Notes from the January 17, 2011 regular monthly meeting of the society:
1. Prior to the meeting, 15 members met at Peralta’s Mexican Restaurant in Quitman to eat and talk. We had a great time.
2. During the pre-meeting help time from 6 to 7 p.m. at the library and later during the workshop portion of the regular meeting we were able to help one guest and two members with their research and one with getting some computer problems worked out.
3. Various reports were received in the business meeting. Some highlights:
a) About two-thirds of members have renewed from last year. Two members are deceased and four others have not decided to renew. Current bylaws give members until January 31 to renew. Others are expected before the end of the month. Also several new members have joined this year. A more detailed report will come in later meetings after the January 31 deadline.
b) The Constitution and bylaws revision committee appointed in November has met and come up with a preliminary document. It will be finalized and presented at the February meeting with plans to vote on any changes at the March meeting. Members will receive notification of any changes following the February meeting.
c) Treasurer Wayne McCluneyreported on several items. Chairs will not need to be purchased, and he reported some prices on book carts and got further details on our needs there. He will follow up on that. A method to more efficiently keep records of membership fees is under discussion and will be reported on at a later meeting. He is still looking into tax and non-profit status information. Also, it was proposed and adopted that we would go to a purchase order system to handle expenditures. That would be included in an bylaw revisions.
d) Membership’s Deason Hunt proposed a Focus of the Collection statement and Acquisitions policy for the society materials in our research center and archive at the library. It was adopted. Details will be published here in a later posting.
e) Treasurer McCluney also reported that it is in the works for us to solicit a statement from the City of Quitman that while our archives are housed at the library that they are in fact owned by the society and not the library or city. This would protect us in case of changes in librarians or city officials over the years.
f) The new society sign which hangs on the library sign pole at the edge of the street in front of the library is not displayed. Thanks to Vice-president Dorothy Harbin who came up with the idea and presented the design and secured someone to make the sign. Also Treasurer McCluney helped with the finalization of getting the sign. Librarian Delene Delarosa secured help from city workers to have the sign placed on the pole.
g) Members worked on processing latest obituaries for inclusion in our obituary books.
More details will be available when the minutes of the January meeting are submitted for approval.