Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, July 14, 2025
Society Board Meeting Minutes
14 July 2025
CALL TO ORDER
The meeting was called to order at 9:30 am by President Anne Billeter. In attendance: Anne Billeter, Cathy Ullrich, Valerie Sanders, Ros Lyne, Kim Thurman, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; via Zoom: Matt Weismantel; absent: Frank Marksman; guest: Dennis Stevens
E-Vote
RVGS Board of Directors Email Vote
Motion Number: 2025-30
Date Vote Finalized: 6/27/2025
| Position | Name | Yes | No | Did not vote | Date of vote |
| President | Anne Billeter | X | 6/27/25 | ||
| Vice President | Frank Marksman | X | |||
| Secretary | Cathy Ullrich | X | 6/27/25 | ||
| Treasurer | Valerie Sanders | X | 6/27/25 | ||
| Trustee | Ros Lyne | X | 6/27/25 | ||
| Past President | Kim Thurman | X | 6/27/25 | ||
| Membership Director | Loretta Barker | X | 6/27/25 | ||
| Education Director | Jeanne Hoadley | X | 6/27/25 | ||
| Technology Director | Rich Miles | X | 6/27/25 | ||
| Volunteer Director | Ann Baracker | X | 6/27/25 | ||
| TOTAL | 9 | 0 | 1 |
APPROVAL OF MINUTES
Cathy Ullrich shared a note of thanks from our Scholarship winner, Lillie Hills. It was shared with the eNews for inclusion in an upcoming newsletter.
2025-31 Kim Thurman moved to approve the June 2025 minutes. Rich Miles seconded. Motion carried.
TREASURER’S REPORT
2025-32 Loretta Barker moved to approve the July Treasurer’s Report. Valerie Sanders seconded. Motion carried.
See report for full details.
Total income $ 6,389.86
Total expense $ 4,423.23
Net operating income $ 1,966.20
Net income $ 2,448.97
Actual to Budget $15,806.81 to $4,180
Total expense $ 4,423.23
Net operating income $ 1,966.20
Net income $ 2,448.97
Actual to Budget $15,806.81 to $4,180
A discussion ensued about whether to sign up for another year’s membership in the Non-Profit Association of Oregon. Follow up with Frank Marksman and Jana Stanley to determine if renewal is useful.
NGS see report.
Matt Wiesmantel highlighted that Microsoft Publisher will not be supported in 2027. A brief discussion entailed how we might possibly move forward. Tabled.
NEW BUSINESS
Living Opportunities see information sheet.
2025-33 Kim Thurman moved to donate $50 (two hours of research) to FurnARTure to expire in one year (October 5, 2026). Loretta Barker seconded. Motion carried.
Class Tuition Increase
2025-34 Jeanne Hoadley moved to increase the Genealogy 101 classes from $5 for members to $10 for members and $10 for non-members to $20. Rich Miles seconded. Motion carried.
Insurance Committee Progress
Kim Thurman reported that the committee determined that our current coverage is acceptable. It was recommended to add a policy for accidents involving members and cyber insurance. The committee will meet again to come up with dollar figures for budgetary purposes.
Budget Committee Progress see report.
Kim Thurman reported that the committee is still looking at adjustments such as the additional insurance costs and the need for technology upgrades. The distribution from the endowment fund is included. A decrease in dues and an increase in the annual fund drive have been adjusted. Most of the remainder of the items reflected minor adjustments, with 5% increases budgeted for utilities, data, and insurance. The budget will be approved by the Board in August to present to the members in September for a vote in the October Member Meeting.
Like Groups Policy see report.
Kim Thurman reported that the committee determined that our current coverage is acceptable. It was recommended to add a policy for accidents involving members and cyber insurance. The committee will meet again to come up with dollar figures for budgetary purposes.
Budget Committee Progress see report.
Kim Thurman reported that the committee is still looking at adjustments such as the additional insurance costs and the need for technology upgrades. The distribution from the endowment fund is included. A decrease in dues and an increase in the annual fund drive have been adjusted. Most of the remainder of the items reflected minor adjustments, with 5% increases budgeted for utilities, data, and insurance. The budget will be approved by the Board in August to present to the members in September for a vote in the October Member Meeting.
Like Groups Policy see report.
2025-35 Kim Thurman moved to accept the current like groups policy as written with the removal of item 6. Rich Miles seconded. Motion carried.
Gifts Policy see report.
2025-36 Rich Miles moved to accept the revision update to the gifts policy to add gift card language in the acceptable gifts policy item 8.
Oregon Historical Society
Members may use our Oregon Historical Society member card on behalf of RVGS. It will be located on the bulletin board in the Society office.
UNFINISHED BUSINESS
Response to ODOT see report.
ODOT has approved our driveway requests. The next step in the process is the right-of-way, involving the positioning of the left turn and crosswalk in front of the RVGS building.
Business Cards in Foyer
Pam D’Alluria is organizing the foyer. Cards for research services will be available. Discussion ensued. Researchers who post should be RVGS members who may bring clients into the library to do research on genealogy only. Business cards should be specific, contain a bio, and include a photo of the researcher. Kim will craft a policy.
Members may use our Oregon Historical Society member card on behalf of RVGS. It will be located on the bulletin board in the Society office.
UNFINISHED BUSINESS
Response to ODOT see report.
ODOT has approved our driveway requests. The next step in the process is the right-of-way, involving the positioning of the left turn and crosswalk in front of the RVGS building.
Business Cards in Foyer
Pam D’Alluria is organizing the foyer. Cards for research services will be available. Discussion ensued. Researchers who post should be RVGS members who may bring clients into the library to do research on genealogy only. Business cards should be specific, contain a bio, and include a photo of the researcher. Kim will craft a policy.
2025-37 Kim Thurman moved that at a future date, members only may place researcher business cards in the foyer. The cards must have a biography and a photo. Valerie Sanders seconded. Motion carried.
REPORTS
President see report.
We need to form a nominating committee. Lynne Hunter may have suggestions.
Vice President none
Trustee see report
Ros may need a temporary backup cashier.
Past President none
DIRECTORS
Volunteer see report
Jeanne Hoadley is mentoring now that Ruth Wade has stepped down. Chloe Sternola is updating the librarian manual and will run it past Anne.
Technology and Data Management see report
Rich Miles reported that the Colleen Eccleston project is winding down. The hyperlinks are not working when uploaded to the Cloud. He and Jeff Bales will troubleshoot this. It was also mentioned that the Owl laptop power cord keeps falling out.
Education see report
Jeanne Hoadley reported that our education slate is filled for the balance of the year. The committee is discussing a Genealogy 201 series in 2026, targeting intermediate to advanced researchers. Rich will publicize our October seminar.
COMMITTEES
Quilt Committee
The quilt committee will have a “rummage” sale on October 23, with profits going to the publishing of their book. As of this writing, we do not have a raffle quilt.
ADJOURNED
The meeting was adjourned at 12:14 by President Anne Billeter.
NOTE - Three members will be absent from the August Board Meeting. Please let Anne Billeter know if you will be unable to attend so a quorum may be established.
NEXT MEETING August 11th, 9:30 am
Respectfully submitted,
Cathy Ullrich
Secretary
President see report.
We need to form a nominating committee. Lynne Hunter may have suggestions.
Vice President none
Trustee see report
Ros may need a temporary backup cashier.
Past President none
DIRECTORS
Volunteer see report
Jeanne Hoadley is mentoring now that Ruth Wade has stepped down. Chloe Sternola is updating the librarian manual and will run it past Anne.
Technology and Data Management see report
Rich Miles reported that the Colleen Eccleston project is winding down. The hyperlinks are not working when uploaded to the Cloud. He and Jeff Bales will troubleshoot this. It was also mentioned that the Owl laptop power cord keeps falling out.
Education see report
Jeanne Hoadley reported that our education slate is filled for the balance of the year. The committee is discussing a Genealogy 201 series in 2026, targeting intermediate to advanced researchers. Rich will publicize our October seminar.
COMMITTEES
Quilt Committee
The quilt committee will have a “rummage” sale on October 23, with profits going to the publishing of their book. As of this writing, we do not have a raffle quilt.
ADJOURNED
The meeting was adjourned at 12:14 by President Anne Billeter.
NOTE - Three members will be absent from the August Board Meeting. Please let Anne Billeter know if you will be unable to attend so a quorum may be established.
NEXT MEETING August 11th, 9:30 am
Respectfully submitted,
Cathy Ullrich
Secretary
