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The meeting was called to order at 5:35 p.m. by Don Holznagel.
Present were: Don Holznagel, Sue Lydic, Kena Jacobs, Jeanette Hopkins, Cathy Lauer, Jan Robinson, Larry Sullivan, William Smith, Marj Enneking, Lyleth Winther, Sandi Whiteman, Sandy Sterling, Gerry Lenzen.
The minutes were presented and there were no corrections or additions. Lyleth moved, 2nd by Sue that we accept the minutes. Motion carried.
There was no Treasurer’s report.
Old Business:
Bylaws revision Don distributed copies of proposed changes to the Bylaws. After discussion, the following changes were adopted.
4.3 Motion made by Lyleth 1, Kena 2 to change the quorum to “members present.”
5.2.4 Sandy moved, Marj 2nd, that we change the wording to “Manage all of the business of the Forum including the power and duty to schedule Board meetings. The Board may not modify any action taken by the membership in a general, annual, or special membership meeting except for minor budget adjustments”
7.6.3.1 Sandy moved, Sue 2nd that we remove the word “only” from the paragraph.
14.4 Sandy moved, William 2nd that we remove “in accordance with article 14.3” from the sentence.
Lyleth will publish a notice in the August newsletter that revisions to the bylaws will be forthcoming.
Highland Games GFO will have an informational table at the Highland Games on July 21 between the hours of 7:30 a.m. – 5:30 p.m. Sandy, Don, William, and C.R. have volunteered to be at the booth.
New Business:
GFO Calendar Don prepared a Calendar of Events for the year and is calling for additions or changes. The mini-class schedule has to be checked to be sure there are no conflicting events.
Pricing of Education Classes The Education committee presented their ideas regarding whether or not the Saturday Beginner’s class, which costs $10, and the Mini-Beginner’s Class, which costs $15, should be priced the same. Jeanette moved, and Sandy 2nd that both classes should be $15. The motion passed with 2 nay votes.
Secretarial Record Keeping Recommendations were made for keeping records of online votes. All such votes will be attached at the end of the Board minutes. Discussions or meetings outside the regular Board meeting that affect future actions of the Board should be summarized and written in motion form before a vote is taken. The Secretary will then enter the motion as written into the minutes. This suggestion will be put on next month’s agenda for further discussion.
Board Composition, Tasks, and Appointments Don gave each of the Board a listing of individual jobs and asked for us to customize them to our own understanding of what our job entails.
FGS Conference Discussion was held regarding our role, if any, in the FGS Conference in 2011. Nothing definite was decided, as we have not received an invitation to participate. For the conference this year in Fort Wayne IN we will have a table with brochures from our library.
Internal Communications Sandy will set up a procedure for recording all communications that need to have some sort of action taken. A bulletin board will be placed near the Research Assistant desk for posting phone messages and other notes. She has purchased a phone message notebook for incoming calls that need further action.
Annual Membership directory The Board decided that the addresses and telephone numbers should remain in the published directory unless the member specifically asks that such information should not be included.
Question about Copy Prices Lyleth asked what criteria was used to determine the cost of copies. It was explained that the computer printer cartridges were more expensive than the cartridge for the copy machine.
The meeting was adjourned at 7:25 p.m. A short Strategic Planning session followed the meeting.
Submitted by
Cathy Lauer
GFO Secretary
ADDENDUM: On Tuesday, June 3, 2007, an electronic vote was taken.
Jeanette moved that we allow up to $175 for expenses for the Highland Games Booth. It was 2nd by Bruce.
The motion to appropriate $175 for the Highland Games booth has achieved a majority in favor, and is therefore passed.
The meeting was called to order by Don Holznagel at 5:30 p.m.
Present were: Don Holznagel, Kena Jacobs, Bruce Conrad, Cathy Lauer, William Smith, Marj Enneking, Sandi Whiteman, Sandy Sterling, Lyleth Winther, Jan Robinson, Larry Sullivan, Gerry Lenzen, Jim Morrow, and Shirley Wilkerson.
Minutes were presented motion and there were no corrections. Marj moved that the minutes be accepted, 2nd by Kena. Motion carried.
Treasurer’s report copies of Jeanette’s report were distributed by Don in her absence. She has not completed the year end reports, as she is waiting for the final audit of the books. Larry commented that there has been money received from Footnotes which didn’t appear on the report. It will most likely appear on the August statement. It was moved by Sandi and 2nd by Marj that we accept the report. Motion carried.
Old Business:
Motion forms Don presented copies of the motion forms and asked that a motion be written up by the person making the motion in order for it to be clear to all what the exact wording should be.
Space rental policy Bruce & Jeanette have been working on the policy of GFO regarding the use of the facilities to outside groups. Nothing definite has been written up and we will discuss it further at our next Board meeting. The only group currently inquiring about your facilities is PAMUG (Portland Area Mac Users Group) headed by Peggy Baldwin’s husband. Don will send him a Draft Policy and ask him to send us information needed by us to determine what their specific needs will be.
Financial Review (audit) A committee to review the Treasurer’s statements for the previous year has been appointed. The committee will be Marj and Gerry, and maybe Sue Lydic.
Public Access TV Bruce would like guidance to find out what GFO is looking for to establish our presence in the community. Depending on whether we create a program or whether we ask for their crew to put together a film, the cost may be over our budget. We decided to defer making any plans until a Marketing committee is in place.
New stationery Sandy suggested that the blue stationery being used for business correspondence does not look professional and asked if it could be changed to another color. Agreement by the Board was that a plain white would be nicer. Sandy will notify Loretta of the choice.
New business:
Policy regarding use of Internet Computer Ancestry has been set up and is currently being used by patrons. The ISP issues have not been resolved, and until they are, we will not be advertising the Wi-Fi feature. A procedure will be written up for using the computer. Each patron wanting to use the internet will need to register his/her name at the Research Assistant desk and will be given a time limit of ½ hour. There will also be a “Waiting” list for others to take their turn. If no one is waiting, the patron may continue until such time as he/she is asked to relinquish the internet. That person may then sign the waiting list for further time. A sign near the computer needs to be displayed for users to see.
Back-up positions The need to have a knowledgeable person as backup to key duties was discussed. It is important that someone can carry on business as usual in emergencies, sickness, vacations, or death. Anyone knowing of qualified persons is asked to let Don know.
Ancestry access Many patrons do not know how to use the features offered by Ancestry. RAs are encouraged to become knowledgeable in the use in order to help the patron make the best use of their ½ hour. Possible training sessions may be scheduled. An article describing the rules and use of the internet will appear in a future Newsletter publication. Shirley and others will write a policy for the use. Gerry will compile a “how-to-search” to be used at the computer station.
Policy for closing time The question arose regarding whether or not persons can remain in the library after closing hours. The decision was deferred until such time as we determine who has keys to the building. It was also noted that when someone is accessing the cash drawer, they need to identify themselves, as not all of the RAs know the officers.
Recycling of old census papers Judy Goldmann requested permission to recycle old census papers. She has 82 boxes of them. Sandi made a motion to notify Judy Goldmann that she may recycle the pages. Sandy S. 2nd the motion. Carried.
Meeting adjourned at 6:40 p.m.
Submitted by
Cathy Lauer
GFO Secretary
Planning session followed the regular meeting to discuss new ideas.
The meeting was called to order by Don Holznagel at 5:40 p.m.
In attendance were: Don Holznagel, Sue Lydic, Bruce Conrad, Jeanette Hopkins, Cathy Lauer, William Smith, Marj Enneking, Loretta Welsh, Sandi Whiteman, Lyleth Winther, Jan Robinson, Larry Sullivan, Rex Bosse, and Tom O’Brien.
The minutes of the previous meeting were presented and there were no corrections. Lyleth moved, 2nd by Bruce to approve the minutes. Motion carried.
Treasurer’s Report Jeanette reported that income for July was down, due in part to the stock market recession. Other income seems to be fairly consistent. She believes the income from the copy machines, using the honor system, is as good or better than the monies we receive from the coin box on the copier. It was moved by Lyleth, 2nd by Marj that we accept the report.
The new software for the treasurer does not meet her needs to produce her reports and needs to be upgraded. The Board agreed that she needs to have adequate software and additional money should be appropriated for that purpose. Marj moved, 2nd by Rex, that we approve the additional expense. Motion carried
Seminar income Five (5) table slots for the Family Fair have been reserved @$50.00 each. Thirty three (33) raffle items have been donated by our members. William & Marj will have a separate table for membership and volunteer recruitment.
Old Business
Bylaws Don needs the direction from the Board to begin the process to present the bylaws to the membership. Sandi made a motion that we direct Don to read the revised GFO Bylaws to the members at the October 2007 meeting. William 2nd the motion and it was approved.
ST Genie Rick Slavens donated a ST Genie (microfilm printer) to GFO. It is very simple to use and has basic photo editing features. He will supply training if necessary. We need to have a plan in place before we dispose of the old copier. Rick’s website has a good explanation of the scanner process.
Safe Deposit Box Our Safe Deposit Box has been moved from the bank downtown to the U.S. Bank (Milwaukie-Powell Branch), which is much more convenient to the GFO offices. Some items have been removed to save space and those items are in the possession of Don until a Historian can be found. The savings by using a smaller box is $16 per year.
New Business:
Lower storage area Jim Morrow has requested permission to clean out, sell or give away many of the unused items that are in storage. A savings of $112 per month could be had if that storage area was given up. Sandi has many boxes of manuscripts and other items stored there that need to be addressed before we can give up the space. Rex also reported that there is computer equipment stored in the room and at present there is no other available space. Don, Jim, Sandi, and Rex will meet to see what can be purged and they will report back at the October Board meeting.
Questionnaire Marj and William have been working on a draft for a questionnaire to present to the attendees of the seminar. They would like for those present to have an incentive to fill out and return the form to them at the end of the day. They suggested giving a one-day free pass to use the library for all returned forms. For members, this could be used to invite a friend to accompany them.
New Lease Our lease will end in June 2008 and we need to start exploring our options. Planning should begin in January; negotiations should begin in February or March 2008.
Saturday membership meeting – Don suggested ideas to create camaraderie amongst our members by introducing themselves and sharing some of their brick walls, their summer travels, or their areas of research, with the others. William felt that our last meeting was a good experiment and it started discussions.
FGS Nominations Lyleth reported that she had received word from FGS regarding her two nominations on behalf of the Board for outstanding service awards. The Ruth Bishop FGS award was given posthumously to GFO Charter Member Caroline Higley. Julie Kidd, who was also nominated, was not chosen for this years nomination, but she did receive a certificate of outstanding service recognition.
The meeting adjourned at 6:25 p.m. to allow for a Strategic Planning Session.
Submitted by
Cathy Lauer
GFO Secretary