Board Minutes 05-04-2023
Cinosam Club Minutes May 4 th , 2024
- Meeting called to order at 9:10AM by President, Tim Vescio
Attended by Board Members: Heather Thompson, Blair McKibbon, Mary Jo Ohlin,
Kathy Becker, Mary Dykes, Ed Koehler, Marc Kmecik, Sylvie Letts
Board Members not in Attendance: John Klauck, Mark McDonald, Julie Carroll
A quorum was confirmed - Board Meetings
Minutes from the September 2nd, 2023 Board Meeting were reviewed by the
Board. Motion to approve was made by Marc Kmecik and seconded by Kathy
Becker. Motion carried.
Minutes from the October 22nd, 2023 Board Action were reviewed by the Board.
Motion to approve was made by Sylvie Letts and seconded by Mary Jo Ohlin.
Motion carried. - Acting Treasurer/Treasurer’s Report:
It was noted that Elizabeth Becher has moved out of Cinosam. Julie Carroll will
perform Treasurer duties for the remainder of Elizabeth’s term
Elizabeth’s (Liz) final report is:
Yearly property taxes were paid in full. They are up to $17,108 for
the year.
Decreased some of the dock and park maintenance budget
categories to not exceed the expected revenue
Taxes are now taking 50%+ of the budget
Taxes have more than doubled since I started as treasurer
US Bank Account: Mark McDonald is on the US Bank account. He and Julie
will coordinate getting her account access on May 10 th . Tim plans to also get
access at some point.
Mailbox keys: Tim Vescio and Mark McDonald currently have possession of
the two keys
The 2024 Proposed Budget and YTD Expenses for Fiscal Year January 1, 2024 –
December 31, 2024 Actual to Budget Year End 2024 Report was reviewed. It was noted
that due to the transition of Treasurer duties, many line items in the Budget
Assumptions Actual YTD did not reflect current information and should be available at
the June meeting.
YTD Actual to Proposed Budget Financial report through April 3 2024. Revenue is
unfavorable to budget; YTD actual $24,550. – budget is $29,750. Expenses are favorable
to budget; YTD actual $18,141.73 – budget is $33,558.00 Checking balance is
$18,946.57
The Board discussed that the general membership numbers have declined and how to
encourage the residents of Cinosam to support the Club through payment of dues.
o Cinosam Club members that were in attendance at the Board meeting asked about
whether the dues should be noted as optional; even though they can not be
required
what could be done for better marketing
campaigning/knocking on doors
concern that people use the facilities but chose not to pay annual dues
raising another concern that anyone can come onto the property and we
should consider implementing some type of enforcement
Another discussion point was related to budget considerations for dock replacement;
see Boat Committee Report for more discussion.
Motion to accept the 2024 Proposed Operating Budget YTD Actual to Budget Financial
report, noting that made by Ed Koehler and seconded by Sylvie Letts. Motion carried.
- New Business
Use of WAVE invoicing software – Heather and Blair
Second year in a year for annual dues
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
o Additionally, it is not a comprehensive tool for tracking all Club business
Plan to revert to the use of the spreadsheet
o Heather has maintained updated addresses, though end of 2023
that can be leveraged for going forward and has been shared with Julie
Electronic payments can still be processed via link on Cinosamclub.org website
Consideration of how a business card could be issued to members with a QR code
for payment
Election Planning – start early
Upcoming Board Member seat vacancies –
Three Board positions plus a one-year position to fill the position vacated by Tom
Froyum
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
Auditing
Heidi Streit and Verna Thomson asked about annual auditing of the Cinosam records.
They specifically asked about Boat Slip Waiting List and Bloat Slip fees and insurance.
ARTICLE IV DUTIES OF THE BOARD Section 1 of the Bylaws were read
The Board of Directors is charged with the management of Club business, and has the
authority to acquire and dispose of non-real estate Club property.
The Board shall appoint one or two persons to audit the Treasurer’s records annually.
The Board shall appoint a committee to review the Club’s financial situation in each
odd numbered year and make recommendations to the Board.
Based on this, Tim appointed Heidi Streit and Gladys Konrad to audit the Treasurer’s
records. It was noted that due to the transition of duties, it would take time for Julie to
get the records updated.
- Committee reports
Boat Committee
Tim shared that historically, when new slips became available on Gull, they were
assigned to the next person on the waiting list
This year, when more than one slip became available, others with existing slips
on Gull wanted to move to the newly available slips
o As such, it seemed appropriate to consider seniority and allow this
movement to occur and he shared who moved to which slip
More clean-up is needed on Outlots 2 and 3
As the docks are aging, some will need to be replaced. Need to budget for
replacement with aluminum.
Heidi Streit and Verna Thompson would like to revise some language in the
current Boat Rules.
o The Board directed them to meet as a Committee and bring their proposed
revisions to the Board for review
Ultimately, any revisions to the Boat Rules must be brought to
the Membership for voting action
Boat Slip Waiting List
Tim gave updates on who was moving off the List and on to the newly vacant slips
on Round
Boat Slip Layout
Heather will send the updated document to the Board and Boat Committee
- Parks/Maintenance
It was clarified that the $1500 bid for replacing the split rail fence facing Gull Lake
was approved last year and remains in place. Tom Ohlin will complete the work.
The old fencing will be saved for use in other areas, including Round Lake Park
Sylvie will do the flower planting this year again
Someone will need to call to have the port-a-pot delivered
o It was asked if the encloser could be moved to hide it: Tim will talk to Mark
There was concern about non-members using the port-a-pot: some type of
deterrent “ private property – members only” sign will be placed on the end of the
docks
The Solar lights will be placed at the end of the docks again - Old Business
Blair shared that the federal tax-exempt filing status is in process. It has been
somewhat delayed by the transition in the Treasurer position.
The Annual Nonprofit filing with State/Crow Wing County will become a part
of this process with the Accounting team, going forward, and will not need to
be done separately
Blair will research whether we are in a special tax category. - Next Meeting June 1st, 2024
2024 Meeting Dates
July 6th
Annual Meeting, August 3rd
September 2
2024 Celebration Dates
July 4 (Thursday)
Oktoberfest TBD - Adjournment
Motion for adjournment made by Ed Koehler and seconded by Sylvie Letts. The meeting
was adjourned at 10:50 AM.
Respectfully Submitted by Heather Thompson
