Cinosam Club

Board Minutes 06-29-2019

Cinosam Club Approved Minutes June 29, 2019

Meeting called to order at 9:00AM by President Mark McDonald.

Attended by Board Members:  Mark McDonald, Liz Becher, Verna Thompson, Ed Koehler, Tim Vescio, John Klauck, Steve Bredeson, Jenna Whitehead, Kelly Spratt, Kathy Becker

Board Members not in Attendance: Julie Carroll, Marc Kmecik, Tom Whitehead

Minutes: 

Minutes from the June 1st Board Meeting were not available. A review of topics discussed was given by Mark McDonald and is reflected, below.

• It was noted that there was a quorum of Board members.
• A discussion regarding the cost and placement of the satellite toilet took place, including voting action authorizing Liz to move forward.
• Tom Froyum is interested in becoming Secretary. It was also noted that since the June 1 meeting, Tom is no longer pursuing this position.
• Reviewed the proposed Boat and Dock Regulations, made suggestions for a few revisions. Voting action occurred with a request to present the final version to the Board at the June 29^th
• John Klauck noted that he is looking into purchasing the mooring signs that were discussed at this meeting.
• Treasurer’s Report was reviewed.

Follow-Up: Mark will bring the formal June 1, 2019 minutes to the August meeting for review and voting action.

Treasurer’s Report: Liz Becher reviewed the YTD Actual to Budget Financial report through June 29, 2019. Revenue is unfavorable to budget; YTD actual $27,750 – budget is $33,400. Expenses are favorable to budget; YTD actual $16,181.33 – budget is $31,645. Budget Assumptions include: Total budgeted general membership 165 – YTD actual is 116; Paid Boat Slip Members is on budget at 32; Paid Canoe Slip budgeted at 10 – YTD actual is 3.

Brief discussion re: whether we should continue to budget for 165 paying members. Also noted that this budgeted number is unique property title holders, ie, no duplication for owning more than one lot.  No decision was made.

The PayPal funds have been distributed to the account. The PayPal account is now closed.

Park maintenance was paid to Boots for painting the shed and building/painting the satellite toilet structure.

Liz received a $100 donation for flowers. Ann and Trish will purchase them and plant them.

Motion to approve made by Ed Koehler and seconded by Tim Vescio. Motion carried.

Committee Reports:

Boat & Docks Committee

Final version of the proposed rules was reviewed. No further revisions were needed. Copies will be made and sent out to the membership in advance of the Annual Meeting in August.

Parks

Bids have not been vetted for new play equipment. Liz has left messages but has not received any return calls, yet.

Unfinished Business

None

Vacant Board Positions

Tim Vescio volunteered to fill the vacant Boat Captain position (Jarrett is not interested in continuing).

Motion to approve made by John Klauck and seconded by Verna Thompson. Motion carried.

Heather Caulley volunteered to fill the vacant Secretary position.

Motion to approve made by John Klauck and seconded by Verna Thompson. Motion carried.

New Business

Discussion ensured regarding the current placement of the satellite toilet and the associated noise from use and servicing. A decision was made to relocate it further away from anyone’s home. It will be moved over by the conifer tree in the middle of the park, with the door facing the lake. Additional construction of the obscuring structure may be needed. Will reassess after this year to determine if it becomes too offensive.

Discussion regarding locating any of the Operations Handbooks (referred to as Board Position books) that were created many years ago. Tim will look for his copy.

Mark shared the many volumes of binders of Club business that Julie put together. Mark will store this information in his garage. It is noted that Cinosam minutes and financials prior to 1982 and from 2007 to 2013 are still missing and that everyone should look to see if they have any of this information.

It was mentioned that the Bylaws should be reassessed and revised, as needed. The current version was approved in 2009.

Heather will contact Julie Carroll to determine how to maintain the Club website and Facebook page. Julie has paid fees for the website, already.

Maintenance

It was noted there are 2 dead trees along the north fence line of the park that need to be removed. Boots will be contacted for removal.

General fence maintenance is needed. Boots will be made aware.

A bench on the north dock and the swimming ladder need to be secured. Boots will be contacted to repair this.

The swimming area buoys still need to be placed. They are in the shed. The chain/ anchors are in the water. Anyone willing and able to place these is welcome to do so.

Planning for Annual meeting and election of New Board Members

The Boat and Dock regulations and the Ballots need to be mailed. If ballots are mailed in, the sender should mark Ballot on the envelope so as not to be confused with other incoming mail. A consideration of sending a return envelope, with Ballot or the return address stamped on it was also discussed as a possibility.

Mark will create the ballot and send to Ginny and Heather. Ginny will coordinate the printing and mailing.

Elections

Officers:

• President: Mark McDonald is no longer able to serve as President.
• Vice President: Tom Whitehead is no longer able to serve as VP. Mark M will run for VP and support any incoming president.
• Secretary: Heather Caulley will run
• Treasurer: Liz Becher will run

Other Board members running: Ed Koehler, Tim Vescio, Tom Froyum and Mark Kmecik

Announcements

July 4^th party is coming up.

Mark M is doing the purchasing but will be out of town for the event.

Jenna will work on signage

Still need an Emcee: Mark will f/u with Tom Whitehead.

Taps should be played.

The horses will probably make another appearance.

The meeting was adjourned at 10:30AM.

Respectfully Submitted by Heather Caulley

CINOSAM CLUB

APPROVED BOAT AND DOCK REGULATIONS

August 3, 2019

I. Boat Slip Waiting List & Fees

   A. A limited number of boat slips are available to members who are current with their annual dues. Before a member is approved to be on the Boat Slip Waiting List, a Boat Slip Waiting List Application form must be completed and returned to the Boat Captain/Boat Committee.  A copy of the member’s Crow Wing County tax statement or copy of their title/deed must accompany this form.  Joint owners of a property tax parcel are considered one member and allowed a maximum of (1) boat slip.  Multiple family member names will not be accepted on the Boat Slip Waiting List Application form. Renters, rental properties and landlords are not eligible for boat slips.

  B. A one-time deposit (amount set by the Board) is required at the time a member is approved to be on the Boat Slip Waiting List (this fee will be applied to the member’s initial access fee when assigned a slip). If member sells/leaves Cinosam before being assigned a slip, the deposit will be returned, upon request.  If the member requests removal from the Boat Slip Waiting List, the fee will be non-refundable.

C. The remaining balance of the one-time initial access fee and the annual boat slip fees (amount set by the Board) will be paid in full by the approved member at the time the boat slip is assigned.

D. An annual boat slip fee (amount set by the Board) must be paid in full by January 31 of each year. Non-payment of the boat slip fee or membership dues, within 30 days of the due date, may result in loss of the boat slip (non-payment of dues may also result in removal of member’s name from the Boat Slip Waiting List).

II. Enforcement of Unpaid Dues & Fees

If dues and fees for a boat slip lease or waiting list position have not been received by January 31, the member will be notified immediately by email (if email address on file) and by FedEx signed delivery (if address on file) stating that payment must be received within 30 days of the date of the notification or the member will forfeit their boat slip or their waiting list position. Waiting list deposits will not be returned. If member wants to be re-listed on the Boat Slip Waiting List, they must reapply and submit any required deposit.

III. Boat Slip Availability, Lease and Waiting List Provisions

A. Boat slip lease positions and waiting list positions may not be inherited, transferred or sold.

1. Members do not own boat slips. A boat slip is a temporary lease made available to members and is the property of Cinosam Club.
2. Boat slips are not inherited, including but not limited to, passing on to family members, a trust, or a corporation.
3. A surviving spouse in a marriage may retain the boat slip lease.

B.  When a boat slip becomes available, the Boat Captain/Boat Committee will first verify eligibility, then notify those at the top of the Boat Slip Waiting List. Those notified will have 14 calendar days from the date of notification, to secure the slip and pay the prescribed fees.

IV. Compliance/Record Keeping

A. The Boat Captain/Boat Committee and Board shall review and determine the allowed length, width and other requirements of boats and pontoons using the boat slips.

1. An approximate boat length limit of 22ft is recommended.
2. Other dimensions will be reviewed prior to placement on Cinosam property.
3. Operation of boats in a way that could potentially endanger persons or Cinosam property or is against DNR regulations, may result in forfeiture of the boat owner’s leased slip.

B. The Boat Captain will maintain a listing of all slips with the assigned member’s name, property parcel number, slip location and type of boat. The List will be provided annually to the Boat Committee and Board.

C. Each boat owner must carry liability insurance on their boat.

1. Up-to-date and accurate proof of insurance must be provided on an annual basis (copy of policy, declarations page).
2. This must be mailed each year with the payment of annual dues and fees.
3. Failure to do so may result in the loss of the boat slip lease.
4. The Cinosam Club is not responsible for any loss or damage to personal property.

D. All lifts shall be maintained by boat owners, meet DNR guidelines and kept in good working order.

E. The Boat Captain will coordinate and notify boat owners of the date of installation and removal of docks and slips each year. All boat owners must have their boats removed from the lifts prior to the announced removal date.

F. The Boat Captain/Boat Committee and Board will periodically review the non-use of slips. It is the intent that all leased slips be in use by members. Should a slip remain vacant (boat not in slip) for a period of (1) season the owner will be given the choice to use the slip the following season or forfeit the slip.  A notification will be sent by email (if email address on file) and by FedEx signed delivery (if address on file). A prompt response (within 14 calendar days) will be expected.  If due to a personal hardship and it is the intent of the lessee to not use the slip over a season, they must notify the Boat Captain and Board, and it will be determined how the slip may be used for that season.

V. Canoe/Kayak/Paddle Board Racks

A limited number of canoe/kayak/ paddle board racks on Round Lake are available to members who are current with their annual dues. Registration forms indicating the annual fee will be available on the information board in the Gull Lake Park.

VI. Docks

A. The swim dock is available for use by all members. The swim dock is to be used for the purpose of access to the water for swimming and is to be used safely.

B. The west end of the north dock in the Gull Lake Park may be used for very short-term boat loading and unloading. This is very near the swim dock so extreme caution should be used when approaching the dock. Docking or tying a boat to any other Cinosam dock is strictly prohibited.

C. Boat lift walk-out docks allow for accessibility to each of the boat lifts. These docks are maintained by Cinosam Club and supported by the boat slip fees.  Any damage to individual boat lift walk-out docks will be reviewed; financial responsibility determined by the Board.

VII. Budget/Expenses

A. The appointed Boat Captain/Boat Committee will plan and submit a budget annually for anticipated boat/dock/shoreline expenses. These estimated expenses will be presented to the Board for approval.

B. Non-budgeted projects and costs will be reviewed for approval at monthly Board meetings.

VIII. Boat/Dock/Lift Related Issues

Questions regarding boat/dock/lift issues should be directed to the Boat Captain. Written and signed concerns may also be sent to the Cinosam Club Board of Directors.

Happy Holidays! As we celebrate 2018 and look forward to another great season in 2019 the time has come to renew your Cinosam Club annual membership dues.

Our members are the reason why we all can continue to enjoy the Club property, particularly the parks, docks, swimming beaches, picnic areas, playground and all other areas owned and maintained by the Cinosam Club.  Your membership dues are the only source of income supporting our Cinosam property and also provide significant value to your property. We all have a stake in our success.

Membership consists of property owners who are current in their dues and are therefore entitled to club property use.  A renter who pays dues, or has dues paid by the property owner, may use the club property.

Thank you for your financial support and to all of the volunteers who help make Cinosam a great place to live.

Membership Dues – $100 due from all residents in January of each year and must be paid within the first (30) days of the year.  Payment of annual dues allows for the individual use of the parks, beaches, and is mandatory for boat slip ownership or wait list.

Boat Slips – $500 due from all slip owners in January of each year and must be paid within the first (30) days of the year. Non-payment of boat slip fees can result in the loss of the slip.

Canoe Slips – $50 due from all slip owners in January of each year and must be paid within the first (30) days of the year.

Payment Options:

Mail Check to:      Cinosam Club    PO Box 2851   Baxter, MN 56425

Send Electronic Payment Using PayPal: Log into PayPal, click on “Send & Request”. Then enter the recipient email CinosamAssociation@gmail.com. Click “next”. Enter the amount of your payment. Make sure to use the “Sending to a Friend” payment option so that fees are not charged.  In the “notes” section, include your name and Cinosam property address. Click “continue”. You can enter the recipient name as Cinosam Club, then click “continue”. Select your payment method and click “continue”. Review and finalize sending your dues payment.  You will receive an email confirmation that payment has been sent.

The last seasonal meeting of the Cinosam Board took place on Saturday October 6th.  The minutes have been posted under Club Business.  See you in the spring!

The last board meeting of the season will be held on Saturday, October 6th at 9:00AM in the park.

AGENDA FOR CINOSAM BOARD MEETING

October 6th, 9:00 AM

1. Call to order.
2. Roll call of board members
3. Reading of minutes from Sep 1st board meeting
4. Treasurer’s report
5. Committee reports
6. Unfinished business
   1. Boat Committee update
   2. Boats are to be off the lifts this weekend
7. New Business
8. Winter is coming
9. Announcements
   1. Oktoberfest date is Today Oct 6th
10. Adjournment

It’s that time of year again.  Please remove your lifts from the docks by September 30th.  Trevor will be taking out the docks and lifts the first week in October.  Thanks for your cooperation and enjoy the fall colors.

The Cinosam Club September Board Meeting was held on Saturday morning in the Park.

The minutes are posted under Club Business.

The September board meeting will be held on Saturday at 9:00 AM in the park.  Have a great Labor Day weekend!

AGENDA FOR SATURDAY SEPT 1st BOARD MEETING 
CINOSAM CLUB 
9AM IN THE PARK

1. Call to order.
2. Roll call of board members
3. Minutes
4. Treasurer’s report 
	Rolled US Bank CD into general fund
5. Committee reports 
	Boat committee 
	Parks
6. Unfinished business 
	Welcome Tim Vescio, Kathy Becker back to the board 
	Director and Officer’s Insurance
7. New Business 
	Search for secretary replacement Jan 1
8. Announcements      
	Set Oktoberfest date 
9. Adjournment

The 2018 Cinosam Club Annual Meeting was held on August 4th, a rainy Saturday morning.  Thank you to Terry Slack for the use of his great residence.  The minutes are posted on the website under Club Business.