May Executive Board Meeting

THOMAS TOLMAN FAMILY ORGANIZATION

Executive Board Meeting

Family Research Center-Bountiful

19 May 2013 6:30 pm

PRESIDING & CONDUCTING: John Tolman, President

OPENING PRAYER: Tricia Leslie

WELCOME: John Tolman, President

THOSE IN ATTENDANCE & VOLUNTEER HOURS: Glen Tonge (2); Tricia Leslie (2); John Tolman (18); Tom Tolman (2); Jake Howlett (lots); Melanie Howlett (lots); Douglas Jones (lots); Joan Tolman; Loraine T Pace (227); Barbara Tolman (5); Lola T Beagley (225)

Total: 479 (+lots)

MINUTES : 13 Jan 2013 Executive Board Meeting minutes read by Lola T Beagley; corrected (Ralph Mecham’s (“son” to “grandson”) and then approved by group.

FINANCIAL REPORT: presented by Treasurer, Barbara L Tolman, and is attached. The report was approved by unanimous vote

PRESIDENT’S MESSAGE/REMARKS:

The following try to meet weekly at the SLC Genealogy Library to do research as assigned by

Loraine T Pace: Loraine T Pace, John Tolman, Elese Elwood , Lola T Beagley

REPORTS OF BOARD MEMBERS:

Web Master – Trent Larson - no report

Genealogist and Temple Work – Loraine T Pace

1. Has sorted through the 11 drawers at the Family Center to discard unneeded documents. Has completed 7 of the 11 drawers. Many sheets just listed Mr & Mrs and 1 child

2. We are back to the 1500’s on the main Thomas Tolman lines. There is not enough information in the records to proceed further as the old records just lists a child’s name and birth date but not the parents.

3. Set the date of 22 June 2013 for the semi-annual meeting from 9:00 am to 1:00 pm. It is to be a workday at the Thomas Tolman Family Center to sort through the filing cabinets. Decided to sell the filing cabinets for $75.

4. As will be digitizing the pertinent documents. Douglas Jones suggested since everything is internet based perhaps the journals should be changed to PDFs

5. Need to think about closing the Thomas Tolman Organization and selling the facility. We are now an online generation and the physical facility is becoming obsolete. Payment of dues and donations have decreased dramatically over last 2 years. It was suggested to keep the house for just a rental but all the rental income goes back into the building and there is no profit bearing project.

Possibilities:

1. Donate the photos and historical documents to the Bountiful Museum that is currently in creation. Part of the museum will be an archival room.
2. Possible use of the funds from sale of the facility:

1. perpetual genealogy fund

2. funds for research

3. donate to the Bountiful Museum

4. donate to the Chesterfield Organization

6. Current Issues with the physical facility

1. Rain coming in onto the cabinets in the basement room. Tom Tolman indicated has a friend who can fix the leak, with flashing, as has nothing to do with the roofing
2. Roofing still needs to be replaced. The question was raised if we plan to sell the facility should we fix the roof. Probably a better option to fix the roof. The funds are available but will probably take most of the $11,000 plus balance. It was stated that the proceeds in the account do not come from the rental of the facility but has come the dues, donations and sale of the products (journals etc.)
3. Jake Howlett reported that often find dust/debris on top of the cabinets in the storage room but no moisture. It was determined that this is a result of an earlier flooding from the upstairs area, which has been fixed. The ceiling material was compromised by earlier flooding but should not be a problem, now.
4. Discussed the internet/phone connection in the facility. It was decided to keep it under the Tolman Organization. Jake Howlett will call Century Link to correct how the account is listed

7. Facility Rental:

1. Douglas Jones reported is moving from the upstairs apartment to West Valley City on June 15, 2013
2. Tricia Leslie reported that the Jones have made many improvement throughout the upstairs including the attic. The area has been well taken care of and is a credit to the Jones family
3. Tricia has a prospective renter (family from her ward) who can move in when the Jones move out. (Adam and Gwen Fisher). She related facts and findings about the family and it was decided to proceed with the rental of the upstairs apartment to this family.

Cyrus Line - no report

Judson Line – no report

Benjamin Line – no report

Postcard and Magazine – Tom Tolman: Eliminated the newsletter so won’t have any documents until the fall magazine.

NEXT MEETING: not determined

ASSIGNMENTS:

Tom Tolman will have repair work done on leak over the cabinets

Tom Tolman will get several quotes on replacing the roofing and get back to President in two weeks

Jake Howlett to contact Century Link on phone/internet account

CLOSING PRAYER: Glen Tonge

January Executive Board Meeting

THOMAS TOLMAN FAMILY ORGANIZATION

Executive Board Meeting

Family Research Center-Bountiful

Jan 13, 2013 6:30 pm

PRESIDING & CONDUCTING: John Tolman, President

OPENING PRAYER: Lola T Beagley

WELCOME & INTRODUCTIONS: John Tolman, President

THOSE IN ATTENDANCE & VOLUNTEER HOURS: Barbara Tolman –20 hrs; Loraine Pace- 185 hrs; Jacob Howlett; Tom Tolman-2 hrs; John Tolman-36 hrs; Kristie Pitts-6 hrs; Lola Beagley- 64 ½ hrs

MINUTES: Minutes of Aug 12, 2012 Executive Board Mtg read by Lola Beagley and approved by members.

.

FINANCIAL REPORT: Presented by Barbara L. Tolman. See attachment.

1. A suggestion was given by Loraine Pace that the surplus funds from the rental income be applied to the fund for replacement of the roof. It was agreed that a review would be done on previous surplus funds and they would be added to the roof fund.
2. Approval was given by Loraine Pace to continue paying Elese Elwood $100.00 a week through June 30, 2013, for genealogical research.

PREDIDENT’S MESSAGE/REMARKS: Congratulated Krisite and Robert Pitts who will leave shortly for a mission in the Philippines. No report on research this month.

OTHER: Completed temple cards left at the family Center are to be forwarded to Loraine Pace.

REPORTS OF BOARD MEMBERS:

Web Master – Trent Larson “attended” via Web cam from St. Croix, VI; no business

Genealogist and Temple Work – Loraine T Pace

1. Mentioned quote from Pres. Boyd K Packer regarding genealogy research:

“Every thought or word or act we direct at this sacred work is pleasing to the Lord. Every hour spent on genealogical research, however unproductive it appears, is worthwhile. It is pleasing to the Lord. It is our testimony to Him that we accept the doctrine of the resurrection and the plan of salvation. It draws us close to those who have gone before. It welds eternal links in family associations and draws us closer to him who is our Lord.” “The Holy Temple. P 25

2. A goal that is not written down is only a wish. Her goals:
   1. finish editing short histories
   2. sort and reorganize filing cabinets at the center
   3. evaluate contents of wooden drawers at the center
   4. wrap up the current lines she is working on
   5. edit the journals
3. Suggested goal for the board members is to ensure they have completed all their family group sheets. Then get 10 other family members to send in their sheets.
4. Provided an update on research on Jeremiah Mecham. She received a booklet from Ralph Mecham with recent research and that the research now will be done by his son, Owen Mecham.
5. Looking for a contact on the Holbrook line
6. Pray for help- Bore testimony of Lord’s help when reading the films that each time a frame appeared that was readable, it contained the last name that she was researching.

Cyrus Line -

1. Kristie Pitts suggested that a notice be posted on the Tolman Family Website that a replacement for her is needed on the Cyrus line.
2. Reported on successful on research on the Snow line.

Judson Line –

Benjamin Line –

Postcard and Magazine – Tom Tolman: 1. He will prepare the post card reminder for the

Family organization dues. It needs to be sent prior to release of the March

magazine. Loraine and Tom will confer on the message.

2. Tom announced that he is on the committee for celebration of the 150^th Anniversary of the Bountiful Tabernacle. He explained that Judson Tolman and Joseph Holbrook played an important part in proving the wood for the building. Ephraim and Jaren were also mentioned as participants at that time.

NEXT MEETING: February 10, 2013 at 6:30pm

ASSIGNMENTS:

CLOSING PRAYER: Kristie Pitts