Call to Order
 
The regular RVGS board meeting was called to order at 9:39 by President Katie Haugse; a quorum was established. In attendance: Katie Haugse, Cathy Ullrich, Kim Thurman, Anne Billeter, Lynne Hunter, Rich Miles and guest Vern Weaver. Not attending: Chris Mason, Chris Galligan, Pat Jenkins, Margaret Clark-Mayfield.
 
Approval of July 2023 Minutes

Secretary Cathy Ullrich reported that she had sent sympathy cards to members’ families.
 
Treasurer’s Report
 
The notable income for August included additional hourly research, new and rejoining members and a higher day-use fee due to the visit of Rogue Valley Manor visitors.We were also gifted an in-kind donation from Jeff Bales for technology work.
 
Noteworthy expenses involved a banner for marketing and two billing cycles for the Rogue Valley Times this month. There were also technology costs as a result of a late invoice from March.
 
Total income:                                    $3968.90
Total Expense:                     $4284.36
Net Operating income         $-315.46
Net income                            $-297.08

 A discussion ensued as to how to allocate a recent $5000 donation to the Society.

Memorial donations in Jack Bird’s memory in the amount of $200 have been received to date. It will be designated for the annual fund.
 
990 Review - The 990 Review is suitable for submission upon President Katie Haugse’s signature.

Year End Financial Report - Board Members like the profit/loss statement reflecting the budget from years past. Kim will file and update the reports in a binder.

New Business
 
October Fest:

RVGS BOARD OF DIRECTORS EMAIL VOTE
 

RVGS BOARD OF DIRECTORS EMAIL VOTE
Motion Number:	2023-35
Matter voted on:	Motion by Lynne Hunter to approve the proposal for a social event on October 28, 2023 at RVGS from 11AM - 3PM by Ann Baracker, Mary Robsman & Mary Tsui and authorize up to $250 expenditures. Motion seconded by Rich Miles. Motion passed.
Date vote finalized:
8/15/2023
POSITION	NAME	YES	NO	DID NOT VOTE	DATE OF VOTE
President	Katie Haugse	x			8/15/23
Vice President	Chris Mason	x			8/14/23
Secretary	Cathy Ullrich	x			8/15/23
Treasurer	Kim Thurman	x			8/15/23
Trustee	Chris Galligan	x			8/15/23
Past President	Anne Billeter	x			8/14/23
Library Director	Anne Billeter	NA	NA		NA
Membership Director	Margaret Clark-Mayfield	x			8/15/23
Education Director	Pat Jenkins			x
Technology & Data Management Director	Rich Miles	x			8/14/23
Volunteer Director	Lynne Hunter	x			8/14/23
	TOTAL	9	0	1

 
 
 
 
 
 
 
 
 
 
 

 



Central Point Cemetery Project - Vern Weaver spearheaded a discussion about assisting the City of Central Point with documenting and researching burials in the Central Point Cemetery and sorting through four boxes of miscellaneous papers in their possession. Before the Society considers this opportunity, the City of Central Point needs to complete the background work including that mandated by both the State and Historical Cemetery Commission, scanning documents, etc. Further discussion of this project pending update from the City of Central Point. Vern Weaver and Katie Haugse will continue to liaise with Central Point.
 
Chloe Sternola is our project coordinator. Any projects such as this should go through her before being proposed to the Board.
 
Budget Review -Treasurer Kim Thurman went over the proposed budget for 2024. It is a tight budget. Fundraisers such as a silent auction in conjunction with the holiday luncheon were discussed to boost income. Members need to be educated as to the state of our budget. Increase in annual dues was also discussed. 

2023-41 Rich Miles moved to approve the budget as is to take to members to adopt. Lynne Hunter seconded. Motion carried.

Book Sale - Anne Billeter proposed to have a book sale in conjunction with Genealogy Week,from September 16 through October 17th.
 
Unfinished Business
 
Landscaping - Katie Haugse has a gardener, Juan, who is willing for $75 month to do the outdoor maintenance at our facility. We have the funds in our Landscaping line item to cover the cost.

2023-42 Rich Miles moved to hire Juan to do our landscaping as soon as possible. Anne Billeter seconded. Motion carried.

Irrigation - Katie Haugse will inquire if Juan is able/willing to update our drip irrigation system in the off season, and whether that is included in his monthly fee.
 
Patio Gate - Gate in the patio is a hazard because the irrigation runs under the gate. Rich Miles has the name of a handyman which he will pass on to Kim Thurman for rectifying that.
 
HVAC - Filters need to be checked and new ones ordered.
 
Genealogy Week - As of the Board Meeting, 188 people are registered for classes. Most are via Zoom. Zoom hosts are needed for several classes. A mandatory Zoom training will be held 14 September at 10 am for all Zoom hosts.
 
Lynne Hunter will place an ad in the Rogue Valley Times online paper.
 
Board Nominations - Katie Haugse reports that we have two vacancies on the Board that MUST be filled in order to continue forward as a 501(c)(3). Cathy Ullrich has volunteered to run for Secretary for 2024. In addition to the Secretary, a President and Treasurer are required in the State by-laws to function as a non-profit. If no one steps forward to fill these positions, Rogue Valley Genealogical Society will have to CLOSE.
 
Policy Review - We will look over the Record Retention Policy in September.

2023-43 Lynne Hunter moved that we approve the Scholarship Policy as written. Anne Billeter seconded. Motion carried.

Executive Reports
 
President - See written report. Katie Haugse reiterated the importance of finding new Board officers to keep Rogue Valley Genealogy Society open and functioning.
 
Vice President - no report
 
Trustee - See written report.
 
Past President - see written report. Anne Billeter shared the new OLLI dates and that the annual Railroad Show will not take place. The Railroad Show is a way we often reach out to new members.
 
Director Reports
 
Technology and Date Management - see written report. Rich Miles reports Mary Tsui is interested in transcribing and indexing issues of the Talent News Flash. Rich will try to contact someone who knows the original intent of the scanning project.
 
Volunteer - Lynne Hunter - see written report - no new volunteers in July
 
Library - Anne Billeter - See written report.
 
Education - no report
 
Membership - no report
 
Committee Reports
 
Public Relations - Open
 
NGS Delegate - see written report
 
Maintenance - open
 
Editors - Deadline is 20th of the month - enews@rvgs.org to Rich Miles
 
The Rogue Digger - May be back in production by November (call for submissions).
 
Meetings
 
Next board meeting - September 11, 2023 @ 9:30 am, in the library.
 
Next program and member meeting - September 19, 2023
 
Adjourned - 12:48 pm by President Katie Haugse
Cathy Ullrich, Secretary