Polk County Genealogical Society, Inc.
Headquartered in Bolivar, Missouri, United States of America

2005 Minutes

PCGS Home Page

You can contact us at:
    PCGS
    PO Box 632
    Bolivar, MO
    65613-0632
   info@pcgsmo.com
   417-777-2820

January

The Polk County Genealogical Society met Thursday, January 6, 2005 at 7:00 P. M. at the PCGS Library. Vice president Mike Jones called the meeting to order. The minutes of the November and December meetings were read. The treasurer’s report was not given due to the absence of Julie Trout.

Announcements were as follows:

• Donations from the Bolivar Herald-Free Press include archival paper from the “cave” room, 1980 to present microfilm of the paper, pictures and negatives form the book “Impression of Bolivar."
• Mike reported on the trip to the bank to update our accounts.
• The upstairs furnace was worked on and the outside pressure unit was replaced.
• Program for February will be presented by a representative of the George Washington Carver National Park. March’s meeting will be presented by Linda Crawford on the Melungeons.

It was proposed that the standing rules be changed to have the executive meeting to be on the 3^rd Monday at 1:00 instead of Tuesdays at 12:30.  Motion carried.

Guest speaker for the evening was Ray Carneal, a railroad worker.  He shared artifacts and stories of working with the railroad.

Meeting adjourned at 8:40 P.M. with 15 present.

Patty Warren, Secretary

Attendance:

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February

The Polk Genealogical Society met Thursday, February 3, 2005 at 7:00 p.m. at the PCGS library.  Vice President Mike Jones called the meeting to order.   The minutes of the January meeting were read and approved after corrections were made.  The upstairs furnace was repaired and replaced.   The treasurer's report was given by Julie Trout.

Leta Gass reported that the FERPA law would prevent schools from sharing the pupil records. The records cannot be viewed because grades are private and cannot be shared until the person is deceased.  Records from the newspaper are documented.  The photos are labeled and in albums.

Mike stated that the copier has been repaired. There was some discussion about buying a service contract with the company or just being aware that every 60,000 copies may bring repair bill.

Money was collected to purchase a book in memory of James Whitman's wife and a tree to be given to Susan Sparks in memory of her grandmother.

Guest speaker was introduced by Mike Jones. Diane Eilenstein gave a Power Point presentation about the cemetery at the George Washington Carver National Park.  She gave a history about the type of headstones, the location of the cemetery and the people buried in this particular cemetery.   Many questions were asked and answered after the presentation.

Meeting was adjourned.  18 present.

Attendance:

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March

The Polk County Genealogical Society met Thursday March 5, 2005, at the PCGS library for its regular monthly meeting.  President Susan Sparks called the meeting to order, welcoming every one. The minutes were read and approved.  Julie Trout, Treasurer gave her report:

Checking                 $79.19

Petty Cash                 90.74

Building               2,660.07

Savings                6,426.81

Total                 $13,774.81

Membership is 182

• It was decided to purchase the service agreement on the copier.
• A report was given on The Family History Book.
• Leta Gass reported on a recent donation was received from Maurice Dickensheet, former 4-H agent of his large collection of slides of county 4-Hers and on her attempt to get old school records from the Bolivar Schools.
• Leta also reported on the upstairs inventory.
• Jim Whitman reported on the downstairs inventory.
• President Sparks gave an update on plans for our Spring Conference April 3. Joyce Burkhart will man the registration table.
• Speakers have been confirmed.
• Susan asked for help with proof reading.
• She then shared information on The Tri-County Genealogical Society's Conference in Nevada Details will be posted on the bulletin board.
• Members were asked to bring Bibles for the display case.
• Members are encouraged to write articles for Local Life.

The evening's program was a sharing of Pot Luck stories from the membership. The stories were very entertaining.

Meeting adjourned. 20 were present.

Patty Warren Secretary

Attendance:

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April

President Susan Sparks called the meeting to order at 7:05 p.m. Due to the absence of Secretary Patty Warren, the minutes were not read. Two sets of minutes will be read at the May meeting.

Treasurer Julie Trout gave the financial report. There is $4,706.23 in regular checking; $2,658.98 in the building fund; $6,432.27 in the savings fund and $80.67 in petty cash for a total of $13,878.15 for those four accounts. Membership is 161 as of April 7; we lost 27 members (they did not renew their membership.)

Joyce Burkhart gave a report about the PCGS conference held April 2 at the CMH Community Rooms. There were over 60 people present (this number includes some family members and friends of the speakers who were not present for the entire conference). There were six different vendors present.

The group discussed Jack Glendenning’s 1881 plat map of Polk County that he donated to PCGS. It is back from the State Archives where it was cleaned and looks wonderful. It is hanging (temporarily) on the wall. After some discussion of what to do with it (frame, archive and/or digitally copy it), it was decided that the final decision will be made at the executive board meeting.

• MCM Restoration is coming on Saturday, April 9 at noon to give PCGS a bid for the restoration of the outside of the library building.

• Marsha Rising donated a copy of the "Source" genealogy reference book for our library shelves.

• A list of preservation supplies with prices is available at the counter.

PCGS Member Linda Crawford gave the program on the Melungeons.

The meeting adjourned at 8:03 p.m.

15 people were present at the meeting.

Respectfully submitted by Julie Trout on behalf of Patty Warren.

Attendance:

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May

The Polk County Genealogical Society met for its monthly business meeting Thursday, May 5, 2005 at 7:00 P. M. at the PCGS Library. President Susan Sparks called the meeting to order and introduced the guests. The minutes were read and approved.  The treasurer's report was given by Julie Trout.

Susan introduced John Lower, who gave a very informative program "Relict Plants as Vestiges of Vanished Homes."

Meeting adjourned with 23 present.

Patty Warren, Secretary

Attendance:

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June

The Polk County Genealogical Society met for its monthly business meeting Thursday, June 2, 2005 at 7:00 P. M. at the PCGS Library.   President Susan Sparks called the meeting to order.  The minutes of the May meeting was read and approved.  The treasurer's report was given by Julie Trout.

She reported a membership of 174.

Total monies $13,444.25

Announcements were as follows:

• Charles & Bob reported on the outside of the building.

Reports:

• Leta Gass reported on her trip to the Commissioners' Office
• June 9^th will be a clean out the court house attic day at the court house. We will start at 10:00.
• We have a new book for sale MacNeil's Humansville Story

A very informative program was presented by Jeffrey Patrick.  His topic was tracing your Civil War ancestors. He provided lots of sources for us.

Meeting adjourned with 32 present.

Patty Warren, Secretary

Attendance:

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July

The Polk County Genealogical Society met for its monthly business meeting Thursday, July 7, 2005 at 7:00 P. M. at the PCGS Library.  Meeting was opened by President Susan Sparks.  We will vote on buying more history books on August 8.

Bethany Adamson from the United Daughters of the Confederacy told about organization and the desire start a chapter in Bolivar.  It takes seven new members to start a chapter.  Gary Ayres then put out paperwork on places to contact in checking on confederate ancestors and explained what is necessary to join U.D.of C. He told what benefits the organization brings to the community.  Announcements on the hand out were reviewed by Susan Sparks.  "Picture Perfect ancestors" will be the theme for the next conference.

James Whitman for Patty Warren who was absent

Attendance: 22 people

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August

The Polk County Genealogical Society met for its monthly business meeting Thursday, August 4, 2005 at 7:00 P. M. at the PCGS Library.   Vice president Mike Jones called the meeting to order.   The minutes of the June and July meetings were read and approved.  The treasurer's report was given by Julie Trout.

She reported a membership of 181.

Checking                 $3,723.91

Supplemental           10,829.74

Building                     2,641.45

Savings                      6,453.81

Petty cash                     112.15

Total                      $10,829.74

Announcements were as follows:

• We now have a full set of Dr. William Hall's books/microfilm through 2003. We recently received the last with a laser printer. Dr. Hall likes to receive letters, so if you would like, write to him.
• The upstairs display cases are finished and installed. The last of the Delarue money was used for their purchase.

Reports:

• Charles Gass reported on the restoration of the outside of the building.  One report has been received from a Springfield company.
• Rena Smith resigned as obit chair.  Bunny Jones will replace her. There will be an obit workday August 16 at 10:30 a.m.
• Joyce Burkhart reported on preparations for the School Reunion.  We will be selling the rural school calendars.

Action taken:

A discussion of purchase of extra family history books was followed by a motion from Joyce Burkhart to purchase 300 extra books.  Linda Crawford seconded the motion.  Motion carried.

A show of hands was taken to see if a group photo should be taken.  Most agreed.  It will be taken on library steps at 6:30, right before the September meeting.

The evening's program was presented by Mark and Susie Stephens. They shared with us the history of their studio, sharing information on the studio's founders, Betty and Marion Ross. Mark said that the most damaging things to old photographs were light, heat and humidity.  The best way of preserving the photographs is to scan the picture and save to a CD.  He also said to avoid putting photos behind glass. Susie ended the program a slide presentation

After the program, Lou Kemp presented a wooden box with an engraved plaque in which to store and display the Ross Sisters photo albums that were given to the society by Mark and Susie Stephens.  Charles Gass had treated the box to make it archival.

Meeting adjourned with 29 present.

Patty Warren, Secretary

Attendance:

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September

The Polk County Genealogical Society met Thursday September 1, 2005 at the PCGS library. President Sparks called the meeting to order.   The minutes were read and the financial report was given.  Membership is 184.

Joyce Burkhart and Susan Sparks reported on the School Reunion.  

It was decided to put old kitchen utensils in the display case this month.

Susan updated us on the plans for the Living History Tour, the1881 plat map, and the publishing of the corrected index to the Family History Book.

The evening's program was presented by Barbara Davolt, Polk County Administrator. She presented an informative program about the responsibilities of her office.

The meeting was adjourned with 18 present.

Patty Warren, Secretary

Attendance:

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October

The Polk County Genealogical Society met for its monthly business meeting Thursday, October 6, 2005 at 7:00 P. M. at the PCGS Library.   President Susan Sparks called the meeting to order. The minutes of the September meeting was read and approved.  The treasurer's report was given by Julie Trout.

She reported a membership of 189.

Checking         $2,257.49

Building            1,338.49

Savings             3,464.60

Petty cash               82.53

Total             $10,143.11

Announcements were as follows:

• Bunny announced the December meeting would be a social with refreshments. Members are to bring something to share.

Julie reported from the nominating committee as follows

• President               Leta Gass
• Vice President       Patty Warren
• Secretary               Joyce Burkhart
• Treasurer               Julie Trout
• Director-at-Large  James Whitman

There were no nominations from the floor.

Final discussion of Living History Tour followed.

• The visuals for the event were displayed.
• Attendance Friday from Bolivar Middle School and Fair Play Fourth Grade are expected.
• Member help is needed for crowd control.
• Lunch will be provided Saturday for the presenters
• Donation collection for the Bertie Williams headstone was explained.

The society will be participating in Trick or Treat on the Square again this year. Please come dressed in non-scary costumes and join the fun.

The evening's program was presented by Bob Neumann from the Greene County Archives who shared with us some of the most interesting stories from Greene County history

Meeting adjourned with 27 present.

Patty Warren, Secretary

Attendance:

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November

President Susan Sparks called the meeting to order at 7:05 p.m.

Charlie gave a report on Leta's status. She will be coming home from the hospital on Friday (tomorrow).

Susan turned the floor over to our speaker, Laura Ritter. She spoke about Pitts Chapel funeral records. The funeral home has books from 1925-present day in their possession.

The business meeting started at 8:16 p.m. Due to the absence of Secretary Patty Warren, Julie Trout read the minutes. They were approved as read.

Treasurer Julie Trout gave the financial report. There is $2,533.89 in regular checking; $1,336.95 in the building fund; $6,470.09 in the savings fund and $86.20 in petty cash for a total of $10,427.13 for those four accounts. Membership is 193 as of Nov. 3.

A proposal to allow 1 year or 3 year memberships was presented. The proposal passed with 14 yes, 3 no and 1 abstaining. There was 1 visitor.

A proposal to raise the dues to $15 per individual and $20 per family was presented. It passed with 16 yes, 1 no, 1 abstain and 1 visitor.

A revote on the purchase of new history books was taken. There are now two proposals: 150 books @ $35.28 totalling $5374; 200 books @ $34.28 totalling $6966. The plan of buying 150 books was approved with 15 yes, 1 no and 2 abstaining.

The group voted to raise the price of the new books to $68 with 15 yes and 2 no.

Susan wanted to say thank you to Bob Phillips for taking duplicate books to Hooked on Books and getting PCGS a $206 credit.

Items for the showcase in December were discussed.

The meeting adjourned at 8:45 p.m.

19 people were present at the meeting.

Respectfully submitted by Julie Trout on behalf of Patty Warren.

Attendance:

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December

The Polk County Genealogical Society met Thursday December 1, 2005 at the PCGS library for our regular monthly meeting.  The meeting was called to order by Vice President Mike Jones, who welcomed everyone.  The minutes were read by the secretary Patty Warren.  Julie Trout gave the treasurer's report. Motion was made and seconded for membership fee increase.  Motion carried.   Charles Gass updated us on the restoration of the outside of the building.  He reported on a bid from a Fort Scott company.

Joyce Burkhart reported on the resurfacing of the upstairs tables.

The floor was opened for membership discussion:

• Rena stated that she enjoyed the Living History Tour.
• Joyce stated that she considered our Spring Conference, the Rural School Reunion, the Living History Tour and the OGS Conference our main events and that these events be put on the calendar so that members could sign up to help.
• Julie asked for help in making a list and acquiring public domain music which could be added to videos.
• Ramona suggested that we might get someone who chords to play it for us.
• Joyce suggested we try to acquire all Bolivar yearbooks.
• Volunteers are needed to screen microfilm.
• Volunteers are also needed to help update the Greenwood Cemetery material.
• Field trips, classes and workdays could be used to help in these.  Joyce asked for suggestions for conference presentors and to vendors.
• Leta would like to see increased involvement by the membership.

Mike thanked everyone for coming and wished everyone a Merry Christmas and a Happy New Year.

Meeting was adjourned for refreshments and fellowship.

Patty Warren, Secretary

Attendance:

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Business meetings are the first Thursday of every month at the
Polk County Genealogical Society Research Facility, on the square in Bolivar, MO

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