Cinosam Club

Board Minutes 09-07-2019
Cinosam Club Approved Minutes September 07, 2019
Meeting called to order at 9:05AM by Co-Presidents Tim Vescio and Tom Whitehead.
Attended by Board Members: Heather Caulley, Liz Becher, John Klauck, Verna Thompson, Marc Kmecik, Kathy Becker, Tom Froyum.
Board Members not in Attendance: Mark McDonald, Ed Koehler, Jenna Riley, Kelly Spratt.

Minutes:
Minutes from the August 3rd Annual meeting were read by Heather Caulley. Motion to approve without revisions was made by Liz Becher and seconded by Mark Kmecik. Motion carried.

Treasurer’s Report: Liz Becher reviewed the YTD Actual to Budget Financial report through September 7th, 2019. Revenue is unfavorable to budget; YTD actual $27,750 – budget is $33,400. Expenses are favorable to budget; YTD actual $18,459.05 – budget is $31,645. Expenses included purchase of an EZ Up shelter and garbage cans and bags for use during Club celebrations. Checking balance is $49,635.05

Motion to approve the Treasurer’s report was made by Mark Kmecik and seconded by John Klauck. Motion carried.

Committee Reports:
Boat & Docks Committee
Ginny Wendt shared that mailings were sent out to members on the Boat Slip Waiting List (BSWL). The mailing included notice of the new the newly approved Boat and Dock Regulations, including the $100 fee, and request for proof of ownership A few payments have been received and will be held until verification/approval of eligibility to be on the BSWL has occurred. It was noted that the BSWL eligibility and payment will need to be tracked separate from the annual membership and boat lease fees. Ginny will track the proof of ownership. Heather will work with her to develop separate tracking mechanisms on the existing Excel documents.

Parks
It was noted that we are still planning to replace the playground equipment. This will likely occur in 2020. This has already been budgeted for and approved by the Board.

Discussed the need to buy three more picnic tables. Motion made to buy three picnic tables was made by Liz Becher and seconded by Tom Froyum. Motion carried.

Unfinished Business
It was noted that we need more No Mooring signs. Tim Vescio will follow-up with John Klauck.

We still need 6 more flags. Liz will bring the old ones to the Nisswa legion

New Business
The 2020 Operating Budget was discussed, as follows
2020 Budget 2019 Budget
• Real Estate Taxes; $11,500 $11,220
• MN Power; $400 $400
• Dock Material/Dock Preservation; $2,500 $2,500
• Lot(s) Preservation; $4,000 $4,000
• Park Maintenance/Upgrades; $6,000 $6,000
• Postage/Post Office Fee; $500 $175
• Seasonal Dock/Lift; $4,500 $4,500
• Cinosam Celebrations; $0 $400
• Association Dues; $100 $150
• Liability Insurance; $2,150 $2,150
• Bank Fees; $150 $150

General Membership 120 – 125 @ $100 (2019 – 165)
Paid Boat Slip Members 32 @ $500 (2019 – 32)
Paid Canoe Slip 10 @ $50 (2019 – 10)

Motion to approve the 2020 budget was made by Kathy Becker and seconded by Verna Thompson. Motion carried.

Discussion on Oktoberfest
• Jenna is unable to coordinate
• It is a potluck; brats are provided
• Date is October 12th, 4 pm
• Tim will follow-up with Mark Elson

Jackie Levings presented information re: the regulatory agencies that have oversight of and regulatory requirements for dock construction and repair. It was noted that there is a long history and many considerations regarding how best to utilize the Club beach properties in the interest of all Club members. Tim Vescio will discuss with the previous Boat Captain (Jarret Leas) and Trevor – the individual who does the docks and lifts in the Spring and Fall.

Trish presented information re: ordering tree saplings. She made flyers that will be posted on the Park and on-line.

Maintenance
No discussion

Announcements
Next Board meeting will be held on October 12th.

The meeting was adjourned at 10:15AM.
Respectfully Submitted by Heather Caulley

Cinosam Association is inviting you to a scheduled Zoom meeting.

AGENDA May 2^nd , 2020  BOARD MEETING

Call to order

Roll call of board members

September 7^th, 2019 Board meeting minutes – reading and approval (not approved at October meeting due to lack of quorum of board members)

October 12^th, 2019 Board meeting minutes – reading and approval – if available (I was not at this meeting and am unsure if minutes were recorded)

April 11^th, 2020 Board meeting minutes – reading and approval

Treasurer’s report – reading and approval

Review final 2019 budget

2020 Budget YTD

Committee reports

1. Boat committee
2. 2020 Boat Slip Waiting List – finalize, including position on property rental
3. Parks
4. Update on new playground equipment
5. Portable toilet again?

Unfinished business

1. Members who have rented out their property while on the Boat Slip Waiting List
2. Update on picnic tables – matching tables not available at Costco – is this still outstanding?
3. Other?

New Business

1. Temporary rentals, eg, Air BnBs/VRBOs and impact to Cinosam (4 currently)
   • Update on Crow Wing County Proposed rules and regulations regarding the weekly rentals of properties in the area
2. Review Bylaws
3. Park Pavillion /structure
4. Non-profit status – document filing

Maintenance

Announcements

Adjournment

$100 one-time non-refundable fee amount for the Boat Slip Wait List application

Board Meeting, Saturday, October 26th, at 9 am in the Park

Board & Committee Members

Cinosam Club Board of Directors

Officers: 

Co-Presidents:    Tim Vescio and Tom Whitehead

Vice President:    Mark McDonald

Secretary:            Heather Caulley

Treasurer:           Liz Becher

Board Members: 

Kathy Becker            (2018-21)

Tom Froyum         (2019-22)

Ed Koehler                (2019-22)

John Klauck              (2018-21)

Marc Kmecik             (2019-22)

Jenna Whitehead Riley    (2017-20)

Kelly Spratt       (2017-20)

Verna Thompson     (2018-21)

Committees:

Boat Committee: Boat Captain – Tim Vescio; committee members – Ed Koehler, Ginny Wendt, Kim Raboin, Heather Caulley, Tom Froyum

SAC: Boats, Docks, Gull shore maintenance to hill base: Mark Walters

Cinosam Parks:  Boots

Election: Recruiting and administration of annual elections

Maintenance:  Multiple by location/need

Events Planning:  July 4^th and Oktoberfest

Newcomers Welcoming: Kim Raboin and Verna Thompson

Financial Overview: (odd numbered years) Long range planning; dues; taxation; other monetary issues

Brats are provided

Please bring a dish to share with everyone!

Cinosam Club 2019 Operating Budget
Fiscal Year January 1, 2019 – December 31, 2019
Actual to Budget thru September 7, 2019
Revenue YTD Actual Budget
General Membership (165) $12,000 $16,500
Boat Slips $16,000 $16,000
Canoe/Kayak $300 $500
Other $100 $400
TOTAL REVENUE $27,750 $33,400
Expenses by Major Category; YTD Actual Budget
• Real Estate Taxes; $11,220 $11,220
• MN Power; $199.73 $400
• Dock Material/Dock Preservation $1,213.24 $2,500
• Lot(s) Preservation; $0 $4,000
• Park Maintenance/Upgrades; $1,787.36 $6,000
• Postage/Post Office Fee; $392.46 $175
• Seasonal Dock/Lift; $2,385 $4500
• Cinosam Celebrations; $0 $400
• Association Dues; $50 $150
• Liability Insurance; $1,225 $2,150
• Bank Fees; $31.26 $150
TOTAL EXPENSES $18,459.05 $31,645
Assets
Checking Balance as of 9.7.2019 $ 49,635.37
Donations $ 100 (for park flowers)
BUDGET ASSUMPTIONS Actual YTD Budget
General Membership 120 165 @ $100
Paid Boat Slip Members 32 32 @ $500
Paid Canoe Slip 6 10 @ $50
YTD Financial Notes:

Respectfully Submitted, Liz Becher, Cinosam Treasurer 9.7.2019

 Annual Meeting Minutes 08-03-2019

 Cinosam Club Approved Minutes August 03, 2019

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

Attended by Board Members: Liz Becher, Kathy Becker, Heather Caulley, Ed Koehler, Marc Kmecik, Mark McDonald, Tim Vescio, Tom Whitehead

Board Members not in Attendance: Steve Bredeson, John Klauck, Kelly Spratt Verna Thompson, Jenna Whitehead

The meeting was called to order at 9:02 AM by Mark McDonald

 Minutes: 

A recap of topics discussed at the June 1st Board Meeting, as reviewed at the June 29^th  Board Meeting, was read. Written minutes are not available.

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

Heather Caulley will capture the discussion in a written document and post them as approved minutes.

Minutes from the June 29th Board Meeting were read.

Motion to approve the minutes made by Tim Vescio and seconded by Tom Whitehead. Motion carried.

Treasurer’s Report: Liz Becher reviewed the YTD Actual to Budget Financial report through June 29, 2019, Total Expenses, Assets, General Membership and Paid Canoe Slip were updated from the Report presented at the 6/29/19 Board Meeting. Revenue is unfavorable to budget; YTD actual $27,750 – budget is $33,400. Expenses are favorable to budget; YTD actual $17,719.96 – budget is $31,645. Budget Assumptions include: Total budgeted general membership 165 – YTD actual is 118; Paid Boat Slip Members is on budget at 32; Paid Canoe Slip budgeted at 10 – YTD actual is 6.  Checking account balance as of 6/1/2019 is $49,969.78

Expenses paid include $163 to Boots; $1225 for Board Member liability insurance and $165.73 for Minnesota Power bill.

Motion to approve the Report made by John Ness and seconded by Tim Vescio. Motion carried.

$540 in donations were received for the July 4^th party; approx. $200 remains

Funds are remaining from the flower money donation. Discussion occurred regarding whether these funds should be put back into the general fund or should be a separate line item, titled, Event Funds Donation. This money could be used to purchase additional items for the Club events. Items needed are pop-up canopies (EZ Ups), extension cords, a keyed lock, garbage cans and/or purchase of tags for garbage disposal/pick-up by Gull Lake Sanitation, and consideration of purchasing a barbeque grill. The use of these funds will be subject to Board approval.

Motion to establish a separate line item for this money made by Tim Vescio and seconded by Kathy Becker. Motion carried. Tom W will go ahead purchase some of these items, including the EZ Ups.

Committee Reports:

Boat & Docks Committee

Many thanks were extended to the members of the committee.

Proposed Boat and Dock Regulations and voting ballots were sent to all paid members.

Discussion occurred regarding the number of members on the Boat Slip Waiting List and whether more slips can be added. It was noted that there are three regulatory entities that govern this, and more research would be needed. Anyone is welcome to do so.

Parks

Boots finished up some work on the main steps down to the lake, as approved by the Board last year.

Unfinished Business /General

The 4^th of July party was a success. Float ideas were a success. We need more games next year. Many thanks to all the volunteers.

The Ladies Flower Club still exists; gratitude was extended for their work. Others are welcome to join. Mrs. Koehler is a contact.

Need to obtain a lock for the shed. The group agreed that a keyed lock is best.

The flags are currently managed and stored by the Whitehead family. They will be moved to shed. Some flags are deteriorating; at least 6 more flags are needed. Also, a notice of which holidays the flags are displayed on will be generated. Anyone is welcome to assist in putting the flags out.

An annual quote from Peterson for maintenance of Round Lake Park has been received. The group agreed that this is still the best way to manage this.

The von Mauer family was recognized for their continued maintenance of the Gull Lake Park

New Business

Election Results:

Ballots were collected and counted by independent volunteers. 43 ballots were received. The following 2020 executive committee and board members were elected:

No-one was running for president; write-in candidates were submitted. There was an agreement to allow for Co-Presidents

The new board members are as follows:

Co-Presidents: Tom Whitehead and Tim Vescio

Vice President: Mark McDonald

Secretary Heather Caulley

Treasurer: Liz Becher

Board Members 2020-2023: Ed Koehler, Tom Froyum and Mark Kmecik

The proposed Boat and Dock Regulations were voted in.

 Maintenance

Boots graded a few streets. Only reimbursement he is asking for is gas. Discussion occurred regarding the Crow Wing County rules regarding having more extensive grading done, including addition of Class 5 material. They schedule this in June, July, August and October. In order to have your street added to the schedule, you need to obtain a specific form and have at least 50% of owner residents of the street/road sign the petition; then submit the form to the County (it can be faxed). Jorey Danielson is the contact. It was recommended that this information and perhaps a blank form be added to the Cinosam website. Marie has a copy.

It was noted that the trees along the north side of the Gull lake Park are thin and may be diseased. These trees are not on Cinosam property. The property owners obtained a bid for annual maintenance of these trees, of $350. (Mike’s Tree Service). The property owners are asking if the Club would consider sharing these expenses. After a brief discussion the consensus is that the Club has no obligation to share this expense and will not do so.

Two dead pines still need to be removed from the property line on the north side of the Gull Lake Park.

A recommendation for everyone to plant new trees through-out Cinosam properties to replace what was lost in 2015. Trish noted that we can get 350 seedlings free, from a state sponsored entity. She would coordinate. Further discussion regarding removing the Jack Pines from the beach and preserving the White Pines. No decisions were made.

New members were welcomed; Verna Van Den Berg and Jeff Schmidt.

Announcements

Oktoberfest is Saturday, October 12^th (originally planned for October 5^th: date changed at 9/7/19 Board meeting).

Next Board meeting is Saturday, September 7^th.

Motion to adjourn made by Tim Vescio and seconded by Mark Kmecik. Motion carried.

The meeting was adjourned at 10:35AM.

Respectfully Submitted by Heather Caulley