Responder Relief Fund Corp: Virtual Meeting via Zoom

BOARD OF TRUSTEES MEETING MINUTES  

RESPONDER RELIEF FUND CORP  

First Official Meeting – July 12, 2025 | 10:00 AM EST | Virtual Meeting via Zoom

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I. CALL TO ORDER  

The inaugural meeting of the Board of Trustees of Responder Relief Fund Corp (RRF) was duly called to order at 10:05 AM EST by the Interim Chair, Brian H Myers. A quorum was established with all three appointed transition trustees present.

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II. ROLL CALL  

Trustees Present:  

- Steve Dadura  

- Chris Weber  

- Ernest Gratz  

- Brian H Myers (Founder/Interim Chair)  

Absent:  

- None  

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III. APPOINTMENT OF TRANSITION BOARD OFFICERS  

Resolution 2025-01: Election of Transition Officers  

Upon motion duly made by Brian H Myers and seconded by Chris Weber, the following appointments were ratified by unanimous vote:  

- Steve Dadura as Board Chairperson  

- Chris Weber as Treasurer  

- Ernest Gratz as Secretary  

Action: The Board formally adopted the officer structure in accordance with Article IV, Section 2 of the RRF Bylaws. The transition board shall serve until the election of a permanent Volunteer Executive Board of Trustees.

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IV. APPOINTMENT OF EXECUTIVE DIRECTOR  

Resolution 2025-02: Executive Director Compensation and Role Confirmation  

After review of the candidate’s qualifications and proposed compensation structure, the Board resolved the following:  

- Brian H Myers is appointed as Executive Director, effective immediately.  

- Compensation shall be structured as 8.5% of gross quarterly revenue, payable bi-monthly, with annualized compensation not to exceed $150,000 without further Board approval.  

- A health benefits package (organization to contribute 80% toward a platinum-tier plan) and retirement benefits (5% organizational match to a 403(b) plan) shall be activated upon achievement of specified revenue milestones:  

  - Health benefits: When quarterly gross revenue consistently exceeds $200,000 for two consecutive quarters.  

  - Retirement benefits: Upon confirmation of $500,000 in annual gross revenue.  

- Duties shall include day-to-day operations, fundraising, program development, and reporting to the Board.  

Action: Approved unanimously. The Treasurer was directed to execute the employment agreement and maintain contemporaneous records justifying compensation decisions, per IRS safe harbor requirements.

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V. VOLUNTEER RECRUITMENT STRATEGY  

Resolution 2025-03: Authorization for Volunteer Recruitment Campaign  

The Board discussed the critical need for volunteer support in key roles to advance the organization's mission.  

Motion: The Board authorized the Executive Director to initiate a targeted advertising campaign to recruit volunteers for the following positions:  

- Permanent Volunteer Executive Board of Trustees  

- Website Developer  

- IT Specialist  

- Chief Technology Officer (CTO)  

- Marketing Coordinator  

- Grant Writer  

- Social Media Manager  

- Compliance Officer  

- Legal Advisor  

Platforms to be utilized include LinkedIn Nonprofit Portal, VolunteerMatch, and state-specific first responder association newsletters.  

Budget: Not to exceed $2,500 for initial recruitment efforts.  

Action: Approved unanimously.  

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VI. 501(C)(3) STATUS APPLICATION  

Resolution 2025-04: Pursuit of Tax-Exempt Status  

The Board emphasized the urgency of obtaining 501(c)(3) status to ensure tax-exempt operations and donor confidence.  

Motion: The Executive Director is directed to prepare and submit Form 1023 to the IRS by September 30, 2025, with support from legal volunteers or pro bono counsel.  

Action: Approved unanimously. The Secretary is to oversee the documentation process.  

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VII. CORPORATE MARKETING AND OPERATIONS  

Resolution 2025-05: Development of Marketing Materials and Systems  

The Board authorized the following initiatives:  

- Creation of corporate marketing materials and campaigns, including a brand style guide, donor packets, and digital content.  

- Setup of a Customer Relationship Management (CRM) system to manage donor and volunteer engagement.  

- Development of an initial website to serve as an informational and recruitment portal.  

- Preliminary design and cost assessment for a responder portal to facilitate aid applications and communications.  

Budget: The Executive Director is to prepare a detailed budget for these initiatives by the next meeting.  

Action: Approved unanimously.  

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VIII. INITIAL SETUP BUDGET  

Resolution 2025-06: Establishment of Initial Budget  

The Board recognized the necessity of a formal budget to guide fiscal operations and ensure accountability.  

Motion: The Treasurer, in collaboration with the Executive Director, is to draft an initial setup budget encompassing all discussed initiatives, including but not limited to:  

- Legal and filing fees  

- Marketing and recruitment expenses  

- Technology and website development costs  

- Operational overhead  

The budget is to be presented for approval at the next Board meeting.  

Action: Approved unanimously.  

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IX. NEXT STEPS  

- The Secretary will file these minutes with the corporate record book.  

- The Executive Director will draft volunteer role descriptions by July 19, 2025.  

- The Treasurer will open organizational bank accounts by July 15, 2025.  

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X. ADJOURNMENT  

The meeting was adjourned at 12:00 PM EST by Chairperson Steve Dadura.  

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APPROVAL  

Submitted by:  

___________________________  

Ernest Gratz, Secretary  

Approved by:  

___________________________  

Steve Dadura, Board Chairperson  

Distribution:  

- Board of Trustees  

- Corporate Records  

Document Classification: Confidential – Internal Use Only