Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, November 10, 2025
Society Board Meeting Minutes
10 November 2025
CALL TO ORDER
The meeting was called to order at 9:38 am by President Anne Billeter. A quorum was declared. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Valerie Sanders, Ros Lyne, Kim Thurman, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; guest Patt Herdklotz; via Zoom Matt Weismantel
APPROVAL OF MINUTES
Cathy Ullrich shared that she will be out of town for the 8 Dec 2025 Board Meeting; Kim Thurman will take the minutes. Cathy will send a sympathy card to long-time member Nell Mathern upon the death of her husband, Jerry.
The meeting was called to order at 9:38 am by President Anne Billeter. A quorum was declared. In attendance: Anne Billeter, Frank Marksman, Cathy Ullrich, Valerie Sanders, Ros Lyne, Kim Thurman, Ann Baracker, Jeanne Hoadley, Loretta Barker, Rich Miles; guest Patt Herdklotz; via Zoom Matt Weismantel
APPROVAL OF MINUTES
Cathy Ullrich shared that she will be out of town for the 8 Dec 2025 Board Meeting; Kim Thurman will take the minutes. Cathy will send a sympathy card to long-time member Nell Mathern upon the death of her husband, Jerry.
2025-54-Frank Marksman moved to approve the October minutes as written. Valerie Sanders seconded. Motion carried.
TREASURER’S REPORT
2025-55 Frank Marksman moved to approve the November Treasurer’s report as written. Kim Thurman seconded. Motion carried.
See the report for complete details.
Total income $10,627.31
Total expense $ 6,431.63
Net operating income $ 4,195.68
Net income $ 5,269.13
NGS see report
Matt Weismantel highlighted the Coalition for Responsible AI in Genealogy, which will review the pros, cons, and citing of AI technology.
NEW BUSINESS
Draft Background Policy for Treasurer and Cashier - see draft document
Kim Thurman will continue to craft the policy. Final document targeted for December Board Meeting
Holiday Closure/Inventory - see schedule
Kim Thurman will rewrite Standing Rule #5 to adjust the library book inventory schedule to “periodic.”.
Proposal to Offer RVGS classes for Free if Presenter is a Member -
Discussion ensued. Decision delegated to the Education Committee for recommendation.
Financial Review - see report
Clarification may be needed as to what constitutes a major expense. The Board's consensus was that any expense over $1000 that was not budgeted. Kim Thurman will review Board Actions and Financial Motions and clarify as suggested.
UNFINISHED BUSINESS
Solar Power - see report
Frank Marksman presented information regarding a loan for a solar upgrade. Discussion followed. Board members, by consensus, agreed that the parking lot is a more timely concern due to safety hazards. Also, improvements to the bathrooms were considered. Frank will obtain cost information for the parking lot and bathroom remodel.
Retreat Lunch -
Total income $10,627.31
Total expense $ 6,431.63
Net operating income $ 4,195.68
Net income $ 5,269.13
NGS see report
Matt Weismantel highlighted the Coalition for Responsible AI in Genealogy, which will review the pros, cons, and citing of AI technology.
NEW BUSINESS
Draft Background Policy for Treasurer and Cashier - see draft document
Kim Thurman will continue to craft the policy. Final document targeted for December Board Meeting
Holiday Closure/Inventory - see schedule
Kim Thurman will rewrite Standing Rule #5 to adjust the library book inventory schedule to “periodic.”.
Proposal to Offer RVGS classes for Free if Presenter is a Member -
Discussion ensued. Decision delegated to the Education Committee for recommendation.
Financial Review - see report
Clarification may be needed as to what constitutes a major expense. The Board's consensus was that any expense over $1000 that was not budgeted. Kim Thurman will review Board Actions and Financial Motions and clarify as suggested.
UNFINISHED BUSINESS
Solar Power - see report
Frank Marksman presented information regarding a loan for a solar upgrade. Discussion followed. Board members, by consensus, agreed that the parking lot is a more timely concern due to safety hazards. Also, improvements to the bathrooms were considered. Frank will obtain cost information for the parking lot and bathroom remodel.
Retreat Lunch -
2025-56 Rich Miles moved to cover the cost of $237 for the Board Retreat Luncheon from the Hospitality Line Item. Ann Baracker seconded. Motion carried.
EXECUTIVE REPORTS
President - see report
Discussion of reformatting eNews ensued with the discontinuation of Microsoft Publisher in October 2026. Patt Herdklotz will chair a committee to streamline and pilot Affinity. The committee includes Rich Miles, Ann Baracker, and Pam Olsen.
Vice President - see report
Frank Marksman shared that two people have volunteered to pay for Donor Snap for the first two years. Discussion ensued on whether one donor should be accorded Life Membership for the donation. Board consensus was to grant that membership.
President - see report
Discussion of reformatting eNews ensued with the discontinuation of Microsoft Publisher in October 2026. Patt Herdklotz will chair a committee to streamline and pilot Affinity. The committee includes Rich Miles, Ann Baracker, and Pam Olsen.
Vice President - see report
Frank Marksman shared that two people have volunteered to pay for Donor Snap for the first two years. Discussion ensued on whether one donor should be accorded Life Membership for the donation. Board consensus was to grant that membership.
2025-57 Frank Marksman moved to purchase and adopt Donor Snap as our Customer Relationship Management software. Kim Thurman seconded. Motion carried.
Rich Miles will contact Donor Snap for start-up procedures. He, along with Kim Thurman, Valerie Sanders, Frank Marksman, Loretta Barker, and Jeanne Hoadley, will head up Donor Snap implementation.
Trustee - see report
Past President - none
DIRECTOR REPORTS
Education - see report
Volunteer - see report
Ann Baracker expressed that an Outreach Coordinator is needed. She and Kim Thurman will coordinate and brainstorm options.
Technology and Data Management - see report
Membership - see report
ADJOURN
11:45 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich, Secretary
UPCOMING MEETINGS
Next Board Meeting - Monday, 8 December 2025 at 9:30 am
Trustee - see report
Past President - none
DIRECTOR REPORTS
Education - see report
Volunteer - see report
Ann Baracker expressed that an Outreach Coordinator is needed. She and Kim Thurman will coordinate and brainstorm options.
Technology and Data Management - see report
Membership - see report
ADJOURN
11:45 by President Anne Billeter
Respectfully submitted,
Cathy Ullrich, Secretary
UPCOMING MEETINGS
Next Board Meeting - Monday, 8 December 2025 at 9:30 am
