The Roy Williams Foundation Meeting Minutes, Meeting 52

Date of Meeting: Meeting 52 12/09/2023 1300 MST

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Roll Call:
 

Chairman: Tom McConaghy- Present
Vice Chairwoman: Hailey Fuller- Present
 

Secretary: Bret Collyer- Present
 

Treasurer: Robin Olson- Present
 

Assistant Secretary/Social Media Manager: Amber Holmes- Present

Board Members/Directors:
Dexter Pitts- Working
Markus Hugle- Present
Samuel Vena- Present
 

Directors:
Two Vacancies
 

Alternate Directors:
Three vacancies
 

Guests:
 

Call to Order:
 

Additions, deletions or changes to the agenda?: Collyer spoke about meeting two gentlemen, both
Veterans, at least one w/law enforcement background, who may be interested in joining the RWF. Collyer was
encouraged to follow up with them. McConaghy would like to talk about the ‘Chaffee County Women Who
Care’ organization under ‘New Business’.
 

Adoption of Meeting Minutes, Meeting #51: (Action Item): Hugle made a motion to accept,
seconded by Vena. The minutes were adopted by unanimous vote.
 

Old and continuing Business:
 

Scholarship application for 2024
 

1) Age requirement (keep it or modify)
 

2) Do we have an editable copy of the application?
 

3) Bylaws review.
    1) McConaghy began the discussion, by asking “Should we keep the age requirement?” Discussion centered
around whether or not the RWF should continue investing in the educational aspirations of individuals we
have already helped, as long as they do well in school and are still pursuing degrees and goals that align with

our mission. After some back and forth, Hugle suggested that we keep the scholarship available to “High
School graduates.” Which can include current college age students. This approach received consensus support.
Vena added that he recently spoke to Rowynn’s mom, who stated that she is very much enjoying college.
(Rowynn was our last scholarship winner).
   

    2) Collyer informed the Board that the original scholarship application was created by former Director Ottmer
and all we have is a PDF. McConaghy stated that he will try to convert the document to a “Word document” or
start over with it. He added that he would try to have the new application drafted by Christmas. It was
mentioned that the new application can include our new logo.
 

New Business:
 

Letter to County foundations and organizations. McConaghy spoke about the new draft fundraiser
letter he created and noted that it would need to be lightly edited to address the specific organization that it is
being sent to. All members agreed that it was a very well-written letter and should serve us well. Collyer
suggested adding our new logo to the letter.
 

Next Event? Date? Venue?
 

Bowling Alley? A discussion was had about our next event. McConaghy spoke about the possibility of asking
the bowling alley to allow use of their venue. Hugle noted that they have held an event there on our behalf
before, which included a silent auction, was a lot of fun and very successful. It was also noted that the owner
is a former, longtime sheriff’s deputy. Catering the event was discussed, Collyer mentioned that they have
food service there, so we would have to discuss bringing outside food with the owners, so we do not compete
with their food sales. Collyer also noted that whatever event we decide to pursue, Donald, from the Hunger
Junction is very excited to cook something nice for us. Discussion continued, with McConaghy suggesting that
we should reach out to the owners soon to gage interest.
 

Other ideas? McConaghy spoke about the ‘Chaffee County Women Who Cares’ organization, stating that he
has worked with them and several of their members before and that they do a lot of good for the community.
He continued explaining how their quarterly grants are very generous, but that they are competitive and if we
receive an invitation, we would have to put together an in-person presentation. If we are successful and are
awarded their grant, we would have to agree to their terms, which include a guarantee that 100% of the funds
would be spent in Chaffee County and we would have to provide a non-discrimination letter, in addition to a
follow-up reporting requirement sometime after the grant award. McConaghy added that they will also need
our EIN, Determination Letter etc. Olson stated that she had this information ‘at the office’ and would share it
with him. Holmes asked McConaghy if the next time he speaks with them, he could make sure we are on their
list? He replied in the affirmative, ‘we are on their list’ and he added that we are also on the Chaffee County
Community Foundation list. He added that ‘They have also asked us for more information, but I will work with
Betsy (CCCF Director) on it.’
 

Treasurer Report (Action Item) – Robin Olson: Olson provided the Board with the financial update as
follows: The RWF currently has $14,118.32 in our savings account, $1,848.07 in our checking account for a
total of $15,966.39 in monetary assets. She continued “In 2023, the RWF received $6,051.47 in donations and
$3,173.67 leading to a surplus of $2,877.80. She noted that during the year, $2500.00 was transferred from
the checking account to the savings account. McConaghy thanked Olson for her report and asked for a motion
to accept the report. Hugle made a motion to accept, Vena seconded, the vote to accept was unanimous.

 

Collyer noted that the CC expense for $157.95 was due to Zoom automatically charging the card for our
annual renewal.

 

Anything Else/General Discussion: (for the good of the Foundation)
McConaghy informed the Board that the Executive Committee will come up with a draft budget for the Board
to consider, adding that ‘this will usually happen in November of every year, but we are a little behind with
this being our first year with our new membership.’ Collyer spoke about the “Donate Now” button on our
website, which is administered by the “Better World Foundation” at a cost. He stated that they ‘keep a certain
percentage of every transaction for their administrative costs, it is not a large percentage, but it is a
consideration.’ He added that “There may be a better deal out there than what they offer, but it works for us,
for now.”
 

Holmes gave the Board an update on social media by stating that one of the recent posts “Blew up behind the
scenes with 400-500 people seeing it. Vena asked “Which platforms did that happen on?” Holmes replied “All
of them.” Holmes also reported that she has been doing some research to be better prepared for ‘Giving
Tuesday’ next year. She suggested that we build an email list to send updates and advertise events, perhaps
with a tagline of “Save the date.” Olson asked if “We have a spot on our website to gather emails?” Holmes
replied that she wasn’t sure, but she would look into it.
 

Collyer informed the Board that after the meeting, he would prepare the meeting minutes from meeting # 51
to deliver to the bank as well as the current edition of the bylaws, in an effort to add McConaghy and Olson
and removing Bangura and Collyer as approved by the Board.

 

Next Meeting: January 13th , 2024
 

Meeting Adjourned: 1341