Chaska Rotary Club
Board of Directors Meeting
Friday, May 3rd, 2023, | 7:00-8:30 am
“Create Hope in The World”
Meeting was called to order at 7:01.
Board Members Present: Bob Chinnock, Gary Hardel, Andy Haugen, Erin Kerber, Michelle Kraus, Keith Payne, Pat Schaffran
Board Members Absent: Cindy Anderson, Jean Heyduck, Matt Podhradsky
Other Attendees: Kristy Miklas, George Glaros, Sheryl Hough
OLD BUSINESS
1. Action items from March
a. Rotary Shirts (Cindy) – how is this going? Erin is only one that has ordered shirts but many board members don’t recall seeing any info pushed out to Club. Going to make sure that all members receive info on ordering.
b. Scholarship information on website (Jean) - still work in progress. Tabled since Jean absent.
c. Member Breakfast Poll i. Would love to see food surplus go to people in need. First option is to have Martha (from what Charity?) pick up the food to distribute. Second option is to have Martha invite people to go eat breakfast at end of meeting.
d. Club Foundations books – tax penalty issue resolved after 1.5 hour phone call to IRS. Extensions accepted and penalties removed.
e. Updated 2024/25 Calendar (Erin) i. Currently sharing via Google Sheets but Clubrunner has an Enhanced Committees module that is an add-on module. Looking into cost and functionality. Michelle encouraged all board members to try out Google Sheets and see if they could access information.
f. Love Inc thank you attached.
2. Approve the Minutes of the March Meeting. Approved as submitted.
ROTARY BUSINESS
1. Treasurer’s Report – (Kristy)
a. As a board, do we want to adopt a practice of sharing a financial report to our members? Attached is what we shared last month. Was a decision determined?
2. Membership Updates (Kristy)
a. Gary Goeman –said he resigned a few months ago but I was never notified.
b. Lynn Ayers – I’m amazed she hung in as long as she did. Lynn has consistently paid for 10 years, even though she hasn’t attended a meeting in all that time.
c. Terminated for nonpayment of dues and no response to emails: Matt Bigaouette (never paid since joining 6/16/23), Rick Ness (last payment 6/29/2023), Steve Mueller (last payment 10/25/2023). Erin stated that Rick occasionally attends meeting via zoom so email will be sent once again to confirm his intention. [Kristy email Rick after the meeting and then had a 35-minute phone call with Rick. He paid his outstanding balance but did submit his resignation at the end of this quarter. He spends 9 months in FL and the remaining time at his cabin up north. He will be changing his membership to FL next quarter. Rick did have a lot of good input on his experience at other clubs, which Kristy will share with Erin.]
d. Paul Olsen resignation received during the meeting.
e. Gary Cooper – resigned after selling his business and has some personal matters. Keith suggested that at some point, we honor Gary at a meeting for his long-term participation, contributions and legacy to the club.
ITEMS NEEDING ACTION
1. Rotary Club of Chaska Grant Application “Dolly Parton’s Imagination Library (attached) – Great cause, not a big commitment, good to support neighboring Clubs. Motion made and passed to support this grant with $500. Check sent on 5/3/24.
2. Camp Enterprise (see attachment) – do we want to participate? Board passed on this request.
3. World Immunization Day (see attachment) – do we want to participate? Board passed on this request.
4. Club MOU and addendum and Pathway for TRF Goal Entry due 5/15 was completed by Jean and Erin.
ITEMS FOR UPDATE OR DISCUSSION
1. Bingo Dates (Keith/Michelle)
a. Recommending we host bingo again next year. Can’t host again this year due to limitations in rules and fees needed for regular events.
b. Proposing we use this day for members to work on Rotary business.
c. Erin and Kristy are going to analyze dues, fees and meal costs and come up with plan.
2. Fundraising Update on Miracle League Field (Matt) – tabled due to Matt’s absence. a. Chaska Rotary Foundation dba Miracle League Field for donations?
3. Leadership Plan (Michelle)
a. Items were updated, thoughts?? Board needs to access Google Sheets and review information.
b. Next steps - Michelle would like to take a meeting in May to explain the idea of committees, enlist members for each committee and have printed information available. Board supported this idea.
4. Exchange Kids coming July 2024 (Erin) – Zoom meeting held the other night and still figuring out logistics for events/activities. Down to 10 kids instead of 12, which works out well since she has enough hosts for 10. All hosts were sent email for background checks.
5. George C Klein Award
a. Do we want to add the awarding of the GCK to this moment? If no, where & when?
b. Progress Update – Gary Cooper was heading this and not with his absence, this has fallen aside. Erin suggested using 3rd Week planning meeting to form a committee
6. STRIVE Breakfast (Bob)
a. Monetary Awards: i. Award $250 scholarship for each student who has perfect attendance and meets the other program criteria (minimum GPA 2.0).
ii. Award $500 scholarships to all students that have major improvement in their grades, have perfect attendance and met the above criteria.
iii. Award $1,000 scholarship to student who shows the most improved GPA for this year, as compared to composite GPA for previous 3 years and has met all the above criteria. (Good News…We have 2 of these this year!!) $2000
iv. Award $1000 scholarship to the student with the highest GPA, perfect attendance and met the above criteria. $1000
v. Award additional $250 scholarship for any student who successfully completes the first semester of post-secondary education with a GPA of at least 2.0.
(The only doubling of awards is if a student qualifies for number 5.)
vi. Please note that the scholarships are awarded to the students but only paid directly to educational institutions.
7. Christmas in May (Matt) a. Thank you attached.
8. Rotary Leads the Way in May
a. Erica has started Cinco de Mayo planning.
b. Guest Editorial writers for the Chaska Herald: Herald no longer option, ideas for quick pivot?? Keith asked about using City of Chaska social media. City does repost local information so if we posted on Facebook, we could ask City to repost.
i. May 2nd – Keith Payne Due 4/26
ii. May 9th – Erin Kerber Due 4/3
iii. May 16th – Katie Kraus-McClellan Due 5/10
iv. May 23rd – George Glaros Due 5/17
v. May 30th - Jennifer Spaulding Due 5/24
c. May Membership Push Ideas (Gary) -
i. Bring a friend to a rotary meeting.
ii. Chaska business asks to sponsor an employee.
9. Other Business??
a. 4th quarter lifts
i. Service Project – Rotary Leads the Way in May, Christmas in May, Tree Planting & Adopt-a-Highway.
ii. Social – Schram Social
iii. Fundraiser –
b. Zoom @ Meetings – Erin is solely responsible for setting up all the equipment necessary for meetings. It’s a lot of work and it’s wearing on her. There are only 1-2 people attending each week and a small group that utilize it. She is proposing eliminating zoom. Erin will be incoming co-president and it will be too great a responsibility to lead club and be fully responsible for zoom.
Gary Hardel reported that with his upcoming schedule, he would not be able to attend if zoom were eliminated. Discussion on moving to zoom only would take care of financial issues with hosting morning breakfast and costs incurred. On the other hand, zoom only would be hard to recruit new members and would be hard to connect with exchange student and interns…you lose the personal connections.
c. We will be hosting Music Festival again in the Fall. Probably moving to Friday, September 20. Meetings will begin in a few weeks.
Meeting adjourned at 9:30am.
UPCOMING DATES
May 9th STRIVE Breakfast
May 22 Adopt-a-Highway & Schram Social
May 30 Service Meeting – MATTER with Tami Hedrick
June 27 Change Over Breakfast??
July 11 Club Financials Breakfast Meeting
July 12 &13 Lakefront Music Festival
July 19-21 Youth Exchange Campers
July 26-28 River City Days
August 22 New Teacher Breakfast
August 29 Service Meeting
September 6 Chaska Cares Golf Event
September 28 Rotary Fall Social
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