Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, July 08, 2024
Society Board Meeting Minutes
8 July 2024
Call to Order Anne Billeter called the meeting to order at 9:31. A quorum was declared. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Kim Thurman, Ros Lyne, Katie Haugse, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; via Zoom Matt Weismantel; absent Pam Olsen
Approval of June 2024 minutes
2024-46 Frank Marksman moved to approve the June 2024 Minutes as written. Katie Haugse seconded. Motion carried.
Treasurer’s Report
Interim Treasurer Kim Thurman presented the Treasurer’s Report for June 2024. A discussion ensued as to how to best utilize the Endowment Fund per Article XV, Sec. 3 of the Society Bylaws. Matt Weismantel informed the Board that up to 5% of the interest may be pulled off annually to be used at the Board’s discretion and encouraged RVGS to consider taking advantage of this with our upcoming expenses. Also discussed was the use of the Chuck and Colleen Eccleston Funds.
2024-49 Frank Marksman moved to transfer $4000 of the Eccleston funds into the Endowment Fund. Kim Thurman seconded. Motion failed 3 for, 7 against.
2024-50 Katie Haugse moved that $1000 of the Eccleston funds be transferred into the Endowment Fund and $3000 be transferred to the Capital Improvements Fund. Motion carried.
Noteworthy Expenses
See June’s Treasurer’s Report
Total Income: $ 15,682.34
Total Expense $ 4,382.16
Net Operating Income $ 11,300.18
Net Income $ 15,847.24
2024-51 Katie Haugse moved to approve the June 2024 Treasurer’s Report as amended to reflect Motion 2024-50. Loretta Barker seconded. Motion carried.
It was noted that the Bylaws supersede the Policy, but that the wording needs to be identical. Katie Haugse will follow up.
New Business
NGS Survey Discussion Matt Weismantel completed RVGS’ survey for us and reviewed it with the Board.
Phoenix Pirates Mascot T-Shirts Kim Thurman reported she received a cold call from a booster organization affiliated with Phoenix High School.
2024-52 Kim Thurman moved to spend $100 towards advertising on the Phoenix Pirates’ T-shirts from the marketing budget pending clarification that RVGS’ logo will be shown. Loretta Barker seconded. Motion carried.
Policy Review Katie Haugse noted that 4 Policies had not been reviewed recently. The Library Closure was reviewed.
2024-53 Frank Marksman moved to remove the line from the Closure Policy regarding the Volunteer Recognition/Holiday Party. Anne Billeter seconded. Motion carried.
The Library Collection Development Policy still contains references to JCGL.
2024-54 Rich Miles moved to change any references to JCGL in the Library Collection Development Policy to RVGS. Frank Marksman seconded. Motion carried.
The Technology Policy still contains references to JCGL.
2024-55 Rich Miles moved to change any references to JCGL in the Technology Policy to RVGS. Frank Marksman seconded. Motion carried.
Proposal for Book Sale Anne Billeter requested that RVGS hold a book sale in the Reading Room in September.
2024-56 Rich Miles moved to authorize a book sale in the Reading Room in September. Loretta Barker second. Motion carried.
Oregon Heritage Mentorship The Board expressed no interest in pursuing this.
Solar Proposal Frank Marksman highlighted the proposal from True South Solar. Discussion ensued as to how best to approach this with the upcoming Highway 99 construction and our potential needs to expand and long term viability of our building. Frank will follow up with True South and Rich Miles will contact an architect to obtain information regarding remodeling or addition to our current facility.
Unfinished Business
Budget Katie Haugse brought to the Board’s attention that a budget committee will be formed and represented by those whose committees are impacted. All committees will need to present a budget. The Budget meeting is slated for Thursday, 8 Aug at 1:30 at RVGS.
Nominating Committee A Nominating Committee is needed. Janet Read has volunteered and is looking for additional members. Mary Robsman’s name was suggested.
Executive Reports
President - See report - Anne noted that the closure of the Grants Pass Genealogy Society resulted in $426 being allocated to our Annual Fund Drive. In addition, Klamath Basin Library is donating books to RVGS due to downsizing. Many items have been added to RVGS’ library and others will be sold in the September book sale. In addition, we received an Annual Fund donation from Evelyn Williams, granddaughter of the McKees. Evelyn designed and constructed many of RVGS’s quilts, including Maryam’s Yellow Rose and the Table Rock quilt.
Vice President - No report - Frank Marksman did note that handyman Mike Meredith fixed the fan in the restroom and is seeking a plumber to fix the men’s urinal.
Trustee - See report - Ros Lyne reported that she is receiving most meeting numbers, and the numbers are quite similar to last year’s.
Past President - None - Katie Haugse reported that Char Wirfs did a talk about the Ginger Rogers quilt at Art Presence in Jacksonville with an attendance of 17.
Directors
Volunteer- See report - Ann Baracker updated the Board on the upcoming “Chasing Freedom” open house. Kim Thurman requested that income be tallied on one Yellow Receipt. Lynne Hunter will place advertisements.
Technology - See report - Rich Miles stated that the Outlook changeover is going smoothly. Jeff Bales donated 9 of the 16 hours of upgrades. There have been a few issues with the Hellgate scanning. Newspaper Archives has changed the way to access its use numbers.
Membership - see report - Loretta Barker will remove Frank Maesen’s name as it is a duplicate.
Education - see report - Jeanne Hoadley informed us that Genealogy Week planning is underway and will be hybrid.
Publications - No report
Committees and Coordinators
Publicity - none
Library - none
NGS - see report
Adjourned 12:15 pm by President Anne Billeter.
Member Meeting: Tuesday, September 17 at 1:30 pm
Next Board Meeting:Monday, August 12 at 9:30 am
Respectively submitted,
Cathy Ullrich
Secretary
| RVGS BOARD OF DIRECTORS EMAIL VOTE | |||||
| Motion Number: 2024-47 | |||||
| Matter voted on: To appoint the financial review committee as follows: Ron Baracker, Anne Plummer and Ron Naumann | |||||
| Date vote finalized: 23 June 2024 | |||||
| POSITION | NAME | YES | NO | NO VOTE | DATE OF VOTE |
| President | Anne Billeter | x | 6/23/24 | ||
| Vice President | Frank Marksman | x | 6/23/24 | ||
| Secretary | Cathy Ullrich | x | 6/23/24 | ||
| Treasurer | Kim Thurman | x | 6/23/24 | ||
| Trustee | Ros Lyne | x | 6/23/24 | ||
| Past President | Katie Haugse | x | 6/23/24 | ||
| Membership Director | Loretta Barker | x | 6/23/24 | ||
| Education Director | Pat Jenkins | x | 6/23/24 | ||
| Technology and Data Management | Rich Miles | x | 6/23/24 | ||
| Volunteer Director | Ann Baracker | x | 6/23/24 | ||
| Publications | Pam Olsen | x | 6/23/24 | ||
| RVGS ELECTED OFFICERS EMAIL VOTE | |||||
| Motion Number: 2024-48 | |||||
| Matter voted on: To appoint Jeanne Hoadley as Education Director | |||||
| Date vote finalized: 1 July 2024 | |||||
| POSITION | NAME | YES | NO | NO VOTE | DATE OF VOTE |
| President | Anne Billeter | x | |||
| Vice President | Frank Marksman | x | 1 Jul 2024 | ||
| Secretary | Cathy Ullrich | x | 1 Jul 2024 | ||
| Treasurer | Kim Thurman | x | 1 Jul 2024 | ||
| Trustee | Ros Lyne | x | 1 Jul 2024 | ||
| Past President | Katie Haugse | x | 1 Jul 2024 | ||
| Membership Director | Loretta Barker | ||||
| Education Director | Jeanne Hoadley | ||||
| Technology and Data Management | Rich Miles | ||||
| Volunteer Director | Ann Baracker | ||||
| Publications | Pam Olsen | ||||
Approval of June 2024 minutes
2024-46 Frank Marksman moved to approve the June 2024 Minutes as written. Katie Haugse seconded. Motion carried.
Treasurer’s Report
Interim Treasurer Kim Thurman presented the Treasurer’s Report for June 2024. A discussion ensued as to how to best utilize the Endowment Fund per Article XV, Sec. 3 of the Society Bylaws. Matt Weismantel informed the Board that up to 5% of the interest may be pulled off annually to be used at the Board’s discretion and encouraged RVGS to consider taking advantage of this with our upcoming expenses. Also discussed was the use of the Chuck and Colleen Eccleston Funds.
2024-49 Frank Marksman moved to transfer $4000 of the Eccleston funds into the Endowment Fund. Kim Thurman seconded. Motion failed 3 for, 7 against.
2024-50 Katie Haugse moved that $1000 of the Eccleston funds be transferred into the Endowment Fund and $3000 be transferred to the Capital Improvements Fund. Motion carried.
Noteworthy Expenses
See June’s Treasurer’s Report
Total Income: $ 15,682.34
Total Expense $ 4,382.16
Net Operating Income $ 11,300.18
Net Income $ 15,847.24
2024-51 Katie Haugse moved to approve the June 2024 Treasurer’s Report as amended to reflect Motion 2024-50. Loretta Barker seconded. Motion carried.
It was noted that the Bylaws supersede the Policy, but that the wording needs to be identical. Katie Haugse will follow up.
New Business
NGS Survey Discussion Matt Weismantel completed RVGS’ survey for us and reviewed it with the Board.
Phoenix Pirates Mascot T-Shirts Kim Thurman reported she received a cold call from a booster organization affiliated with Phoenix High School.
2024-52 Kim Thurman moved to spend $100 towards advertising on the Phoenix Pirates’ T-shirts from the marketing budget pending clarification that RVGS’ logo will be shown. Loretta Barker seconded. Motion carried.
Policy Review Katie Haugse noted that 4 Policies had not been reviewed recently. The Library Closure was reviewed.
2024-53 Frank Marksman moved to remove the line from the Closure Policy regarding the Volunteer Recognition/Holiday Party. Anne Billeter seconded. Motion carried.
The Library Collection Development Policy still contains references to JCGL.
2024-54 Rich Miles moved to change any references to JCGL in the Library Collection Development Policy to RVGS. Frank Marksman seconded. Motion carried.
The Technology Policy still contains references to JCGL.
2024-55 Rich Miles moved to change any references to JCGL in the Technology Policy to RVGS. Frank Marksman seconded. Motion carried.
Proposal for Book Sale Anne Billeter requested that RVGS hold a book sale in the Reading Room in September.
2024-56 Rich Miles moved to authorize a book sale in the Reading Room in September. Loretta Barker second. Motion carried.
Oregon Heritage Mentorship The Board expressed no interest in pursuing this.
Solar Proposal Frank Marksman highlighted the proposal from True South Solar. Discussion ensued as to how best to approach this with the upcoming Highway 99 construction and our potential needs to expand and long term viability of our building. Frank will follow up with True South and Rich Miles will contact an architect to obtain information regarding remodeling or addition to our current facility.
Unfinished Business
Budget Katie Haugse brought to the Board’s attention that a budget committee will be formed and represented by those whose committees are impacted. All committees will need to present a budget. The Budget meeting is slated for Thursday, 8 Aug at 1:30 at RVGS.
Nominating Committee A Nominating Committee is needed. Janet Read has volunteered and is looking for additional members. Mary Robsman’s name was suggested.
Executive Reports
President - See report - Anne noted that the closure of the Grants Pass Genealogy Society resulted in $426 being allocated to our Annual Fund Drive. In addition, Klamath Basin Library is donating books to RVGS due to downsizing. Many items have been added to RVGS’ library and others will be sold in the September book sale. In addition, we received an Annual Fund donation from Evelyn Williams, granddaughter of the McKees. Evelyn designed and constructed many of RVGS’s quilts, including Maryam’s Yellow Rose and the Table Rock quilt.
Vice President - No report - Frank Marksman did note that handyman Mike Meredith fixed the fan in the restroom and is seeking a plumber to fix the men’s urinal.
Trustee - See report - Ros Lyne reported that she is receiving most meeting numbers, and the numbers are quite similar to last year’s.
Past President - None - Katie Haugse reported that Char Wirfs did a talk about the Ginger Rogers quilt at Art Presence in Jacksonville with an attendance of 17.
Directors
Volunteer- See report - Ann Baracker updated the Board on the upcoming “Chasing Freedom” open house. Kim Thurman requested that income be tallied on one Yellow Receipt. Lynne Hunter will place advertisements.
Technology - See report - Rich Miles stated that the Outlook changeover is going smoothly. Jeff Bales donated 9 of the 16 hours of upgrades. There have been a few issues with the Hellgate scanning. Newspaper Archives has changed the way to access its use numbers.
Membership - see report - Loretta Barker will remove Frank Maesen’s name as it is a duplicate.
Education - see report - Jeanne Hoadley informed us that Genealogy Week planning is underway and will be hybrid.
Publications - No report
Committees and Coordinators
Publicity - none
Library - none
NGS - see report
Adjourned 12:15 pm by President Anne Billeter.
Member Meeting: Tuesday, September 17 at 1:30 pm
Next Board Meeting:Monday, August 12 at 9:30 am
Respectively submitted,
Cathy Ullrich
Secretary