Meeting Minutes

• Volunteering to read with preschool or K – 5
• End of year school picnic.

• It would be helpful if our Club could decide on our preferred participation before the end of the school year for our budgeting decisions and for the school’s planning. No discussion and no decision. 
• Invite club input and consensus at meeting(s) or in a SURVEY?
• Eagle Express Mobile Bus at club noon meeting on May 15.

• 15 shirts have been ordered (as of today).
• A larger order will result in a cheaper cost/person.
• Plan to follow up with individuals to finalize orders.

1. Eliminate the six-month free meals for new members and start this policy on April 1, 2025. Any members that we add between now and then we will handle on a case-by-case basis.
2. Waive the club dues for one member of the couple ($25/quarter or $100/year) and charge the couple 12 meals per quarter (instead of the normal 18 meals per quarter) which can be used by either person or both.
3. Mike to check that both the Prospective Member information and the New Member information reflect this change.

• Trip plans coming together for Tom, Amanda and John U.
• They had an initial phone call with the local Rotary president
• Will be meeting with their District Governor
• Multiple possible projects have been brainstormed, including a water project.  Potential for a possible global grant request.
• Mike connected with our local district person about a possible district grant for a Peru based project.
• Tom is requesting funding for Mike Dorin’s wife’s transportation for this trip from the EP Noon Rotary Foundation.  Mike to follow up with the EPNR Foundation to verify funds would be available.

• Mike presented a draft of a bookmark to insert into My Book Day books.  The Board affirmed the design and plan to print on a heavier cardstock.  Approx. cost: $125.  Board approved this expense.
• Bill to:
  • create a signup list with Felicia for club members to be in classrooms approx. 11am on Friday, May 16 (immediately after the My Book Day celebration), so that club members can be in classrooms to observe the distribution of books, and maybe read with some students.
  • Ask Felicia about the need for background checks and if photos/videos can be taken. See notes on MBD Meeting
• Bill will participate in a Zoom meeting with My Book Day EP school coordinators, today at 9am.  Board members are welcome to attend with Bill.
• Motion to approve $500 to subsidize John (My Book Day) flight.  Approved.
• Encourage new club members to be at the EP High School by 9:30am.  Buses will arrive around 9:45am when club members can welcome students and staff as they arrive.
• My Book Day Pencils: 20c/each – to be ordered by Bob.
• My Book Day book organizing: Thursday, May 1, 7pm Immanuel (Room N & West Hallway).

• Plans in process.  Dave is planning an additional team leader’s meeting at Boom Island.
• Grill and chairs and tables ordered - Bob
• Mike – organizing chicken and pulled pork
• Rich has the recipe for the rub and the BBQ sauce and is developing plans to make it.

• Volunteers:

• Thursday, JUNE 5, noon meeting to be a Rib Fest club discussion/planning meeting (no outside speaker on that day).
• Dave heard from the City (Medori) suggesting that we move the Disc Golf tent out of the parking lot to help with pedestrian and traffic flow.  Dave to discuss with Nick.
• Martin is working on a flyer to communicate how Rib Fest will be used to support charitable giving.  Amanda suggested not only 8 ½” x 11” flyers but a few posters.
• Stephen Martin to be asked to be the Rib Fest lead for next year.

• Mike & Bob will roll this out in May

• Discussion about developing a guideline for distribution of our funds next financial year based on percentages which might include:

• Amanda, as next year’s President, will create a document with a draft plan for the board to consider at our next meeting.
• Recognized the importance of Inviting club input into this distribution plan and discussed the possibility of a brief survey to solicit member’s feedback.

• Edina Rides + Southdale YMCA, May 17
• International Project with Edina Schools

• Discussed that our long history of supporting this project should come to an end.
• The Board decided not to provide funds for next year.
• Bill H to communicate this to Bill F.

EPNR Board Meeting Minutes

• Volunteering to read with preschool or K - 5
  • Background checks required ($30/person)
  • Could we schedule a ½ day that we could provide volunteers?
• Schoolwide event in March – March Madness Reading
  • Books or prizes as gifts for kids
  • Readers – reading a book on video or in person
• Reading Corp Tutors (K – 5th grade)
  • Reading Corp Tutors spend a couple of days a week tutoring in the schools.
  • The EP school district provides funds for 2/school; Rotary could provide more tutors?
  • Training IS required to be a Reading Corp Tutor
  • Fund Reading Corp Training ($2,000/tutor/year). Funds will provide  3 tutors/building. For a full year. Could start with 1 school, one tutor
• End of year school picnic
  • Donate books for distribution for summer reading
  • Could start with one school
• 3rd Grade Stages Theatre Excursion for students
  • Students could see a play based on a book that would dovetail with in-class reading assignments.
  • Rotary could fund the cost of tickets
  • Felicia to get us costs
• EP Community Education manages preschoolers’ programming
  • Shawn might have Pre-K ideas

• It would be helpful if our Club could decide on our preferred participation before the end of the school year for our budgeting decisions and for the school’s planning.
• Invite club input and consensus at meeting(s) in March.

• Blue, athletic, long sleeve
• Action Item: Amanda to check and verify color of the Rotary logo on a blue shirt
• Discussed the option of the Club to cover the cost (approx. $30/shirt) or to invite club members to purchase shirts.

• Grant proposal is for $2000, funding tutor meals - Read grant and vote online ASAP 

• summarizing who our club is and what our club’s goals/objectives are for a 1-page summary (talking points).
• a balance between being overly focused on one or two areas of service, or to provide a wider scope so that a wider audience is connected.
• Determined that it is important for us to be “non-exclusionary” – open to new club member’s input and ideas.
• Action Item: Mike will share a 1-page of “Talking Points” in a Google Doc for the board to collaborate on messaging.

• Bill to follow up with other Rotary clubs to invite their participation.
• Tavern 4 & 5 has a couple people interested.  Bill to follow up and add to the SignUpGenius form.
• Information will be posted on Facebook on Monday and Thursday of next week for public invitation for the remaining spots (maximum of 30).

• Pencils: 50c/each
• Bill to pick up books
• Felicia to find ways for Rotary members to be present in classrooms when books are gifted to students. 

• Discussed if there is a way to offer a discount to couples & if it is necessary. 
• Club, District and Club are a core fixed expense. 
• Discussed possible meal discounts for couples (Tavern charges us a 20 meal minimum /week).
• Rick to provide profit loss balance on meals. 
• Discussed the possibility of offering 3 months of free meals for new members rather than 6 months free meals now offered.
• No decision or consensus reached.  Tabled for future discussion.

• Discussed purchasing an EP PO Box rather than using John U’s personal PO box.
• Rick moved that we purchase our own PO Box.  Approved.

• Decided to pass on this opportunity this year.

• Foundation to support the Peru trip
• Possible funds for local Peru project

• Club shirts – Bob D still exploring options and will get a few options for the board to see.
• Jeremiah House service project – John S to follow-up.

• Currently 17 teams + 1 signed up.
• 32 teams would be ideal – so there’s room for more to join!
• 8 tables will be picked and set up – Bob organizing.
• Water pitchers? Check with Augusta.  Maybe from Immanuel?
• Additional promo email/communication to be sent today - Martin
• Flyers for tables in the brewery – Martin
• Retractable Rotary sign – who has it? Bill to ask Boom Island Brewery.
• Cash for prize money – Rick to organize.
• Club members wear Rotary swag.
• Silent auction: Drop items with Kim at Fat Pants tonight, 5-6pm (not as many donations received this year).
• Volunteers: Set-up at noon, assist with auction, be available for cleaning up spills, assist with tear down and cleanup.

• Eagle Scout Project - Maxwell – Round Lake Rain Garden.

• DECA * Scholarship

• Paja’s request: Iftar Celebration

• Books – English books out and available to teachers; Spanish books on-order
• Distribution  Rich W  “Scoresheet” to school

• MBD Pencils:

• MBD 2025 - Date set - May 16 at the EP High School
• Discussed:
  • Funding of John Jorgensen’s travel and accommodation
  • Board approved $500 for John Jorgenson travel to the event.
• Possibility of high school students reading the story at the event in the future, especially if John Jorgenson is not present.
• Purchase of plastic bags for distribution of books, no to plastic bags.
• Inserting a page handout into each book with info about literacy and Rotary.
• Unused books have been sold and club receives some credit

• Empty Bowls, Feb. 18

• Jeremiah House meal?

• FMSC?                   
• PROP Shop – Dresser assembly

• Bill has a template for a thank you card.
• Bill can send you the template upon request.

• March 6 or 13    NOW SCHEDULED FOR MARCH 6- tentatively at Immanuel
  • 70-minute training
  • Registration in advance for headcount required - Online registration form
• Possible schedule: 11:45am lunch, Noon training.
• Pizza lunch on site of the training recommended.
• Need to let Tavern 4 & 5 if we will be meeting off site.

• John U has reserved the refrigerated trailer.
• Andrew Disc Golf: working on finding sponsors for the disc golf tournament. We are building a pitch deck to send to some disc golf manufacturers in hopes for support.  Other details like how many years the club has held Ribfest, how many meals are sold and other metrics showing how big this event is.
• Mike T has Rib Fest metrics to share.

• Approve at board meetings?
• Set dates for discussion twice/year?
• Recognized that grant requests often come at short notice.
• Decided to continue this discussion at the next meeting.

• Discussed and debated if multiple smaller grants have a greater impact on the community than a few larger grants.
• General feeling was that fewer larger grants have a greater impact (Clubs tend to get greater community awareness from larger grants).
• Recognized that membership engagement is beneficial for both the club and for the community (rather than just dispersing funds).
• Recognized the need for our club members to help discern our focus of our philanthropic giving (Are we focused on literacy, homelessness, or other community issues?).
• Perhaps we need to revisit and refocus our club’s goals and objectives.
• Decided to continue this discussion at the next meeting.

• Recognized that the literacy of parents of preschoolers is a real need in the community (If parents are actively engaged in literacy efforts, i.e., reading to preschoolers, then literacy rates improve).
• Create a monthly (or more frequent) community event for parents and preschoolers that supports literacy.
• Providing books for newborns and preschoolers with educational components.
• Develop a series of developmentally appropriate literacy activities from preschool through middle school.
• Incorporate snacks/food to attract and invite people to literacy and education programs.

• Engage our club to clarify our club’s goals and objectives:

• Connect with literacy professionals in the community to:

• Mentorship program at EP High School
• ABC House Edina?
• Scholarship to Hennepin Tech students for a year?

• Tom is exploring the possibility of a trip to Lima this Spring to explore connections and projects with the local Rotary club.

• April 17, 3:30pm: Dr. Andrew Baker, Hennepin County Medical Examiner,

Eden Prairie Noon Rotary Board Meeting Minutes

• My Book Day $12,000.00
• Onward $5,000
• Scholarships $3,000
• Polio Plus $2,580 (Complete)
• Jeremiah House Meals $500
• Warm Heads Warm Hands Warm Hearts $492 (Complete)
• PROP Chicken Challenge $500
• PROP Empty Bowls $500
• Sandya Gupta Program $1,000 (Complete)

• Mid-term check in. All committees present
• Membership update 
• Foundation information
• Service Projects                    

• Club supports this Club and its efforts. The specific “Ask” is unclear.
• Bill H to clarify the ask and follow up with board vote via email. 

•  $492 used to purchase and donate 6 dozen hats and 8 dozen ski gloves.
• Donated to Immanuel Lutheran which will donate to Loaves & Fishes for people experiencing homelessness.
• Thanks to John for picking up and delivering the items.

• Mark Anderson at EPHS was contacted.  Mark posted Info about Camp Enterprise, however, there was no interest from EPHS students.
•  Perhaps Mark Anderson can do more ground work with the entrepreneurial class at the High School to invite participation?
• Bill H to follow-up.

• 10/20 was at Fat Pants. We collected $220 from Fat Pants for Sunday’s drinking!
• Johns S has the bags. He will make them available to club members next meeting.
•  Leftovers (toothbrushes, etc.) to be given to PROP?  John S will take action.

• Board voted to switch our bank account from First Minnetonka to Old National as soon as possible.
•  Rick, Mike and John U will go and make the change.
• Martin to get a copy of the minutes to Rick ASAP (as minutes are required to authorize the change).         

• $270 + $20 received from Boom Island Polio Plus event ($1/beverage).
• Club to match funds and give to PolioPlus.
• Bill H will send a thank you note to Boom Island.

• Voted to increase our annual giving to PolioPlus from $1500 to $2000.

• Mike T followed up with Destination Imagination with a few questions (Where does money go? Can we direct it to local kids?).   
• Mike T submitted our questions but did not receive a response from DI.
• We will stick with My Book Day.

• Marc Beyer chairs the event and plans are developing.
• Martin is working with Trevor Burks, for a new Pong Fest logo that might attract younger people (looking for vibrancy and possibly incorporating the iconic red of the cups into the design). Amanda requested seeing the design to ensure that Rotary branding is used correctly.
• Be the Match / NMDP invited to be present at Pong Fest to, 1) share information about who they are and what they do, 2) recruit potential donors. Bill H reached out to NMDP.
• Bob is managing tables.

• November 14 at Edina CC  (NO Meeting at Tavern – they’ve been notified)
• Emphasize that the club is covering the expense for all club members.
• Martin to send out reminder note.

• Tentatively set for Tuesday the 11^th of December, 4pm
• John S to finalize and submit details for promotion/publicity.

• Orders due Nov. 7
• John U to send out email reminder.

• Speakers are set through the end of December.
• Several club members are on the schedule this fall.
• Seeking a balance between club members and outside speakers.
• Possible speaker: Kevin (from the EPCC), won an Emmy for video restoration.  John U to ask him.
• Andrew Baker – Medical Examiner visit?

•  John submitted tax filing details for Board approval.  Board approved John’s tax documents for submission.  Documents were signed and will be submitted.
• Rick reported that we have approx. $25,000 available for gifting.
• Voted to distribute the following funds as grants:

• High Schooler’s Scholarships:

• Voted to allocate $3,000 for high school scholarships (3 x $1,000 scholarships)
• Onward Grant Proposal has been received:

• Nick paid for Frisbee Golf Management. We need to clarify what the Monies were for.
• Bill H to follow-up.                                                                                                                                                                  

• Claudia declined membership
• Bob to follow-up on Katie
• Club Runner has a tool that allows us to add prospective members as “Other Users”, enabling prospective members to receive weekly club emails.
• Membership committee (Bob and Mike) will invite prospective members to join our email list.  Martin will add their emails to the “Prospective Members” group in Club Runner enabling them to get on our email list

• Paili does communications and Service Projects for the EPHS Key Club.
• Mike and Bob will work with her to develop a membership recruitment campaign.
• Possibly explore using Canva with Paili for communications for membership drive.

• Thanks to Mike for managing Club Runner Access levels.
• Martin created an “Other User” in Club Runner to send emails that will come from, “Eden Prairie Noon Rotary”.  This account is a “30” level.
• Mike Thomas to work with Tom to send/edit weekly club emails while Martin is out of the country (Nov. 16 – Dec. 5).

• No meeting at Tavern
• Bill F has arranged for us to meet at The Haven Asian Eatery off Shady Oak Road.
• John U suggested that we incorporate our Rotary Club Foundation meeting into this gathering.
• No technology required?

• Possible happy hour at Tavern 4 & 5 with drinks and appetizers.
• Significant others to be invited.
• Date TBD
• Bill H to work on.

• Possible blue oxford or purple button down with Rotary logo?
• Discussion about how many shirts to be ordered.
  • Rick cautioned not to order too many as we currently have 30+ remaining.
  • Suggested that new shirts be purchased as needed, rather than a bulk order.
• Bob to follow-up

• John U has been contacted by a mall Santa coming to EP from California.  Santa is looking for accommodation while he’s here.  We have no obvious housing suggestions for him.

• Gary to arrange date with Anna and John.

EP Noon Rotary Board Meeting Minutes, 9/6/24  

• Warm Hands Warm Hearts – we pledged monies for 6 dozen Hats and 8 pairs of Ski Gloves, $492. These will be distributed in October by Immanuel Church as part of their Loaves and Fishes Program.
• Camp Enterprise – We have not sent an EP Student in 4 years. Hooke will reach out to Mark Anderson at EPHS to see if there is renewed interest. We will sponsor 2 EPHS students if they sign up (~$400 per).
• Furniture assembly at PROP postponed. PROP has asked us to help at CUB Chanhassen on 9/14-15. EPNR members/guests can pick a 2-hour shift to bag groceries or work the POP UP Booth to promote the great work PROP does. See John Steinlicht announcement. Some openings Sunday. Link to signup.
• Kindness bags – Packing Day October 20 at Fat Pants. Have a free will contribution box to allow non EPNR’s to contribute cash.  Outline a plan after 9/12 meeting- define items. How many items? Where we might obtain items.

• Veterans Day Lunch November 14 at Edina CC anyone want to plan. Typically, PE helps out. Hooke will work with Amanda.
• Speakers good thru October. Ask yourself, “Who else should we be asking to speak? Who do I know”. Please ask them. Ideas- Water Treatment plant. Fire house, Joseph's company +++

• Mike (& Bob) using tech to Internet to define EP companies, size and seeming appropriateness to join. They will contact them about potential membership.
• Packet for new members should be revised, 2 pages, highlight EPNR local contributions as well as RI and all it does!!
• We have had good follow up with newbies visiting- especially John U.
• New member package- Bob D and Sam creates it. We will rejuvenate old package, copy & share.

• EPNR gives $1500 /yr
• Make 10/24 Polio Plus Day in EP – Hooke sent note to EP Mayor Ron Case

• Onward is considering $1.3M fundraising for 2nd home.
• EPNR committed $10K/per year - 2 years.

• Considering changing banks as Minnetonka bought out. Maybe First National is a possible option? John U checking.
• December 12 no meeting at Tavern. Bill Falk will help find alternate venue.
• Hooke Happy Hour 9/25 5-6 pm.  More information coming.
• Fat Pants Gathering Appreciation Day was good.
• Bollig presentation was excellent! Thanks Amanda! And Thanks Marc.
• Frequency of Board Meetings every 5 – 6 weeks.
• Holiday gathering ?? Sounds good, we need ideas.

EP NOON ROTARY BOARD MINUTES 7/25/24

• Have more fun:   Make meetings more exciting,  greet people who are new more enthusiastically. Get to know each other better, build on the community we have.
• Better communications:  We need to keep people abreast to what is going on in the Club Share notes from each weeks’ meeting and have with highlights of upcoming meeting.
  • Post notes  on website and have Link sent each week to membership, to those notes.
• Expand meeting places: once a ¼ meet at other locations, Bill Falk agreed to help on this. 
• Getting to know each other better:  Have more vocationals and perhaps a progressive dinner to get to know each other better. Promote more interaction with more people at each meeting.
• Review service goals, and projects: Several new opportunities were discussed already. One is make bags to hand out to homeless. Create bags with note inside and some basic hygiene items. Give to  homeless on street corners.
  • Agree to Charity event at Fat Pants October 20 (Viking  vs Lions that day) Chanhassen built 50 bags,  maybe we can do 100 or 150.
  •  Another option, give empty bags out at grocery store with list and ideas to fill bags and handout.
  •  Perhaps some engage Inter-act at the high school for items or ideas  
  •  Service committee working on logistics - Anna  & John