Roy Williams Foundation Meeting Minutes, Meeting Seven
Date of Meeting 3/15/2020 @ 2:00 pm MST
Type of meeting: Conference Call
Chairman: Zach Crevier- Present
Vice Chairman: David Newton- Present
Matt White- late/present
Haley Steimle: Absent
Additions, Deletions or Changes to the Agenda? After Roll-Call, it became apparent that Board member Matt White was again not present for the call. A discussion then began as to whether or not anybody had been in contact with him. Vice-Chairman Newton indicated that communications with him had been ‘spotty’. The discussion then turned to what direction the Board should take as to his absence. Secretary Collyer indicated that the item could be moved up on the agenda and be dealt with now if Chairman Crevier and the Board preferred. A discussion then began whether or not to promote Alternate Member Bangura to White’s position and to either consider White resigned, or to simply allow Bangura and White to ‘trade places’ with White becoming an Alternate. Bangura then spoke about his genuine concern for White’s well-being and not being comfortable with the Board making the move without direct input from White. Stating “I will be happy serve the foundation in whatever capacity I am needed, but I would rather hear from White before making such a move”. It was at that time that Vice-Chairman Newton said that he had ‘just now received a text from Matt, who would join the conference call in a few minutes when he got in a better service area’. The discussion was suspended until Board member White Called in.
Adoption of meeting minutes, meeting six 2/16/20
Chairman Crevier made a motion to adopt the meeting minutes as written, seconded by Board member Vice Chairman Newton. Minutes were unanimously adopted.
501 (c)(3) paperwork Update: Secretary Collyer updated the Board regarding his progress on the non-profit application. He apologized that the application was not yet complete, stating that he was informed by his tax accountant that he would be ‘Raped for an additional $9k’ by the IRS if he did not establish an LLC for his personal business before March 15. So that effort, now completed as well as the calving process on his ranch, as well as making a living had consumed the bulk of his time lately. However, he had been working on it as time allowed and provided the board with examples as to the complexity of the process, such as the need to create a funding application for a prospective RWF volunteer willing to undergo Crisis Intervention training ‘Out of thin air’. This and other documents will be scrutinized to an unknown degree by the IRS reviewers and he wanted to get it ‘as close to right’ as possible. He indicated that he would strive to have the packet ‘signature-ready by the next meeting’, but the uncertainty regarding the COVID19 Pandemic might become an issue. The board as a whole discussed the potential seriousness of the global outbreak.
Website Update: Secretary Collyer spoke about the Website progress that his son Cody had been working on. The Board expressed satisfaction with its progress and liked its basic features so far. Collyer informed the Board that his son had recently been involved in an accident, but that everyone was ok and his truck mostly had cosmetic damage. His son was basically ‘without wheels’ which seems to be a ‘bigger concern for him at the moment’. Work on the website continues.
Crisis Intervention training: Chairman Crevier indicated that he was still trying to work with his Base Chaplain to get signed up for Crisis Intervention Training and procure materials for distribution to members. (Board member White joined the call)
Preliminary Planning for Nov.15-21 reunion meeting:
The Board discussed preliminary plans for the first-yearly meeting to be held in Salida/Poncha Springs Colorado. Members were asked to begin thinking about how many family members they would bring with them, so accommodations could be arranged. Secretary Collyer also noted that travel expenses could be covered to ease the burden on members.
Matt White/Alhaji Bangura switching roles within the RWF:
Board member White (previously) joined the call. All members expressed sincere concern as to his well-being. He assured all that he was well, just exceptionally busy with his demanding job and personal commitments. He apologized for his absences and expressed his interest in staying on with the governing body of the RWF, but in another capacity. After a brief discussion, Chairman Crevier made a motion to allow Board Member White trade places with Alternate Member Bangura, there were multiple seconds and a vote was held with the decision being unanimous
Financial Update: Chairman Crevier informed the Board that the Roy Williams Foundation Balance remained at $3749.15
Accounting Services Update: Secretary Collyer informed the Board that he had spoken to Danny Stotler of Stotler and Young PC, based in Salida, Colorado. Danny agreed to help the Organization with professional accounting services. A future discussion will be had to determine what type of remuneration for these services would be appropriate, if not pro-bono. It is anticipated that large amounts of money would eventually be handled by the RWF as it gets ‘up and running’ towards fulfilling its mission.
March 29, 2020
Meeting Adjourned 2:45 pm.