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Advisory Board Minutes - July 2003


Approved 6 Aug 2003

Call to Order

July Session (7/7/03) The July Meeting of the Advisory Board of The USGenWeb Project was called to order by National Coordinator Isaiah Harrison. The posted agenda was as follows:

Approval of minutes
Please review the Minutes for previous months posted at I will ask for general consent to approve the minutes. If you have an objection please be prepared to make it specific so that it can be dealt with effectively.
Old Business
Discussion Item: MNIGS: I strongly urge the AB to refer this complicated item to committee. (Discussion may begin immediately on this item.)
Committee Reports
By-Laws Revision
New business
Discussion Item: Publiciy/Promotions
Discussion Item: Authority of SCs to appoint and dismiss CCs

Announcements, "good and welfare"


August: Review of Election Committee procedures pertaining to eligibility to run for office.

December: Final vote on approval of FGS Special Project

REMEMBER: Items may be added to the agenda at any time by forwarding them to the Chair. Please indicate whether your item is a Discussion Item or an actual Motion. If it is a Motion, please include the full text.

Approval of Minutes

9/02 through 6/03 (7/8/03) By general consent, the minutes of the September 2002 through June 2003 meetings of the Advisory Board were approved as written.


Special Committee on MNIGS Designation (7/8/03) NW/P SC Representative Don Kelly presented the following motion:

"I move that the Advisory Board appoint a Special Committee to investigate and report to the AB regarding the proper use of the MNIGS designation at the State and National levels and related sanctions. The committee is charged to present and recommend to the AB specific procedures and definitions in regard to this subject.

The committee will be composed of Heather De George (Temporary Chair), Robert Bremer, one additional current AB member and 4 volunteer members not currently serving on the AB. The committee will issue a progress report to the Advisory Board on the first day or each month until their work is completed. "

The motion was numbered 03-15. Discussion ensued.

The motion passed with 10 "yes" votes, 1 "no" votes, no abstentions, and 4 members not voting. (7/11/03)

Those voting YES: Vicki Shaffer, Tina Vickery, Don Kelly, Darilee Bednar, Gail Meyer Kilgore, Heather DeGeorge, Angie Rayfield, Larry Flesher, Phyllis Rippee, Jana Black

Those voting NO: Tim Stowell

Those abstaining: none

Those not voting: Pam Reid, Teresa Lindquist, Robert Bremer, Jan Cortez

Additional Comments:


General Consent

Special Publicity/Promotions Committee (7/15/03) By general consent, the Advisory Board granted authority to their Chair to appoint Darilee Bednar Chair of a Special Publicity/Promotions Committee, the details and the responsibilities of the committee to be worked out between her and the Advisory Board Chair.

Discussion Items The following are discussion items from this meeting of the Advisory Board which aren't covered in the "Motions" or "Other Business" areas of the minutes. Refer to the threaded list archives for details on the discussions which took place.

(7/12/03 - 7/15/03) Publicity and Promotions
(7/14/03 - 7/24/03) CC Selection/Dismissal Process

Other Business

Election Committee Mid-Election Status Report (7/8/03) National Coordinator Isaiah Harrison posted the following correspondence:

To: USGenWeb Advisory Board
From: USGenWeb Election Committee
Subject: Mid-Election Status Report
Date: 7 July 2003

The National Election 2003 is proceeding well at this point.

During the first two weeks in June, a record number of 140 nominations were received and processed by the EC, resulting in a total of 32 candidates for the 13 available positions.

On 30 June, Larry Stephens began the process of sending out voting passwords to 2356 members on the Voting List. Actual voting began 1 July, and Larry reported that there was voting activity, so all systems were working well.

On July 3, Indiana University suffered a major outage of their central computer systems about 5:00 am CST, temporarily preventing access to the voting ballot. The systems were running again by the early afternoon, and all has been normal since then.

Note: The votes cast prior to the outage were *not* lost. A redundant system to capture the votes is used to make sure the count is accurate, and the votes already cast are secure.

In spite of a serious pre-election push to reconcile members and correct E-Mail addresses, there have been approximately 116 bounces. Because some of the bounces are "chronic," i.e. addresses that have been bouncing for weeks and months, the EC made an appeal via the State Coordinator List to the SCs and ASCs to please either find a valid address for the volunteer or determine whether the volunteer should be removed from the voter list. Many have been reconciled, but some of the chronic bounces continue.

To date:
Passwords have been re-sent to six members reporting not receiving.
Corrected/alternate addresses located for 24 members.
Two members reported receiving two passwords each, due to variations in name and E-Mail addresses. Original passwords disabled, and new password sent.
Four eligible members not on initial Voter List added and sent passwords. Fifteen former members removed from Voter list, per authorization by the SC/ASC.

The EC continues to work on bounces (several just arrived today) and to reconcile any problems reported by members.

The voting period will end 31 July. Due to his travel schedule, Larry will not be able to report the results of the election until 4 August.

Respectfully submitted,
Ellen Pack
Chair, USGenWeb Election committee

Other Business

Election Committee Second Quarter Report 2003 (7/8/03) NE/NC SC Representative Tina Vickery posted the following correspondence.:

To: USGenWeb Advisory Board
From: USGenWeb Election Committee
Subject: Second Quarter Report 2003

The USGenWeb Election Committee respectfully submits the following report:

April, 2003
The NWPL Poll, and GAGenWeb SC Recall election were completed.
EC members Jan Cortez and Richard Pettys were resubbed to the EC list at the conclusion of the GAGenWeb SC Recall.
EC members Kenny and JoAnn Thomas temporarily unsubbed due to moving. Unfortunately, they did not return.
EC members Jan Cortez and Richard Pettys were again unsubbed from EC list pending reconciliation of GA Voter List Situation.
Jan Cortez resigned.
AB Rep Tina Vickery was subbed to the EC List, replacing Rep. Karen Mitchell who resigned from the AB.

May 2003
Two calls were made for a replacement volunteer for the EC NENC Seat vacated by Jan Cortez. There were two volunteers, but each withdrew for individual reasons. The seat was not filled.
The SEMA Poll ended.
EC members Bettie Wood and Richard Pettys were re-subbed to EC List.
A push for voter lists began, in anticipation of the upcoming National Elections.
The EC began soliciting volunteers to serve as temporary helpers during the election period, and the following helpers were subbed: David Morgan, Connie Snyder, Deb Haines, Greta Thompson, Patricia Scott, and Shirley Cullum.
Bettie Wood and Richard Harrison voluntarily unsubbed from EC list due to intended participation in the upcoming election.
Richard Pettys was permanently removed from the EC due to conflict of interest.
The last few days in May were spent preparing for nominations slated to began June 2. New EC web pages were put online that included a list and description of open Positions and eligibility requirements, an election FAQ, and tables for the nominees. Larry Stephens worked with the EC to set up the nomination form.

June 2003
The Voter list was frozen in accordance with EC Guidelines, and will remain frozen until after the election, with the exception of updating email addresses and other corrections.
The opening of the Nominations period was announced, and the EC began accepting nominations.
Helpers David Morgan and Patricia Scott resigned for personal reasons.
The EC Chair was honored to accept an invitation to sit in on the IAGenWeb SC Election to observe their voting process and software.
At the close of National nominations, a record number of 140 nominations had been received and processed. One nomination was not processed when the EC was informed that the nominator was not a USGenWeb member. Three challenges were referred to the NC. An Announcement note re the opening of the voting period was sent. Bounces were handled, and on the last day of June, a final Voter List consisting of 2356 members was sent to Larry Stephens, who began sending out passwords.
The voting period was determined to begin July 1, 2003 8:00 am CST, and end July 31, 2003. 11:59 pm CST.

The following EC seats have been declared vacant, to be filled after the Election: Kenneth and JoAnn Thomas SWSC Region, Richard Pettys SEMA Region, Jan Cortez NENC Region.

The Chair would like to express her sincere appreciation to all EC Members and Helpers for the outstanding job they did during the nomination period, and to thank all USGenWeb members for their participation.

Ellen Pack
Chair, USGenWeb Election Committee


(7/29/03) The July session of the Advisory Board of The USGenWeb Project was adjourned and scheduled to reconvene on Monday, August 4, 2003.

The full text of all BOARD-L messages can be viewed in the threaded list archives for this list, located at

Angie Rayfield
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




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