2024-68 Frank Marksman moved to approve the September 2024 Minutes. Ann Baracker seconded. Motion carried.

Anne Billeter shared a thank you note from Evelyn Williams regarding a program Anne presented.

Treasurer’s Report
Total Income:                            $   3,531.85
Total Expense                           $   3,462.38      
Net Operating Income            $       69.47
Net Income                               $  1,342.43
Kim may need to be away for personal reasons at next month’s meeting. See report for full details.

2024-69 Loretta Barker moved to accept the Treasurer’s report as presented. Jeanne Hoadley seconded. Motion carried.

A brief discussion followed on PayPal’s lag on registration for Diana Elder’s seminar. We may need to explore another registration platform that is not PayPal supported. Matt Weismantel stated that options for non-profits bookkeeping services are limited even if organizations pool together. He will continue to pursue this.

New Business

Updated fees

2024-70 Frank Marksman moved that RVGS increase the dues from $40 to $50 annually with a $20 additional family member fee to commence January 2025. Kim Thurman seconded. Motion carried.

This will be presented to the members at the 15 October meeting.

Withdrawal of Allowable Funds Positives and negatives were discussed regarding taking our minimum allowable funds from our Endowment Fund.

2024-71 Frank Marksman moved that RVGS withdraw allowable funds from the Endowment Account for 2025. Kim Thurman seconded. VOTE NOT TAKEN DUE TO CONCERNS ABOUT OCF’S DEFINITION OF AN EMERGENCY.

Background Checks Background checks were discussed for Board Members who handle checks and hold credit cards. We will need a policy going forward as to how this will work. Frank Marksman and Kim Thurman plan to form a committee to explore this composed of members NOT on the Board.

Library Shelving Anne Billeter presented a proposal to add 18 new sections of shelving for our expanding collection. Concerns were expressed about the potential loss of desk space and outlets. Discussion ensued about adding desks to the reading room - however, there is only one outlet. Anne’s proposal did not include additional electrical outlets. Kim Thurman will contact an electrical contractor for bids.

New Standing Rules Katie Haugse brought a proposal to the Board regarding the withdrawal of our Endowment Funds.  The Oregon Community Foundation may or may not decide we have a fiscal emergency.(See 2024-71 above). Our Bylaws, Standing Rules and Policy do not agree on the withdrawal of funds. Kim Thurman contacted our representative and learned that it is possible to withdraw OCF funds with notification as needed. Bylaws, Standing Rules, and Policy will be reviewed at a later date. The withdrawals will need to be incorporated into the budget.

2024-72 Frank Marksman moved to have the Board Approve the annual distribution from our Endowment Fund. Rich Miles seconded. Motion carried.

A committee including Frank Marksman and Katie Haugse will rework the Bylaws, Standing Rules and Policy at a later date.

Memorial Gifts Kim Thurman requested a guideline for memorial gifts to RVGS and proposed that contributions under $1000 go into the Endowment Fund while memorial gifts over $1000 be referred to the Board for review.

2024-73 Kim Thurman moved to adopt a guide that memorial donations under $1000 and undesignated be placed in the Endowment Fund while undesignated memorial donations over $1000 go to the Board for discussion and review. Loretta Barker seconded. Motion carried.

Jackson County Heritage Association Anne Billeter reported we have a member who attends JCHA but reports have not been forthcoming. JCHA is reorganizing so members can be more involved. RVGS needs a delegate from RVGS as most other member organizations are libraries and historical societies, not genealogy. Anne will follow up on locating a volunteer.

2024-74 Frank Marksman moved to approve the updated JCHA incorporation and bylaws. Kim Thurman seconded. Motion carried.

Heart of Phoenix Fair This is an opportunity for RVGS to get our name out there and let folks know we are now in Phoenix. Volunteers needed.

Financial Assistance A revisiting of the member dues scholarship support is needed for it to work correctly to avoid abuse of the system. It should help only those who need it. Genies will implement contacting lapsed members and will keep an ear out for those in need.

Insurance Kim Thurman will meet with our insurance agent to adjust and review our policy. Let Kim know if you are interested in helping.

UNFINISHED BUSINESS
2025 Budget Treasurer Kim Thurman reported that the proposed increase in dues will not meet the shortfall. Discussion ensued about reminding members who take their required minimum allowed distribution from their retirement accounts and aren’t needing the funds to donate to RVGS. Another cost-saving idea may be to email renewal notices to members.

2024-75 Kim Thurman moved to take the 2025 Budget to the membership including the distribution from the Oregon Community Foundation Endowment. Frank Marksman seconded. Motion carried.

President Anne Billeter stated that the Pioneer File Committee will be culling and organizing the files.
Vice President Frank Marksman is still working on grants and will investigate ones that can go directly into our Endowment Fund.
Trustee Ros Lyne noted that the numbers were up in September due to Genealogy Week.
Past President none

DIRECTORS
Volunteer Ann Baracker mentioned we received a certificate from the Sons of the American Revolution for our support.
Technology Rich Miles reported that we may want to boost our FaceBook presence as there is an uptick in clicks. The Eccleston collection is being sorted by Mary Robsman and Mary Tsui. It would require 30,000 scans to make the collection searchable. Kim Thurman, Rich Miles and consultant Jeff Bales will work with Project A to avoid overwhelming the system. Rene Forncrook is updating the Cemetery Indexes in our searchable database. The Blue Bag promotion commences November 15.
Membership Loretta Barker updated the membership numbers to 669.
Education Jeanne Hoadley reported that Genealogy Week was a success. Discussion ensued about possibly updating the Zoom trouble-shooting procedure. More hosts are required and training will be presented. The event scheduler must be filled out and the host and instructors must register for classes to receive links.
Publications Pam Olsen brought the Board up to date on eNews. An auto-reply was discussed so that eNews submissions are acknowledged.
NGS Matt Weismantel brought to our attention that we are eligible for free ads on Conference Keeper. He also showed the Board how to use Family History Guide for resources, websites and classes. Bob Taylor will do a Zoom presentation on how to more fully utilize Family History Guide. Matt also suggested that we work to streamline our Board meetings.

ADJOURNED 12:49 PM by President Anne Billeter.
 
Respectfully submitted,
Cathy Ullrich, Secretary