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Advisory Board Minutes - March 2005


Approved - June 2, 2005

Agenda - March Session

The March 2005 meeting of The USGenWeb Advisory Board continued uninterrupted from the February meeting.

AGENDA - March 2005 Meeting

MOTION 05-03 - GRIEVANCE COMMITTEE (VOTING)
GRIEVANCE PROCEDURE COMMITTEE MAIL LIST
ARCHIVES VS COUNTY SITE AS DATA REPOSITORY
REQUEST FOR STANDING POLICY/PROCEDURE COMMITTEE
LOGO POLL RESULTS
JANUARY 2005 MINUTES
LOGO CONTEST
REQUEST FOR CONSIDERATION OF TWO NEW SPECIAL PROJECTS
MOTION 05-04 - U.S. AFRICAN-AMERICAN GRIOTS PROJECT
MOTION 05-05: TX STATE VR/LIVING PERSONS
NOTICE OF ADJOURNMENT

 


MOTION 05-03 - GRIEVANCE COMMITTEE (VOTING)

Ref: Motion 05-03, February, 2005

(3 March 2005) (Corrected) Motion 05-03:

. . . that the volunteers to the Grievance Committee meet on a separate list in order to develop and present a new set of procedures and policies for the handling of grievances within the USGenWeb Project. This list will be open to subscription by any project members on a read-only basis in order to solicit participation by all members of the USGenWeb Project, and an announcement/invitation will be announced on all relevant project lists.

The procedures and policies for the handling of grievances will include the handling of requests for mediation within the USGenWeb Project.

Upon completion of a draft of the procedures and policies, the committee will present their recommendation to the full Advisory Board for a vote on their acceptance.

The volunteers are as follows:
Betsy Mills
Angie Rayfield
Jan Cortez
Denise Woodside
Don Kelly
Bettie Wood
******

(1 March 2005) YES to approve, or NO to reject, this method of drafting grievance procedures.

(5 Mar 2005) With 10 YES votes, 0 NO votes, 0 Abstentions, and 5 members not voting, the motion passes.

Voting YES: Linda Blum-Barton, Darilee Bednar, Gail Meyer Kilgore, Larry Fleshner, Cyndie Enfinger, Angie Rayfield, Denise Woodside, Jan Cortez, Kathi Jones-Hudson, Bettie Woods.
Voting NO: none
Abstentions: none
Not Voting: David Morgan, Rich Howland, Teri Brown, Betsy Mills, Don Kelly


GRIEVANCE PROCEDURE COMMITTEE MAIL LIST

GRIEVANCE PROCEDURE COMMITTEE MAIL LIST

(6 Mar 2005) Pursuant to the passage of motion 05-03, the NC announced the use of a mail list to serve as the meeting place for the grievance subcommittee. The
list was open to subscription by any project members on a read-only basis
in order to solicit their participation in the process of drafting new
grievance procedures, with the following instructions to interested subscribers:

If you are a USGenWeb CC, LC, SC, or FM, and you wish to be added as a
subscriber to the mailing list, please send a request to
USGWCONF-2-L-request@rootsweb.com, with the following information
included:
Your name
The address under which you'd like to be subscribed
Your position in The USGenWeb Project (i.e. Somerset County, MD County
Coordinator)
The URL of the above qualifying site

Subject to verification of membership

 



ARCHIVES VS COUNTY SITE AS DATA REPOSITORY

(3 Mar 2005) NC requested discussion on the following, relative to drafting a national project policy:

1. No state will require its CC/LCs to place data on the county/local site instead of the Archives.
2. No state will discourage its CC/LCs from placing data in the Archives.
3. No state will require its CC/LCs to place data in the Archives instead of the county/local site.
4. No state will discourage its CC/LCs from placing data within the structure of their county/local site.
5. First and foremost, the wishes of the submitter will be honored as to where the data they have provided will reside.
6. If the submitter IS the CC/LC, he or she may choose whether to house the data in the Archives, on their local site, or both.
7. If the submitter is a researcher (not the CC/LC), and the submitter has no preference one way or the other, the CC/LC may choose where to place the transcribed data.
8. Data that HAS been submitted to The USGenWeb Archives is subject to the policies of The USGenWeb Archives.

For data that has NOT been submitted to The USGenWeb Archives:

9. Data transcribed and submitted by the CC/LC belongs to the CC/LC and may be removed from the county/local site if the CC/LC chooses to do so.
10. Data transcribed and submitted by researchers belongs with the county/local site and will remain with the county/local site even through a CC/LC change.

*******************

(9 Mar 2005) Based on discussion, the NC proposed the following policy statement, and requested a motion:

"It is the policy of The USGenWeb Project that the submitter of original or transcribed data or other materials to The USGenWeb Project has primary discretion as to whether the data or materials are to be stored in The USGenWeb Archives or within the local site itself; if the submitter has no preference, then the determination of an appropriate data repository lies with the person to whom the data or materials were submitted. The USGenWeb Project considers both repository choices to be equally acceptable and submitters and local coordinators should not be discouraged from placing their data or materials in the repository of their choice."

************

(10 Mar 2005 ) David Morgan moved that:

"It is the policy of The USGenWeb Project that the submitter of original or transcribed data or other materials to The USGenWeb Project has primary discretion as to whether the data or materials are to be stored in The USGenWeb Archives or within the local site itself; if the submitter has no preference, then the determination of an appropriate data repository lies with the person to whom the data or materials were submitted. The USGenWeb Project considers both repository choices to be equally acceptable and submitters and local coordinators should not be discouraged from placing their data or materials in the repository of their choice."

There was no second.

(12 Mar 2005) Motion withdrawn by David Morgan


REQUEST FOR STANDING POLICY/PROCEDURE COMMITTEE

(12 Mar 2005) Betsy Mills requested the creation of a Standing Policy/Procedure Committee that would write and review the policies and procedures as needed.

(12 Mar 2005) Requested denied by the NC


LOGO POLL RESULTS

(10 Mar 2005) - Announcement by the EC:

To the USGenWeb Project membership:

**Please forward to all USGenWeb members and lists**

The USGenWeb Election Committee is pleased to announce the results of the USGenWeb Logo Poll:

One logo 279
Multiple 283
1 alternate 127
2 98
3 153
more than 3 136

With this posting, the EC declares the USGenWeb USGenWeb Logo Poll closed. The results will be posted on the EC website within 24 hours.
http://www.rootsweb.ancestry.com/~usgwelections/announce.html

The EC would like to extend sincere appreciation to all voters and especially to Larry Stephens for his
invaluable assistance!

If you have questions please contact EC Chair, Tina Vickery tsvickery@adelphia.net

The USGenWeb Election Committee
http://www.rootsweb.ancestry.com/~usgwelections/


JANUARY 2005 MINUTES

(14 March 2005) January 2005 minutes were posted online at:
http://usgenweb.org/business/AB-01-2005.shtml
Without objection, they were declared approved by general consent at 11 p.m. EST on Tuesday, March 15, 2005.


LOGO CONTEST

(14 Mar 2005) The NC requested a motion pursuant to the logo poll results, and a motion was made by Don Kelly.

(17 Mar 2005) Upon review of the original motion that resulted in the concluded logo poll, the NC ruled that an additional motion is not needed to initiate the submission process for the logo contest. The NC requested the following be forwarded to all project mailing lists, and posted on the National Web Site. The National Webmaster was also instructed to post logo submissions as they arrive.

***********

USGenWeb Logo Contest

The USGenWeb Project will hold a logo contest during the regular election period in July to choose a main official logo and three additional official alternative logos. At this time, we invite and encourage USGenWeb members and others to enter the contest with their designs.

Here is the small print . . .

Contest rules:
Entries must be received by 11:59 p.m. EDT on May 31, 2005.
All entries become the property of The USGenWeb Project and will not be returned.
Only entries via email will be accepted. Send your finished logo graphic in either JPEG or GIF format to webmaster@usgenweb.com.
Each entry must include your name, address, daytime phone and email address.
The contact information will be kept private.
By entering the contest, all participants unconditionally agree to be bound by all terms of these contest rules.
All entries must be original works, produced by the entrant, and must not contain any copyrighted material.
Logos should include the phrase "The USGenWeb Project" somewhere in the design. (note the capitalization)
By entering a design, each entrant agrees and grants The USGenWeb Project the irrevocable right to make available, reproduce, distribute, publish, display, edit, modify, create derivative works and otherwise use the logo for any purpose in any form and on any media in perpetuity without compensation.
All eligible entries will be placed before a vote of USGenWeb members during the regular elections period in July, 2005. The top vote-getter will be USGenWeb's main Official Logo. The next three top vote-getting designs (or less if there are not three additional entries) will be the Official Alternate Logos.
In the event of a tie, the Advisory Board will vote to break the tie.
The decision of the Advisory Board will be final.
There is no monetary compensation for this contest.
There's a lot of talent out there, and we can't wait to see what you can come up with. Thanks, and good luck!


REQUEST FOR CONSIDERATION OF TWO NEW SPECIAL PROJECTS

(18 Mar 2005) As announced by the NC, with request for discussion, two requests for USGenWeb affiliation were submitted:

1. U. S. African American Griots Project, of Charee Harvey and Jerry Taylor.
http://www.rootsweb.ancestry.com/~afamer/

2. USTerrell Project" - Surname project. http://www.terrellproject.com/


MOTION 05-04 - U.S. AFRICAN-AMERICAN GRIOTS PROJECT

(21 Mar 2005) Moved by Bettie Woods and (22 Mar 2005) seconded by Linda Blum-Barton:

“That the ‘U.S. African American Griots’ Project be granted status as a Special Project affiliated with The USGenWeb Project.”

Motion numbered, and discussion opened.

(23 Mar 2005) Vote called.

With 8 "yes" votes, 2 "no" votes, and 4 members not voting, Motion 05-04 passed.

Voting YES: Gail Meyer Kilgore, Angie Rayfield, Darilee Bednar, David Morgan, Bettie Wood, Cyndie Enfinger, Kathi Jones-Hudson, Larry Fleshner,
Voting NO: Betsy Mills, Teri Brown
Abstentions: None
Not Voting: Rich Howland, Don Kelly, Jan Cortez, Denise Woodside.


MOTION 05-05: TX STATE VR/LIVING PERSONS

(25 Mar 2005) Moved by Larry Fleshner, and seconded by Angie Rayfield:

“That the USGenWeb Archives be directed to remove the Texas State
Health Department Records files on births, marriages and divorces after
1930 our of respect for the privacy of the living.”

(26 March 2005) Motion numbered and discussion opened.

(28 Mar 2005) Vote Called.
With 12 "no" votes, 0 "yes" votes, and 1 member abstaining, the motion failed.

Voting YES: none
Voting NO: Jan Cortez, Teri Brown, Don Kelly, Bettie Wood, Darilee Bednar, Linda Blum-Barton, Kathi Jones-Hudson, Cyndie Enfinger, Betsy Mills, David Morgan, Larry Fleshner, Gayle Meyer Kilgore
Abstentions: Angie Rayfield
Not Voting: Rich Howland, Denise Woodside


NOTICE OF ADJOURNMENT


NOTICE OF ADJOURNMENT

(28 March 2005) Adjournment at the conclusion of the vote on motion 05-05, until April 1, 2005.



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/

Ellen Pack, Acting 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 write to Ellen Pack.

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