November 2024 Meeting Minutes

Minutes – Royal Oak Civic Foundation Board of Trustees Meeting
November 13, 3 p.m.
City Hall, Room 122, 203 S. Troy Street Royal Oak, MI 48067

1. In the absence of the chair and vice chair, Treasurer Darien Neubecker called the meeting to order at 3:15 p.m. Trustees present:Howard Collens, Sharlan Douglas, Alexander Fike, David Guest, Darien Neubecker. Trustees absent: Christopher Bower, Julie Lyons Bricker, Tom McGannon, John Peetz, Peter Provenzano, Amanda Sears.  Trustees present did not constitute a quorum. Staff present: Jill Martin.
2. There was no public comment.
3. Trustees could not act on items 3 and 4.
4. They discussed non action items.
5. Shop with a Hero is December 19, 6-9 p.m. Meijer foundation has not responded to the foundation’s request for $7,000. Martin and Lyons Bricker will meet with Meijer and confirm with the schools whether funds will be allocated to families or individuals.  The board must vote on pizza purchase and additional $500 for last minute requests.
6. Report to Member will be delivered on December 9 at 7 p.m. Martin and Douglas will finalize the written report.
7. Strategic plan will be finalized at the next meeting.
8. Douglas reported on her recommendations for a five-year annual giving/legacy giving campaign. It will be added to the December agenda for approval and, if approved, a budget modification.
9. Committee reports
   • Governance
     • After November 19, meeting notices must be posted on the foundation website. Douglas will ask Bower to create a page for this.
     • Committee recommends nominating Darien Neubecker and Jennifer Banovetz-Bastian for three-year terms. Executive committee will meet before December 9 to formalize these nominations.
   • Fundraising/stewardship/grants:
     • Collens wrote an article about required minimum distributions for dissemination through multiple channels.
     • If the annual/legacy giving program is approved, it will operate under this committee
   • Finance – As submitted
   • Marketing – No report
   • Operations – As submitted. Martin distributed information about cyber security insurance
10. Next meeting agenda – The secretary will work with the chair to create it
11. Meeting adjourned

Parking lot

Annual fundraising event: ABE5 or a foundation-controlled event
Should the foundation plan for a future split from the city?
Additional policies to consider: Investment policy (following financial set-up completion), Gift Acceptance Policy, 3rd Party Fundraising, Pass Through Policy and Practice
Partnering with Service Clubs (Rotary for example, Animal Shelter Friends, etc.)
Royal Oak branded merchandise sales {define project, priority/timing)
City Attorney/Kitch/Rehmann- status of staff compensation/MOU
Royal Oak city staff interface: chart functions and additional relationship development
Constant Contact Discussions