Cinosam Club

Board Minutes 05/02/2020

Cinosam Club Approved Minutes May 2nd, 2020

Meeting called to order at approximately 9:08 by Co-President Tom Whitehead, later joined by Tim Vescio.

Attended by Board Members:  Heather Caulley, Liz Becher, John Klauck, Verna Thompson, Marc Kmecik, Ed Koehler, Kelly Spratt, Jenna Riley, Mark McDonald.

Board Members not in Attendance: Kathy Becker and Tom Froyum.

It was noted that a quorum was present.

 Minutes

The September 7^th, 2019 Board meeting draft minutes were presented.

It was noted there were no minutes recorded for the October 12th, 2019 Board meeting. No Board action took place. A quorum was not present.

The April 11th, 2020 Board meeting draft minutes were presented.

Motion to approve both sets of minutes, without revisions, was made by Kelly Spratt; motion seconded by Tom Whitehead. Motion carried.

Treasurer’s report

Liz Becher presented the final 2019 budget

2019 Operating Budget – FINAL

Fiscal Year January 1, 2019 – December 31, 2019

Actual to Budget thru December 31, 2019

Revenue YTD                                                              Actual Budget

General Membership (165)                                  $12,300 $16,500

Boat Slips                                                                 $16,000 $16,000

Canoe/Kayak                                                                 $300 $500

Other (boat app 22)                                                 $2,300 $400

TOTAL REVENUE                                                    $30,900 $33,400

Expenses by Major Category; YTD                         Actual Budget

• Real Estate Taxes; $11,220 $11,220
• MN Power; $344.06 $400
• Dock Material/Dock Preservation $1,213.24 $2,500
• Lot(s) Preservation; $0 $4,000
• Park Maintenance/Upgrades; $2,482.12 $6,000
• Postage/Post Office Fee; $572.98 $175
• Seasonal Dock/Lift; $4,903 $4500
• Cinosam Celebrations; $32.46 $400
• Association Dues; $100 $150
• Liability Insurance; $2,161 $2,150
• Bank Fees; $82.46 $150

TOTAL EXPENSES                                           $23,111.32 $31,645

Assets

Checking Balance as of 12.31.2019 $ 53,728.10

Donations $ 100 (for park flowers)

BUDGET ASSUMPTIONS                                           Actual YTD Budget

General Membership                                                                   123          165 @ $100

Paid Boat Slip Members                                                                 32            32 @ $500

Paid Canoe Slip                                                                                  6            10 @ $50

Paid Boat Slip App                                                                           22            22 @ $100

Motion to approve the Final 2019 Operating Budget, as presented, was made by Kelly Spratt; motion seconded by Ed Koehler. Motion carried.

Liz Becher presented the 2020 Budget YTD

2020 Operating Budget

Fiscal Year January 1, 2020 – December 31, 2020

Actual to Budget thru 5.1.2020

Revenue YTD                                                                   Actual  Budget

General Membership (125)                                        $10,800 $12,500

Boat Slips                                                                       $15,500 $16,000

Canoe/Kayak                                                                      $200 $400

Other (Boat app)                                                               $100 $100

TOTAL REVENUE                                                         $26,600 $29,000

Expenses by Major Category; YTD                           Actual   Budget

• Real Estate Taxes; $13,960 $14,150
• MN Power; $157.43 $400
• Dock Material/Dock Preservation $0 $2,500
• Lot(s) Preservation; $0  $4,000
• Park Maintenance/Upgrades; $1,000 $6,000
• Postage/Post Office Fee; $139.78 $500
• Seasonal Dock/Lift; $0   $4500
• Association Dues; $50 $100
• Liability Insurance; $0 $2,150
• Bank Fees; $14 $150

TOTAL EXPENSES                                                  $15,321.21      $34,430

Assets

Checking Balance as of 5.1.2020 $ 58,656.89

Donations $ 0

BUDGET ASSUMPTIONS                                      Actual YTD Budget

General Membership                                                             108           125 @ $100

Paid Boat Slip Members                                                       32 15           32 @ $500

Paid Canoe Slip 4 8 @ $50

Boat Slip App 1 1 @ $100

YTD Financial Notes:

– Rainbow play system $1,000 deposit made. Full balance paid upon delivery.

It was noted there was an error in the report regarding the actual number of Paid Boat Slip Members; it should read 32 instead of 15.  Motion to approve the 2020 Operating Budget, with the correction, was made by Kelly Spratt; motion seconded by Ed Koehler. Motion carried.

 Committee reports

Boat committee

Ginny Wendt presented the history of how the Boat Slip Waiting List had not been updated for some time. With the approval of the new Boat and Dock Regulations, and reconciliation with the approved requirements, the number of members on the list went down from 42 to 30. Additionally, one member gave up their boat slip on Gull and one member moved from Round to that slip. That leaves one slip open on Round. Presented for voting action is how to address the names of members that have rented out their property and have continued to remain on the Boat Slip Waiting List.  Up for consideration is whether the landlord should be kept at their present position on the list or their position moved down to the date they were no longer renting. After some discussion, a motion to uphold the Boat Rules approved by the majority membership was made by Kelly Spratt; motion seconded by Ed Koehler. Motion carried.

Based on the voting action, the 2020 Boat Slip Waiting List will be revised by moving the affected members down on the Boat Slip Waiting List to the date they were no longer renting. Once finalized, the list will be posted in the Park and on the Cinosam website. A copy will also be sent to all board members.

It was noted that Trevor will get the Boat slips out within the next few weeks, depending on the wind. Temporary stakes were put in-ground, to serve as markers for dock placement; a more permanent solution may be needed.

Parks

Discussion that it is difficult to find the Club docks from the lake when dark; a decision was made to put solar lights on the swim buoys.

New playground equipment is being installed May 6. A load of sand will be needed after the installation. A consensus opinion supported the use of Pequot Sand & Gravel for this. The existing playground equipment will be torn down, parted out and burned.

Matching picnic tables are not available at Costco but similar models are. The Club has 6 and approved the purchase of 4 more.

The board agreed on the satellite toilet rental, on an annual basis, from May – October. It will be placed in the area that was built for it. Regarding the noise from the door slamming, sound deadening material will be added and Jenna will make a sign to post, reminding the users to close the door gently.

New Business

The group discussed how temporary rentals, e.g., Air BnBs/VRBOs are impacting Cinosam. Renters can use the park if the landlord is current on their dues.

It was noted there are different rules in Crow Wing County for short term rentals versus long term rentals.

It was suggested to invite Count Commissioner, Bill Brekken, to a future meeting to discuss the rules. Other discussion related to this was tabled, pending this opportunity.

It was noted that there are a lot of new faces in the community; that everyone needs to understand the rules and a reminder that dogs must be on a leash.

A short discussion occurred regarding the current Bylaws

• they are recommendations and not law
• they are dated 2009 and are felt to still be current

Discussion regarding a possible Park Pavilion/structure was tabled until next month /when we can meet in person. Motion made by Ed Koehler; seconded by Liz Becher. Motion carried.

Non-profit status and annual filing

• Mark McDonald shared that he files the document after the first of each year. A printed copy is retained. It was recommended to add a reminder for this filing as a standing agenda item at each May Board meeting.

Next meeting is June 6^th, 2020 9am. Stay tuned whether it will be in-person or virtual.

Adjournment

Motion to adjourn made by Ed Koehler; seconded by Verna Thompson. Meeting adjourned at 10:40.

Respectfully Submitted by Heather Caulley

AGENDA FOR SATURDAY June 6^th, 2020 BOARD MEETING

Call to order

Roll call of board members

May 2, 2020 Board meeting minutes – reading and approval

Treasurer’s report – reading and approval

• 2020 Budget YTD

Committee reports

1. Boat Committee
2. Parks

Unfinished business

• Satellite toilet placement

New Business

1. Park Pavilion/structure
2. July 4^th
3. Elections

Maintenance

 Adjournment

CINOSAM CLUB BOAT SLIP WAITING LIST

(AS OF MAY 15, 2020)

• 7/12/10             1.   Walter                                                  (presently on Round Lake) 9/07/10            2.   Tom & Barb Froyum                         (presently on Round Lake) 4/11/11              3.   Tom & Amy Schreier
• 5/07/12            4.   Jim & Kim Raboin                             (presently on Round Lake)
• 5/20/12            5.   Deb & Kelly Spratt                             (presently on Round Lake)  4/01/13            6.   Marc & Tammy Kmecik                    (presently on Round Lake)
• 5/23/13            7.   Steve & Tara Bredeson                      (presently on Round Lake)
• 7/13/13             8.  Tom & Mary Jo Ohlin
• 8/20/13            9.  Tim & Liz Becher
• 9/11/13           10.  Phillip Johnson
• 9/23/13           11.  Abraham Solseth
• 10/15/13         12.  Bernard (Boots) Johnson
• 5/27/14           13.  Jason McKitterick
• 7/06/14           14.  Vicky & Mike Peterson
• 8/26/14           15.  Adam Kronstedt
• 8/31/14           16.  Jeff McDonald
• 10/05/14         17. Marcia Vonderharr
• 5/03/15           18. Heather Caulley
• 8/15/15           19.  Paula Johnson
• 6/27/16           20.  Rachel Cox
• 7/25/16           21.  Tom & Kelly Knutson
• 8/26/16          22.  Dave Roeller
• 1/01/18           23.  Johnson-Levings
• 5/30/18           24.  Wes Seelen
• 6/01/18           25.  Jarrett Leas
• 5/04/19           26.  Tanya Digiovanni
• 6/05/19           27.  Eric Colmark
• 6/18/19           28.  Janet Banick
• 01/01/20         29.  Jim & Kathy Thomson

** A completed and approved Cinosam Club Boat Slip Wait List Application form is required before a name can be added to the list.  A $100 deposit must accompany the application form.  If the application is denied the deposit will be returned.

Boat Slip Waiting List Application forms are available in the Gull Lake Park display box and online.

     Cinosam Club Boat Slip Wait List Application Form

Name_______________________Spouse_________________

Cinosam address_____________________________________

Home address _______________________________________

Phone  (1)_________________________(2) _______________

Email (1)__________________________(2)__________________

Purchase date of Cinosam property________________________

Do you rent or lease your property to or from others___________

A copy of your Crow Wing County tax statement or other document showing property ownership must accompany this application.  Failure to comply with this request may delay the addition of your name to the Boat Slip Waiting List.  * A $100 deposit must accompany this application form.  If the application is denied the deposit will be returned.

Signature___________________________________

Date_______________________________________

Please return this form to:

Cinosam Club/Boat Committee

Attn: Ginny

PO Box 2851

Baxter, MN 56425                              form revised 5/15/20   (gw)

Board Minutes 04-11-2020

Cinosam Club Approved Minutes April 4^th, 2020

Meeting called to order at approximately 10:10AM by Co-President Tim Vescio, later joined by Tom Whitehead.

Attended by Board Members:  Heather Caulley, Liz Becher, John Klauck, Verna Thompson, Marc Kmecik, Ed Koehler, Kelly Spratt, Tom Froyum.

Board Members not in Attendance: Kathy Becker Mark McDonald, Jenna Riley.

It was noted that a quorum was present.

A meeting was requested to give the Board an update on the Rainbow playground equipment. Given the stay-at-home orders, the meeting was held virtually.

The meeting opened with a discussion to allow the meetings to continue to be held virtually until May 4^th. Heather amended the motion to allow for virtual meetings until the stay-at-home order is lifted. Amended motion seconded by John Klauck. Motion carried.

Heather will put a notice stating as such, on the Cinosam website and Facebook page.

Since this virtual meeting was hosted on a Board member’s business account, a motion was made by Mark Kmecik for Liz to purchase a Zoom subscription for $14.99/month to become the Host of the virtual meetings. Liz seconded the motion. Motion carried.

Liz Becher shared that she had received a bid for $10,600 that included product, delivery and installation. It was noted that the Board had previously approved $6000 tot $7000 for this project. Discussion included allowing someone else to volunteer to do the installation, but it may impact any product warranty/guarantee. Liz noted that there is over $73,000 in the account, that the previous equipment had lasted 20-25 years, and we should get at least that amount of time out of the new equipment.

It was noted that some site prep work may need to be done and the old set taken down and possibly relocated to Round Lake park. Liz will get a date and coordinate the prep work with Boots, and she will send an e-mail out to the group for volunteers to assist.

Motion made by Tom Froyum to increase the budget to cover the expense. Motion seconded by Verna Thompson. Motion carried.

Next meeting scheduled for May 2^nd.

Motion made by Tom Whitehead to adjourn and seconded by Verna Thompson.

The meeting was adjourned at approximately 10:40AM.

Respectfully Submitted by Heather Caulley

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