Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, October 13, 2025
Society Board Meeting Minutes
13 October 2025
CALL TO ORDER
The meeting was called to order at 9:31 am by President Anne Billeter. A quorum was declared. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Ros Lyne, Jeanne Hoadley, Loretta Barker, Rich Miles, Kim Thurman; via Zoom: Valerie Sanders, Matt Weismantel; Guest: Patt Herdklotz via Zoom
APPROVAL OF MINUTES
Cathy Ullrich shared a note from the DAR thanking RVGS with a $200 donation for a presentation given to DAR, and an email from a happy Genealogy Week patron.
The meeting was called to order at 9:31 am by President Anne Billeter. A quorum was declared. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Ros Lyne, Jeanne Hoadley, Loretta Barker, Rich Miles, Kim Thurman; via Zoom: Valerie Sanders, Matt Weismantel; Guest: Patt Herdklotz via Zoom
APPROVAL OF MINUTES
Cathy Ullrich shared a note from the DAR thanking RVGS with a $200 donation for a presentation given to DAR, and an email from a happy Genealogy Week patron.
2025-50-Frank Marksman moved to approve the September minutes as written. Kim Thurman seconded. Motion carried.
TREASURER’S REPORT
2025-51 Kim Thurman moved to approve the October Treasurer’s report as written. Rich Miles seconded. Motion carried.
See report for complete details.
Total income $5,121.18
Total expense $4,576.70
Net operating income $ 544.48
Net income $1,002.57
Total expense $4,576.70
Net operating income $ 544.48
Net income $1,002.57
NGS see report.
Matt Weismantel highlighted upcoming events at NGS. He recommended that RVGS may want to send interested Board members to the GRIP Genealogical Organizational Excellence course beginning in September 2026. The estimated cost is approximately $300 per person for the nine-week online class. Sign-ups open December 2025.
NEW BUSINESS
Draft Background Policy for Treasurer and Cashier - tabled
Proposal to Move Genealogy Week
2025-52 Frank Marksman moved to schedule Genealogy Week 28 September 2026 through 3 October 2026 to coordinate with Family History Month in October. Ros Lyne seconded. Motion carried.
60th Anniversary
Ros Lyne, Ann Baracker, and Loretta Barker expressed interest in being on the committee.
UNFINISHED BUSINESS
Solar Power
A discussion ensued about the pros and cons of the feasibility and assumption of debt with additional building and facility improvement expenditures upcoming. Frank Markman will investigate obtaining a line of credit from financial organizations. He will also investigate bids for paving the parking lot and ODOT’s eventual plan for the driveway.
Bookkeeping Update
Valerie Sanders may have located a new bookkeeping service. She will follow up. Frank Marksman also shared a reference for a bookkeeper.
Quilt Book -see President’s report
The board agreed by consensus to support the publication of the Quilt Committee’s book. Anne Billeter will follow up with Karen Asche on the estimated expenses for the book’s publication for budgetary and grant purposes.
EXECUTIVE REPORTS
President - see report
An open house for Veterans on November 11th was discussed. Ann Baracker will contact the Domiciliary. RVGS will provide lunch for the Board Retreat on November 9. Strategic planning is the focus. Anne Billeter sent out invitations to non-Board Members.
Vice President - see report
Trustee - see report
Ros Lyne reported that we are missing the Irish Interest Group numbers for September. Kim Thurman pointed out that Zoom participation numbers can be retrieved from Zoom reports.
Past President - none
DIRECTOR REPORTS
Volunteer - see report
Ann Baracker reported that in the future, Easter Seals may be able to provide people for special projects such as scanning. She also noted that the January 2026 Volunteer Luncheon will conflict with an outside group on that Saturday. It was changed by consensus to January 31, 2026 from 10:30 to 12:30. The menu will be a pancake brunch.
Technology and Data Management - see report
Rich Miles highlighted the Genealogy Week statistics.
Membership - see report
Education - see report.
Anne Billeter thanked Jeanne Hoadley for the very successful Genealogy Week. Jeanne reported that the classes for 2026 are penciled in.
Ros Lyne, Ann Baracker, and Loretta Barker expressed interest in being on the committee.
UNFINISHED BUSINESS
Solar Power
A discussion ensued about the pros and cons of the feasibility and assumption of debt with additional building and facility improvement expenditures upcoming. Frank Markman will investigate obtaining a line of credit from financial organizations. He will also investigate bids for paving the parking lot and ODOT’s eventual plan for the driveway.
Bookkeeping Update
Valerie Sanders may have located a new bookkeeping service. She will follow up. Frank Marksman also shared a reference for a bookkeeper.
Quilt Book -see President’s report
The board agreed by consensus to support the publication of the Quilt Committee’s book. Anne Billeter will follow up with Karen Asche on the estimated expenses for the book’s publication for budgetary and grant purposes.
EXECUTIVE REPORTS
President - see report
An open house for Veterans on November 11th was discussed. Ann Baracker will contact the Domiciliary. RVGS will provide lunch for the Board Retreat on November 9. Strategic planning is the focus. Anne Billeter sent out invitations to non-Board Members.
Vice President - see report
Trustee - see report
Ros Lyne reported that we are missing the Irish Interest Group numbers for September. Kim Thurman pointed out that Zoom participation numbers can be retrieved from Zoom reports.
Past President - none
DIRECTOR REPORTS
Volunteer - see report
Ann Baracker reported that in the future, Easter Seals may be able to provide people for special projects such as scanning. She also noted that the January 2026 Volunteer Luncheon will conflict with an outside group on that Saturday. It was changed by consensus to January 31, 2026 from 10:30 to 12:30. The menu will be a pancake brunch.
Technology and Data Management - see report
Rich Miles highlighted the Genealogy Week statistics.
Membership - see report
Education - see report.
Anne Billeter thanked Jeanne Hoadley for the very successful Genealogy Week. Jeanne reported that the classes for 2026 are penciled in.
2025-53 Cathy Ullrich moved that the Board of Directors of Rogue Valley Genealogical Society authorize Frank Marksman to obtain financial information, including but not limited to loans and lines of credit, on behalf of the Society for capital improvements. Frank Marksman may not sign any documents to commence any transaction without a vote of the Board. Kim Thurman seconded. Motion carried.
ADJOURN
12:28 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich, Secretary
UPCOMING MEETINGS
Next Board Meeting - Monday, 10 November, 9:30 AM
Board Retreat - Wednesday, 5 November, 9:00 AM - 3 PM
EVENTS
Thursday, October 16 - Class: “Introduction to Find My Past” - Kim Thurman
Saturday, October 18 - Open House - Oregon Mayflower Society
Tuesday, October 21 - Member Meeting - “Citizen Transcription Project” - Ros Lyne & Kathie Ordal D.
Saturday, October 25 - Seminar - “Researching Your English Ancestors” - Paul Milner
12:28 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich, Secretary
UPCOMING MEETINGS
Next Board Meeting - Monday, 10 November, 9:30 AM
Board Retreat - Wednesday, 5 November, 9:00 AM - 3 PM
EVENTS
Thursday, October 16 - Class: “Introduction to Find My Past” - Kim Thurman
Saturday, October 18 - Open House - Oregon Mayflower Society
Tuesday, October 21 - Member Meeting - “Citizen Transcription Project” - Ros Lyne & Kathie Ordal D.
Saturday, October 25 - Seminar - “Researching Your English Ancestors” - Paul Milner
