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Advisory Board Minutes - August 2008

 

LINKS TO MINUTES
AUGUST 2008 SESSION
August 2008 Meeting Open
August 2008 Agenda
July 2008 Minutes
Announcements
Motion 200708-12: 'Grievance Committee'
BOARD L List Moderated
2008 Election Results
Run-Off Election 2008
Thank You To Election Committee
Resignations of Linda Blum-Barton And Phyllis Rippee
Election Committee Call For Volunteers
Selection Of Grievance Committee Chair
Motion 2007/08-13: 'Amend Standard Rules-Vacancy On AB
Motion 2007/08-14: 'Amend Grievance Procedures'
Motion 2007/08-15: 'Appoint Grievance Coordinator And Assistant'
Proposed By-Laws Amendment
Motion 2007/08-16: 'Confirm Election Committee Slate'
USGenWeb Newsletter Committee Report
Motion 2007/08-17: 'Fact Finding Committee: 'Hosting National Website'
Seating New AB Members
Adjournment And Close Of 2007-2008 Session

AUGUST 2008 MEETING OPEN (1 Aug 2008) By the NC
August 2008 Meeting is open

AUGUST 2008 AGENDA (1 Aug 2008) By Cyndie Enfinger
I would like to see the following items added to the agenda. I have not listed them in any particular order of importance. I hope others will specify a preference if one is desired.
-- Status of Kidz Project
-- Discuss a procedure / improvement for how the AB presents and follows an agenda.
-- Website maintenance / website host issues
-- Clarification of determining voter eligibility
-- Status of Newsletter Committee
-- Discuss the findings of the Fact Finding Committee
-- Define the scope of the AB Representative to the Election Committee.

(2 Aug 2008) By Larry Flesher
-- Discussion and clarification of the EC role in determining a member's eligibility to vote

(2 Aug 2008) By Greta Thompson
-- Discuss and clarify the role and responsibilities of the State Coordinators in helping the Election Committee develop an up-to-date lists of members.

(2 Aug 2008) By Bettie Wood
-- Following Parliamentary Procedures

(2 Aug 2008) 
Discussion of August Agenda moved to ABChat

(15 Aug 2008) By the NC
Having heard no further discussion on AB-CHAT - I move this August, 2008, agenda to BOARD for the record.

-- Grievance Committee slate [August 6, 2008 Motion: 2007/08- 12: 'Grievance Committee Slate];
-- Discuss a potential change to the following Standard Rule to address instances when an AB vacancy occurs during the election period and the position vacated is on the ballot. SECTION IX. VACANCY ON THE ADVISORY BOARD [August 12, 2008 Motion 2007/08- 13: 'Amend Standard Rules-Vacancy on AB'];
-- Amend Grievance Committee Procedures [August 13, 2008 Motion 2007/08-14: 'Amend Grievance Procedures'];
-- Announcement: USGenWeb Project in Philadelphia. [by National Coordinator - August 12, 2008]
-- Appointment of Grievance Coordinator and Assistant [August 15, 2008 2007/08-15: 'Appoint Grievance Coordinator and Assistant'];
-- June minutes - Linda Haas Davenport;
-- Slate of prospective EC Members for AB approval/disapproval.
-- Website maintenance / website host issues;
-- Discussion and clarification of the EC role in determining a member's eligibility to vote;
-- Discussion and clarification of the role and responsibilities of the State Coordinators in helping the Election Committee develop an up-to-date lists of members;
-- Define the scope of the AB Representative to the Election Committee;
-- Discuss a procedure/ improvement for how the AB presents and follows an agenda; [Special rule note on this item: SECTION IV. ORDER OF BUSINESS. http://usgenweb.org/volunteers/special-rules.shtml;
-- Following Parliamentary Procedures [Special rule note on this item: SECTION II. PARLIAMENTARY AUTHORITY. http://usgenweb.org/volunteers/special-rules.shtml;
-- Implementing Bylaws reviews and putting together a new committee;
-- Status of Kidz Project;
-- Newsletter Committee 2nd Qtr. Report - Linda Haas Davenport;
-- Status of Newsletter Committee;
-- Discuss the findings of the Fact Finding Committee;
-- USGenWeb members serving on multiple standing sub committees;
-- Non responsive Advisory Board members;
-- Educational and Promotional Resources (continued discussion if warranted).

JULY 2008 MINUTES (15 Aug 2008) By the NC
The July Minutes have been posted for review to the national website at: http://www.usgenweb.org/business/AB-07-2008.shtml
If there is no objection or corrections the minutes will stand approved August 18, 2008, 8:00 am.

(18 Aug 2008) By the NC
Having heard no objection, the July minutes are approved as presented and are available at: http://www.usgenweb.com/business/AB-07-2008.shtml

ANNOUNCEMENTS (12 Aug 2008) By the NC
Please feel free to forward to Project lists.

-----

Announcement: USGenWeb Project in Philadelphia.

The USGenWeb Project is sponsoring a booth at the upcoming FGS Conference in Philadelphia, PA

The Conference is September 3-6th. If any project members are planning to attend and would like to help at the booth or if any XXGenWeb Projects have promotional materials they would like to have included at the booth please contact me.

http://www.fgsconference.org/index.php


MOTION: 2007/08-11 GRIEVANCE COMMITTEE MOTION 2007 (1 Aug 2008) By the NC
The ten day period for member comment of the proposed slate of members of the Grievance Committee has ended. The chair will entertain a motion to accept or reject the proposed slate based upon that member input.
The proposed slate:

CC/LC Representatives:
Kemis Massey - 2 year term - GAGenWeb Project
Joel Newport - 2 year term - MIGenWeb Project
Diane Siniard - 2 year term - NCGenWeb Project
Special Project Representative:
Robert Sizelove - 1 year term

State Coordinator Representative:
Shirley Cullum - 1 year term - SC TXGenWeb Project

At Large Representatives:
John Quigley - 1 year term - TXGenWeb Project
Dorman Holub - 2 year term - TXGenWeb Project

(1 Aug 2008) By Jan Cortez, second by Sherri Bradley
Move to accept the proposed slate for the Grievance Committee.

(2 Aug 2008) By the NC
Motion 2007/08-11: Grievance Committee Slate
Presented by Jan Cortez and seconded by Sherri Bradley,
"I move to accept or reject the proposed GC slate"

(2 Aug 2008)
(The NC posted the wrong wording for motion 2007-08/11.)
Jan Cortez withdrew her motion, Sherri Bradley withdrew her 2nd
Motion stands withdrawn.

(2 Aug 2008) Motion by Bettie Wood, 2nd by Sherri Bradley
Motion 2007/08-12: Grievance Committee Slate
"I move to accept the proposed GC slate

(6 Aug 2008) By the NC
With 11 Advisory Board members voting, Motion 2007/08-12: 'Grievance Committee Slate' passes.
Those voting 'Yes': Alice Allen, Sherri Bradley, Scott Burow, Jan Cortez, Cyndie Enfinger, Larry Flesher, Concetta Franco Phillipps, Phyllis Rip pee, Suzanne Shephard, Greta Thompson and Bettie Wood.
Those not voting: Gail Meyer Kilgore and Jason Mendenhall.
The newly selected slate will be subscribed to the Committee mailing list(s) today.

BOARD L LIST MODERATED (1 Aug 2008) By the NC
With this note, this list is moderated for all Board members.
(See the below link for the reasons leading up to this moderation
http://archiver.rootsweb.ancestry.com/th/index/BOARD/2008-08/)

2008 ELECTION RESULTS Included For the Record:
The Results of the 2008 USGenWeb Project Election are as follows:


National Coordinator
Linda Blum-Barton   88 = 22.333%
Concetta Phillipps     78 = 19.796%
Tina Vickery            228 = 57.868%
The Election Committee declares Tina Vickery the winner

NENC CC Representative
Alice Allen               67 = 55.371%
Barbara Freeman      54 = 44.628%
The Election Committee declares Alice Allen the winner.

NWPL CC Representative
Ann Allen Geoghegan  71
The Election Committee declares Ann Allen Geoghegan the winner

SEMA CC Representative
Kemis Massey          49 = 33.333%
Joyce G. Reece         30 = 20.408%
Denise Wells            68 = 46.258%
The Election Committee declares a runoff between Kemis Massey and Denise Wells.

SEMA SC Representative
Sherri Bradley         16
The Election Committee declares Sherri Bradley the winner

SWSC CC Representative
Linda K. Lewis       43 = 37.068%
Mike St. Clair         73 = 62.931%
The Election Committee declares Mike St. Clair the winner.

SWSC SC Representative
Larry Flesher           6 = 46.153%
Ron Henson             4 = 30.769% !
Shauna Moyes         3 = 23.076%
The Election Committee declares a runoff between Larry Flesher and Ron Henson.

Eligible Voters overall 1,578 Voted 394 24.968%
Eligible National Coordinator 394 24.968%
Eligible NENC CC 496 ( 31.432%) Voted: 121 ( 24.395%)
Eligible NWPL CC 303 ( 19.202%) Voted: 71 ( 23.432%)
Eligible SEMA CC 477 ( 30.228%) Voted: 147 ( 30.818%)
Eligible SEMA SC 24 ( 1.521%) Voted: 16 ( 66.667%)
Eligible SWSC CC 387 ( 24.525%) Voted: 116 ( 29.974%)
Eligible SWSC SC 23 ( 1.458%) Voted: 13 ( 56.522%)

RUN-OFF ELECTION 2008 (4 Aug 2008) by the NC
Included for the record:

The 2008 Run-Off Election for the SEMA CC and SWSC SC positions will begin on Sunday, August 10th 12:00 AM and end at 11:59 PM August 24th.
Passwords will be sent to eligible voters in the run-off regions on Saturday August 9th or Sunday August 10th.

Shirley Cullum,
USGenWeb Election Committee

(26 Aug 2008) By the NC
Here are the results of the Run-off Elections:

SWSC SC
Flesher  ....... 8 (72.727%)
Henson .........3 (27.272%)
The USGW Election Committee declares Larry Flesher the winner. 

SEMA CC
Wells ...........69 (53.9%)
Massey ........59 (46.093%)
The USGW Election Committee declares Denise Wells the winner.

Shirley Cullum
The USGenWeb Election Committee

THANK YOU TO ELECTION COMMITTEE (26 Aug 2008) By the NC
To the USGenWeb Project Election Committee,

I would like to take a moment to thank its volunteers for conducting the USGenWeb Project elections. The Board and the Project very much appreciate the countless hours and time each of you devote to the work of the Committee for the benefit of the Project.

Very special thanks are also extended to Larry Stephens who makes our registration and elections possible with his programming skills.
Thank you all for your service and your dedication to the USGenWeb Project.

RESIGNATIONS (01 Aug 2008) By Linda Blum-Barton
Since the Board-L list is shut down to your Advisory Board members, I hereby tender my resignation as SEMA CC Representative to The USGenWeb Project Advisory Board for the remainder of this term. I really appreciate the support of those of you who voted for me for National Coordinator and for all of the SEMA region members who have supported me as your representative for the last 4 years and 11 months. I hope I have not disappointed you as I have done my best to represent your interests in the project. I no longer feel I am effective in that position.

(2 Aug 2008) By the NC
As National Coordinator, I have received the immediate resignation of Linda Blum-Barton. With this note it is accepted. I wish Linda all good things in her future endeavors. Thank you for your service to the USGenWeb Project.

(27 Aug 2008) By Phyllis Rippee
The vote I have just cast is my last official act for the Project. I know that there are only 5 days left before I would leave anyway. However, my health is more important to me than "toughing it out" for those 5 days.

Therefore, I respectfully bid a Farewell to All and ask that Tina completely unsub me from all Board lists. This resignation is effective immediately.

(28 Aug 2008) By the NC
It is with regret that I accept the resignation of Phyllis Rippee. Phyllis, thank you for your service and dedication to the USGenWeb Project. I wish you well in all your future endeavors.

ELECTION COMMITTEE CALL FOR VOLUNTEERS (7 Aug 2008) By the NC
(For the Record)

The Election Committee is once again in need of volunteers. If you are interested in volunteering, please contact Shirley Cullum shirlcullum@sbcglobal.net

USGenWeb Election Committee

SELECTION OF GRIEVANCE COMMITTEE CHAIR (8 Aug 2008) By NC
The following individuals have indicated their willingness to serve as Grievance Coordinator:

Joel Newport
Diane Siniard
Robert Sizelove
Shirley Cullum
Dorman Holub

The Board is now in executive session for discussion. Following that session there will be a public motion and vote conducted on Board. The membership is invited to contact the Advisory Board with input as we make this important decision.
http://usgenweb.org/about/advisoryboard.shtml

MOTION 2007/08-13: 'AMEND STANDARD RULES-VACANCY ON AB' (8 Aug 2008) By Phyllis Rippee, 2nd Alice Allen
Motion 2007/08-13: 'Amend Standard Rules-Vacancy on AB'

'Amend Standard Rules-Vacancy on AB' dated August 8, 2008, is numbered Motion 2007/08-13.

I respectfully request that the following be considered for approval by a general consent vote of the Advisory Board:

I move to amend Standard Rules Section IX, Vacancy on the Advisory Board by adding a subsection 3: Special Circumstances

In the event that a vacancy occurs on the Advisory Board during the annual election process involving a term expiring during the current session, the seat shall remain empty until such time as the outcome of that race is known. Then, the Advisory Board shall appoint that Representative-elect who will be seated immediately and complete the remainder of the term.
This amendment will go into effect immediately upon passage."

Are there any objections to this motion?

(10 Aug 2008) By the NC
By requirement of general consent, having heard no objection, this action is decided and the amendment is in effect.

The web master is directed to add to this amendment to "Standard Rules Section IX, Vacancy on the Advisory Board by adding a subsection 3: Special Circumstances" with the citation amended August 10, 2008.
http://usgenweb.org/volunteers/standard-rules.shtml

Thank you all.

MOTION 2007/08-14: 'AMEND GRIEVANCE PROCEDURES' (12 Aug 2008) By Phyllis Rippee, 2nd Greta Thompson
Motion reads:

I request that the following motion be considered under the requirements of general consent:

I move to amend Standard Rules, Section V Grievance Procedures as follows:

Section 1, Committee Qualifications and Appointments, by changing the last sentence in regard to future selections of Grievance Coordinators to read: "Future appointments will be by vote of the Grievance Committee and will be for a 2-year term."

Section 1, Committee Qualifications and Appointments, by adding the following: "The initial appointment of an Assistant Grievance Coordinator will be made by the Advisory Board. Future appointments will be by vote of the Grievance Committee members and will be for a 2-year term."

Section 3, Duties of Grievance Committee Members, section 4 heading by adding the words "and Assistant Grievance Coordinator."

Section 3, section 4, by adding the words "The Assistant Grievance Coordinator shall fill in when the Grievance Coordinator is temporarily unavailable, or is unable to complete the term.

This amendment will go into effect immediately upon passage.

Are there any objections to this motion?

(13 Aug 2008) By the NC
By requirement of general consent, having heard no objection, this action is decided and the amendment is in effect.

The web master is directed to add to this amendment to "Standard Rules, Section V Grievance Procedures" with the citation amended August 13, 2008.
http://usgenweb.org/volunteers/standard-rules.shtml#section5

MOTION 2007/08-15: 'APPOINT GRIEVANCE COORDINATOR AND ASSISTANT' (14 Aug 2008) By Phyllis Rippee, 2nd Greta Thompson
I request that the following motion be considered under the requirements of general consent:

I move that Dorman Holub be appointed as Grievance Coordinator for a term of one year and that Joel Newport be appointed Assistant Grievance Coordinator for a term of two years.

This will go into effect immediately upon passage.

(15 Aug 2008) By the NC
By requirement of general consent, having heard no objection, these appointments are decided.

Dorman Holub is appointed as Grievance Coordinator for a term of one year and Joel Newport is appointed Assistant Grievance Coordinator for a term of two years.

The Advisory Board expresses gratitude to all of the volunteers that are appointed to the Grievance Committee for their willingness to serve the USGenWeb Project in this very important role.

PROPOSED BY-LAWS AMENDMENT (17 Aug 2008) By Alice Allen
Amendment Proposal to Change Method of Amending USGenWeb Bylaws from a  2/3 Vote to a Majority Vote for Passage
(See full text at: http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1219034277)

(17 Aug 2008)
Proposal sponsored by Indiana
http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1219034277)

(18 Aug 2008)
Proposal co-sponsored by Mississippi
http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1219071412

(19 Aug 2008) By the NC
Request to forward proposed amendment to all lists.
http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1219127198

(23 Aug 2008)
Proposal co-sponsored by Georgia
http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1219523545

(29 Aug 2008)
Proposal co-sponsored by Washington
http://archiver.rootsweb.ancestry.com/th/read/BOARD/2008-08/1220026704

MOTION 2007/08-16: 'CONFIRM ELECTION COMMITTEE SLATE' (19 Aug 2008) by Greta Thompson, 2nd Jan Cortez
"I move that we confirm the following slate for the Election Committee and allow immediate seating of the slate upon confirmation:

1. Sheila Hannah - shannah@hannasolutions.com SEMA - to finish present year D.C., Delaware, Kentucky, Maryland, North Carolina, Virginia, West Virginia Term ending December 31, 2008 Qualifying positions:
co-CC Franklin County, NC - http://www.ncgenweb.us/franklin/

2. Christina Kurimski - ckurimski@charter.net NWPL - 1 year replacement Alabama, Colorado, Idaho, Iowa, Mississippi, South Dakota Term ending 31 December 2009. Qualifying positions:

CC Wilkes County, GA - http://www.hiddenancestors.com/wilkesga/
CC Archer County, TX - http://www.hiddenancestors.com/archertx/
CC Martin County, TX - http://www.hiddenancestors.com/martintx/
CC Midland County, TX - http://www.hiddenancestors.com/midlandtx/
CC Mitchell County, TX - http://www.hiddenancestors.com/mitchelltx/
CC Parmer County, TX - http://www.hiddenancestors.com/parmertx/
CC Titus County, TX - http://www.hiddenancestors.com/titustx/

The Chair requests that this motion be considered under the requirements of general consent.

Are there any objections to this motion?

(20 Aug 2008) By the NC
By requirement of general consent, having heard no objection, these appointments are decided.

The Advisory Board expresses gratitude to the Christina and Shelia for their willingness to serve the USGenWeb Project in this capacity.

USGenWeb NEWSLETTER COMMITTEE REPORT (20 Aug 2008) By the NC
As discussion is still ongoing on 'Website maintenance /website host issues' on AB-Chat, I am jumping ahead with the agenda to forward this 2nd Quarter Newsletter Committee Report to BOARD. When the 'Status of Newsletter Committee' item comes up on the agenda, I will address and open a discussion its status on AB- CHAT.

Thank you Linda for the submission of this report.

To: The Advisory Board
From: Linda Haas Davenport
Date: Aug 19, 2008
Subject: Newsletter Committee

In Sep 2007 Tina Vickery (NC) asked me if I would accept the position as Editor of the USGenWeb's Newsletter Committee. Due to personal time constraints I didn't feel I could devote the time necessary to head up the NL Committee, but I did agree to help get the Sep 2007 NL out while Tina looked for a new Editor. The committee published the Sep 2007 and Jan 2008 Newsletters with a new format that was well received by the Project (based on the comments received from Project members). However, by Feb 2008 my personal commitments didn't allow time for me to continue with the committee.

Although Tina has contacted several people about heading up the Newsletter Committee she has been unsuccessful in finding a new editor. So, at this time the USGenWeb Project's Newsletter Committee is inactive.

MOTION 2007/08-17: 'FACT FINDING COMMITTEE: 'HOSTING NATIONAL WEBSITE' (23 Aug 2008) By Phyllis Rippee, 2nd Greta Thompson
"I move to create a special fact finding committee, for the sole purpose of supplying information to the Advisory Board in regard to what various hosting services will offer in regard to USGenWeb Project national pages. The committee will report back to the Advisory Board by November 1, 2008.
Discussion of this motion is now open.

(31 Aug 2008) By the NC
With 12 members voting Motion 2007/08-17: 'Fact Finding Committee:. 'Hosting Natl. Website' fails. The votes not yet received will not change the outcome of this motion.

Those voting "Yes": Greta Thompson, Larry Flesher.

Those voting "No": Mike St. Clair, Scott Burow, Bettie Wood, Sherri Bradley, Jan Cortez, Alice Allen, Cyndie Enfinger, Concetta Franco Phillips, Gail Meyer Kilgore, Suzanne Shepard.
Those not voting: Jason Mendenhall, Denise Wells.

Website maintenance / website host issues will be included under 'Old Business' on the September 2008 agenda for discussion.

SEATING NEW AB MEMBERS (26 Aug 2008) By the NC
For the Record.

I will shortly subscribe Denise Wells to all Board lists to complete the term of SEMA County Coordinator Representative vacated by Linda Blum-Barton on August 1, 2008. This is done per Standard Rules Section IX. Vacancy on the Advisory Board. (Adopted March 8, 2007; Amended August 10, 2008 (3)). http://usgenweb.org/volunteers/standard-rules.shtml

Denise Wells has been subscribed to Board-Exec, Board and AB-Chat.

Denise, the Board-Exec list is a confidential list. All postings to Board-Exec are required to remain confidential. It will be a list that we use for personnel issues.

If you agree that you will honor the confidentiality of Board- Exec please signify by saying "Agree". If you do not feel you can honor the confidentiality of Board-Exec please signify by saying "Disagree".

(26 Aug 2008) By Denise Wells
Agree.

(29 Aug 2008) By the NC
Mike St. Clair has been subscribed to Board-Exec, Board and AB- Chat. He will complete the term of Phyllis Rippee.

Mike, the Board-Exec list is a confidential list. All postings to Board-Exec are required to remain confidential. It will be a list that we use for personnel issues.

If you agree that you will honor the confidentiality of Board- Exec please signify by saying "Agree". If you do not feel you can honor the confidentiality of Board-Exec please signify by saying "Disagree".

(29 Aug 2008) By Mike St. Clair
Agree

ADJOURNMENT AND CLOSE OF 2007-2008 SESSION (31 Aug 2008) By the NC
The August meeting and the 2007-2008 session of the USGenWeb Advisory Board is adjourned. The September meeting and the 2008-2009 session of the USGenWeb Project Advisory Board will be called to order on Tuesday, September 2, 2009 at 9 am EST.

I will take the time tomorrow and Monday to attend to administrative matters pertaining to opening the 2008-2009 session of the USGenWeb Project Advisory Board.

Please all have a safe and enjoyable holiday with family and friends! For those with family, friends or yourselves in the path of Gustav, take good care and stay in touch.

To outgoing Advisory Board member Greta Thompson --- Thank you Greta so very much for your dedication, work, wisdom and grace while serving on the USGenWeb Project Advisory Board. I wish you all the best in your future endeavors.

The full text of all BOARD-L messages can be viewed in the threaded list archives for this list, located at http://archiver.rootsweb.com/th/index/BOARD/

Please remember that minutes are a record of actions proposed and taken at the meeting, NOT all the detail about what was said by members or guests. If you have any questions or comments about the minutes, please write to Linda Davenport, Secretary.

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