The USGenWeb Project, Free Genealogy Online
Home About Us States Projects Researchers Volunteers

 

Advisory Board Minutes - September 2008

 

LINKS TO MINUTES
September 2008 Session
2008-2009 Session Call to Order
August 2008 minutes
Welcome
2008-2009 Session Roll Call
Agreement of Confidentiality
Announcement - Renewal of Domains
Appointment of Discuss List Administrators
Annual Call for State Coordinator Information
Call for Election Committee Volunteers
September 2008 Agenda
Appointment Of Board Recording Secretary
Designation of Acting Presiding Officer
Sponsorship Bylaws Amendment Announcements
Website Maintenance / Website Host Issues
Motion 2008/09-01: Sustain Special Rules
Motion 2008/09-02: Website maintenance/Website host issues
Request To Use USGenWeb Screen Shots
Motion 2008/09/03: Webmaster Study Group
Adjournment

2008-2009 SESSION CALL TO ORDER (2 Sep 2008) By the NC
The September session of the 2008-2009 USGenWeb Project Advisory Board is called to order.

AUGUST 2008 MINUTES (20 Sep 2008) By the NC
The August Minutes have been posted for review to the national website at: http://www.usgenweb.org/business/AB-08-2008.shtml

If there is no objection or corrections the minutes will stand approved September 23, 2008, 8:00 am.

Objections were raised: Errors were found in the minutes. There are differences between the minutes submitted by the Secretary and the minutes posted on the website.

(24 Sep 2008) By the NC
As corrections by the web master are still pending on the August Advisory Board minutes, I will withdraw this item for now so we may move on to other business.

WELCOME (2 Sep 2008) By the NC
I would like to thank out-going board member Greta Thompson for her service to the USGenWeb Project. Greta your care, thoughtful deliberation and service to the Project is very much appreciated. I sincerely wish you all the best in your future endeavors. Thank you for a hard job, very well done.

I would also like to welcome returning board members and incoming board members -- Ann Allen Geoghegan, Denise Wells and Mike St. Clair. I look forward to working with each of you.

The Advisory Board Members for the 2008-2009 session are:
NC: Tina Vickery
RAL: Scott Burow
Special Projects: Cyndie Enfinger
Regional Representatives:
NENC SC: Jan Cortez
NENC CC: Alice Allen, Concetta Franco Phillipps
NWPL SC: Jason Mendenhall
NWPL CC: Gail Meyer Kilgore, Ann Allen Geoghegan
SEMA SC: Sherri Bradley
SEMA CC: Suzanne Shephard, Denise Wells
SWSC SC: Larry Flesher
SWSC CC: Bettie Wood, Mike St. Clair

2008-2009 SESSION ROLL CALL (2 Sep 2008) By the NC
This being a new term, will you all please respond that you are present.

Those responding as Present:
(2 Sep 2008)
Cyndie Enfinger
Denise Wells
Alice Allen
Mike St. Clair
Concetta Phillipps
Larry Flesher
Sherri Bradley
Jan Cortez
Suzanne Shephard
Scott Burow
(3 Sep 2008)
Ann Allen Geoghegan
Gail Meyer Kilgore
Bettie Wood
(6 Sep 2008)
Jason Mendenhall

AGREEMENT OF CONFIDENTIALITY (2 Sep 2008) By the NC
All board members have been subscribed to Board-Exec, Board and AB-Chat.

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".

Those responding Agree:

(2 Sep 2008)
Tina Vickery
Cyndie Enfinger
Larry Flesher
Denise Wells
Alice Allen
Mike St. Clair
Concetta Phillipps
Bettie Wood
Sherri Bradley
Jan Cortez
Suzanne Shephard
Scott Burow
(3 Sep 2008)
Ann Allen Geoghegan
Gail Meyer Kilgore
(6 Sep 2008)
Jason Mendenhall

ANNOUNCEMENTS: RENEWAL OF DOMAINS

APPOINTMENT OF DISCUSS LIST ADMINISTRATORS

ANNUAL CALL FOR SC INFORMATION

LAST CALL FOR EC MEMBERS

(2 Sep 2008) By the NC
Announcement: Renewal of Domains.

I have renewed the USGenWeb Project domains:
usgenweb.org is renewed through 17-Sep-09.
usgenweb.net is renewed through 26-Sep-09.
usgenweb.com is renewed through 08-Jul-10.

(2 Sep 2008) By the NC
DISCUSS Co- List Administrators.

It is my pleasure to announce the re-appointment of the Co-list Administrators for -DISCUSS -- Alice Allen and Betsy Mills.

Thank you Alice and Betsy for agreeing to continue in this role.

(9 Sep 2008) By the NC
Annual Call for State Coordinator's personal information

Call was posted on STATE-COORD list for updates for State Coordinators information per bylaw:

"Section 4. State Coordinators shall remain subscribed to the State Coordinators mailing list and maintain a current mailing list of all local-level coordinators. State Coordinators shall provide their name, postal address, and phone number to the National Coordinator to be held in strictest confidence and only used in the case of an emergency."

(9 Sep 2008) By Jan Cortez
**** Please Forward to All lists and Members ****

The Election Committee is making one last call for volunteers to fill several positions that will be available on January 1, 2009. If you are interested, please contact any member of the EC http://www.rootsweb.ancestry.com/~usgwelections/2008-ec/2008current.htm

Thanks,
Shirley Cullum shirlcullum@sbcglobal.net
USGenWeb Election Committee

SEPTEMBER 2008 AGENDA (2 Sep 2008) By the NC
Administrative matters Advisory Board Term 2008-2009 [by the National Coordinator]:

-- Welcome;
-- Call to Order;
-- September, 2008 Agenda;
-- Renewal of domains;
-- Board Exec: Agreement of Confidentiality;
-- Appointment of DISCUSS list administrators;
-- Appointment of Board Secretary;
-- Appointment of Parliamentarian;
-- Appointment of USGenWeb Project web master - [pending outcome of 'Website maintenance / website host issues' discussion];

New Business:

-- August minutes - Linda Haas Davenport;
-- Advisory Board Representative to the Election Committee [pending conclusion of agenda item 'Define the scope of the Advisory Board Representative to the Election Committee' - Discussion opened by Chair on August 23, 2008].

Old Business:

-- Website maintenance / website host issues;
-- Discussion and clarification of the EC role in determining a member's eligibility to vote [Discussion opened by Chair on August 23, 2008];
-- 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 [Discussion opened by Chair on August 23, 2008];
-- Define the scope of the Advisory Board Representative to the Election Committee [Discussion opened by Chair on August 23, 2008];
-- Discuss a procedure / improvement for how the Advisory Board 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;
-- 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).

(Sep 2 2008) By Sherri Bradley

I think we should move the 'Discuss the findings of the Fact Finding Committee' up toward the top of the list of old business. If we leave it buried at the bottom of the list, we'll likely not get to it this month. They made their report in May and we've allowed it to languish since then with no action on our part. We need to decide what we're going to do and do it. This may or may not have an effect on the long-term website hosting issue.

While I agree that there were several issues with the Election Committee during the election this year, I don't think that postponing the discussion on the items dealing with the Election Committee will cause a hardship to the Project and/or to any Project member. We've got probably 8 months until I would say this would become critical.


APPOINTMENT OF BOARD RECORDING SECRETARY (20 Sep 2008) By the NC
I am pleased to announce the re-appointment of Linda Haas Davenport as Board Recording Secretary for the 2008-2009 term of the USGenWeb Project Advisory Board.

If there is no objection, this appointment will stand approved as of September 4, 2007, 8 pm EST.

DESIGNATION OF ACTING PRESIDING OFFICER (2 Sep 2008) By the NC
I am leaving later today to attend the FGS [Federation of Genealogical Societies] conference in Philadelphia, PA where the USGenWeb Project is once again sponsoring a booth. I will be away until September 7, 2008. While I will have internet capability while I am away, I have asked Scott Burow as RAL to preside as Chair of the meeting during this time. Scott has all the Project information that may be needed while I am away, along with contact information should he need to reach me.

I enjoy going each year to this conference to promote the USGenWeb Project. All the days are filled with both acquainting new researchers with the wonderful resources of the USGenWeb Project has to offer, coupled with those visitors who stop by to tell us how the USGenWeb Project has assisted them with their research inquiring how they can help! I come back each year exhausted but refreshed and energized to do more!

So, per Standard Rules: "SECTION VIII - DESIGNATION OF ACTING PRESIDING OFFICER. (Adopted March 8, 2007) In the temporary absence of the Presiding Officer/National Coordinator (NC) for a period of less than ninety days the Representative at Large (RAL) will act as the Presiding Officer. ..."

I turn the meeting over to Scott. Thank you Scott!

See you all from Philly :-)

SPONSORSHIP BYLAWS AMENDMENT ANNOUNCEMENTS (7 Sep 2008) By Ann Allen Geoghegan

Madame Chairman:

I have been requested to add North Dakota GenWeb as a sponsor to the proposed amendment to the Bylaws which is currently being sponsored by Indiana, Mississippi and Georgia. (I thought another state had co-sponsored after those three, but I may be in error). Please add NDGenWeb to the list of states sponsoring.

(7 Sep 2008) By Ann Allen Geoghegan

Madame Chairman:

I have been requested to add Washington GenWeb as a sponsor to the proposed amendment to the Bylaws which is currently being sponsored by Indiana, Mississippi,Georgia and North Dakota. Please add WAGenWeb to the list of states sponsoring.

(12 Sep 2008) By Denise Wells

The FLGenWeb Project, Inc. has voted to co-sponsor the bylaws amendment.

Darrel R Bell
President/State Coordinator
FLGenWeb Project, Inc.

(17 Sep 2008) By Bettie Wood

I have heard from 3 of the 5 ccs in HIGenWeb, & they voted to also co-sponsor this amendment. The notes that I have been sent show all of the ccs voted yes to sponsorship. Is there a way for HIGenWeb to also be added to the list of sponsors?

(Discussion followed this announcement since the SC did not submit the request. It was determined that the HI SC was away for personal reasons)

(17 Sep 2008) By Bettie Wood

From: "Maggie Stewart"
Date: Wed, 17 Sep 2008 21:12:14 -0400
This is unanimous among the Hawaii CCs and SC.
Maggie (SC HIGenWeb)

(17 Sep 2008) By the NC

ANNOUNCEMENT - Proposed Bylaw amendment for 2009 Natl. ballot

*Please forward to USGenWeb Project lists*

The URL below notifies the USGenWeb Project membership of a proposed bylaw amendment commanded to be placed on the National 2009 USGenWeb Project national ballot.

With this note the bylaw is posted to the Announcements page of the National web site with necessary XXGenWeb Project sponsorship. As National Coordinator, I am notifying the USGenWeb Project Election Committee to place it on the 2009 USGenWeb Project national ballot.

Amendment Proposal to Change Method of Amending USGenWeb Bylaws from a 2/3 Vote to a Majority Vote for Passage.

http://usgenweb.org/volunteers/notice.shtml


WEBSITE MAINTENANCE / WEBSITE HOST ISSUES (10 Sep 2008) by the NC

The discussion of this agenda item is reopened on AB-CHAT (usgenweb-all@rootsweb.com) http://archiver.rootsweb.ancestry.com/th/read/USGENWEB-ALL/2008-09/1221026433

MOTION 2008/09-02: WEBSITE MAINTENANCE/ WEBSITE HOST ISSUES (24 Sep 2008) By Mike St. Clair , 2nd by Larry Flesher

"I move that we proceed with the following three step process in addressing the website maintenance/website hosting issues that we have been discussing on the Chat list.

1 - Create a temporary and informal study group (called the Webmaster Study Group) of a few volunteers from the AB (to be approved by the AB in a separate action) to create a proposed national webmaster position description and to recommend what the reporting relationships should be for this person. This group shall bring their proposal to the full AB three weeks from the time the group is selected and approved by the AB. The AB shall then decide to endorse or to modify the Webmaster Study Group's proposals and shall then make the required changes in our standing procedures. Inherent in this shall be asking our current Webmaster to continue for the time being.

The Webmaster Study Group shall ask for input from other interested AB or project members, and shall also specifically ask the NC and current Webmaster for input.

2 - As soon as the position description and associated reporting relationships are approved from step 1, a call shall be issued for members who are interested in serving as part of the Webmaster team. The wording for this call shall be determined at that time. The AB shall then decide to either continue the service of the current webmaster (if interested) or to select a new one from the applicants and shall decide whether to select an assistant from the same group.

3 - As soon as the Webmaster team is in place from step 2 the same AB study group or another such set of volunteers (to be decided at that time) shall be created called the Hosting Study Group and charged to do research on potential web hosting providers. They shall bring the results of their research and specific recommendations to the AB six weeks from the date they are seated. The AB shall then make a decision on whether we should stay with our current hosting arrangement or move to another web hosting supplier and if choosing to move, on what schedule.

Discussion is now open. If you have no discussion please signify "No Discussion". I will close the discussion and call for a vote on Saturday, September 27, 2008, at 10 a.m. EST.

(Discussion followed)

(27 Sep 2008) By the NC

Please vote on Motion 2008/09-02. If you agree with the motion please signify with Yes, if you disagree please signify with No. Voting will continue until Monday, September 29, 2008, 8:00 p.m. EST, unless concluded earlier.

(29 Sep 2008) By the NC

With 14 members voting Motion 2008/09-02: Website maintenance/Website host issues passes.

Those voting "Yes": Cyndie Enfinger, Jan Cortez, Alice Allen, Concetta Franco Phillipps, Jason Mendenhall, Gail Meyer Kilgore, Ann Allen Geoghegan, Sherri Bradley, Suzanne Shephard, Denise Wells, Larry Flesher, Bettie Wood and Mike St. Clair.

Those voting "No": Scott Burow.


MOTION 2008/09-01: SUSTAIN SPECIAL RULES (16 Sep 2008) By the NC

It has been pointed out that I erred in not requesting a sustaining motion of the Special Rules when I first became National Coordinator on September 1, 2007. Had I accomplished that task in 2007, this action would not be required as this term has not had a change in National Coordinator.

I would like to now rectify that error. I apologize to the membership for the oversight.

"SECTION I. SUSTAINING/CHANGING THE SPECIAL RULES. These Special Rules will be sustained by motion/voting when a change in permanent National Coordinator occurs. These rules may be amended or revised by the members in accordance with USGenWeb Bylaws, Article VIII, Advisory Board Procedures."

May I hear a motion to sustain the Special Rules located here. http://usgenweb.org/volunteers/special-rules.shtml

(16 Sep 2008) by Jan Cortez, 2nd Concetta Franco Phillipps

"I make a motion to sustain the Special Rules located on this webpage. http://usgenweb.org/volunteers/special-rules.shtml" Motion Opened for Discussion: If you have no discussion please signify "No Discussion". Discussion will close and call for a vote will be made on Friday, September 19, 2008, at 8 a.m. EST.

(19 Sep 2008) By the NC

Call to Vote issued

(19 Sep 2008) By the NC

RESULTS: Motion 2008/09-01: Sustain Special Rules

With 14 members voting Motion 2008/09-01: Sustain Special Rules passes.

Those voting "Yes": Scott Burow, Cyndie Enfinger, Jan Cortez, Alice Allen, Concetta Franco Phillipps, Jason Mendenhall, Gail Meyer Kilgore, Ann Allen Geoghegan, Sherri Bradley, Suzanne Shephard, Denise Wells, Larry Flesher, Bettie Wood and Mike St. Clair

Those voting No: none


REQUEST TO USE USGenWeb SCREEN SHOTS (25 Sep 2008) by the NC

Request for Permission to Use Screen Shots. As National Coordinator, I have received the following request for use of the USGenWeb Project logo [screen-shots].

If no objection is raised by September 27, 2008 at 1:00 pm EST, it is my intention as National Coordinator to grant use of the USGenWeb Project logo [screen-shots]. for this publication.

The Standard Rules: http://www.usgenweb.com/~usgw/volunteers/standard-rules.shtml

----- Original Message -----

From: George G. Morgan
To: tsvickery@gmail.com
Sent: Thursday, September 25, 2008 12:28 AM
Subject: Request for Permission to Use Screen Shots

Dear Ms. Vickery:

I am writing a second edition of my book, How to Do Everything: Genealogy, for McGraw-Hill. I would like to include one or more screen shots from the USGenWeb Project website as illustrations for the book. Could you provide written permission to me to use these? I would appreciate your help and would like to provide more exposure for your wonderful Web site and your volunteers.

Thank you so very much.

Yours,
George
George G. Morgan
President, Aha! Seminars, Inc.
15611 Jericho Drive
Odessa, FL 33556-3016
(813) 205-3032
Visit us at http://ahaseminars.com!

(27 Sep 2008) By the NC

Request for Permission to Use Screen Shots. Having heard no objection, permission is granted for use of the USGenWeb logo [screen shots] in your publication. Thank you for wishing to feature the USGenWeb Project. We would be interested in the publication date so that interested Project members may obtain the book.

Thank you again for including the USGenWeb Project in your publication.


MOTION 2008/09-03: WEBMASTER STUDY GROUP (30 Sep 2008) By Mike St. Clair, 2nd by Jan Cortez

"I move that the following five Advisory Board members be appointed to the new temporary Webmaster Study Group under general consent, with instructions to select their own chair and to report back to the full Advisory Board by three weeks from the time their appointments are effective, complying with all other instructions contained in approved motion 2008/09-2:

Ann Allen Geoghegan
Concetta Franco Phillipps
Cyndie Enfinger
Sherri Bradley
Mike St. Clair"

Are there any objections to this motion?

(Conclusion to this motion will be reported in the October 2008 minutes)

ADJOURNMENT (1 Oct 2008) By the NC

September meeting adjourned

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.

Back to Board Minutes

 

Top