Meeting Minutes
Minutes - EPNR Board Meeting
July 22, 2025
Present: Amanda Ottman, Nick Rogers, Mike Thomas, Martin Rathjen, Anna Riebel, Tom Thorfinson, John Steinlicht
1. Current club leadership
a. Discuss format of the board, open positions:
- International service chair - to be confirmed
- The Rotary Foundation chair – open
- Role for Bill H (past-president) – possibly club foundation (By definition the bylaws of the club intend the past president to step into foundation leadership). Amanda to follow up with Bill.
b. Board member’s role/”job description”, and future commitment:
- Anna and John: said yes to be co-chairs for service events
- Amanda to check in with Joseph and John U about “Special Projects” board roles.
2. Future club leadership
a. Strategy for choosing club president elect, and current candidates
- Possible small group of a “Nominations Committee” to be formed
- President to follow up with possible candidates
b. Term limit for roles:
Discussed the benefits of having overlapping terms to help transitions between volunteers, especially for treasurer.
c. President elect:
- Discussed the benefits of having someone with experience in multiple areas of club leadership.
- Discussed how serving as president accelerates knowledge of Rotary so new people learn quickly on the job.
- Acknowledged the benefits of having the president elect being able to attend Rotary leadership training experience.
- Amanda to find out Rotary leadership training dates coming up this fall.
d. Amanda to refine job descriptions for board roles using Mike’s working drafts that are shared/posted in ClubRunner.
e. Communication between the board and club members
- Discussed options for board/chairs to communicate with the club:
- Possible dedicated club meetings (Club Assemblies) that focus on club management and organization quarterly
- Preferred occasional 2-5 minute updates from board members at regular meetings.
3. Fundraising activities for this year
a. Pints for Polio with Paul & Co
- Sunday, Oct. 26th at Boom Island, the date has been confirmed with Boom Island (time TBD).
- Vikings do not play that weekend, which is good!
- Paul Nelson to invite his family and friends to participate in a music presentation on the Boom Island stage. Building on Paul’s musical ability and his name recognition in the community we hope to draw a good crowd.
Incorporate polio fundraising communication and general club information into the event. - Steering committee to be formed and to develop details. Martin to invite Paul N, Karen N, Amanda and Tom to help develop the event.
- Discussed additional fundraising options to hold during the event:
- Discussed if all funds raised would go towards polio eradication or general club fundraising. Acknowledged that with federal funding cuts to Rotary’s polio eradication initiatives RI needs polio eradication funds! Final decision pending development of the event’s fundraising tools.
b. Pong Fest & Silent Auction: Sunday, Feb. 1, 2026
c. Rib Fest: Sunday, June 7, 2026
Who will the next chair be?
d. Discussed other uses for the smoker:
- Social & Training Event: possible social event with smoker operation training at the end of August. Tom is willing to host. An opportunity for more to learn how to operate the smoker and an opportunity to test smoke other meats.
- Discussed the possibility of using the smoker at a pre-existing fall event like the 2026 Eden Prairie Community Foundation’s Brew and Wine Fest (Saturday, Sept. 6 this fall). Perhaps smoked turkey legs could be a unique addition to the event?
4. Granting strategy, structure and processes
a. Review of incoming proposals:
- Ethiopia malnutrition project - $1000 ask - submitted by Bill Falk on behalf of the Global Travelers Club. Yes.
- Warm hands - $500 - Edina Morningside Club. Yes.
- Mobility Worldwide - $2000. Declined.
b. Peru Project Proposal is coming soon:
- Possible $3000-$5000 grant request is currently being discussed by the Peru travel group (Amanda, Tom, John with Mike Dorin) that may include request funds for several kitchen improvement projects and some funds to support technology enhancement projects.
- Possibly send some funds with Mike Dorin on his next trip to Lima - August, 2025. Mike is taking a couple of tablets and projector to test out for insights for future technology projects.
- A formal request will be coming soon and will likely be an email discussion in the next week or two.
c. Review of grant giving strategy and process tabled for next meeting.
5. Financial Organization/Modification Proposal from Nick
a. Account for the social functions of the club separately from the fundraising and philanthropy
- This is to provide for a more granular accounting and ensure that no funds contributed to the club through external fundraising could be perceived as being used to fund social functions
- Definitions of social functions:
- Club Meetings (i.e. meals)
- Club Outings (happy hours)
- Event Attendance for Members (RI convention, Veterans Day), excluding grand funded travel
- Other functions where the primary benefit is provided directly to club members with no directly philanthropic function
Board Discussion of Nick’s proposal:
- The board recommended that the plan move forward with board and club input.
- Nick to breakdown the analysis and funds needed for our “social” (internal club expenditures) and share it with the board and club for approval.
- We might need to possibly consider an increase to club dues to cover internal/social expenses.
b. Credit Card Transaction Fees
- Current annual transaction fees are approximately $1000 annually
- Nick suggests that club members pay the transaction fees on dues beginning next quarter. Paying by check is still an option.
- Communicate the change with the club.
- The board approved this change.
6. Future Board meeting preferred times:
Off-week (not the 1st, 2nd or 3rd weeks) Thursday mornings
7. Possible social event:
- at Tom’s daughter’s organic veggie farm at the end of August being developed for a possible tomato tasting event. Possible brewery stop on the return. Tom to develop details and communicate with the club.
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EPNR BOARD MEETING MINUTES
5/29/2025
Present: Bill Hooke, Martin Rathjen, Rick Johnson, Amanda Ottman, Mike Thomas, Bob Danielson, John Urbanski, Anna Riebl, Dave Carter, Tom Thorfinson, Joseph Wallace, Holly Callen, John Steinlicht
Approve Minutes of Last Meeting: approved
Old Business
Eagle Express at meeting May 15
- Good event welcoming the bus that fits well with our literacy emphasis
- Consider including the Eagle Express in our grant giving next year
My Book Day
- Very good day of celebration
- Thanks to all involved
- To date the club has spent $10,186.99
- We received $4000 from FEPS for My Book Day
- $6200 is our cost
- 10 extra Spanish books to be shared with club members
- $4000 from FEPS is not guaranteed, but positive participation from FEPS board
Bob Danielson – New Club Shirts are in!!!
- Discussion about ways to cover the cost of the shirts ($35)
- Invite members to pay for their shirts, but the club can cover/subsidize the cost if needed.
- Bill to send out email.
- Rick will include the expense with an invoice following member’s approval
- 5 extra shirts were ordered and available
New Business
Bravo Zulu House - Holly report
- Grand opening a great success
- Mike, Todd, Kim and Holly attended with about 300 people
- Very good press for Rotary
- Rotarians from 6 clubs present
- Martin to share press links with the club
- Hope to get the story into the Rotary magazine
- Women’s house planning to begin. Goal to go national.
Rib Fest Planning - Dave
- Sign set up – to be setup 10 days prior (Bob)
- City provided 10 posters that have minimal Rib Fest information
- Volunteer Signups:
- volunteer signups are lagging.
- Bring a computer to the Thursday meeting to get club members to signup online.
- Encourage people to bring a friend
- Highlight in Monday email
- Some vandalism on a bridge on the disc golf course. Nick to check if help is needed.
- Grill for hotdogs available from Home Depot ($130). Bob to purchase.
- 5 outhouses will be on site
- Extra Recycling bins will be available
- 4 compost bins will be available
- Ticket Sales: Presale going slowly, probably due to few club meetings at the end of May
- Boom Island:
- Will print beer menu signs and Culver signs
- Sponsor signage signs also to be printed by Boom Island
- Publicity:
- Press Release sent to: EP Local News, StarTrib, Fox9, Jazz88 and 97.1
- StarTrib – included Rib Fest in “54 Things to Do this Summer”
- EP Local News story to be published June 5. The EP Local News reporter’s partner is apro photographer and will be at Rib Fest.
- Bob to setup signs around the city.
- Email sent to all club contacts (512 emails sent, 230 opened)
- Suggestion/recommendation that we meet weekly each May to help prep for Rib Fest in future years. Board in agreement that this would help with communication and preparation.
- High School Jazz Band to be playing in-between sets at Rib Fest. Possibly give a gift to recognize their participation.
Lima, Peru Presentation and Next Steps
- Peru Ambassadors – Tom, John and Amanda.
- June 19 club meeting – they will use the whole meeting time to present about the trip and possible projects for us to support.
- Possible second trip to Peru in late October or early November.
Rotary Foundation
- Club members encouraged to contribute before end of year.
- Holly to write a paragraph for communication with the club.
Grants & Giving
- $1600 of Shredding funds went to PROP summer food program.
- Approximately $8,000 in grants still available to be gifted.
- Maybe some funds to be gifted to a Peru project.
Grant Distribution Proposal:
- Can we develop a percentage distribution for grant distribution for: International – Literacy - Homelessness?
- Amanda to take this up early in her term as president
Incoming President
- In transition professionally but will have time in the next weeks to help with transition and development of a grant distribution proposal.
- June Board Meeting to be scheduled – to work on Board transition
Events: Edina Music Series - Grooves and Foods Music Festival — https://www.
- taking place every Tuesday in June at the beautiful Centennial Lakes Amphitheater. This festival is all about sharing our Rotary story with the community through music, food, and fellowship. There will be several volunteer opportunities available, and we’d love for your clubs to get involved!
- Martin to share links with the club.
Next Meeting: TBD