Changes to Meeting Style

Hello OCGS Members!

Our President, Barbara, has asked me to email everyone about some
changes being made to the monthly meetings. We hope these changes
will enhance everyone’s experience.

Starting February, the monthly get-together of Society members will
now consist of two main parts. A Meeting Time and a Workshop Time.
Society members, and guests, can participate in either or both as they
desire.

The first part, “Meeting Time”, is a tweaking of our traditional
gathering and will consist of 3 distinct functions. (Side note: we are
working on getting additional table space to better accommodate the
growing number of attendees.)

The first function is presentation from speakers. If no speaker is
available, we will have a webinar or other educational material when
possible. Presentations/webinars will be encouraged to be in the
30-45 minute time frame.

Second, will be the traditional call to meeting. Steps have been
developed to shorten this meeting without loss of content. Minutes
will be printed and available upon arrival. This way, everyone is
kept aware of any meeting they missed and allows for a call for
acceptance of the Minutes without taking time to read the minutes aloud.

Additional time will be saved by having the Correspondence Report
shortened to include only a summary of the types and number of
research requests. The actual details of search requests and results
will be turned over to the Recording Secretary to include in the
minutes, to be distributed at the next meeting. Further, since the
Correspondence Report and the Public Relations Report are considered
regular Officer Reports they do not require a vote of acceptance by
the membership (this per Robert’s Rules of Order for Dummys). This
eliminates time taken for calls for motions, seconds, and taking of
the vote. However, Minutes and Treasurer’s Report will still require
a vote.

Next will be Old and New Business, as needed. New Business will be
restricted to discussion items which might require a vote should the
group be interested. Discussion items considered informational in
nature will be asked to be held until the 3rd phase of the Meeting
time. The meeting will be adjourned by the President when all
business is deemed conducted. Adjournment does not require a motion
or vote of the membership, saving more time. An exception is early
adjournment before business is completed.

The Third part occurs after the formal meeting is adjourned. This
part will be for “Information Exchange and Social Time”. Members are
encouraged to do two things. Tell of any new information in the world
of genealogy and to ask questions of the membership. This will be the
time to ask “How do you….” or “Has anyone ever….”. This will also be
a time for bragging rights for anyone who has found an item of
interest in their search or has broken through a brick wall. This
third portion of the Meeting Time is designed to move from a more
formal exchange of information to a controlled chaos as members
discuss different things among themselves.

The Second Half of our gathering will consist of “Workshop Time”.
Those members wishing to, can move downstairs to the Genealogy Room.
This time will be used to work on your genealogy and to either ask
questions or help others with their genealogy, or both. The library
can provide 3 laptops as well as the two PCs in the room. A 6th PC
will be used by Traci where she will be available to give individual
tutoring, or conduct research as needed. Members are encouraged to
bring laptops or tablets either for themselves or as extras for others
to use. Although passwords have to remain under Traci’s control, she
will be able to log each member’s device into any or all of the
following websites: Ancestry, Fold3, Heritage Quest, and Family Search
(this last for those who do not want to create a free account with
Family Search).

Over the years we have had several guests (and members) expecting a
more hands on experience. When we fail to provide this, people fail
to return. We are hoping the introduction of the workshop will entice
more guests to return and more members to attend.

The board’s desire is to see its members enjoy their hobby to its
fullest and reap the rewards this type of research gives us all.