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