Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, June 09, 2025
Society Board Meeting Minutes
9 June 2025
CALL TO ORDER
The meeting was called to order at 9:32 am by President Anne Billeter. A quorum was established. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Valerie Sanders, Ros Lyne, Kim Thurman, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; guests Mike Meredith, Bill Mansfield; via Zoom Matt Weismantel
APPROVAL OF MINUTES
The meeting was called to order at 9:32 am by President Anne Billeter. A quorum was established. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Valerie Sanders, Ros Lyne, Kim Thurman, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; guests Mike Meredith, Bill Mansfield; via Zoom Matt Weismantel
APPROVAL OF MINUTES
2025-27 Frank Marksman moved to approve the May 2025 minutes. Kim Thurman seconded. Motion carried.
TREASURER’S REPORT
2025-28 Kim Thurman moved to approve the June Treasurer’s Report. Loretta Barker seconded. Motion carried.
See report for full details.
Total income $ 8,792.80
Total expense $ 2,343.62
Net operating income $ 6,449.18
Net income $ 6,449.05
Actual to Budget $12,961.49 to $-4810
NGS see report.
Matt highlighted RVGS’ letter to our state and local leaders regarding the decrease in support for national genealogical organizations. Other groups applauded our efforts. Matt also brought to our attention potential changes from the National Association of Public Health Statistics and Information Systems that would restrict access to vital records. The Act extends the embargo period for birth records to 125 years and death, marriage, and divorce records to 75 years. Matt encouraged genealogy organizations to actively object to the act before it is introduced to each state.
UNFINISHED BUSINESS I
ODOT Driveway Proposal - see report for full details.
Maintenance Director Mike Meredith is pleased with what ODOT is recommending for RVGS’ driveway. Mike is recommending a larger “landing area” of 15 feet. There remains a concern that street run-off may flood into RVGS’ parking lot. By Board consensus, the next step is to forward Mike’s plan to Aaron Brooks at ODOT. Attorney Bill Mansfield suggested we may want to meet with ODOT to get clarification.
NEW BUSINESS
Background checks - tabled until July
Annual Fund Drive - Valerie Sanders will handle. A reminder of the upcoming Annual Fund Drive will be added to the agenda for the Member meeting on June 17th.
UNFINISHED BUSINESS II
OLLI Open House Pass Door Prize
The OLLI pass was initially designated at $25.
Total income $ 8,792.80
Total expense $ 2,343.62
Net operating income $ 6,449.18
Net income $ 6,449.05
Actual to Budget $12,961.49 to $-4810
NGS see report.
Matt highlighted RVGS’ letter to our state and local leaders regarding the decrease in support for national genealogical organizations. Other groups applauded our efforts. Matt also brought to our attention potential changes from the National Association of Public Health Statistics and Information Systems that would restrict access to vital records. The Act extends the embargo period for birth records to 125 years and death, marriage, and divorce records to 75 years. Matt encouraged genealogy organizations to actively object to the act before it is introduced to each state.
UNFINISHED BUSINESS I
ODOT Driveway Proposal - see report for full details.
Maintenance Director Mike Meredith is pleased with what ODOT is recommending for RVGS’ driveway. Mike is recommending a larger “landing area” of 15 feet. There remains a concern that street run-off may flood into RVGS’ parking lot. By Board consensus, the next step is to forward Mike’s plan to Aaron Brooks at ODOT. Attorney Bill Mansfield suggested we may want to meet with ODOT to get clarification.
NEW BUSINESS
Background checks - tabled until July
Annual Fund Drive - Valerie Sanders will handle. A reminder of the upcoming Annual Fund Drive will be added to the agenda for the Member meeting on June 17th.
UNFINISHED BUSINESS II
OLLI Open House Pass Door Prize
The OLLI pass was initially designated at $25.
2025-28 Rich Miles moved to increase the OLLI pass to a $50 value. Kim Thurman seconded. Motion carried.
Insurance Review -The Insurance Review is set for June 16th, per Kim Thurman.
Radio Ad - We are to provide the information to the radio, and they will create the ad. Lynne Hunter is taking the lead.
Duplicate Gravestone - see included note.
A headstone for “Sylvia Cardoza” is located in the rear of RVGS’ building. Mike Meredith located a headstone for “Silvia Cardoza” in Winema Cemetery in Weed, CA. Researcher Cathy Ullrich made contact with Paul Shelton of the Weed Historical Museum. Paul is acquainted with the Cardoza family and was able to make contact with Silvia’s son, Dan. Dan states that Silvia and her husband, Anthony, were both cremated and interred in the Winema Cemetery.
Flag Design - see samples.
The “blue” flag design was chosen by consensus of the Board. Ann Baracker recommended we order three flags - for outside, for display inside, and a spare.
Radio Ad - We are to provide the information to the radio, and they will create the ad. Lynne Hunter is taking the lead.
Duplicate Gravestone - see included note.
A headstone for “Sylvia Cardoza” is located in the rear of RVGS’ building. Mike Meredith located a headstone for “Silvia Cardoza” in Winema Cemetery in Weed, CA. Researcher Cathy Ullrich made contact with Paul Shelton of the Weed Historical Museum. Paul is acquainted with the Cardoza family and was able to make contact with Silvia’s son, Dan. Dan states that Silvia and her husband, Anthony, were both cremated and interred in the Winema Cemetery.
Flag Design - see samples.
The “blue” flag design was chosen by consensus of the Board. Ann Baracker recommended we order three flags - for outside, for display inside, and a spare.
2025-29 Rich Miles moved to spend not more than $225 from line-item #6667 (marketing) to purchase three flags. Valerie Sanders seconded. Motion carried.
EXECUTIVE REPORTS
President - see report.
Anne brought to the Board’s attention an issue with a homeless individual who became belligerent with librarians, who summoned law enforcement. Also briefly discussed in light of the recent Phoenix fire was a “text tree” for quick communication. Anne will ask Meghan Thompson to set up. Also discussed was an “emergency evacuation plan” for items to be removed and stored off-premises. It was suggested to post this list on the doors.
Vice President - no report
Frank Marksman mentioned that he attended the Phoenix Chamber of Commerce Greeters, and a member gave RVGS a positive shout-out.
Trustee - see report.
Ros Lyne also reported from the Scholarship Committee that Lillie Hills, a senior at South Medford High School, “our winner,” had mailed a “thank you” to the society.
Past President - see report.
Discussion ensued about the use of the empty bulletin boards in the foyer. Tabled until July.
DIRECTORS REPORTS
Volunteer - see report.
Technology and Data Management- see report.
Membership - see report
Loretta Barker stated she knows that the Pomona Valley Genealogical Society in Southern California is disbanding. She is encouraging them to join RVGS.
Education - see report.
It was mentioned that some members want to attend SIGs in person rather than on Zoom, and how to facilitate that with the Owls. We want people in RVGS!
ADJOURNED
11:50 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich
Secretary
President - see report.
Anne brought to the Board’s attention an issue with a homeless individual who became belligerent with librarians, who summoned law enforcement. Also briefly discussed in light of the recent Phoenix fire was a “text tree” for quick communication. Anne will ask Meghan Thompson to set up. Also discussed was an “emergency evacuation plan” for items to be removed and stored off-premises. It was suggested to post this list on the doors.
Vice President - no report
Frank Marksman mentioned that he attended the Phoenix Chamber of Commerce Greeters, and a member gave RVGS a positive shout-out.
Trustee - see report.
Ros Lyne also reported from the Scholarship Committee that Lillie Hills, a senior at South Medford High School, “our winner,” had mailed a “thank you” to the society.
Past President - see report.
Discussion ensued about the use of the empty bulletin boards in the foyer. Tabled until July.
DIRECTORS REPORTS
Volunteer - see report.
Technology and Data Management- see report.
Membership - see report
Loretta Barker stated she knows that the Pomona Valley Genealogical Society in Southern California is disbanding. She is encouraging them to join RVGS.
Education - see report.
It was mentioned that some members want to attend SIGs in person rather than on Zoom, and how to facilitate that with the Owls. We want people in RVGS!
ADJOURNED
11:50 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich
Secretary
