Cinosam Club Board of Directors Meeting Agenda

Saturday, June 6, 2026

I. Call to Order and Roll Call of Officers and Directors

Confirm quorum (7 of 13).

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.

II. Board Meeting Minutes — Action Item

May 9, 2026 Board minutes — review and approval.

III. Treasurer — Action Items

A. Financials

1. 2026 YTD Income statement
2. 2027–2028 budget planning

B. Annual Treasurer Records Auditing Follow-up

Blair McKibbon, Julie Carroll, and Amy Collins.

IV. Old Business

A. Watercraft and Dock Regulations

1. Trusts and members — review of legal positions; decision regarding current request.
2. To-Dos — follow-up
   1. Ensure website lists current dues and fees.
   2. Add Boat Slip Waitlist and Kayak/Canoe application forms online and in hard copy at the information board at Gull Lake Park.
   3. Add a mechanism of communication to the Cinosam website for questions, etc., including a Q&A such as: "When will the lifts and docks be removed?" — does this move to the Communications workgroup?
   4. HubSpot — is there an area to upload documents? — does this move to the Communications workgroup?

B. Election Planning — Upcoming Board Member Seat Vacancies

1. Three open Board positions — Mary Jo Ohlin, Mary Dykes, and Sylvie Letts; all have declared their intent to run, again.
2. Four open Officer positions — President, Vice-President, Treasurer, Secretary
   1. Public solicitation of candidates posting by the first Sunday of June (June 7, 2026).
   2. Notification to Board of intent to run / re-run no later than the first weekend in July, prior to the annual meeting; provide brief bio to include on ballot by Sunday, July 5.
   3. Election Committee — need volunteers. Election table at the 4th of July Celebration.

C. Annual Meeting Planning

1. Elections
2. Boat and Dock Regulations revisions
3. Fees and or dues
4. Other documents from Documents Workgroup

V. New Business

VI. Committee/Work Group Reports

A. Docks

B. Parks

1. Gull Lake Park pump and sand point well follow-up.
2. Swim Beach items follow-up
   • Mary Dykes will facilitate the purchase and application of new decals for the swim buoys and be reimbursed by the Club.
   • Heather Thompson will facilitate the purchase of a new lifesaving ring throw buoy for the swim docks.
3. Gull Lake Outlot 1 hill — follow-up on Chris Peterson for a bid.
   • Impact the 2027 and 2028 budgets; we may need to explore interim solutions.
4. Outlot 4 steps rebuild — estimate follow-up, Tom Johnson.
5. Outlot 4 styrofoam beach barrier should be assessed for possible mitigation — no owner.
6. Flags and power poles update.
7. Gardener — Sylvie update.

C. Communications

D. Documents Work Group Follow-up

Julie Carroll, Julie Johnson, Heather Thompson, Amy Collins, Ed Koehler, and Mary Dykes met on June 4.

Articles of Incorporation

Status: These documents initiate the corporation's existence after being filed with the State of Minnesota and define the purpose, basic structure, and IRS designation. The documents typically do not have an impact on the day-to-day operation as do the rules and bylaws; they are the foundation of the organization. Although there have been attempts to update this document, the last filing with the state — and therefore the last document in effect — was filed in 1931 (see attached).

Progress:

Bylaws

Status: These documents are the formal, legally binding rules that govern our organization's management, structural, and operational procedures. They must be dated and signed to be valid. While there have been many revisions over the years, the only two that we can find in the files that are signed are below (1959 and 1984 below). I talked to the attorney about the next steps and she recommended we begin with the bylaws we are currently operating under (2009 below) and sign them before we work on any updates.

Progress:

The Declaration

Status: The Declaration typically controls the real estate of the corporation (and therefore the owners of that real estate). The older Cinosam Articles of Incorporation referred to this document, but we have been unable to locate it to date. Legally, it refers to the declaration as to use restrictions, assessment approval information, caps on increases, unpaid assessment collection, alteration improvements, etc. We currently have this information in our bylaws. I am uncertain as to the risks or consequences of operating without this document.

Progress:

VII. Next Meeting — June 27, 2026

2026 Board Meetings — first Saturday of each month

• Annual Meeting — August 1
• September 5

2026 Celebration Dates

• July 4 — Saturday!
• Oktoberfest — October 3

VIII. Adjournment