PCIGS Monthly Minutes
Update in progress Nov 11, 2015 Page last updated November 8, 2015
Minutes January 8, 2015
(Note: Since the first Thursday of January this year fell on New years day the regular monthly meeting was held on the 8th.)
Minutes December 4, 2014
Minutes November 6, 2014
Minutes October 2, 2014
Minutes September 4, 2014
Special Meeting August 21, 2014
Meeting called to order by President Jerry McGillem at 6:00 PM
There were 21 members present.
Tom Behme reported that the deed to the Old Library will be signed August 22, 2014.
A motion was made to name the Old Library Building:
Edith Barrett Memorial Genealogy Historical Center
Motion carried.
A motion was made to name the front room of the Genealogy Historical Center:
In honor of Shirley and Tom Behme for all the work that has been done to get the Center.
Motion carried.
A discussion was started on how the pledges were going to be brought in. The members who turned in a pledge sheet will call the people on the list.
A work day for painting and general cleaning will be on September 13, 2014. At that time the ceiling will be painted. Terry Beadles will donate some Cherry wood planks to be put on the walls of the back room of the Center. Tom Behme will get a quote on remolding the bathroom into a unisex one room facility. There are some windows that need to be fixed. New gas into a double pane window. Tom Behme will call and get a quote. The next meeting will be September 4, 2014.
Minutes August 7, 2014
Meeting was called to order by President Jerry McGillem at 6:00 PM
Minutes from the July 3rd meeting were read by Jeannine Houchins
Motion to accept the minutes Allen Helderman 2nd by Shirley Van Meter motion carried.
Tom Behme read the financial statement $3,772.70 in checking account $19.14 in petty cash.
Motion was made to accept financial statement by Shirley Van Meter 2nd by Mike Pierce motion carried.
There were 19 members present and 2 Guests
Tom Behme presented to the members a statement from the IRS stating The Society is now Tax Exempt.
Tom Behme will report this to the Library Board at the Boards next meeting on August 12, 2014 at that time the Library Board will give the old library to the Society to run it as The Barrett Memorial Genealogy History Center.
The first order of business will be fix the bathrooms to be wheelchair accessible. We will ask the Library Board if they will split the cost of the renovation.
As soon as the deed is signed by the Board The Society will start calling those who pledged money for the Old Library.
The states bicentennial is 2016 the Society was asked to participate by holding monthly presentations at the History Center.
Tom Behme sent two e-mail to all non-paid members stating they will be dropped if no payment is received. Now we have 79 paid members and 38 members were dropped.
The Village Inn located on Hwy 57 South will hold a dinner for the Society a charge of $15 per person. An ad will be placed in the local newspaper. The date is September 23, 2014 reservations will be necessary. Next meeting we will finalize the plans for the dinner.
A motion was made to adjourn by Mike Pierce and 2nd by Shirley Van Meter. Motion carried. Adjourned at 6:40 PM .
Refreshments were served.
Members present: 19
Minutes July 3, 2014
The meeting was called to order by President Jerry McGillem at 6:00 PM
There were 15 members present.
The minutes from June meeting was read by Jeannie Houchins. Mike Pierce made a motion to accept the minutes as read Seconded by Rick Miley. Motion carried.
The financial statement was read by Tom Behme we have $3,097.70 in checking and $13.11 in petty cash. Jeannie Houchins made a motion to accept the financial statement seconded by Mike Pierce. Motion carried.
OLD Business:
Tom Behme reported there has been no correspondence from the IRS about the 501 C (3) Tax Exempt status.
Rick Miley received $48.00 in donations. He gave the money to Tom Behme for deposit.
A discussion on the process of how to catalog the items that will be given to the Society once the building is signed over to us. We can look into a program from the State. Sandy McBeth reported the State will come and help get us started with the cataloging. Allan Helderman said a simple excel spread sheet will be a good way to catalog items. If a spread sheet is used we could search and also sort the spread sheet. The library bought a new computer for the Library and the one the Genealogy Department was using, donated by Bub Garland, will be taken to the Old Library.
Plans are being made to have an Italian supper at the Village Inn on September 23, 2014. The cost will be $15.00 a person. $10.00 will be given to the Village Inn and $5.00 will be given to the Genealogy Society. This will be a great fund raising party.
Mike Pierce asked how many paid members we have. It was reported we have 73 paid. Mike asked for the members not paid, be dropped from the Society. Tom Behme will send an e-mail to the nonpaid members and then if they don’t pay drop them from the Society. Mike Pierce also said the by-laws should be that new members coming in in July be charged half price. The members not paid, be charged the full $15.00.
A motion to adjourn was made by Mike Pierce seconded by Jerry Pride. Motion carried.
Meeting adjourned at 6:15 PM.
Refreshments were served.
Members Present: 15
Meeting June 5, 2014
Meeting called to order by President Jerry McGillem at 6:00 PM
May minutes were read by Jeannie Houchins Shirley Van Meter made a motion to accept the minutes seconded by Anetta Nelson. Motion carried.
Tom Behme read the financial statement. Checking account $3097.70. Petty Cash account $21.58.
A motion was made by Mike Pierce to accept financial statement seconded by Jim Lamey. Motion carried.
Tom Behme reported on the cleanup at the old library. There were 10 people at that function. They are:
Tom Behme, Mike Pierce, Jerry McGillem, Jim Gaskins, Mary Williams, Rick Miley, Allen Helderman, Sandy McBeth, Sonny Houchins, and Vicky Edwards. Sonny Houchins furnished the truck and trailer. Thanks to a job well done.
Tom Behme reported on the status of the Tax Exempt submission. We received a letter from the IRS stating we could hear from the IRS the earliest would be September 2014.
The old library was discussed of what to do if and when the Society is given the property. One of the first things to be done is the bathroom. We have to make them handicap accessible. Sadie Oldenkamp received bids on the remolding of around $5,000.00. Tom Behme will look into who that bid was form and contact them.
The Library Board approved a motion to purchase a new reader/printer. It was installed into the Genealogy Department May 28, 2014. It is a very nice piece of equipment.
Mike Pierce made a motion to adjourn at 7:00 PM
Refreshments were served.
Members present: 10
Meeting May 1, 2014
Meeting called to order by President Jerry McGillem at 6:00 PM.
There were 17 members present.
Jeannie Houchins read the Minutes from April Meeting. Marilyn Dickerson made the motion to approve the minutes as read. Sharon Lamey seconded. Motion carried.
Tom Behme reported bank balance is $3,057.70. He stated the bank statement had not been received from the Bank. He wrote 2 checks one for $30.00 to the state of Indiana for Corporation papers. The other check was to the United States Treasury for our Tax Exempt papers in the amount of $400.00. Terry Beadles made a motion to accept the financial statement. Mike Pierce seconded. Motion carried.
Terry Beadles reported the pledge drive now stands at $11,840.00. A discussion followed about how we could raise money other than pledges. Shirley Jenkins made a suggestion to have the Village Inn have an Italian night. In September the Village Inn will hold a supper, for the Genealogy Society, tentative plans to change $15.00 a head and the Village Inn keep $5.00 and give $10.00 to the Society. Everyone thought that was a terrific idea. Shirley Jenkins will set that up with the Village Inn and report back at another meeting.
Rick Miley has been visiting local businesses and asking for a pledge. He asked everyone to visit a business and ask for a pledge.
Tom Behme reported we are now incorporated and the papers to become Tax Exempt were in the mail. We are hoping it won’t take very long to hear back from the Government.
A discussion about what would be done at the old library once we get access. One of the first things would be making the bathroom wheelchair accessible. Estimated cost would be $5,500.00. Asked about the roof and it will be ok for 5 years. No leaks at this time.
Mike Pierce was recognized for helping the Health Department put records from the big books into the SMART system he has been going to the Courthouse on Thursdays for the last 3-4 months. Thanks Mike.
Mike Pierce talked about the books being removed from the dungeon at the Courthouse. They are rearranging the spaces and creating cages with padlocks for the different departments in the courthouse. The question was asked will the records at the courthouse be given to the Genealogy Society. Hopefully all this will come together at the same time and the records will be kept here in Pike County.
A motion was made to adjourn at 7:15 PM by Mike Pierce seconded by Terry Beadles. Motion carried.
Refreshments were served.
Members present: 17
April 3, 2014 Meeting
MEETING CALLED TO ORDER BY JERRY McGILLUM. At 6:00 pm
27 MEMBERS PRESENT. 2 GUESTS
MINUTES READ BY JEANNINE HOUCHINS AND ACCEPTTED BY MIKE PIERCE SECONNED BY ALLAN HELDERMAN.
FINANCIAL REPORT WAS READ BY TOM AND ACCEPTTED
FUND RAISING WAS DISCUSSED BY TERRY BEADLES. HE HAS RECIEVED PLEDGES.
A FUND RAISING COMMITTEE WAS FORMED CONSISTING OF TERRY BEADLES, RICK MILEY, CINDY GASKINS AND TOM BEHME.
TOM BEHME RECIEVED A LETTER FROM THE COUNTY COMMISSIONERS STATING THAT THEY WOULD SUPPORT THE GENEALOGY AND HISTORY SOCIETY.
WE ARE IN THE PROCESS OF BEING INCORPERATED.
SHIRLEY VANMETER IS FILLING OUT THE PAPERS TO BECOME A 501C (3) TAX EXEMPT.
WE WILL ASK THE LIBRARY BOARD IF WE CAN HAVE A CLEAN UP THE BARRETT LIBRARY.
MOTION TO DISMISS BY TOM BEHME AND SECONED BY MIKE CARRIED 7:35 PM
REFRESHMENTS SERVED
Members present: 29
March 6, 2014 Genealogy Meeting
Meeting called to order at 6:00 pm by Jeannine Houchins
Meeting was attended by 12 members.
Financial report read by Tom Behme
Minutes read by Jeannine Houchins
Motion to accept the financial statement and minutes seconded by Shirley Van Meter motion carried.
Tuesday March 11 will be Library Board Meeting. We would like as many people as possible to attend for support. We are working on the 501-3C tax exempt status. Discussed asking Tri State Genealogy Society for help with tax exempt status.
Discussed possibility of Community Foundation helping.
An auction is scheduled for April 9, 2014 for the old library with Craigs Auction Services.
Motion to adjourn at 6:45 pm by Mike Pierce and seconded by Jeannine Houchins. Motion carried.
Refreshments were served.
Members present: 12
FEBRUARY 6, 2014
FEBRUARY 2014 MEETING CALLED TO ORDER AT 6:00 PM BY JERRY MCGILLEM
SEVEN MEMBERS ATTENDED.
MINUTES, FINANCIAL STATEMENT READ AND APPROVED. FINANCIAL REPORT GIVEN $1977.70.
EXECUTIVE MEETING WILL BE HELD REGARDING THE RAISING OF MEETING DUES FROM $10 PER YEAR TO $15.
UPDATE OF LIBRARY BOARD MEETING REGARDING AUCTIONING OF OLD BARRETT MEMORIAL LIBRARY.
TOM BEHME HAS BEEN APPOINTED INTERREM DIRECTOR OF LIBRARY.
DISCUSSED PROCESS OF BECOMING A 501 C3 WE NEED TO BE INCORPORATED JERRY MCGILLEM MOTIONED TO HAVE SHIRLEY VANMETER TO CHECK ON IT. WE ARE ALREADY A NON PROFITT......
SHIRLEY VANMETTER MOTIONED TO ADJOURN WITH TERRY B....SECONED.
REFRESHMENTS SERVED
Members present: 6
BOARD MEETING FEBRUARY 6, 2014
Executive Meeting was held at 6:45 pm. Called to order by jerry McGillem
All four officers present.
A motion to increase the dues to $15:00 a year per person was make by Tom Behme seconded by Terry Kinman. Motion carried.
Motion to adjourn Executive meeting at 6:50 PM by Tom Behme 2nd by Terry Kinman. Unanimous.
Members present: 4
JANUARY 2, 2014
Meeting called to order by Treasurer Tom Behme at 6:00 pm
The minutes and financial statement was read and balance in the bank $1802.70. A motion was made and 2nd approved.
There were 6 members present.
Tom Behme updated the members about the Old Library. The Commissioners said they would accept the building if improvements were made. The lowest bid price $35,000.00.
Tom Behme will get information about becoming a 501 C3 tax exempt organization.
Mike Pierce has been to the courthouse to input birth records into the SMART system. It is a slow process but will be a great service in the end.
Mike Pierce made a motion to adjourn 2nd by Rose Byke, vote was unanimous.
Cookies were served.
Submitted by Jeannine Houchins
Secretary
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~