Officer's Meeting - November 2, 2020

In attendance: Woody Matthews, Colton Knight, Kathy Warth, Mike Wells, Alton Palmore, and Randall Crosby.

The meeting opened with Woody and Colton expressing frustrations with FCB and the relationship between them and the RSVF. Woody and Colton attested to a combative relationship with the parent organization including FCB’s treasurer not providing documentation we need to establish accepting donations online and FCB’s president in email correspondences dictating which fundraising platforms we could use. Because of this and many other reasons, Woody and Colton called on the officers to hold a vote to leave FCB, to establish an independent 501C3, and re-align under RSVA.

Colton next discussed the Drop Box folder for the RSVF and the officer’s access to it. The Drop Box contains all the files and documents that the RSVF uses to stay organized and operate. Colton discussed the need for officers to download Drop Box so they could begin working on their respective roles within the organization.

Woody and Colton began a discussion on updating the RSVF’s constitution, bylaws, and establishing a policy manual. Colton advised the officers to review the draft document in the Drop Box folder so we could begin a discussion on its merits at the next meeting.

Woody then made a motion to leave the FCB, and to re-establish under the RSVA. Colton seconded the motion, and a roll was called to record each vote. The motion passed unanimously.

Cathy Warth made a motion to set aside $400 to cover the cost of incorporating on Sunbiz and applying for a 501C3 with the IRS. Alton seconded the motion, and Colton called a roll for individual votes. The motion passed unanimously.

Colton began a brief discussion on an annual operating budget. He calculated that the budget should be $2000. He said that he would circle back around to check his calculations, and that a vote would be held at the next officers meeting.

Next there was a brief discussion on membership, and our lack of a membership drive. Woody expressed a need to recruit new members. Colton stated that when the new constitution gets approved, we would be doing away with one-year memberships, and would only have two-year memberships, where dues would be collected at the biennial conference.

Randall began speaking about a 5k run he set up to get donations for vendors impacted by the pandemic and to fund our scholarship. To date, because of Randall’s efforts, the RSVF has received donations totaling $906. With a few weeks left until the run, Randall remained optimistic we could get several more donations. He also said that when COVID was over with, he was working with the city of St. Augustine and local running clubs to establish an annual run to bring in donations for the RSVF. He wishes to use this funding to fund our scholarship program in the future.

Next, Woody made a brief mention of something Colton, Jim, and himself were doing to help provide money for the RSVF’s budget. All three of these individuals are making $25 monthly donations, which would amount to half of what the RSVF needs to operate. Woody encouraged other officers, if they are able, to make a reoccurring monthly donation to help with operating funds.

There was then a brief discussion on liability insurance for future events and working with the treasurer to provide documents and membership dues to FCB.

Woody made a motion to arjun the meeting, where it was passed unanimously.

The meeting was adjourned.

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