Esmann Island Annual Meeting Minutes– June 24, 2017

Laurie Helling 0 Comments

Esmann Island Owner’s Association

Annual Meeting Minutes

June 24, 2017

Call to Order:  The Annual Meeting was called to order at 10:08 a.m. by President Doug Hintzman.  Doug Hintzman made note that the Annual Meeting notice was mailed June 12-13th, 2017.

Board Roll Call:  Present were President Doug Hintzman, Vice-President Chris Miller, Board Members Tom Reimer, Chad Williams,Tony Reyerson, Bruce Copeland, and Terry Denner. Treasurer: Helen Schwietert and Secretary Laurie Helling also present.

Annual Meeting Minutes of 6-18-2016 were announced.

  • Doug asked if any members present preferred the minutes to be read aloud. There were no requests or questions regarding minutes by members present, so therefore a motion was made to waive reading of minutes.  Dave Koopman made motion, Bob Gilkes 2nd.  All approved. Motion Passed.

Treasurer’s Report:

  • Cash Flow and Balance Sheet presented by Doug Hintzman.
    • Donna Gilkes raised question on amount of expenditures in Common Grounds.
      • Helen Schwietert presented and read itemized list to members present.
        • Tree Cutting & trimming along back road in the fall
        • Excavation by Friedlein for ramp repair
        • Dock materials for North Ramp
        • Lawn Mowing Services
        • Garbage Pick Up
          • Discussion held on Bi-County Disposal to explain the variance on the total vs. months billed.
        • Doug asked for a motion from the floor to approve the Treasurer’s Report. Bob Gilkes made the motion, 2nd by Ken Brandel. All approved. Motion Passed.

Reports of Officers:

  • Road Report –(Tom Reimer)
    • Road remains generally in good shape at this time
      • Bob Gilkes mentioned a pot hole on the road entering the island before the Abel Island entrance that needs to be filled in and patched.
        • Board members will go check it and see if they can fix it
      • REMINDER for ALL OWNERS to trim low hanging branches and bushes/trees along the road/streets bordering their lots to keep sight lines as clear as possible and safety reasons. There are several areas that need to be trimmed back!
      • PLEASE push gravel back off the road after construction. When any construction occurs on your property you are responsible for the road conditions and directly tied to your road deposit that accompanies permits.
      • A big thank you to Island Members who assist in keeping trees and shrubs etc. in check along our common grounds!
      • If you notice any areas of concern on the roads, please let any board member know!
    • Esmann Web Site: Site was down for a couple months due to hacking and viruses but is currently functional. Apologies for any lapse of communication it caused

 Report of Committees:

  • Dock Committee –
    • HUGE THANK YOU to Terry Denner and several other members who purchased materials and rebuilt the North Dock over the winter. It looks great!
    • North Ramp condition will be discussed further under Old Business.
      • Friedlein Excavating completed pulling of rocks and silt from the ramp area 2016
      • Repair work on 2nd St ramp was completed by Friedlein Excavating in spring 2016
    • Landscaping & Beautification Committee: AGAIN, a HUGE THANK YOU to Cindy Miller, Mary Eulberg and everyone who has helped plant perennials, trim weeds, etc. around the island, pond, boat ramps, and back road.
    • Pond Committee:  Kari Winders represented the Pond Committee. Kari had sent out a survey in 2016 to address the interest of membership in improving the Pond itself and common grounds. Overall responses were very positive in wanting to see the pond cleaned up and usable for the future.
      • There is now dock installed at the pond for fishing and launching kayaks. A huge thank you to members who made that possible!
      • Kari recently sent an email to the Island Event email list regarding information on someone who may have the machinery to excavate the silted in area.
        • Discussion held on getting formal bids from area contractors but also possibly from groups that work specifically with dredging & maintaining ponds.
        • Discussion held on renegotiating lawn mowing contract to include cutting and weed trimming around edge of pond. High water prevented that from happening this spring. Board member will contact.
          • Also brought up was a need to get a brush hog to cut back the willows that are growing wild on the east side edge of the pond by entrance road.
  • There was a nomination of a proposal by board for Kari Winders & Pond Committee to pursue options for the pond, pursuant of further research and cost to be brought to the board.  Kari made motion and 2nd Jan C. 2nd Show of hands among owners present, 53 For–1 Against. Motion Approved to move forward, collect bids, options and present at a future Board Meeting.
  • Event Committee:
    • Cindy Miller will continue to post the EVENT calendar on the Island Bulletin Board for those who do not have computer access.
    • The Events calendar is also emailed to members.
    • If you wish to be on the email list for events and aren’t already, please contact Cindy Miller.
    • If you are hosting an event, or would like to add an event to the calendar now or future, contact Cindy Miller.
    • THANK YOU to all the island members hosting great and fun events!

Election of new Board Members:

  • Doug Hintzman and Chris Miller have fulfilled their term obligations and are not seeking re-election.
    • Thank you so much for your service to the Board for several years!
  • There were no nominees prior to Annual Meeting, thus nominees were accepted from the floor.
  • Nominations from the floor was opened by Doug Hintzman.
    • The following members accepted the motions and were placed in the election.
      • Chip Flory *Donna G. made motion, Tom R. 2nd
      • Bob Buhrow *Chip F. made motion, Cindy Miller 2nd
      • Jane Ertl *Chris Miller made motion, Terry Denner 2nd
    • Since there were 2 Board openings, and 3 candidates, President Doug Hintzman asked the members present to fill out ballots to be collected and counted. Results were announced before end of meeting.
    • Tom Nagel had a quick question about Proxy voting. Board only takes member/owner votes present at meeting for the nominations from the floor.
  • NEW BOARD MEMBERS ELECTED:
    • Jane Ertl Root &  Bob Buhrow

OLD BUSINESS:

  • The Clayton County & City of Guttenberg Proposal for a multi-use trail from Marina Road to Buck Creek Rd. has been put on hold due to budgetary cuts.
  • GARBAGE –Bi-County Disposal
    • Discussion held on satisfaction with new garbage service.
    • Everyone present seems very happy with service.
    • The employees are courteous and place garbage containers back where they were.
  • Bi-County will pick up large items like appliances but you need to contact them ahead of time: 563-875-9076
  • Local scrap dealer you can contact named Laverne: 563-252-9187
  • 911 List: A new 911 list will be revised after annual meeting with address and ownership changes. Will be emailed. If you absolutely need a hard copy and can’t print from the email contact Laurie Helling, Secretary.  This list will include 911 address, owner name/home address, and Lot numbers only.
  • PLEASE NOTIFY Laurie Helling (Sect) as needed with any address changes, email changes, property changes so we can maintain clean and up to date information! Thank you!  lahelling24@gmail.com

NEW BUSINESS:

  • PROPOSAL A: NORTH RAMP REPAIR
    • Proposal A was on the annual mailing ballot in order to gauge interest in the membership for moving forward with the North Boat Ramp repair.
    • The Board proposes to repair and reconfigure north boat ramp to better serve the membership, up to a maximum expenditure of $25,000.
      • Doug Hintzman explained the ramp itself has cracked, the silt continues to fill in and current is very strong in current position.
      • The silt and rocks were dug out by Friedlein last year.
      • A 30 X 16 cement slab would be poured on site and then placed in river at a slight 42 degree angle to the south.
      • DNR & Corps of Engineer forms are ready to be sent to Rock Island Office
      • Discussion followed and questions answered to the best of the board’s ability pursuant to voting by membership whether or not to proceed on finalizing bids and repair.
        • Votes counted and Proposal A was Approved by a wide margin (78 Yes-7 No) to move forward with proper permission forms from the Corps and collect bids.

PROPOSAL B:   POSSIBLE STORAGE UNIT BUILDING 

  • Proposal A was on the annual mailing ballot in order to gauge interest in the membership to before moving forward with other ideas, possible costs etc.
    • The Board proposes constructing a storage unit building on common ground. Units would be rented to Esmann owners as an idea for a future Association revenue stream.
    • Doug Hintzman again explained this is just an “idea” at this point.
    • Board discussed possibly constructing storage unit building on island common ground as a benefit to members and possible income stream in future.  Would island members want storage on the island for boats, golf carts, personal belongings?
    • Discussion held:
      • Storage unit building could possibly be 60 X120 with stalls wide enough for pontoon storage, with movable walls to adjust unit size.
      • Available to island members, would need to determine cost per foot and/or stall based on size.
      • Would be built on common ground, probably connected to current island shed.
      • Some concerns raised about security and liability, all of which would be discussed more fully in future.
      • Brian Hamling voiced concerns of having a large building across from his property and in general using green space when there is so little left.
      • Other members concerned other green space/open lots are being bought up just for the construction of big garages and sheds now, and having extra units available would alleviate some of that activity. Cindy Miller said we should keep open lots for homes and new families/members not garages or sheds.
      • Bob Sims said if there was a new building put up it would have to meet all the DNR guidelines (above flood level) etc. which could drive up costs and was doubtful of it being able to really produce steady revenue unless every unit is rented every year.
      • IF the majority of votes are YES and IF people are interested, then the board is just taking steps to looking into this further, approximate costs, options etc. **Nothing would be done in the future without membership participation and approval. This is just the approval to research it and present more detailed options at some point in the future.
      • **Votes counted and Proposal B Approved by a narrow margin (43 Yes -40 No) to at least research options.
  • MOSQUITOES: Member Bob Sims brought up the concern that mosquitoes seem really worse this year and wondered if anyone had thought about or checked into spraying?
    • Discussion held on DNR concerns, member concerns with kids, pets etc.
    • Some members did hire someone to spray/fog yard but would have to be repeated after rain.
    • Other members are trying more natural (non-chemical) methods. One being:
      • 1 Large bottle CHEAP BLUE Mint Mouthwash
      • 3 Cups Epsom Salt
      • 3 Stale Beers
      • Mix together until Salt is dissolved
      • Spray on grassy areas, around your decks, fire pits, etc.
        • Get rid of standing water around your home, trim high grass, weeds
        • We are not saying this works but it’s worth a try!! Several members said it did work for them!
  • SAND PIT & Additional Pond common ground IDEAS?
    • Cindy Miller is open to member suggestions for more ways to utilize the sand pit area, possibly Sand Volleyball net, horseshoe pit, and play area. Etc. Please contact Cindy with ideas.
  • ISLAND GARAGE SALES:
    • Contact LaDonna Nagel if you are interested in participating in an all island Garage sale, tentatively set for a weekend in August.

MEMBER REMINDERS: 

  • FIREWORKS: PLEASE BE COURTEOUS of all Island Members, especially at Sand Pit area. We are asking for Fireworks to please STOP AFTER 11:00 PM.   Please inform guests, family members to finish by 11:00 pm and to clean up the next day! Thank You!!
  • ALL VEHICLES including 4 wheelers, go-karts, scooters, mopeds, Cars, etc. OBEY THE SPEED LIMIT! PLEASE inform your Guests about our road rules and speed limit!
  • GOLF CART OWNERS—Members raised concerns of very young drivers in carts this summer! Please, please, do not let young children drive (under 11-12) unaccompanied/unsupervised in your golf carts. Young drivers ideally should have someone with them who at the minimum a permit or license. Safety first always!
  • Recreational Vehicle Guidelines were jointly agreed upon between Esmann and Abel Island in 2015 for identification of carts, cart safety for drivers and riders.
    • It is strongly recommended to have members check insurance policies to cover golf carts and recreational vehicles.
    • With more golf carts and other recreational vehicles on the island roads than ever in years past, it is of the utmost importance to all island members to adopt a “safety-first” attitude

General Reminders:

Reminder: Esmann Island Fireworks (sand pit) July 8th when dark! (930ish) *PRE-FIREWORKS PARTY & BAND (ViceBox) at Kari & Dennis Winders “Garage Mahal” on Timber Lane Rd. Meat provided, Please bring a Dish/Dessert to Pass and your own beverages Good-Will Donations will be accepted for Esmann Fireworks Fund and Pond Committee!  5:30-6:00pm

Reminder:  Abel Island Fly In (Saturday) Aug 19th 2017

Reminder:  Esmann Island Golf Cart Parade, Labor Day Weekend-(Sunday morning) Sept. 3, 2017

Doug Hintzman asked for a Motion to Adjourn. Motion made by Chris Miller, 2nd  by Chad Williams.  Motion carried and meeting was adjourned at 11:33 pm.

Thank you very much for your participation and input in our Annual Meeting!

Have an ENJOYABLE & SAFE Summer!

Respectfully submitted,

Laurie Helling, Secretary

 

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