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Advisory Board Minutes - January 2010

 

LINKS TO MINUTES
January 2010 Session
January 2010 Session Opened
Minutes
Motion 2009/10-14 - Approval of the EC Slate of Volunteers
Motion 2010/10-15 -  CC/SC Guidelines Committee Charge
Motion 2010/10-16 - Amend Motion 2009/10-14 Approval of EC Slate of Volunteers
Motion 2010/10-17 - Motion to Charge the Guidelines/Standards Committee
Motion 2009/10-18 Appoint Temporary Board Secretary
Announcements: Service Mark status
Announcements: Election Committee Officer Election
Announcements: Grievance Committee Calls for Mediators and Arbitrators
Adjournment

SESSION OPEN 7 January 2010 By the NC

Approval of Minutes January

The December 2009 Minutes have been posted for review to the national website at http://usgenweb.org/business/AB-12-2009.shtml. If there is no objection or corrections the minutes will stand approved.

Sherri Bradley
National Coordinator
USGenWeb Project

March 15
Having heard no objection, the December minutes are approved as currently posted and are available at http://usgenweb.org/business/AB-12-2009.shtml.

Sherri Bradley

Motion 2010/10-14 - Approval of the EC Slate of Volunteers January 3 continued from December, 2009

Having heard no objection, motion 2009/10-14, approval of the EC slate is
declared passed. Sherri Bradley, NC

Motion 2010/10-15 -  CC/SC Guidelines Committee Charge January 4
Presented by Tina Vickery and seconded by Larry Flesher and dated 4 January
2010, the motion reads:

I move that the following charge be given to the CC/SC Guideline Committee once seated.

The purpose of this committee is to draft a guidelines/standards document to replace the current SC and CC Guidelines in order to

- Clarify and align the requirements with the Project bylaws, Standard Rules and other Standing committee documentation that the Project operates under.

- Separate the requirements from the recommendations (suggested guidelines)

- Use more inclusive language to encompass all member sites (i.e. town, city, special project)

- Clarify the issue of logos (that they be one of the official logos and if linked should only be linked to the USGenWeb National site)

- Make the document(s) user friendly (i.e. easily understandable, requirements and recommendations separated)

The committee's business will be conducted on an archived mail list that any member may subscribe to in moderated status.

The committee will have four weeks to complete the task. If substantial progress is being made but additional time is needed to complete the charge, they may request an additional two weeks to complete the task.

As one section is completed (i.e. documents for CCs vs. SCs vs. other designated member sites), it may be presented to the full AB. Once all sections of the document are complete, the AB shall decide to endorse or modify the group's proposals and shall make the required changes to the current documents, Standard Rules or Standing Committee procedures.

Discussion is now open. If you have no discussion, please indicate "No Discussion".

Sherri Bradley

January 4
I am not in favor of this motion as written.

Discussion point:

I respectfully request the following bullet (4) be reworded or removed.
 
- Clarify the issue of logos (that they be one of the official logos and if linked should only be linked to the USGenWeb National site)

I read this as tasking the committee to clarify the logo issues and add a new rule that if the logo is linked it must be linked to the USGenWeb National site.

If the intent of the linkage portion of this bullet is simply to mandate some new suggested guidelines for linking the logo I request we reword to clarify.

If the intent is to add a new logo linkage rule with teeth, I object. It is in direct conflict with bullets 1 and 2, outside the scope in the call for volunteers, and gives the appearance of circumventing the established bylaws amendment process through a vote of the membership.

Linda K. Lewis

January 4
The USGenWeb Advisory Board received the names of seven project members who
are interested in serving on the CC/SC Guidelines Committee. Because there were no SCs that volunteered to serve, so the AB will appoint at least one SC to serve to cover that section of the Project's membership in the discussions.

With this note the AB is in executive session to select the members of the CC/SC Guidelines Committee members from those volunteers who submitted their names as interested in serving on this committee. Once the members are selected, there will be a formal vote to accept the slate of members on this mail list (BOARD). Sherri Bradley.

January 4

Those members in disagreement with the present wording and wishing more discussion are: Alice Allen, Cyndie Enfinger, Denise Wells, Gail Kilgore, Linda Lewis and W. David Samuelsen.

January 9
Presented by Tina Vickery and seconded by Larry Flesher and dated 4 January 2010, the motion reads:

"I move that the following charge be given to the CC/SC Guideline Committee once seated.

The purpose of this committee is to draft a guidelines/standards document to replace the current SC and CC Guidelines in order to
 
- Clarify and align the requirements with the Project bylaws, Standard Rules and other Standing committee documentation that the Project operates under.
 
- Separate the requirements from the recommendations (suggested guidelines)
 
- Use more inclusive language to encompass all member sites (i.e. town, city, special project)
 
- Clarify the issue of logos (that they be one of the official logos and if linked should only be linked to the USGenWeb National site)
 
- Make the document(s) user friendly (i.e. easily understandable, requirements and recommendations separated)
 
The committee's business will be conducted on an archived mail list that any member may subscribe to in moderated status.
 
The committee will have four weeks to complete the task. If substantial progress is being made but additional time is needed to complete the charge, they may request an additional two weeks to complete the task.
 
As one section is completed (i.e. documents for CCs vs. SCs vs. other designated member sites), it may be presented to the full AB. Once all sections of the document are complete, the AB shall decide to endorse or modify the group's proposals and shall make the required changes to the current documents, Standard Rules or Standing Committee procedures."

Please vote on Motion 2009/10-15. If you agree with the motion please signify by responding "Agree"; if you disagree with the motion, please signify by responding "Disagree". Voting will continue until Tuesday, 12 January 2010, 8:00 p.m. EDT, unless concluded sooner. Sherri Bradley

January 13
With 11 members voting, motion 2009/10-15 is declared failed.

Those voting AGREE: Dale Grimm, Jeff Kemp, Larry Flesher, Les Shockey, Tina
Vickery

Those voting DISAGREE: Alice Allen, Cyndie Enfinger, Denise Wells, Gail
Kilgore, Linda Lewis, W. David Samuelsen

Those not voting: Ann Allen Geoghegan, Colleen Pustola, Pauli Smith

Those recusing themselves: None
As motion 2009/10-15 has failed, the discussion of the Guidelines Committee charge is moved back to ABCHAT for further discussion so that a consensus can be reached on wording of the charge.
Sherri Bradley

MOTION: 2010/10-16 Amend Motion 2009/10-14 January 14
Presented by Cyndie Enfinger and Seconded by Ann Allen Geoghegan and dated
14 January 2010, the motion reads:

"I move to amend, by general consent, Motion 2009/10-14, to correct the term
length for Christina Palmer to be 2 years."

Are there any objections to this motion?
Sherri Bradley

January 17
Under the requirements of General Consent and having heard no objection,
motion 2009/10-16 is declared passed.

Introduction of Proposed Bylaw Amendment supported by the WVGenWeb January 14
As per Article XVI. B of the USGenWeb Project bylaws, the WVGenWeb Project,
with the support of the majority of the WVGenWeb CCs, sponsors the following
amendment to the USGenWeb Bylaws:

Currently ARTICLE IX. A. reads:

IX. GUIDELINES/STANDARDS FOR WEBSITES/MEMBERS

A. All websites shall include prominent display of The USGenWeb Project logo
on the home page. A state project logo may be required depending on the
guidelines/standards in effect for that state.

The corrected proposed change to read:

IX. GUIDELINES/STANDARDS FOR WEBSITES/MEMBERS

A. All websites shall include prominent display of The USGenWeb Project logo on the home page. If linked, this logo may only be linked to the USGenWeb National site. A state project logo may be required depending on the guidelines/standards in effect for that state. If linked, a state project logo may only be linked to the appropriate state site.

Please post this in the proper locations so that other states will have a chance to cosponsor this bylaws change.
Les Shockey

The proposed Amendment can be found here http://usgenweb.org/volunteers/notice.shtml
Any state that wants to join WVGenWeb in co-sponsoring this amendment, please notify your regional AB representatives, Tina Vickery as RAL or myself as NC and we'll get your state listed as co-sponsor.

January 17
Mississippi has voted 100% for the bylaw amendment and is a co-sponsor. Jeff Kemp

Motion 2010/10-17 - Motion to Charge the Guidelines/Standards Committee January 24
Presented by Larry Flesher and seconded by Dale Grimm and dated 24 January
2010, the motion reads:

I move that the following be adopted as the instructions to the "guidelines/standards" committee soon to be selected and seated:

"The purpose of this committee is to draft a guidelines/standards document to replace the current SC and CC Guidelines in order to

- Clarify and align the requirements with the current, member approved Project bylaws, Standard Rules and other standing committee documentation that the Project operates under.

- Separate the requirements from the recommendations (suggested guidelines)

- Use more inclusive language to encompass all member sites (i.e. town, city, special project)

- Clarify the rules of acceptable use of the Project logo and add guidelines for acceptable images, placement, and linkage

- Make the document(s) user friendly (i.e. easily understandable, requirements and recommendations separated)

The committee's business will be conducted on an archived mail list that any member may subscribe to in moderated status.

The committee will have four weeks to complete the task. If substantial progress is being made but additional time is needed to complete the charge, they may request an additional two weeks to complete the task.

As one section is completed (i.e. documents for CCs vs. SCs vs. other designated member sites), it may be presented to the full AB. Once all sections of the document are complete, the AB shall decide to endorse or modify the group's proposals and shall make the required changes to the current documents, Standard Rules or Standing Committee procedures."
Larry Flesher

Discussion is now open on this motion. If you have no discussion, please indicate so by responding "No discussion". Sherri Bradley I have an issue with the way this bullet is written:

- Clarify the rules of acceptable use of the Project logo and add guidelines for acceptable images, placement, and linkage.

If they are to clarify the rules, doesn't it logically follow that the end product would be rules, not guidelines?

Tina Vickery

January 28
If there is any further discussion on this motion, please present it. If no additional discussion is offered, this motion will be declared closed later this evening.

January 29
Please vote on Motion 2009/10-17. If you agree with the motion please signify by responding "Accept"; if you disagree with the motion, please signify by responding "Reject". Voting will continue until Monday, 1 February 2010, 8:00 a.m. EDT, unless concluded sooner.
Sherri Bradley

January 30
With 14 members voting, Motion 2009/10-17, Motion to Charge the
Guidelines/Standards Committee passes.

Those voting accept: Alice Allen, Ann Allen Geoghegan, Colleen Pustola, Cyndie Enfinger, Dale Grimm, Gail Kilgore, Jeff Kemp, Larry Flesher, Les Shockey, Linda Lewis, Pauli Smith, W. David Samuelsen

Those voting reject: Denise Wells, Tina Vickery

Those not voting: N/A

Sherri Bradley
National Coordinator

Agenda Item: Grievance Committee Procedures January 25
Discussion is now open on two specific items dealing with the Grievance Committee Procedures. The two items are:

(1) Defining when the grievance process begins (at the time the grievance is filed vs. once the grievance is accepted) (2) Defining when the confidentiality of the grievance process begins (at the time of filing vs. once mediation begins)

Sherri Bradley
National Coordinator
USGenWeb Project
Information about the USGenWeb Project at http://usgenweb.org
Advisory Board Agenda http://usgenweb.org/agenda2.php
This item of Discussion has been moved to ABCHAT.

Motion 2009/10-18 Appoint Temporary Board Secretary January 29
Presented by Dale Grimm and seconded by Les Shockey and dated 30 January 2010, the motion reads:

"I move we appoint, by general consent, Suzanne Shephard to fill the position of Board Secretary during the absence of Greta Thompson."

Are there any objections to this motion?

Sherri Bradley

Announcement: Service Mark status January 12
The administrative paperwork required pertaining to the USGenWeb Project Service Marks has been submitted to the appropriate governmental agency per their guidelines for the continuance of the marks.
Sherri Bradley

Announcement: Election Committee Officer Election January 17
For the record:
As AB Rep to the EC, I am very pleased to announce the election of Christina Palmer as Election Committee Chairperson and Mary Hatton as Secretary/Publicist. Congratulations ladies! I am sure you will continue your usual great job! Ann Allen Geoghegan
Sherri Bradley
Announcements: Grievance Committee Calls for Mediators and Arbitrators January 30

Subject: Grievance Committee Calls for Mediators and Arbitrators

Please forward to appropriate lists

The Grievance Committee chair solicits the project for volunteer mediators and arbitrators that we might address grievances brought before the committee.

If you have a desire to be a voluntary mediator or arbitrator, you are advised to read the grievance procedures: http://usgenweb.org/volunteers/standard-rules.shtml#section5

Send an email to the Grievance Chair (Diane Siniard) at garebel@roadrunner.com with your desire to be a mediator and/or arbitrator.

In the body of your email, please state your qualifications for either
position and if you have had training to be either a mediator or arbitrator.

Sherri Bradley
 

Recessed/Adjournment Sherri Bradley adjourned the January meeting on February 19, 2010 and convened the February meeting.

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 Greta Thompson, Secretary.

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