Agenda & Minutes
RVGS Board of Directors (View All)
RVGS Board Meeting
Minutes
Monday, April 11, 2022
Rogue Valley Genealogical Society
Board Meeting Minutes
Date: April 11, 2022 via Zoom
CALL TO ORDER
The regular RVGS Board meeting was called to order by President Kim Thurman at 9:34 a.m.; a quorum was declared. Those present were: Kim Thurman, Katie Haugse, Loretta Barker, Marijo Medcraft, Lynne Hunter, Pat Jenkins, Barbara Halvorsen, Anne Billeter, and Margaret Clark-Mayfield. Guests were Chris Galligan and Marilyn Ayres.
REVIEW OF MINUTES/CORRESPONDENCE
The regular RVGS Board meeting was called to order by President Kim Thurman at 9:34 a.m.; a quorum was declared. Those present were: Kim Thurman, Katie Haugse, Loretta Barker, Marijo Medcraft, Lynne Hunter, Pat Jenkins, Barbara Halvorsen, Anne Billeter, and Margaret Clark-Mayfield. Guests were Chris Galligan and Marilyn Ayres.
REVIEW OF MINUTES/CORRESPONDENCE
Motion 2022-16. Anne Billeter moved that we approve the March 14, 2022, Board minutes as presented. Katie Haugse seconded. Motion carried.
TREASURER’S REPORT
Treasurer Marijo Medcraft submitted the Treasurer’s Report for the period ended March 31, 2022.
Statement of Activity
General Income $ 2,107.40
Program Income 1,309.94
In Kind Contributions 31.85
Total Income 3,449.19
General Expenses $ 2,987.55
Program Expenses 287.24
In Kind Contributions 31.85
Total Expenses 3,306.64
Interest 1.67
Rewards Income 35.88
Net Income $ 180.10
Treasurer Marijo Medcraft noted that 35 memberships were paid in March, three of which were new. $304 was received for our annual fund donations. Also, she reported that our insurance premiums are going up to $292.08 per month. Our Bottle Drop income since 3/3/2021 is $1,561.38. Bottle Drops made between April 11 and 25 will receive an additional 20%.
Treasurer Marijo Medcraft submitted the Treasurer’s Report for the period ended March 31, 2022.
Statement of Activity
General Income $ 2,107.40
Program Income 1,309.94
In Kind Contributions 31.85
Total Income 3,449.19
General Expenses $ 2,987.55
Program Expenses 287.24
In Kind Contributions 31.85
Total Expenses 3,306.64
Interest 1.67
Rewards Income 35.88
Net Income $ 180.10
Treasurer Marijo Medcraft noted that 35 memberships were paid in March, three of which were new. $304 was received for our annual fund donations. Also, she reported that our insurance premiums are going up to $292.08 per month. Our Bottle Drop income since 3/3/2021 is $1,561.38. Bottle Drops made between April 11 and 25 will receive an additional 20%.
Motion 2022-17. Katie Haugse moved that we approve the Treasurer’s Report as submitted. Lynne Hunter seconded. Motion carried.
NEW BUSINESS
Research Request Pricing. Chris Galligan reported to the Board that she believes the $10 we charge for copies of deeds and land records is too low. When she receives requests for these items, it requires her to go to the courthouse, look up the records, copy them, and then send them to whoever requested them. After discussion, it was agreed that Chris would research other Societies to see what they charge for these services. She will report back to the Board at the May meeting.
Scholarship Winner
Marilyn Ayres, Chair of the Scholarship Committee, reported that the committee has chosen Marianne Hatley of North Medford High School as our scholarship winner. Marianne will be attending Oregon State and studying languages. Her mother is a native of Senegal and that’s one reason for her interest in languages. She is a French mentor, plays the cello and violin, and started the Black Student Union at North Medford. Marianne is our seventh awardee. Marilyn noted that they need more members on the Scholarship Committee, especially now that one member has moved away. Their next meeting will be on May 16 at 1 pm at the library. Anyone interested can join them at this meeting.
RVGS Bylaws Redline Review
Kim Thurman reviewed the changes with the Board and showed them the summary she put together to help members review these changes.
Research Request Pricing. Chris Galligan reported to the Board that she believes the $10 we charge for copies of deeds and land records is too low. When she receives requests for these items, it requires her to go to the courthouse, look up the records, copy them, and then send them to whoever requested them. After discussion, it was agreed that Chris would research other Societies to see what they charge for these services. She will report back to the Board at the May meeting.
Scholarship Winner
Marilyn Ayres, Chair of the Scholarship Committee, reported that the committee has chosen Marianne Hatley of North Medford High School as our scholarship winner. Marianne will be attending Oregon State and studying languages. Her mother is a native of Senegal and that’s one reason for her interest in languages. She is a French mentor, plays the cello and violin, and started the Black Student Union at North Medford. Marianne is our seventh awardee. Marilyn noted that they need more members on the Scholarship Committee, especially now that one member has moved away. Their next meeting will be on May 16 at 1 pm at the library. Anyone interested can join them at this meeting.
RVGS Bylaws Redline Review
Kim Thurman reviewed the changes with the Board and showed them the summary she put together to help members review these changes.
Motion 2022-18. Anne Billeter moved that we approve the Bylaws as amended April 2022 and as just reviewed. Katie Haugse seconded. Motion carried.
RVGS Rebranding Project and Graphic Design
Kim Thurman showed the Board some designs from both Teresa Lewis and Diane West. It was agreed that their pricing is comparable. Kim will request that Teresa send us an updated quote removing the website information. The Board agreed that we need to convey where the Rogue Valley is located through a new design. Lynne Hunter suggested we go forward with the Rebranding Committee’s suggestions. Loretta agreed with this.
Kim Thurman showed the Board some designs from both Teresa Lewis and Diane West. It was agreed that their pricing is comparable. Kim will request that Teresa send us an updated quote removing the website information. The Board agreed that we need to convey where the Rogue Valley is located through a new design. Lynne Hunter suggested we go forward with the Rebranding Committee’s suggestions. Loretta agreed with this.
Motion 2022-19. Lynne Hunter moved that we give the committee approval to select the graphic designer for our rebranding and that the total cost of the project should not exceed $1,000. Barbara Halvorsen seconded. Motion carried.
UNFINISHED BUSINESS
New Board Member Letter draft
Kim reviewed the red-lined copy with the Board. After extensive discussion, it was decided that Kim will resend the letter to the Board and give one more week for review. She then will finalize this letter.
A. Executive
New Board Member Letter draft
Kim reviewed the red-lined copy with the Board. After extensive discussion, it was decided that Kim will resend the letter to the Board and give one more week for review. She then will finalize this letter.
A. Executive
- President—No additional report.
- Vice President—No additional report
- Trustee—Lynne reported that her report is up-to-date as of April 3, 2022. She is on vacation and has not entered any information she received after that date.
- Past President—No additional report.
B. Directors
- Finance—vacant.
- Volunteer—vacant. Volunteer hours for March as reported by Rene Forncrook are: Total March hours--651; Board member hours—246.5; number of volunteers--95; Total hours for 2022—2,065.
- Library—Anne reported that not enough of the current and recent librarians are willing to work morning shifts, to enable us to expand hours. . She also has not had a single person come forward to volunteer as a librarian. It has been her experience that we should not change our hours more often than needed. She will write another article for the eNews stating that we need more volunteers.
- Education—Pat Jenkins noted that Jeanne Hoadley will still begin the Colonial America interest group on Monday, even though her mother has recently passed away. Pat is still working on the collaboration project and cost-sharing. The 2022 calendar is now full!
- Membership—There are 673 individual members. Kim asked Margaret to check her numbers as they don’t seem to add up. We had 673 individual members last month also.
- Technology—Report submitted. Rich is out of town, but Kim noted that he has already done a lot of work getting Jackson County Genealogy Library removed from many of our sites.
C. Committee Reports
- Publicity—No report
- Maintenance—Kim received an email report from Jack via Andrea. He has installed all new batteries in the outdoor water timers and now they’re off to Bend! The women’s restroom fan was replaced about a month ago.
- NGS Delegate—Nothing to report.
- Editors
- eNews—Deadline is the 20th of the month. Rich always welcomes articles.
- The Rogue Digger—Suspended until a new Editor can be found.
D. ANNOUNCEMENTS
- The next Board Meeting is scheduled for May 9, 2022, at 9:30 a.m., at the library.
- Program & Member Meeting is April 19, 2022, at 1:30 p.m., via Zoom.
The meeting was adjourned at 11:54 a.m.
Loretta Barker, Secretary
