signs are in the office and awaiting installation. Item #3: Trail Cams: These will be installed soonNEW BUSINESSItem#1: New and Existing Board Members Josh will be resigning as president effective after the annual meeting. He has other commitments and is unable to fulfill his current term. Brett and Kate will not be running for a 2nd term. This leaves 3 open seats for the board. Please consider running for the board. It takes everyone to pitch in and help make our island great! In order to run for the board, you need to collect 25 signatures from other island owners. A copy of the nomination form will be on the Facebook page and there are copies available at the Island office. Remember, there is only one 1 signature per household regardless of how many properties are owned.Item #2: Secretary and Treasurer Position Adjustment Nikki has resigned as the secretary effective after the May meeting. Josh and Terry stated that going forward, these positions should be board members instead of volunteers who collect payment. The bylaws will need to be adjusted but the change will ensure that both of these positions will now fall under the umbrella of the board insurance. In the past, this has not been the case. In order to make this adjustment, there will be a vote on the annual meeting ballot. This must pass by over 50%. If this passes, the board will nominate each position in the closed meeting after the annual meeting. If this does not pass, the board will explore other options including hiring a separate accounting firm to assist with the treasurer position. Essentially, Pay HOA should help take care of a lot of these issues. Item #3: New Sheds and Garages In the past, new sheds and garages needed to have 51% livable space. However, per Terry, he feels this should also be something that is voted on to change. He stated that the county guidelines state that there needs to be water, a toilet and a bedroom which can be a small area, not the full 51%. Our bylaws should mirror the county. Kate suggested that the bylaws should be reviewed and brought up to date overall.Item #4: Raising of Dues There was a discussion of possibly raising the dues. Josh made a motion and Kate seconded the motion to do research regarding increases in expenses to justify increases. The board will then make a decision regarding this change.Item #5: Steps by Dock AreaTerry mentioned that at the edge of their property, in the water, there is an old set of steps that are concrete and Mike Sherr fell, thankfully with no injury. He mentioned that these should be replaced and suggested a metal pair of steps. Many owners stated that these were always there. There was discussion as to whether or not this falls under the island responsibility or under the Corps of Engineers. This is something that will need more research.Comments/Discussion with members in attendance Dale Hoffman stated that he was concerned that he had been approached by 5-6 people stating that someone was telling people he was not doing a good job at mowing and wanted to know if he was going to continue or if the board was going to replace him. The board stated that he was doing a good job and that he should continue mowing. Many others agreed that he was doing a fine job and the island common grounds look great.Dick Downes asked about the alliant energy poles and who will be responsible for removing the poles eventually, again. He has been to additional meetings and has brought up this concern. 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. Josh suggested that he should call Mediacom to discuss this issue. He also stated we should determine how many people have mediacom on the island so they know how to proceed. He reached out to me and is requesting this be on the annual meeting agenda. I have passed along to the board.Tim Hoffman asked what the process is for voting a board member off of the board. He was told it should be in the bylaws. Removal of Directors: At any annual, regular or special meeting duly called, any one or more of the Directors may be removed with or without cause by a majority of the members and a successor may then and there be elected to fill the vacancy thus created. Any Director whose removal has been proposed by the members shall be given an opportunity to be heard at the meeting.The board is looking for volunteers to help with the following:Building Committee MembersBoat Storage Committee (there is a running list of boat storage members and a waiting list to be managed)Can SortingHelp keeping the turnaround area by the dock weeded and cleaned upCrew to help with the new dock moving forward, this year is coveredFireworks will be July 4th and there will be the option to donate on the Annual meeting ballotHoffman’s and Von Handorf’s will also be doing fireworks for all to enjoy on July 3rd.Annual Meeting June 20th @ 9amGeneral 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 @ 9:05am by Kate and 2nd by GailRespectfully submitted by Nikki Lynch, Secretary

Board Meeting AgendaDate: 4-18-26Time: 8:00-10:30Location: Esmann Island OfficeFacilitator: President Josh Geistkemper Meeting was called to order at 8 am by Josh.Notetaker: Board Member Tim PlaggeAttendeesBoard Members: Terry Denner, Tom Stueck, Tim Plagge, Brett Flickinger. Owners: DougHintzman, Linda Lampe.Motion to approve the previous minutes in October by Josh, seconded by Terry.ReportsTreasurers Report:Bills paid: Jon Keppler $3500 tree trimmingBicounty $2,500Checking balance $17,000CD Maturing on May 26, 2026 $201,000Motion made by Josh to put the money from the maturing CD into checking.Seconded by Terry, motion approved.New Business: Resignations: Tom and Cindy Lynch have resigned from their positions effectiveimmediately. Interim Appointments: Tom Stueck will assume these responsibilities on atemporary basis with support from Doug Hintzman. Proposed Bylaw Amendments: Both the Treasurer and Secretary positions wouldbe held by active board members. Administrative Support: The board is alsoexploring the creation of an office manager role. Doc is stepping down as building permit authorizer. There was discussion abouthiring a third-party to fulfill this duty and how they would be paid. Two building permits were approved. New playground equipment should be arriving soon and trail cameras will bepurchased. The Board discussed having a designated day that boat owners could get theirboats/docks out of storage. Can redemption will be discussed at the next meeting. The board is preparing to launch PayHOA to simplify how residents managepayments and information. A small group will test the system first to getcomfortable with it before the community-wide launch. The system will beofficially announced at the annual (June 20) meeting. Doug Hintzman will lead alive demonstration and a Q and A session to help everyone learn how to use thenew platform. Fireworks are scheduled for July 4. Yield signs have been purchased and will be installed soon.

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:  

__________________________________________________________________________

_________

__________________________________________________________________________ _________