Advisory Board Minutes
April 2004

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Approved May 22, 2004

Call to Order - April Session

(4/01/04) The April Meeting of the Advisory Board of The USGenWeb Project was called to order by National Coordinator Isaiah Harrison.

Approval of Minutes -

(4/1/04) By general consent, the minutes of the February 2004 meeting of the Advisory Board were approved as written.

(4/3/04) By general consent, the minutes of the December 2003 meeting of the Advisory Board were approved as written.

(4/8/04) By general consent, the minutes of the March 2004 meeting of the Advisory Board were approved as written.

      

Motion - Logo Contest

(4-4-04) SW/SC CC Representative Phyllis Rippee presented the following motion:

"I move that the logo contest be allowed to continue with the following provisos:

1. Designs will be accepted until June 1, 2004. As soon as possible, the general membership will be notified where they may view the designs. This view will include the current logos.
2. The general membership will vote during the general election of 2004 on whether or not to have just one logo. A simple majority vote will decide the issue.
3. The general membership will vote to select one logo in the event the majority opinion is that there should be only one. One vote per member, with highest number of votes received deciding the issue. "

The motion was numbered 04-09. Discussion ensued.

The motion failed with 8 "yes" votes, 6 "no" votes, no abstentions, and 2 members not voting. (4-8-04)

Those voting YES: Cyndie Enfinger, Shari Handley, Jan Cortez, Darilee Bednar, Gail Meyer Kilgore, Christine Goff, Denise Woodside and Linda Blum-Barton

Those voting NO: Teri Brown, Don Kelly, Larry Flesher, Phyllis Rippee and Bettie Wood

Those abstaining:

Those not voting: Pam Reid and Richard Howland


Additional Comments:

None.

      

Motion - EC Procedures

(4-16-04) NW/P SC Representative Don Kelly presented the following motion:

"I move that Section B, Paragraph 4, Number II, item i. be stricken from the EC Procedures.

The item to be removed reads:
i. The appropriate local leadership or appointed contact person will be notified."

The motion was numbered 4-10. There was no discussion.

The motion passed by general consent. (4-17-04)


Additional Comments:

None.

      

Motion - MNIGS

(4-17-04) NE/NC CC Representative Jan Cortez presented the following motion:

"Move to declare Tim Stowell a member not in good standing of The USGenWeb Project until he meets his responsibility in updating the administrative information for the USGenWeb.net and USGenWeb.org domains, in accordance with Article VI, Section 6 of the USGW Project bylaws and more specifically with Motion 04-07 of the AB, on how this responsibility will be carried out. "

The motion was numbered 04-11. Discussion ensued.

The motion passed with 9 "yes" votes, 3 "no" votes, no abstentions, and 3 members not voting. (4-23-04)

Those voting YES: Cyndie Enfinger, Shari Handley, Jan Cortez, Don Kelly, Darilee Bednar, Gail Meyer Kilgore, Linda Blum-Barton, Larry Flesher and Bettie Wood

Those voting NO: Teri Brown, Christine Goff and Phyllis Rippee

Those abstaining:

Those not voting: Pam Reid, Richard Howland and Denise Woodside


Additional Comments:

None.

      

Motion - Appointment of Webmaster

(4-29-04) NW/P CC Representative Gail Meyer Kilgore presented the following motion:

"I make a motion to accept Mike Jarvis as Webmaster and to appoint Julie McGrew and Peter Gossett as assistant webmasters. "

The motion was numbered 04-12. Discussion ensued.

The motion passed with 10 "yes" votes, no "no" votes, no abstentions, and 5 members not voting. (5-2-04)

Those voting YES: Cyndie Enfinger, Shari Handley, Jan Cortez, Don Kelly, Darilee Bednar, Gail Meyer Kilgore, Christine Goff, Linda Blum-Barton, Larry Flesher and Bettie Wood

Those voting NO:

Those abstaining:

Those not voting: Pam Reid, Richard Howland, Teri Brown, Denise Woodside and Phyllis Rippee


Additional Comments:

Chair Isaiah Harrison reported the resignation of Peter Gossett from the newly-appointed website team on 5-4-04. There are no plans to replace him.

      

Other Business - First Quarter Report -- Election Committee

(4-12-04) National Coordinator Isaiah Harrison posted the following correspondence:

TO: National Coordinator and Advisory Board, USGenWeb
FROM: USGenWeb Elections Committee
SUBJECT: EC REPORT FIRST QUARTER 2004
DATE: April 12, 2004

The USGenWeb Election Committee respectfully submits the following Quarterly Report to the USGenWeb Advisory Board, for the period 1 January - 31 March, 2004.

January -The EC continued work on a new automated system that would comply with the new EC Procedures. By the middle of January it was determined that we would be unable to implement the system designed by Larry Stephens due to software incompatibility. The EC immediately began to devise and implement an improved manual system that would be effective and in compliance. The EC feels it has designed a good system, and is very appreciative of the members as they work with us to iron out the kinks and plug holes as we spot them.

On January 12 the EC submitted a request to the AB to allow the EC Archives seats to be filled by any project member (aside from AB members), regardless of area of participation. Upon passage of the motion and subsequent confirmation, the EC welcomed Dennis Muncrief to the committee as an EC Archives Rep.

February -The EC began implementing the new Registered List. Effective February 1, all current members were rolled over to the new list, and automatically Registered. Former EC Member Joy Fisher worked closely with EC Member Tina Vickery to design and install a new and improved online Registration form located at: http://www.rootsweb.ancestry.com/~usgwelections/register.html

A second form for members to use when they submit changes in email addresses and project participation will soon be ready to test. Until the Change form is completed, members are being encouraged to use the Registration form noted above for changes or to contact their EC Rep.

March -During February and March the EC issued several announcements via the USGenWeb Newsletter and USGenWeb lists, including the State-Coord List, to inform and educate members about the new Registration policy. Those announcements will continue on a regular and appropriate basis. Emphasis will be placed on the months of April and May in order to attract as many registrations and changes as possible before the 31 May deadline for participation in the National Election.

On March 8 the EC forwarded the Membership list to Larry Stephens so that he could set up the National Mail list for the March Newsletter. The Newsletter was released on 25 March. The EC received approximately 150 bounces, of which about 2/3 have been reconciled.

A few members indicated they did not receive the March Newsletter, even though their names and correct email addresses were on the submitted list. The EC has a concern that spam filters may be interfering with the delivery of some of the Newsletters, and may prevent some members from receiving voting passwords during the upcoming election. The EC has no control over individual spam filters, and has encouraged members to tweak the filters or contact their email ISP so that official USGenWeb mail will not be intercepted.

Respectfully Submitted,
Ellen Pack
Chair, USGenWeb Election Committee

      

Other Business - EC Request

(4-15-04) National Coordinator Isaiah Harrison posted the following correspondence:

TO: USGenWeb Advisory Board
FROM: USGenWeb Election Committee
SUBJECT: Revision Request in EC Procedures
DATE: April 15, 2004

The EC is requesting a modification of one area of the current EC Procedures that, if allowed to stand, could result in a compromise of the confidentiality aspect of the Registered List.

The section in question currently reads:

B. Duties of the Subcommittee:
4.
II. Members shall be removed from the Registered Voter List under the following circumstances:
a. Bounced email address
i. The appropriate local leadership or appointed contact person will be notified.

The specific area of concern is item "i." If allowed to stand, local leadership would be notified that a member is registered, yet unable to vote due to a bounced email address. However, that information is considered confidential. Information on the Registered list should be between the EC and the member only, and should not involve any correspondence with project leadership. The original thought behind that section was that it provided another avenue for obtaining a corrected email address in order to grant every member the best opportunity to vote.

However, after putting the new Procedures into practice, the EC now realizes that revealing that information would constitute a breech of confidentiality.

The EC feels a strong responsibility to strive at all times to preserve the confidentiality of the Registered list. Therefore, the EC recommends that Item i, found in Section B, Paragraph 4, Number II, item i. be stricken under the Registered List paragraph of the EC Procedures.

Specifically: "i. The appropriate local leadership or appointed contact person will be notified."

The EC appreciates the consideration of the AB, and will be available to answer any questions.

Ref: Election Committee Procedures http://www.rootsweb.ancestry.com/~usgwelections/procedures.html

Respectfully,
Ellen Pack Chair,
USGenWeb Election Committee

      

Other Business - Report on Domain Registration

(4-17-04) National Coordinator Isaiah Harrison made the following announcement:

I am happy to report that pursuant to Motion 04-07 the USGenWeb.com and USGenWeb.cc domains are now registered with Shari Handley listed as the administrative contact.

I have met with less success in accomplishing the updating of information for the USGenWeb.net and USGenWeb.org domains. Both are registered in the name of The USGenWeb Project with Tim Stowell listed as the administrative contact. I have attempted to contact Tim Stowell via email and US mail and have received no response.

This is not a new situation. Both the previous NC (Holly Timm) and I have attempted to contact Tim Stowell in the past in regard to this matter and have consistently been met with silence.

The bylaws of The USGenWeb Project state:
Article VI Section 6. The Advisory Board shall also be responsible for administering the domains, usgenweb.com, usgenweb.net and usgenweb.org, over which The USGenWeb Project membership has control and for which the members are the official lessees.
With Motion 04-07 the AB has clarified more specifically how it will carry out this responsibility.

It is Mr. Stowell's fiduciary responsibility to arrange for the requested changes in the administrative contact for the USGenWeb.org and USGenWeb.net domains as requested by the Advisory Board. Therefore, I ask the Board for a motion to declare Tim Stowell a member not in good standing of The USGenWeb Project until he meets that responsibility.

-Isaiah

Isaiah Harrison
National Coordinator
The USGenWeb Project

      

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/

Greta Thompson
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 Greta Thompson.