Crystal Lake Improvement Association (CLIA)

Board Meeting Minutes

Meeting Date/Time: Wednesday, January 6, 2021 at 7:00 pm

Meeting Location: Virtual Meeting Via Zoom

Meeting Attendees: Brian Carlson (Member)

Jeannine Currie (Member)

Jim Ford (Secretary)

Jay Jenkins (Vice President)

Keith Kaestner (Member)

Cheryl Leitschuh (Member)

Colleen Nagle (Member)

David (Dave) Smith (Treasurer)

Kathryn (Kate) Wells (President)

Meeting Minutes

• Kate called the meeting to order at 7:08 pm.

• Potential Internal Board Manual

• There was a discussion on whether or not to put together an internal board manual so that everyone on the board and future board members would have a reference manual on board member and committee roles and responsibilities.
  • Each committee developed job descriptions and purpose statements that are stored on the CLIA shared drive and will be included in the Internal Board Manual.

• Purpose Statements – Descriptions of Duties
  • The Social Committee completed a draft of their Purpose Statement. They are still working on finalizing it.
  • The Fish and Aquatic Invasive Species Committee completed their Purpose Statement and it is ready for review by the CLIA board members.
• Potential Membership Committee
  • There was a discussion about dividing out Membership Committee tasks from the Communications committee.
    • Option One
      • Treasurer continues to maintain the membership list.
      • Each Ward leader is responsible for welcoming and gathering contact information for new homeowners. 
    • Option Two
      • Form a Membership Committee with specific tasks that includes the maintenance of the membership list and contacting new homeowners, among other to be defined tasks.
    • After a discussion, the board decided that the Treasurer would continue leading membership activities during this term and provide guidance to board members when they reach out to their respective neighborhood groups.
    • A decision was made to add a standing agenda item to announce new homeowners so that the board can reach out to them.
• Membership Directory
  • The total cost of the Membership Directory came in on the low end of our budget even though there were many revisions.
  • We have received positive feedback from member households.
• Ward Updates and Member Feedback
  • As of January 6th, 34 members have paid their membership dues and 32 have signed the algae permit.
• Governance and External Relations
  • Secretary’s Report
    • Reviewed the Meeting Minutes from the December, 2020 meeting.
    • Motion was made to approve the Secretary’s Meeting Minutes, which was unanimously approved.
  • Treasurer’s Report
    • The Treasurer’s Report was sent to each board member prior to the meeting for review.
    • The Annual Membership Mailing cost was approximately $500.
    • Motion was made to approve the Treasurer’s Report, which was unanimously approved.
  • Annual Meeting Planning
    • Jay will coordinate the Annual Meeting.
    • Notice of the Annual Meeting is on the CLIA website. We should also include it in the monthly newsletter.
    • Each committee should submit a first draft of their Annual Meeting slides prior to the next CLIA Board Meeting.
    • Jay will contact Daryl Jacobson (City of Burnsville) to invite him to speak at the annual meeting.
    • Cheryl will control the display of the slide deck during the meeting.
• Communications Committee Update
  • E-newsletter topics list will now be kept on the shared drive for all board members to add content to this list at any time
  • Online Voting Tool Selection and Election Logistics
    • The plan is to use SurveyMonkey for the CLIA Board Member voting.
      • SurveyMonkey offers the following:
        • Ability to schedule the time to shut off voting.
        • Ability to limit one vote per household.
        • Ability to limit to one vote per IP Address.
        • Can have up to 6 questions with the unpaid version.
      • Dave will send a letter with the voting details to members that do not have an email address on file.
• New Board Member Recruiting
  • Deadline to submit your name to be considered to become a new board member  is March 17, 2021.
  • New Board Member details are on the CLIA website.
  • New Board Member details will be included in the next newsletter.
  • Personal recruiting is most effective.
    • Kate will bring talking points for recruiting new board members to our next meeting.
• Algae, Weeds and Aquatic Invasive Plants Update
  • Keith has a call into Lake Management to discuss next year’s program. He also called Lake Restoration and spoke with Chad. Keith will meet with Chad next week to get a bid to see how it compares to Lake Management.
• Fish & Aquatic Invasive Animals Update
  • Nothing new to report. Waiting on Gill Net Testing in Spring, 2021.
• Social Committee Update
  • Next event is the clean up in May, 2021.

• Upcoming 7pm Wednesday virtual meetings: 

• Feb 3
• Mar 3
• Apr 7 → annual meeting
  • Depending on COVID conditions, an in-person meeting space may also be arranged
• May 5 → board transition meeting

• Will include incoming, existing, and outgoing board members.
• Prior to the June board meeting, have a conversation with your successor to train and transition your Committee or role.

• Motion to adjourn was made and unanimously approved at 8:48 pm.