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