Call to Order Anne Billeter called the meeting to order at 9:31 A quorum was declared. In attendance: Anne Billeter, Cathy Ullrich, Kim Thurman, Ros Lyne, Katie Haugse, Jeanne Hoadley, Loretta Barker, Pam Olsen, Rich Miles; via Zoom Matt Weismantel; absent Frank Marksman, Ann Baracker

Approval of August 2024 minutes
Rich Miles asked for clarification about the grant and use of Capital Funds in regard to the potential solar upgrade.

Treasurer’s Report Kim Thurman presented the Treasurer’s report. She noted that the City of Phoenix is not auto-paying for water. She consulted with the City of Phoenix and hopefully got it squared away. Pacific Power costs were up. Rich Miles reported that the air conditioner was running on a Sunday and would check the set-back on the thermostat. See August’s report for full details.
Total Income:                            $   2,197.83
Total Expense                           $   6,960.14      
Net Operating Income            $ - 4,762.31 (-$2,762.31)
Net Income                               $ - 4,719.27 (-$2,719.27)
Figures adjusted for disbursement of the Scholarship expense from designated funds.

Discussion ensued about hiring a bookkeeping/treasurer service. Several suggestions were discussed, including checking in with the Oregon Heritage Foundation or teaming up with other local societies to see if we can share bookkeeping services.

New Business

Holiday Closure - Holiday closure for 2024 was discussed. RVGS will be closed on the Wednesday prior to Thanksgiving (Nov. 27) through the weekend, reopening Monday (Dec. 2). Christmas closure will commence Dec. 16th and continue to Dec. 25th; reopen on the 26th through the 31st; close for 1 Jan 2025 and reopen 2 Jan 2025.

Nominating Committee Anne Billeter thanked Janet Read and Cindi Hobson for their dedicated efforts to find volunteers.

Financial Review Anne Billeter thanked Kim Thurman and Ros Lyne for coordinating the review. Kim mentioned her appreciation to Anne Plummer, Ron Naumann and Ron Baracker for their time. A few suggestions were recommended by the committee. An additional form of payment other than PayPal was suggested. Also it was mooted to investigate investing our Scholarship Fund in a CD, but treasurer Kim Thurman stated that could get complicated to track. There was a concern that we do not have an updated inventory. Additionally it was noted that expenses for the Salem scanning trip were not remitted. Overall the committee was pleased with our internal controls and review process. Anne Billeter would like to recommend that the same committee perform the review next year with the caveat that the conflict of interest policy be emphasized and in place.
 
Horton Family Foundation Grant Anne Billeter will thank them for last year’s funds and will let them know it was utilized for upgrading the HVAC system. She will also indicate to them that this year’s contribution will help off-set operating expenses.

Unfinished Business

2025 Budget Kim Thurman will make enlarged visuals to present at the upcoming Member Meeting. Talking points will include increasing dues, as well as noting that attendance in classes are down. The option of taking our available distribution from the endowment will also be presented.
Member Request for Executor - The Board discussed the request by a member  to act as Executor of his Estate. Anne Billeter spoke with attorney Bill Mansfield regarding how to handle this. Anne will follow up with this member.

Solar Grant The potential for upgrading the RVGS facility to solar was discussed.

Shelf Space Allotment Anne Billeter suggested we consider removing the half-walls and columns in the library to provide more shelving space. These are non-load-bearing and are housing electrical conduits.

Executive Reports
President - Anne Billeter noted that we received a check from DAR in appreciation of a quilt presentation. It will be allocated to the Annual Fund Drive. In addition, we recently hosted Brookdale Assisted Living and had 6 guests, 5 of whom did research with 1-on-1 volunteers.

Vice President none

Trustee It was noted that the Trustee form may need to be adjusted in 2025 to reflect class and interest group changes.

Past President Katie Haugse remarked that RVGS is loaning three of our quilts to Hanley Farm for display on September 21 and 22. They will be inside the home and not outdoors in pop-up tents.

Directors
Volunteer Ros Lyne has agreed to step forward and be our Zoom Host Scheduler. Zoom hosts still need to register for classes in order to receive the Zoom link.

Technology Rich Miles stated that we still need volunteers to help with the Hellgate scanning project.

Membership Loretta Barker informed us that the Genie committee is making progress. One training is completed; two others are upcoming. Chloe Sternola is the Genie coordinator. Josie Baker has agreed to assemble packets.It was also discussed that RVGS charge $1.00 for coffee and tea, as well as water and snacks.

Loretta also reported that there was an ad for RVGS in the Siskiyou Singers Program. She will share it with Historian, Cindi Hobson.

Education Jeanne Hoadley noted that the focus for now is on the upcoming Genealogy Week. Jeanne is writing a script to be used to introduce classes. Discussion ensued about class members receiving a confirmation email when signing up for a class. Our platform does not allow for that. Anne Billeter mentioned that RVGS may want to begin planning a 60th anniversary event for RVGS that could tie in with the 250th celebration of the USA. She will check with Mary Tusi, Mary Robsman and Ann Baracker.

Publications Pam Olsen reported that all is going well, but that she could use more Member Sharing stories for the eNews. The Rogue Digger has plenty to publish.

Library Anne Billeter mentioned we have a couple new librarians.

NGS Matt Weismantel urged us to read his report.

ODOT Anne Billeter mentioned that she received a follow-up phone call from last week’s meeting. We now have the name and phone number of the person responsible for the cones on Hwy 99.

Adjourned 12:08 pm
 
MEETINGS

Respectfully submitted,
 
Cathy Ullrich
Secretary