Cinosam Club

AGENDA FOR SATURDAY June 7th, 2025 9:00 AM at the Park

1. Call to Order and roll call of board members  – confirm quorum (7 of 12)

REMINDER: THIS IS A MEETING OF THE BOARD. ONLY BOARD MEMBERS VOTE. OTHER ATTENDEES MUST SUBMIT AGENDA ITEMS TO THE BOARD IN ADVANCE OF THE MEETING.

2. Board Meeting  – Action item

May 3rd, 2025  Board minutes  – review and approval

Treasurer  – Financials and Auditing

• Action Items
• 5-31-2025 Financials – Vote to accept
  • 2025 Audit of Financials – Update from Amy Collins and Blair McKibbon
    
    New Business
• Jim Thomson recognition – all
•  CINOSAM CLUB APPROVED BOAT AND DOCK REGULATIONS – August 3, 2019   – proposed revisions (enc.) – Boat Captains
• Election Planning   – ongoing
  • Upcoming Board Member seat vacancies   –
    • 4 Board Positions
      • Three Board positions  – three year term
      • One Board position – two year term [to replace Jim Thomson]   
    • Four Officer Positions
• Public solicitation of candidates posted by the first Sunday of June  (June 1st,  2025) – posted on Cinosam Gull Lake Park bulletin board, Facebook and Cinosam website
• Notification to Board no later than the first weekend in July,  prior to the annual meeting
  • Mike Peterson has submitted his intent to run for an open Board position
• Verna Thompson volunteered to have an Election table at the 4^th of July Celebration

• Old Business
• Conciliation Court Summons update
• Boat Captain Slip and Boat Slip Wait List updates
• Docks
  • Dock Committee – May 8^th Communication

Dock committee consisting of Mike Peterson, Tom Schreier, John Markson, Amy Collins, Perry Dykes and Tom Johnson volunteered to evaluate and propose a recommended solution to the board. 

Trevor has installed the docks except for one spur. The dock committee volunteers will now evaluate the condition of the spurs on the north dock (and any others that may need immediate attention in 2025). They will research solutions and vendors going forward related to material cost, labor, and estimated life and develop a recommended solution and cost. The following dock types were discussed at the meeting and costs would need to be updated:

a.    Aluminum frame, composite top

b.    Aluminum frame, cedar top

c.     All cedar

• 2024 Proposal(s) with 2025 Pricing Update  – Heidi Streit
  • Cinosam Boat Dock Repair/Replacement Costs – Perry and Mary Dykes (enc.)
  • Who will bear the cost
• Parks
  • Cinosam Gull Park Pothole repair bid – Sylvie Letts
  • Round Lake Park beach/skid steer work – many thanks to Mark McDonald!
• Beach and ice damage; more work needed now that the docks are in
• Fence needs repair – 2 new posts
  • Flags – mouse damage – Heather Thompson
• Annual Meeting Planning
• Cinosam Boat Dock Repair/Replacement options
  • “A recommended 2025 solution and cost will be presented to the board for approval. This committee, or others, and the board will then begin to develop a longer-term solution evaluating the condition and immediacy of repairs that will need to be done in 2026, and beyond, in time to be voted on by members at the annual meeting”
• Annual Elections –
  • Ballot to include how ties will be resolved “by majority vote of those in attendance at Annual Meeting”
  • Verification that completed ballots are received from paid Club members, only
• Other?
  
  Committee report and Proposal for New Committees
• Boat Committee  – how does this differ from the Dock Committee ?
• New
• Communication Committee (now that we have text and email platforms)  – Julie Carroll
• Bylaws Review/Revision Committee – Julie Carroll
• Standing Committees called out in Bylaws – Heather Thompson
• SAC: boats, docks, Gull shore maintenance to hill base
• CLARC (Cinosam Lakes Area Restoration Committee):     grounds/waters planning and initial implementation
• Election: recruiting and administration
• Maintenance: (multiple committees by location)
• Events Planning and Management.: July 4, cleanups, etc.
• Newcomers Welcoming
• Financial Overview –odd numbered years    (long range planning; dues, taxation, and other monetary issues)

• Next Meeting June 28th, 2025
• 2025 Meeting Dates
  • Annual Meeting, August 2nd
  • September 6th
• 2025 Celebration Dates
• July 4 (Friday)
• Oktoberfest TBD
  
• Adjournment

Upcoming Elections and Board Seat Vacancies

 Four Officer positions open – one- year term
 President
 Vice President
 Secretary
 Treasurer
 Three Board positions open – three -year term
 One Board position open – two-year term

Interested candidates should contact any current
Board member or come to one of the next Board
Meetings, June 3rd or June 28th , 9AM

Board Elections are held at the
Annual Cinosam Club Meeting
on August 2nd , 2025

1. Call to Order and roll call of board members – confirm quorum (7 of 12) President: Tim Vescio Vice President: Mark McDonald
Secretary Heather Thompson Treasurer: Julie Carroll
John Klauck Mary Jo Ohlin Marc Kmecik Blair McKibbon
Jim Thomson Sylvie Letts Ed Koehler Mary Dykes Kelsey Peterson
REMINDER: THIS IS A MEETING OF THE BOARD. ONLY BOARD MEMBERS
VOTE. OTHER ATTENDEES MUST SUBMIT AGENDA ITEMS TO THE BOARD
IN ADVANCE OF THE MEETING.

2. Board Meeting – Action item
    October 26th, 2024 Board minutes – review and approval
3. Treasurer – Financials and Auditing  Action Items
   o 4-30-2025 Financials
   o Auditing
    The Board shall appoint one or two persons to audit the Treasurer’s records
   annually.
    Biennial Auditing – Appoint a Committee to review  The Board shall appoint a committee to review the Club’s financial
   situation in each odd numbered year and make recommendations to the
   Board.
4. New Business
    Conciliation Court Summons Against Cinosam Club
    Cinosam Parks
   o Starting Park water pump for spring season
   o Round Lake beach ice damage
   o Clean-up – need volunteers
    Setting dates well in advance so folks can plan to help
    Election Planning
   o Upcoming Board Member seat vacancies –
    Three Board positions plus a one-year position to fill the position
   (currently held by Kelsey Peterson)
    Four Officer Positions
    Public solicitation of candidates should be posted by the first Sunday of June
   (June 1st, 2025)
    Notification to Board no later than the first weekend in July, prior to the
   annual meeting
    Election Committee – need a volunteer to have an Election table at the 4th of
   July Celebration
    Annual Meeting Planning
   o Boat Dock replacement – tabled solutions (see Enclosure)
    Should we consider replacement pricing with all cedar top and cedar frame
5. Old Business
    Boat Captain updates
   o Boat Slips
   o Boat Slip Wait List dock situation
   o Increase in Number of Boat Slips  Sea Legs Trial  Docks
   o 2025 Boat Captains’ Dock Status report (received Oct 21, 2024)  Out lot 1 north spurs (side docks) must be replaced for 2025 season- affects Mark McDonald, Jon Collins, Marc Kmecik, Paul Slack, Bruce Becker, Verna Thompson, and Tom/Mary Jo Ohlin
    Update on Volunteer Replacement Solutions – Amy Collins  Mike Peterson, Tom Schreier, John Markson, and Jon Collins
    Out lot 1 south will make 2025 season, but most will need replacing for 2026 season.
    Communications Tools Update – Julie
6. Committee reports
   Boat Committee
   Any Others? Need a Park Committee
7. Next Meeting June 7th, 2025
    2025 Meeting Dates
    June 7th
    July 5th
    Annual Meeting, August 2nd
    September 6th
    2025 Celebration Dates
    July 4 (Friday)
    Oktoberfest TBD
8. Adjournment
   Enclosures:
   o Boat Committee Dock Proposal

1. Call to Order and roll call of board members – confirm quorum (7 of 13)

President: Tim Vescio Vice President: Mark McDonald
Secretary Heather Thompson Treasurer: Julie Carroll
John Klauck Ed Koehler
Marc Kmecik Mary Jo Ohlin
Mary Dykes Blair McKibbon
Kelsey Peterson Sylvie Letts
Jim Thomson

2. Board Meeting – Action item
    October 5th, 2024 Board Meeting minutes – reading and approval
3. 2025 Final Budget  Finance
   o Dues Planning
   o Boat Slip Dues Planning
   o Increase in Number of Boat Slips
    Jarret’s email
   o Dock Repair/replacement
4. Next Meetings  2025 Meeting Dates
    May 3rd
    June 7
    July 5
    August 2 Annual Meeting
    September 6
5. Adjournment

AGENDA FOR SATURDAY OCTOBER 5th, 2024 BOARD MEETING

1. Call to Order and roll call of board members – confirm quorum (7 of 13)
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Treasurer: Julie Carroll
   John Klauck Ed Koehler
   Marc Kmecik Mary Jo Ohlin
   Mary Dykes Blair McKibbon
   Kelsey Peterson Sylvie Letts
   Jim Thomson
2. Board Meeting – Action item
    September 7, 2024 Board Meeting minutes – reading and approval
3. Boat Captains Dock Replacement Report / Treasurer Report
    Boat Captains/Trevor , Julie
   o 2025 Budget Discussion and Approval
4. Old Business
   a. Automating Payments – Julie
   US Bank – Zelle.  It is a P2P (peer to peer) solution without including a third party in
   the transaction and inserting another possibility of compromising the data.  The
   payments go directly from a member’s bank account to Cinosam’s US Bank account with
   no service charge.  We would need to set up a Zelle account at US Bank and the
   members would need to set up one at their’s.  They have assured me that it is a simple
   transaction.  They said we could also use a QR code to access the information on an
   invoice or our website.  It could also be used for donations.
    Need someone to set-up and help manage
    Need a Cinosam Club business email account
   b. Communication
   i. Cinosam Club Facebook site and posting
    Sylvie and Kelsey have confirmed that this is set-up as a Business site; people
   cannot post directly on a business site
    First, create a post on your own site and tag Cinosam Club and it
   will show up on the Cinosam Club Facebook site
   ii. Text/Email Blast Communication – Heidi and Kelly
5. New Business
   Any?
   Questions – Sylvie
   a. Are our Board meetings always open to the membership? Should they be? or should
   we have two meetings per year where the membership is invited and have an open
   forum? The rest of the year the membership can bring up topics to a board member
   and then we discuss as a board at the next meeting as appropriate.
   b. Should we invite the membership to create committees and if we do then we should
   have at least one board member on the committee? 
   c. Should we have a special meeting with the board and take a look at the bylaws to
   update?
6. Committee reports
   a. Boat
   b. Parks
    Von Maur family planting trees in Gull Lake Park – any follow-up? – Tim
    A lot of work going on !

 Fix top of the stairs –  Gull access
 Eagle Maintenance
 Split Rail fence replacement -West
 Split Rail fence – Paint/staining – everywhere else

7. Next Meeting
    2025 Proposed Meeting Dates
    May 3
    June 7
    July 5
    August 2 Annual Meeting
    September 6
8. Adjournment

AGENDA FOR SATURDAY SEPTEMBER 7th, 2024 BOARD MEETING

1. Call to Order and roll call of board members – confirm quorum (7 of 13)
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Treasurer: Julie Carroll
   John Klauck Ed Koehler
   Marc Kmecik Mary Jo Ohlin
   Mary Dykes Blair McKibbon
   Kelsey Peterson Sylvie Letts
   Jim Thomson
2. Board Meeting – Action item
    August 3, 2024 Board Meeting minutes – reading and approval
3. Treasurer
    Action Items
   o 2024 Operating Budget YTD
   o 2025 Budget Planning
4. New Business
5. Committee reports
6. Old Business
   a. Planting trees – Reed Van Mauer
   b. Communication app of membership and Facebook
   c. Donate button somewhere? (add to the invoices ? look into adding to FB or create a
   Venmo for us? )
   d. Kelsey and Jim switch 1 yr and 3 yr?
   e. Dock and beach assessment report – need volunteers
   f. Fix the top of the stairs in main park .
   g. Sylvie to report on her grants research
7. Next Meeting
    2024 Meeting Dates
    October
    2024 Celebration Dates
    Oktoberfest
8. Adjournment

1. Call to Order and roll call of board members – confirm quorum (7 of 12)
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Treasurer: Julie Carroll
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Mary Dykes Sylvie Letts
2. Board Meeting – Action item
    June 29, 2024 Board Meeting minutes – reading and approval
3. Treasurer /Finance
    Action Items
   o 2025 Operating Budget
4. New Business
    Elections/ballot results
   o Welcome new Board members
   President:
   Vice-President:
   Treasurer:
   Secretary:
   Board Positions
   Three 3 -year terms
   One 1-year term
5. Committee reports
    Boat Committee
    Parks/Maintenance
6. Old Business
7. Next Meeting – August 29 th (Labor Day weekend) or September 7 th ?
    New Board Members and Officers terms begin
   Oktoberfest Date TBD
8. Adjournment

AGENDA FOR SATURDAY June 29, 2024 BOARD MEETING

1. Call to Order and roll call of board members – confirm quorum (7 of 12
   ([down one Board member – 13])
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Treasurer: Julie Carroll
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Mary Dykes Sylvie Letts
2. Board Meeting – Action item
    June 1, 2024 Board Meeting minutes – reading and approval
3. Treasurer
    Action Items
   o 2024 Operating Budget YTD Actual to Budget
   o 2024-2025 Budget Planning
    Auditing
4. New Business
5. Committee reports
    Boat Committee
   o Boat Slip Waiting List – finalize draft

 How to address any non-payment

o Boat Slip Layout – finalize draft

6. Old Business
    Election Planning
   Upcoming Board Member seat vacancies –

 Officer Positions
o President:
o Vice-President: Mark announced that he will run
o Secretary
o Treasurer

2021-2024
Three Board Positions
Kathy Becker, John Klauck and Blair McKibbon’s positions are up for a 3-term
election to a Board position
2022-2025
One Board Position
Tom Froyum’s position is up for a 1-year term (through 2025) to a Board position,
which Julie was appointed to prior to being appointed as Treasurer.
Current Status
o Kathy is not running.
o Jim Thomson submitted intent to run for a Board position via Facebook
 Verified that he is current with his dues; will need to clarify if
he wants to run for a 3-year or one-year term

 Notification to Board no later than the first weekend in July, prior to the annual
meeting
 Verna volunteered to have an Election table at the 4 th of July Celebration ��

7. Next Meeting Annual Meeting, August 3rd, 2024
    2024Meeting Dates
    September 7th
    2024 Celebration Dates
    July 4 (Thursday)
    Oktoberfest TBD
8. Adjournment

AGENDA FOR SATURDAY June 01, 2024 BOARD MEETING

1. Call to Order and roll call of board members – confirm quorum (7 of 13)
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Treasurer: Julie Carroll
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Tom Froyum Sylvie Letts
   Mary Dykes
2. Board Meeting – Action item
    May 4, 2024 Board Meeting minutes – reading and approval
3. Treasurer
    Action Items
   o 2024 Operating Budget YTD Actual to Budget
   o 2024-2025 Budget Planning
    Auditing
4. New Business
    Any?
5. Committee reports
    Boat Committee
   o Boat Slip Waiting List – finalize draft
   o Boat Slip Layout – finalize draft
6. Old Business
    Annual federal tax-exempt filing status
    TBD whether we are in a special tax category.
    Election Planning
    Upcoming Board Member seat vacancies –
   o Three Board positions plus a one-year position to fill the position vacated by
   Tom Froyum
   o Four Officer Positions
    Public solicitation of candidates should be posted by the first Sunday of June
   (June 2 nd , 2024)
    Notification to Board no later than the first weekend in July, prior to the annual
   meeting
    Verna volunteered to have an Election table at the 4 th of July Celebration
7. Next Meeting July 6th, 2024
    2024Meeting Dates
    Annual Meeting, August 5
    September 2
    Annual Meeting, August 3rd
    September 2
    2024 Celebration Dates
    July 4 (Thursday)
    Oktoberfest TBD
8. Adjournment

AGENDA

1. Call to Order and roll call of board members – confirm quorum (7 of 12)
   President: Tim Vescio Vice President: Mark McDonald
   Secretary Heather Thompson Acting Treasurer: Julie Carroll
   John Klauck   Mary Jo Ohlin
   Marc Kmecik    Blair McKibbon
   Kathy Becker   Sylvie Letts
   Ed Koehler Mary Dykes
2. Board Meeting – Action item
    September 2, 2023 Board Meeting minutes – review and approval
    October 22, 2023 Board Action minutes – review and approval
3. Acting Treasurer – Julie Carroll
    Of note: Liz Becher has moved out of Cinosam; Julie has kindly offered to
   perform Treasurer duties for the remainder of Liz’s term
    Discussion:
   o Liz bought a tote to put all the documents and receipts I have in along with
   keys and the money bag/checkbook and gave it to Mark
   o Liz’s NOTES for the first meeting:
   Yearly property taxes were paid in full today. They are up to $17,108 for the year. 
   I had to decrease some of the dock and park maintenance budget categories to not
   exceed the expected revenue by too much. 
   With taxes now taking 50%+ of the budget, may want to discuss increasing dues. Too
   much of an increase may discourage participation…but taxes have more than doubled
   since I started as treasurer. 
   Someone will need to be checking the mailbox. 
   Once a new treasurer is identified, we’ll have to meet at US Bank in person to remove
   me from the account and add them. I’ll turn in my debit card as well. 
    Action Items
   o 2023 Operating Budget Final report – reading and approval
   o 2024 Operating Budget planning
4. New Business
    Use of WAVE invoicing software – Heather and Blair
   o Second year in a year for annual dues
   o While it may be helpful for tracking who has paid dues and boat fees, it has
   increased the administrative burden for annual mailings at the start of year
   and for annual meeting
    Additionally, it is not a comprehensive tool for tracking all Club business
   o Plan to revert to the use of the spreadsheet
    Heather has maintained updated addresses, though end of 2023
   that can be leveraged for going forward
   o Verify if electronic payment can still be processed via link on Cinosamclub.org
   website
    Election Planning – start early
   o Upcoming Board Member seat vacancies –
    Three Board positions plus a one-year position to fill the position vacated
   by Tom Froyum
    Four Officer Positions

o Public solicitation of candidates should be posted by the first Sunday of June
(June 2 nd , 2024)
o Notification to Board no later than the first weekend in July, prior to the
annual meeting
 Confirmation of Annual Nonprofit filing with State/Crow Wing County – Mark
McDonald

5. Committee reports
    Boat Committee
   o March 30 th Boat Committee Meeting recap
   o Update on Boat Slip Waiting List
    Parks/Maintenance
6. Old Business
    IRS filing
7. Next Meeting June 1st, 2024
    2024 Meeting Dates
    June 1st
    July 6th
    Annual Meeting, August 3rd
    September 2
    2024 Celebration Dates
    July 4 (Thursday)
    Oktoberfest TBD
8. Adjournment