Welcome To Esmann Island

Well, Mother Nature has won this round for 2020. With the Derecho storm putting Blacktop Services behind in schedule, and then the 7+ inches of rain over the week after Labor Day, it has again negatively impacted Blacktop Services schedule. It has been decided to postpone the Road Seal project until Spring 2021.

The bid and cost of the project will remain in place and it will put us at the top of the list for early next June when weather & temps should be favorable and hopefully past spring flood threats.

We thank those involved with the project for helping coordinate the road reseal and commitment to making this project happen, albeit a bit later that we expected.

Meeting called to order at 8:02am by Tony Reyerson.

Board members present:  Tony Reyerson, Jane Root, Tim Ahlers, Andrew Phelps, Josh Geistkemper  Absent: Chip Flory, Nikki Lynch. Also present: Helen Schwietert (Treasurer), Laurie Helling (Secretary)

Many Members also present for the meeting. It was held outdoors for social distancing reasons.

*Before the First Order of Business, there was a short update by the Corps of Engineers (Kimberly Warshaw) and Project Managers (Chris Settles) and Mark Cawthorne, for Newt Marine & Dredging of McMillan Island. They also wanted to address any concerns.

• Kimberly Warshaw brought with her enlarged GIS comparative aerial photos/maps of our section of the river. The maps represent the river as it looked over several years. Inc. 1950’s, 1960’s, 1970’s and so on.
• The Corps is still determining new sites for the dredge material placement.
• Question from member:  Have you checked depths currently, and how they have changed even in the last 10 years?  Answer: They have not done a full geological study at this time.
• Maps are ours to keep in the Association Office.
• Chris Settles said a Test Pump was conducted Wednesday morning and Thursday, August 13^th, they started production pumping.
• Mark Cawthorne from Newt Marine said they hope to be done by the end of September. It’s a slow process to get set up and started. Once in fully running, production can be 5,000 yards up to 10,000 yards on a very good day.  Potentially 25K up to 100K potential yards.
• The Dredged Material Manager is Paul Machajewski 651-290-5866 Office.
• Board thanked them for coming to the meeting to give updates and answer any questions.

Proceeded to meeting agenda, Pres. Tony Reyerson yielded the floor to V.P. Jane Ertl to chair the meeting.

Minutes:

• Jane asked for motion to waive reading and approve July meeting minutes. Tim Ahlers made the motion, Josh Geistkemper 2^nd the motion. All in favor. Motion passed.
• Secretary, Laurie Helling, apologized for the late posting of July minutes online. She could not attend the July meeting and was on vacation after.

Treasurer’s Report:

• Treasurer Helen Schwietert made note to the Board members, that the columns on the Revenues & Expenses have been changed to reflect Month to Month and YTD.
• Our CD’s are in good shape.
• Fidelity contacted Helen to let us know if we wish to access online account, we would need to set up new email address on file. Board agreed not to opt for that option at this time.
• All Annual Assessments with the exception of one has been collected and deposited. Helen has made contact with the member who is supposed to be sending it in.  If not received, the late penalty will be applied.
• Motion made by Tony Reyerson to approve Treasurers Report. 2^nd by Tim Ahlers.. All approved. Motion passed.

Bills Presented:

• Alliant Energy $78 AutoPay
• Bi-County Disposal-Quarterly $3900
• Hoffmann Lawn Mowing for Common Grounds $749
• Friedman Insurance (Association) $3324            
• Motion made by Tony Reyerson to approve Treasurers Report. 2^nd by Tim Ahlers . All approved. Motion passed.

Building Permits:   

*Note: Permits & building plans need to be checked by 2 Building Committee and/or Board members prior to being presented to Board and signed off by building committee members after completion for final board approval.

• Permit submitted by Bill Allyn 299 Riverview Rd. Plans submitted for covered canopy over patio. Building   Chris Miller, Tony Reyerson and Josh Geistkemper went to look/measure the plan. Setbacks are met and no road deposit needed.  Pre-build permit approved.

Property Ownership Changes: *Note: If property is sold or changes hands between family members, it is very much appreciated if the Board is notified so we can keep current information for our records and correct mailing of annual dues.

• 360 Second Avenue sold –K. Pittman to William (Bill) & Megan Demmer
• 410 White Oak sold —Takedown Ranch LLC to William & Christine Miller
• 411 White Oak sold— D. Weigel to Angela McGinnis     
• 404 River View Rd —  Koppenhaver to Randel & Tammy Dillavou

Road Report:  *See Old Business for Road Reseal Updates.

Boat Storage Committee:  Nothing to report at this time.

Landscape/Beautification: Nothing to report at this time.

Pond Committee:  See New Business

OLD BUSINESS:  

NEW ROAD Update—-RESEAL PROJECT START DELAYED UNTIL SEPT 8^TH– 9^TH 10^TH The devastating storm (derecho) that hit Eastern Iowa has backed up Blacktop Services schedule.

• They will be on Esmann, Tuesday Sept 8^th to start road prep and actual Re-seal will take place on Wednesday & Thursday Sept. 9^th Friday Sept. 10^th.  *In case of rain on those days, the project will stop or not happen until dry.
• If you have a sealed or cement driveway please clear/clean away any grass/weeds at the end of your driveways.
• STOP watering the road. The tar will not adhere to wet surfaces.
• Terry Denner, Josh Geistkemper, and Ken Schwietert are volunteering to “screen” off the end of your concrete driveways in order to prevent tar from getting on your driveways. More volunteers for screening are very welcome!  There are 102 driveways. Please contact Terry Denner if interested in helping on one or both days!  
• If you have Visible Pins in/on the road or edge, please cover with something (i.e. piece of tin) or it will be covered by the tar/rock.
• Blacktop Services will broom & tar but no broom after in order to keep rock on the road. The more the roads are driven on after the reseal process complete the better it becomes packed down and compressed.
• The Board will double check to make sure we have applied for Non-Profit tax exempt status for the total bill.
• Bi-County Garbage can still pick up on Tuesday Sept. 8^th.  *Someone from Board will call them and just let them know the schedule.
• Contract was signed and returned. @1.72 yd. *$74K-$78K when all is said and done. Blacktop Services will track total tonnage at end of project.
• To pay for this project, the Board will need to break a CD (which was to come due in March).

NEW BUSINESS:

• Secretary Laurie Helling will send a Welcome Kit to the new Esmann Lot Owners.
• Revisit Andrew Phelps request. Discussion held on Andrew Phelps pin placement/situation.
  • Wayne Jensen said the pins were placed where they were in the road back in 1992, isn’t really sure why the placement was put there. There was easement discussion back when the island was sold to the members.
  • Kate Hoffmann, Jim Cunningham and Shawna Barton, voiced concerns over emergency vehicles being able to access and turn around and most large vehicles still have to do a 3 pt turnaround with the road as is presently. Also how would it affect garbage pick up.
  • Andrew Phelps has had a survey done but has not received it back yet. When he does he will forward to the board for review and legal opinion.
  • His goal is to regain some of the ground he feels has been lost over the years to the encroachment of  the road from snowplowing and sealing onto the property.
  • The Board reminded people to keep emotions in check, as this is under review and no action can take place without studying new survey, which has been received yet.
  • The Phelps would like everything in writing because one of the co-owners of the property is legally deaf.
  • It is a non-conforming lot and does not currently have a septic system. Andrew has been in touch with County about alternative septic systems that could be potentially used.
  • Board will need to consider the effects any changes would have on emergency vehicles, mail deliveries, and garbage pickup.
  • Further Discussion can be held in by the board in closed session but no voting will take place in a closed session.
  • Tim Ahlers made motion to table Phelps discussion until Survey is received and reviewed. Josh Geistkemper 2^nd the motion. All in favor. Motion passed.

POND COMMITTEE: Kari Winders asked the Board to post reminder to members and guests NOT to climb on or stand on the pond beach sun shades. Which someone unfortunately did recently causing them to come down. Again, please if you see something, say something.

• The new ID tags are still being handed out to each lot owner, but should be close to being finished. Display them in your vehicles, golf carts, side by sides.
• No gas motors on the pond.
• Dennis Winders Jr. presented a financial statement for the Pond Recreation Fund which of course has had donations, money raised from fundraisers, and can redemptions.   
  • Total Deposits since 2017 $18,139.86
  • Total expenses- $12,606.01 (paid with funds)
  • Current account balance- $5,533.85
• Working on a memorial board, please Dennis or Kari Winders know if we’ve missed anything prior to printing a banner to display this information on the pavilion wall this fall.

Memorial/Cash donations:

• Gifts  Level   Amt
• 4 Platinum  $1000 + 
• 3 Gold  $500-$999 
• 7 Silver  $200-$499 
• 6 Bronze  $100-$199
• Picnic table donations: 8 of 10  *Still can “sponsor/buy” one or two of the tables.
• Other donations include concrete work, rafters, electrical work, port-a-potty, Popsicle sales, “I love my island” stickers, can recovery/processing and much donated work time/effort. 

Discussion held on creating very small vinyl stickers that can be placed on the windshield of golf carts (in addition or in place of the hanging tag). Some carts it is difficult to hang the tag. Kari and Teri Denner will get some pricing to send to the board for review.

Discussion held on restricting the road to the pond with a gate on one side that can be pinned, but opened for firetrucks or larger vehicles transporting kayaks, canoes for pond. Terry Denner would help measure and fabricate the gate.

• Mr. Moser asked if he could still drive his pick up to pond with kayaks on back. Yes. He can open the gate to drive in and close it again.
• The goal is to limit some of the full size vehicles (Cars/trucks) from driving on the cart path back to the beach.
• New Pond Sign should be ready to be installed next weekend.

Cindy Lynch asked if we are still considering a flag pole at the entrance of the island at the Esmann Island Rock. There had been discussion about having an Esmann Island Flag contest. Yes, the Board is in favor of the flag pole and Cindy will check into possible grant(s) from the Daughters of the Revolution organization. Tabled until next meeting.

Jane asked for a motion to adjourn the meeting. Tony Reyerson made motion with a 2^nd by Andrew Phelps. All in favor. Meeting adjourned at 9:20 am.

Next monthly meeting will be held September 19^th 8:00am

Respectfully submitted,

Laurie Helling, Esmann Secretary

ROAD UPDATE—–RESEAL PROJECT START DELAYED UNTIL SEPT 8TH- 9TH 10TH

• The devastating storm (Derecho) that hit Eastern Iowa has backed up Blacktop Services schedule.

• They will be on Esmann Island, Tuesday Sept 8th to start road prep. Actual Re-seal will take place on Wednesday & Thursday Sept. 9th Friday Sept. 10th. *In case of rain on those days, the project will stop or not happen until dry.

• If you have a sealed or cement driveway please clear/clean away any grass/weeds at the end of your driveways. If you are not able to do this before the reseal starts, please reach out to a Board member to see if someone can assist.

• STOP watering the road. The tar will not adhere to wet surfaces. Thanks!

• Terry Denner, Josh Geistkemper, and Ken Schwietert are volunteering to “screen” off the end of your concrete driveways in order to prevent tar from getting on your driveways. More volunteers for screening are very welcome! There are 102 driveways. Please contact Terry Denner if interested in helping on one or both days!

• If you have Visible Pins in/on the road or edge, please cover with something (i.e. piece of tin/metal) the size of the pin that you can remove later, or it will be covered by the tar/rock.

• Bi-County Garbage will still pick up on Tuesday Sept. 8th.

ATTENTION MEMBERS: Road Seal Project will take place the week of August 17th. Please clean grass from end of your driveways. Please stop watering the roadway and limit traffic during those few days.

We could use a couple more volunteers to help with driveway screening so tar doesn’t get on the driveways. If interested in helping with that, please contact Teri Denner. Thank you!

Newt Marine Service                                                                                                          Public Meeting  1

McMillan Island Dredge Site Unloading                                                                                    07/18/2020

New Marine Service has been contracted to hydraulically remove 125,000 cubic yards of sand from McMillan Island to Buck Creek disposal site.

Expected Work Dates:  July 2 –Oct 25

Anticipated Work Hours:  M-F   6am to 7pm

Length of Pipe:   ~11,500’

Diameter: 24 inch

Location of Booster Barge: North End of Esmann Island

Newt Marine Staff will stage and access workboats on Esmann Island north of the public ramp.

McMillan Island will be closed to boat traffic/beach access for the duration of construction.

Buck Creek Sand Pit will be closed for the duration of construction.

The pipeline route is dictated by US Fish and Wildlife. No pipeline will cross Esmann Island.

Due to shallow water on the north end of Esmann Island, we are unable to sink the pipe deep enough for a boat crossing in the main north route, leaving Esmann Island for the channel.  All boat traffic will be redirected to go around north end of island that is Northeast of Esmann Island’s northern boat dock.

The underwater crossing will be east of the small island and will be parallel to the Main channel downstream of river mile 619. The underwater crossing and pipeline will be well lit and marked.

Do not attempt crossing the pipeline at any other place than at the underwater crossing.

Point of Contact:

Jesse Speer

Project Superintendent

(563) 557-1855

Artie Ahr

Project Manager

(563) 557-1855

Thank you for making this a successful project.

Newt Marine

Esmann Island Board & Member Questions and Discussion

Q: Bob Gilkes asked how long project will take?

A: End of Aug, possibly Sept per Newt.

Q: Jane Root asked: will there be any sand on the island?

A: No per Newt

Q: When will pond dredging begin?

A: We are still in negotiations regarding the pond dredge. For now, the plan is to dredge the southeastern side. Possibly the north side. No solid plan on paper as of yet.

Q: Cindy Lynch asked: are there any other options for parking down by ramp? Reason being,  workers taking up a lot of space. Offered up sand pit option.

A: Per Jesse @ Newt they need to be able to load and unload and do their best to clear out at end of day and on weekends. Once actual dredging process begins, there will be less congestion.

Paul @ Corp of Engineers states that McMillian Island is not large enough for all of the sediment. They are looking to create a long term planning effort regarding this. Any ideas are welcome for storing sand.

Q: Jane asked: what is the probability of channel changing?

A: Per Paul, no plan, channel stays as is.

Q: Dennis Winders asked: can they add any more recreation areas, sandbars?

A: Per Paul, open to it but more than likely they will enhance what is already there as they are working to save wildlife.

Q: Cindy Lynch asked: there was talk of adding an access road to North End of Island.

A: Probably not an option due to wetland issues but may raise existing road to avoid flooding. Per Paul

Q: Jane asked: how to go about making no wake zone in front of island.

A:  Per Paul at Corp, County Sheriff and County Boat control.

---

Board Members Present: Meeting called to order at 8:01am. Tony introduced Tom, Kim and Paul from the Corp. of Engineers and Jesse Speer from Newt Marine. **The meeting information and discussion are on a separate post/document.

Board members present: Chip Flory, Tony Reyerson, Jane Root, Tim Ahlers, Andrew Phelps, Nikki Lynch  Absent: Josh Geistkemper, Laurie Helling  Also present: Helen Schwietert (Treasurer)

Minutes: Tony Reyerson approved June Board meeting minutes. Chip Flory 2^nd the motion. All in favor. Motion passed.

Treasurer’s Report:

• Helen mentioned the depreciation amount was incorrect on the balance sheet which was presented at the Annual Meeting. She has corrected the error and it has been rectified.
• There are 15 residents who have not paid Annual Dues to date. If they are not paid by July 31^st the penalty will be applied forthwith. Helen will contact the remaining unpaid residents.
• Helen (Treasurer) & Kari Winders are working together to reconcile the Pond/Rec Fund.
• Motion made by Tim Ahlers to approve Treasurers Report. 2^nd by Nikki Lynch. All approved. Motion passed.

Bills Presented:

• Alliant Energy: $43.60
• Treasurer Wages: $509.40
• Clemens Attorney-Legal Opinion $182
• Island Insurance- $303
• Swing Hooks for playground *awaiting receipt
• Cindy Lynch reimbursed $439.76 for Island ID Tags. Brief discussion on whether Assoc or Pond Fund will pay. It was voted on at Annual Meeting as Association expenditure.
• Motion made by Chip Flory to approve Treasurers Report. 2^nd by Tim Ahlers. All approved. Motion passed.

Building Permits:   

• G. Burco submitted permit for garage across from house. Chris Miller asked for clarification of drawing, specifically the pitch of roof. Gerald clarified it will be a pre-fab with a lean to. Approved by 4 members of the building committee.      
• *Note: Permits & building plans need to be checked by 2 Building Committee members prior to being presented to Board and signed off by building committee members after completion for final board approval.

Property Ownership Changes: *NOTE: If property is sold or changes hands between family members, it is very much appreciated if the Board is notified so we can keep current information for our records and correct mailing of annual dues.

• Kyle Pittman sold 360 2nd Ave  
• Weigel’s sold 410 White Oak to McGuiness family

Road Report:  *See Old Business for Road Reseal Updates.

Boat Storage Committee:  Nothing new at this time.

Landscape/Beautification:  A huge thank you to Cindy Miller, Rick & Mary Eulberg for their continued efforts and attention to the flowers/plants along the back road. The flowers are spectacular this summer!

Pond Committee:  None at this time.

OLD BUSINESS:  

ROAD Updates: As noted, it wasvoted on & approved at Annual Meeting to move ahead with road reseal project.

• Terry Denner has asked for clarification from Gary from Blacktop Services regarding driveways. If need more than 2ft from road, need to contact Gary @ 712-830-7345.
• Blacktop Services will broom & tar but no broom after in order to keep rock on the road.
• Still on schedule for mid-August and just need to finish up paperwork.
• Abel Island is not finishing their roads this year but they are paying for 1/2 of the main entrance to island.
• Gary Gansen: Mention concerned issue with driveways that have drop offs. He called Gary at Blacktop Services, but no return call yet. So Terry Denner said to call Humbolt # 515-332-4208, or retry Gary at above #.
• We have secured the certificate of insurance.
• Dennis Winders: Concern about heavy machinery on island may damage new road.
• Chip: No other heavy equipment should be on road after road is done, however, the dredging project will not be complete by then. Discussion held on holding off on project but we are too committed to change at this point. Will really need to be watchful later this fall.

Speed bumps Update:  Nikki and Andrew researched and best bet are the roll up/no stick removable speed bump that can be staked down on grass. Need to discuss placement and will likely table until next spring.

Speeding Concerns: As discussed at the annual meeting, vehicle (cars/trucks/carts/mini bikes/mopeds etc) speeds on roads are still an ongoing concern. 

Nikki Lynch asked whether it’s better to just approach the few (families) or members that are the most frequent offenders directly.  Discussion held. Tony said he has addressed the family about the damage to pavilion and road rules. Chip also agrees everyone just needs to slow down. Tom Nagel has also addressed some dirt bikes/mini bikes doing wheelies and going too fast. Generally, it’s everyone’s individual and shared responsibility for safety on the island.

NEW BUSINESS:

Andrew & Amy Phelps brought forth a concern stating the road by their home has encroached onto their property North end of island. They had a survey done and plan to add landscaping and remove some of road, which if done, the road would no longer be a cul-de-sac.

• Shawna Barton says they have same issue but roads should not have to change.
• Terry Denner states check the 6ft road easement which states they can’t landscape.
• Andrew strongly feels the road is on his property and he can take it back.
• Dale Hoffman stated everyone gives some to the island roads.
• Cindy Miller states we should consider a survey of all roads.
• Dennis W: There was a similar land dispute in the 90’s & suggests going back to see original intention and resolution.
• Lots of discussion was had on this subject. Board will contact lawyer and also get clarification of road easement.
• Will revisit the minutes and previous resolutions to similar issues.

Rosemary Neylan 309 Riverview Rd has a dead tree she wants removed. Tony met with her to discuss splitting cost. Tree is also on Bill Allen’s property. Ideally, should split cost. Rosemary refuses to pay or show pins. Should board pay to remove or just cut down dead branches for liability purposes?  Tom N: Suggested renting equipment to remove low hanging branches ourselves. Cindy Lynch raises concern for liability. Discussion was held regarding hiring Moser do the cutting and volunteers to do the cleanup.  Discussion tabled to explore options and will get back to Tom.

Jane suggested board members touring the common grounds prior to next meeting. Tom N: In years past about an hour prior to every monthly meeting, board members used to tour island and discuss any issues that need to be addressed. This will be discussed among Board Members.

Chris Miller: Regarding damage to new pavilion over Memorial Day weekend. C. & K. Hanson’s teenage son ran a cart into the side and damaged. Chris said he will fix but needs to be paid and feels parents should have to pay for repairs. All in agreement. Also discussed if you see anyone going too fast or unsafe…say something!

Helen spoke with Chad, the 911 contact. People appear to be moving the 911#’ metal stakes with address number. If you need to relocate these, you must contact Clayton County and alert of the move and new location. All buildings with a structure should have a 911# and if they do not, the county will bill $50.

Tom Nagel asked about installing a flag pole setup at entry to island. American flag, Iowa flag and possibly create an Esmann Island flag? Chip will look into cost. Some members may also be interested in donating a pole.

New ID Tags: Tags are complete and 2 per family and if you want extra or lose will cost. Cindy and Kari will determine plan to distribute to members.

Kari Winders: Asked about planting donated trees on common ground on west side of road by pond. All in agreement.

Tony asked for motion to adjourn meeting. Chip Flory made motion and Andrew Phelps 2^nd.  All in favor. Meeting adjourned at 10:04 a.m.

Next monthly meeting will be held August 15^th.

Respectfully submitted,

Nikki Lynch (on behalf of Laurie Helling)

Board Members Present:

Meeting called to order at 12:30 pm. Board members present: Chip Flory, Tony Reyerson, Jane Root, Josh Geistkemper, Andrew Phelps, Nikki Lynch. Absent: Tim Ahlers  Also present: Laurie Helling (Secretary) Helen Schwietert (Treasurer)

First Order of Business:

• Election of new Board officers: President & Vice President
• Chip Flory made a motion to nominate Tony Reyerson for President. Jane Root 2^nd. All in favor. Motion passed. Tony Reyerson is elected  Esmann Board Presiden.  
• Nikki Lynch made a motion to nominate Jane Root for Vice President. Josh Geistkemper 2^nd. All in favor. Motion passed. Jane Root will be the Esmann Board Vice President.

Minutes: Chip Flory made a motion to waive reading May Board meeting minutes. Tony Reyerson 2^nd the motion. All in favor. Motion passed.

Treasurer’s Report:

• Motion made by Jane Root to approve Treasurers Report. 2^nd by Tony Reyerson. All approved. Motion passed.
• Will continue to confer with Blacktop Services and Terry Denner for Road Seal Project.
  • Pursue additional price quote on sweeping excess pea gravel off roads after sealing

Bills Presented:

• Alliant Energy: $78
• Hoffman Lawn Services: $1642.45
• Laurie Helling submitted two bills for Web Site Security renewal and Domain Name Renewal. These are for Secretary Reimbursement. $105.92
• Clemens Attorney-Legal Opinion $385
• Terry Denner- submitted bills for reimbursement-Basketball Backboard/Rim:  $315.69 & 93.06 (From Pond Fund)
• Motion made by Tony Reyerson to approve Treasurers Report. 2^nd by Josh Geistkemper. All approved. Motion passed

Building Permits:   

• Board went through completed building projects, double checked final approval so deposits can be returned to lot owners.
  • Gansen- 2 permits submitted awaiting final approval
  • Reisner- deck completed awaiting final approval
  • Zearley- deck completed waiting on final approval

Reminder-Building Committee members are: Chris Miller, Steve Lampe, Kent “Doc” Rolfe (new), Mike Burke (new). Secretary will get new committee members contact information and update the Esmann website.

Permits & building plans need to be checked by 2 Building Committee members prior to being presented to Board and signed off by building committee members after completion for final board approval.

Property Ownership Changes: NOTE: If property is sold or changes hands between family members, it is very much appreciated if the Board is notified so we can keep current information for our records and correct mailing of annual dues.

• Dillavou purchased Goehring 482 Riverview Road
• P. Lampe purchased a lot from Goehring

Road Report:  Discussed at Annual Meeting

Boat Storage Committee:  Discussed at Annual Meeting

Landscape/Beautification: Discussed at Annual Meeting

Pond Committee:  Discussed at Annual Meeting

OLD BUSINESS:  See Annual Meeting

NEW BUSINESS:

• Signage:
  • Discussion on posting new signs, speed limit, boat ramp, & pond area.
  • Discussion on new Pond Recreation Area Sign.
    • Jane will do some research on the legal opinion on what should be listed on sign for Pond Recreation Area.
    • Board will complete this project, content/size & payment.

• Speed Bumps:
  • Extending the discussion from annual meeting on researching temporary speed bumps, possibly movable rubber. Board members Nikki Lynch and Andrew Phelps will gather information/pricing.
• ID Tags:
  • Stay in touch with Cinda Lynch, Teri Denner, Kari Winders on ID Tag process, ordering and distribution

Next monthly meeting will be held July 18^th, 2020.

*REMINDER: Corps of Engineers will be at the July meeting to discuss future plans to modify Pool 10.

Tony Reyerson asked for motion to adjourn. Jane Root made motion to adjourn  2^nd by Josh Geistkemper.  All in favor. Approved.  Adjourned at 1:15 pm.

Respectfully submitted,

Laurie Helling, Secretary

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

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

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

Cash Flow and Balance Sheet presented by Terry Denner. 

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

Committee Reports:

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

• *Reminder: Can Collection Area
• Do Not Crush Cans—they don’t get accepted at redemption center
• No Plastic –  No Glass  –   No Garbage
• Use Clear plastic bags provided

Beautification Committee:  Gail Scherr, Cindy Miller, Mary Eulberg

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

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

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

ELECTION of Board Members: (BALLOT ITEM)

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

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

OLD BUSINESS:

SAFETY CONCERNS:

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

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

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

NEW BUSINESS:

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

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

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

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

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

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

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

POND SIGNAGE Proposal:

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

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

Members discussed various tag options:

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

Other items:

• Ken Schmitt brought up the boat/dock sitting on the common ground parking for the north ramp with a reminder there is no long term parking.
• Terry Denner asked for ideas to make the middle boat ramp more useable? Any ideas, suggestions are welcome. Let Board know.
• Aluminum walkway was donated to Association.
• PLEASE NOTE! NO BOARD OR ESMANN SPONSORED 4^th of July Fireworks due to Covid.
  • There will be NO music or potluck at pond pavilion this year.  
  • THE BOARD IS NOT SPONSORING FIREWORKS THIS YEAR.
  • There may be some PRIVATE DISPLAYS ONLY.

• If you were planning on doing your own fireworks, you are allowed set them up and fire them off in the sand pit AWAY from the Newt Marine Equipment. The Board recommends you apply for a Fireworks PERMIT with Clayton County Auditor Office.  Any Board Member can sign off on your Permit from the County.
• The local law enforcement have been known to drive around the island.
• Again, the Board is NOT SPONSORING. If you are gathering in the pit area, please use appropriate social distancing. Private displays by members, their families & guests are NOT an open invitation for non-residents to attend.
• REMINDER: Members, please remind your families & guests that any personal fireworks are your responsibility and to please pick up all paper, leftovers,trash, etc. the next day. 
• Be mindful & respectful of your neighbors, veterans, (and dogs). Please finish private displays & individual fireworks by 11:00-11:30 pm at night.
• Labor Day Festivities are still on at this point. Golf Cart parade will be held. More details to follow in August!

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

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

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

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

Respectfully submitted,

Laurie Helling, Secretary

Hi everyone, if you are planning on attending the Annual Meeting this Saturday, June 13th, please bring your Ballot to the meeting along with your own pen/pencil. We will have some available, but due to Covid we’d like to limit them being passed around. There will be discussion & details regarding Road Sealing and updated Building Guidelines prior to voting, and a super quick biography of each candidate running for the Board.
If you are not attending, you may still mail completed ballots in with your annual dues. As always, any questions, contact a Board member, or Secretary, Laurie Helling. lahelling24@gmail.com

Thank you!

FYI: Newt Marine Services will be using our sand pit area as staging area for their equipment while moving the sand for a local dredging project. The pipe will NOT be running across our island at any point…. they are going around us. They will also be parking a boat near our North dock. In exchange for this they are giving us a hefty road deposit and dredging several areas of our pond. Any questions call 641.330.3487.