1/8/26 Advisory Board Meeting Notes

Date: January 8th, 2026

Time: 10:30 AM

Meeting Type: Agent Advisory Board – Monthly Meeting

Board Members Present

Robby Beamer

Stephanie Spencer

Gretchen Peoples

Cheryl Helmecki

Craig Helmecki

Shellie Teubner

Kim Cotton

Management Representatives

Robert Carroll

Melissa Racca

1. Call to Order

The meeting was called to order at 10:30 AM. This marked the first official Agent Advisory Board meeting, with a focus on transparency, collaboration, and shaping initiatives that support agents and strengthen the brand as a whole.

2. Board Budget and Brand Development Fund

The board discussed the creation and structure of a dedicated Board Budget, with an emphasis on planning ahead for events, sponsorships, marketing initiatives, and community involvement.

Currently, agents on specific plans contribute $50 per month toward digital advertising as part of their monthly investment, resulting in a total budget of $450 per month. On average, approximately $70 per week is spent on digital advertising specifically for listings. The remaining funds are allocated toward general company advertising, including promotions for events, charity drives, recruiting efforts, and other initiatives.

The board discussed the possibility of reallocating these funds into a more flexible, general-purpose budget that could support a wider range of company initiatives. After discussion, the board agreed that digital advertising remains important and should continue as is for the time being, while additional options and ideas are explored.

As part of this discussion, it was agreed that the Digital Advertising Fund will be renamed the Brand Development Fund. This change better reflects the broader vision for these funds moving forward, including expanding both the budget and scope to support additional marketing efforts, community involvement, and brand-building initiatives.

3. Planning Ahead for Events and Sponsorships

The importance of proactive planning was a key focus of the meeting. Many of the events the company participates in occur around the same time each year, including but not limited to:

• Holden Beach Festival

• Fourth of July Parades

• Local concert series

• Oak Island Water Rescue Golf Tournament

• Various seasonal charity drives

  
  

To improve preparation and budgeting, the board was asked to speak with agents in their respective offices and gather a list of events the company should consider participating in or sponsoring. This list will be brought to the February Board Meeting, allowing leadership to plan ahead, allocate funds appropriately, and ensure meaningful participation rather than last-minute decisions.

4. Marketing Initiatives: Digital and Physical Presence

The board discussed current marketing efforts and the importance of maintaining both a strong digital presence and a visible physical presence in the community.

Overall, the board expressed confidence in the company’s digital marketing efforts at this time. In addition, ideas were discussed for expanding physical visibility in the future, including potential opportunities such as billboards and other high-impact physical advertising. These ideas will continue to be explored as part of the Brand Development Fund planning.

5. Agent Participation and Office Presence

A significant portion of the discussion centered on the importance of agent participation, both internally and externally.

The board emphasized the value of agents showing up for:

• Company events

• Brunswick County Association of Realtors events

• Office duty

  
  

While walk-ins and calls may not happen frequently, when they do occur, having an agent present and available can make the difference between the company gaining or losing business. A lack of agent presence impacts not only individual agents, but the brand as a whole.

The group also discussed how consistent office presence helps build stronger connections with fellow agents, clients, and the community, reinforcing professionalism and accessibility across all offices.

6. Recruiting and Client Engagement Events

The board discussed ideas for hosting agent-focused events that could serve both recruiting and engagement purposes. Ideas included events with a clear value-add, such as business planning sessions or educational opportunities.

For recruiting events specifically, the importance of current agents showing up, engaging with potential recruits, and personally inviting agents they know was emphasized. Strong attendance and genuine connections help demonstrate the culture and support within the company more effectively than marketing alone.

Client appreciation events were also discussed, with a focus on keeping agents’ spheres engaged and strengthening relationships under the REMAX brand.

7. Quarterly Charity Drives

The board discussed formalizing quarterly charity drives as a company-wide initiative. The company already hosts:

• A Back-to-School Drive in Q3

• A Holiday Toy Drive in Q4

  
  

Additional organizations and causes were discussed as potential opportunities for Q1 and Q2. Ideas included placing donation drop-off boxes at all four offices and utilizing the Brand Development Fund to promote these initiatives through social media advertising.

Making charity involvement quarterly helps keep community outreach consistent, visible, and aligned with company values throughout the year.

8. Board Member Outreach and Agent Engagement

The role of board members as a bridge between agents and leadership was discussed in depth. Board members were encouraged to actively engage with agents in their offices to better understand:

• What is important to agents

• Current concerns or challenges

• Ideas for improvement or growth

  
  

Suggestions included monthly emails, informal check-ins, or in-person meetups with board representatives. Management expressed support for board members and committed to assisting them in engaging with their offices in ways that work best for each location.

9. Team Member of the Month

The board reviewed the Team Member of the Month nominations. Following discussion, the board unanimously selected Tom Rye of the Calabash office as the January Team Member of the Month, recognizing his dedication, positive attitude, and continued contributions to the team.

10. Adjournment

The meeting concluded after all agenda items were reviewed and discussed. The next Agent Advisory Board meeting will continue building on these initiatives and reviewing progress, with additional event planning to be addressed at the February meeting.