Cottage Meeting Minutes 2/28/2026

Our annual meeting took place at Mary Lou’s house from 10:30 to 1:00 on February 28th, 2028. It became clear early on in the meeting that we as a family need to communicate better, and we need better procedures and processes in place to aid on the cottage running more smoothly. Below please find the minutes from the meeting, hopefully addressing some of our primary needs. If you have any questions or concerns, please contact your primary LLC representative.

Attendees:

Mary Lou, Rick, Herb, Paul, Chaz, Matthew, Duncan (virtual)


Overview:

  • Total annual expenses: $9,596 divided among three ownership groups

  • Each ownership group pays approximately $3,200 annually

  • Septic system maintenance allocated $2,000 for 2026

    • 30 years old, needs parts replacement (not full system)

    • First time contractors recommended not pumping but replacing components

  • Tax payment restructuring: each ownership group, July 1st advance payment to Linda

    • Owners pay estimated taxes in advance to avoid personal cash flow issues

    • Eliminates the need for Rick and Linda to front tax payments and seek reimbursement


User Fee Parameters:

  • Current fee: $100 annually per user

  • Cohabitation policy changes:

    • Anyone cohabitating and using the Cottage must pay a $100 fee

    • Applies regardless of marital status if living together

    • Can opt out by written notice if not using the Cottage that year

  • Family responsibility structure:

    • Primary family members (Rick-Froehlichs, Herb-Humkes, Mary Lou-Jochimsens) collect fees from their extended family

    • Primary family member then pays Linda


LLC Operating Agreement Restructuring:

  • Current structure: Five individual owners (two in the Jochimsen 1/3 and three in the Froehlich 1/3) plus one LLC (Run One LLC) the Humke 1/3

  • Proposed new structure: Three family LLCs only

    • Run One LLC (Herb, Jen, Joe, Liz)

    • New Froehlich LLC (Rick, Tom, Bill)

    • New Jochimsen LLC (Mary Lou and Paul)

  • Benefits of the three-LLC structure:

    • Simplifies billing to three entities instead of multiple individuals

    • Each LLC manages internal family fee collection

    • Reduces administrative burden on cottage management

  • Outstanding issue: Exit strategy when one LLC no longer wants to be part of the cottage

    • Is that LLC sold or gifted? It needs to be voted on by three primary family members

    • Current agreement has no value assigned to shares

    • Risk of partition lawsuit if no exit mechanism is established

  • Timeline: New LLCs created by April 1st, full agreement pending exit strategy resolution


Cottage Policies and Procedures:

  • Leave the Cottage better than found - fundamental principle

  • Communication improvements:

    • Complete contact list with phone numbers and emails created (will be on website)

    • Direct communication preferred before escalating to LLC representatives (Rick, Mary Lou, or Herb)

    • Personal issues handled individually, cottage-wide issues through LLC structure

  • Prohibited activities during group gatherings:

    • No firearms displayed or used during family events

    • No motorized vehicles (dirt bikes, ATVs) driven on cottage property during events

  • Special weekend designations:

    • Memorial Day, 4th of July, Labor Day, wood cutting, deer hunting

    • Deer hunting weekend prioritizes actual hunters for room assignments

      • Deer hunters have priority

      • Spouses or friends to be added if there is room

      • Communication to take place between Chaz and Paul (our only hunters)

    • 4th of July timing flexible based on calendar, decided by family whose month it falls in

  • Property use restrictions:

    • No permanent storage of trailers, boats, or vehicles without communication

    • Temporary storage during family’s designated month requires approval from other users who might be staying at the cottage during said timeframe

    • Tree cutting only for dead/hazardous trees or by majority agreement


Repairs and Improvements:

  • Window replacement discussion for potential winterization. They are original and need attention.

  • Outdoor shower floor modifications (Bill handling)

  • Sauna proposal: Wood-burning unit on wheels

    • Paul funding personally if approved

    • Mobile design for flexible placement

    • Safety considerations under review (Bill and Paul)

  • Winterization feasibility study needed:

    • Would require heating kitchen and bathroom areas only

    • Plowing arrangements to be determined

    • Subcommittee to evaluate costs and logistics (Rick and Bill)


Website:

  • New cottage website: bide-a-while.com (up and running, work in process)

    • Contact Matthew if you want to help with website or have any suggestions

    • Centralized calendar system

    • Complete contact information database

    • Checkout procedures and to-do lists

    • Eliminates need for individual calendar management

    • Electronic calendar(View/Read Only)

    • Calendar administered by Mary Lou

    • To Do List

      • Administrator Matthew

      • Call Matthew to add or delete from list

      • Feel free to address any item on the list if you feel capable

      • Anything under $50 send to Linda for reimbursement

      • Anything above $50 get approval from your LLC representative

    • Procedures

      • Find proper procedures for arrival and departure

      • Seasonal opening and closing video

    • Future Minutes will be posted on website

    • Contact list (phone and email) of all family members and those who pay annual $100 fee (Any corrections that need to be made contact Matt)

    • Suggestion for the website are welcome

    • Target completion: April 1st for full functionality


Maintenance and Cleaning Protocols:

  • Refrigerator cleaning responsibility by month:

    • June family cleans after Memorial Day

    • July family cleans after 4th of July

    • August family cleans after Labor Day

  • General cleaning equity during group weekends:

    • Approximately 4 people needed for efficient cottage cleanup

    • Clean your respective bedroom

    • Common area responsibility shared among all users

    • If you don’t know what to do, ask

  • Ongoing maintenance issues identified:

    • Deck cleaning with existing blower (found in outdoor bin by the door)

    • Grass cutting expectations, cut it if it needs it

    • Please make Rick aware of any issues that need addressing

      • If you broke it:

        • If you have the skills, fix it.

        • If you don’t have the skills and you think it will require and outside hire (something beyond Ricks pay grade), take it upon yourself to hire someone to fix it.


Special Considerations:

  • Parade participation planned for 2027 in Bailey’s Harbor

  • Tree stand to put out by road with a for free sign

  • Mission statement committee...looking for family members to step up. Contact Mary Lou


Action Items and Next Steps:

  • Herb: Create two new family LLCs by April 1st

  • Herb: Develop exit strategy solution for LLC operating agreement

  • Matt: Complete Cottage website functionality by April 1st

  • Bill: Handle outdoor shower improvements

  • Rick: Coordinate instructional video compilation

  • Paul and Bill: Provide sauna proposal details and safety assessment

  • Subcommittee needed: Winterization feasibility study (Rick and Bill)

  • All families: Implement new user fee collection within family structures