Advisory Board Minutes
February, 2003

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Approved 8 Jul 2003

Motion - 02-23 Amendment 2

(2/3/03) SW/SC CC Representative Phyllis Rippee presented the following motion:

"I move to adopt the following amendment to Part C. [first part is the same, addition at bottom]

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.

After tallying the votes, the EC shall send the results to the National Coordinator for posting to Board-L. The results must include the names and votes of the Advisory Board members, but the votes of the CCs will be reported only as numbers."

Discussion ensued.

The motion passed with 10 "yes" votes, 1 "no" vote, no abstentions, and 4 members not voting. (2/11/03)

Those voting YES: Joe Miller, Jan Cortez, Mary Ann Hetrick, Bill Oliver, Karen Mitchell, Tim Stowell, Ron Eason, Larry Flesher, Phyllis Rippee, Jana Black

Those voting NO: Tina Vickery

Those abstaining: none

Those not voting: Vicki Shaffer, Teresa Lindquist, Robert Bremer, Jimmy Epperson


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.

After tallying the votes, the EC shall send the results to the National Coordinator for posting to Board-L. The results must include the names and votes of the Advisory Board members, but the votes of the CCs will be reported only as numbers.

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.

Motion - Close Debate on Motion 02-23

(2/11/03) SE/MA CC Representative Ron Eason presented the following motion:

"I call the question on the main Motion 02-23."


Additional Comments:

The motion failed for lack of a second.

Motion - 02-23 Amendment 3

(2/11/03) NE/NC SC Representative Tina Vickery presented the following motion:

"I move to amend 02-23, D. from:

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.

to:

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.

In the event that the action is taken against a seated Board member, said Board member shall be excused from voting in the Advisory Board portion of the vote. He/she shall also be unsubscribed from the BOARD-EXEC mailing list during the course of any discussion of the matter."


Additional Comments:

The motion failed for lack of a second.

Motion - Procedure for Removal of a State Coordinator

(12/20/02) SW/SC CC Representative Phyllis Rippee presented the following motion:

"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.

After tallying the votes, the EC shall send the results to the National Coordinator for posting to Board-L. The results must include the names and votes of the Advisory Board members, but the votes of the CCs will be reported only as numbers.

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."

The motion was numbered 02-23, amended. There was no discussion.

The motion passed with 8 "yes" votes, 4 "no" votes, no abstentions, and 3 members not voting. (2/14/03)

Those voting YES: Joe Miller, Robert Bremer, Jan Cortez, Bill Oliver, Jimmy Epperson, Ron Eason, Phyllis Rippee, Tim Stowell

Those voting NO: Vicki Shaffer, Tina Vickery, Karen Mitchell, Jana Black

Those abstaining: none

Those not voting: Teresa Lindquist, Mary Ann Hetrick, Larry Flesher


Additional Comments:

None.

Motion - EC Replacement Member Confirmation

(2/16/03) Archives Project Representative Vicki Shaffer presented the following motion:

"I move that W. David Samuelson be approved to serve on the Election Committee."

The motion was numbered 03-02. Discussion ensued.

The motion passed with 7 "yes" votes, 5 "no" votes, no abstentions, and 2 members not voting. (2/21/03)

Those voting YES: Vicki Shaffer, Joe Miller, Tina Vickery, Robert Bremer, Mary Ann Hetrick, Larry Flesher, Jana Black

Those voting NO: Jan Cortez, Bill Oliver, Karen Mitchell, Tim Stowell, Phyllis Rippee

Those abstaining: none

Those not voting: Teresa Lindquist, Jimmy Epperson


Additional Comments:

The Advisory Board confirms the appointment of W. David Samuelson to the Elections Committee.

Motion - Amendment to SC Removal Procedure

(2/21/03) SW/SC CC Representative Phyllis Rippee presented the following motion:

"I move to amend Part A of Standing Rule of Procedure: Removal of an SC or ASC by adding this sentence: Immediately following a favorable vote by the AB, or upon receipt of the CCs' petition, the National Coordinator shall request the EC to 'freeze' the voter list for XXGenWeb until after the process is concluded."

The motion was numbered 03-03. There was no discussion.

The motion passed with 9 "yes" votes, no "no" votes, no abstentions, and 4 members not voting. (2/23/03)

Those voting YES: Vicki Shaffer, Robert Bremer, Tina Vickery, Jan Cortez, Bill Oliver, Karen Mitchell, Jimmy Epperson, Phyllis Rippee, Jana Black

Those voting NO: none

Those abstaining: none

Those not voting: Teresa Lindquist, Mary Ann Hetrick, Tim Stowell, Larry Flesher


Additional Comments:

None.

      

Other Business - Standing Procedures Committee Progress Reports

(2/3/03) In response to NC Harrison's reminder about Committee Progress Reports that were due 2/1/03:

The Standing Procedures Committee, at this time, has nothing to report.

Bill Oliver
Chair

The Grievance Procedures Committee has had limited discussions but there is nothing to report at this time.

Ron Eason
(2/5/03) NC Richard Harrison's response to the above reports was as follows:

The Chair acknowledges that neither the Standing Procedures Committee nor the Grievance Procedures Committee is prepared to present a report at this time.

Next reports are due 1 March 2003. If substantive progress cannot be shown at that time, the committee(s) will be dissolved in favor of some more effective method of accomplishing their tasks.

-Isaiah

Other Business - Additional Domain

(2/5/03) NC Harrison announced that the "usgenweb.cc" domain had been registered thanks to an anonymous donor, and that the domain currently points to the usgenweb.org domain.

Other Business - Resignation

(2/15/03) Ron Eason announced his resignation as SE/MA CC Rep. The resignation was acknowledged with regret by the Advisory Board.

Other Business - Election Committee Request

(2/16/03) The Election Committee submitted a request to the Advisory Board for approval of their choice of a new EC Committee Member, W. David Samuelson, to complete the term of David Morgan, who resigned 10 Jan 2003. The NC asked for a motion to confirm Mr. Samuelson and discussion ensued.

Other Business - Grievance Procedures Committee

(2/17/03) NC Richard Harrison posted, "Due to the resignation of Ron Eason, I have appointed Tina Vickery as the Temporary Chair of the Grievance Procedures Committee. If there is an additional AB member who would like to serve on this committee please let me know."

Other Business - Resignation

(2/21/03) Joe Miller announced his resignation as Tombstone Project Rep. The resignation was acknowledged with regret by the Advisory Board and a request was sent to the Tombstone Project to look for volunteers for replacement.

Other Business - Request for Special Election

(2/23/03) NC Harrison posted the following announcement:

The Advisory Board has received a petition signed by 15 County Coordinators in GAGenWeb requesting the removal of their State Coordinator under Article VIII, Section 9 of The USGenWeb Project Bylaws.

He referred to the relavent section of the bylaws:
"State Coordinators and Assistant State Coordinators are subject to possible removal by a 2/3 vote of the Advisory Board and a 2/3 vote of the Local Coordinators within the state. A quorum of 75% of the Local Coordinators shall participate in order for the vote to be binding."

He reminded the board that, since it is a personnel issue, discussion should take place on the BOARD-EXEC list and asked for a motion to direct the EC to conduct a special election.

Other Business - Resignation

(2/24/03) Mary Ann Hetrick announced her resignation as NW/P SC Rep. The resignation was acknowledged with regret by the Advisory Board.

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.