October 2024 Meeting Minutes

Minutes – Royal Oak Civic Foundation Board of Trustees Meeting
October 9, 3 p.m.
City Hall, Room 122, 203 S. Troy Street Royal Oak, MI 48067

1. Chair Tom McGannon called the meeting to order at 3:03 p.m. Trustees present:  Christopher Bower, Sharlan Douglas, Julie Lyons Bricker, Alex Fike, Tom McGannon, John  Peetz, Amanda Sears. Trustees absent: David Guest, Darian Neubecker, Peter Provenzano.  Trustees present constituted a quorum. Staff present: Jill Martin.
2. There was no public comment
3. Agenda
   • Motion to approve the agenda.
   • Motion by  Peetz
   • Seconded by Sears
   • Approved unanimously
4. Consent agenda
   • Motion to approve the consent agenda to
     • Modify the September minutes to show that Peetz was present and  correct the name from Bowers to Bower.
     • Add payments to beneficiaries of Arts Beats and Eats on 5 ^th  
       • Stagecrafters $767.25
       • Metro Detroit Youth Clubs $1,476.92
       • Outreach on 7 th $389.30          
       • Royal Oak Football Club $622.92
       • Royal Oak Chamber of Commerce scholarships $2,630.75
   • Motion to approve the consent agenda by Douglas
   • Seconded by Fike
   • Approved unanimously
5. Monthly calendar review – No changes
6. Member communication – annual meeting.
   • Foundation will ask the Member to meet for 30 minutes on Nov. 25 at 7 p.m. Martin will  prepare a comprehensive written report. McGannon will prepare a brief presentation with  highlights.
7. Strategic plan – Douglas discussed the five-year individual giving strategy. Trustees  incorporated it into and expanded the five-year strategic plan.
8. Arts, Beats and Eats on 5 ^th   report as submitted.
9. Shop with a hero – Martin submitted the grant application
10. Committee reports
    • Governance – Fike will propose prospective new  trustees at the  November board meeting and may also have a bylaws change to submit at the  annual Member meeting.
    • Fundraising/stewardship – No report
    • Finance – as submitted
    • Marketing – As submitted. Peetz will represent  the foundation at  community events.
    • Operations – No report
11. The foundation will not use the city’s Escribe agenda management system
12. Next meeting  Items 1-4
    • Shop with a Hero – 15 minutes
    • Report to member – 30 minutes
    • Finalize strategic plan – 30 minutes
    • Committee reports – 45 minutes
    • Motion to adjourn
    • Motion by Peetz
    • Seconded by Douglas
    • Approved unanimously

 Parking lot

• (NEW) Annual fundraising event: ABE5 or a foundation-controlled event 
• (NEW) 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