Chaska Rotary Club
Board of Directors Meeting
Friday, October 20, 2023, | 7:00-8:30 am
“Create Hope in The World”
Attendees: Nate Bostrom, Bob Chinnock, Gary Hardel, Jean Heyduck, Erin Kerber, Michelle Kraus, Matt Podhradsky, Pat Schaffran
Absences: Cindy Anderson, Gary Cooper, Andy Haugen, Steve Mueller, Keith Payne
OLD BUSINESS
1. Action items from September a. Rotary Job Descriptions (Michelle) – no progress made
b. New Member Happy Hour (Michelle/Keith) - postponed
c. Kaylee K receive recruiting items for new members – Kristy will grant access to Clubrunner and send info on how to access info on Rotary International Site.
2. Approve the Minutes of the September 15th Meeting – minutes approved as submitted
ROTARY BUSINESS
1. Rotary 2023-24 Budget Review a. Update on Thursday morning meeting costs (Michelle/Keith) i. Chaska Event Center lowering room rental fee from $300 to $250/day. (Savings of $2500)
ii. Reaching out to Crooked Pint to explore reducing current $700/week meal fees.
iii. Thursday Night Bingo at Patron 1. Free room with chips & salsa included (Savings of $3000)
2. Quick 30-minute meeting with no speaker
3. Happy Hour Rotary Bingo. Money raised goes to Rotary Club to fill deficit.
4. Board passed motion to approve monthly Bingo in lieu of one morning meeting. First one will be November 16th.
2. Treasurer’s Report – (Kristy) – financials look decent thanks to Music Festival, especially since income went into Club and Expenses came out of Foundation. Suggestion made to move sponsorship money to Foundation but rest (from tickets sales, beverage sales) can remain in Club.
3. Membership Updates (Kristy) – no changes this month.
ITEMS NEEDING ACTION
1. Carver County Sheriff ask on behalf of the National Child Safety Council a. The office will be providing child safety & drug prevention education materials for the children, preschool and older, as well as materials on ID theft, internet safety, and safety for our senior citizens. Asking for $ to purchase safety materials and services for children at a cost of $3/child. i. 30 children would be $90,
ii. 50 children would be $150,
iii. 70 children would be $210, etc.
2. The Chaska Fire Department Relief Association a. Asking for $ to support our local Fire Relief Association. Previous public donations have gone towards funding teddy bears for children experiencing medical emergencies, CFDRA annual fishing contest, retired firefighters’ Class A uniform updates, etc.
3. Hooked on Books…and the Arts, too! (Would meet Rotary District 5950 – Year of Service winter quarter theme of Literacy/Education) a. Asking for us to provided support and sponsorship (please see attached sponsorship chart)
4. Board voted to support Hooked on Books with $1,000 donation. Erin Kerber offered to support Carver County Sheriff for $150 and Michelle will support Fire Department for $500. Erin and Michelle will be billed through Foundation and donations will come directly from Rotary Foundation.
5. Jean Heyduck suggested setting up a regular donation cycle twice per year instead of random requests throughout the year. Organizations would know that we accept applications twice each year and there would be a more formal process to review all applications and make decisions by a committee. Board is in support. Jean has documents from her former club that we can review to begin to implement a formal process.
ITEMS FOR UPDATE OR DISCUSSION
1. Chaska Cares Music Fest (Michelle, Keith, Matt) a. Event cost = $45,799. Through tickets and sponsorships, we covered our costs. i. Final sponsor that came through filled our loss with promise of lift next year. Condition is Rotary MUST do this again.
b. Extra beer – sitting in three large coolers at Athletic Park. Could sell it per can to members or wrap it up and use it at Christmas auction. Matt P has a friend that will buy all the non-alcoholic beer. Gary will contact Sheryl Hough regarding auction.
2. His House (Keith) a. Will be picking up our extra Thursday morning breakfasts.
3. Update on Waconia West Carver Rotary Grant Project a. Two years ago, their club sponsored an international grant to benefit a hospital in Madagascar with solar panels. We gave $1500 to them for their project. That project was never approved by TRF for a lack of a signature in the province to be benefited. However, currently they are resubmitting the grant proposal as a District grant to use the monies that we have on hand to finally achieve a positive outcome. See Ejeda Solar Project attachment for updated grant proposal.
4. Fundraising Update on Miracle League Field (Matt) a. Met with the Lions Club on 10/17 – asking for $300,000 to support event and the Lions will discuss at their November meeting and get back to us.
b. Benefit Bashers Fundraiser for Miracle League Field i. Board members attending?? Public thank you night of?? Matt P and a few friends are attending. Michelle will attend if she is in town. Erin Kerber may attend. If Michelle is there, she will give a public thank you but if she can’t make it, then Erin will do it (hopefully).
5. Update on Rotary website (Jean) – coming along and will be ready to launch next week. Will be a work in progress and continue making updates.
6. Festival of Trees (Michelle) a. Designer Tree to donate to someone in the community. Suggestion made to donate it to a group that supported the music festival…like Fire Department. Also suggested Patron’s for their support of club.
b. This will be the last year of the event so that item can come out of budget next year.
7. Holiday Auction??
8. Other Business??
UPCOMING DATES
October 27, Halloween Bash
November 27 Auburn Homes & Services Festival of Trees
December 14 Rotary Holiday Auction
December 21 & 28 No Meeting
February 10 Hooked on Books…and Arts, too!
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