Society Board Meeting Minutes
8 December 2025

2025-59 Frank Marksman moved to approve the November minutes with a correction from Kim Thurman to update the Standing Rule from #5 to #15 under New Business. Rich Miles seconded. Motion carried.

2025-60 Patt Herdklotz was appointed Interim Trustee by Anne Billeter. An Email vote was conducted in November. The vote was approved.

RVGS BOARD OF DIRECTORS EMAIL VOTE
Motion Number: 2025-58
Matter voted on: Appointment of Patt Herdklotz as Trustee
Date vote finalized: 15 Nov 2025

POSITION	NAME	YES	NO	NO VOTE	DATE OF VOTE
President	Anne Billeter	X			11/15/25
Vice President	Frank Marksman	X			11/15/25
Secretary	Cathy Ullrich	X			11/15/25
Treasurer	Valerie Sanders	X			11/15/25
Trustee	Ros Lyne			X
Past President	Kim Thurman	X			11/15/25
Membership Director	Loretta Barker	X			11/15/25
Education Director	Jeanne Hoadley			X
Technology Director	Rich Miles	X			11/15/25
Volunteer Director	Ann Baracker	X			11/15/25

TREASURER’S REPORT

2025-61 Rich Miles moved to approve the December Treasurer’s report as written. Frank Marksman seconded. Motion carried.

See the report for complete details.
Total income                        $4,990.06
Total expense                       $8,352.49
Net operating income        $-3,362.43
Net income                          $-3,279.66
The November Treasurer’s report was revised and presented to the Board for approval. The adjustment resulted in a $188.25 income increase.

2025-62 Kim Thurman moved to approve the adjusted November Treasurer’s report as submitted. Ann Baracker seconded. Motion carried.

Valerie requested feedback from the Board on renewing our one-year gift membership for the Nonprofit Association of Oregon. The Board agreed not to renew it.

NGS REPORT see report
Matt Weismantel highlighted two research collections of interest. Kim Thurman and Jeanne Hoadley volunteered to write short announcements for each of the collections for the January eNews.

NEW BUSINESS
Approve appointment of Meghan Thompson as 2026 Vice President

2025-63 Frank Marksman, incoming President, moved to appoint Meghan Thompson as Vice President (replacing Ros Lyne). Kim Thurman seconded. Motion carried.

Restroom improvement estimates 
Frank Marksman reported on his research to remodel the existing restrooms in the building, making them ADA-compliant. The size of each would require enlarging them to 10’ x 10’, which would require the removal of the janitorial closet. He estimated that the approximate budget would be $50,000. After discussion, the Board agreed to prioritize the parking lot repaving project and focus on updating the bathrooms as part of an overall expansion project.

Connie Miller Memorial Fund
A discussion ensued regarding the use of this fund. The Board agreed to review the existing policy for awarding assistance. Rich Miles and Kim Thurman will work on revision suggestions for Board review in 2026.

UNFINISHED BUSINESS
Draft Background Check Policy for Treasurer and Cashier - see final document

2025-64 Frank Marksman moved to approve the Volunteer Background Check Policy as presented. Loretta Barker seconded. Motion carried.

Draft Standing Rules revision - see draft document
After reviewing the Bylaws during the discussion, it was identified that Article X, Section 2 would also need to be updated to change the library collection inventory frequency. Kim Thurman will present this again in January, along with the suggested Bylaws update for review.

2025-65  Frank Marksman moved to suspend the 2025 library collection inventory, per Article X, Section 2 of the RVGS Bylaws. Rich Miles seconded. Motion carried.

Offering free classes as a member benefit 
The Education Committee made a recommendation to the Board to begin offering Genealogy 101 classes and all “how-to” classes for FamilySearch and subscription websites, free to members in 2026. Non-members would continue to pay a $10 fee. All other class and seminar charges would remain the same. Rich Miles suggested the change should be launched after Genealogy Week to better coordinate the required change on the website.

2025-66 Jeanne Hoadley moved to begin offering Genealogy 101, FamilySearch, and subscription website classes free to members beginning 1 October 2026. Non-members would pay $10. Valerie Sanders seconded. Motion carried.

EXECUTIVE REPORTS
President - see report
Anne Billeter, as Outreach Presentations Coordinator, included a draft of possible presentations to outside groups as part of her report.
Vice President - none
Trustee - see report
Past President - none

DIRECTOR REPORTS
Membership - see report
Loretta Barker reported that dates were incorrect on the submitted report. She will issue an updated report.
Education - see report
Volunteer - see report
The Board agreed that any memorial donations received for Mary Robsman would be used for book purchases for the library collections (except for donor-specified use), as suggested in Ann Baracker’s report. 
Technology and Data Management - see report
After discussion, the Board agreed to have Rich Miles schedule Ramsey Signs to assess our electronic signs for repair at $185/hr.

ADJOURN
11:44 am by President Anne Billeter

Respectfully submitted,
Kim Thurman, Past President

UPCOMING MEETINGS
Next Board Meeting - Monday, 12 January 2026 at 9:30 am