Advisory Board Minutes
January, 2003

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Approved 8 Jul 2003

Motion - Appointment of NW/Plains CC Rep

(1/1/03) In response to NC Richard Harrison's call for nominees for the vacant NW/Plains CC Rep position, Jana Black and Larry Flesher nominated Karen Mitchell. (1/2/03)Tim Stowell nominated Kelly Courtney-Blizzard.

Richard Harrison posted the following call for a vote:

"There are two nominees for the NW/Plains CC Representative position. The person appointed by the AB will serve until the next regular election.
For those who need to refresh their memories Karen Mitchell's 'campaign' page is at http://www.rootsweb.ancestry.com/~copueblo/election.html
Kelly Courtney-Blizzard's 'campaign' page is at http://www.rootsweb.ancestry.com/~censlook/USGW/
Please vote by naming your choice."

There were 7 votes for Karen Mitchell, 2 for Kelly Courtney-Blizzard, 1 abstention, and 4 members not voting. (1/5/03)

Those voting for Karen Mitchell: Tina Vickery, Jan Cortez, Mary Ann Hetrick, Bill Oliver, Jimmy Epperson, Larry Flesher, Jana Black

Those voting for Kelly Courtney-Blizzard: Tim Stowell, Ron Eason

Those abstaining: Joe Miller

Those not voting: Vicki Shaffer, Teresa Lindquist, Robert Bremer, Phyllis Rippee


Additional Comments:

Karen Mitchell is appointed to the vacant NW/Plains CC Rep position.

Motion - Replacement EC Members

(1/16/03) NW/P CC Representative Bill Oliver presented the following motion:

"I move to seat the replacement EC members. (Kimberly Taylor Morgan and Jan Cortez)"

The motion, which was numbered 03-01, passed with 8 "yes" votes, 4 "no" votes, 1 abstentions, and 2 members not voting. (1/20/03)

Those voting YES: Tina Vickery, Jan Cortez, Mary Ann Hetrick, Bill Oliver, Tim Stowell, Jimmy Epperson, Larry Flesher, Phyllis Rippee

Those voting NO: Vicki Shaffer, Robert Bremer, Karen Mitchell, Jana Black

Those abstaining: Ron Eason

Those not voting: Joe Miller, Teresa Lindquist


Additional Comments:

Phyllis Rippee questioned whether Jan Cortez could be placed as a 'regular' EC member, since she is on the AB, and is currently the AB Rep to the EC. Temporary Chair Tina Vickery ruled that there was no prohibition against an AB member being on the EC. The AB would have to select another AB EC Rep if Jan were confirmed as a regular EC member.

Jana Black raised a point of order when Jan Cortez voted on the motion. Jana requested a ruling as to whether Jan was eligible to vote on the motion. NC Richard Harrison referred the matter to Parliamentarian Roger Swafford, who advised that the Parliamentary Authority does not prohibit a vote in this case.

Motion - Appointment of New AB Rep to the EC

(1/21/03) In response to NC Richard Harrison's call for nominees for the Advisory Board's Representative to the EC, Phyllis Rippee nominated Tim Stowell, Tina Vickery nominated Larry Flesher, and Vicki Shaffer nominated Karen Mitchell.

Richard Harrison posted the following call for a vote:

"Assuming no objection, I ask at this time for the AB to vote for Tim, Larry or Karen. You will have 48 hours to vote, ending at approximately 9:30 PM AZ Time, Thursday, January 23. A simple majority is required."

There were 6 votes for Karen Mitchell, 3 for Tim Stowell, 1 for Larry Flesher, 0 abstentions, and 5 members not voting. (1/25/03)

Those voting for Karen Mitchell: Vicki Shaffer, Mary Ann Hetrick, Jimmy Epperson, Larry Flesher, Jana Black, Ron Eason

Those voting for Tim Stowell: Joe Miller, Phyllis Rippee, Bill Oliver

Those voting for Larry Flesher: Tina Vickery

Those abstaining: none

Those not voting: Teresa Lindquist, Robert Bremer, Jan Cortez, Karen Mitchell, Tim Stowell


Additional Comments:

Karen Mitchell is appointed AB Rep to the EC.

Motion - Amendment to Motion 02-23

(1/30/03) NW/P CC Representative Bill Oliver presented the following motion:

"I move that paragraph F of Motion 02-23 be amended to read:

F. In the event that removal of an SC, or ASC, is approved, an election to replace the SC will be conducted by the EC. The same shall apply to the ASC if that person was elected. If not, replacement of the ASC will be left to the SC. "

The motion to amend passed with 10 "yes" votes, 0 "no" votes, 0 abstentions, and 5 members not voting. (2/2/03)

Those voting YES: Joe Miller, Tina Vickery, Jan Cortez, Mary Ann Hetrick, Bill Oliver, Karen Mitchell, Jimmy Epperson, Larry Flesher, Phyllis Rippee, Jana Black

Those voting NO: none

Those abstaining: none

Those not voting: Vicki Shaffer, Teresa Lindquist, Robert Bremer, Tim Stowell, Ron Eason


Additional Comments:

Motion 02-23, as amended, now reads as follows:

A. The process for removal of an SC or ASC may be initiated by the Advisory Board on a 2/3 favorable vote of a quorum (9), or by a petition signed by 10% of the voter-qualified CCs of XXGenWeb Project, or by 2 CCs if 10% of that total falls below the number of three (3). This petition must be presented to at least one of the regional CC Representatives for immediate forwarding to the entire Advisory Board. Reasons for removal must be clearly stated.

B. Reason(s) stated for removal will be forwarded to the named SC, or ASC, who will have five (5) days to send a response to his/her regional SC Representative for immediate forwarding to the entire Advisory Board. An additional five days will be granted only if the person is unable to respond due to unavoidable circumstances.

C. Regardless of which entity begins the process, the National Coordinator, upon receipt of the response (if any), will immediately send a copy of the reasons for removal and the response (if any) to the Election Committee, instructing the Committee to conduct a vote within the State and within the Advisory Board, simultaneously, asking the question "Shall [Name and Title] be removed from office?" Choices are to be "Yes", "No", "Present". Included with this question will be the reason(s) for removal and the response (if any). The voting period will be 10 days in length.

D. Removal will require, per USGenWeb Project Bylaws, a 2/3 favorable majority vote of a quorum (9 members) of Advisory Board Members and a 2/3 favorable majority vote of a quorum (minimum 75%) of the voter-qualified CCs of that State.

E. No removal procedure may be implemented against the same SC, or ASC, within six months of a failed attempt, unless evidence is presented to the Advisory Board that retaliatory actions are being taken, or attempted, against the initiators of the original action. Evidence that is proven false, may result in the removal of the CC.

F. In the event that removal of an SC, or ASC, is approved, an election to replace the SC will be conducted by the EC. The same shall apply to the ASC if that person was elected. If not, replacement of the ASC will be left to the SC.

G. This policy will go into effect upon passage.

Other Business - Message From the EC

(1/1/03) NC Richard Harrison posted a copy of an email received from the Elections Committee:

>To: National Coordinator and Advisory Board, USGenWeb Project From:
>Election Committee, USGenWeb Project
>Subject: Notice of Poll Request
>
>FYI:
>
>On 29 December 2002, the Election Committee was contacted by a USGenWeb
>State Coordinator. A request was made of the EC to conduct an internal
>state poll.
>
>On that same date, without interference or input from any non-committee
>party or parties, a decision was quickly made by the EC to deny the
>request. The denial was based on the current Election Committee Procedures
>under which the EC operates.
>
>The SC was notified the following morning of the decision, along with a
>brief explanation. The SC was advised that an appeal of the EC decision
>could be made to the USGenWeb Advisory Board.
>
>No further action is planned or anticipated by the EC.
>
>Thank you,
>
>The USGenWeb Election Committee

Other Business - Message From the EC

(1/13/03) NC Richard Harrison posted the following:

I have received the following message from the EC.

Is there any objection to suspending discussion on Motion 02-23 so that we can immediately vote on the approval to the new EC members?

-Isaiah

TO: National Coordinator and Advisory Board, USGenWeb
FROM: USGenWeb Election Committee
SUBJECT: Confirmation Request of Two Replacement Committee Members

Per Election Committee Procedures, the EC respectfully submits the following names of prospective replacement Election Committee members, for AB approval/disapproval.

- Kimberly Taylor Morgan -
To complete NENC term of LaRae Hasley Brooks who resigned 12 December 2002 for personal reasons.
Term expires 31 December, 2004.
Qualifying Position:
Co-CC Randolph County, IL
http://www.rootsweb.ancestry.com/~ilrandol/

- Jan Cortez -
To complete the NENC term of Bonnie Walsh who resigned 10 January 2003 due to loss of home computer.
Term expires 31 December 2003.
Jan has indicated that if confirmed as a member of the Election Committee, she will immediately resign as AB ex-officio to the EC.
Qualifying positions:
CC Ionia Co, MI
http://www.rootsweb.ancestry.com/~miionia/index.html
CC Iosco Co, MI
http://www.rootsweb.ancestry.com/~miiosco2/index.html
Co-CC Mecosta Co, MI
http://www.rootsweb.ancestry.com/~mimecost/index.html
CC Montcalm, MI
http://www.rootsweb.ancestry.com/~mimontca/index.htm
CC Lewis Co, NY
http://www.rootsweb.ancestry.com/~nylewis/
CC Otsego Co, NY
http://www.rootsweb.ancestry.com/~nyotsego/
CC Philadelphia Co, PA
http://www.pa-roots.com/~philadelphia/
CC Franklin Co, VT
http://www.rootsweb.ancestry.com/~vtfrankl/Franklin.html
CC Ashland Co, WI
http://www.rootsweb.ancestry.com/~wiashlan/index.html
CC Bayfield Co, WI
http://www.rootsweb.ancestry.com/~wibayfie/contents.html
CC Waushara Co, WI
http://www.rootsweb.ancestry.com/~wiwausha/wsctweb.html
CC Winnebago Co, WI
http://www.rootsweb.ancestry.com/~wiwinneb/

The Election Committee appreciates the the Advisory Board's consideration on this matter at it's earliest convenience, and will be happy to answer any questions.

Respectfully,

Ellen Pack
Chair, USGenWeb Election Committee

Other Business - Message From Ginger Cisewski

(1/13/03) NC Richard Harrison posted a copy of an email received from Ginger Cisewski:

Hi Richard,

USGenNet is online again and all hosted sites are now running on our new, bigger server. We still have a few bugs to work out here and there, but we're functional again so your notice about non-availability of our sites is no longer necessary.

Thanks for your understanding through our protracted delays and problems with Dell. It was appreciated!

Ginger Cisewski
President, USGenNet.Org

Other Business - Temporary Chair

(1/13/03) NC Richard Harrison posted that he would be unavailable for a few days and appointed Tina Vickery Temporary Chair in his absence.

Other Business - 3rd Quarter EC Report

(1/20/03) NC Richard Harrison posted a copy of an email received from the Elections Committee:

>The USGenWeb Election Committee hereby respectfully submits the following
>Quarterly Report to the USGenWeb Advisory Board.
>
>The USGenWeb Project's National Election was held during the month of July
>and the Run-Off Election in August. The Election Committee was extremely
>busy during these months chasing down correct e-mail address for the
>volunteers to make sure all volunteers had the opportunity to vote.
>
>The results of the National Election were:
> >National Coordinator:
>Total Votes 465
>Richard Harrison: 221 47.53%
>Richard Pettys: 96 20.64%
>John Rigdon: 148 31.83%
>Run-off between: Richard Harrison and John Rigdon
>
>Special Project - Tombstone Representative:
>Joe Miller - Unopposed Total Votes 4
>The Election Committee hereby declares Joe Miller the winner.
>
>Northeast North Central Regional County Coordinator Representative:
>Jan Cortez - Unopposed Total Votes 79
>The Election Committee hereby declares Jan Cortez the winner.
>
>Northwest Plains Regional County Coordinator Representative:
>Total Votes 74
>Kelly Courtney-Blizzard: 18 24.32%
>Gail Myer Kilgore: 28 37.84%
>Bill Oliver: 28 37.84%
>Run-off between: Gail Myer Kilgore and Bill Oliver
>
>Southeast Mid Atlantic Regional County Coordinator Representative:
>Total Votes: 163
>Heather Jones DeGeorge: 22 13.50%
>Jimmy Epperson: 56 34.35%
>Diane Kelly: 37 22.70%
>Tom Parker: 22 13.50%
>Vickie Stevens: 26 15.95%:
>Run-off between: Jimmy Epperson and Diane Kelly
>
>Southwest South Central Regional State Coordinator Representative:
>Total Votes 7
>Larry Flesher: 6
>Carolyn Ward 1
>The Election Committee hereby declares Larry Flesher the winner.
>
>Southwest South Central Regional County Coordinator Representative:
>Total Votes: 116
>Scott Burow: 24 20.69%
>Phyllis Rippee: 42 36.21%
>Roger Swafford: 23 19.83%
>Bettie Wood: 27 23.27%
>Run-off between: Phyllis Rippee and Bettie Wood
>
>The results of the Run-Off Election are as follows:
>
>National Coordinator:
>Total Votes: 340
>Richard Harrison: 233
>John Rigdon: 107
>The Election Committee hereby declares Richard Harrison the winner.
>
>Northwest Plains Regional County Coordinator
>Representative:
>Total Votes: 66
>Gail Meyer Kilgore: 29
>Bill Oliver: 37
>The Election Committee hereby declares Bill Oliver the winner.
>
>Southeast Mid Atlantic Regional County Coordinator
>Representative:
>Total Votes: 117
>Jimmy Epperson: 74
>Diane Kelly: 43
>The Election Committee hereby declares Jimmy Epperson the winner.
>
>Southwest South Central Regional County Coordinator
>Representative:
>Total Votes: 87
>Phyllis Rippee: 45
>Bettie Wood: 42
>The Election Committee hereby declares Phyllis Rippee the winner
>
>On Sep 1st The Election Committee bid good-by to Holly Timm and Tina
>Vickery (the Advisory Board ex-officio EC members) and welcomed Richard
>Harrison (new NC).
>
>The EC's Guidelines call for the Representative At Large to be the 2nd AB
>ex-officio member of the EC, however the current RAL had been found to be
>not in good standing and had been removed from the Election Committee by
>the prior NC. The EC requested the AB to choose an AB member to serve in
>the stead of the current RAL. After much discussion by the AB Jan Cortez
>was seated on the EC.
>
>The EC sent out a call for volunteers during the month of August. Several
>members volunteered. After much discussion by the EC members the following
>volunteers were chosen.
>
>Member at Large:
>Ellen Pack - 2 year term Jan 1, 2003 - Dec 31, 2004 (To replace Linda
>Davenport - term ends Dec 31st)
>Northeast North Central Region - 2 seats
>LaRae Halsey-Brooks - 2 year term Jan 1, 2003 - Dec 31, 2004 (To replace
>Sara Greer - term ends Dec 31st)
>Bonnie Walsh - 1 year term - Jan 1, 2003 - Dec 31, 2003 (to fill vacant
>position)
>Northwest Plains Region
>Bev Hopkins - 2 year term Jan 1, 2003 - Dec 31, 2004 (to fill vacant position)
>Southeast Mid Atlantic Region - 2 seats
>Elizabeth Harris - 1 year term - Jan 1, 2003 - Dec 31, 2003 (to fill
>vacant position)
>Bettie Wood - 2 year term - Jan 1, 2003 - Dec 31, 2004 (to fill vacant
>position)
>Southwest South Central
>JoAnn Thomas - 2 year term - Jan 1, 2003 - Dec 31, 2004 (to fill vacant
>position)
>Special Projects
>David Morgan - 2 year term - Jan 1, 2003 - Dec 31, 2004 (to fill vacant
>position)
>
>The list was submitted to the AB for approval and was approved. The EC
>asked that the new members who would be replacing departing members (as of
>Dec 31st) be seated early so they could become familiar with their jobs.
>The AB approved the early seating and all new members were seated on Sep 25th.
>
>On Sep 8th the EC was requested to host a poll for the AB to determine the
>preference of the members of the Northeast North Central Region for a
>State Coordinator Representative AB member. This Poll will be conducted in
>the next quarter.
>
>The Elections Committee appreciates the invaluable assistance of Linda
>Haas Davenport, former Chair EC, in the preparation of this report.
>
>Respectfully,
>
>Ellen Pack
>Chair, USGenWeb Election Committee

Other Business - Request for Reports

(1/21/03) NC Richard Harrison asked the Standing Procedures Committee and the Grievance Procedures Committee to submit progress reports by January 31, 2003.

Other Business - New E-Mail Address

(1/26/03) NC Richard Harrison announced that, effective immediately, his new email address is isaiahh@cox.net.

Other Business - Additional Domain

(1/26/03) NC Richard Harrison posted the following message:

Betsy Mills currently owns the domain name USGenWeb.cc in the name of the project. It will expire 23 Feb 03. Should we renew it or let it go?

Some points to consider: There are an increasing number of domain extensions available. Which ones do we want? Which ones don't we want? What are the ramifications of not grabbing up every one that becomes available? How do we pay for the ones we do decide to buy?

Other Business - 4th Quarter EC Report

(1/28/03) NC Richard Harrison posted a copy of an email received from the Elections Committee:

>The USGenWeb Election Committee hereby respectfully submits the following
>Quarterly Report to the USGenWeb Advisory Board.
>
>Elizabeth Harris resigned from the EC and Richard Pettys was selected to
>replace her. He was approved and seated in the early part of October.
>
>At the end of the 3rd Qtr the EC was preparing to hold a poll for the AB
>for NENC SC Representative. Nominations were opened. While nominations
>were in progress the EC was requested to host an election for a new SC for
>the State of AL. This election was held concurrent with the Poll and new
>SC was seated for AL. The Poll was concluded and the results forwarded to
>the AB.
>
>The EC was requested to host an election for a new SC for the State of
>TX. As this was underway the AB requested the EC to hold a Poll for the
>replacement of the NW Plains CC Representative. The EC members began
>trying to update the membership list of the NW Plains region. This proved
>to be difficult as several regional SCs did not respond to the EC's
>request for updates. While the updating was continuing the EC concluded
>the election for the SC of TX. The Poll for the NW Plains CC was concluded
>and the results forwarded to AB.
>
>The EC requested permission from the AB to elect a new EC Chair prior to
>Jan 1st to allow the new Chair the opportunity to work with the departing
>Chair. This approval was granted and the EC members elected Ellen Pack as
>the new Chair.
>
>Linda Davenport, the departing Chair, posted detailed procedures for most
>of the Committee's jobs and activities.
>
>As of December 31st, Linda Davenport and Sara Greer's terms on the EC were
>over. The EC would like to thank them for their hard work and dedication
>to the EC.
>
>The EC would also like to extend its appreciation to Linda Davenport,
>former EC Chair, for her invaluable assistance in preparing this report.
>
>Respectfully,
>
>Ellen Pack
>Chair, USGenWeb Election Committee

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

Shari Handley
Recording Secretary

Please remember that minutes are a record of what was done at the meeting, NOT what was said by members or guests. If you have any questions or comments about the minutes, please feel free to write to usgwboard@tyaskin.com.