Cinosam Club

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

AGENDA FOR SATURDAY September 2nd – BOARD MEETING

CINOSAM CLUB

9AM IN THE PARK

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

2. August 5^th Annual Meeting minutes – reading/review and approval 

3. Treasurer’s Report – reading/review and approval

• 2023 Operating Budget; Actual to Budget – YTD

4. New Business

5. Committee Reports 

6. Parks/Maintenance

7. Old Business

• Update on federal tax-exempt filing

8. Announcements  

• Oktoberfest Saturday, October 7^th 4PM 

9. Next Meeting – May 4th, 2024

 2024 Meeting Schedule 

• June 1^st
• July 6^th
• August 3^rd  Annual Meeting 

1. Adjournment

AGENDA FOR SATURDAY August 5, 2023 ANNUAL 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: Liz Becher
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Tricia Kane Sylvie Letts
   Tom Froyum
2. Board Meeting – Action item
    July 1, 2023 Board Meeting minutes – reading and approval
3. Treasurer /Finance
    Action Items
   o 2023 Operating Budget YTD Actual to Budget
    Update on federal tax-exempt filing
    WAVE invoicing for 2024
   o Invoice should include request to update all contact information
4. New Business
    Elections/ballot results
   o Welcome new Board members
    Other?
5. Committee reports
    Boat Committee
   o Boat Slip Layout Updated
    Grid needs reverification
    Did Julie Carroll’s lift get moved to #9 this year?
    Others?
    Still missing 4 slips/lease names
    Thomas Johnson
    Mark Krivich
    Terrene Nesbitt
    Matthew Schaar
   o Boat Slip Waiting List
    Parks/Maintenance
6. Old Business
    Any?
7. Next Meeting – September 2
    New Board Members terms begin
   Oktoberfest TBD
8. Adjournment

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: Liz Becher
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Tricia Kane Sylvie Letts
   Tom Froyum
2. Board Meeting – Action item
    June 3, 2023 Board Meeting minutes – reading and approval
3. Treasurer /Finance
    Action Items
   o 2023 Operating Budget YTD Actual to Budget
    EIN Filing form 990 for federal tax-exempt status.
   o No need to file any amended returns for previous years
   o Going forward, this should be filed yearly if we want to maintain a tax-
   exempt status

 WAVE and credit card payment set-up

4. New Business
    July 4 th Celebrations! (Tuesday)
    Second Annual Cinosam Fun Run – July 4th
    Misty Nielson is the organizer
    This is a walk, run, or bike event
    5K – July 4th from 9-10
    Signs will be posted
    Parade at 11 followed by potluck
    Parade – winners/prizes
    Food
    Signs are in the shed; Heather will post them
    Dogs on beach – where can they be and where can’t they be?
    Garbage pick-up
    Neighbors wanting to join Club
5. Committee reports
    Boat Committee
   o Boat Slip Layout Updated: still missing 6 slips/lease names
   o Boat Slip Waiting List
    Parks/Maintenance
   o Gull Lake Park – Many thanks to the Von Mauer family for paying for this
   service for all these years – Zack McKay
   o Is this to continue or C&B or other?
6. Old Business
    Election Planning/Candidate Update
   o Upcoming Board Member seat vacancies –
    Three Board positions: Mary Jo Ohlin, Tricia Kane and Sylvie Letts
   o Mary Jo and Sylvie will run again
   o Tricia will not run again
   o Mary Sykes announced candidacy
   o Others?
    Four Officer Positions
    Tim Vescio, Liz Becher and Heather Thompson will run again
   o Public solicitation of candidates should be posted by the first Sunday of June

o (June 4 th, 2023)
o Notification to Board no later than July 5 th prior to the annual meeting

8. Annual Meeting August 5th, 2023
    2023 Meeting Dates
    September 2
    2023 Celebration Dates
    Oktoberfest TBD
9. Adjournment

AGENDA FOR SATURDAY June 03, 2023 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: Liz Becher
   John Klauck   Ed Koehler
   Marc Kmecik    Mary Jo Ohlin
   Kathy Becker   Blair McKibbon
   Tricia Kane Sylvie Letts
   Tom Froyum
2. Board Meeting – Action item
    May 13, 2023 Board Meeting minutes – reading and approval
3. Treasurer
    Action Items
   o 2023 Operating Budget YTD Actual to Budget
4. New Business
    Election Planning/Candidate Update
   o Upcoming Board Member seat vacancies –
    Three Board positions: Mary Jo Ohlin, Tricia Kane and Sylvie Letts
   (Kelly Spratt’s position vacated last year)
   o Mary Jo announced she will run again
   o Tricia will not run again
   o Mary Sykes announced candidacy
   o Others?
    Four Officer Positions
   o Public solicitation of candidates should be posted by the first Sunday of June
   (June 4 th, 2023)
   o Notification to Board no later than July 5 th prior to the annual meeting
5. Committee reports
    Boat Committee
   o Boat Slip Waiting List
    Garden Committee
    Parks/Maintenance
   o Beach restoration project
    Volunteer List
6. Old Business
7. Next Meeting July 1st, 2023
    2023 Meeting Dates
    Annual Meeting, August 5
    September 2
    2023 Celebration Dates
    July 4 (Tuesday)
    Oktoberfest TBD
8. Adjournment