The USGenWeb Project, Free Genealogy Online
Home About Us States Projects Researchers Volunteers

 

Advisory Board Minutes - May 2005


Approved - June 2, 2005

Call to Order - May Session

(May 1, 2005) The May 2005 meeting of The USGenWeb Advisory Board was called to order by National Coordinator Shari Handley.

AGENDA - May 2005 Meeting

MOTION 5-07A - USGENWEB POLICY ON LIVING INDIVIDUALS
ANNOUNCEMENT - EC CALL FOR TEMPORARY HELPERS
ANNOUNCEMENT(S) - USGENWEB AT FGS CONFERENCE, 2006
GRIEVANCE PROCEDURE COMMITTEE REPORT
COUNTY SITES VS ARCHIVES AS DATA REPOSITORY
ANNOUNCEMENT(S) - EC REGISTRATION REMINDER
MOTION 05-09: BRC RECOMMENDED AMENDMENTS - TO POST ON NATIONAL WEB SITES AND LISTS, AND INCLUDE ON BALLOT
CALL FOR VOLUNTEERS/NOMINATIONS: NE/NC SC REP
POSTING OF PROPOSED BYLAWS AMENDMENT
EC ANNOUNCEMENT - NOTIFICATION OF NOMINATION PERIOD
ADJOURNMENT



MOTION 5-07A - USGENWEB POLICY ON LIVING INDIVIDUALS

(Amended Motion 5-07)

As amended (4 May 2005):

"It is the policy of the USGenWeb Project to respect the privacy of living individuals. Project members and transcribers are encouraged to remove any data about a living person upon request of the person affected. However, individual webmasters and file managers are responsible for the information they choose to
post on their USGenWeb-affiliated websites."

(1 May 2005) Vote called:
YES if you want this to be official USGenWeb policy
NO if you do not want this to be official USGenWeb policy

With 5 "yes" votes, 7 "no" votes, and 3 members not voting, the motion failed.

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


ANNOUNCEMENT - EC CALL FOR TEMPORARY HELPERS

(2 May 2005)
From: Tina S. Vickery [mailto: tsvickery@adelphia.net]
Sent: Monday, May 02, 2005 5:46 PM
Subject: Call for Temporary Volunteers - Election Committee

To USGenWeb Project Members -

The USGenWeb Election Committee is in need of temporary helpers for the upcoming National Elections, for a period of approximately 12 weeks beginning May, 2005, continuing through the completion of the USGenWeb Project National elections.

Responsibilities include assisting with nominations, and handling bounced email addresses. Volunteers will be required to be responsive to email, check email daily, and to participate fully in Election Committee activities for the time period specified. Three to five temporary members are needed.

Advisory Board members and USGenWeb Project members considering running for office are ineligible. All other individuals are encouraged to apply. Please contact the EC Chair, Tina Vickery tsvickery@adelphia.net

Thank you, and please consider helping out the Project during this important time!

The USGenWeb Election Committee


ANNOUNCEMENT(S) - USGENWEB AT FGS CONFERENCE, 2006

(5 May 2005)
Call for Speakers

The USGenWeb Project is proud to announce that in celebration of our 10th Anniversary, USGenWeb will sponsor a track at the 2006 Federation of Genealogical Societies (FGS) Conference. The conference will be held in Boston , Massachusetts , home to the oldest genealogical society in the United States and the local host for the 2006 conference - the New England Historic Genealogical Society, August 30-September 2, 2006

We are currently seeking proposals for lectures from members of the USGenWeb Project relating to the subject(s) of Technology and Genealogy, Using Specific Projects or Aspects of USGenWeb, and Internet Publishing for Genealogy (i.e. website development, website publicity, website building, strategies for converting data, etc.)

Lecture sessions will be 50 minutes, plus 10 minutes for questions. Two-part sessions are also welcome (i.e. two lecture periods). USGenWeb will sponsor a total of 20 lecture sessions during the four day conference.

While USGenWeb cannot offer compensation for travel, meals, or speaking time, we can offer speakers the chance to participate on the program of a national genealogical conference, and share their methods and ideas to hundreds of genealogists. In addition, selected speakers will receive a complimentary free registration to the 2006 FGS Conference.

Speakers may submit any number of proposals, and may be able to present multiple lectures at the conference. Speakers are not required to have spoken at a regional or national conference before, but are encouraged to have some experience teaching their topics. An example of a submission may be found at:
http://www.rootsweb.ancestry.com/~kylewis/callexample.htm
If you have any questions at all, please direct them to Josh@DJoshuaTaylor.com.

Speakers will be required to submit syllabus information for their lecture by January 1, 2006. More detailed information on the syllabus will be sent to those speakers who are chosen. Notification of acceptance will be sent no later than June 1, 2005.

Please send your submissions in PDF, Word, or WordPerfect format to Josh@DJoshuaTaylor.com no later than MAY 18, 2005. Submissions should include:

-Class Title
-Your name, address, phone number, and e-mail address
-Designation of audience level (beginning, intermediate, advanced)
-Length of presentation
-Class Description (1-2 sentences)
-Brief Class Outline
-Speaker Bio (2-3 sentences)
-Audio-Visual Needs
-List of Recent Lecture Experiences
-List of USGenWeb Involvement

Thank you for your interest, and we look forward to receiving your proposals!

USGenWeb at FGS 2006 Program Committee

(15 May 2005) Last Call for Speakers was issued


GRIEVANCE PROCEDURE COMMITTEE REPORT

(11 May 2005)
I believe that the Grievance Procedure Committee is wrapping up, and should be able to present a final report and recommendations within the next few days.

I would like to thank all the project members that have volunteered ideas and commented upon our progress. Their input has been irreplaceable!

Angie Rayfield
Grievance Procedure Committee Chair
SEMA SC Representative


COUNTY SITES VS ARCHIVES AS DATA REPOSITORY

(14 May 2005)
Call for motion by the NC:

Over the years, we've seen several instances in which individuals have stated their opinions that either a) all collected data should reside on the county site, b) all collected data should be placed in the USGenWeb
Archives, c) some types of data should be on the county site and other types in the Archives, or d) all data should reside in both places.

In order to clear this up and allow our coordinators to choose whenever possible, I'd like to have the AB implement a policy on the matter.

May I hear a motion to the effect ". . . that, in regard to the proper repository for transcribed data, the decision as to whether it should reside on the local web site or in The USGenWeb Archives (or both) will
first be up to the submitter. In the event that the submitter has no preference, the choice between the local web site and The USGenWeb Archives (or both) will be the person's to whom the data was submitted."

. . . or something along those lines . . .


ANNOUNCEMENT(S) - EC REGISTRATION REMINDER

(15 May 2005)
**Please forward to all appropriate USGenWeb Project lists.**
----
To all USGenWeb Project members:

In order to receive a voting password for USGenWeb national level elections and polls you must be registered with the EC (Election Committee.) To receive a voting password for the USGenWeb National Election, you must be registered no later than 31 May, 2005. The registration form will be disabled Tuesday May 31, 2005 at 11:59 pm EST. If you have previously registered and your registration (i.e., email address, participation within the project, etc.) has not changed, you do not need to re-register. If you have questions about your registration, please contact your Elections Committee representative prior to submitting a new registration.

If you were a member of USGenWeb on or before 1 February 2004 and your name was submitted to the EC by
your State or Project leadership, you were automatically registered. If you are unsure of your registration status, you may ask your area EC Representative, or you may submit a Registration form.

Members joining USGenWeb or those who have taken on additional roles will not be automatically registered,
and must register themselves. Example: You were a CC in a particular state. You resigned that county, and now have a county in another state. To ensure you will receive a voting password for that region, you must
inform the EC that you have changed states.

If you are currently registered but do not wish to receive a voting password, or if you leave the Project entirely, please contact an EC Representative to have your name removed from the Registered List.

The EC has an online registration form:
http://www.rootsweb.ancestry.com/~usgwelections/register.html

To learn who to contact on the EC, go to:
http://www.rootsweb.ancestry.com/~usgwelections/current.html

Please bookmark the EC website for the latest Election and Registration news:
http://www.rootsweb.ancestry.com/~usgwelections/

***Registration information is confidential to the Election Committee, and will not be shared with Project leadership or other members. It is used only to send voting passwords. Do not depend on your SC or other project leadership to see that you are registered, or that appropriate changes are made.

Thank you,
The USGenWeb Election Committee
********

(23 May 2005) Final Registration Notice

**Please forward to all USGenWeb Project lists**

To all USGenWeb Project members:

In order to receive a voting password for USGenWeb national level elections and polls you must be registered with the EC (Election Committee.) To receive a voting password for the USGenWeb National Election, you must be registered no later than 31 May, 2005. The registration form will be disabled Tuesday May 31, 2005 at 11:59 pm EST. If you have previously registered and your registration (i.e., email address, participation within the project, etc.) has not changed, you do not need to re-register. If you have questions about your registration, please contact your Elections Committee representative prior to submitting a new registration.

If you were a member of USGenWeb on or before 1 February 2004 and your name was submitted to the EC by
your State or Project leadership, you were automatically registered. If you are unsure of your registration status, you may ask your area EC Representative, or you may submit a Registration form.

Members joining USGenWeb or those who have taken on additional roles will not be automatically registered,
and must register themselves. Example: You were a CC in a particular state. You resigned that county, and now have a county in another state. To ensure you will receive a voting password for that region, you must
inform the EC that you have changed states.

If you are currently registered but do not wish to receive a voting password, or if you leave the Project entirely, please contact an EC Representative to have your name removed from the Registered List.

The EC has an online registration form:
http://www.rootsweb.ancestry.com/~usgwelections/register.html

To learn who to contact on the EC, go to:
http://www.rootsweb.ancestry.com/~usgwelections/current.html

Please bookmark the EC website for the latest Election and Registration news:
http://www.rootsweb.ancestry.com/~usgwelections/

***Registration information is confidential to the Election Committee, and will not be shared with Project leadership or other members. It is used only to send voting passwords. Do not depend on your SC or other project leadership to see that you are registered, or that appropriate changes are made.

Thank you,
The USGenWeb Election Committee


MOTION 05-09: BRC RECOMMENDED AMENDMENTS - TO POST ON NATIONAL WEB SITES AND LISTS, AND INCLUDE ON BALLOT

(18 May 2005) Request for motion by the NC.
Moved by Don Kelly, and seconded by Darilee Bednar:

“To post the amendments recommended by the Bylaws Revision Committee to the national website and to request that the EC create a ballot for voting on the BRC amendments during the upcoming election cycle.” [Corrected - 21 May 2005 by NC]

(19 May 2005) Ruling by NC in response to question by Betsy Mills:
“…this proposal is a complete revision and therefore does not require the states sponsorship. They are to be presented in such a way that the membership can vote to adopt or reject each individual section.”

(21 May 2005) Motion numbered and discussion opened.

Don Kelly requests to amend motion, substituting the word “revisions” for “amendments, ” so the motion would read:

"To post the revisions recommended by the Bylaws Revision Committee to the national website and to request that the EC create a ballot for voting on the BRC revisions during the upcoming election cycle."

(22 May 2005) Darilee Bednar seconds the request for amendment.

Discussion opened on amendment to original motion.

(23 May 2005) David Morgan Called the Question.

(25 May 2005) Vote Called.
YES to approve the amended version
NO to keep the original version

With 5 "YES" votes, 7 "NO" votes, and 2 members not voting, the motion to amend motion #05-09 failed.

Voting YES: Don Kelly, Darilee Bednar, Gayle Meyer Kilgore, Cyndie Enfinger, Kathi Jones-Hudson
Voting NO; Betsy Mills, Teri Brown, Denise Woodside, David Morgan, Angie Rayfield, Larry Fleshner, Linda Blum-Barton
Abstentions: none
Not Voting: Jan Cortez, Bettie Wood. [NENC SC Representative seat vacant]


CALL FOR VOLUNTEERS/NOMINATIONS: NE/NC SC REP

(23 May 2005) Call by the NC:

A vacancy has opened up on the USGenWeb Advisory Board for the Northeast/North Central State Coordinator Representative. The previous NE/NC SC Rep is no longer involved with USGenWeb, and so, in order for the SC constituents in this region to be represented, a replacement is needed.

The successful candidate will need to be a State Coordinator or Assistant State Coordinator in the NE/NC region, which includes the states of Connecticut, Illinois, Indiana, Maine, Massachusetts, Michigan, New Hampshire, New York, Ohio, Pennsylvania, Rhode Island, Vermont, and Wisconsin. The replacement SC rep will serve out the current term, which ends 8/31/2005.

Interested candidates should send an email with their name, email address, and qualifying position to srh@tyaskin.com no later than May 28, 2005. If more than one person applies for the position, the Advisory Board will choose from among the candidates.

Thanks in advance to those willing to help out and serve out this term.


POSTING OF PROPOSED BYLAWS AMENDMENT

(23 May 2005)

“As required by the bylaws, I am posting the following sponsorship of the bylaws amendment to the USGenWeb-All Mailing list. I am cc'ing the USGenWeb-Discuss list and the Board list in hopes that the message will be forwarded to the USGenWeb-All list as is required.

The County Coordinators of the states of Arkansas, Mississippi, Texas, Delaware, Michigan, Oregon and Wisconsin announce the collective sponsorship of the following amendment.

Due to the division of the USGenWeb Census Project and the failure of several mediation attempts, it has become a problem for the USGenWeb Project Advisory Board to seat a Census Project Representative as required by the USGenWeb Project bylaws. In addition, the Special Projects represent a smaller portion of the membership of the USGenWeb Project and should not have a greater representation than the State and Local
Coordinators on the Advisory Board. Therefore, the ARGenWeb Project is sponsoring the following amendments to the USGenWeb bylaws. We would ask that all the Special Project Representative positions currently on the Advisory Board be eliminated at the end of their regular term, with the one Special Project Representative to take his/her place on the USGenWeb Project Advisory Board effective September 1, 2005.

Current Article:
ARTICLE V. COMPOSITION OF ADVISORY BOARD

The Advisory Board membership shall consist of: the National Coordinator, four (4) State Coordinator Regional Representatives, eight (8) Local Coordinator Regional Representatives, one (1) representative each from The
USGenWeb Archives Project, The USGenWeb Census Project, and The USGenWeb Tombstone Project, and beginning in 1999, one (1) at-large representative. All shall have voting privileges except the National Coordinator who shall vote only in the case of a tie. The regions from which State Coordinator and Local Coordinator Representatives are elected shall be decided by the Advisory Board on an annual basis.

Strike "one (1) representative each from The USGenWeb Archives Project, The USGenWeb Census Project, and The USGenWeb Tombstone Project," and replace with "one (1) Special Projects representative elected by members of The USGenWeb Archives Project, The USGenWeb Census Project, and The USGenWeb Tombstone Project" . . .

The amended article will then read:

ARTICLE V. COMPOSITION OF ADVISORY BOARD

The Advisory Board membership shall consist of: the National Coordinator, four (4) State Coordinator Regional Representatives, eight (8) Local Coordinator Regional Representatives, one (1) Special Projects representative elected by members of the special projects, and one (1) at-large representative. All shall have voting privileges except the National Coordinator who shall vote only in the case of a tie. The regions from which State Coordinator and Local Coordinator Representatives are elected shall be decided by the Advisory Board on an annual basis.

In addition, the Section 3 of Article XIII regarding Special Projects would need to be amended:

Current article:
ARTICLE XIII. SPECIAL PROJECTS

Section 3. The staff members of The USGenWeb Archives Project, The USGenWeb Census Project, and The USGenWeb Tombstone Project shall each elect one Special Project Representative to serve as a voting member of The USGenWeb Project Advisory Board.

This amended section would read:
Section 3. The staff members of any special projects (as defined in Section 1) shall elect one Special Project Representative to serve as a voting member of The USGenWeb Project Advisory Board.

Thank you for your consideration!
Betsy Mills
ARGenWeb State Coordinator”


EC ANNOUNCEMENT - NOTIFICATION OF NOMINATION PERIOD

(24 May 2005)

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

The EC will begin accepting nominations for Advisory Board Representatives Wednesday, June 1, 2005 12:01 AM CST through Tuesday, June 14, 2005 11:59 PM CST.

Please visit the EC National 2005 Election Pages for more information:

http://www.rootsweb.ancestry.com/~usgwelections/national-2005/index.html

In order to receive a voting password for USGenWeb national level elections and polls you must be registered with the EC (Election Committee.) To receive a voting password for the USGenWeb National Election, you must be registered no later than 31 May, 2005. The registration form will be disabled Tuesday May 31, 2005 at 11:59 pm EST. If you have previously registered and your registration (i.e., email address, participation within the project, etc.) has not changed, you do not need to re-register. If you have questions about your registration, please contact your Elections Committee representative prior to submitting a new registration.

The EC has an online registration form:
http://www.rootsweb.ancestry.com/~usgwelections/register.html

To learn who to contact on the EC, go to:
http://www.rootsweb.ancestry.com/~usgwelections/current.html

The Election Committee looks forward to your participation!

Thank you,
The USGenWeb Election Committee


ADJOURNMENT

(May 27, 2005)

May meeting adjourned.
June meeting will begin Wednesday, June 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.

Back to Board Minutes


Top