LINKS TO MINUTES September 2010 Session	September 2010 Session Opened Minutes Motion 2010/11-01 Sustain the Special Rules Motion 2010/11-02 Appointment of Board Secretary Motion 2010/11-03 Appointment of the AB Representative to the Election Committee Motion 2010/11-04 Appointment of the NWPL CC Representative Announcements: Appeal of Grievance 2010-02-27 Announcements: Renewal of Domains Announcements: Welcome Announcements: Call for Volunteers: Web Manager Position Announcements: Call for Volunteers to Serve on the Grievance Committee Announcements: Co-Administrators for DISCUSS mail list Announcements: Call for Election Committee Volunteers Adjournment
SESSION OPEN	1 September 2010 The September session of the 2010-2011 USGenWeb Project Advisory Board is called to order. This being a new term, will you all please respond that you are present? Sherri Bradley National Coordinator September 1 All Board members signify that they are present and have been subscribed to the Board-Exec, Board, AB-Chat and State Coordinators lists. 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 responding with "Agree". If you do not feel that you can honor the confidentiality of Board Exec, please signify by responding with "Disagree". All members signify that they "Agree" to honor the confidentiality of Board-Exec. Sherri Bradley National Coordinator
Approval of Minutes	September 18 The minutes of the August 2010 Advisory Board session have been posted at http://usgenweb.org/business/AB-08-2010.shtml for review. If there are no corrections or objections, they will stand as approved on 21 September 2010 at 8:00 p.m. EDT. September 27 Having heard no corrections, the August 2010 minutes stand approved. Sherri Bradley National Coordinator
MOTION 2010/11-01 Sustain the Special Rules	September 3 With the conclusion of the National election, even without a change in National Coordinator of the USGenWeb Project, a motion to sustain the Special Rules is required according to Section 1 of the Special Rules at http://usgenweb.org/volunteers/special-rules.shtml:  "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, Section VIII, Advisory Board Procedures at http://usgenweb.org/volunteers/bylaws.shtml."  May I hear a motion to sustain the Special Rules located here. http://usgenweb.org/volunteers/special-rules.shtml September 3 Presented by Les Shockey and seconded by Pauli Smith and dated 3 September 2010, the motion reads:  "I hereby move to sustain the Special Rules located at: http://usgenweb.org/volunteers/special-rules.shtml"  The floor is now open for discussion. If you have no discussion, please indicate so by responding "no discussion". Sherri Bradley National Coordinator September 6 Having heard no discussion for more than 24 hours, discussion is declared closed.  Please vote on Motion 2010/11-01, which reads "I hereby move to sustain the Special Rules located at: http://usgenweb.org/volunteers/special-rules.shtml" If you agree with the motion, please respond with "agree" or "yes", if you disagree with the motion, please respond with "disagree" or "no".  Voting will continue until 9:30 am on 9 September 2010 unless concluded earlier. Sherri Bradley National Coordinator September 9 With 12 members voting, Motion 2010/11-01 passes. Those voting agree: Alice Allen, Ann Allen Geoghegan, Cyndie Enfinger, Dale Grimm, Denise Wells, Larry Flesher, Les Shockey, Linda Lewis, Pat Asher, Pauli Smith and Tina Vickery. Those voting disagree: none. Those voting agree, but after the announced end time (9:30 a.m. 9 September 2010) Colleen Pustola, Jeff Kemp. Sherri Bradley National Coordinator USGenWeb Project
MOTION 2010/11/02 Appointment of Board Secretary	September 9 I've asked Suzanne Shephard to serve as the Recording Secretary for this year and she's agreed.  May I please hear a motion to confirm the appointment of Suzanne Shephard as Recording Secretary? Sherri Bradley National Coordinator September 9 Presented by Les Shockey and seconded by Tina Vickery and dated 9 September 2010, the motion reads:  "I hereby move that Suzanne Shephard be appointed to serve as Recording Secretary for this year by general consent."  Are there any objections to this motion?  Sherri Bradley National Coordinator September 11 By requirement of general consent, having heard no objection, this motion has passed. Suzanne Shephard is appointed as the Recording Secretary for the 2010/11 term.  Sherri Bradley National Coordinator
MOTION 2010/11-03 Appointment of the AB Representative to the Election Committee	September 6 With this note the AB is in executive session to select the AB representative to the Election Committee.  Sherri Bradley National Coordinator September 11 Presented by Larry Flesher and seconded by Cyndie Enfinger and dated 11 September 2010, the motion reads:  "I move that Annie (Geoghegan) be appointed to serve as Advisory Board representative to the Election Committee by general consent."  Are there any objections to this motion? September 13 By requirement of general consent, having heard no objection, this motion has passed. Ann Allen Geoghegan is appointed as the Advisory Board representative to the Election Committee for the 2010/11 term. Sherri Bradley National Coordinator
MOTION 2010/11-04 Appointment of the NWPL CC Representative	September 2 With Colleen Pustola's move into the North West Plains Region (NWPL) State Coordinator's position today, 1 September, one of the NWPL County Coordinator Representative seats on the Advisory Board is now empty. According to Section IX of the Standard Rules (http://usgenweb.org/volunteers/standard-rules.shtml), the following applies: When a vacancy occurs on the Advisory Board: USGenWeb Bylaws (http://usgenweb.org/volunteers/bylaws.shtml) Section VI, Subsection H applies along with the following (from the Standard Rules http://usgenweb.org/volunteers/standard-rules.shtml, Section IX): The vacancy will be announced on the Board mailing list and the appropriate regional mailing list(s) within two days. Within five days the Advisory Board will call for volunteers for the position. Volunteers must meet the eligibility requirements for the position. Within fifteen days of the call, volunteers must submit their names to the National Coordinator and/or the Representative At Large. Within 30 days of the announced vacancy, the Advisory Board will elect, by 2/3 majority, a replacement from the pool of volunteers. USGenWeb Bylaws (http://usgenweb.org/volunteers/bylaws.shtml) Section VI, Section I lists the qualifications that must be met by the nominees. In compliance with the above stated reference, the vacancy is formally posted here and a copy will be forwarded to the State-Coordinator's and USGenWeb-NW mailing lists. Interested volunteers should submit a completed Volunteer Form located at http://usgenweb.org/volform.shtml. Volunteer forms must be received by 8 am EDT 15 September 2010.  Sherri Bradley National Coordinator September 16 With this note the Advisory Board is in Executive Session to discuss the applications received for the North West Plains (NWPL) region. There were three applications submitted, Bill Oliver, Billie Walsh and Nancy Beach. The Advisory Board greatly appreciates those that stepped up and volunteered to serve. Sherri Bradley National Coordinator September 23 Presented by Larry Flesher and seconded by Pat Asher and dated 23 September 2010, the motion reads:  "I move that Nancy Beach be appointed to the position of NWPL CC Representative for the current term."  The floor is open for discussion. If you have no discussion, please indicate by responding "no discussion".  Sherri Bradley National Coordinator September 26 With everyone having responded "no discussion", it is declared closed.  Please vote on Motion 2010/11-04, which reads "I move that Nancy Beach be appointed to the position of NWPL CC Representative for the current term."  If you agree with the motion, please respond with "agree" or "yes", if you disagree with the motion, please respond with "disagree" or "no". September 28 With 13 members voting, motion 2010/11-04 passes.  Those voting agree/yes: Alice Allen, Ann Allen Geoghegan, Colleen Pustola, Cyndie Enfinger, Dale Grimm, Denise Wells, Jeff Kemp, Larry Flesher Les Shockey, Linda Lewis, Pat Asher, Pauli Smith and Tina Vickery.  Those voting disagree/no: none.  The Advisory Board members listed at http://usgenweb.org/about/advisoryboard.shtml will be updated to reflect Nancy's appointment. Sherri Bradley National Coordinator
Announcement: Appeal of Grievance 2010-02-27	September 1 For the record, the Advisory Board has been considering an appeal filed against the decision in grievance 2010-02-27. As a reminder, per the Grievance Procedures, Section V, E.9 at http://usgenweb.org/volunteers/standard-rules.shtml, the AB's role is to determine if the Grievance Procedures were followed, not to rehear the issues. The choices that the Advisory Board has are to affirm the determination or to return the grievance to the Grievance Committee for reconsideration, ensuring that the procedures were followed. The Advisory Board has returned the grievance to the Grievance Committee for reconsideration.  Sherri Bradley National Coordinator September 1 When posting this for the record, I failed to include the voting results for the decision the AB reached. With 12 members voting, the results were: Affirm: Jeff Kemp, Bill Oliver, Tina Vickery Reconsider: Alice Allen, Ann Allen Geoghegan, Cyndie Enfinger, Dale Grimm, Denise Wells, Larry Flesher, Les Shockey, Linda Lewis, Pauli Smith Recuse: none Not voting: Colleen Pustola, David Samuelsen Sherri Bradley National Coordinator September 6 For the record:  The AB's discussion on the appeal of grievance 2009-11-16 will commence on 9 September. I've requested a copy of the decision that the party appealing the decision received, as well as a statement of what Grievance Committee procedure(s) they feel were not followed when the Grievance Committee arrived at the final decision. Sherri Bradley National Coordinator
Announcement: Renewal of Domains	September 1 For the record, I have renewed the USGenWeb Project domains as follows:  Usgenweb.org is renewed through 17 September 2011. Usgenweb.net is renewed through 26 September 2011. Usgenweb.com is renewed through 8 July 2011.
Announcement: Welcome	September 1 I would like to thank outgoing board members Bill Oliver and W. David Samuelsen for your service to the USGenWeb Project and its members. Your unfailing and unflagging support of the Project and its members is very much appreciated. My best to you in your future endeavors, both as members of the USGenWeb Project and in all else that you do. I would also like to welcome returning board members Alice Allen, Ann Allen Geoghegan, Colleen Pustola, Cyndie Enfinger, Dale Grimm, Denise Wells, Jeff Kemp, Larry Flesher, Les Shockey, Linda Lewis, Pauli Smith and Tina Vickery.  Your 2010/2011 Advisory Board members are:  NC: Sherri Bradley, RAL: Tina Vickery, Special Projects: Cyndie Enfinger, Regional Representatives: NENC SC: Dale Grimm, NENC CC: Alice Allen, Pauli Smith, NWPL SC: Colleen Pustola, NWPL CC: Ann Allen Geoghegan; appointment pending, SEMA SC: Les Shockey, SEMA CC: Denise Wells; Jeff Kemp, SWSC SC: Larry Flesher, SWSC CC: Linda Lewis, Pat Asher
Announcement: Call for Volunteers: Web Manager Position	September 3 The web manager position is now open for recruitment. Duties and information can be found in Section XI of the Standing Rules at http://usgenweb.org/volunteers/standard-rules.shtml. The Advisory Board realizes that the call should have been made to the Project two weeks prior to the close of the session and sincerely apologizes to the Project for not making that call. Interested volunteers should submit a completed Volunteer Form located at http://usgenweb.org/volform.shtml. Volunteer forms must be received by 8 pm EDT 17 September 2010.  Sherri Bradley National Coordinator September 26 With the motion made to appoint the NWPL (Northwest-Plains Region) County Coordinator representative made, the AB has completed the review of those applications, but will continue in executive session to review the applications for the position of web manager for the national site. Two applications were received, from Jeff Kemp and Jane Colmenares. Sherri Bradley National Coordinator
Announcement: Call for Volunteers to Serve on the Grievance Committee	September 5 The USGenWeb Grievance Committee is looking for a few good people to replace those members whose terms have expired. If you have some experience in the area of Mediation or Arbitration, and are willing to devote 2 years to helping the USGenWeb working as a part of the Grievance Committee please contact John Quigley, present Chair of the committee, at jquigley@txkinneygen.org. This is not a call for Mediators or Arbitrators, but rather a call for those who would sit on the Grievance Committee itself, guiding the processes that grievances go through, training those persons who would serve as Mediators or Arbitrators. Please give a brief synopsis of the reasons why you feel you would be able to serve in this capacity. Please review the requirements for serving on the committee listed below: Quote (from Section XIV of the USGenWeb Project bylaws at http://usgenweb.org/volunteers/bylaws.shtml and Section V of the Standard Rules at http://usgenweb.org/volunteers/standard-rules.shtml Qualifications: Volunteers for the Grievance Committee will be required to meet certain minimum requirements for service. Volunteers must have a minimum of one year's continuous service as a Member in Good Standing of either a State Project or a recognized Special Project of the USGenWeb Project. Because grievances are considered personnel matters, all volunteers must state that they are willing to abide by strict confidentiality requirements. Volunteers must also state that they understand that violation of this confidentiality agreement will mean immediate expulsion from the Grievance Committee, and could result in determination of Member Not in Good Standing by the Advisory Board. Committee Membership: The Grievance Committee shall consist of seven members of The USGenWeb Project in good standing. The panel must include a State Coordinator and a member of the Special projects and three County Coordinators/Local Coordinators who have not served as State Coordinator or in a national level position within the last three years. The National Coordinator is an ex officio member of the Grievance Committee and is not eligible for assignment as the committee member overseeing an accepted grievance. In the event that a member of the Grievance Committee is one of the parties involved in the dispute or has a personal interest in the dispute, that Committee Member shall retire from involvement with any aspect of that grievance. In the event that a Grievance Committee member changes positions in the USGenWeb Project during their term, they may remain as a representative of the position for which they were appointed until the end of their term. This does not apply in the case of the committee member's election to the USGenWeb Advisory Board, at which time they would be required to resign and a new representative appointed after a call for volunteers from within the project to fill the seat. End Quote Thank you, John Quigley
Announcement: Co-Administrators for DISCUSS mail list	September 5 It is my pleasure to announce that Betsy Mills and Jo Branch will continue as the Co-Administrators of the DISCUSS mail list for the 2010/11 term.  Thank you Betsy and Jo for agreeing to serve the Project in this roll.  The rules that were instituted Wednesday, June 27, 2007, by then National Coordinator, Scott Burow still apply to all.  These are the rules:  1. Any post that, in the opinion of the moderator(s), is inflammatory, derogatory, demeaning, or otherwise inappropriate will be subject to an immediate period of moderation of 5 to 10 days at the moderator(s) discretion. This applies to all.  2. There will be no warnings and there is no appeal of the moderation.  3. Any second offense that would result in a second period of moderation will earn that poster a 30 day ban from discuss.  4. Any third offense results in a permanent ban from the discuss list.  5. Any post that questions or complains about a moderation that has taken place will secure for that poster a 5 day moderation period.  Please take a moment to welcome Betsy and Jo to their role.  Sherri Bradley National Coordinator
Announcement: Call for Election Committee Volunteers	September 18 The Election Committee is asking for volunteers to fill several  positions that will be available on January 1, 2011. If you are  interested, please contact any member of the EC  http://usgenweb.org/usgwelections/2010-ec/2010current.htm    Thanks, Christina Palmer USGenWeb Election Committee
ADJOURNMENT	Sherri Bradley adjourned the September meeting on October 1, 2010.

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